Logistics for Remote & Hybrid Work

Policies

• Personnel Policies for Staff Members Policy 30 Compensation
• Applicable Collective Bargaining Agreements
• Electronic Communications Policy
• UCOP Internet Technology Policies and Guidelines
• BFB-G-28 Travel Regulations
• BFB-G-46: Guidelines for the Purchase and Use of Cellular and Other Portable Electronic Resources
• Locations for Alternate Worksite

Request a meeting with your manager, leaving plenty of time to have a conversation without being rushed. Notify your manager ahead of time that you want to talk about a Flexible Work Arrangement.

• Consider that you may be part of a team and your manager must take into account job duties, department needs and norms, as well as equity amongst staff, when considering Flexible Work Arrangements.
• Ensure you have access to, and can use collaboration tools such as Zoom, Google Chat, Slack, Google Docs and Sheets, etc. 
• Acquire knowledge of effective techniques and practices for working remotely (LinkedIn Learning: Working Remotely).
• Review UC Policies as well as your Flex Work Options.

A detailed written proposal is not necessary, but having some notes can be helpful. A basic proposal should include the type of Flexible Work Arrangement (FWA) proposed and a schedule indicating times and location, but can be enhanced by addressing the items below:

• Decide with your manager if you each will fill out the Position Assessment (coming soon) before, during, or after this meeting. 
• What would your ideal schedule look like? Include a proposed start date, trial period (typically 90 days), and intervals of evaluation (at least annually).
• Is there a business case for your request? 
• Anticipate concerns and questions that may come up and address them in your proposal
• A description of how, when and where you will accomplish the various components of your
  job under the arrangement.
• Identify any potential negative impact on colleagues and clients and propose a specific plan
  to address these impacts.
• Proposed methods and frequency of communication with co-workers.
• A plan for monitoring effectiveness (deliverables and evaluations).
• An acknowledgement that the FWA is subject to termination should operational/business needs change or performance issues arise.

• For discussion:
  • Is there a business case for your request? 
  • What would your ideal schedule look like? Include a proposed start date, trial period (typically 90 days), and intervals of evaluation (at least annually).
  • Are you willing or able to be available for peak coverage times, events, meetings, unexpected emergencies, etc. with approximately how much notice?
  • How/when/where will you continue to accomplish the various performance objectives of your position? 
  • Create a plan for monitoring effectiveness (deliverables and evaluations).
  • Share equipment or software needs
  • Identify any potential negative impact on colleagues and clients and discuss a plan to address these impacts.
  • Consider proposed methods and frequency of communication with co-workers.
  • An acknowledgement that a Flexible Work Arrangement is not guaranteed, and is subject to termination should operational/business needs change or performance issues arise.

  • Position Assessment (updated assessment form coming soon) 

Thank your manager for their time and consideration. Remember that you may be part of a team and your manager must take into account job duties, department needs and norms, as well as equity amongst staff, when considering Flexible Work Arrangements.

Select a Space

• Establish a dedicated space to work. It should be safe, ergonomically suitable, and free from distractions including animals, kids, or other adults. Creating a separation between work and home signals your brain when it's time to be "on" or "off".
• Creating a Dedicated Workspace, 3 minute video, LinkedIn Learning 
• Optimize natural light
• Ensure Internet and telephone connectivity is sufficient to support communication and access.
• Ergonomics
• Essential tools: quality chair, desk, computer, external monitor, storage, tech
• Add personal touches. 

Equipment, Network, and Collaboration Tools Setup

• Identify the equipment you need to do your job (e.g. laptop, headset, camera).

• Secure your home wireless network. Learn more on the SANS Security Awareness website.
• Set up remote collaboration tools:
  • e.g. Connect Google Workspace for Education: UCSB’s messaging and collaboration services. The core components include e-mail, calendaring, and online collaborative drive storage. Connect Google Email, Connect Google Calendar, Google Chat, Google Meet, and Google Drive. 
  • Zoom
  • Slack
  • Campus VPN
    • SIS&T staff: Global Protect VPN
    • Library staff: OpenVPN
  • DocuSign
  • Shoreline is UCSB's official community engagement tool for planning events.
• Determine if you’ll need access to department shared drives. 
• Move important documents to cloud storage (e.g., Google Drive, Box) if not there already.

Security

• Follow UCSB's Cybersecurity Guidelines.
• Securely store and protect data on devices and in the cloud.
• Never download personally identifiable information, sensitive FERPA information, health information, or other confidential information to your personal device. 

Set up Remote Desktop Access (if needed)

• Before you can connect remotely to your office computer, you will need to request remote access from your local IT Help desk or https://ithelp.ucsb.edu and provide your computer’s serial number.
• Someone from your local IT Help desk must enable your office computer for remote access.
• Your work computer must be powered on each time you wish to connect remotely, but you do not need to be logged in.

Coming to campus?

• Remote Work Etiquette
• LinkedIn Learning – Working Remotely
• Tips and Tricks to Successfully Work from Home 13 minutes, CUPA-HR
• Time Management: Working from Home 1.25 hours, LinkedIn Learning Course
• Learning How to Manage Your Time When Working Virtually 4 minutes, UC Learning Center