DND updates hybrid work guidance and exceptions

September 8, 2026 - Defence Stories

Estimated read time – 3:50

The Department of National Defence (DND) continues to implement a four-day in-office presence for the hybrid workforce through a staggered approach as it works toward an assigned seating model. Part of the progress includes updates to policy, as well as a new Hybrid Work Model Exceptions Management Tool.

New Hybrid Work Model Exceptions Management Tool

Public service employees can now submit requests for exceptions to the Direction on Prescribed Presence in the Workplace through the new Hybrid Work Model Exceptions Management Tool (available only on the DND network). Designed to streamline and standardize the exceptions process across the department, the tool allows employees to submit requests directly to their manager. It also enables managers to review, assess, document, and track exceptions in one centralized location.

The tool should also be used for short-term exceptions, including requests under Compassionate, Urgent, or Emergency Circumstances (4C). Short-term exceptions would be within one day and up to 60 calendar days. Renewals or extensions beyond 60 days require Assistant Deputy Minister endorsement and subject to Compliance and Coherence Committee review and must be submitted under category 4f.

Important:

If you already have an approved exception in place, do not submit a new request until your current exception expires.
If your L1 has an approved bulk exception due to insufficient space, do not submit an individual exception request. This type of request is done through your chain of command.
If you have an approved exception because of a medical accommodation (available only on the DND network), speak to your manager.
Update your myWorkArrangements (mWA) (available only on the DND network) to reflect the agreed exception, as onsite monitoring and compliance are based on the work arrangement.
If you are a Canadian Coast Guard employee, please continue using the PDF form (available only on the DND network) for exceptions.

Additional information and guidance are available on the Exceptions to the Common Hybrid Work Model internet page.

Privacy

The Hybrid Work Model Exception Management Tool has been designed in accordance with Government of Canada privacy, security, and information management requirements. Information entered into the tool is stored in a Protected B environment and is safeguarded through established security measures, including encryption and access controls. National Defence is committed to protecting personal information and ensuring it is collected, used, disclosed, and retained in accordance with the Privacy Act.

Changes to exception categories

To support a more consistent application of policy, updates have been made to DND’s hybrid workplace guidance, including the Department of National Defence Guidelines for Hybrid Work and the Department of National Defence Terms of Work Arrangement (available only on the DND network).

These updates, detailed below, affect Category 3 and Category 4 exceptions and introduce a change to the policy regarding statutory holidays. Exceptions currently in place will continue to be honoured for their duration.

Category 3: Employees residing 125 kilometres or more from their designated worksite

What’s new: When reviewing an employee’s new relocation-related request or a manager’s request to hire a new employee, decisions will be based on the need to:

recruit employees with specialized or difficult-to-source skills when operational needs cannot be met by local candidates;
support the retention of employees with critical, difficult-to-source expertise who cannot be easily replaced within operational timelines, or
address other exceptional circumstances where telework is operationally feasible and consistent with Government of Canada direction.

In all cases, prior to approving an exception, every reasonable effort to designate an existing DND workplace closer to the employee must be made. This exception will not replace changing the employee’s designated worksite when such a change is operationally and administratively feasible.

Category 4A: Virtual second-language training

What’s new: Exceptions may be considered for public servants participating in full-time and part-time virtual second-language training that represents at least 50% of their regularly scheduled working hours.

Category 4B: Insufficient workspace

What’s new: Recognizing current space constraints, L1s may request a temporary exception for a large group while longer-term solutions are put in place to welcome all public servants onsite four days a week. Once adequate workspace becomes available, affected employees must resume the standard onsite presence requirement. Exceptions in this category are subject to regular review.

For this category, L1s are required to consult Assistant Deputy Minister (Infrastructure & Environment) (ADM[IE]) to verify all issues are accounted for and submit the request for an exception based on the following scenarios:

Requests involving one to nine employees require L1 approval following ADM(IE) review.
Requests involving 10 or more employees require L1 business case submitted to MyWorkArrangements-MesRegimesdeTravail@forces.gc.ca for approval by the Chief Human Resources Office and considered by the Compliance and Coherence Committee
Exceptions are subject to regular review
Once adequate workspace becomes available, affected employees must resume the standard onsite presence requirement.

Change in policy

Employees are no longer required to make up statutory holidays. This change recognizes current workspace constraints and supports the transition to four days of prescribed onsite presence.

Questions?

For questions about exceptions, accommodations or changes to the policy, contact your manager
For questions about the new tool, contact exceptionalcases-rtw-casexceptionnels-plt@forces.gc.ca
For questions about the mWA application, contact MyWorkArrangements-MesRegimesdeTravail@forces.gc.ca
For questions about handling of personal information, or how to submit a privacy request or complaint, contact your manager or the Access to Information and Privacy team

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2026-09-08

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