1
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Department Remote/Hybrid Readiness Audit (Director) |
Department head completes audit in consultation with unit management. Revisit annually. |
2
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Preliminary RHFA Position Eligibility Assessment
(Director)
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Department head determines preliminary eligibility for remote, hybrid, and flexible work arrangements for all positions in consultation with the unit management team and cluster control point. Supervisor notifies staff member of RHFA eligibility of their position. Revisit as needed or when a new position is added. |
3
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HR Employee Flexible Work Agreement Proposal
(Employee)
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If desired, employee completes the HR Employee Flexible Work Agreement. Proposals will be accepted and reviewed on a rolling basis.
Note: Requests for Remote Work or Hybrid Work of 3 days, 4 days, 5 days, or flexible/as needed (more than 16 hours) must specify the VCSA Chief of Staff as “additional department approval” (miles.ashlock@ucsb.edu). Forms without this signature will be considered invalid.
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4
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Full RHFA Position Eligibility Assessment
(Supervisor)
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Supervisor reviews employee proposal and approves or denies via Docusign. Supervisors are encouraged to review employee proposals with employees but are advised not to make any agreements outside of the Docusign workflow. |
5
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Department Head or VCSA Office Decision
(Director or Chief of Staff)
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Requests up to two days hybrid: Department head reviews employee proposal and supervisor’s recommendation and renders a final decision via Docusign.
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): VCSA Office reviews employee proposal, supervisor’s recommendation, and department head’s recommendation; consults with Student Affairs Executive Team as appropriate; and renders a final decision via Docusign. Forms without this signature will be considered invalid.
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6
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Notification and Distribution of Executed Agreement (if applicable)
(via Docusign)
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Employee is notified of decision. If the employee’s proposal is approved the fully executed Employee Flexible Work Agreement is generated and sent to the employee.
In cases where an employee’s proposal is denied, the supervisor and/or department head should offer to meet with the employee to discuss the decision and rationale. If an employee feels the decision rendered is not fair or reasonable, they may appeal to their cluster control point on those grounds only. See FAQ.
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7
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Agreement in Place |
Employee and supervisor should regularly discuss communication, workflow, job task completion, etc.
All HR Employee Flexible Work Agreements are subject to ongoing review and may be adjusted with reasonable notice (usually 30 calendar days).
Except for employees who are hired to “fully remote” positions, employees should be aware that remote, hybrid, and flexible work arrangements are not permanent or guaranteed, regardless of the location of an employee’s primary residence.
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8
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Review of Department Remote/Hybrid Readiness Audit and Existing Remote/Hybrid/Flexible Work Agreements
(Director)
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Department head revisits Department Remote/Hybrid Readiness Audit annually with unit management team. Supervisors and department heads should review all HR Employee Flexible Work Agreements with employees at least once per year (usually in June), separate from the employee performance evaluation.
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