University of Waterloo Flexible and Hybrid Work Guidelines

This guideline applies to all staff positions.  

Blanket, group-level hybrid work arrangements are not normally permitted unless explicitly agreed between an Executive Council member and their Vice-President, and approved by the President and Vice-Presidents (PVP). 

A small number of staff work in roles where the job description and terms and conditions of employment clearly identify an alternate environment from a campus as the primary location of work.  

Hybrid arrangements exceeding two days per week, or any other deviations from this guideline, require explicit approval by PVP. 

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 guideline should complete the EHA online application to begin the process. 

Flexible arrangements are informal arrangements or considerations managed directly between staff and their managers. The University encourages units and managers to promote flexible practices where practical.  

Typical scenarios for flexibility to work remotely include: 

• Personal appointments or short-term care responsibilities (medical appointments, contractor visits, caregiving to a family member who is unwell) 

• Tasks requiring uninterrupted focus. 

• Unforeseen, temporary personal circumstances (car breakdown, transportation cancellation, severe weather). 

Flexible work arrangements require no formal documentation, but are subject to managerial discretion based on operational requirements.  

The University’s general expectation is that staff work from campus five days per week, and that hybrid work arrangements will typically be made at an employee’s request on a case-by-case basis. 

The University of Waterloo will consider proposals for remote work of up to two days per week, renewable annually. Managers must clearly document hybrid work arrangements in Workday, and approvals must align with unit-specific operational needs and strategic objectives. 

Hybrid arrangements: 

• Require formal approval through department heads and EC unit heads. 

• Should explicitly enhance departmental operations and overall institutional effectiveness. 

• Are subject to regular review, typically annually, to assess ongoing appropriateness and impact. 

Employees with hybrid arrangements must: 

• Be readily available for on-campus meetings and events. 

• Ensure personal obligations such as dependent care do not impede their ability to perform work duties effectively while working remotely. 

• Provide their own suitable workspace and equipment, as the University will not typically provide additional resources for remote working arrangements beyond the standard set for that role. 

• Normally work remotely from a location in Ontario within commuting distance of your campus. 

• Employees: Request flexibility responsibly, manage work performance proactively, and maintain high availability and responsiveness. 
• Managers: Evaluate and approve arrangements fairly, transparently, and based on clear operational criteria. Monitor performance impacts and communicate expectations clearly. 
• Department Heads and EC Unit Heads: Establish clear unit-specific guidelines aligned with institutional policy, approve hybrid arrangements consistently, and oversee regular assessments of effectiveness. 
• Human Resources: Provide guidance, monitor overall compliance, and support equity and fairness across units. 

All hybrid work arrangements are approved for a maximum period of one year and will expire annually on December 31. To continue into the following year, arrangements must be actively reviewed and renewed in time to take effect on January 1. 

Hybrid arrangements may begin at any point in the year. However, regardless of start date, each arrangement must be reviewed by the end of the calendar year to determine whether it will be renewed, modified, or concluded. 

Managers are expected to initiate the annual review process no later than early October to ensure decisions are finalized at least eight weeks before January 1. Reviews must include consideration of employee performance, operational impact, team dynamics, and an annual stakeholder assessment. 

Adjustments or discontinuation of arrangements generally require a minimum of eight weeks’ notice, in line with applicable legislation and University practices. 

Implemented on: January 1, 2026