Employee-Initiated Telework Request Process

The following process applies to individual employees requesting flexwork/telework arrangements.

For department-wide or business unit requests, please work with your department CAO and complete the Workplace Model Plan.

Decision-making process and proposals

Decisions regarding individual flexwork requests are made on a case-by-case basis by departmental senior leadership and reviewed by UCLA Health Employee Relations. Operational and business needs are a priority when considering a flexwork proposal. See DGSOM's eligibility criteria here >>

A. For employees seeking to request a flexwork/telework arrangement:

1. Prepare a written proposal using the Employee-initiated Telework Request form. 
2. Once submitted, your supervisor will automatically receive a copy of your request.
3. The supervisor and employee should then schedule a meeting to discuss the proposal.
4. If the supervisor supports the proposal, they will meet with department senior leadership and UCLA Health Employee Relations for final approvals.
5. Once approved, the employee and supervisor will sign the UCLA Health Telecommuting Agreement through Service Now.

B. Information for supervisors reviewing an employee's flexwork/telework request:

1. Spervisors should review each proposal on its own merits and give equal consideration to all requests. See “DGSOM’s Eligibility Criteria for Flexwork/Telework” for eligibility considerations. Consider the potential benefits and drawbacks of the proposed arrangement.
2. Consult with departmental CAO and Chair as needed to ensure operational consistency within your organization.
3. If the proposal is unacceptable, clearly explain to the employee why it cannot be approved. Be supportive and suggest practical alternatives. If appropriate, encourage the employee to revise the proposal.
4. If the proposal is acceptable, contact your UCLA Health Employee Relations Manager to review the agreement.
5. Once UCLA Health Employee Relations approves, the employee and supervisor will sign a UCLA Health Telecommuting Agreement via Service Now.
6. Telecommuting agreements may not exceed one year in length, with the option for renewal thereafter. For new employees, managers have the discretion to limit initial agreements to a trial period of six months or less. 
7. Schedule regular meetings with the employee to review the success of the arrangement, particularly during the initial trial period.
8. Amend or re-approve the arrangement at the conclusion of the trial period.

C. Medical requests for telework: 

If a telework request is related to a medical condition or disability, please visit Employee Disability Management Services for more information and download and complete a Reasonable Accommodation Request form. Please contact Employee Disability Management Services (EDMS) at RTWmail@irm.ucla.edu to request assistance. 

If further guidance is needed, consult your Employee Relations Manager.

*Please note: Processes and policies may vary for non-exempt employees whose “flexwork” arrangements may be pre-defined as part of their specific collective bargaining agreements. To learn more, click here.