Future of Work
Announcements
President Drake and EVP/COO Nava welcome you to Future of Work Phase Two
April 3, 2023
Dear UCOP Colleagues:
This week marks the beginning of a new phase for UCOP. Among other things, it means more of us will be working on-site more frequently. We want to welcome those of you who will be coming into the office more often. We also want to extend a very warm welcome to those colleagues for whom this may be their first time in the office. We’re grateful to be at a point where many of us can spend more time together in person, and we look forward to connecting with many of you at the Community and Connection events and EPIC week activities that will be kicking off this week.
We know the last three years have been challenging for everyone. We want to thank you for your resilience, flexibility, professionalism and dedication. We also want to take a moment to recognize and thank those UCOP colleagues who have worked on-site — every day — for the past three years. UCOP, and all of us, would not have been able to function effectively for the last three years without the dedication of these colleagues.
A key element of this new phase of work is the concept of “anchor days” — two days per week when all hybrid staff will work on-site. Many employers have adopted similar approaches. We believe this model will help foster a stronger sense of community and make the best use of our time in the office, while still offering eligible employees the flexibility of hybrid work schedules.
As a reminder, there are many resources available to support you, both at home and in the office. In support of everyone’s well-being we are, for the time being, maintaining our current COVID-19 protocols as we return in larger numbers. We will of course continue to assess and adjust these as circumstances allow.
Again, welcome and welcome back! We look forward to seeing you in the office in the days ahead.
Sincerely,
Michael V. Drake MDPresident
Rachael Nava
Executive Vice President and Chief Operating Officer
Update on our UCOP Future of Work program
January 26, 2023
Dear UCOP colleagues,
As we begin 2023, I want to update you on some decisions the President’s Advisory Group (PAG) has made about the next phase of our Future of Work (FOW) program, and some adjustments we are making based on our experience to date.
In March 2020, the shift to remote work and other modified schedules was a major transition for an institution with over 150 years of primarily on-site work. In March 2022, we began our return to on-site work at UCOP and again we experienced new challenges for the entire organization. Like the rest of the world, we have been learning as we go. Throughout this process, our priorities have been balancing operational needs with flexibility and a strong desire to strengthen our organizational culture, community and engagement.
During this past year, UCOP leaders assessed the initial FOW program. We involved staff in this process through 3Practice Circles, community conversations, increased executive leadership sponsorship of employee resource groups, and department and division meetings. We also looked at what other organizations — including those in higher education — were doing and observed that organizations regarded as employers of choice through the pandemic prioritized employee engagement and connection and work schedule flexibility.
It is time to make adjustments to how we work — to build on the positive aspects of our approach to date, to recognize the greatly reduced public health risks associated with the pandemic, and to improve in some areas. These adjustments are designed to help all individuals and the organization as a whole get the most out of working on-site and remotely while also strengthening our community and sense of connection. They are also designed to move us from the initial experimentation phase of “return to work” from 2022 to our ongoing operating model.
What is NOT changing
- UCOP will continue to be a hybrid organization. We have seen the benefits of hybrid work arrangements and we know many organizations have successfully adopted this approach.
- Hybrid work arrangements with two or three days on-site will continue: The PAG endorsed previously agreed-upon work arrangements for those working two or three days on-site. These work arrangements will continue without change through the end of the calendar year so that we can embrace and maximize the benefits of working together on-site.
- Fully remote work arrangements: Employees with existing 100% remote work arrangements in California will continue without change. (Note: As part of the ongoing evaluation process, leadership is reviewing UCOP’s stance on fully remote arrangements for non-SMG staff working outside California, to ensure that such agreements are appropriate and align with UCOP’s organizational needs, goals and values).
What IS changing, effective Monday, April 3, 2023
- Full number of on-site hybrid days required: All staff in hybrid work arrangements will work on site their previously designated full number days each week. Current conditions warrant the withdrawal of the temporary on-site work flexibility during the 2022 Omicron surge, effective March 31, 2023. The full on-site hybrid schedule begins April 3rd, and we strongly encourage everyone to begin coming into the office regularly before then.
- Anchor days: To foster a stronger UCOP community and make the best use of the time we spend in the office, we are introducing on-site shared “anchor days” to bring all hybrid staff into the office on two common days per week. All hybrid staff are required to work on-site both anchor days. Having dedicated anchor days will allow us to use the in-person time we have together more purposefully, build or renew relationships, and create opportunities for larger group interactions. Specific anchor days by location based on operational needs are as follows:
- Oakland Franklin-Broadway Campus – Tuesday and Wednesday
- Riverside UCPath Center – Since UCPath has an established on-site cohort schedule in which cohort teams already work on-site days together, the anchor day will be Wednesday. Blue and Gold cohorts will continue to work their normal on-site/remote schedules with the addition of the anchor day.
- Washington, D.C., Sacramento and the Livermore Collaboration Center – Local leaders will manage the anchor days for these UCOP locations based on operational needs.
- Hybrid work arrangements with one day on-site are being eliminated: UCOP will no longer offer the option of working only one day a week on-site. Therefore, staff who currently have this work arrangement will be automatically converted to at least two days on-site.
- On-call on-site days, including those with remote work arrangements: We are encouraging leaders and managers to bring teams, including fully remote and hybrid staff, on-site as needed for collaboration, team-building, engagement, innovation, and other activities that benefit from in-person work.
- Fully remote work arrangements for new hires and out-of-state SMG employees: Effective immediately, UCOP will not hire candidates who will not relocate to California. In addition, Senior Management Group (SMG) members in California-based roles must live in or move to California.
- 100% on-site staff: We are developing additional options for schedule flexibility, as appropriate, for staff working 100% on-site and will provide information as we make decisions.
- Support for in-person work: We will be providing guidance for leadership, management, and staff on how to adjust their schedules to prioritize and optimize in-person connection and collaboration on anchor days to avoid spending anchor days on Zoom.
Since these changes mean more people being in the office, we will maintain our current COVID-19 protocols through the transition and will reevaluate them in April. We will also continue to closely monitor COVID-19 cases in our communities, and we will adjust if necessary.
In addition to what is outlined here, we’ve developed FAQs about our Future of Work Phase 2 for your reference, and if you have questions you may email them to UCOP-FutureofWork@ucop.edu.
Save the Date - February Future of Work Phase 2 Town Hall
To help everyone understand these changes and our approach going forward, I will be hosting a Future of Work Phase 2 Town Hall on February 16 from 9:30 to 11:00 a.m. (PT) with other UCOP leaders and members of the FOW core team. To answer as many questions as possible, we will collect them in advance and summarize responses in themes. Register for the town hall and if you have questions, please submit them via this form. We will accept submissions through Wednesday, February 8th at 5 p.m. PT.
Sincerely,
Rachael NavaExecutive Vice President and Chief Operating Officer
Oakland paid parking program begins Aug. 1; free parking ends
July 26, 2022
Dear Oakland-based colleagues,
This is a reminder that the Oakland paid parking program for the UCOP managed garages will be reinstated on August 1, 2022. All enrolled participants have been notified with instructions to pick up their parking access card at the Work Management Center.
Only those with parking access cards will be able to enter the garage. If you are not enrolled in the paid parking program, you will not be able to park in the Franklin garage.
If you want to enroll to get future parking access, instructions are available on the Parking Information & Enrollment webpage. Click on the “UCOP PARKING POLICY & PROCEDURES (pdf)” link for the enrollment form and the Parking Participant Contract.
Thank you,
Steve Murray
Director, Building and Administrative Service Center
Oakland Employees: Enroll by June 17 for the new Franklin-Broadway campus parking program that begins on August 1, 2022
June 9, 2022
Dear Oakland-based colleagues,
For those of you interested in parking in UCOP-managed garages, this is to let you know the deadline to enroll for parking has been extended to June 17, 2022, and because of low enrollment in the Marriott off-site option, it has been removed.
Parking in Oakland will continue to be free through July 31, and then we will reinstate the paid parking program beginning August 1, 2022. As a reminder, based on the results of our parking and commute survey in January and current parking enrollment numbers, we should have enough parking for both daily and monthly parkers in the Franklin garage.
Below are the details about the new Oakland parking program, and instructions for how to enroll or change your parking election due to the temporary option to adjust hybrid workdays on-site.
What are the new parking rates for Oakland?
UCOP parking rates in Oakland will continue to be significantly below current market rates. UCOP rates have not increased for more than 10 years, despite rising costs during this same period. Accordingly, UCOP parking rates are going up by 10%. The rates include both daily and monthly parking options.
|
Franklin Garage Options |
Cost |
|
Monthly (automobile) |
$140 |
|
Monthly (motorcycle) |
$70 |
|
Daily (automobile) |
$15 |
|
Daily (motorcycle) |
$15 |
|
Electric Vehicle 240-volt charge* |
Addl. Pay per use |
|
Bicycle/scooter |
No charge |
*120-volt is complementary in the Franklin garage on a first-come, first-served basis.
How do I enroll in the Oakland parking program?
To enroll in the parking program:
- Complete the UCOP Parking Enrollment Form and the included Parking Participant Contract by June 17, 2022.
- You must complete both forms or your enrollment process will be incomplete.
- For more detailed information on filling out the form, see the UCOP Parking Enrollment Form Guide for Oakland-Based Employees.
- The Work Management Center will contact you in June to confirm eligibility and provide next steps.
To park a bicycle or scooter:
- If you would like to park a bicycle or scooter in the Franklin garage, enroll with the Work Management Center by using the bicycle/scooter enrollment form.
- Bicycle/scooter parking is also available in the Broadway building, but it is not managed by UCOP. Please complete the Broadway Bicycle Storage registration form and email it to Sierra Finn at River Rock Properties (SFenn@riverrockreg.com). If you have questions, please contact her as well.
I submitted my parking election previously, but I’d like to change my election. How do I make the change?
Follow the instructions above to re-submit your application for a new parking election by the June 17, 2022 deadline. You will need to update both the Enrollment Form and Parking Participant Contract.
I participated in the UCOP parking program pre-pandemic. Do I need to enroll again?
Yes. Everyone must complete the new enrollment process.
My on-site days will vary each week or month. Which parking option should I choose?
If your on-site workdays vary from week-to-week or month-to-month, we suggest you consider the following:
Daily parking – with reserve days
- Enroll in daily parking for the known days you will work on-site, plus an extra day
- Any unused days will rollover to the following month. You will have until the end of the calendar year to use unused parking days.
- You may update your daily enrollment by the first of each month to reduce or increase the number of parking days in the following month.
- It is necessary to actively manage your account each month when choosing daily parking. Parking cards will be deactivated if you consistently park more than your pre-selected days each month.
Monthly parking
- Enroll in monthly parking if you plan to work at least two days on-site each week and you anticipate working one to two unplanned days on-site each month
- While there is an added $20 monthly cost, this option allows you to park an unlimited amount of days during the work week without the need to manage your parking balance on a monthly basis.
How do I pay for parking?
You will pay for monthly or daily parking through payroll deductions. For your security, the new parking program will not accept payment by check or personal credit card. You can also take advantage of the pre-tax Commuter Benefits Program if eligible. Once the enrollment process is complete, your information will be processed for deduction on either a biweekly (non-exempt employees) or a monthly (exempt employees) payroll cycle. More information about this process can be found in the UCOP Parking Enrollment Form Guide for Oakland-Based Employees.
I may want to drive in periodically. Can I park in the Franklin garage?
Starting August 1, only staff who enroll in the parking program will be able to park in the Franklin Building garage.
If you have questions, please read the UCOP Parking Enrollment Form Guide for Oakland-Based Employees and the Franklin-Broadway Campus Parking FAQ. You can also contact the Work Management Center at building.services@ucop.edu.
Sincerely,
Steve Murray
Director, Building and Administrative Service Center
Oakland Employees: Enroll by June 1 for the new Franklin-Broadway campus parking program that begins on July 1, 2022
March 9, 2022
Dear Oakland-based colleagues,
With more of you returning to the office, I thought this would be a good time to update those of you driving to work using our paid parking program.
I will provide information about paid parking at the UCPath Center in Riverside at a later date and we do not have UCOP-managed parking in Sacramento or Washington, D.C. so this message only applies to Oakland based staff.
Paid parking in Oakland was suspended shortly after we shifted to working remotely and has been free for those of you needing to come in. Parking in Oakland will continue to be free through June 30, and then we will reinstate the paid parking program beginning July 1, 2022. Based on the results of our parking and commute survey in January, we should have enough parking for both daily and monthly parkers in either the Franklin garage or the nearby Marriott garage, which UCOP has an agreement with.
If you want to park in a UCOP-managed parking garage on a monthly or daily basis, you will need to enroll in the new parking program. The deadline to enroll is June 1, 2022 in order to have access to UCOP-managed garages in Oakland beginning July 1.
Below are the details about the new Oakland parking program, and instructions for how to enroll.
What are the new parking rates for Oakland?
Parking rates for UCOP-managed garages will remain significantly below current market rates near the Franklin-Broadway campus. UCOP’s rates have not been increased for more than 10 years and our costs have risen, therefore UCOP’s on-site parking rates are going up by 10%. The rates include both daily and monthly parking options.
| Franklin Garage Options | Cost |
| Monthly (automobile) | $140 |
| Monthly (motorcycle) | $70 |
| Daily (automobile) | $15 |
| Daily (motorcycle) | $8 |
| Electric Vehicle 110-volt charge* | No added charge |
| Electric Vehicle 240-volt charge* | Pay per use at Kiosk |
| Bicycle/scooter | No charge |
| Marriott City Center Garage Options | Cost |
| Monthly (automobile) | $130 |
| Daily (automobile/motorcycle) | Not available |
*120-volt is complementary in the Franklin garage on a first-come, first-served basis.
The Marriott does not have electric vehicle charging stations.
How do I enroll in the Oakland parking program?
To enroll in the parking program:
- Complete the UCOP Parking Enrollment Form and the included Parking Participant Contract by no later than June 1, 2022.
- You must complete both forms or your enrollment process will be incomplete.
- For more detailed information on filling out the form, see the UCOP Parking Enrollment Form Guide for Oakland-Based Employees.
- The Work Management Center will contact you in June to confirm eligibility and provide next steps.
To park a bicycle or scooter:
- If you would like to park a bicycle or scooter in the Franklin garage, enroll with the Work Management Center by using the bicycle/scooter enrollment form.
- Bicycle parking is also available in the Broadway building, but it is not managed by UCOP. Please complete the Broadway Bicycle Storage registration form and email it to Sierra Finn at River Rock Properties (SFenn@riverrockreg.com). If you have questions, please contact her as well.
I participated in the UCOP parking program pre-pandemic. Do I need to enroll again?
Yes. Everyone will be treated equally as new participants and should complete the enrollment process.
How do I pay for parking?
You will pay for monthly or daily parking through payroll deductions. For your security, the new parking program will not accept payment by check or personal credit card. You can also take advantage of the pre-tax Commuter Benefits Program if eligible. Once the enrollment process is complete, your information will be processed for deduction on either a biweekly (non-exempt employees) or a monthly (exempt employees) payroll cycle. More information about this process can be found in the UCOP Parking Enrollment Form Guide for Oakland-Based Employees.
I may want to drive in periodically. Can I park in the Franklin garage?
Starting July 1, only staff who enroll in the parking program will be able to park in the Franklin Building garage.
If you have questions, please read the UCOP Parking Enrollment Form Guide for Oakland-Based Employees and the Franklin-Broadway Campus Parking FAQ. You can also contact the Work Management Center at building.services@ucop.edu.
Sincerely,
Steve MurrayDirector, Building and Administrative Service Center
Safety reminders and new security measures for all UCOP staff
March 9, 2022
Dear colleagues,
As more staff are beginning to return to working on-site, below are some important safety tips and reminders about traveling to and from the office. Also below is information about some additional security measures we have put in place for the new Franklin-Broadway campus.
Safety tips and reminders for all locations
The guidelines below and in this printable safety tips sheet (PDF) are important reminders for helping to ensure your personal safety, especially when entering or leaving the building.
- Trust your gut instinct – If you sense that something is unsafe, leave the area and go to a place that is safe
- Stay off your cellphone when walking and be aware of your surroundings
- Carry bags, purses and packages in front of rather than behind you
- Take only well-traveled, well-lit routes when walking
- Park your car in a garage or on a well-lit street
- Put your belongings out of sight when leaving your car and check your surroundings before you get out of your car
- Only visit ATMs and public restrooms in well-lit, public areas, especially if you're visiting at night
- Report incidents quickly
- Take advantage of the building security escorts when working at night and request an escort to your car and/or the BART
Franklin-Broadway campus security measures
In addition to the personal safety reminders above, here are some reminders and information about UCOP’s safety and security measures for Oakland staff:
- Staff and visitors can request an escort to their car or BART in one of the following ways:
- UCOP Security escorts are available between 6:30 a.m. and 11:00 p.m. between the Franklin-Broadway Campus and nearby parking and transit locations. Contact UCOP Security at 510-987-9700 at least 30 minutes in advance.
- Security escorts are available as part of the city of Oakland’s Block-by-Block Ambassador program. Call 510-898-8592 or go to https://downtownoakland.org/clean-safe/. The ambassadors wear distinctive yellow vests and are present in the downtown Oakland business districts for additional security.
- UCOP security officers patrol the Franklin and Broadway buildings 24 hours a day/seven days a week.
- Franklin Building: UCOP security officers patrol all floors as well as the Franklin Garage during and after regular business hours.
- Broadway Building: UCOP security officers patrol UCOP floors and the UCOP Conference Center throughout the day. The 1100 Broadway building lobby, garage and the exterior of the building are patrolled by 1100 Broadway building Security staff during and after regular business hours.
- The Franklin Garage entrance has been and will continue to be closed with access monitored by security officers.
- If you drive to work on a regular basis, you are encouraged to ask for a new parking tag that lets you enter the garage without leaving your car. To request one, contact the Work Management Center at 510-987-0600.
- Security cameras are present at exterior, parking and common circulation areas in both buildings and are monitored for employee safety.
- To stay abreast of any emerging issues and related actions, we are in contact with Oakland city leaders, the Oakland Police Department and the UC Berkeley Police Department.
We hope this information is helpful, and reinforces the importance we place on everyone’s safety and well-being. As always, please continue to take care of yourself and stay safe.
Sincerely,
Nancy Pluzdrak, MBA, Ed.D
Executive Director, UCOP Human Resources
Steven Murray
Director, Building and Administrative Service Center
Resources to support you
- Behavioral Health Resources: Behavioral health resources are available through UC’s health care plans.
- Faculty and Staff Assistance Program (FSAP): All UCOP employees can access free behavioral counseling services through FSAP.
- UCOP Ombuds Office: Assistance dealing with workplace-related conflict and many additional resources.
Town Hall recap about UCOP return to on-site work
January 27, 2022
Dear UCOP colleagues,
I want to thank the many of you who attended this afternoon’s town hall about our plans to begin to return to the office in the weeks ahead. If you were unable to attend the event, you may view the recording and presentation. I hope those of you who participated found it informative and that it addressed some of your questions and concerns.
As I mentioned in my opening remarks, after additional consultation with UCOP leadership and others, we decided to delay our January 31 start to allow everyone more time to prepare for their eventual return to the office. Although we are not formally returning this month, the overall structure of our phased return plan has not changed significantly, just the timing.
Recent data show that the omicron surge appears to have peaked and cases are starting to drop. This is very good news. As a result, all of our campuses are returning to in-person instruction over the next couple of weeks.
UCOP has learned a lot these last two years working remotely with limited staff on-site, and we’re leveraging that experience by creating a hybrid, remote, on-site approach to work arrangements that provides staff with more flexibility while still allowing us to optimally support the entire UC system. Establishing this more flexible approach comes with both challenges and opportunities — and our first challenge is getting everyone who needs to be there back into their office spaces in a thoughtful, orderly and effective way.
As we shared in today’s town hall, below is the new timeline for our phased return, along with information about our updated COVID-19 protocols.
Return to on-site operations timeline
- We expect to formally begin our return to on-site operations starting March 1st using our slow-build approach. This communication serves as the 30-day notice for all staff to allow time to plan for personal accommodations.
- Starting the week of February 7th, UCOP leadership will begin to hold some senior leadership meetings in the office.
- During the month of February, we will begin our move-ins at all UCOP locations so that we can begin to get people back in the office for a day to get your workstations set up and ready to go. Managers will be working with the Operations team and all of you to determine a time when that will happen. We have tailored each UCOP location’s plan to meet specific local operational needs. For some Oakland staff, department move-in dates will not be in February. Details by location are available in the presentation.
- On a limited basis, those that want to work in the office will also be allowed to return voluntarily as we initiate our phased, slow-build process.
- Everyone at UCOP should start making plans now that allow them to be fully engaged in starting the slow-build of their ongoing on-site, hybrid, or remote schedule in March. We expect to have our full future operations state in place by April 30, 2022. If you find you need additional time, please work with your manager. We know that this will be a time of readjustment for everyone, so if issues come up while you are getting ready for your return, let your manager know.
- As planned, we will start with alternating on-site and remote workdays to limit the number of people in the building, achieve maximum physical distancing between workstations, and be sensitive to employees’ needs to readjust their schedules and personal commitments.
Updated COVID-19 protocols and testing program
As we also mentioned at today’s event, we have updated our COVID-19 protocols. Please review the UCOP Updated COVID-19 Protocols information sheet for full information regarding changes.
As we return to our office locations, we will continue to focus on the health and well-being of staff. All along, UC has followed the science, which has helped protect our community. With appropriate masking, ensuring our staff are vaccinated and boosted, regular testing and monitoring, and environmentally tuned buildings, we are confident our return will be successful.
This will be a new way of working for all of us — and we are excited about the opportunities that come with these changes. We will all be learning as we go, and we will keep you informed as we make adjustments.
If you have questions, please talk with your manager or email UCOP-COVID19-Response@ucop.edu
As always, please continue to be safe and take care of yourself and your loved ones.
Sincerely,
Rachael NavaExecutive Vice President and Chief Operating Officer
Oakland Employees – Take the Employee Parking and Commute Survey
January 25, 2022
Dear colleagues,
In planning for UCOP’s return to on-site work, UCOP’s Building and Administrative Service Center (BASC) is conducting a brief parking and commute survey of employees who will be commuting to the Franklin-Broadway Campus in downtown Oakland. Survey completion is requested by Tuesday, February 1, 2022. Parking arrangements for all other UCOP locations will be communicated separately.
This survey requests responses on anticipated commute plans and preferred parking options for employees once we return to onsite work. Survey results will be used by BASC to determine parking demand, gain awareness of parking preferences, identify specific parking needs, secure additional nearby parking to meet demand, and plan participation in the Commuter Benefits Program.
Employees will continue to park for free in the Franklin Garage while workplace access is limited, with parking fees resuming in late spring 2022 once the new campus fully reopens. All interested employees will need to re-enroll in the Commuter Benefits Program and/or UCOP-issued parking. Updates to UCOP employee parking at this location include:
- A new daily parking option to be offered in the Franklin Garage. Estimated at $20/day, daily parking may be preferred for employees working on-site 1-2 days a week.
- Monthly rates will increase for the first time in more than 10 years, necessary to operate and maintain the garage. Currently estimated at $150-$180/month, rates will be finalized prior to enrollment and will remain significantly below current market rates in downtown Oakland.
Depending on employee demand identified in the survey, two parking locations may be available for UCOP-issued employee parking permits for the Franklin-Broadway Campus.
- On-site Franklin Garage is estimated at $20/day, $180/month for autos, and $90/month for motorcycles. Rates include Level 1 (120V) charging at no additional cost, and Level 2 (240V) charging available at pay-per-use kiosks.
- Off-site/nearby Oakland Marriott City Center Garage is estimated at $150/month. UCOP daily parking and electric vehicle charging are not available at this garage.
We understand the difficulty of predicting your future commute and parking needs. The survey requests your anticipated commute and preference for parking once your on-site schedule aligns with your approved work arrangement. Completing this survey does not commit you to any parking option or purchase, nor does it guarantee a parking location or rate. There will be a separate communication to outline the final parking enrollment process—including a new parking contract— with available locations and rates.
We appreciate your completing the UCOP Employee Parking and Commute Survey for Oakland Franklin-Broadway Campus by Tuesday, February 1, 2022.
Thank you,
Steven MurrayDirector, Building & Administrative Service Center
Update on return to on-site operations, COVID-19 protocols and upcoming Town Hall
January 24, 2022
Dear UCOP colleagues,
When I wrote to you earlier this month, I informed you that our phased (“slow-build”) return to on-site operations would begin Jan. 31. After additional consultation with UCOP leadership and others, we have decided to delay our start by at least several weeks. Among other things, this will allow everyone more time to prepare for their eventual return to the office, and next month we will update everyone on our timing. We also will continue to be in touch regularly as the situation continues to be very dynamic.
Additionally, we will be holding a town hall for UCOP staff this Thursday, January 27th, to share additional updates and answer questions. Details on the town hall, and information on how to register, are available below.
Although we are pushing back our start date, the overall structure of our phased return plans has not changed significantly. We will start with alternating on-site and remote workdays to limit the number of people in the building, achieve maximum physical distancing between workstations, and be sensitive to employees' needs to readjust their schedules and personal commitments. As mentioned previously, we have tailored each UCOP location’s plan to meet specific local operational needs.
Updated COVID-19 Protocols
We are also updating our COVID-19 protocols for face covering, testing, isolation, and quarantine requirements, in alignment with CDPH and Cal/OSHA workplace rules. As a reminder, all other COVID-19 protocols such as compliance with the UC COVID-19 Vaccine policy, use of UCOP Screen, hand hygiene, cleaning and high-grade building air filtration, are still in place.
Please review the UCOP Updated COVID-19 Protocols information sheet for full information regarding changes in COVID-19 protocols. At a high level, changes include:
- Revised Face Covering Requirement: Effective immediately, anyone coming to a UCOP location must wear an approved face covering. Under the new Cal/OSHA workplace rules, a cloth face covering alone no longer meets the requirement and masks with higher filtration and better fit are required such as authentic N95 and KF94 respirators and KN95 and medical masks. Please consult the information sheet for details on approved mask types, proper fit, and caring for your masks. You may use your own face covering if it meets the updated face covering requirement, and UCOP has face coverings that meet the new requirement available at all locations for staff who do not have them.
- COVID-19 Testing:
- UCOP is adding a “test to return” requirement and moving most testing to at-home testing before arrival to the office. UCOP will provide test kits for employees working on-site. The Oakland and Washington, D.C., locations already have on-site testing and UCPath and Sacramento on-site programs are in progress. Additional information and instructions regarding the new process will be provided by location.
- Testing frequency differs by vaccination status and days on-site. Please see the attached information sheet for specific testing requirements.
- CDPH and Cal/OSHA Isolation and Quarantine Guidance: During our last town hall, some participants asked how we respond when someone working on site is exposed to or tests positive for COVID-19. UCOP continues to meet CDPH, Cal/OSHA, and local county requirements to respond to COVID-19 incidents. Section IV of the information sheet outlines what to do for both exposure and positive cases.
- UCOP COVID-19 booster reminder: Per the UCOP booster mandate, UCOP employees eligible for a booster vaccination must obtain one by January 31, 2022. Employees who are not yet eligible (due to timing of original vaccine dose(s)) must get a booster shot within 30 days of eligibility. We are updating the UCOP COVID-19 Vaccine Tracker to accept information about boosters, and we will notify everyone when the tracker is available to upload an updated copy of your vaccination card and booster information.
- Opt in to CA Notify or DC CAN COVID-19 Exposure Notification System: Another way to protect yourself and your community from COVID-19 is to add your phone to CA Notify or DC CAN: It’s easy, private, secure and 100% opt-in. From launch to Dec. 2021, approximately 15.5 million people activated CA Notify and approximately 620,000 users received exposure notifications.
Save the Date – January Town Hall
On Thursday, Jan. 27, from 1:00-2:15 p.m. PT, we will hold a second town hall for UCOP staff to discuss UCOP’s Future of Work efforts, COVID-19 response and return to on-site operations plans. We heard your feedback on the December town hall and have extended our time together with a longer live Q&A period during which panelists will answer questions submitted by UCOP staff. I will lead the event, and be joined again by Executive Vice President, University of California Health, Dr. Carrie L. Byington, Executive Director, UCOP Operations, Thera Kalmijn, and members of the UCOP Future of Work and COVID-19 Response teams.
Register online here. Before the town hall, please take time to review the recordings, presentations and Q&As from the previous town hall. Many of your questions may already be answered there.
If you have questions, please talk with your manager or email UCOP-COVID19-Response@ucop.edu.
As always, please continue to be safe and take care of yourself and your loved ones.
Sincerely,
Rachael Nava
Executive Vice President and Chief Operating Officer
Save the date: UCOP Town Hall on Future of Work and return to on-site operations plans
December 2, 2021
On Thursday, Dec. 16, from 1-2 p.m. PT, Executive Vice President and Chief Operating Officer Rachael Nava will host a town hall for UCOP staff to discuss UCOP’s Future of Work efforts and return to on-site operations plans. Joining EVP/COO Nava will be Executive Vice President, University of California Health, Dr. Carrie L. Byington, Executive Director, UCOP Operations, Thera Kalmijn, and members of the UCOP Future of Work and COVID-19 Response teams.
The event will include a brief presentation and a Q&A session during which panelists will answer questions pre-submitted by UCOP staff. There will also be an opportunity to submit questions during the town hall.
If you have a question for the town hall, we want to hear from you! Submit your questions via this Future of Work/Return to On-site Operations question submission form. You can submit your question anonymously if you prefer. Questions are accepted through Friday, Dec. 10 at 12 p.m. PT.
Join us!
What: UCOP Future of Work/Return to On-site Operations Town Hall
When: Thursday, Dec. 16, from 1-2 p.m. PT
Where: Online via Zoom webinar
Registration: Register online here
If you have a question not intended for the town hall, please contact UCOP-FutureofWork@ucop.edu.f
Update on UCOP’s planned timeframe and approach for returning on-site
November 18, 2021
Dear UCOP colleagues,
In August, we postponed our return to on-site operations to January 2022 and promised to review the return date in mid-November. After discussions with President Drake and UCOP leadership, we have decided to move forward with a modified approach that takes into account the possibility of a winter spike in COVID-19 cases, allows flexibility and an adjustment period in returning to on-site operations, and lowers the density in our buildings. Our updated plan is:
- We will postpone the planned return scheduled for the first week of January.
- We will use a “slow build” approach for all locations with move-ins and on-site work starting the week of January 31 and building through April 2022. This helps keep our office population lower during the winter months and allows those who will have an on-site or hybrid work arrangement to work with their managers to gradually adjust to their full required on-site schedule. For example, someone who will work 3+ days on-site could transition (with the approval of their manager) from one day per week on-site early in the process to 3+ days by mid-April 2022.
- We expect to have our full future operations state – on-site, hybrid and remote – in place by April 30, 2022.
Plans will vary by location based on business needs and circumstances. For instance, Oakland will take the office consolidation work into consideration, with department move-in dates communicated mid-December. Our UCDC location is already operating on-site, and seismic work will affect the plan for our Sacramento office. UCPath’s leadership team is preparing a return to on-site plan in alignment with the phased approach.
The return to on-site plans will also be informed by the final outcome of our Future of Work process. The first steps – position eligibility assessment and employee preference selection – are complete, and HR is conducting a UCOP-wide position eligibility equity review to ensure overall consistency and equity across UCOP. Over the next few weeks, division leaders will approve work arrangements for their divisions, and BASC will complete their work on preliminary space planning.
Employees will be notified in mid-December of their approved work arrangements. Managers and supervisors will work with employees to support them during the transition and provide them notice of at least 30 days to prepare and make arrangements for family care or other personal matters.
We are planning a town hall to share information and answer questions. Details will be forthcoming in Link. If you have questions regarding our return date or our Future of Work efforts, please feel free to talk with your manager or email UCOP-FutureofWork@ucop.edu.
As always, please continue to take care of yourself and stay safe. I wish you and your family a happy Thanksgiving.
Sincerely,
Rachael NavaExecutive Vice President and Chief Operating Officer
An update on UCOP work arrangement eligibility, review and selection process
October 18, 2021
Dear colleagues,
I hope you’re doing well and enjoying the fall season.
I am writing to update you on our Future of Work (FOW) program, including how the process for determining future work arrangements will work. While the timing of UCOP’s resumption of on-site operations was extended to January 2022, there is much to do to prepare for our return. I know many of you have been eager to know how decisions will be made about work arrangements, and when you’ll be notified. We are aiming to share work arrangement decisions by mid-December so everyone can plan accordingly.
As we announced in July, our FOW plan includes several different potential work arrangements: on-site, hybrid and remote. Determining eligible work arrangement options for each position will balance the needs of our organization, each division/department, and the individual. Employees will work with managers to determine their work arrangements.
Last week, we launched the position eligibility, review and employee preference selection process, which will determine work arrangement options by position, gather employee preferences, and look at equity across UCOP. Below is an overview of this process.
Step 1a – Position eligibility assessment (Timeline: Oct. 15 – Nov. 5)
Managers, chiefs of staff and division leaders will assess positions and identify if each position is eligible for an on-site, hybrid and/or remote work arrangement. These assessments will consider the position’s core functions and tasks, how work is done within the team, division-specific needs, and how an employee’s work location may impact the team and UCOP generally.
Step 1b – Employee work arrangement discussions with managers and employee preference selection (Timeline: Oct. 15 – Nov. 5)
Managers will meet with employees individually to share eligible work arrangement options and capture employees’ preferences from those available for their position. Preferred work arrangements will be shared with division leadership for review and agreement. (Note that work arrangements will not be finalized until after the HR review and executive leadership approval; see Steps 2 and 3.)
During this discussion, eligible employees who choose a hybrid arrangement will work with their manager to determine a preliminary on-site weekly schedule, including days of the week. These schedules can be adjusted in the future; their purpose is to help the FOW team forecast peak on-site work days and related demands for on-site workspaces and other services.
Materials for Steps 1a and 1b have been provided to division leaders and chiefs of staff, and each division will cascade the materials to leaders, managers and supervisors.
Step 2 – UCOP-wide HR review (Timeline: Nov.)
Once all divisions have submitted their information, UCOP HR will review all position eligibility assessments for overall consistency and equity across UCOP and similar units/roles, taking into account differences in operational needs. HR will discuss any identified differences with the division leaders and chiefs of staff, and division leaders will approve overall work arrangements for their divisions.
Step 3 – Employee work arrangement finalization (Timeline: Est. Mid-Dec.)
Employees will be notified of their approved work arrangements. Once UCOP’s return to on-site operations timing is finalized, employees working in a hybrid or remote capacity will complete telecommuting agreements. Managers and supervisors will work with employees to support them during the transition and allow notice of at least 30 days to prepare and make arrangements for family care or other personal matters.
Resources
Please visit the FOW website for more information about the FOW timeline and work arrangement options, answers to frequently asked questions, remote working courses and other resources. Please bookmark and check the site periodically for updates as we continue the FOW efforts.
Adjusting to a new way of working while we will continue to meet the needs of the organization, stay connected, and support the well-being and engagement of UCOP staff, will be a learning process for us all. Thank you in advance for your patience, flexibility and partnership. If you have questions, please email UCOP-FutureofWork@ucop.edu.
As always, thank you for your dedication to the university and the people we serve.
Be well,
Thera Kalmijn
Executive Director, UCOP Operations
Follow-up message from EVP/COO Nava about UCOP's January 2022 return to on-site operations
August 20, 2021
Dear UCOP colleagues:
In response to my email earlier this week, we received some questions about why UCOP is able to extend its return to on-site work to January while campuses are preparing to reopen this fall. It’s a logical question.
The answer is that UCOP is a very different organizational environment, with different staffing needs than a campus, and what makes sense for UCOP may not work for a campus, and vice versa.
UCOP is an administrative office that, unlike a campus, does not serve students and patients or have laboratories, and can effectively do much of its work remotely for the time being. In addition, our Oakland and Sacramento offices are undergoing renovation and many staff are occupying, or would need to occupy, temporary space until the renovations are completed later this fall. So it doesn’t make sense to return the majority of UCOP staff to temporary workspaces for the next several months, when most staff can continue to effectively perform their jobs remotely.
For UCOP, we need essential staff on-site for certain functions, and we believe it is fully safe for them (as well as staff who want to voluntarily return) to be there, following the appropriate safety protocols. Campuses are different and may need a variety of personnel on-site.
Although UCOP and campuses have different staffing needs, one thing we all share is an absolute commitment to the health and well-being of every member of the UC community, regardless of location.
I hope this additional information is helpful. If you have questions, please feel free to send them to UCOP-COVID19-Response@ucop.edu.
Sincerely,
Rachael Nava
Executive Vice President and Chief Operating Officer
UCOP return to on-site operations date extended to January 2022
August 18, 2021
Dear UCOP colleagues,
I am writing to let you know about a change in our plans for returning on-site.
When I wrote to you in March, COVID-related cases were declining steadily and it was looking like we could return to working on-site this fall. However, in light of the unfortunate surge in COVID-19 cases throughout the U.S. due to the Delta variant, and evolving guidance from the Centers for Disease Control and Prevention and other public health authorities, we have decided to revise our plans.
After much discussion with President Drake and UCOP leadership, for the safety and well-being of everyone we have decided to extend the start date of our phased return to on-site work to January 2022.
Essential staff currently working on-site will continue to do so. Other departments also doing essential work, such as RASC and UCPath, will proceed with their plans to return select staff critical to optimal operations. In addition, the UCDC program will be open to students for the fall and their staff will also be on-site, and our state and federal governmental relations offices may need some staff in the office in order to meet governmental and legislative schedules.
While this shift to January 2022 for the broad UCOP community may provide relief for some, it may be less welcome news for others who are eager to come back on-site, at least some of the time. This was a difficult decision with many factors to consider. The well-being of employees is our priority.
President Drake has asked us to re-evaluate the new return plan in mid-November to determine if the January timeframe should be revisited. We will communicate any changes at that time.
Although we have pushed back our timing to January, interested staff can request to voluntarily return to on-site work starting in September while following all COVID-19 protocols, including masking, physical distancing and restrictions on large gatherings. Temporary space assignments will be made available for these requests and must be approved in advance and coordinated with the appropriate staff, as follows:
- Franklin-Broadway campus: Complete the UCOP Voluntary Return: Request for Interim Workspace form
- UCOP State Government Relations – Sacramento: Email Ogden@ucop.edu
- UCPath: Work with your manager
- UC Press: Email dnasitka@ucpress.edu
It is important to note that the extension to January does not change the need to comply with the systemwide COVID-19 Vaccine Policy by September 1. UCOP will continue to implement tracking per this week’s message from Nancy Pluzdrak. Please see the UCOP Vaccine Policy Implementation webpage for more information.
Lastly, the Future of Work team is continuing its work and readjusting the milestones and deadlines to the new return timeline. The next step will be to determine position eligibility for specific work arrangements, followed by discussions with employees, which will occur over the next several weeks. Additional updates on this will be forthcoming.
As always, please continue to take care of yourself and stay safe. If you have questions, please feel free to talk with your manager or email UCOP-COVID19-Response@ucop.edu.
Sincerely,
Rachael NavaExecutive Vice President and Chief Operating Officer
UCOP Update – Vaccine Program, Return to On-site Operations Timing, and the Future of Work
March 24, 2021
Dear colleagues,
I am following up on my last message with an update on the UCOP vaccine program, our planning and timeline for returning to the office, and our efforts to plan for a future way of working that best meets the needs of our staff and organization.
UCOP Vaccine Program Update
To help UCOP employees get their vaccinations as soon as possible, we are adopting the state’s program, which utilizes retail pharmacies and other local providers, and are encouraging UCOP employees to secure a vaccine appointment by registering on myturn.ca.gov or through your health care provider. More and more vaccines are becoming available on a daily basis, and you are encouraged to get vaccinated as soon as you are eligible.
Those essential on-site and age 65+ staff who were invited to receive a vaccine through UCOP’s vaccine programs with UC San Francisco and UC Riverside should schedule first-dose appointments immediately if they have not yet done so and plan to receive second doses through the program. If you have questions, email UCOP-COVID19-Vaccine@UCOP.edu.
Return to On-site Operations
Planning is underway for returning to on-site operations, which may vary by UCOP location.
- For Oakland, we must complete the Franklin building renovations before we can return to on-site operations. Therefore, we anticipate a phased return to on-site operations date of no sooner than August 1 for the Franklin-Broadway offices, even if Alameda County public health officials allow for office openings sooner than this.
- The return to on-site operations team is working closely with the UCPath Center, UC Washington Center (UCDC), the UCOP Sacramento office, and UC Press to develop return to on-site operations plans and more information will be communicated when it’s available. We anticipate that return to on-site operations in these locations will be dependent on public health guidance and be no sooner than July 1.
Future of Work
Like many organizations, UCOP is considering how the needs of our workforce have changed based on our experience working through the pandemic. This is an opportunity to align UCOP’s workforce and culture with UC values and modernize the way we work. To spearhead this effort, we recently launched a cross-functional UCOP Future of Work task force to evaluate short- and long-term options for working in on-site, remote, and hybrid models.
Future ways of working must consider needs from three perspectives – the overall organization, the department/team, and the individual. As part of their work, the task force will conduct a UCOP staff survey to gather input for consideration. To maintain anonymity, the survey invitation will come from our partners Willis Towers Watson and an article will be published in Link.
Once it has completed its work, the task force will present recommendations to me, President Drake and the division leaders in May 2021.
If you have questions, please email UCOP-COVID19-Response@ucop.edu.
Take care and stay well.
Rachael NavaExecutive Vice President and Chief Operating Officer