Relocating Equipment to Remote Work Sites

  • December 02, 2020

An important message from the Office of the Vice Chancellor and Chief Financial Officer

Original Message sent July 27, 2020

Dear Colleagues:

As we adapt to a changing work environment, the health and welfare of the Bruin community remains our primary concern. To continue to reduce personnel density on campus and maintain productivity while promoting safe, healthy working conditions in remote work locations, we are asking all departments to develop a plan to relocate, as necessary, non-inventorial office equipment (NIOE) to remote work sites. NIOE includes most small and medium-sized office equipment used by employees as they carry out their work duties.

We ask that your department develop specific plans, which should include the following:

  1. Identify who is eligible to retrieve office equipment. Employees who are working 100% remotely should be given priority for removing the equipment they need. If an employee is assigned to work at UCLA, then a safe and functional workstation must remain at their campus work site and equipment should not be removed.
  1. Define what can be removed. NIOE includes items such as chairs, keyboards, computer mice, monitors, printers and small freestanding ergonomic equipment such as sit/stand desktop devices. Larger items and those affixed to office spaces/cubicles (for example, desks and tables) should not be removed for home usage.
  1. Establish procedure for removal and return. Departments are responsible for coordinating building access and may choose to have employees (with supervisory approval) pick up items or, when needed, have chairs and equipment delivered to their remote work sites. Supervisors should review procedures with employees, including proper handling of materials and verifying their ability to safely remove equipment. Fact sheets are available on safe lifting (PDF). All employees coming to campus and their departments must follow campus procedures for minimizing the spread of COVID-19 (PDF) and complete the UCLA Requirements for Symptom Monitoring. An agreement has been put into place with the delivery service provider CPM to pick up and deliver chairs and/or computer equipment from the office to employees’ remote worksites, if needed. BruinBuy instructions for placing delivery orders are available.
  1. Document the removal process. Supervisors and employees should log items being removed on a UCLA Equipment Removal Request Form (PDF) to ensure accurate record-keeping of UCLA property. Further, departments must communicate their expectations to employees before any property is removed, as employees will be held responsible for missing equipment. Any property that is removed from campus must be returned when the employee is directed to do so.

If you have any questions, please refer to the UCLA Equipment Removal Guidelines or contact UCLA Insurance & Risk Management – Ergonomics at contact@ergonomics.ucla.edu.

Sincerely,

Gregg Goldman
Vice Chancellor and Chief Financial Officer