Environmental Health & Safety

Tips for Making Purchases
(Specific to Portland State University)

Given that many older chairs and workstations are still in use, and the amount of time people spend at computer workstations, recommendations frequently include procuring a task chair and an adjustable keyboard tray. Together, these are likely to cost six hundred dollars, and a number of mistakes can be made when selecting equipment. Sometimes, there are alternatives to buying new equipment. It is recommended that individuals seek assistance from a local vendor or Environmental Health & Safety when selecting such equipment. The following information is offered to help departments save costs and to avoid common mistakes with equipment selection.

Equipment Selection
The recommended goal of equipment selection is to provide a solution that will be effective in allowing an individual to remain comfortable based on their needs and the nature of their work. It is important to resist cutting features which are necessary for avoiding discomfort in order to save costs. This can result in spending resources on ineffective equipment. Conversely, from an ergonomics standpoint, it is unnecessary to pay for features which aren't necessary for one to avoid discomfort.

Repairing broken chairs
To some extent, old chairs may be repaired. Broken cylinders can often be replaced at little or no cost, caster wheels can be replaced for the cost of the wheels, and malfunctioning mechanisms can be repaired or replaced if they are still under warranty. Local vendors are usually able to provide this type of support for the products that they carry.

Purchasing New Chairs
When purchasing a new chair, it is recommended to take the following into consideration.

• No one chair will fit everybody. If multiple chairs are being purchased for a group of people, it is highly recommended to make sure that proper selection is confirmed for each individual.


• For people who are sitting for the majority of their time, a chair should include features to help them avoid discomfort associated with static postures and slouching. These features can vary based on a person's size, shape, and needs.


• Considering the warranty of the chair is also recommended.


• Requesting a sample from a vendor is always recommended. An individual should at least be able to try a chair for a few days before making a purchase, and most vendors are willing to lend chairs to their customers for this purpose.

Alternatives to Purchasing New Chairs

• Consider other chairs that may be available within your department.


• An acceptable chair can often be found in surplus for individuals with a standing knee height of twenty-two inches or less.

Purchasing Adjustable Keyboard Trays
Adjustable keyboard trays are frequently recommended for people who report moderate computer use for more than four hours per day. There are many factors which can reduce the effectiveness of a keyboard tray; considering the following is recommended.

• A reliable system will cost around $200. This will provide a sturdy system with a low profile. Purchasing less expensive alternatives is not recommended because they usually tend to be bulkier and less stable; this can be perceived by the operator as worse than using no keyboard tray at all.


• These systems generally need a clearance of at least 22" of depth and 27" of length underneath the work surface to work properly. If this is not available, then the workstation can usually be modified or replaced by Facilities and Planning at little cost.


• Systems with shorter tracks are available. These allow the keyboard tray to work with narrower workstations though they are generally not recommended because the tray won't fully retract on a short track.


• Chair arms will often conflict with the proper positioning of an adjustable keyboard tray, significantly reducing its effectiveness. That is to say, the keyboard tray can run into the arms of a chair before the mouse and keyboard can be placed in a comfortable position. This can be more common with the "mouse forward" designs. Checking for clearance here is highly recommended. Removing chair arms can be a solution.


• Adjustable keyboard trays generally include three different designs: Standard, mouse-forward, and ones with a separate mouse platform that rests over the numeric keypad of the keyboard. The various designs can make a difference depending on the needs of an individual.


• Individuals with a sitting elbow height of twenty-six inches or less may need to have a spacer installed along with their adjustable keyboard tray in order not to diminish the effectiveness of the unit.

Availability of Other Samples
There are often legitimate reasons to try a product before making a purchase. Environmental Health & Safety does not currently operate a sample program, but several options are listed here:

• If a coworker possesses an item of interest, it may be possible to borrow equipment from them to try.


• Saif maintains a loaning library; it is possible for EH&S to request samples from Saif.


• Samples may be requested from a local vendor who carries the product of interest.


• Consider return policies; it may be possible to return the product after purchase.