Fall 2021 Work Modalities
Notice:Telecommuting agreements that were originally set to expire on July 31 have been extended through the period of modified fall operations. New Work Modality Conditions & Agreement forms that were recently executed will become effective on September 13, pending any extension to UTSA's operational modifications. |
As we prepare for the upcoming academic year, many of us will see adjusted work modalities to support a robust in-person experience for our Roadrunner community.
Work modalities include the following options:
Staff
- On campus: Primarily works only on campus
- Remote: Primarily works remotely and comes to campus as needed
- Hybrid (regularly): Works remotely and on campus a set number of days; 5+ days on-campus per month
- Hybrid (occasionally): Works remotely and on campus a set number of days; 1-4 days on-campus per month
Faculty
- On campus: Primarily works only on campus
- Remote: Primarily works remotely and comes to campus as needed. For example, teaches for a 100 percent online program and does not train graduate students or does not teach and has 100 percent research activity off campus. A department chair may also request that a faculty work modality conditions and agreement form be completed.
- Hybrid: Works remotely and on campus, and home workspace is greater than 100 miles from UTSA Main or Downtown Campuses. For example, teaches courses online, hybrid or face-to-face modalities. A department chair may also request that a faculty work modality conditions and agreement form be completed.
Work Modality Notifications
Managers are responsible for notifying employees in writing of their assigned work modalities. For on-campus employees, this includes providing a return-to-campus date. These dates may vary from office to office, depending on business needs. Where possible, please provide a two-week notice to allow employees to prepare for any changes.
Work Modality Conditions and Agreement Forms
Work Modality Conditions and Agreement forms must be completed by employees working remote or hybrid:
Please note: You should not initiate a Work Modality Conditions and Agreement form until your manager has notified you of your assigned work modality and provided instructions on the agreement form routing process.
The following steps will guide you through the process of notifying your employees and completing new staff or faculty Work Modality Conditions & Agreement forms as applicable.
Step One: Notify Your Staff or Faculty
Notify your staff or faculty in writing about their assigned work modality before September 12. Be sure you clearly communicate work modality and schedule.
Step Two: Work Modality Agreement Forms
Staff working remote, hybrid (regularly) or hybrid (occasionally) must complete a Staff Work Modality Conditions & Agreement form. This replaces the current telecommuting agreements, which are set to expire on August 13. After notifying your staff of their modalities, instruct them to complete and sign the agreement form online. Forms route through DocuSign. Remember, if a staff member’s work modality is on campus, they are not required to complete this form.
Faculty must complete the Faculty Work Modality Conditions & Agreement form if they work remote or hybrid, or if requested by the department chair.
Step Three: Approve Forms in DocuSign
You will receive a notification when your employees complete their agreements. Forms route through DocuSign. Once the form is fully signed, you will automatically receive a copy. Ensure your administrative support staff receives a copy of the completed form.
FAQs
Q: Once my employee signs the new Work Modality Conditions and Agreement form, will I need to initiate a new form on a yearly basis?
A: No. Unless there are changes to your employee’s work modality after they complete the conditions and agreement form, you will not be required to sign a new form each year.
Q: Is there a specific format to notify employees of their work modality?
A: People Excellence recommends that you have a conversation with your employee to discuss: 1) work modality, 2) communication, 3) equipment, 4) the information the employee will need to know in order to complete the new Work Modality Conditions and Agreement form and 5) any other general topics.
For employees that will be working on campus, inform them of the return-to-campus date in writing prior to September 12. Where possible, please provide a two-week notice to allow employees to prepare for any changes.
Q: What information do I need to provide employees who will be required to complete the new Work Modality Conditions and Agreement form?
A: Inform employees of the following, which they will need to enter on the form:
- Form Routing: The minimum requirement for staff is to route the form to the immediate supervisor (manager). The form allows for additional routing to the department head, division head and copy to the department’s administrative support staff, if desired. Faculty must route their forms to their department chairs and deans.
- Work Modality: Refer to work modality definitions above.
- For staff employees: Work schedule – which days will the employee be expected to work on campus.
Q: Who can initiate the Work Modality Conditions and Agreement form?
A: Employees will initiate the form based on the guidance received from your manager. Be sure to discuss with your manager if you have not been notified.
Q: Who needs to complete the Work Modality Conditions and Agreement form?
A: Any faculty or staff whose work modality is remote or hybrid on or after September 12, 2021, must complete the form. In addition, a department chair may also request that a faculty work modality conditions and agreement form be completed. Employees who have been notified that their work modality is on campus with no remote work, do not need to complete the form.
Q: Who should I contact if I need help with DocuSign?
A: Contact your department’s administrative support staff or Tech Café.
Q: Once my work modality is established through the conditions and agreement form, can my manager request that I change my modality and return to campus more or less frequently?
A: As stated in the Work Modality Conditions and Agreement form, under the Remote and Hybrid Work section, your work modality will be evaluated on an on-going basis and may be terminated or modified at your manager’s discretion without advanced notice. Where feasible you will be given a two-week notice to provide time to prepare. Any changes to your work modality must be discussed with your manager and receive their approval prior to initiating the form.
Q: My work modality will be in person this fall. On what date do I need to return to campus?
A: You must return to campus on the date specified by your manager.
Q: Do I need to sign a new Work Modality Conditions and Agreement form if I transfer to a new department or position?
A: Yes, if you transfer to a new department or position and your work modality changes, your new manager is responsible for initiating an agreement form.
Q: Where can I find the Work Modality Conditions and Agreement form?
A: You can access the Work Modality Conditions and Agreement form above on this page.
Q: Can I download the Work Modality Conditions and Agreement form to complete it?
A: No, the Work Modality Conditions and Agreement form can only be created in DocuSign, which allows for electronic signatures and workflow routing approval.
Q: How can I get a copy of my completed Work Modality Conditions and Agreement form?
A: You will be able to access and download your completed form via DocuSign.
Q: If I am working remotely, either full time or on a hybrid basis, will my expenses be paid for by UTSA?
A: No, UTSA is not responsible for operating costs, home maintenance or any other incidental costs (e.g., utilities, insurance, etc.) associated with the use of your remote location or personal computer equipment.
Q: If I am working a hybrid modality, what are my options for parking at UTSA?
A: UTSA offers a wide variety of parking permits to suit your schedule and budget. Options include permits for parking lots and garages, the Telecommuter Pass or single-use daily parking passes. To learn more about these and other parking permits, visit Campus Services.
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