Work Modalities
Staff at UTSA work in modalities ranging from fully remote to fully in-person, with many hybrid varieties in between. These modalities include the following options:
- 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 with five or more days on campus per month.
- Hybrid (occasionally): Works remotely and on campus a set number of days with one to four days on campus per month.
Work Modality Notifications
Managers are responsible for notifying staff in writing of their assigned work modalities upon hire. These modalities may vary from office to office, depending on business need. While business need may change over time or unexpectedly, whenever possible managers should provide a two-week notice to allow employees time to prepare for any changes.
Work Modality Conditions and Agreement Form
Work Modality Conditions and Agreement forms must be completed by staff working remote or hybrid modalities.
Please note: Employees should not initiate a Work Modality Conditions and Agreement form until their manager has notified them of their assigned work modality and provided instructions on the agreement form routing process.
Manager Instructions
The following steps will guide you through the process of notifying your staff and completing new Work Modality Conditions & Agreement forms as applicable.
Step One: Notify Your Staff
Notify your staff in writing about their assigned work modality. 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. 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.
Step Three: Approve Forms in DocuSign
You will receive a notification when your employee completes their agreement. Forms route through DocuSign. Once the form is fully signed, you will automatically receive a copy. Ensure your employee receives a copy of their completed form.
FAQs
Manager Questions
Once my employee signs the Work Modality Conditions and Agreement form, will I need to initiate a new form on a yearly basis?
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.
Is there a specific format to notify employees of their work modality?
People Excellence recommends that you have a conversation with your employee to discuss:
- Their assigned work modality
- Communication needs
- Equipment
- The information the employee will need to know in order to complete the Work Modality Conditions and Agreement form
- Any other general topics.
For employees changing work modality, managers should provide a two-week notice to allow employees to prepare for any changes.
What information do I need to provide employees who will be required to complete the new Work Modality Conditions and Agreement form?
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 their immediate supervisor (manager). The form allows for additional routing to the department head, division head and a copy to the department’s administrative support staff, if desired.
- Work Modality: Refer to the work modality definitions above.
- Work schedule: Which days will the employee be expected
Staff Questions
Who can initiate the Work Modality Conditions and Agreement form?
Employees will initiate the form based on the guidance received from their manager. Be sure to discuss with your manager if you believe a change in work modality is needed after your initial agreement.
Who needs to complete the Work Modality Conditions and Agreement form?
New staff whose modality is not on-campus, and any existing employees whose work modality is being changed.
Who should I contact if I need help with DocuSign?
Contact your department’s administrative support staff or Tech Café.
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?
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 advance 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.
Do I need to sign a new Work Modality Conditions and Agreement form if I transfer to a new department or position?
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.
Where can I find the Work Modality Conditions and Agreement form?
Access the Work Modality Conditions and Agreement form here.
Can I download the Work Modality Conditions and Agreement form to complete it?
No, the Work Modality Conditions and Agreement form can only be created in DocuSign, which allows for electronic signatures and workflow routing approval.
How can I get a copy of my completed Work Modality Conditions and Agreement form?
You will be able to access and download your completed form via DocuSign.
If I am working remotely, either full-time or on a hybrid basis, will UTSA pay my working expenses?
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.
If I am working a hybrid modality, what are my options for parking at UTSA?
UTSA offers a wide variety of parking permits to suit your schedule and budget. Options include permits for parking lots and garages, the Telecommuter Employee Parking Pass or single-use daily parking passes. To learn more about these and other parking permits, visit Campus Services.
