Hybrid work - an employee guide

The University of Waterloo is committed to providing vibrant, engaging, and collaborative campus experiences. In-person interaction remains a defining feature of how we work — supporting innovation, service, teamwork, and community. That’s why the University’s general expectation is that staff work from campus five days a week.

At the same time, we recognize that some roles and employees may benefit from a thoughtfully designed hybrid work arrangement. This guide helps eligible employees understand what hybrid work means at Waterloo and how to request it if appropriate. 

A hybrid work arrangement is a formal, renewable agreement that allows eligible staff to work remotely for up to two days per week. These arrangements must clearly support individual productivity, team performance, and departmental goals.

Hybrid work is approved by your manager and department leadership, based on operational needs, job responsibilities, and individual performance.
 

All staff defined under Policy 54 are eligible, but your role must be suitable for remote work — meaning the responsibilities can be performed effectively without regular, spontaneous in-person interaction, and without disrupting team or service delivery.  Your manager and senior leaders are responsible for deciding whether your role is suitable for hybrid work arrangements.

The University of Waterloo is committed to ensuring all employees can access and participate fully in their employment. Employee Health and Accommodation is the centralized office for the management of workplace accommodations for all employees. Employees who require workplace accommodations outside of this flexible and hybrid work guidelines should complete the EHA online application to begin the process.

Employees approved for hybrid work arrangements must:

• Remain available to attend on-campus meetings or events.
• Ensure personal obligations, such as dependent care, do not interfere with work during remote hours.
• Work from a suitable, secure location in Ontario, within commuting distance of your campus.
• Maintain a functional and secure home workspace at your expense. The University provides one set of standard equipment (typically a laptop, mouse, and keyboard), which may be used on or off campus. Additional equipment, furniture, or home internet costs are not provided or reimbursed.
• Follow all University policies related to cybersecurity and workplace conduct while working remotely.
   

Starting October 1, 2025, eligible employees may request a hybrid work arrangement. All requests are made through Workday and must be approved by your manager and department leadership.

Once approved, your arrangement will take effect no earlier than January 1, 2026 and will be reviewed at least once every 12 months.

You can find step-by-step instructions for submitting a Hybrid Work Arrangement through Workday. 

Important notes:

• Remote work beyond two days per week is not normally permitted. Exceptions require approval by the President and Vice-Presidents (PVP).
• Group-level arrangements for entire teams or departments are only permitted on an exceptional basis with senior leadership approval by PVP and must be documented through a separate process.
• Hybrid arrangements may be revised or discontinued at any time based on changing operational needs, with reasonable notice of at least eight weeks.
• Even if your department has a blanket hybrid work arrangement, you may still choose to work on campus five days per week. The University’s default expectation is in-person work, and no employee will be required to work remotely if they prefer to be on campus full-time. Let your manager know if this is your preference so they can plan accordingly.