Occupational Health Services (Staff)

The University has concluded a tender under the OGP National framework for Occupational Health Services to support various Occupational Health Physician (OHP) activities and related medical services.  These services include, but are not limited to:

• Staff work activity risk assessments
• Occupational health risk assessments
• Medical assessments related to work and pregnancy
• Audiograms
• Lung function tests and spirometry (e.g., for diving or work with Laboratory Animal Allergens – LAA)
• Allergy testing
• Blood and antibody testing
• Work-related and travel-related vaccinations

Colleges, Schools, Departments, Centers, and Units are required to directly engage the appointed OHP provider for the delivery of mandatory occupational health assessments and advice in line with Safety, Health and Welfare at Work (SHWW) regulations.  This includes fulfilling the role of a designated Occupational Health Physician under the SHWW framework.

The current list of tendered fee rates for the OHP provider, established under the national OGP services framework, is available from the University Procurement Office.  All costs and administrative arrangements for occupational health surveillance and medical assessments are the responsibility of the individual School or Department.

Any medical provider listed under the Procurement Office’s OHP medical practitioner tender panel may be engaged for:

• Employee health surveillance
• Designated OHP assessments under SHWW regulations

Results of health surveillance must be shared with the employee’s line manager or department in a general format (e.g., pass/fail result and or need for specific precautions or follow-up).  No personal or detailed medical information may be disclosed.

Certain types of vaccinations may be recommended for staff working with specific biological agents.  The approved OHP medical provider on the Procurement Office medical practitioner list must be shared to administer these vaccinations or to verify immunity through antibody testing.

Please note:

People and Culture (Human Resources) separately engages OHP services for the following purposes:

• General fitness-for-work assessments
• Ill-health absence management
• Employee Work accommodation or adaptation evaluations
• Covid-19 return-to-work screening and assessments (e.g., 2020 pre-return to work clearance forms)

In addition, the Health & Safety Office engages an OHP from the approved Procurement Office OGP tender list (e.g. Corporate Health Ireland (CHI)) to review pregnancy-related job risk assessment (RA) forms.

UCC Student Health fulfils all the above in relation to u/g and p/g students (advice and services).

Ergonomics

VDSE Workstation Setup, Training, and Assessment

Employer and Employee Responsibilities

Employers, through their line managers, have a legal obligation to ensure that all staff are properly trained and equipped with appropriate VDSE (Visual Display screen Equipment) workstations.  This includes maintaining up-to-date assessments of both on-site and home office setups.

VDSE Training Course

The mandatory online VDSE training course is hosted externally on a secure platform and is available here.  It must be completed every three years, with automated reminders sent to staff when renewals are due.

Important Notes:

• Staff must request access to the e-VDSE course via the Helpdesk.
• The course is available to some students (e.g., Postgrads & PhD students) or those employed as student help or in part-time/occasional work for the University.
• The course is best accessed using modern browsers such as Microsoft Edge.
• Staff must ensure their department details are accurate. It is each staff member’s responsibility to update this information when re-taking the course so that completion records are attributed correctly.

Workstation Ergonomics and Best Practices

UCC’s Occupational Health Physician (OHP) and ergonomics advisors recommend a combination of:

• Proper workstation setup and job design
• Regular movement and breaks to avoid prolonged sedentary periods
• Simple stretching exercises throughout the day

To reduce sedentary time, staff should:

• Stand, move around, and stretch frequently throughout the day
• Consider alternating between seated and standing work positions
• Incorporate brief 5-minute standing or stretching breaks if natural movement is limited

Standing desks can be useful but must be set up safely to avoid hazards like falling objects or trapped limbs between adjacent furniture.  In some cases, chair armrests may need to be removed to achieve an optimal seated position (this can typically be done by unscrewing a bolt underneath the seat).

Useful stretching guides and resources are available here. 

Provision of Ergonomic Equipment

According to UCC’s Occupational Health Physician (OHP):

• Once a fully adjustable ergonomic workstation and chair have been provided – along with any essential peripherals identified through assessment – the employer is not typically obligated to supply additional specialized equipment or chairs.
• Any request for a specialist chair must be:
  • Supported by documentation from a physiotherapist or specialist
  • Submitted to the Admin Officer in General Services
  • Accompanied by a valid School/Departmental PO or charge code

Reasonable accommodation(s) will be made where feasible, including for staff with medical conditions.  During remote working periods (e.g., Covid-19, etc.), staff may arrange with their line manager to temporarily relocate the office equipment home.

VDSE Eye Testing

Staff are entitled to VDSE-related eyesight testing.  Full details of the procedure are available here.

VDSE Workstation Assessment Process

1 Complete the Online Training

All staff must first complete the UCC’s online VDSE online training course, which covers VDU safety, associated ergonomic principles and how to set up a VDSE workstation.

2 Apply Learning to workstation Setup

Using the training guidance, staff should adjust their workstation accordingly, either during the training or shortly after.

3 Conduct a Self-Assessment:

Staff must complete a self-assessment of their workstation to ensure it is set up correctly.  (note: both office and home-office workstations must be assessed).

Use the new UCC Illustrated and easy-to-follow self-assessment form excel form. 

Note:

This assessment tool is very self-explanatory and covers everything sequentially for both properly setting up and assessing a standard VDU workstation at UCC and at home workstations.  This will suffice as an assessment for the most typical workstation setups (approx., 90-95% of cases).  If additional equipment or support is needed, staff must discuss this with their line manager.  Necessary equipment should be provided from the local departmental budget, including for staff working remotely by arrangement.

Specialist Ergonomic Assessments

Complex cases or areas such as (security desks, library issue points, post rooms) may require a more detailed evaluation by an ergonomics specialist.  UCC does not employ an in-house ergonomist, departments are responsible for arranging and funding such consultations as needed.

Medical-Related Work Adaptations

Staff with an existing or recently acquired injury, illness, or medical condition should contact - People and Culture Department (Human Resources) for guidance.  They can arrange a specialist assessment through UCC’s Occupational Health Physician (OHP).

VDU Eyesight Screening Test

Staff VDU Eyesight Screening Test is an entitlement for any staff member who uses a VDU (Visual Display Unit) for one hour or more continuously as part of their work.

Professional VDU eyesight tests, using advanced testing technology, are available at cost-effective rates through major high-street eye care providers. Many of these providers are conveniently located near UCC campuses and offer corporate discount rates, which may include a VDU eyesight test only or a package that includes both the test and any necessary occupational lenses for VDU use.

Cost Responsibility and Arrangements

The cost of VDU eyesight tests or occupational lenses required for work purposes is considered a departmental or school operating expense. Arrangements for these tests and payments (for a test only or a combined test and lens package) should be made by the employee’s line manager. This includes:

• Selecting the vision testing provider offering the best rates.
• Raising and administering purchase orders (POs) via the UCC Agresso system.
• Current testing providers on Agresso and their PO status:
  • Specsavers Opticians (ID: 202391) – Not accepting Purchase Orders
  • J.E. Daly & Co Ltd (ID: 210126) – Accepts Purchase Orders
  • Corporate Health Ireland (CHI) (ID: 221666) – Accepts Purchase Orders

Departments must retain a copy of the test results provided by the optometrist.

Initial and Repeat VDU Eyesight Tests

• New Staff: Departments should arrange an initial VDU eyesight test for new staff members who will use VDUs regularly, once they commence employment at UCC.
• Existing Staff: Staff experiencing VDU-related vision difficulties can request a repeat test by applying to their manager.

Screening Frequency

Guidelines for repeat testing, in line with SHWW VDSE regulations, recommend:

• Every 10 years for staff aged 20–39, unless a vision issue arises.
• Every 2 years for staff aged 40 and older.

Scope of the VDU Eyesight Test

VDU tests focus on mid-focal length vision and associated eye coordination, specifically for VDU use. Any prescribed corrective appliances aim to minimize fatigue and improve comfort during VDU work.

Note: Staff are required to complete UCC’s e-VDSE training and ensure their workstation setup (onsite and off campus) aligns with training outcomes.

Outcomes and Employer Obligations

1. Adequate Vision: If the test confirms that the employee’s vision is adequate for VDU use, no further action is required. However, recommendations for non-VDU-related eye examinations would be a personal matter for the employee.
2. Corrective Appliances for VDU Use:
• If special corrective appliances (single-vision, mid-focal lenses) are required solely for VDU use, UCC (via the relevant department) will cover the cost of basic polycarbonate lenses and durable frames (without cosmetic features like anti-glare or tinting).
• If the employee opts for enhanced features or upgraded frames/lenses, they must cover the additional costs.
3. Existing Prescription Updates: Where VDU issues can be resolved with updated prescriptions for standard corrective appliances (e.g., reading glasses), UCC is not responsible for these costs.

Staff Options for Corrective Appliances

For staff requiring special corrective lenses for VDU use:

• Option A: Obtain a separate pair of glasses for VDU work, to be used exclusively at the workstation.
• Option B: Arrange for bifocal or varifocal lenses that accommodate both VDU and non-VDU tasks. In this case, UCC will reimburse the basic cost of VDU lenses and frames, with the employee covering the balance.

Repairs: Employees are responsible for the cost of repairs to their spectacles, regardless of the arrangement.

Reimbursement and Usage

UCC will reimburse only the cost of standard VDU vision tests and basic corrective appliances (no cosmetic enhancements). Receipts must be provided for reimbursement.

N.B.: Any corrective appliances provided by UCC must be used during all VDU work for the University, including any VDU work done at home.

Pregnancy Job Risk Assessment Procedure

In accordance with the Safety, Health and Welfare at Work (General Application) Regulations - Protection of Pregnant, Postnatal and Breastfeeding Employees, a job-specific risk assessment must be carried out at the departmental level to evaluate potential risks to the pregnant employee and their unborn child.  This assessment must be documented and retained in departmental records.

Notification of Pregnancy

Upon confirming a pregnancy, the staff member is required to notify UCC People & Culture Department (Human Resources).  This is a mandatory step.

Following notification, HR will issue the staff member a copy of UCC’s Pregnancy Job Risk Assessment Form.

Completion of the Risk Assessment

The staff member must complete the Pregnancy Job Risk Assessment Form in collaboration with their line manager or supervisor.  The completed form must then be submitted to the UCC Health and Safety Office via the Helpdesk - linked here.

Review by the Occupational Health Physician (OHP)

The Health and Safety Office will forward the completed assessment to the University Occupational Health Physician (OHP).  The OHP will review the assessment and submit a Recommendation/Conclusion Medical Report advising departmental management on whether any adjustments to the employee’s work duties are required during pregnancy or while nursing a newborn.

Implementation of OHP Recommendations

Where the OHP recommends job modifications, departmental management and the staff member are required to implement and adhere to these recommendations.

If it is not operationally feasible to implement the advised modifications, the employee may be eligible for special leave, in line with the terms set by People and Culture Department (Human Resources) and/or the Department of Social Protection.

Work Related Vaccines

Should a UCC Staff member require a vaccine owing to work related duties then the following steps should be taken:

Head of relevant Department to directly contact Procurements selected medical service provider requesting vaccine and supplying the following information:

• Staff member’s name/Department
• Staff member’s staff number
• Contact telephone number for staff member (for appointment arrangement purpose)
• Signature of head of Department

Please note:

This is for UCC staff members only. (Students and Postgrads. – Dept. to contact Student Health Officer)

All costs to be borne by the relevant Department and will be invoiced for same by the Occupational Physician.

Student requirements (U/g and P/G) should be progressed via the Student Health Officer.

Please note: OHP advises that while vaccination is advisable for these vaccine presentable illness, in all cases take up by individuals is voluntary. Staff who decline when offered a vaccine, must sign a waiver form, at dept level following, being advised of the risks. There will be situations where some small % of the population may not develop immunisation after vaccination.

Travel Vaccines

The following table outlines some popular holiday destinations for which the WHO, CDC and ISTM recommend vaccines.  Remember, if you are travelling anywhere outside Western Europe, North America, Australia and New Zealand, vaccinations are recommended. A work travel risk assessment should also be completed in advance. see further Document 19.3.21 of Volume 3 of the Safety statement template at :  

***  PLEASE NOTE THAT THE ABOVE LIST IS INDICATIVE ONLY AND INTENDED TRAVELLERS SHOULD CONSULT OCCUPATIONAL HEALTH

**** Depends on length of visit, purpose of visit, regions being visited and planned activities.

Reference: US Centre for Disease Control (CDC) website, Scottish Centre for Infection and Environmental Health