July 15, 2026 - Space Management and Flexible Work Policy Takes Effect
This new policy outlines important expectations for the management of university space and requirements for staff for documenting work locations (at a university location or remote) and flexible schedules. It is accompanied by the launch of the new Work Location and Flexible Schedule module in UAccess.
University of Arizona employees may conduct their work through various modalities depending on the needs of the position and parameters set by their college or division. Work modalities include:
On-site work locations
University-owned building, office, or workplace
Off-site work locations
Home office, co-working space, etc.
Flexible schedules
Schedule different from a unit’s regular hours
These modalities can overlap and intertwine as employees may have one, two, or all three. Use this page to navigate expectations for managing and documenting these modalities.
Modality Guidelines and Processes
The UAccess Work Location and Flexible Schedule module is the form used by all employees to add and review their assigned and approved work locations (at a university location or remote), the percentage of a typical week when they work at each location (for each job they may have), and any flexible schedules. This information can be reviewed and updated in the module at any time.
Access the module
- Navigate to UAccess Employee.
- From the homepage, select the Personal Information tile.
- Select Work Location and Schedule from the bottom of the lefthand menu.
- Select “Add” and follow the prompts.
Additionally, the Space Management and Flexible Work Policy requires staff members in all units to add or confirm their information in the UAccess module:
- Whenever they change their typical work location or flexible schedule.
- Annually, even if there are no changes to their work location, schedule, or flexible work agreement. Staff members will receive email reminders from UAccess to complete the annual requirement.
Information that faculty, staff, or appointed professionals add to the module is routed to their direct supervisor for approval.
Disability-related reasonable accommodations
Faculty, staff, graduate assistants/associates, and student workers who are seeking a flexible work agreement as a disability-related reasonable accommodation must contact the Disability Resource Center and follow their processes.
Pages and Resources
Space Management
Work locations include, but are not limited to, university buildings, offices, workplaces, remote work locations, or a combination of options.
Space Strategy and Management provides decision support for the university's on-site space utilization, including data management, and reports on space use. Review the university's space assignment processes and responsibilities.
Flexible Work Agreements
Flexible work means an ongoing, consistent, agreement that allows a staff member to work from a location and/or to be assigned a work schedule other than the unit’s default work location and/or regularly scheduled work hours.
Use this page to learn more about flexible work and tips and resources to help you set the agreement up for success.
Out-of-State Domestic (U.S.) Work Arrangements
Due to the complexities and costs of complying with state and local laws and tax requirements, in addition to the university's commitment to our Arizona community and land-grant mission, out-of-state work arrangements must meet the institutional guidelines on this page.
International Employment
The university recognizes that units may need to hire employees who will live and work outside of the United States. Due to the complexity of international employment, international work arrangements require leadership approval and must meet the institutional guidelines on this page.
UAccess Module - Employee Guide
A quick reference guide for faculty, staff, appointed professionals, graduate assistants/associates, and student workers to add an update their work location and flexible schedule information in UAccess.
UAccess Module - Manager Guide
A quick reference guide for supervisors to review work location and flexible schedule submissions by their direct reports UAccess.
Frequently Asked Questions
General
The university has invested significant effort in understanding how space is used and how flexible work can best support employees. We must maintain a consistent, data-informed approach to space management and compliance across the institution.
Work location and flexible schedule data supports several important operational needs:
- Space allocation: Identifying employees assigned work locations and their percentage of occupancy allows more efficient allocation of space.
- Safety: Understanding who is expected to be in a given building during an evacuation can inform better safety protocols.
- Facilities management: Understanding campus occupancy impacts utility usage planning and cleaning schedules.
- Compliance: Documenting work locations supports tax and regulatory compliance for employees working outside Arizona.
- Flexible work facilitation: Documenting flexible work provides leadership with a better understanding of the flexible work landscape at the university. It also provides an opportunity for annual review and updates to agreements.
All personnel, employment or related records shall be available only to authorized users for authorized purposes.
If you report a hybrid or fully remote work location at your home address, then the Work Location and Flexible Schedule module will limit what your supervisor can see during approval to just the city and state.
Please review the university’s Privacy Statement for more information.
In alignment with the Space Management and Flexible Work Policy, staff members are required to update the module when there are changes to their work location or flexible schedule that reflects a typical work week.
Employees in other employment categories are encouraged to do the same.
Staff working outside the state of Arizona, including UAGC and international staff, must complete the UAccess Work Location and Flexible Schedule module when there are changes and annually per the policy requirement of all staff members.
If a current staff member is moving outside of Arizona, then they must update the UAccess module only if the out-of-state location will be a permanent or ongoing (lasting 8 weeks or longer) arrangement.
Please follow the guidelines on the Out-of-State Domestic (U.S.) Work Arrangement Processes or International Employment pages before submitting information into the UAccess module.
Using the UAccess Work Location and Flexible Schedule module
Submit information that best reflects a typical week.
You can enter multiple work locations, like an office and a lab, within the same submission. Do not include classrooms, conference rooms, or other shared workspaces.
One-time, ad-hoc, or occasional needs to utilize location flexibility (e.g., temporary or once or twice per month arrangements) can be approved directly by your supervisor without reporting to the UAccess Employee Work Location and Flexible Schedule module.
If you have multiple jobs at the university, then complete the module for each job
Submit information that best reflects a typical week.
Discuss your needs with your supervisor and determine if your schedule qualifies as a flexible work agreement. If it does, you should add it to the UAccess Work Location and Flexible Schedule module.
One-time, ad-hoc, or occasional needs to utilize schedule flexibility (e.g., temporary or once or twice per month arrangements) can be approved directly by your supervisor without adding to the UAccess module.
If your schedule varies significantly week to week or does not match the options provided in the UAccess module, then you can add notes to explain the nature of the agreement.
Yes. This allows employees and each supervisor to document the modalities for each of the jobs held.
For staff, faculty and appointed professionals, reported information will route to their supervisor for approval. Supervisors can approve or request a revision. Information will only be recorded in UAccess upon supervisor approval.
For graduate assistants/associates and student workers, reported information will not route to supervisors and will automatically be recorded in UAccess upon submission.
Note that if an employee reports a hybrid or fully remote work location at a home address, then the UAccess module will limit what their supervisor can see during approval to just the city and state.
The UAccess module captures work location and flexible schedule for the next year. The start date can be today’s date, even if the staff member has already been working those modalities.
If there have been no changes since the last submission, please follow the prompts in the UAccess Work Location and Flexible Schedule module to confirm no changes.
Yes. The supervisor’s supervisor can approve, or the staff member's submission will stay pending until their supervisor returns.