Hybrid workplace pilot program

The Hybrid Workplace Pilot program is intended to explore the concept of hybrid work arrangements for staff and academic support faculty members selected for participation in the pilot, providing the ability to work both on campus and from a remote location.

Program goals

The pilot is intended to produce the following outcomes:

• Provide an opportunity for staff and academic support faculty to explore the benefits of working both from home and on campus (hybrid workplace)
• Identify opportunities to enhance or improve service offerings to students
• Enable departments to explore key considerations related to remote work for staff and academic support faculty
• Identify both opportunities and barriers related to hybrid work arrangements
• Explore and measure the impact on environmental sustainability, productivity and employee engagement
• Ensure that UFV continues to have a vibrant campus for students, staff and faculty – and that workplace flexibility enhances our culture

Information gathered during the pilot program will shape the development of a Hybrid or Remote Work Policy at UFV.

Pilot program overview

Hybrid work schedule

All of the pilot participants are required to work on campus for a portion of their work duties. The schedule of on and off-site duties will be agreed to in advance – the schedule may only be altered by mutual consent.

Eligibility

• Due to the significant impact on departmental operations, applications for participation in the pilot are made on a departmental basis.
• The Hybrid Workplace Pilot is limited to individuals with positive performance evaluations and with no disciplinary issues identified within the past two years.

Work expectations & performance

• Participants continue to perform their duties in a manner consistent with individuals working on campus.
• Pilot participants agree to regular communications, including video meetings whereby video cameras are turned on.
• Participants are expected to be available by telephone, email and any other electronic means as if working at the regular workplace.
• Adjustments to work arrangements may/will be required to meet operational needs, with the highest priority placed on meeting the needs of students and operational outcomes.

Input through surveys

Participants will respond to a series of surveys during the pilot to help the University evaluate the program and shape future policy.

Length

Year two of the pilot program is scheduled for September 2022 - July 31, 2023. Unless renewed by the University, the pilot will end in July 2023 and employees will resume their on-campus work.

Application & approval process

1. Discussion: the department discusses their interest in participating in the pilot and whether remote work is suitable for their department’s operations.
2. Application: The exempt manager responsible for overseeing the department or division will submit an application on behalf of the area.
3. Review & approval: Pilot applications will be reviewed by the Return to Campus Committee. Recommendations for approval will be forwarded to the Provost and Vice Presidents.
4. Implementation: departments will make plans and begin hybrid-work arrangements starting in September 2021.

Note that the number of pilot participants will be limited. As all pilot participants will be issued a laptop computer and headset compatible with softphone technology, participation in the pilot will be limited.

Hybrid Workspace Pilot application form

Workplace Location Decision Tree

As you consider participation in the Hybrid Workplace Pilot, your decisions might be different depending on the need of the positions within the department or division. The process used to evaluate needs and individual requests should be consistent and equitable. This decision tree provides a framework to ensure a consistent process occurs.

Key Questions to Consider

1. What are the essential functions of the position?
2. Would working from home compromise or enhance those essential functions?
3. Is it necessary to work on Campus?
4. What perceived unfairness or inequity might exist if work from home is approved?
5. Are there space constraints alleviated by a work-from-home rotation?
6. Is in-person customer service a component of the job?
7. Does each of the employees have the necessary equipment to support hybrid work?
8. Are there performance concerns related to working from home during the pandemic – that need to be discussed and resolved?