Agile Working at Bidborough House
Individual Data Collection Form
(Guidance notes are available at the bottom of this form or overleaf if printed.)
Division: ………………………..
Manager Name: ……………………………..
Employee Details
Name ………………………………. Job ………………………….Team ……………….
Current Working Arrangements:
1. Normal days in the office
M
2. Normal working hours (start & finish time)
…………………………………..
3. Normal working hours (hours per week)
…………………………………..
4. Do you have home working arrangements already?
T
Y
W
Th
F
N
If yes, please explain
…………………………………………………………………………
Current Equipment:
5. Do you currently have:
Laptop 
Windows PC 
MacBook  Mac Desktop 
6. Specialist Hardware or Software requirements (e.g. AutoCAD) Y  N 
If yes, please specify: ………………………………………………………………………
…………………………………………………………………………………………………
7. Do you have any special ergonomic equipment/requirements? Y  N 
Please specify: (could include ergonomic chair, lumbar support, wrist support,
footrest, different desk height, lighting, mouse) …………………………………………
…………………………………………………………………………………………………..
8. Any other issues?
Y N
If yes, please explain (could include medical, allergies, lighting, heating)
……………………….……………………………………………………………………….
………………………………………………………………………………………………..
Initial Designation by Manager
Flexible  (can work at any desk)
Static  (needs to use the same desk when in the office)
Final Designation after Review
Flexible 
Static 
Guidance Notes for Agile Working Individual Data Collection Form
Purpose:
The purpose of this questionnaire is to gather information about current working
arrangements and current specialist equipment to identify whether the person should have a
flexible or static desk and what other equipment needs to be provided or moved to
Bidborough House. It will also be used in the space planning for each division which the
champions will undertake with the leadership team in the division.
Flexible or Static Definitions
• STATIC: Need to use the same desk whenever they are in the office because:
– They require access to very specialised technology or equipment located at a
particular desk
– They have assistive technology or equipment that cannot easily be moved
between desks
– The use of special equipment that can easily be moved does not necessarily
result in the requirement for a static desk. Decisions will be made based on
the consolidated information gathered followed by a case-by-case review.
• FLEXIBLE: Can use any available desk or workspace because:
– They are not static workers
Specialist Software/Hardware
 This is not an exhaustive list of the software used. That information will be
gathered by the Desktop@UCL team as part of migrating each person to the new
standard desktop. This will happen in advance of the move to Bidborough.
 Include any software/hardware that you think might impact a person’s ability to
work at a flexible desk using a laptop. If you are uncertain you should include it.
Special Ergonomic Requirements
 Note any existing ergonomic equipment that has been identified as a requirement
to safe working.
 In most cases the equipment will be able to move with the person and should not
stop them from working flexibly.
 Chairs – The chairs at Bidborough House have been assessed by an external
expert as being highly adjustable and they should meet the needs of most
ergonomic chair users. Make a note of the requirement on this sheet and an
individual assessment with the expert will be done to ascertain whether the new
standard chair will be suitable or not.
Any other issues?
 Note any issues that relate to whether a person should be a flexible or static
worker.
 General issues related to the move to agile working should be captured
separately and relayed by the manager to their agile working champion.
Initial and Final Designations
 The manager will make an initial designation.
 If the champion has any questions about the decision they will discuss it with the
manager and a revised designation might be agreed.
 In the rare case that there is a disagreement, the Head of Department/Director will
make the decision.
Confidentiality
The information gathered will be treated as confidential. We are gathering information about
the equipment that people use, not the reasons behind the need for that equipment. The
assumption is that current requirements will continue in the new location.
Instructions
Complete the form electronically and save as a Word document. Email it to your Agile
Working Champion.