Skip to main content

System Status: 

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. 
    • Employees covered by this policy are invited to review the policy and submit comments on the policy. Comments should be submitted to hr@ucsd.edu by 4:30 p.m. on July 7, 2021.
  • 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 checkist provides an overview of a number of key considerations that supervisors may evaluate when developing flexible work arrangements for employees.


Flexible 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) View as PDF Complete via DocuSign 


Return to Campus Support Desk

Between June 1 and September 1, employees will gradually be invited to return to campus for on-site work. A Support Desk has been established to address any questions and concerns campus staff employees may have about returning to campus.

The Support Desk is available now with service Monday through Friday from 8 a.m. - 4 p.m. Contact the desk by phone at 858-246-3570 or by email at hr@ucsd.edu.

Contact the Return to Campus Support Desk »


Remote Work Technology Resources


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

Thursday, June 3 1 - 3:30 p.m.
Tuesday, June 15 12:30 - 3 p.m.

Register for Building Inclusive Teams and Trust » 


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

Tuesday, June 22 9 - 10:30 a.m.
Thursday, June 24 1 - 2:30 p.m.

Register for Managing Remote and Hybrid Teams »


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

Tuesday, June 29 10 a.m. - 12 p.m.
Wednesday, July 14 10 a.m. - 12 p.m.
Wednesday, July 28 2 - 4 p.m.

Register for Collaboration and Communication Tools for Teams »


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. We'll be on hand from 10-11 a.m. every other Thursday from June 3 through September 9, 2021. Drop in with a question or hang out and listen, or both. 

Thursday, June 3 10 a.m. - 11 a.m. Register »
Thursday, June 17  10 a.m. - 11 a.m. Register »
Thursday, July 1 10 a.m. - 11 a.m. Register »
Thursday, July 15 10 a.m. - 11 a.m. Register »
Thursday, July 29  10 a.m. - 11 a.m. Register »
Thursday, August 12 10 a.m. - 11 a.m. Register »
Thursday, August 26  10 a.m. - 11 a.m. Register »
Thursday, September 9  10 a.m. - 11 a.m. Register »

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.