Skip to content
Glasgow City Council

Phased return and hybrid working FAQs

Hybrid working pilot

Your line manager will talk to you to agree a hybrid work pattern, where this is applicable to your role, and considering the service requirements. The following FAQs provide you with more information about the hybrid working pilot.   

As you return to the office under hybrid working arrangements you should continue to think about reducing what you need to print. During the pandemic we reduced our city centre office printing by 50% by finding alternative ways of doing things - saving us time, money, and making Glasgow Greener. Read the top tips - think before you print, to continue to reduce print.

 

Message from the Chief Executive

Colleagues,  

I want to give you an update about the re-launch of our hybrid working pilot now that there are no longer any government restrictions in place about working in the office and most aspects of our lives are becoming more normal again.

Hybrid working means a mixture of both office/field and home working. Everyone whose role is suitable for hybrid working should plan a work pattern with their line manager and team if they've not already done so. This will involve splitting time between your home and office/field. For most, this will mean spending more time in the office than has been possible over the last two years.

Updated service and team plans for hybrid working should be in place to start no later than 4 April, which provides some time to prepare where this is needed. 

Staff can return to their own desk in their normal place of work following their pilot work pattern, as office capacity restrictions are no longer required. The council's health and safety standards will continue to apply in all our buildings.

One size will not fit all - managers, staff and teams will need to reach a balance of home and office working which suits the needs of their service. Heads of service will give direction on plans to make sure that priorities are delivered and managers and staff will be issued with further guidance on the principles we will work to.

Your work-life balance is important to the council, and I know from talking to you that many of you have gained benefits to your personal lives from working at home. I want to keep as much of that flexibility as possible in line with the needs of the roles and services you deliver.

That said, a balance must be struck, as I also know that it's when we're together having more informal and impromptu conversations that we can find solutions to the city's problems that can make a real difference to the everyday lives of Glaswegians.

You should look forward to seeing your colleagues back in the office on a more regular basis to benefit from being able to interact directly with them, sparking new ideas, creativity and more supportive team working, particularly for less experienced colleagues.

The hybrid pilot will run until at least September to allow managers and staff to test these new arrangements. It won't be perfect as we adjust to more office working but I'm asking you to continue to be flexible and open minded. Your views and contributions will be key as we continue to test and adjust hybrid arrangements. 

I am pleased to confirm that this approach has the support of the trade unions, and we will continue to liaise with them throughout the pilot.

I also want to acknowledge that most of our colleagues cannot have the location flexibility which can be offered to those who work in offices. We will continue to look at ways for more flexible working options for everyone.

Finally, I want to remind you that the health and safety of our staff is paramount, our risk assessments are continually updated, in consultation with our trade unions, to take into consideration the continued government advice for businesses on mitigating covid in the workplace.   Everyone has a role to play and particularly in respecting our colleagues who may have different levels of concern regarding more office attendance.  We are supporting the Scottish Government's Distance Aware Scheme, encouraging everyone to continue to be aware of their distance from others.

The frequently asked questions on the website about hybrid working have all the information you need about health and safety in the office, including our encouragement to continue to wear face coverings after 21 March when moving around, awareness of distancing and increasing ventilation.

Visit the Staff Updates on the website here for information about hybrid working.

Your service and line manager will share further guidance with you at team and one to one meetings.

I'm interested to hear your thoughts and ideas about hybrid working and how we can change the way we work to better support the city; you can email me at ask Annemarie

Questions about office equipment

What equipment do I need to take between home and office?

You'll need to take your laptop along with your keyboard, mouse and portable laptop stand (if required) between home and office.

You can use a portable laptop stand if you don't have a suitable monitor on your desk or you use your laptop screen for MS Teams. A portable laptop stand can help you to raise or lower your laptop screen to the right position for you, following your Display Screen Equipment Risk Assessment.

You should have a network cable at your desk and you'll also need a monitor adaptor cable.

If you don't have any of these items, then talk to your line manager who can make an order from the service ICT co-ordinator.

If you need any other equipment then you'll need to take this between home and office, where possible, for example, a wrist rest.

You'll find a guide to connecting your laptop in the office in the ICT section of the FAQs.

If you consider you will be unable to carry your equipment between home and office, then speak to your manager and include that in your DSE risk assessment and appropriate mitigation actions will be explored.

What if I need additional or specialist equipment?

If you need additional equipment or specialist display screen equipment (DSE) that has been identified as part of your DSE assessment, then this equipment will be provided to you following the results of the relevant risk assessment.

Everyone who works at a display screen must complete a display screen equipment risk assessment for both home and office working.

You'll find the word icon DSE risk assessment for home [732kb] here and the word icon DSE risk assessment for office here. [261kb].

I've heard that new telephones are on the desk, what do I need to know?

The telephone system across the council family has been refreshed and new Mitel phones are now in place. All telephone numbers are the same. There is a quick reference guide next to the handset on each desk.

Before returning to the office you can also do an online training tutorial to give you more information about the handset.

If there any issues with your new phone set up, you don't have the correct number on the phone please call the CGI service desk

What do I do if there is no phone on my desk?

If there is no phone on your desk, please request a phone from CGI.  Please do not move a phone from another desk.

How do I book and use a hybrid meeting room for participants at home and in the office?

Follow pdf icon this guide [540kb] to book and use a hybrid meeting room, at the moment there are two meeting rooms with this technology:

  • G22 Ground Floor Exchange House, 231 George Street
  • 2.09 City Chamber East, second floor, Cochrane Street.

As we progress with the hybrid working pilot we will review the use and effectiveness of this technology and consider our requirement for the future, in the meantime be mindful about booking these rooms for essential purpose to allow everyone the opportunity to try these out.

Questions about the office and health and safety

Is it safe to work in the office?

Yes. The health and safety of our workforce and citizens is paramount as more staff return to the workplace under the hybrid working pilot. We continue to follow the government advice for businesses and our risk assessments are updated with the relevant covid mitigations, as required, and as outlined below.

The government has removed the legal requirement for physical distancing however, the government advice is that we should try to maintain our distance from others, wherever possible. Signage about one-way systems and other restrictions have now been removed.

You should continue to respect the space of others as you go about your work and move around our buildings - be aware of your distance from others.

Ventilation is also an important covid mitigation for indoor workplaces, particularly where staff are spending up to seven hours in an indoor workplace - open windows and doors on a regular basis, while maintaining a comfortable temperature, to improve ventilation.

Other safety measures will also remain in place in our buildings until further notice, measures include cleaning materials for you to wipe down your desks before and after use, hand sanitisers placed around buildings and day cleaning of surfaces.

You should continue to wear a face covering indoors for now (unless exempt) in all communal areas and when you're moving around our offices as this remains mandatory.

If legal requirement to wear facing covering is removed and becomes guidance, we will continue to encourage you to support this guidance in line with our workplace risk assessments.

We can all play our part as we adapt to living with COVID-19. You should continue to take personal responsibility to protect yourself and others.

There is separate government guidance that applies to education establishments and healthcare settings.

How will you ensure adequate ventilation of the building?

Ventilation is an important part of preventing the spread of covid indoors, windows and doors, excluding fire doors and security access doors, should be opened on a regular basis when occupied to provide more fresh air and where it is practical and safe to do so. You still need to consider the temperature in the room and make sure this is adequate to work in - a balance should be struck.

Leave the windows open in rooms after you've used them but remember to close then before leaving at the end of the day.

Most rooms have at least one window that can be opened. Windows do not need to be open wide; they just need to be open enough to allow fresh air into the room.

Desk fans should only be used if a window or door are open and pointed towards or away from the external air source to help with the circulation of fresh air.

Across the council's estate, we are monitoring the air to make sure that ventilation is adequate. Co2 monitors will be moved about offices to monitor the air quality over an eight-hour period.  This will allow us to identify any ventilation issues, where we can then focus any attention for remedial actions.

Co2 is one method of determining indoor air quality within a room and is not a measure of identifying the level of Covid-19 risk in a room.

If you have any problems with creating more ventilation in any location across the council premises or have any questions, you can use this form to contact the property team.

Do I need to continue to wear a face covering at work?

The legal requirement related to the wearing of face masks on public transport and in certain indoor settings will remain in place for now and will be reviewed again in early April.

When you're at work, this means that you should continue to wear a face covering indoors for now (unless exempt) in all communal areas and when you're moving around our offices and buildings

We will continue to encourage you to support this guidance in line with our workplace risk assessments.

There is separate government guidance that applies to education establishments and healthcare settings.

I'm concerned about being able to keep a distance from others at work, what can I do?

A new initiative has launched in Scotland to encourage people to respect the space of others when they're out and about. The Distance Aware scheme offers everyone who would feel more comfortable when they have more room, the chance to wear an easily recognisable symbol to show others they need space and care.

The polite prompt is designed to support those who are worried about being in public places, for whatever reason, and help them feel more confident when going about their daily life.

Free lanyards and badges featuring the Distance Aware shield are available from libraries across the country, with badges also free to pick up in ASDA stores or online from participating charities, free or for a small donation.

The council has ordered a supply of badges and these will be available from your line manager or the Facilities Management Team.

We can all play our part as we adapt to living with COVID-19. The council is supporting this initiative and posters will be displayed around our buildings encouraging everyone to keep their distance.

To find out more, visit www.gov.scot/distanceaware

Have workplace risk assessment been updated to reflect the latest government advice to reduce spreading the virus indoors?

Although the HSE no longer expects every business to consider COVID-19 in their risk assessment or to have specific measures in place,

Workplace risk assessments will continue to be carried out in consultation with our trade union colleagues and following the government advice. This has always been the case, and these are continually reviewed.

All covid mitigations will be kept under review with regular risk assessments and we will continue to follow the latest government guidance on these matters.

What can I do if I'm concerned about returning to the workplace?

If you are concerned about returning to the workplace or any matters within the workplace then talk to your line manager about an individual risk assessment to look at ways to mitigate any individual risks that may arise.

Can I sit at my own desk in the office?

Yes, everyone can return to their own desk and area.

Do I need to do another display screen equipment assessment?

Yes. Everyone who works at a display screen must complete a new display screen equipment risk assessment for both home and office working.

What cleaning arrangements are in place?

Cleaning schedules have been reviewed to ensure additional attention is given to toilets, all touch points such as door handles, light switches and lift buttons.

Cleaning procedures and cleaning materials have been reviewed in line with the Scottish Government and Health Protection Scotland guidance for cleaning of non-residential properties. Additional cleaning will be provided where required.

The FM cleaning team will ensure that adequate levels of cleaning chemical are available. If have any concerns, then you should talk to your line manager who will contact the FM contact point.

Can I clean my own workspace?

Cleaning materials are provided for you to wipe down your equipment including keyboard, mouse and telephone and you should do this when you arrive at your workstation at the start of the day, during the day and at the end of the day.

Cleaning stations are set up with a spray bottle of Quest + (which is effective against Coronavirus) and blue roll. Blue roll should be sprayed and then used to wipe down your workstation.

Individuals should not bring their own cleaning materials into the office as they can react against the chemicals used by the cleaning team.

I'm a manager, who do I contact in the FM team about cleaning?

If someone has symptoms or has tested positive and been at work, you should contact the cleaning response team line on 0141 353 9017.

For all general cleaning advice, additional routine cleaning will be provided where required and you can contact:

Level 1

First point of escalation regarding any issue or aspect of service

Area Operations Manager

Alison Wilson

07769 956 290

Level 2

In the unlikely event you don't receive a response from the team, or your issue remains unresolved at first level

Senior Operations Manager

Linda Andrew

07887 412 311

Level 3

If your issue remains unresolved at second level

Head of Service

Stephen Sawers

07901 224 410

What's the process if someone tests positive in the workplace?

If you test positive, you should leave the workplace immediately and self-isolate, tell your line manager. Managers should report the absence and follow the guidance here on what to do when someone tests positive at work.

I've forgotten the code for my door, what do I do?

If entry to your office requires a door code, then you can contact the gatehouse on 0141 287 0844 for the numbers.

I've lost my ID pass for entry into the office, what do I do?

If you work in the city centre campus (City Chambers, Exchange House or Montrose Street) then you need to report this immediately to the duty manager by email at CityChambersDutyManager@ced.glasgow.gov.uk

The duty manager will arrange for a new pass and in the meantime, you should report to the Gatehouse at Cochrane Street if you need entry to the City Chambers, Exchange House or Montrose Street.

If you work in Commonwealth House or Eastgate follow this process to report a lost pass and get a new pass:

  • Eastgate contact the Facilities Manager Alan Collins on 0141 276 7618.
  • Commonwealth House or Tontine contact the Concierge on 07415665842.
  • Non city centre buildings, local property contact.

Questions about ICT

How do I connect my new laptop in the office?

Read this guide to connect in the office. pdf icon ICT Staff Connection Guide [299kb]

I am usually prompted to change my password on the network - what should I do?

For the immediate future you may not be asked to change your password as often as usual.

Do I have to come into the office and network my computer once a month?

At this time, there is currently no requirement to come into the office to network any council device, this will be kept under review.

Where can I find out more about our Information Security procedures to help me stay safe online?

Visit our #Safe Glasgow - keeping our information safe section on Connect. The sections will help you to understand that the information you use as part of your day-to-day work should be protected, held securely and handled with care. It will remind you and offer top tips on how to protect your paper and electronic information when working both in and away from the office. It will help you understand how to keep personal data safe and how to report suspicious email activity or a data breach/loss.

What should I do if I experience a poor connection during a MS Teams meeting?

If you have a problem with connectivity during a teams meeting or video call, then you should switch your camera off.  This will allow you to continue in the meeting with the audio only.  You can still present slides or share your screen if required when meeting with the camera turned off. 

What should I do if I am having technical issues with MS Teams?

Please check the Microsoft handy hints guide below to see if there are any actions you can take that resolves the issue before calling the service desk.

If you are unable to resolve the issue you are experiencing from the handy hints file, then you can log the issue with the CGI service desk.

There is IT/office kit missing from the desk I have been allocated to use, how do I order missing items?

It is your manager who should order any missing kit.  It you have any items are missing, you should contact your manager who will in turn contact the ICT co-ordinator for your service.  The ICT co-ordinators are listed below:

SERVICECONTACTEMAIL ADDRESSES
FSSD, Gov & Control 
 William SweeneyWilliam.sweeney@glasgow.gov.uk
 CBS 
 Jacqueline KerrJacqueline.kerr2@glasgow.gov.uk
 Janice Heron Janice.heron@glasgow.gov.uk
 Anne MonaghanAnne.Monaghan@glasgow.gov.uk
 Catering & FM     
 Gillian PaganiGillian.pagani@glasgow.gov.uk
 AERO 
 Gillian DochertyGillian.docherty@fs.glasgow.gov.uk
 SPFO 
 Juan Carlos FernandezJuanCarlos.fernandez@glasgow.gov.uk
 Internal Audit 
 John McCallumJohn.mccallum2@glasgow.gov.uk
 Will HartWilliam.hart@glasgow.gov.uk
 Corporate Finance 
 Cat WoodleyCatherine.Woodley@ced.glasgow.gov.uk
 Colin DenneyColin.Denney@glasgow.gov.uk
 Scotcash 
 Will LavertyWill.laverty@glasgow.gov.uk
NRSExchange House      
 Pauline DevlinPauline.devlin2@glasgow.gov.uk
 Eastgate 
 FM had their own local arrangements previouslyLocal arrangements are in place
CEDPeter Climie (1st Point of Contact)Peter.Climie@glasgow.gov.uk 
 Gary HurrGary.Hurr@glasgow.gov.uk
 James Brough - Corporate Health and Safety - CED Governance 
City PropertyMick WilkinsonMick.Wilkinson@citypropertyglasgow.co.uk
EDSMandie RunningMandie.running@glasgow.gov.uk
Glasgow LifeManaged local arrangements - used missing equipment online process, collected kit and distributed from Commonwealth - local commsLocal arrangements are in place
HSCPHSCP managed local arrangements - used missing equipment online process, collected kit and distributed via Linda Carmichael process - local comms   Local arrangements are in place
JBGTommy Docherty  Tommy.docherty@jbg.or.uk


You can do this by talking to your line manager who can order this via the ICT co-ordinator.My monitor in the office does not work with my new laptop, what should I do?

If your laptop is not displaying correctly on your monitor, then it may be that you do not have the correct adaptor.  You can check this with your ICT co-ordinator (details above).  If the problem persists after receiving a new adaptor or it is confirmed that you do have the correct adaptor in the first place, then the issue is with your monitor and you will need to log a request for a new monitor, or a laptop stand.

There is currently a worldwide shortage of IT items so keep in mind that this could take several weeks to be delivered. In the meantime, you can use a portable laptop stand and use your laptop as a screen with a keyboard and a mouse.

Can I use equipment that is available on unoccupied desks?

If you need equipment, for example, a keyboard, mouse or laptop stand, and you can see the item available on an unoccupied desk, then please use them, and return the items after use.

If you need to order items then please contact you manager who will follow the agreed process for obtaining the items you need.

Remember, you should be taking the items you need between home and office, if you're able to do so and following any requirements from your Display Screen Equipment Risk Assessment.

Can I use my old desktop computer when I am in the office?

If you have been issued with a new laptop, then this should be your primary device which you use in the office as well as at home. 

There are some exceptions where staff have been instructed to use the desktop device in the office for a specific reason. If you have not been instructed to use a desktop, then you should be using the laptop you were issued with when in the office.

It is important that you use your new laptop as the majority of old desktops will be removed from the offices in the coming months.  If you have issues transporting the laptop from home to the office, please contact your line manager who will assess your needs through a Display Screen equipment risk assessment

How long will it take for ICT items I request to be delivered?

There is currently a worldwide shortage of ICT items, so please keep in mind that some items could take several weeks to be delivered.  Once any items are ready to be installed or collected, you manager will be notified, and they will pass the information on to you. 

Smaller items such as: keyboards, mouse, cables, laptop stands, bags, headsets and hubs are collected from 40 John Street when they become available.  Location details will be provided when the items are available to be collected.  Larger items such as monitors and chairs will be brought to your location and installed.

Can I use Whats App to keep in-touch with my team?

You should always try and use a council device and approved apps on your device for council business, for example, council email and phone for keeping in-touch with your teams.

If you have no other way of keeping in-touch then we recognise that people may choose to use Whats App on their personal devices but remember you should not use this to discuss council business.

Can I use Zoom to make video calls with my team?

MS Teams is our preferred platform however if this is not possible and there is real business reason to use zoom you can do so please read our most up to date staff guide on its use.

http://connect.glasgow.gov.uk/CHttpHandler.ashx?id=54116&p=

How do I set up a laptop or new device?

You can follow the guides and information below:

I'm new to Teams, is there any support available?

If you are using Teams to keep in touch with colleagues we have produced a quick staff guide on some  general considerations and etiquette to help you get the most from using it.  Some guides on using MS Teams are also available here.

Can I print information when working from home?

If working from home, you must only print material if you absolutely have to, and if the information is sensitive, only with approval from your SAIRO. All printed material should be stored and disposed of securely. CGI are not able to provide assistance in setting up your non-council printer with a council managed device.

I have a 'Voice Activated Device' at home what should I do when in a work meeting?

Many of us have Voice Activated Smart Devices (Internet Of Things (IOT)) at home such as Amazon Echo (Alexa) and Google Home Assistant/HUB. Similarly there are mobile device voice activated assistants such as SIRI on Apple Iphone devices. To prevent privacy issues, from accidental activation of the Voice Assistant or concern that conversations could be overhead, the only way to be sure this does not happen is to mute the device microphone when conducting work calls. Refer to your device's user instructions for an explanation on how to do this.

Questions about working arrangements

How will this next phase of the hybrid pilot differ from previously?

We are now able to run the pilot with fewer Covid restrictions in place, so the expectation is that we can now fully test a more balanced approach to home and office or field working with the hybrid model than was possible last year. 

More staff will be able to attend the workplace for more time than was possible over the last two years. 

The council is committed to exploring how it may be possible to sustain a level of home working in the future whilst maintaining service delivery.

We can now fully test a hybrid approach which combines the benefits of working from home and the benefits of interacting with our colleagues in the workplace.

How will I know if I am part of the hybrid working pilot?

If you have been working from home, either in part or full time, during the last two years, then you should be able to participate in the pilot.  Each service manager will determine, in liaison with individuals and teams, the parameters and framework for the pilot in their area.

Do I need to apply to be part of the pilot?

No, your manager will speak to you and your colleagues about this next phase of piloting hybrid working and discuss what this means for your area and your job.  You will be given the opportunity for discussions at team meetings, and everyone will be offered a one-to-one discussion.  

How will my working pattern be agreed?

Your manager will arrange team briefings and offer you a one-to-one meeting to talk about your individual circumstances and the needs of the service and agree your working pattern which could include hybrid working arrangements, if that works for you, the team and the service. 

I believe that my job can be done 100% of the time from home, Does the hybrid pilot allow me to work at home and not attend the office on a regular basis at all?

Hybrid working is a blend of home and office workplace attendance - it is not home working with irregular and infrequent attendance in the workplace.  The council is committed to exploring increased flexibility for staff with a balanced hybrid model. There isn't a one size fits all solution, however, the hybrid working approach is that there will be an increase in office attendance, both in frequency and duration during the pilot.

There may be specific operational reasons for office presence in many areas, but it is also the council's position that there is real value in teams working together in the same location. Being together physically for a reasonable proportion of our time allows us to collaborate, problem solve, share knowledge and understanding, support new or less experienced colleagues, avoid staff feeling isolated and make sure that team working, and business relationships are maintained.  Our aim is to find a balance of home and office working and provide staff with flexibility in that context.

There may be exceptional circumstances where staff feel they want to submit a formal work/life balance request for homeworking during the pilot period.   Any requests will be considered by managers under the existing process explained below.  

 I have an existing work/life balance arrangement - will the pilot affect this?

Your manager will speak to you individually about existing arrangements and how these can tie in with, or may be affected by, the pilot hybrid.   Any changes to formal arrangements will require to be agreed between you and your manager during the pilot period.

Can I apply for a work life balance arrangement during this pilot?

You may wish to make a request that isn't hybrid working, for example, reduced hours or job share. You still have the right to make such a request and it will be considered in line with the requirements of your service and the role you perform.

However, any arrangements agreed during the period of the pilot will be temporary and will be reviewed when the longer-term hybrid arrangements are clearer from the outcomes of the pilot. Your manager will also consider other requests and the needs of the service as well as your personal request.

When will the new working arrangements start?

Discussions with your line manager will start during March with a view to having new arrangements in place no later than 4 April 2022.  These new arrangements can start now where this is locally agreed. 

These arrangements will be kept under review during the pilot and are subject to any changes in service requirements and the government guidance.   The pilot will run until September.   During this period, there may be variations in arrangements to test different models to see what works best for you, your team and your service.

Will start and finish times be staggered?

There may be an element of flexibility around some start and finish times, subject to operational requirements and your role. In some areas, it may not be possible to vary start or finish times, depending on the requirements of the role being performed, but managers will continue to try to help you avoid peak travel times on public transport if you have concerns regarding this matter and if this is consistent with the needs of the service.

During the pandemic my working hours and demands have been more flexible, can I continue with this during the hybrid pilot?

During the pandemic there were interim arrangements in some areas which varied the normal flexitime and work demands in recognition of the exceptional circumstances including the disruption to normal caring and personal arrangements.  Normal arrangements and options are back in place and your managers will support you in returning to your contracted hours and delivery levels if these have been adjusted to support you during the last two years.    

Whilst hybrid working is primarily about flexibility in location, the pilot may also be an opportunity to explore whether some elements of increased time flexibility provided during the pandemic can be maintained, if they work for you and the service. Arrangements must make sure that you meet your contractual hours but local arrangements regarding flexibility in the pattern of your work may be tested during this hybrid pilot if this can meet the needs of the service. It remains highly unlikely that there will be the opportunity or need for accrual of flexi days during the pilot since there will be additional options to balance your working time.  

If my circumstances change, can I change my working arrangements?

Yes, you can propose changes at any time, you'll need to discuss any changes with your line manager and explain the circumstances and your ideas on how the changes will continue to meet the needs of the service. Similarly, the needs of the service must always be kept under review and this could mean adjustments may be proposed by your manager.

I am very keen to get back to standard hours and days in the office - can this happen?

If you wish to return to full office working, then speak to your manager and arrangements will be made to accommodate this. There are no longer any government restrictions on physical distancing, therefore office capacity limits have been removed. Depending on your normal work location and the technology you use, there may require to be a lead in time for your full time return beyond 4 April.

Will I get a non-standard working payment (NSWP) if my agreed working pattern takes me outside the normal hours?

No. NSWP is only paid where the service requires those hours. If you request a pattern which would normally attract NSWP, and your manager agrees, then clearly this is something which is purely driven by your preference and NSWP will not be paid.

Are there changes to my contractual arrangements during the pilot?

No, there are no changes to contractual arrangements. The pilot of hybrid working is being rolled out on a mutually agreed basis for a temporary period and this will allow the arrangements to be tested, reviewed and adjusted whilst we learn about this new way of working.

I was shielding during Lockdown and I'm still not comfortable coming into the office, what does this mean for me? 

If you have health related concerns, you should discuss this with your line manager in the first instance. You will be asked to complete individual Risk Assessments for both the workplace and home as part of the hybrid pilot, so include any concerns you have as part of that process.   

Your manager may liaise with HR and Health and Safety advisors for complex situations and will aim to support your attendance at the workplace.  Involvement of our occupational health providers may also be helpful in complex situations. 

I am concerned that some of my colleagues won't have been double vaccinated - what's the council's position on this?

A vaccination is of course a matter of personal choice. The council is encouraging staff to take up the vaccinations at the earliest opportunity and where they can do so.   An individual's choice in this matter is a private issue and has no bearing on other employees' attendance in the workplace or participation in the hybrid pilot.

My childcare arrangements have changed since the beginning of the pandemic - how can I work around this? 

It is recognised that the pandemic could have changed childcare and other caring arrangements for many.  Whilst restrictions on these services have now been removed, it may take time to adjust arrangements and your line manager will support you during a reasonable transitional phase.

Talk to your manager about how you plan to make sure that you remain available and focused on duties throughout the working day, in line with agreed working hours and what support would be helpful.

My previous caring arrangements aren't available in the same way now and I am worried that I may not be able to meet my current contract hours - will this be considered in my one to one with my manager?

Your manager will support you in your efforts to resume full contracted hours, for example, by giving you some time to put arrangements in place.  We have now moved out of special measures and returned to the expectation that all contractual hours will be fulfilled. It may be possible to consider a formal work/life balance change to your previous contracted hours if you are unable to get things back to pre-COVID arrangements; discuss this with your manager.

Ideally, I would like set arrangements that I can build child and other care responsibilities around, can this be achieved with hybrid working?

This will depend on your role. The issue of predictability of location will be considered in the pilot framework.  It is likely to be linked to the nature of your request, the level of notice which can be provided, the opportunity for your outputs to be delivered regardless of time commitments.   Your manager will also need to be assured that your child and other caring arrangements are compatible with your ability to undertake your duties uninterrupted and with the required level of concentration.

Unless you have a formal work/life balance agreement, it is unlikely that you will be given a guarantee that your presence in the office will not be required for any specific times/days as we test how this works during the pilot.

Discuss your situation with your manager who will explore what support may be available. Inevitably, these scenarios can benefit from compromise and flexibility on all sides, for example, your manager may be able to accommodate more time working from home as a regular feature if you indicate more flexibility in response times when you are needed at short notice in the office.

Will you pay expenses when I'm working at home for costs like, heating and broadband?

You will be provided, or have already been provided, with all the equipment you need to work from home and in the office and where any other elements are identified from your workplace or homeworking DSE assessments then these will be provided, where possible, through discussions with your line manager.   No other plans are in place for the council to pay for such costs.

What should I do if I show Covid-19 symptoms?

Any employee with Covid-19 symptoms should not come into the workplace and work from home where possible. You should continue to follow the government guidance, about self-isolation, and testing, and you should contact your line manager as soon as possible.

If you are in work and start to develop or feel unwell with Covid symptoms, you should immediately leave work and notify your line manager.

Managers should contact cleaning response line on 0141 353 9017.

How will my performance be monitored and managed during hybrid working?

Performance will need to be monitored in terms of outputs and outcomes rather than live observation or attendance. Micro-managing task has neither purpose nor benefit in any working model and a level of trust from both managers and team members is essential. Line managers should trust that team members will meet their contractual hours and work output, and team members need to recognise that their output and outcomes are a measurement of service delivery. 

For hybrid working to be successful, managers will set clear expectations of staff during the period.

How will team and individual communications be managed when we are part-time home, part-time office? 

Communication is more vital than ever when operating a hybrid model and there is a responsibility on everyone to play their part.   A hybrid model should allow us to retain the value of face-to-face meetings, including informal and ad hoc discussions while we are in the office together, and technology tools and solutions will help us to make sure that colleagues don't miss important information when they are at home. 

Everyone has a responsibility to keep themselves up to date and use the information sources available, as well as supporting colleagues by sharing information informally and formally.  Your manager will also keep you informed of any additional steps or mechanisms in place locally.

What are the arrangements training and development opportunities during the hybrid pilot?

Digital options for learning and development are increasingly developing to supplement the existing suite of remote options and will include but extend far beyond the long-standing GOLD options in the council.    However, there are also significant benefits, which are difficult to replicate digitally, from face to face, on the job, formal and informal human interactive learning experiences and the aim is to find opportunities for both with a balanced approach during the hybrid pilot. 

Managers will be asked to consider the training and development needs of all staff when drawing up their local frameworks, particularly those who are new to the job, world of work or may need additional support from colleagues and mentors.

How will the success of the pilot be assessed?

A staff survey is planned for the summer and managers will be asked to confirm strategic and operational service delivery impact.  There will also be central monitoring throughout the pilot period which will track the participation across services, including local arrangements and any issues or challenges which arise.  HR, ICT, Health and Safety, Property and Facilities Management colleagues will also monitor progress from their functional perspective.    

GMB, Unison and UNITE trade union liaison will also take place regularly throughout the pilot period and at the review stage.

During the pandemic my working hours and demands have been more flexible, can I continue with this during the hybrid pilot?

During the pandemic there were interim arrangements in some areas which varied the normal flexitime and work demands in recognition of the exceptional circumstances including the disruption to normal caring and personal arrangements.  Normal arrangements and options are back in place and your managers will support you in returning to your contracted hours and delivery levels if these have been adjusted to support you during the last two years.    

Whilst hybrid working is primarily about flexibility in location, the pilot may also be an opportunity to explore whether some elements of increased time flexibility provided during the pandemic can be maintained, if they work for you and the service. Arrangements must make sure that you meet your contractual hours but local arrangements regarding flexibility in the pattern of your work may be tested during this hybrid pilot if this can meet the needs of the service. It remains highly unlikely that there will be the opportunity or need for accrual of flexi days during the pilot since there will be additional options to balance your working time.  

Q: I have a disability, and need adjustments for my work space, what support is available under the hybrid pilot?

We are keen to make hybrid working accessible to all within the scope of the pilot and will put in place all possible reasonable adjustments for both locations as appropriate. You should discuss this with your manager, how we can support you to make this happen, taking into account your individual circumstances.  

You will also find information in this guide to managing diversity in the workplace.

Is it possible to work from home in a location which is outside a daily commute distance from the office?

This will depend on your local framework and your specific role and should be discussed with your manager.  It is not likely that this will be a regular facility, but it could be accommodated in exceptional circumstances. Considerations for any such arrangement will include, for example:

  • The need for you to be able to respond to short notice location change to meet service needs, for example, to provide team cover. Any arrangements must be fair to all members in your team and if your ability to respond to short notice changes is limited then it could risk other team members being called upon to respond more often to these requirements
     
  • You would also require to carry out appropriate DSE risk assessment for all regular locations you work from and the council would not envisage supporting equipment across three locations.   

So, whilst not discounting the possibility of this occurring, it is likely to be on an exceptional basis, for a finite period.   Even in these exceptional cases, any solution must be suitable not only for yourself but also other team members, your manager and the service.  

Can I carry out my periods of home working from a location outside the UK?

In all instances, this scenario will not fall into the remit of being within a daily commutable distance from the office, and therefore the considerations and disadvantages will be similar to the above response.

There can be unique and specific roles where the availability of skill sets may require the appointment of individuals who work outside the boundaries of a daily commute.  Such situations are likely to occur at the time of initial employment and are not considered as being driven by the hybrid working pilot.

Now that we have a level of home working, can I add my working from home days to my holiday location?

If your holiday location is outside a daily commutable distance, then the considerations and disadvantages will be like the above scenarios. It might also be reasonably assumed that there could be some additional disturbance and distraction for you if you are attempting to work from your holiday location either before the start of your leave or at the end.  

For exceptional circumstances, you should discuss your request with your manager and must have this agreement prior to making any arrangements. 

Attendance and sick pay

I have contracted COVID19, will I get paid?

Your absence will be managed in line with the organisations Maximising Attendance policy, and you will be paid under existing sickness pay arrangements.

You should keep in contact with your manager to update them on your situation.

I have been off work due to covid and due to return, what should I do?

If you've been off work due to contracting covid or self-isolating then you should advise your manager that you're now able to return to work, they'll want to update you on the situation for your area including any new arrangements, if applicable. 

My essential medical surgery has been delayed due to COVID19, if I am off work due to this how will this impact my occupational sick pay entitlements?

If you find yourself in these circumstances it will be managed in line with our Conditions of Service - Sickness Absence: Leave & Pay, with services monitoring instances of this on a case-by-case basis.

  • Full sick pay entitlement, until exhausted
  • Half sick pay entitlement, until exhausted

Do I need to self-isolate if I have covid?

The Scottish Government closed down the Test and Protect service for the general population on 1 May; the government advice on self-isolation has now ended. 

The public health advice for people who feel unwell is to stay at home until they feel better to reduce the risk of infecting others.  This is the same advice offered in relation to other infectious illnesses therefore will be managed in line with the organisations Maximising Attendance Policy. 

I have been off for a period of time with COVID-19 how does that impact my leave?

Employees absences are managed in line with the Conditions Of Service Sickness Absence Leave & Pay and Conditions of Service - Leave.

Support for Technology Refresh Programme

Technology Refresh is our IT programme which will replace PCs, laptops, hybrid tablets across the council family, that's around 19000 computers. The new computers will be installed with Windows 10, the latest operating system from Microsoft, to provide updated technology across the applications we use.

More information

Share this page:

A to Z:

Council Services