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Work Location Status Form

Learn about the Work Location Status form, a required form for UC San Diego employees to share their work location and schedule.

The Work Location Status form is a tool for UC San Diego to gather information from employees regarding their work locations and schedules. This information is critical for campus space and safety planning, including ensuring appropriate density and occupancy levels in our facilities and for general emergency response needs.

Over the past year, many UC San Diego employees experienced changes in their work schedule and location due to the COVID-19 pandemic. As employees begin re-establishing their work arrangements (including on-site, remote and hybrid schedules), it is important that we build and maintain an accurate database of when and where campus employees conduct their work.

All UC San Diego employees, including campus and Health, are required to complete and submit the Work Location Status form by July 23, 2021. Fill out the form based on your current work arrangement and return to update it if your work location or schedule changes.

Complete the Work Location Status form »

Get Support

If you need support related to the content of the form or the questions it asks about your work schedule and location, contact the Return to Campus Support Desk at hr@ucsd.edu or 858-246-3570. If you need technical assistance with logging into or submitting the form, contact the ITS Service Desk.

Instructions for Completing the Work Location Status Form

If you anticipate changes in your work location or schedule in the future, fill out the form with your current schedule and location and come back and update the information if changes should occur

  • Access the Work Location Status form by logging in with your Active Directory single sign-on information 
    • Your name, email and ID number will be pre-populated.

  • Identify your current work arrangement: 
    • Working on campus/onsite only (0% remote)
    • Working remotely sometimes (1-49% remote)
    • Working remotely most of the time (50-99% remote)
    • Only working remotely (100% remote)

  • Indicate whether you have completed a flexible work arrangement form (e.g. hybrid work arrangement or alternative schedule arrangement), based on the type of schedule you are working. 
    • Staff and Student employees: Complete the additional questions.
    • All others (academics, postdocs, graduate students, etc.): Proceed to next required item.   

If you are currently working any portion of your schedule on-site:

  • Provide the details of your current on-site work schedule, indicating the days and times you perform on-site work.
    • For Health team members, please note the "variable schedule" option at the bottom which you can select for your shift.
  • Identify your primary on-site work location.
    • If you work in various/multiple locations and do not have a primary on-site work location (e.g. facilities, maintenance, landscaping, at sea), select "multiple locations" as your building and enter details for where you check in to your work shift.
    • If you have multiple appointments, provide a primary work location or if you work in various locations, select "multiple locations" as your building and enter your check-in location details.

  • Indicate whether your specific work location is accessible to the public. In other words, can individuals outside the UC San Diego community come to your work space (e.g. desk, lab, office, etc.) unescorted, or does your location require key or ID card access?
    • If your primary on-site work location is not accessible to the public, provide details for the check-in location. This is where you would meet a guest to escort them in, like a front lobby or reception desk.

If you are currently working remotely 100% of the time:

  • Identify from where you are conducting your work remotely: 
    • Remote from home in California
    • Remote from other location in California
    • Remote from any location outside of California

  • Affirm that you understand that you must continue completing the daily symptom screening process each day prior to reporting to your campus worksite, to comply with San Diego County orders related to COVID-19.

Frequently Asked Questions: Employees

Why is the Work Location Status form being rolled out now?

The Work Location Status survey was launched in response to COVID-19 with the purpose of providing general density information. Over the past few years, campus leaders have been discussing how to gather accurate work location information for UCPath and Tririga. As the existing Work and Health Management form gathered part of the needed information, the decision was made to leverage the existing resource to meet our needs. As more departments are returning to onsite operations, the update is being launched now to support the return to campus.

Who has access to fill out the Work Location Status form?

Anyone who is affiliated with UC San Diego and has a single sign-on (SSO) log-on can access and submit the form. All employees (staff, academic and student employees) should complete this form any time their work location or work schedule changes. All affiliates with SSO should complete this form if/when they are working on-site.

Who has access to the information I submit in the Work Location Status form?

The Work Location Status form was developed through a partnership between Human Resources and Resource Management & Planning. Additionally, reports will be available to specific department contacts, and campus leadership will receive aggregate data.

Once I complete the survey, do I need to complete it again if my work schedule or location changes?

Yes. All employees (staff, academic and student employees) should update the form any time their work location or work schedule changes.

If I work remotely am I required to fill out the Work Location Status form?

Yes. All UC San Diego employees, including campus and Health, are required to complete and submit the Work Location Status form. Fill out the form based on your current work arrangement and return to update it if your work location or schedule changes.

Does this replace the Kuali Research and On-site Activity Reporting Platform or Social Distancing and Sanitation Protocol online?

No. This is not a replacement for either. This is a survey to gather specific information about where and when employees are working onsite.

Does this replace the Triton Alert Emergency Notifications registration?

No. Although the information will be used for aggregate reporting on campus occupancy, it is not intended to register employees for the emergency notifications.

What if I can’t find my building?

The Work Location Status form is linked to official building names in Tririga. Many of our buildings have changed names or have unofficial names. For example, the Biomedical Library Building is not it’s own building; instead, it is part of the Biomedical Sciences Building (BSB). If you cannot find your building on the survey and tried the survey suggestions, below, contact the RTC Support Desk at hr@ucsd.edu.  

Building search tips:

  • Search using the full name of the facility (e.g. search for University Center 201, not UC201).
  • If you do not see your work location when you search your facility name, try searching with the street address (e.g. find 125 Dickinson Street by searching ‘125’).
  • You can use a * wildcard in your search (e.g. *Torrey to find all records with Torrey in it).
  • Select "I can't find my building" to input your location manually.

While entering my building information I don’t see a space to put in my floor number. What should I do?

To complete the form, manually enter “I can’t find my building.” Then reach out to the RTC Support Desk using hr@ucsd.edu. We will get back to you after consulting with campus planning and space representatives.

 

Frequently Asked Questions: HR Managers and Contacts

When I am completing the form on behalf of my direct report or as a department contact, should I click “I understand” in regards to the daily symptom and exposure screener?

Yes, to submit the form you will need to click “I understand.” As the form tracks who is submitting the response, it is possible to pull a report to determine if/when the affirmation was submitted by the employee. If you are completing the form on behalf of someone else, it is recommended that you remind the employee that they are required to complete the symptom and exposure screening survey every day that they are reporting to work onsite.

How do HR managers access/view information for their department?

The Work Location Status HR Interface was created to allow department HR contacts and other designated employees to verify information.

How do I check who in my department is your contact for this?

Campus employees should contact the RTC Support Desk (hr@ucsd.edu) with any questions related to department access to the Work Location Status HR Interface. Health employees should contact hs-laborrelations@health.ucsd.edu

Will people on leaves of absence be removed?

The goal is to provide a general idea of when and where someone is working. There is not an expectation that employees will update the survey every time they are out of the office or for ad hoc schedule changes. If an employee is going on an extended leave, the department may consider changing the onsite schedule response to “variable” so they do not show up as on-site any specific days while on leave.