Hybrid Work Guidelines

In order to evaluate and adapt pandemic-inspired hybrid operating models into sustainable, longer-term plans that serve the needs of our students, faculty, staff, and customers, the School of Medicine Return to Onsite Work Committee has prepared the following set of recommendations and guidelines.

Hybrid Work Guidelines for School of Medicine Employees

Effective July 1, 2022, Updated Nov. 2, 2022, Updated Feb. 1, 2024

  • Review the current hybrid model annually to align with the fiscal year (July 1 through June 30). Clarify and communicate schedules.
    • Individuals should include their on-site/off-site schedules in their email signatures when appropriate.
    • Managers/supervisors should review the remote work/telecommuting agreements for their staff on an annual basis and/or when there are changes for employees authorized to work on a hybrid basis. 
  • Employees should ensure that they can be reached by phone or electronic message, and that the preferred means of communication is clearly known by colleagues. Options include:
    • Forwarding office phone to personal cell phone when working remotely.
    • Using Microsoft Teams for phone calls and/or chat.
    • Unit leaders and supervisors should ensure that appropriate methods are in place and that there is clear communication in email signatures and other places as appropriate.
    • Whenever possible, managers should help facilitate on-site coverage to ensure minimal interruptions to business operations.
  • Address social isolation.
    • Managers/supervisors should proactively plan some in-person meetings and activities for collaboration and connection.
  • Assess that the operating models are meeting the needs of key stakeholders and make changes to address concerns.
    • Managers/supervisors are asked to assess on an annual basis that stakeholder/customer needs are being adequately served based on the current work schedules, and to adjust schedules as needed.
    • Additional information will be provided at the FAO/managers meeting, and Town Halls, as needed. 
  • Recapture space for individuals and units that must be on site.
    • SOM Facilities will develop guidelines for use of space.
    • Recommend that offices and workspaces that are used less than three days/week be available for sharing.

Hybrid Work Expectations

  • Effective September 1, 2023, SOM adopted uniform hybrid work expectations of a minimum of three on-site days/week for employees who currently have hybrid work agreements as well as for new roles/employees that qualify for hybrid work.
  • Adoption of this schedule does not supersede expectations for roles/job classifications with existing duties and responsibilities that require in-person/onsite work.
  • Each manager may establish expectations of more than 3 on-site days for their respective employees, based on their assessments of work needs, roles, performance, etc.
  • Remote work telecommuting agreements should be reviewed annually and adjusted as needed.
  • Employees should consult with their supervisors if there are any specific questions/concerns related to the expectation for their role and work schedule.
  • The implementation date of the revised hybrid work expectations is to coincide with the SOM employee move-in and be adopted on a unit-by-unit basis upon moving to new office locations depending on space constraints.
  • Unit leaders should strive to ensure that all UCR SOM employees receive at least 30-day notice prior to a change in hybrid work schedule/expectations.
  • The unions will be provided courtesy notices that will include the move timeline and the revised hybrid work schedules.
  • In accordance with PPSM-81: Reasonable Accommodation, there may be employees with specific medical or other accommodations that prevent them from being able to adhere to the adopted work schedule, as stated. As a matter of privacy, UCR SOM will not identify those individuals, nor disclose the nature of their accommodations.
  • The three-day on-site minimum associated with the uniform hybrid work expectation is not designed to specifically address start/stop times. Employees with specific questions related to flexible work schedules should discuss with supervisors. 

Community Building

  • To foster a sense of community and minimize isolation, UCR SOM managers/supervisors and leaders are asked to plan at least 2 times per month when all unit employees will be present on-site together.

Additional Information/Questions

  • Do I need to list my cell phone number in my email signature? I would prefer not to do this.
    No, you should indicate the best way to reach you either by phone or text/instant message. This could be your office zoom phone, cell phone or another method such as Microsoft Teams.
  • What if my schedule varies week to week?
    Employees with a variable schedule that is approved by their supervisors do not need to list the days that they are on site each week, but should still indicate the best way they can be reached.
  • Do I need to change my email signature if I am out sick or on vacation?No; however, employees should set automatic replies (out of office) to notify others that you are out of the office, on vacation, or not available to respond to e-mail messages. Employees should also set their telephone out of office voice mail message.
  • How do I communicate to my supervisor, and others, if my on-site schedule changed?
    It is important to inform your immediate supervisor in advance, and others as needed (i.e. executive assistants in dean’s suite also inform schedule changes to lead EA) if you had been scheduled to be on-site and something changed. This is particularly important should there be an emergency and we need to know who was expected to be onsite.