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1. Read the definition of onsite work arrangement to ensure that this mode is still suitable for this role or team:

Full-Time Onsite Work Arrangement
Full-time onsite work is a traditional work arrangement where the nature of the position’s duties require an employee to work full time at a campus specified location in order to fulfill mission essential work and support. Employees who work at a UCSB allocated location as their typical work arrangement may still be eligible to telework on an occasional basis. Supervisors may approve these occasional requests at their discretion without a formal agreement. Examples include ad hoc situations, such as the need to be home for a delivery or technician, or a need to attend a personal appointment located close to home during a work day, rather than increase commute times each way.
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2. MAKE A COPY OF THIS SHEET TO YOUR DRIVE, BEFORE MAKING ANY EDITS
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3. Before meeting with the employee fill out this communication guide to help clarify your thoughts and expectations.
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Employee name: [if filling out for single employee]
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Employee role/title: [if filling out for single employee]
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FT On-Site Work Communication Guide
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Use these communication checkpoints to plan for your conversation with the employee or your team on the new mode of work. This is an opportunity for you to create clarity around work expectations with the individual or your team, taking the time to consider many factors that lead to succcess in this particular work mode.
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CheckpointEQUITY WATCH!Draft your responses or jot down your notes here...
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✔ Define your decision & rationale/business case
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What work mode do you propose to the employee?Ensure that what you propose to this employee is the equivalent of what you propose to any other employee who holds the same role or function. You are making this decision based on business need and the role itself, not on a personal preference.
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What rationale or business case lead you to that decision? (you can cite the criteria and the FWA Toolkit)
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✔ Define the performance expectations
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What's the expectation for meetings that will have both remote and teleworkers attend? If the employee conducts work in the field and there is no meeting taking place on-site, does the employee need to be on camera and log in through a computer for most meetings or can they login via phone?If the majority of your team works on-site, ensure that the employees who are telecommunicating are actively engaged and can hear/see all of the meeting content. It will help to have an on-site attendee or the meeting facilitator manage zoom on a laptop and have a conference phone, if possible, so that the teleworkers can have access to the same information and are heard clearly by those in the physical room.
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Determine the schedule and availability expectations. What hours of the work day do you expect the employee to be available for calls, meetings, email responses or onsite meetings? It's reasonable to expect most employees to work and be available within the regular business hours of 9am-5pm PST. Consider the schedule needs of those who are providing care to family members, those whose regular tasks require them to work outside of the standard business hours or may be on a different time zone, and those who are parenting children who may need to be dropped off/picked up from school or afterschool activities. Extend the same courtesy and flexibility to your onsite employee that you would to a remote or hybrid worker.
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✔ Determine equipment and facilities needs
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If you determined from the criteria grid that this employee's job duties are sometimes tied to a particular location or tied to a system only accessible onsite ('varies'), determine how often the employee needs to access the facility. If the employee does not need to be on-site everyday or for the entire shift, you may want to consider developing a HYBRID WORK ARRANGEMENT instead.
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✔ Determine communication, collaboration, team and stakeholder engagement expectations
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If this on-site employee facilitates/leads team meetings regularly on-site, how are they expected to set up meetings to ensure everyone has access to the meeting, especially if there are remote/hyrbid workers on the team?If this employee leads team meetings regularly, and there are remote/hybrid workers in the team, ensure that they facilitate with a "remote-first" mentality. This means that they set up meetings with a zoom link and that they present relevant content via a computer to broadcast on zoom.
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Determine how and how often the employee will update you on their projects/tasks, if you (Supervisor) are working remotely.
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✔ Close the Loop: Document the Conversation
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Send a follow-up email to the employee summarizing the conversation: The agreed upon work arrangement, the business case for this decision, the performance expectations, the equipment and facilities access plan, and the communication, collaboration, team and stakeholder engagement agreements/expectations. If a Hybrid or Remote agreement was identified as acceptable and appropriate for this position, then the Employee, Supervisor or designated "initiator" will complete the Flexible Work Agreement docusign form in order to formally track and document the arrangement. [you can draft your email here by consolidating your responses and notes from above!]
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