Additional Monitor Allocation Policy

Purpose

The purpose of this policy is to establish clear guidelines for the allocation of additional monitors within the organization to support productivity.

Criteria for Monitor Allocation

1. Health and Mobility Considerations

   • To request an additional monitor for health or mobility reasons, you must first obtain approval from Human Resources (HR). This requires a formal letter from a medical institution detailing the vision, health, or mobility issues that necessitate an extra monitor.

2. Occupational Necessity

   • Additional monitors may be allocated to individuals who spend at least 90 percent of their time on a computer connected to the monitor. This typically includes Administrative staff and others in similar roles.

Justification Requirement

Requesters must provide a written and detailed explanation justifying the need for an additional monitor. The explanation should include a demonstration of cost optimization and at least one of the following conditions:

• The individual must demonstrate a consistent operational need to actively use and monitor at least four distinct and resource-intensive computer applications concurrently. These applications should be integral to the individual’s primary job responsibilities, requiring simultaneous visual interaction with at least two of these applications to perform daily tasks efficiently and effectively. Examples include real-time data analysis, complex project management, extensive coding environments, or simultaneous large-scale network monitoring.

• The individual works with specific programs which are tailored to dual monitors, such as:

  • Document imaging

  • Graphic design programs

  • Application or website programming and development

  • Hardware systems monitoring (e.g., HVAC, electrical, networking, etc.)

• The individual works with customers (e.g., students, staff, etc.) within a high-traffic area where information is required from two places simultaneously, and there is a potential that customers would need to wait while the information is retrieved.

Policy Implementation

• All requests for additional monitors will be evaluated based on the criteria listed above.

• The requestor must submit the justification to the relevant department for review.

• Approval or rejection of the request will be communicated to the requester after a thorough evaluation.

Conclusion

This policy aims to streamline the process of monitor allocation and ensure that resources are used efficiently and effectively, supporting the organisation’s operational needs while managing costs.