Home Office Setup Guidelines

Guidelines for Office Equipment, Supplies, and Home Office Setup

The University of West Florida (UWF) provides equipment to support remote work based on department needs and available resources. Supervisors and department heads determine what equipment is provided, and employees may check out items with supervisory approval. Procedures outlined in the Property Guide can be found in Confluence and must be followed, including completing the Equipment Check-Out Form and an online Property Survey Request should be completed to start the survey process. Property items that are capable of containing electronic data or software must have all licensed software and institutional data securely deleted in accordance with the University's Policy on Disposal of University Hardware, Software, and Data Storage Devices. Additional details are available through the Controller’s Office Property division.

UWF may provide essential tools like computers, printers, communication devices, and software, which remain UWF property. Employees are responsible for returning these items upon request, in cases of extended illness, resignation, termination, or program conclusion. Equipment must be safeguarded against damage and unauthorized use. While UWF maintains its equipment, any items provided by employees must be serviced at their own expense. The University supplies office materials as needed for remote work. Any additional out-of-pocket expenses require prior written approval from the supervisor and will not be reimbursed without it.

Equipment, Office Supplies, and Use of University Property

Communication technology facilitates efficient interactions with remote work employees. Common tools include videoconferencing, telephone, voicemail, email, instant messaging, cellular phones, fax machines, and document scanners. Employees should frequently check for messages via email, chat, and voicemail to maintain effective communication with supervisors.

Computers

Employees and supervisors must discuss whether to use a University-provided laptop or personal computing equipment. Employees should store documents and files using Google Drive for Work. Google Drive for Work can also be found at: Installing Google Drive for Desktop on personal devices. Visit Data Compliance and Restrictions by Service (data security for research) to learn about the types of data that can be stored in UWF Google Drive.

Required Safeguards

For University-managed computers:

• Enable full hard drive encryption to protect data.
• Use University-installed anti-malware software and perform regular scans.
• Avoid modifying security settings or installing unapproved applications.
• Connect to UWF’s internal network using Remote Desktop or VPN if required.

For personal devices:

• Maintain updated antivirus software with real-time protection and regular scans.
• Implement strong physical security measures for portable devices.
• Enable firewalls and install the latest operating system updates.

Home Wireless Network Recommendations

• Change the default administrator password to a strong, unique one.
• Use WPA2 encryption or higher with long, complex encryption keys.
• Disable SSID broadcasting and use the router’s built-in firewall.

Departmental Responsibilities

ITS staff must manage access to software applications, document employee roles, and revise access as necessary. Departments must maintain updated records of employees’ remote work locations, including city, county, and state, with updates provided within five business days after any change.

Home Office Essentials

To ensure productivity and comfort, home offices must have appropriate furniture, lighting, and ergonomics, especially for employees working on computers. Poor positioning of keyboards and screens can cause fatigue, so attention to setup is critical.

Furniture and Workspace

Home office furniture depends on the space available. In dedicated rooms, setups may include a desk, printer stand, and chairs resembling an official UWF office. For smaller spaces, furniture can be portable and stored when not in use. Workspaces should accommodate necessary materials like phones, manuals, and supplies.

Desks and Printer Stands

Desks should have a surface height of 26½ inches for comfortable typing, sufficient depth for equipment, and proper monitor positioning (20° below eye level). Printer stands or surfaces must be sturdy, reduce vibration, and allow adjustments while seated.

Chairs

A chair with proper lumbar support is essential for long periods of sitting. Adjustable office or ergonomic chairs are recommended, with seat heights between 15–18 inches. Backrests and armrests should support comfort and usability.

Ergonomics

Proper office equipment layout minimizes discomfort and injury. Ensure physical security for devices and maintain an ergonomic setup. Further resources on workplace safety are available in Preventing Ergonomic Injuries and on the UWF Environmental Health and Safety website.