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Flexible Work Arrangements

Learn about guidelines and resources related to flexible work arrangements for campus staff employees at UC San Diego.

At UC San Diego, we strive to be intentional about fostering a workplace where employees can thrive professionally and personally. As we continue planning for our safe and gradual return to full campus operations this fall, we are taking into thoughtful consideration the lessons we have learned over the past year about workplace flexibility, and we have developed new guidelines and resources to help supervisors and employees find success in establishing and implementing flexible work arrangements.

What are flexible work arrangements?

Flexible work arrangements allow for alternative approaches to getting work done through non-traditional work schedules, locations, and modalities. This flexibility can help employees find greater balance between their professional and personal commitments, such as child care and other caregiving responsibilities, in a way that also promotes a more positive, productive and fulfilling work environment.

There are a number of flexible work options that may be available to UC San Diego campus staff employees including alternative work schedules, such as flextime or compressed workweeks, and worksite flexibility (i.e. remote and hybrid work).

Although not every position can take advantage of all types of flexible work arrangements, the guidelines outlined in our Return to Campus Position Review can help supervisors and employees collaborate to develop flexible work arrangements while continuing to meet business needs.

UC San Diego Health Employees

The information on this page pertains to UC San Diego campus staff employees. Health Sciences and Health System employees should visit the Health Human Resources Return to Workplace website for guidance and information.

Tools and Resources


Guidelines and Documentation

  • Flexible Work Arrangements Policy (draft): As areas make decisions about our Return to Campus, UC San Diego is proposing a Flexible Work Arrangements Policy which will be applicable to all staff employees. This Policy is in support of our shared principles of innovation, equity and flexibility. 
  • Return to Campus Position Review: Guidelines and principles for reviewing positions within a department to determine suitability for flexible work arrangements
  • Pre-Approval for Remote Work: Form for managers and supervisors to complete for each employee whose position will be considered Remote Work. Remote Work is a flexible work arrangement where the employee’s primary worksite is off-site. The primary worksite is off-site if the documented expectation involves less-than-weekly on-site work (e.g. once or twice a month).
  • Key Considerations for Employees (Appendix E): There are a number of factors to consider when determining if a flexible work arrangement is right for you and what type of arrangement will work best for you and your position. This checklist will help you be prepared to discuss options with your supervisor.
  • Key Considerations for Supervisors (Appendix F): This checklist provides an overview of a number of key considerations that supervisors may evaluate when developing flexible work arrangements for employees.
  • Safety Checklist (Appendix D): This checklist is a tool for employees to review their home work area for safety. 


Flexible Work Agreements 

Resource Management and Planning staff: scroll down on this page for RMP-specific work agreements.

Alternative Work Schedule Agreement (Appendix A)  View as PDF  Complete via DocuSign 
Hybrid Work Agreement (Appendix B) View as PDF Complete via DocuSign 
Remote Work Agreement (Appendix C) Note: Pre-Approval for remote work must be received prior to initiating the DocuSign agreement. Submit the pre-approval form the chro@ucsd.edu View as PDF Complete via DocuSign 

NOTE: If a flexible work arrangement is based on a medical accommodation, please contact Disability Counseling and Consulting (DCC).


Return to Campus Support Desk

If you have questions about returning to campus and you’re not sure where to direct them, contact the Return to Campus Support Desk from 8 a.m. to 4 p.m. Monday through Friday at 858-246-3570 or hr@ucsd.edu. Staff from the RTC Support Desk can offer guidance and put you into contact with the Return to Campus lead for your department.


Remote Work Technology Resources


UC Requirements for Hoteling and Shared Workstations

As UC San Diego staff establish flexible work arrangements that include remote and hybrid work schedules, departments may consider making changes to their office or worksite to allow for hoteling spaces and shared workstations.


Training and Professional Development


Building Inclusive Teams and Trust

Intended for all managers and supervisors

This class will focus on understanding and developing the relationships between trust, inclusion and engagement within teams. We will explore how to foster work environments in which employees can bring their whole selves, and the benefits this brings not only to staff but also to your team and to UC San Diego.

The session will include discussion about establishing and enhancing connection with both current and new staff in on-site, hybrid and remote environments, creating psychological safety to support agility and innovation, and how trust fuels high performing teams.

Instructors: Anne Curtis, Terri Winbush

Check back soon for details about upcoming sessions. 


Managing Remote and Hybrid Teams

Intended for all managers and supervisors

This interactive learning session is designed to help UC San Diego managers and supervisors adapt their supervisory toolkit to all work environments: on-site, hybrid and remote.

Instructors: Anne Curtis, Terri Winbush

Check back soon for details about upcoming sessions. 


Collaboration and Communication Tools for Teams

Primarily intended for all managers and supervisors, and open to all staff

This workshop will focus on identifying the many and varied communication and collaboration needs for your team, and how to match the tools and structures that work best for each.

Instructors: Anne Curtis, Kenny Li

Check back soon for details about upcoming sessions. 


Office Hours for Managers and Supervisors

Join us for biweekly Return to Campus managerial office hours. Bring your questions and ideas to share to these informal sessions with HR's RTC Core Team. Drop in with a question or hang out and listen, or both. 

Check back soon for details about upcoming sessions. 


Communication and Collaboration Biweekly Office Hours

Presented by Campus Human Resources and ITS

Do you have questions or ideas about communication and collaboration tools for your team? Please continue to utilize this IdeaWave campaign, and/or join the Communication and Collaboration Biweekly Office Hours.

These are interactive, informal opportunities to workshop your question and challenges, share your ideas with colleagues, and explore available tools. Registration is required for each session.

Friday, September 24 10:30 - 11:30 a.m. Register »

Resource Management and Planning Agreements

RMP staff must complete the Flexible Work Agreements via Docusign using the appropriate links below. 

Prior to initiating the appropriate agreement, please review the PDF version above and confirm your work schedule and information with your supervisor.

Alternative Work Schedule Agreement (Appendix A)

Hybrid Work Agreement (Appendix B)

Remote Work Agreement (Appendix C) 

International Remote Work 

International Remote Work 

There may be occasions when an employee and department want to consider allowing the employee to work outside the US for a short-term, specific length of time in extraordinary circumstances. As this is an exception to policy, additional review and approvals are required beyond what is required for domestic remote work arrangements. Please note that international remote work agreements require the pre-approval of the Chief Human Resources Officer (CHRO) or designee and approval of both the CHRO and the appropriate Vice Chancellor (or designee).

There are many risks to the University with allowing telecommuting internationally. These include potential tax liability and penalties in the host country; being subject to the host country’s employment laws; being subject to the host country’s payroll regulations and penalties; the risk and cost of potential litigation in a foreign country. Due to this, these agreements are discouraged and rarely approved by the CHRO.

We recommend adjusting expectations and considering if a short leave (or delayed new employment start date, if applicable) is more appropriate for the circumstances.

The following information, review and approvals will be required, so please allow significant lead time before desired start date when submitting a request.

  • Supervisor/Department Head
    • Review employee's request and consider
      • Is a short leave more appropriate?
      • Is there a business necessity for the employee to work internationally while away?
      • Can anyone else perform the essential functions of the employee's role while the employee is away to eliminate the need for international work?
    • For staff employees, complete the International Remote Work Preapproval and submit to chro@ucsd.edu
  • Employee/Department
    • Obtain a legal opinion from the host country addressing potential tax liability and penalties, relevant host country employment laws, host county payroll regulations and penalties and the risk of litigation in the foreign country with allowing a UC employee to work in the host country for the requested duration.
      • This is typically the responsibility of the requesting employee. 

Once the above have been reviewed/received and approved, to initiate the review process and to find out more information, please contact:

The remainder of the review process involves the following:

  • Vice Chancellor
    • Review risk and determine if the a remote work arrangement outside of the US is appropriate and necessary.
  • Campus Counsel
    • Provide guidance and evaluate potential risks to the University.
  • Export Control
    • Evaluate potential export control risks.
    • Review what exports and export licenses are required.
    • Determine the potential costs that would be associated for licensing and exports.
  • IT Services
    • Evaluate potential IT security risks.
  • Sponsored Research Contracts and Grants (if applicable)
    • Foreign work or foreign component pre-approval may be required depending on the agency and award terms
  • Human Resources/Academic Personnel/Office of Postdoctoral and Research Scholar Affairs
    • Provide guidance related to other employment compliance areas that need to be addressed such as tax and health care.
    • Review risk in consultation with others and determine if the remote work arrangement outside of the US is appropriate.

In general, working outside the US is not intended to be a long-term solution.

Questions?

Campus employees should contact Employee Relations858-534-4115.

Health Sciences/Health System employees should contact Health Human Resources.

Note: this page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/flextime
Notice: The information on this page summarizes provisions of university policies and/or collective bargaining agreements. Refer to the Personnel Policies for Staff Members (PPSM) and local implementing procedures or applicable collective bargaining agreement for full text of referenced information.