Overview
UCSF is an on-site organization. As a health sciences university with a growing health care system, we do critical work that requires an on-site presence.
FAS Onsite Expectations Guidance 2.0 (updated 4/2026)
UCSF is an on-site organization. As a health sciences university with a growing health care system, we do critical work that requires an on-site presence. The value of in-person work cannot be overstated for UCSF. It promotes essential interactions, drives collaboration, and nurtures the vibrancy of our academic culture in ways that cannot be achieved solely through virtual platforms. The services that Finance and Administrative Services (FAS) provides support our critical mission areas of education, research, and patient care. Many in our organization have already been fully onsite, and now we are looking to increase our onsite presence in support of One UCSF.
This is an evolving “living” document and will be edited and updated.
Contents include:
Flexible Work Arrangement Guidelines
Departments have the flexibility to create internal guidelines to manage staff schedules, provided the following principles are upheld:
Policy Transparency: Departments must clearly communicate policies and practices to all staff.
Supervisor Approval and Documentation: Flexible or hybrid arrangements must be documented, approved by the SVC, and reviewed at least annually.
Operational Alignment: Flexible schedules must support team workflows, meetings, and key deliverables.
Coverage and Availability: Teams must ensure adequate coverage and availability during core business hours.
- Consideration of Individual Needs: Reasonable flexibility may be granted when it does not compromise operational performance, team collaboration, or institutional goals.
- Equitable Scheduling: Work arrangements should prevent any individual from carrying an undue burden from others' work arrangements.
Visible Leadership: Managers and supervisors are expected to be on-site as often as or more frequently than their direct reports, to model engagement and availability.
Right to Modify: Departments retain the right to modify or revoke flexible work arrangements based on evolving operational needs.
Accountability: Failure to comply with approved arrangements or related expectations may result in corrective action in accordance with UCSF Policies (see Helpful Links).
Exceptions & Special Circumstances: Fully remote roles will be rare and require department and SVC Office approval. Existing arrangements for fully remote employees will be reviewed on a case-by-case basis.
Best Practices for Implementing Flexible Work Arrangements for Staff
Departments may allow flexiblity in how the onsite work expection is met, provided the following criteria are considered and met:
Maintain Operational Need
- Ensure the team’s ability to maintain full business operations and onsite service delivery is not compromised.
- Provide coverage across business hours, even with staggered or rotating remote days.
Align with Role Suitability
- Ensure flexibility aligns with the nature of the role. Roles with high collaboration or in-person supervision responsibilities are expected to have a regular onsite presence.
- Determine which roles are eligible for hybrid work at the manager level.
Support Team Dynamics & Collaboration
- Promote team cohesion, communication, and collaboration through thoughtfully designed schedules.
- Allow for in-person team meetings (ideally by establishing regular onsite days when meetings are scheduled, to help foster community.)
- Ensure adequate overlap in onsite presence to maintain team connection.
Apply Equity & Consistency
- Ensure decisions are made objectively and not influenced by seniority, tenure, or personal preference.
Promote Accountability & Performance
- Consider the employee’s ability to:
- Meet deadlines and expectations consistently,
- Stay engaged and responsive when working remotely, and
- Maintain communication with the team.
- Factor in self-management skills when determining the appropriate level of autonomy.
Establish Communication & Scheduling Clarity
- Communicate employee schedules clearly and ensure adherence.
- Coordinate any changes in advance with the manager or team lead.
- Maintain general awareness of who is expected on-site on which days, using a system or method that works best for the local context.
Best Practices for Space Implementation
Departments should consider the following strategies to maximize utilization of their assigned space.
Implement Desk Sharing or “Hoteling” Systems: Implement shared desk systems to accommodate rotating onsite employees and maximize space utilization.
Use Reservation Systems: Use scheduling tools to manage access to offices, workstations, meeting rooms, and other shared spaces, reducing confusion and supporting planning.
Establish Shared Workspace Norms: Promote a clean, professional environment by clearly defining shared space etiquette.
Define Work Zones: Create designated areas for focused individual work versus collaborative group activities to support different work styles and tasks.
Conduct Regular Review and Feedback: Evaluate each individual’s space usage periodically and gather input from employees to refine space planning and usage.
Adapt Space Planning as Needs Evolve: Adapt department space planning approaches to reflect evolving staffing levels, service needs, and employee feedback.
Frequently Asked Questions
How can I find out details about my on-site expectations?
Each FAS department has determined on-site expectations based on the Chancellor’s expectations, FAS guidelines and best practices. Your department leader will communicate the overall department plan and timeline for on-site expectations for your department and teams. If you have questions about your expectations, please consult with your manager.
What is the exception and extension process for onsite expectations?
An exception is any work arrangement made other than being fully onsite at least 4 days per week. An approved exception is based on current operational needs and is subject to change at the discretion of the leadership.
An extension is approval of time to meet onsite expectations, whether fully onsite or flexible.
Example A: If you have an onsite expectation to be fully onsite beginning September 1, 2025, and you have an approved request to start being fully onsite beginning January 1, 2026, that is an approved extension.
Example B: If your team has exceptional approval to begin working onsite 3 days per week beginning on October 1, 2025, and you have an approved request to start being 3 days per week onsite beginning on April 1, 2026, that is an approved extension.
Please work with your manager to request an exception or extension for your onsite expectations.
What are the factors considered for exceptions or extensions to onsite expectations?
The first consideration includes the expectations of the Chancellor (log in to My Access to view this site). Additional factors are to be determined by control points. FAS is using the flexible work arrangement guidelines and best practices as outlined. Please ask your manager if you have any questions.
With onsite expectations, what do I do if I have a doctor or other personal appointment on a day when I'm supposed to be onsite?
It depends on your exempt or non-exempt status.
If you are an hourly employee (non-exempt), you would need to account for the time you weren't working in My Time and either come to work before or after your appointment or discuss alternative arrangements with your manager.
If you are an exempt employee (exempt from overtime), you are expected to come to work before or after your appointment or discuss alternative arrangements with your manager.
What do I do if I have family or childcare obligations that mean I can’t meet my onsite expectations?
If you have family situations that prevent you from meeting your onsite expectations, please consult the UCSF Leave of Absencewebsite for guidelines and process. Please also see Family Services’ resources for child care referralsand adult and elder care resources.
What if I need accommodation to perform my work?
If you require accommodation related to a disability, please contact Disability Management Services.
I have a flexible schedule without a dedicated workspace. Where will I sit?
Your manager is your go-to contact for identifying shared reservable spaces available to your department or across UCSF and FAS. UCSF is rolling out Zoom Workspace Reservation to support shared workspaces for employees. Phase 1 began in September 2025 and includes spaces for multiple control points as well as a hotel hub open for anyone with a UCSF badge to use on the third floor of the Wayne Gladys Valley Center for Vision Administrative Tower (insert link to map/address). More spaces are being identified on a regular basis to add to the FAS Shared Hotels hub, as well as UCSF. The SVCO encourages all FAS departments to leverage Zoom WS on their assigned space to maximize utilization across the department. More details will continue to be shared and are posted on the IT Zoom Workspace site (link). Add something about Zoom WS Strategy group?
Where do I go if I need an ergonomic evaluation?
For ergonomics information and assessment, please visit the UCSF Ergonomics website and work with your manager. Since a lot of the department space assignments include shared hotel desks, it is very important that you identify your specific needs in partnership with the UCSF Ergonomics team and your manager.
Helpful Links
- If you require accommodations related to a disability, please contact Disability Management Services.
- To find options for your commute to work, please visit the Parking and Transportation website.
- For ergonomics information and assessment, please visit the UCSF Ergonomics website.
- Should you need to request a leave of absence, please consult the UCSF Leave of Absence website for guidelines and process.
- For mental health support, please visit the UCSF Faculty and Staff Assistance Program website or the UCSF Coping and Resiliency Program website for resources.
- Find out more about:
Working Together in Shared Spaces
Find out more about best practices and shared etiquette in UCSF workspaces on the Working Together In Shared Spacers webpage.