School of Medicine Intranet

Hybrid Work Guidelines

In order to evaluate and adapt pandemic-inspired hybrid operating models into sustainable, longer term plans that serve the needs of our students, faculty, staff, and customers, the School of Medicine Return to Onsite Work Committee has prepared the following set of recommendations and guidelines. These were reviewed by the SOM leadership team and were approved by the Dean's Council on May 25, 2022.

Hybrid Work Guidelines for School of Medicine Employees

Effective July 1, 2022, Updated Nov. 2, 2022

  • Extend the current hybrid work model through June 2023.
  • Clarify and communicate schedules.
  • Employees should ensure that they can be reached by phone or electronic message, and that the preferred means of communication is clearly known by colleagues. Options include:
    • Forwarding office phone to personal cell phone when working remotely.
    • Using Microsoft Teams for phone calls and/or chat.
    • Unit leaders and supervisors should ensure that appropriate methods are in place and that there is clear communication in email signatures and other places as appropriate.
    • Whenever possible, managers should help facilitate on-site coverage to ensure minimal interruptions to business operations.
  • Address social isolation.
    • Managers/supervisors should proactively plan some in-person meetings and activities for collaboration and connection.
  • Assess that the operating models are meeting the needs of key stakeholders and make changes to address concerns.
    • Managers/supervisors are asked to assess that stakeholder/customer needs are being adequately served based on the work schedules created and submitted last summer, and to adjust schedules as needed by July 31, 2022.
    • Additional information will be provided at the FAO/managers meeting in June; periodic updates, as needed, will also be provided in this and other forums.
  • Recapture space for individuals and units that must be on site.
    • SOM Facilities will develop guidelines for use of space.
    • Recommend that offices and workspaces that are used less than three days/week be available for sharing.

Additional Information/Questions

Do I need to list my cell phone number in my email signature? I would prefer not to do this.

No, you should indicate the best way to reach you either by phone or text/instant message. This could be your office phone, cell phone or another method such as Microsoft Teams.

What if my schedule varies week to week?

Employees with a variable schedule that is approved by their supervisors do not need to list the days that they are on site each week, but should still indicate the best way they can be reached.

Do I need to change my email signature if I am out sick or on vacation?

No; however, employees should set automatic replies (out of office) to notify others that you are out of the office, on vacation, or not available to respond to e-mail messages. Employees should also set their telephone out of office voice mail message.

How do I communicate to my supervisor, and others, if my on-site schedule changed?

It is important to inform your immediate supervisor in advance, and others as needed (i.e. executive assistants in dean’s suite also inform schedule changes to lead EA) if you had been scheduled to be on-site and something changed. This is particularly important should there be an emergency and we need to know who was expected to be onsite.

I don’t know how to use Microsoft Teams for messages or phone calls. Who can help me with this?

To use the chat and call feature in Microsoft Teams, click on the training video. If you need more assistance, submit a ticket to the SOM IT department.

How do I forward my office phone to my cell phone?

Visit this page to learn how to forward your office phone line.