Work Modalities
Employees at UT San Antonio (Legacy UTSA) work in modalities ranging from remote/hybrid to on campus.
Work modalities include the following options:
- On campus: Employees whose schedule requires them to work on campus every day.
- Hybrid: Employees who work at a location that is not their university- located workspace, however, department/college needs bring them on campus a set number of days/schedule each month. Attendance at designated on-campus locations for meetings, conferences, training sessions or similar activities may be required at the supervisor’s discretion.
- Remote*: Employees who primarily work at a location that is not their university-located workspace but must attend and participate in on campus work-related activities or events as needed.
*Remote work outside the state of Texas will require additional review and approval by the department, division and university leadership. Employees may be considered for out-of-state employment if they fulfill certain eligibility criteria and are approved via the university process.
Work Modality Guidelines
Supervisors are expected to use the Work Modality Guidelines as a tool when developing and approving remote/hybrid work arrangements and a Remote/Work Modality Agreement form must be completed annually and before the employee begins a remote/hybrid work arrangement. Supervisors should use the guidelines to ensure remote/hybrid work arrangements are clear, policy compliant, and in the best interest of the university and the employee.
Unless otherwise specified, these guidelines apply to remote/hybrid work arrangements in Texas. Requests for out-of-state remote/hybrid work arrangements must go through the Out-of-State Exception Process outlined below.
These guidelines also serve as the university's official telework plan under Texas Government Code §658.012, as amended by House Bill 5196, effective September 1, 2025.
Remote/Hybrid Work Modality Process
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.
Please note: Managers should notify their employee of their assigned work modality before a Remote/Hybrid Work Modality Agreement form is initiated. Remote work outside the state of Texas will require additional review and approval by the department, division and university leadership. Employees may be considered for out-of-state employment if they fulfill certain eligibility criteria and are approved via the university process (outlined below).
Out of State Review Process
To initiate the process, the employee’s supervisor will submit an Out-of-State Work Exception Request Form. Out-of-state employment must be approved through the university process prior to hiring a new out-of-state employee or prior to an existing employee moving out-of-state. The supervisor will need to explain why this is a critical position to include details regarding the out-of-state work request.
The Out of State Committee meets to review all requests on the 4th Wednesday of each month at 11 a.m. The supervisor or manager requesting the approval needs to be present to discuss with the Committee. If approved, there will be an annual fee of $5,000 per employee that will be charged to the department to cover associated costs in managing out of state employment obligations with remote workers.
Following the approval of an out-of-state request, a Remote/Hybrid Work Modality Agreement Form must be completed.
- For additional questions regarding out-of-state work, please contact your HR Business Partner.
Work Modality Agreement Form
The following steps will guide you through the process of notifying your staff and completing new Remote/Hybrid Work Modality Agreement forms as applicable.
Step One: Notify Your Staff
Notify your staff in writing about their assigned work modality. Be sure you clearly communicate expectations regarding the assigned work modality and schedule.
Step Two: Work Modality Agreement Form
Departments are responsible for initiating and ensuring the completion of a Remote/Hybrid Work Modality Agreement form for all remote/hybrid employees annually. After notifying your staff of their modality, follow your departments process for routing the agreement form 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
Forms route for review and signature through DocuSign and you will receive a notification when your employee completes their agreement. Once the form is fully signed, both you and your employee will receive a copy of the completed form.
Frequently Asked Questions
The university is not responsible for operating costs, home maintenance, or any other incidental costs (e.g. utilities, insurance, etc.) associated with the use of an employee’s remote work location.
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
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 on campus?
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.
