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NEW - Flexibility

While the ethos of the policy is clear, i.e. eligible employees will normally spend at least three days per week on campus, managers have the discretion to make adjustments for unforeseen circumstances or changing operational needs .  Flexibility operates within the context of the requirements of the job and the needs of the School/Unit being met in full.

It is recognised that from time to time, employees may face unforeseen circumstances and managers may also need to adapt to changing operational demands, such as periods of peaks and troughs in the need for on-campus presence. If this is the case, working arrangements may be adjusted accordingly and may be considered in the round as appropriate.  There will be periods where flexibility will require eligible employees to be on campus more than three days per week and at others times less.  It would not be the case that there would be periods when eligible employees are not on campus at all.

Flexibility can also include some of the following: 

  • adjusting start and finish times depending on operational needs; 
  • allowing employees to state their preferred on-campus days, or assign fixed days for greater certainty; 
  • exploring the feasibility of partial on-campus days combined with remote days. 

If an employee is seeking a more regular flexible working arrangement that deviates from the approved policy, they should submit it as an 'exceptional request for remote work’ through InfoHub.

Managers have a responsibility to consider requests in an objective, fair and reasonable manner and where uncertain are encouraged to discuss requests with their HR Partner.

NEW - Exceptional Circumstances

Any request for a remote working arrangement, whether full or partial, that deviates from the approved University Hybrid Working Policy (i.e. minimum of three days on-campus per week) is categorised as an 'exceptional request for remote work’.

Approval of the direct line manager and authorisation by the Head of School/Unit and a relevant UMT member is required.

Exceptional requests are submitted through InfoHub and the employee is required to outline the reasons for their exceptional request on the form, which the manager will take into consideration in accordance with the key principles and Criteria and Eligibility Guidelines.

Exceptional requests are considered on a case-by-case basis. The purpose of the exceptional request process is to allow employees to request an arrangement based on their own personal circumstances and the nature of their role. The employee is required to outline the reasons for their exceptional request, which the manager will take into consideration in accordance with the key principles and Criteria and Eligibility Guidelines. 

It may be appropriate to approve an exceptional request in cases where the employee can demonstrate that the normal expectation under the Hybrid Working Policy (i.e. a minimum of three days per week on campus) disproportionately affects them, typically based on an aggregate of factors which may be due to their personal and domestic circumstances. 

Additionally, the following should also be taken into consideration: 

  • Does the role lend itself to the exception. 
  • What impact would the requested working arrangement have on the role/School/unit/service or operational needs? 
  • Eligibility Criteria Guidelines. 
  • Would the requested working arrangement undermine the ethos of the policy, or diverge very significantly from normal expectations? 

Exceptional requests which outline that the only reason for the request is to maintain working arrangements from the trial hybrid working period (27 March 2020 - 1 September 2025) should not be approved unless the employee can demonstrate that the Hybrid Working Policy disproportionately affects them due to their personal circumstances. For example, an employee's preference for working from home rather than on campus is not considered to be justification for an exception to the policy. 

Where requests are less clearly defined, managers are encouraged to discuss requests with their HR Partner.

In the first instance, consideration should be given to any alternative working arrangements to support the employee. The line manager and employee should explore alternatives within the boundaries of the policy (i.e., a minimum three days per week on-campus). These alternatives could include:

  • adjusting start and finish times; depending on operational needs; 
  • allowing employees to state their preferred on-campus days, or assign fixed days for greater certainty; 
  • exploring the feasibility of partial on-campus days combined with remote days. 

Line managers and employees should also consider if there are any other existing UCD policies that could provide support to the employee's circumstances.

If alternative working arrangements are agreed then the manager should reject the online exceptional working request (including this as the reason for the rejection) and advise the employee to submit a hybrid working request via InfoHub.

If no suitable alternative arrangements or supports can be made within the policy, then the manager should consider the exceptional request. Further information to support managers is available under FAQ 46  ‘What should a Manager take into consideration when reviewing an exceptional request for remote working?’ and HR Partners are available to assist.

Exceptional requests should not be approved as long-term arrangements. Any approval should be proportionate to the specific circumstances. 

Exceptional requests on InfoHub can only be approved for a maximum of 12 months. After this period, the employee will be required to submit a hybrid request (i.e. minimum of three days on-campus per week) or submit a new exceptional request if their personal circumstances still warrant it.  If an employee wishes to submit a new exceptional request, it is recommended that they do so well in advance of the cessation of the 12 month period in order to ensure certainty for them.

In some circumstances, it may be appropriate to agree a review period on a request that is shorter than 12 months, if this is the case details should be included on the InfoHub application.

Any request for a remote working arrangement, whether full or partial, that deviates from the approved University hybrid working policy (i.e. minimum of three days on-campus per week) are categorised as an 'exceptional request for remote work’. 

The Line Manager should reject the request (including this as the reason for the rejection) and direct the employee to submit an 'exceptional request for remote work’ through InfoHub.

Frequently Asked Questions

  • Hybrid working must not negatively impact the delivery of an individual’s role. The needs and objectives of the University are given priority over requests for hybrid working, given the critical national and global mission universities fulfil for society.
  • It is expected that employees engaging in hybrid working will attend the campus when required to do so with reasonable notice provided.
  • While working off-campus as part of a hybrid arrangement, employees will be available by phone and email throughout working hours just as if they were working on-campus.
  • All employees will adhere to the UCD core meeting hours policy and remain cognisant of the right to disconnect outside working hours. 
  • Employees must be within a reasonable commutable distance of campus.

There is no service requirement (i.e. minimum period of continuous service) to request a hybrid working arrangement. 

Where exceptional requests for remote work are approved, six months’ continuous service is required before the working arrangement can commence.

Yes, they can. However, due to the nature of probation, managers may not be able to facilitate hybrid working during certain periods to ensure adequate support, training, and engagement.

Where hybrid working is approved for a part-time role, an appropriate pro-rata amount of time to be spent working on-campus will be agreed between the employee and approver.

A reasonable accommodation for an employee with a disability in terms of the hybrid working policy means a recommendation for a working arrangement that is outside of the policy, ie. spending a minimum of three days on campus per week.   If an employee with a disability is availing of the hybrid working policy and their agreed working arrangement is  a minimum of three days on campus per week , then they do not need to apply through the reasonable accommodation process.

All employees who wish to avail of hybrid working, must request it via InfoHub.

Note: Faculty are requested to complete the online request form via InfoHub to complete the health and safety requirements and remote work location.  This form will be reviewed by the Head of School or direct Line Manager. 

University employees are required under health and safety legislation to take reasonable care to protect their own safety and health and that of any other person who may be affected by their actions at work, and this extends to when colleagues are engaged in homeworking and similar arrangements. 

Employees also have an obligation to co-operate with their employer in matters of health and safety. To that end it is therefore imperative that colleagues applying for a hybrid working arrangement complete the necessary safety training, read the relevant safety guidance materials, and complete their home-working risk assessment accurately. 

UCD as an employer has an obligation to provide employees with a safe place of work and safe equipment, and this extends to providing the necessary equipment as identified by the home working risk assessment as being necessary to allow employees to work safely.

Yes, employees who wish to avail of a Hybrid arrangement must complete both the Home Working Safely Training video and the Home Working Risk Assessment checklist, which are part of  the application process. The risk assessment should be signed and dated by the employee. 

If additional equipment is required as part of the risk assessment,  this should be discussed with the Line Manager.

Please visit  Home Working Risk Assessment website for further information. 

A hybrid work request cannot be approved until these steps are confirmed as completed.

Note: It is not necessary to send the checklist to SIRC – that's for you to complete and review with your line manager. On InfoHub, simply confirm you've completed the checklist and have all the equipment you need. Only contact SIRC if you need advice or want to arrange a virtual assessment.

The checklist should be held by the person who completed it and be available for review if requested.

A Manager can request to see the form and it can be sought / requested at any time so as to ensure that the University is complaint with relevant legislation and the employee is complying with the requirements of the hybrid approval process.  

As part of the Home Working Risk Assessment Checklist employees should assess the suitability of their home working equipment. If additional equipment is required then the employee should contact their Line Manager. 

More detailed guidance on setting up a home workstation is provided in Appendix 2 of the (opens in a new window)Home Working Guidelines and in the Home Working Safely Training.

In general employees should be provided with similar types of equipment as they have when working on campus.

Note that working arrangements comprehended under UCD’s reasonable accommodations process for an employee with a disability are outside the scope of the Hybrid Working Policy and will be dealt with under the reasonable accommodation and disability support process - See FAQ10.

The SIRC Office can carry out virtual ergonomic assessments of an employees'  home working setup as required. Employees who may be at higher risk during home working, for example due to a pre-existing musculoskeletal injury or other conditions, are strongly advised to utilise a virtual ergonomic assessment.  Contact (opens in a new window)sirc@ucd.ie to arrange.

While working remotely under a hybrid working arrangement, employees are considered to be at work. All accidents and incidents related to home working must be reported to the employees' line manager immediately and also to the UCD SIRC Office using an official Incident Report Form. Incident report forms are available on SIRC Website.

The Work Life Balance and Miscellaneous Provisions Act, 2023 introduced the statutory right for all workers to request remote working. 

The Hybrid Working Policy outlines the provisions related to hybrid working and remote working in UCD. 

Members of UMT, Heads of School/Unit/Line Managers or nominees have the authority to review and consider hybrid working requests and arrangements on an ongoing basis. 

Heads of School/Unit/Line managers can approve hybrid working requests (where eligible) for a minimum of three days per week on-campus.  

Approval of the direct line manager and authorisation by Head of School/Unit and a relevant UMT member is required.

An approver who receives a request must respond as soon as is reasonably  practicable, but not later than 4 weeks after receiving the request. 

The University has a statutory obligation to comply with the timelines as set out in the Work Life Balance and Miscellaneous Act 2023 and The Code of Practice for Employers and Employees, Right to Request Remote Work (the Code of Practice).  

It is best practice to respond to a request as soon as possible, however all requests must be responded to within 4 weeks.

In accordance with the policy, section 4.2 Types of Hybrid Working Arrangements,  

there is no ‘one way’ for hybrid working arrangements. The working arrangement should be discussed and agreed between the individual and their line manager in the context of service needs and role requirements

It is acknowledged that from time to time, occasional adjustments to the weekly on-campus pattern may be agreed while upholding the policy's emphasis of being a campus based organisation.

There will be no change to terms and conditions of employment as part of a hybrid working arrangement, except that the employee will be facilitated to work remotely as agreed with their line manager and in line with the key principles of the Hybrid Working Policy.

No, a new request will need to be considered by the relevant approver.

Approved hybrid working requests, while normally continuous, are not an indefinite arrangement. Hybrid working arrangements should be considered as part of annual staff planning or more frequently as required, to ensure that the arrangement is working successfully for both the University and the employee.

Yes, the employee and line manager can agree in writing to changes, including postponing, curtailing, or varying the arrangement, so long as the change does not deviate from the approved hybrid working policy.

Yes, the line manager can terminate the arrangement in certain circumstances, as outlined in the "Eligibility for Hybrid Working Procedure and Guidance" document. Fair process and reasonable notice will be provided.

  • Perform in their role and responsibilities to the very best of their ability
  • Comply with University policies, procedures and statutes
  • Ensure access to good quality and reliable internet connection
  • To be available by phone / email throughout working hours just as if they were working on-campus.

The employee should discuss concerns with their Head of School/Unit/Line Manager, with HR support if needed.

If unresolved, employees should refer to the UCD Grievance Policy and Procedure for more information.

An application for Hybrid working expenses can be made to Revenue by completing an Income Tax return. Employees can complete this form on the Revenue website as follows:

  • sign into (opens in a new window)revenue.myaccount
  • click on 'Review your tax' link in PAYE Services
  • select the Income Tax return for the relevant tax year
  • select 'Other PAYE Expenses' in the 'Tax Credits and Reliefs' page and insert the amount of expense at the 'Amount Claimed' section

As a claim may be selected for future examination, all documentation relating to a claim should be retained by the employee for a period of six years from the end of the tax year to which the claim relates.  Please check the (opens in a new window)revenue website  for details on how such relief is calculated.

Employees cannot claim travel expenses for travelling to the University on their scheduled off-campus days. The University is considered the normal place of work.

Eligible employees, working 100% of their time on campus will be entitled to accrue flexi-time, subject to the operating requirements and approval of the Head of School/Unit.

If an employee is  sick, they should should follow the Sick leave and Managing Absenteeism Policy.

Schools / Units are responsible for making provisions for the delivery of equipment to the agreed primary remote working location as necessary, and where the employee cannot reasonably be expected to transfer the equipment themselves, for example in the case of a desk.

Schools / Units are responsible for the management of University assets under their control, this includes making provisions for the collection, replacement or disposal of equipment supplied for homeworking as necessary. At the end of any hybrid working arrangement, equipment provided for this purpose remains the property of the University.

The Line Manager should reject the request.

Yes. Even with an approved exceptional remote working arrangement, employees engaging in hybrid working are expected to attend the campus when required to do so, with reasonable notice provided. This ensures that the University's operational needs, collaborative environment, and vibrant campus experience can be maintained when necessary.

Your exceptional arrangement modifies your minimum on-campus days, but not the University's ability to request your presence for specific needs.

UCD Human Resources

Roebuck Offices, University College Dublin, Belfield, Dublin 4, Ireland.
T: +353 1 716 4900 | E: hrhelpdesk@ucd.ie | Location Map(opens in a new window)