150-32: On-Site and Structured Flexible Work

Please note: This policy is effective January 1, 2026.

Our work in all mission areas and support for those areas is best conducted in the setting of an in-person, vibrant workforce. Working together onsite provides UCSF with the optimal conditions for delivering our research, education, and clinical care in a quality, collaborative manner. On-site work provides managers and supervisors (“People Leaders”) greater opportunities to support professional development and career growth for all team members, while strengthening social connections and promoting understanding across different groups in support of One UCSF.

We have struck a balance between building community and allowing for some flexibility by creating a shared understanding that UCSF leadership, management, and staff positions work best when we collaborate on-site. Therefore, the starting point for all positions is fully on-site. While we are starting from this shared understanding, flexible and remote work arrangements may be agreed to as provided for in this policy, with a focus on ensuring our People Leaders are on-site, ready to support our workforce at least four days a week. Flexible and off-site work arrangements are on an exception basis and at the discretion of Control Point leaders or their designees, consistent with the standards described in this policy, or as otherwise required by applicable law or other UC or UCSF policies. Flexible and off-site work arrangements are provided at the discretion of UCSF and are subject to change as described in this policy.

The default worksite for all UCSF employees is Fully On-Site. Flexible and off-site work is established through the procedures explained below consistent with the employee’s role, the nature of the work performed, individual performance in the role, and other operational needs. These arrangements are subject to change with thirty (30) days’ notice.

1. General Provisions
   1. Designation. Each Control Point shall designate all categories of employees in their respective reporting line as Fully On-Site, Flexible, or Fully Off-Site. For Flexible employees, each Control Point shall designate how many days Flexible employees or categories of Flexible employees must be on-site and which days are Anchor Days.
   2. Employee Safety Standards. All employees must comply with University of California and UCSF safety policies and standards wherever they work. Whether on-site or off-site, workspaces must be kept neat, clean, and free of obstructions, with a clear exit path in case of emergency. Floors and walkways must be cleared of trip hazards like torn carpeting, broken tiles, and phone lines, cables, and electrical cords. Surge protectors must be used to protect electronic equipment and plugged directly into a wall outlet without an extension cord or another surge protector in between. Electrical cords must be maintained free of damage and immediately replaced if frayed or broken to avoid fire hazards. Workstations must be set up using peripherals, including a mouse, keyboard, and monitors, as well as office chairs and desks or tables, consistent with UCSF ergonomic standards. Smoke detectors and fire extinguishers must be available and in good working order.
   3. Commuting Expenses. Travel to and from a UCSF location for work is generally considered a commuting expense under this policy, even in cases where travel is beyond normal commuting distances. This policy does not permit reimbursement for commuting expenses. See UC Travel Regulations.
   4. Travel Expenses. Travel to and from a UCSF location from any of the nine San Francisco Bay Area Counties (San Francisco, Marin, Alameda, Santa Clara, Sonoma, Solano, San Mateo, Napa, and Contra Costa) is also considered a commuting expense, even for Fully Off-Site employees who work at a Non-UCSF Location. For those employees designated as Fully Off-Site and who live outside the San Francisco Bay Area, Control Points may, in their respective Implementation Procedures, make transportation and lodging expenses to a UCSF Location eligible for reimbursement no more than four (4) trips per fiscal year consistent with UC Travel Regulations and UCSF Guidelines but only when requested or scheduled by the employee’s People Leader or Control Point leader or designee.
   5. Working Remotely/Out of State. Employees working outside California are subject to both California law and the laws of the locations where they work. For example:
      1. Any work performed outside of California may result in additional tax liabilities or other tax implications, which are the sole responsibility of the employee.
      2. Employees whose work requires licensure, registration, or certification must maintain any licenses, registrations, or certifications required at both their actual work location(s) and in California.

2. Procedures

   Each Control Point will adopt procedures (the “Implementation Procedures”) consistent with this policy and with the following requirements:

   1. At a minimum, the following functions must be on site at least 4 days a week and are not eligible for exceptions or extensions under this policy:
      1. Executive and senior leaders, including the Chancellor, the Provost, the Deans, Department Chairs and Directors of Organized Research Units, and the UCSF Health System Executive Team
      2. People Leaders responsible for on-site teams
      3. Units designated by Control Points as requiring on-site stakeholder support and community for mission excellence, for example those providing student and trainee support and curricular activities; research personnel (faculty managers, staff, post-docs, student employees); and those providing on-site clinical care, including mental health services
   2. Designations (Fully On-Site, Flexible, Fully Off-Site) must be made by the leader of each Control Point or their designee(s) for all employees reporting through that Control Point. Designations may be standardized (for example, according to job function) or individualized, consistent with operational needs and job performance.
   3. Designations must be included in all job descriptions and in related recruiting materials, including job postings. Talent Acquisition will review job postings to confirm compliance with this policy before finalizing requisitions.
   4. All job offers must include a statement confirming the employee’s understanding and acceptance of any on-site work requirement and the application of this policy as a condition of employment.
   5. Any exception, extension, or redesignation must be approved by the Control Point leader or their designee(s).
      1. Exceptions depend on the role, the nature of the work performed, individual performance in the role, and related operational needs.
      2. All exceptions and extensions to a given Designation must be in writing.
      3. All exceptions and extensions (except as provided in Section D below) are specific to the individual and their position as of the time they are made and are not transferable to a different job if the employee transfers within UCSF or to another individual if the employee’s job is backfilled following a transfer or separation. Designations are subject to routine review for operational needs and related to job performance. Exceptions and extensions are subject to revocation in the sole discretion and judgment of the applicable Control Point leader or their designee.
   6. Control Point implementation information will be available via the HR website (see Resources). Questions about Control Point implementation should be directed to the Control Point.
3. Compliance and Enforcement
   1. Compliance with on-site work expectations under this policy and under APM 025-8(a) and APM 671-8(a) will be monitored. Management observation and other on-site and electronic verification mechanisms for geographic location/approximate physical address and work activity or productivity, such as check-in, badge access, and other information systems data, may be used to confirm compliance.
   2. Compliance will be enforced by People Leaders in consultation with Labor and Employee Relations or Academic Employee Relations, as applicable, and consistent with Control Point Implementation Procedures. Non-compliance with this policy or with related University or UCSF policies may result in disciplinary action up to and including dismissal, subject to limitations in No. 6 below.
   3. If a People Leader is unwilling to enforce this Policy, their department head will be expected to address their failure to enforce this Policy consistent with standard performance management and up to and including termination.
   4. A Control Point may require, in its written procedures, that all individuals designated as Fully On-Site or Flexible check in each day when the person is present at a UCSF location. Check-in for non-hourly employees is not required under this policy on days when an employee is working off-site or traveling on approved UCSF business. All employees, regardless of Designation, must comply with UCSF’s Timekeeping Policy, including but not limited to any requirements for hourly employees to clock in and clock out for work and meal breaks.
   5. Nothing in this policy is intended, and the policy should not be implemented, to contradict any rights an employee has under applicable law, University policy, or collective bargaining agreement.
4. Transition Provisions
   1. Effective Date. Subject to legal and collective bargaining requirements, the effective date of this policy is January 1, 2026 (or on a later date specified by a Control Point), with return to On-Site work for Fully On-Site and Flexible employees without an exception on or before January 1, 2026 unless another date has already been communicated to the employee by their control point leader.
   2. Continuation of Current Practices. Until all applicable legal and collective bargaining requirements have been met and the Effective Date has been triggered at all Control Points, current practices apply and Control Points or their designees may continue recalling employees as they deem necessary to meet business needs.
   3. Prior Arrangements. Unexpired written commitments made by Control Points before June 1, 2025 (or earlier as designated by individual Control Points in their written Procedures) to a Flexible or Fully Off-Site work schedule will be honored subject to operational needs and Control Point Implementation Procedures. All such commitments: (i) are specific to the individual and their position as of the time the commitment was made; (ii) are not transferrable to a different job if the employee transfers within UCSF or to another individual if the employee separates from UCSF and their job is backfilled; and (iii) may be revoked by the Control Point leader or designee consistent with operational needs or job performance, as well as any applicable and unexpired agreement and the Control Point’s Implementation Procedures. Questions about individual agreements should be directed to the Control Point.
   4. Extensions. Temporary extensions of up to twelve (12) months may be granted by a Control Point leader or their designee to existing employees and to new employees upon hire. For employees who were granted an extension prior to the effective date of this policy (January 1, 2026), this does not create an additional twelve (12) month extension period; they will adhere to their original extension date. Employees who are actively working to comply with this policy, but experience unforeseen delays outside their control, may seek exceptional approval for a one-time additional extension of up to six (6) months.
   5. Conflicts. To the extent of any inconsistency, this policy supersedes all previously issued policies, guidelines, and procedures related to telework, remote work, or flexible work arrangements.

1. Control Point leaders shall establish Implementation Procedures consistent with this policy.
2. Employees shall work on-site consistent with the requirements of this policy and their individual Designation. Repeated unexcused failures to report on site shall result in corrective action, up to and including dismissal, in accordance with applicable policies and collective bargaining agreements.
3. People Leaders shall consistently enforce this policy. For People Leaders, on-site presence is a priority, but effective leadership requires more than physical presence. People leaders are expected to engage in intentional collaboration – proactively designing meetings, interactions, and structured opportunities for teams to connect and work together in ways that advance organizational goals. This approach makes on-site time purposeful and supports both operational needs and team cohesion.
4. Nothing in this policy changes or modifies applicable UC policies, collective bargaining agreements, or the law. In the event of a conflict between this policy and those provisions, applicable UC policies, collective bargaining agreements, or the law prevail. This policy may be amended, updated, or modified based on operational needs. Changes will be communicated in accordance with UCSF's practice for policy changes.