For any remote, hybrid, or flexible work arrangement that will be practiced for more than two weeks, a completed and signed Employee Flexible Work Agreement is required in advance. 

To fulfill our mission, Student Affairs staff should generally work in modalities and during hours that contribute to student success and satisfaction. 
For many positions in Student Affairs, remote, hybrid, and/or flexible work arrangements can provide mutually beneficial outcomes that enhance both the student experience and the employee experience. Departments are expected to maintain in-person operations for students during their regular business hours. Approved hybrid and remote schedules must ensure that there is sufficient in-person staffing to maintain in-person operations.

Procedure to Request an RHFA in Student Affairs

Step One

Review Student Affairs' Guidance on Remote, Hybrid, and Flexible Work Arrangements.

Step Two

Ask your supervisor or department head what the "preliminary eligibility for remote, hybrid, and flexible work" is for your position. Sketch out your proposal for remote, hybrid, and/or flexible work with this preliminary eligibility in mind (most approved work arrangements will not exceed this preliminary eligibility).

Step Three

Discuss your plan to request a remote, hybrid, and/or flexible work arrangement with your supervisor and seek their feedback and support.

Step Four

Initiate the Employee Flexible Work Agreement in DocuSign.

The form begins by asking you to identify people in the following roles:

  • Employee (yourself)
  • Initiator (n/a)
  • Supervisor (your direct/immediate supervisor)
  • Department Head (leave blank if same as supervisor)
  • Supplemental Approver (required for proposals of Remote Work, Hybrid Work of 3 days, 4 days, 5 days, or flexible/as needed (≥16 hours)) – Name: Miles Ashlock, Email: miles.ashlock@ucsb.edu
  • WorkLife Wellbeing Program Manager (required) – Leave default values

Step Five

Wait for a decision. If there are questions or proposed modifications, we may reach out to you. If your proposal is approved, the fully executed Employee Flexible Work Agreement is generated and sent to you. If your proposal is denied, you may first be notified by Docusign. Your supervisor and/or department head should offer to meet with you to discuss the decision and rationale. If you feel the decision rendered is not fair or reasonable, you may appeal to your cluster control point on those grounds only, by writing an email detailing your request and the rationale for your appeal.

Step Six

If your agreement was approved, re-review the "Equipment and Expenses" and "Frequently Asked Questions (FAQs)" sections of Student Affairs' Guidance on Remote, Hybrid, and Flexible Work Arrangements and discuss implementation with your supervisor.

You and supervisor should regularly discuss communication, workflow, job task completion, etc. Please keep in mind that all Employee Flexible Work Agreements are subject to ongoing review and may be adjusted with reasonable notice (usually at least two weeks; we strive for 30 calendar days where possible).

If you have questions, feedback, or suggestions regarding these procedures, please consult: 

  1. Your supervisor or department head or
  2. Your cluster control point (AVC/Dean) or
  3. Miles Ashlock, Chief of Staff in the Office of the Vice Chancellor for Student Affairs