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System Status: 

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 the required 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 support.

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 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 Human Resources Support Team at hr@ucsd.edu or 858-246-3570. For Health employees, please submit an inquiry via the Health Human Resources website. 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

Note: 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)

  • If you have indicated that you are working remotely in any capacity, you MUST have an approved flexible work arrangement form on file with your department. Please contact your management with any further questions regarding the flexible work arrangement form. 

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.
  • If your work schedule is not consistent, you can select “Variable” to indicate you work variable hours.
  • 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.

Evolving Work Location Context and Forms

Context

The existing Work Location Status form began as a Work and Health Management form to make COVID-19 case investigation, detection, and contact tracing easier while collecting general density information. As vaccines developed and a return to the campus became safer, flexible work arrangements and telecommuting became more prevalent, and increased the desire to understand and manage space better.

Related and prior to COVID-19, AB-119 was passed by California in 2017 to help union organizers contact potential members. The UC Office of the President expanded this statutory mandate to also include non-union employees for the UC System. In 2021, SB-270 added substantial penalties for non-compliance which escalated the need to collect the required data more directly, efficiently, and accurately.

Forms

The campus currently uses two separate forms and workflows for Work Location information: (1) AB-119 continues to be collected in the Work Location Status form and (2) Space Management continues to be collected in Tririga. These workflows are being consolidated into Tririga for release in Spring 2023.

AB-119 & SB-270: Important Definitions

AB-119
A California bill signed into law in 2017, requires public employers, including UC, to provide unions with an accurate list of new (within 30 days of employment) and current employee names, job title, department, work location, and contact information. 

SB-270
A California bill signed into law in 2021, authorizes unions to file an unfair labor practice claim for violations of AB-119 with the Public Employee Relations Board (“PERB”). Violations will incur a penalty of up to $10,000. Employers may have an opportunity to cure the violation up to three times per twelve-month period. 

Responsible Employees 
Department personnel (employees, supervisors, HR contacts, and space managers) enter Work Location data to ensure accurate, complete, and up-to-date information

Penalties for Non-Compliance Violations 
Effective July 1, 2022, employers will be fined a penalty of up to $10,000 for each violation. 

Who Pays Penalties for Non-Compliance 
Departments will be responsible for any violations for failure to provide accurate employee job information, work location, and contact information for each employee.

In Spring 2023, department personnel (employees, supervisors, HR contacts, and space managers) will all use Tririga to ensure accurate, complete, and up-to-date information. 

Please continue to enter and update AB-119 employee work location information in the existing Work Location Status form. All staff will be notified when we transition to the Tririga tool.

Frequently Asked Questions: Employees

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 including campus (staff, academic and student employees) and Health 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 its 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 Human Resources Support Team  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 email the Human Resources Support Team 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 Human Resources by emailing 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.