FAQs
Return to Office FAQs (Frequently Asked Questions)
- General
- Compensation & Travel
- Equipment & Technology
- Facilities & Workspaces
- Telework Policy
- Telework Scheduling
What is the communications plan between now and January? What will agency heads need to communicate and what will DHR communicate?
The revised telework policy is scheduled for the December 13, 2023 Board of Estimates. Upon approval, the policy and forms will be provided to employees. BCIT’s change management team will work with DHR and agency change agents to provide job aids and other training materials. Agency Heads should continue to communicate the information provided by the CA in her memo dated September 29, 2023.
When will training offerings begin?
- The City of Baltimore (COB) will provide training that will assist employees in working successfully in a hybrid environment via Workday Learning. A list of those training modules will be uploaded to the COB return to office information site. Training specifically related to Workday’s Flexible Work Arrangement functionality is scheduled to begin on December 18, 2023.
What is driving the decision to return all employees to the office rather than looking at types of jobs or functions in returning to office (i.e. knowledge employees vs. customer facing)?
The need to ensure the efficient and effective delivery of city services is the primary driver to the Administration’s efforts to standardize telework across the City Enterprise. Agencies are generally expected to increase meaningful in-person work while continuing to use flexible operational policies such as telework as an important tool in talent recruitment and retention, and/or advancing agency space utilization and optimization plans.
How will parking work, and will information be released for newer employees who have never parked downtown regularly?
Employees will be responsible for their own parking. The Baltimore City Parking Authority offers discounts at several garages for City employees. The Parking Authority offers City employee monthly contract parking rates at the following City-owned garages rates at the following City-owned garages as of November 22, 2023:
- Baltimore Street Garage (15 Guilford Avenue) – City Employee Rate is $125/month (Market monthly contract rate is $200/month). Employees can join the waitinglist.
- Lexington Street Garage (510 E. Lexington Street)) – City Employee Rate is $105/month (Market monthly contract rate is $145/month). Employees can join the waitinglist.
- St. Paul Street Garage (210 St. Paul Place) - City Employee Rate is $115/month (Market monthly contract rate is $200/month). Currently have some availability of monthly contracts at this garage.
- Fayette Street/Health Department Garage (1001 E. Fayette Street) at $60/month.
- Also, the Parking Authority offers discounted daily parking at several garages if users purchases 10 or more all day parking coupons at a time. A list of the garages and the rates can be found here: Off Street Discounted Parking with Contact (baltimorecity.gov) NOTE: purchase of all day coupons does not guarantee a parking space/availability of parking in the garages.
What is the process for submitting a request for equipment, and how will these requests be prioritized?
- First, the employee should obtain their supervisor’s approval as well as the Worktag to be charged for the equipment. If approved, they would provide this information to the point of contact within their agency who normally submits IT equipment requests to BCIT. The turnaround time is usually three days.
Does BCIT have an inventory of each agency’s computer equipment including desktops and laptops?
BCIT has a record of Agency desktop and laptop equipment.
I have employees that use both their home computer and work laptop because they don't have dual screens. Is it still accurate that the city will not provide dual screens for remote workers?
- First, the employee should obtain their supervisor’s approval as well as the Worktag to be charged for the equipment. If approved, they would provide this information to the point of contact within their agency who normally submits IT equipment requests to BCIT.
What is the timeframe for receiving docking stations for those who already have city issued laptops?
The turnaround time is usually three days.
What system will we use to indicate whether an employee is working from home or from the office?
We will use Workday to indicate whether an employee is working from home or the office. In addition, Workday will also be used to upload completed Telework Agreements which will contain hybrid schedules for managers and Agency heads to approve. Employees should expect to see communication and training tools starting December 18th.
Will there be any changes to the shared workspace scheduling system?
There are no planned changes, other than normal updates and application maintenance, to the Archibus workplace scheduling system.
What is the latest update on modernizing conference rooms for hybrid capability?
Phase 1 will include the CitiStat conference room in City Hall in addition to 6 conference rooms serving DOT, DHCD, DGS, DPW, and MORP. Rooms in this phase are estimated to be completed between January and February 2024 barring equipment supply chain issues and delays.
Phase II will include 5 conference rooms serving Mayoral Offices, DOF, MONSE, Health, and MOED. We expect work for this phase to be completed in March 2024 barring equipment supply chain issues and delays.
What expectations can I set with my team to allay their space concerns?
All available space has been allocated to agencies. However, space concerns will be addressed in two ways. First, your agency’s hybrid work schedule will play a large role in determining which employees will be working (in the office or remote locations) at each location on assigned days. Second, DGS will work in partnership with your agency to apply new space planning capabilities that can include: shared space, space upgrades, co-working spaces, among other tactics. These new capabilities will be deployed in the third and fourth quarter of FY2024. An overall feature of this process is a relatively high level of flexibility to design and implement space adjustments that meet agency needs.
Will there be shared co-working space for multiple agency use or alternate work locations?
We are working to develop shared co-working spaces and are planning to debut one location in the downtown campus by March of 2024. More downtown facilities will follow.
What is the process for submitting requests for space upgrades, when they begin and how will they be prioritized (i.e. when private leases end, next fiscal year, next calendar year, in waves based on agency needs)?
A space upgrade can mean a renovation of their existing space to create more workstations or community space, an aesthetic makeover, or relocation in a private space. If this is simply an aesthetic upgrade, it can be requested via Archibus work order, and it will be determined if the work is necessary and if funds are available. If the request is space related, DGS will work in partnership with your agency to apply new space planning capabilities to determine whether the agency has sufficient space. DGS will then conduct a space plan analysis to see if new furnishings or a rearrangement of space can solve your problem. DGS may review your hybrid space allocation and see if it can be optimized. If the analysis shows that you do in fact need more space, DGS will explore availability of appropriate space in our portfolio. Requests will be prioritized based on the order in which they are received, along with other pertinent factors such as: demonstration of critical need and available funds for renovation, furnishings, adjusted rent, and moving expenses.
My agency has outgrown its space. What’s the process for moving forward on this?
- All available city-owned space has been allocated to agencies and DGS is no longer accepting requests for City-owned space. However, DGS will work in partnership with your agency to apply new space planning capabilities which can include developing shared space and providing space upgrades and co-working spaces among other methods. It may also be achieved by creating a better space plan, using new furniture, or optimizing your hybrid schedule.
What are the options for private lease space for multiple agencies?
- The City is exploring a new space identification process. This process will more effectively manage agency space needs, starting with a space analysis to create an agreed-upon blueprint for finding space. The initial search will focus on city-owned space. If unsuitable, agencies must then secure funds and the CAO’s approval through BBMR before approaching the Department of Real Estate (DORE) for private space.
How many days are required to work in the office?
Pursuant to the CA Memo dated September 29, 2023, employees will be required to work in the office three days per week.
When will employees receive the updated telework policy and when will it be effective?
- The revised telework policy is scheduled for the December 13, 2023 Board of Estimates. Upon approval, the policy and forms will be provided to employees. BCIT’s change management team will work with DHR and agency change agents to provide job aids and other training materials.
Where is the telework request form located?
- The telework agreement is an attachment to the telework policy. The updated forms will be published once the updated policy is approved by the Board of Estimates.
Will telework agreements have to be updated each year or will it be just once?
- Telework agreements will need to be updated annually. However, telework agreements can be modified with notice to meet agency operational or employee performance needs.
What kinds of situations will be considered, and what sort of documentation might be required?
- Agency Heads may consider more pronounced telework to address recruitment/retention, or space utilization/optimization issues.
What will be the process for reviewing telework agreements and what criteria will be used?
- Agency Heads may consider more pronounced telework to address recruitment/retention, or space utilization/optimization issues.
If an employee is unable to adhere to 3 days in office, and they don't qualify for a teleworking arrangement, will they face discipline?
- If employees do not have an approved telework agreement, the expectation is that they will report to the office. Employees remain subject to the Attendance Standards Policy and Civil Service Rules relating to work attendance.
What % of employees do we approve individual requests for before needing to ask for the whole team?
- Agency Heads will have broad discretion in approving individual requests. Agency Heads should utilize expanded telework request forms when requesting expanded telework for entire teams, bureaus, or divisions.
Would a modification of work hours be something requested on the telework request form? Example: starting the day at 7:30 instead of 8:30, leaving at 3:30 instead of 4:30?
- Modification of work hours alone is not a telework issue. Pursuant to AM 200-2, the hours of operation for City business hours are Monday through Friday, from 8:30 am to 4:30 pm. With the Mayor’s approval, Agency heads may establish hours of operation other than those specified for such employees as may be needed to promote public service or as needed to meet emergencies.
Do the days have to be consistent each week or can they be flexible? Example: Can we come in Tuesday and Wednesday one week but maybe Wednesday and Thursday the following week?
- Employees should have designated telework days on the telework agreement which will also be identified in Workday.
Will employees have the opportunity to select which days or work hours to come into the office or will these be pre-determined by the administration or agency leadership?
- Employees will work with their agency’s leadership and agency HR Office to develop the designated telework days in the telework agreement.
There is a possibility that employees hired when telework was most prevalent will resist calling back. What flexibility do we have?
- Agency Heads have flexibility to grant more pronounced telework on a case-by-case basis to address recruitment/retention, space utilization or space optimization plans.
Will “in the field” work days count as an “in the office” day?
- If an employee is not working from an alternative work location and is rather working from a location designated by the City, that would count as an “in office” day.
Because 3 days in office means a space cannot be strictly shared by 2 employees in a five-day week, would alternating weeks of 2 days in then 3 days in be acceptable or would that call for the expanded agreement?
- The telework agreement should identify dedicated telework days. To the extent that an employee needs to work remotely more than two days in a week, that would require approval from the Agency Head.
Are there any options to have an hour per pay period requirement versus a number of days in the office?
- The telework agreement should identify dedicated telework days.