Department of Corrections and Rehabilitation - Operations Manual

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Chapter 3 – Personnel, Training, and Employee Relations

Article 4 – Employee Wellness Programs

Revised September 13, 2021

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31040.3.4.1 Ergonomics Program – Defined

  • The Ergonomics Program is conducted in accordance with the California Code of Regulations, Title 8, Subchapter 7, General Industry Safety Orders, Section 5110, Repetitive Motion Injuries.

    • The CDCRCalifornia Department of Corrections and Rehabilitation Ergonomics Program includes the following components:

      • An Ergonomic Consultant (CDCRCalifornia Department of Corrections and Rehabilitation staff)

      • A Certified Ergonomist (external contractor)

      • Identification and prioritization of high-risk jobs and tasks

      • Training for management and employees

    • Hiring Authority Responsibility

      • The HA for each institution, parole region, Division of Juvenile Justice (DJJDivision of Juvenile Justice (formerly CYA)) facility, division, office, and Headquarter’s (HQ) Program shall:

        • Appoint an Ergonomic Consultant (ECEvidence Code) to oversee and complete ergonomic evaluations and ergonomic reports for their employees.

        • Ensure all ECs are properly trained to conduct ergonomic evaluations.

        • Provide all employees with an ergonomic evaluation, upon request.

        • Approve the CDCRCalifornia Department of Corrections and Rehabilitation Form 2252, Ergonomic Workstation Evaluation Request.

        • Contract with a Certified Ergonomist, when necessary.

        • The HA shall make every effort to comply with the recommendations identified as a result of an ergonomic evaluation (If equipment is needed to comply with the recommendations, items maybe available through the warehouse or surplus).

        • Ensure all employees are properly trained on the Ergonomics Program. This includes: exposures which have been associated with RMIs, symptoms and consequences of injuries caused by repetitive motion, the importance of reporting symptoms and injuries to the manager/supervisor, and methods used to minimize RMIs.

    • CDCRCalifornia Department of Corrections and Rehabilitation Ergonomic Consultant Responsibility

      • ECs shall:

        • Attend ECEvidence Code training.

        • Schedule and complete ergonomic evaluations.

        • Identify ergonomic risk factors.

        • Perform detailed job analysis (e.g., by breaking down the jobs into tasks and risk factors and evaluating the level of exposure).

        • Recommend improvements for jobs/tasks with a high level of exposure.

        • Recommend equipment which may reduce or eliminate ergonomic risk factors.

        • Communicate with and advise management of broader ergonomic issues.

        • Provide written documentation to the employee and his/her supervisor with recommendations to reduce or eliminate ergonomic risk factors.

        • Complete follow-up ergonomic evaluations and reports as needed.

        • Complete a monthly ergonomic evaluation log and forward to the OEW.

        • Maintain records of ergonomic evaluations for three years.

        • Provide ergonomic awareness training.

    • Certified Ergonomist Responsibility

      • If a local ECEvidence Code has not been appointed, has not attended ergonomic training, or when additional expertise in ergonomics is needed, the local HA must contract with a Certified Ergonomist to complete ergonomic evaluations. A Certified Ergonomist shall:

        • Complete ergonomic evaluations.

        • Identify ergonomic risk factors.

        • Perform detailed job analysis (e.g., by breaking down the jobs into tasks and risk factors and evaluating the level of exposure).

        • Recommend improvements for jobs/tasks with a high level of exposure.

        • Recommend equipment which may reduce or eliminate ergonomic risk factors.

        • Communicate with and advise management of broader ergonomic issues.

        • Provide written documentation to the employee and his/her supervisor with recommendations to reduce or eliminate ergonomic risk factors.

    • Office of Employee Wellness Responsibility

      • The OEW shall:

        • Provide assistance and resources to the field as needed.

        • Coordinate training for all ECs in conjunction with the local HA.

        • Provide Ergonomics Program, policies and procedures.

        • Provide information on local ECs as requested.

        • Track ergonomic evaluation data to identify best practices and trends analysis on an annual basis.

        • Prepare an annual report summarizing the progress and effectiveness of the program based on monthly ergonomic reports.

    • Manager/Supervisor Responsibility

      • Managers and supervisors must be familiar with the basic principles of their employees’ jobs, workstations, and equipment use. Managers and supervisors shall:

        • Actively support and participate in the Ergonomics Program.

        • Review the Computer User’s Guide to an Ergonomic Workstation located online at: http://www.documents.dgs.ca.gov/dgs/telework/dpahandb.pdf and complete the Easy Ergonomics for Desktop Computer Users training located online at: http://www.dir.ca.gov/dosh/dosh_publications/ComputerErgo.html, to ensure the recognition and control of work-related ergonomic risk factors, recognize RMI signs and symptoms, and encourage early RMI symptom reporting.

        • Ensure employees review the Computer User’s Guide to an Ergonomic Workstation located online at: http://www.documents.dgs.ca.gov/dgs/telework/dpahandb.pdf and complete the Easy Ergonomics for Desktop Computer Users training online located at http://www.dir.ca.gov/dosh/dosh_publications/ComputerErgo.html.

        • Encourage active employee participation in the Ergonomics Program, including: attendance at scheduled ergonomic evaluation, required training, participation and implementation of ergonomic recommendations.

        • Address employee concerns and resolve current problems as expeditiously, reasonably and inexpensively as possible.

        • Complete the Ergonomic Workstation Evaluation Request form and submit it to the local HA for approval.

        • Forward the completed Ergonomic Workstation Evaluation Request form to the local ECEvidence Code.

        • Shall make every effort to provide employees with any recommended ergonomic equipment. Purchasing ergonomic equipment is both the decision and responsibility of the evaluated employee’s unit (comparable items may be available locally or through the warehouse or surplus).

        • Ensure the implementation of recommended controls and develop a system to monitor their effectiveness.

        • Maintain records of ergonomic evaluations for three years.

    • Employee Responsibility

      • CDCRCalifornia Department of Corrections and Rehabilitation employees are responsible for conducting themselves in accordance with this policy and program. Employees shall:

        • Review the Computer User’s Guide to an Ergonomic Workstation located online at: http://www.documents.dgs.ca.gov/dgs/telework/dpahandb.pdf.

        • Complete the Easy Ergonomics for Desktop Computer Users training located online at: http://www.dir.ca.gov/dosh/dosh_publications/ComputerErgo.html and apply the knowledge and skills acquired to actual job, tasks, processes, and work activities.

        • Report RMI signs or symptoms and work-related RMI hazards to the manager or supervisor as early as possible to facilitate proactive interventions and/or prompt medical treatment.

        • Take responsibility for personal health and safety.

        • Complete the Ergonomic Workstation Evaluation Request form and submit it to the manager or supervisor for approval.

        • Maintain records of ergonomic evaluations for three years.