Discuss your desire with your supervisor prior to submitting your request. Submit your proposal using the HR Employee Flexible Work Agreement form. Please allow your supervisor and department head ample time to consider your request.
Generally, we will try to return a decision on your proposal within two weeks. Keep in mind that not all proposals will be approved. Do not make any plans based on your proposed work arrangement until you have a signed agreement in place.
Much of the decision making is based on the job, not the person in the job. While some individual consideration is involved, the core decision making about whether a job can be remote, hybrid, in-person, or have flexible hours is based on the function and duties of the position, which is a determination made by management.
Additionally, department heads need to consider the sustainability of departmental operations, taking the potential work arrangements of all employees into account when making these decisions. It is critical that employees and decision makers keep in mind how remote, hybrid, and flexible work arrangements impact overall teams and departments, not just the employee requesting the arrangement.
Supervisors are encouraged to review employee proposals with employees but are not authorized to make any agreements.
Department heads are the primary decisionmakers for staff work arrangements. Department heads are encouraged to consult with their control points regarding these decisions to promote consistent and equitable decision making throughout Student Affairs. Requests for Remote Work or Hybrid Work of 3 days, 4 days, 5 days, or flexible/as needed (more than 16 hours) require additional approval from the Office of the Vice Chancellor for Student Affairs.
The work arrangements of department heads will be decided by control points in consultation with the vice chancellor, and the work arrangements of the direct reports of the vice chancellor will be decided by them personally.
In cases where an employee disagrees with the decision of their department head, the employee may appeal the decision to their control point. (See next FAQ: I disagree…)
We understand that these are sensitive decisions with significant individual ramifications. Decision makers are doing their best to balance the needs of our campus community and the employees who carry out our mission. Still, some disagreements are bound to occur, and we hope that we can resolve them through continued discussion.
The first step is to find a time to meet with your supervisor and/or department head to discuss your proposal and their assessment of your position’s eligibility for remote, hybrid, and/or flexible work. Where possible, coming to an agreement within the department is the preferred route to resolve these issues.
If you, your supervisor, and your department head cannot come to an agreement, you may appeal the result of your position assessment to your cluster control point. Appeals will be considered on two grounds: (1) whether the decision was made in an equitable manner within the department, and (2) whether the decision was reasonable given the job duties and factors considered.
If after consulting with your cluster control point, you still disagree with the decision, you will be provided with contacts in the VCSA Office, the Ombuds Office, and Human Resources who can provide you information about next steps.
Positions and departments vary in terms of applicability of remote, hybrid, and flexible work arrangements. Depending on your circumstances, there are different approaches that we can take to try and match your needs with those of the University and our students. However, not all proposals will be approved.
To begin, please discuss the situation with your supervisor and/or department head. Where possible, coming to an agreement within the department is the preferred route to resolve these issues.
If you haven’t already, be sure to familiarize yourself with UCSB HR Employee Resources, including the Academic and Staff Assistance Program (ASAP), the Health Care Facilitator program, and work-life resources.
Keep in mind that these guidelines and process do not apply to cases where an employee is seeking workplace accommodations for a documented disability. All requests for workplace accommodations, whether temporary or permanent, must be arranged through an interactive process in conjunction with Human Resources – Employee Services. If you need a temporary/ongoing/permanent accommodation, please have your medical provider fill out The Medical Response for a Reasonable Accommodation Request form. For general questions about workplace accommodations, please submit a HR ServiceNow ticket.
Except where otherwise indicated (e.g., in a collective bargaining agreement), employees should have a minimum of two weeks of notice before a change to their permanent work arrangements is implemented.
An exception to this practice arises in cases of emergency or urgent departmental need since these changes are temporary. For example, some positions, based on their specific job duties, may be recalled to campus with less notice to respond to emergency situations. In these cases, the staff member should report to work on campus as soon as possible after the request is made. Or if positions are made temporarily remote due to public health guidance, and then returned to in-person service once public health guidance allows, notice will not be required.
Yes. Supervisors and department heads can approve remote, hybrid, and/or flexible work schedules for student employees. Please keep in mind that in addition to providing earnings, many student positions provide valuable on-the-job learning and professional development. Student employee interaction with other employees provides enriching educational benefits. Therefore, supervisors and department heads should consider creating informal and formal interactions among employees, whether staff are working in person, hybrid, or fully remote.
When assessing a student position for remote, hybrid, or flexible work arrangements, the same considerations for equitable treatment among employees with similar duties should be given, and similar systems for supervision and accountability must be maintained, as with professional staff. Individual employee proposals and position assessments are not required for student employees due to their casual employee status, but written departmental policies and procedures are strongly encouraged to promote transparency and fairness.
Where you choose to live (generally within CA; sometimes within the US) is entirely up to you. However, if you choose to move outside of commuting distance from your primary work location (e.g., the UCSB campus), you are accepting the risk that you may be subject to disciplinary action, up to and including dismissal, if your position is required to be on site (now or in the future) and you do not report to work in person as scheduled.
Before relocating out of commuting distance from campus, we recommend that you discuss your intentions with your supervisor, and understand that, in most cases in Student Affairs, there is a significant possibility that your position will be required to work in person (hybrid or full time) in the future.
For example, do supervisors need to be "stricter" about incidental requests for flexible hours?
No. Nothing about these guidelines is intended to impede the agility of our organization to respond to the evolving needs of our students, campus community, and employees. Temporary, one-time arrangements practiced for a total of 14 days or fewer can be documented informally between an employee and supervisor, with the approval of a department head.
Equitable consideration should be given to all employees who request temporary flexibility with regard to their work schedules and/or locations, and all arrangements must be compatible with University policy, the employee's FLSA status, and the applicable bargaining unit agreement (where applicable).
For any arrangement that will be practiced for more than two weeks, a completed and signed Employee Flexible Work Agreement is required in advance.
Human Resources has prepared Remote Work Resources (articles, videos, training modules, etc.) as well an Empowerment Toolkit for Managers and Supervisors of Remote/Hybrid Teams. Training tailored to specific department needs is available from HR. Contact Heather Heyerdahl, Director for Learning & Organizational Development or Shira Minerd, Work-Life Resource Coordinator.
Questions and suggestions are welcomed.
You are encouraged to share them with:
- Your supervisor,
- Your department head,
- Your cluster control point, and/or
- Miles Ashlock, Chief of Staff in the Office of the Vice Chancellor for Student Affairs.