Hybrid Working

The School's approach to hybrid working.

The School’s Hybrid Working Guidelines have been developed within the context of the University’s Hybrid Working Framework and Guidelines.   The University’s framework came into effect for AY 2021-22 however the delays in removal of Covid restrictions, and therefore delays in full return to campus activity, has meant that trialling hybrid working was difficult to do until semester 1 2022/23.  Many School staff have been working a hybrid working pattern and in large we have adapted our ways of working to accommodate these different ways of working – however it still requires trialling given the new academic year with no Covid restrictions has seen more in person activity resuming on campus. 

These guidelines will apply for the remainder of AY 22-23 and will be subject to review towards the end of the academic year or earlier if University policy changes.

University Hybrid Working Framework and Guidance 

The University’s hybrid working framework is available through the link below. 

Hybrid Working Framework

Some key principles from the guidelines include: 

• The default place of work for all staff is on campus.  The University aims to provide a vibrant on campus experience to all students; therefore staff are needed on campus to contribute to that vibrant community, whether or not they directly interact with students.   
• All staff will be provided with space and equipment to perform their role on campus. 
• All staff can request a hybrid working pattern. Decisions will be made by line managers dependent on the individual’s role and taking into consideration (in order of priority): Service/role needs; Team needs; Individual’s preferences. 

School of Informatics Hybrid Working Guidelines 

1. The School’s aims to offer hybrid working opportunities to all staff, whether on open ended or fixed term contracts.  However the nature of some roles is that they can't be performed remotely; staff holding such roles will therefore be expected to work on campus.

2. Where possible hybrid working patterns (ie. the pattern of days that an individual works remotely and on campus) will be agreed, as we recognise the value this provides individuals who need to make personal arrangements – however flexibility will be required to vary that pattern when requested to cover for absences for particular meetings or for other activity which requires on-site working  Wherever possible, advance notice will be provided of the need for flexibility however that may not always be possible.

3. The University Framework is not specific about the amount of time that individuals are expected to spend on campus, but references the campus as our default place of work, the campus is the centre of gravity, the majority of staff will spend the majority of time on campus and the campus providing a positive and vibrant staff and student experience.  The School has decided to specify the amount of time expected on campus to provide clarity, ensure a consistent approach across the School and because we believe we all have a part to play in contributing to a positive and vibrant staff and student experience, and to support new staff and students.

For those staff whose roles can be undertaken remotely or on campus, and who would like to work for a percentage of their time remotely, the School expects that at least 50%¹ of contracted hours is spent on campus each week (or 1 day each week for those on contracts of 0.2 FTE or less) however the percentage of time needed on campus may vary team by team depending on the nature of the team responsibilities.

4. Application process:   Hybrid working arrangements should be discussed and agreed with your line manager; it is recommended that this is documented in an email. 

5. Consideration of individual preferences in context of review and team changes:  Arrangements entered into are not permanent and should be reviewed at least annually² and if/when a member of the team leaves and is replaced by a new team member. Agreements for hybrid working for staff with teaching responsibilities will need to reflect semesterly teaching commitments.

6. Standard equipment for hybrid working:  The School will provide equipment when approving someone to work at another location unless work at that other location is an ad hoc and infrequent arrangement.  In the exceptional circumstances of an agreement for someone to work overseas, it may not be possible for this equipment to be provided; this will be discussed and agreed when the arrangement is agreed. 

As outlined in the University Hybrid Working Guidelines, all staff must complete a DSE risk assessment which must be signed off by their line manager and any issues highlighted within that risk assessment need to be addressed.  If non-standard equipment is requested, there may be a need for a Management Referral to Occupational Health to seek advice. 

The School will pay for transport of chairs and monitors to the home location and/or return of chairs and monitors to campus, assuming the location is within normal daily commuting distance of George Square.  Reimbursement of taxi expenses will be provided up to £25 for one journey to take such large equipment from campus to home and/or one journey from home to campus.  Standard equipment for an agreed remote location would include:    

• A desk at which the staff member can work 

  • Generally provided by the staff member however may need to be provided by the University if the DSE highlights an issue; provided from the University’s furniture store. 

• A chair on which the staff member can sit when working 

  • Generally provided by the staff member however can be provided by the School from the University’s furniture store.  

•  A reliable network connection   

  • Provided by the staff member.  

• A laptop with a docking station and a power cord with HDMI/USB adapter  

  • Provided by the School. The staff member can elect where to use their docking station and where to use their power cord/adapter.  The HDMI/USB adapter is to allow easy connection of accessories.  If the staff member prefers x2 power cords/adapters this can be requested, however two docking stations will not be provided. 

  • Individuals who prefer to use a personal laptop or use a self-managed device need to comply with the University’s Bring Your Own Device Policy

Bring Your Own Device Policy

• A monitor³, camera (if not built into laptop), keyboard and mouse at each location   

  • Provided by the School unless the staff member prefers their own  

• Headphones with microphone, at each location for those working in shared spaces⁴   

  • Provided by the School unless the staff member prefers their own 

• Note that staff whose research or work is computational and who use high specification computers will need to use those computers in one location and connect remotely, as the equipment will not be duplicated.  

7. Desks in shared offices:  Most research staff and professional services staff are located at a desk in a shared office. During the year to summer 2022, everyone will retain an on campus work space and will work at home or on campus as agreed with their line manager according to the University Hybrid Working Framework.  However, due to the need to maintain good ventilation to prevent the spread of Covid, the windows in offices will be open much of the time and therefore, those in desks near windows may prefer to move to a desk further away from windows if there is space to do so.  All staff will  be asked to tidy everything away each day on leaving their desk, such that another member of staff could work there on a day when they would be working at home.   

10. School use of diaries to indicate staff location:  Staff are expected to indicate by active and visible diary entries in their University Outlook calendar and MS Teams the status their location on working days and locations – on campus, off campus.

Flexible working 

The University continues to offer flexible working; refer to the University HR policies for details of flexible working.

University HR policies