COVID-19 Related and Return to Office & Telework Frequently Asked Questions (FAQs)

These FAQs are designed to further explain the State of Maine (SOM) and DHHS Telework Policy issued on August 26, 2021. They represent neither changes nor substantially new policies. The answers are as of May 2022. The date of any subsequent changes to original answers or additional FAQs is noted.

COVID-19 Response FAQs

Q1. What is the vaccination requirement for state employees? (Updated 5/25/22)

A. The State of Maine does not require COVID-19 vaccination for its  employees. Note that certain employees such as those that work at the hospitals are subject to broader federal and state requirements for vaccination. If you have questions, please contact your supervisor and/or office leadership. Employees are encouraged to be up to date on their vaccinations; for more information: https://www.maine.gov/covid19/vaccines.

Q2. What is the testing requirement?

A. There is no COVID-19 testing requirement for state employees.

Q3. What is the masking requirement?

A. The work rule for masking is currently still in place. Note that certain municipalities and/or workplaces, such as hospitals, may have mask requirement and staff are expected to follow those requirements.

Q4. Is there a masking requirement for clients/visitors at DHHS offices?

A. Clients may choose to wear masks in indoor settings based on U.S. CDC guidance.

Q4.1 Will offices be closed if a worker in that office tests positive for COVID-19? (6/8/22)
A. We remain committed to making all DHHS offices a safe workplace. To that end we encourage people to get vaccinated, wear a mask, stay home if you are sick, watch your distance and wash your hands. DHHS will continue to provide hand sanitizer and sanitizing hand wipes in designated locations throughout our offices, and conduct appropriate cleaning/disinfecting.  In addition, DHHS will align its operational polices with statewide polices, which we will share when available. The current state work rules can be found here.

TELEWORK FAQs

Q5. What is the DHHS telework (Updated 5/25/22)

A. The DHHS telework approval form is the form DHHS employees must utilize to request approval for telework. The form outlines the requirements for an employee to telework, now that it is a permanent option (for those eligible) for how we conduct our work. It is an agreement between the employee and supervisor that both will need to sign to authorize the employee to telework. Additional information about the DAFS authorization form will be forthcoming.

Q6. I have both contract staff and SOM employees who report to me. Does the telework policy apply the same for both groups?

A. It depends. Responsibilities and activities of contracted staff vary considerably. The telework policy may apply to contracted employees on a case-by-case basis and will need to be coordinated with the specific vendor.

Q7. If I telework, will I have some type of specific performance requirements that enable me to continue teleworking?

A. Performance standards are part of your job expectations whether or not you telework. Additionally, you will need to follow the Statewide and DHHS requirements for telework as well as the additional conditions, established in the telework authorization form signed by you and your supervisor.

Q8. Can I lose my telework privilege? If so, will I be able to earn it back?

A. Your ability to telework depends on your successful ability to perform your job functions remotely. If you cannot do so, you will lose the privilege. The decision to restore a telework agreement will be made on a case-by-case basis. Your supervisor will work with Human Resources (HR), as applicable, to address these types of situations.

Q9. Do I get to choose which days I work in the office?

A. Days in the office will be determined by agreement between the employee and their supervisor. Employees will be required to adhere to a regular telework schedule.

Q9.1 Do I have to modify my regular schedule for days in the office if, in a particular week, my in-office day is on a state holiday? (6/8/22)
No. Note that the same is true if your telework day falls on a holiday.

Q10. Will I be expected to maintain a specific schedule of in-person days? (5/25/22)

A. You will need to determine your teleworking days and hours in advance, and they generally should not vary. Everyone will be asked to fill out a DHHS Telework Approval Form indicating which dates they will work in the office. You will need to adhere to a regular telework schedule, but you may revise these days on an ad-hoc basis as needed with your supervisor (e.g., due to in-person meetings, medical appointments, unforeseen dependent care issue, etc.). If your overall schedule changes (e.g., due to a seasonal change in dependent care), you must submit a new DHHS Telework Approval Form. The form includes an expectation that the schedule be reviewed at least annually, in June. See section 3.1 in the DHHS telework policy for more information.

Q11. What if I disagree with my supervisor’s determination about my telework schedule? Can I appeal?

A. Reconsideration is available and will be made by the Office appointing official or designee. A request for reconsideration should be made within 10 business days of the initial determination.

Q12. Can I telework for part of the day and report to the office for part of the day?

A. Teleworking part of a day on a routine basis is generally not allowed. However, occasional exceptions to your regular telework schedule are allowed with advance supervisor approval.

Q13. The telework policy states that employees may telework up to three days per week, or the “monthly equivalent.” What does this mean in practice?

A. The monthly equivalent of up to three days of telework per week is available to employees who regularly conduct their work in-person and through a long-term (e.g., monthly) rotational schedule, such as OFI eligibility in-take specialists. This option is only available to certain and very limited job types. Most employees are expected to telework on a regular schedule up to three days per week.

Q14. What constitutes an extraordinary circumstance that allows for more than the maximum three days a week of telework, and who determines this?

A. An extraordinary circumstance is an exceptional event that prevents the employee from coming into the office to work on a regular basis. These events are typically not covered under other HR processes like an ADA accommodation for example. A request to work over the maximum allowed telework needs to go through your supervisor, who will work with your office leadership and/or HR as needed to determine allowability.

Q15. What happens if I don’t have reliable dependent care? Will this count as an extraordinary circumstance?

A. No. Employees are expected to have reliable dependent care and should not be actively providing care while working. If a dependent is self-sufficient and happens to be at home while you are teleworking, that is permissible. However, if the dependent requires attention during the day that interferes with your normal schedule, teleworking is not permissible. You will be expected to use appropriate leave time for any time you are actively providing care while you are scheduled to be teleworking.

Q16. If I previously had an arrangement with my supervisor to telework full time, not due to an ADA accommodation, is that arrangement cancelled with this new policy in place?

A. Yes. The State of Maine, and the Department specifically, now have a new, permanent telework policy in place. Please refer to DHHS telework policy.

Q17. Prior to the pandemic, if I regularly started my work day from home (irrespective of teleworking), can I continue to do so?

A. Yes, if your work day regularly started at your home instead of the office, you may continue that arrangement. Please work with your supervisor if this situation applies to you to determine your telework schedule. This option is only available to certain and very limited job types.

Q18. How does an alternative work schedule (AWS) (e.g., 10-hour days, 4 days/week versus 8-hour days, 5 days/week) align with the telework policy?

A. AWSs and the telework policy are separate processes with separate approvals; the former (alternative work schedule) is when you work, and the latter (telework policy) is where you work. AWSs and the telework policy need to be handled on a case-by-case basis. Generally, however, if you are working 4 days/week and have been approved to telework, you can telework two days and work in the office two days.

Q19. If I am sick or on vacation on a day when I am scheduled to be in the office, do I need to come into the office on a different day? (5/25/22)

A. Your normal telework schedule will not change due to occasional sick days or time off, though you are always welcome to come into the office a different day. However, we do expect supervisors to monitor such activity in case patterns arise.

Q20. If I’m unable to work from home on one of my scheduled telework days for any reason (power outage, internet outage, etc.), may I report to the Office?

A. Yes.

Q21. Does everyone get the day off when offices are closed due to snow/weather? Or are people with the ability to work remotely going to be required to continue working regardless of weather? (5/25/22)

A. Please refer to the State winter weather policy.

Q22. Can I telework for a short time period from outside of the State of Maine? (7/8/22)

A. Yes, when you are travelling for state business. Additional guidance on out-of-state telework will be forthcoming.

Q23. If I may be feeling sick but think that I can fully perform my work, can I choose to telework rather than use sick time if it’s a day I’m scheduled to report to the office?

A. If you are feeling ill/symptomatic and cannot fully perform your work, you should stay home and use a sick day. If you are able to perform your work adequately at home rather than in the Office, then you may be allowed to telework instead of using sick time, but you must obtain supervisor approval. We ask that supervisors monitor these types of situations, and if problematic patterns emerge, reach out to HR to discuss how to handle them.

Q24. What will the dress code be? (5/25/22)

A. While teleworking, you can continue to follow a dress code that is equivalent to that of casual Fridays. If you are meeting virtually with people external to DHHS, please dress professionally and in accordance with the audience. Please do not wear sweatshirts, graphic t-shirts, etc. When in the office, we are returning to the equivalent standard dress code (PDF) that was in place prior to COVID-19.

Q25. What do I do if I want to request to telework more than the maximum allowed? (7/25/22)
A:  If your request is not related to a medical matter, you are expected to follow the policy.

If your request is related to a medical matter, please request the maximum allowed per policy, without specifying the medical issue, and then contact Human Resources

Q26. Can I contact the Office of Information Technology (OIT) for assistance if I’m having technical issues with equipment I purchased for my home office?
A.No. OIT is not able to assist with technical issues relating to personal office equipment. They are able to support only State of Maine-approved equipment and networks.

Office space / Building FAQs

Q27. Will meetings still be offered by Zoom/Teams so I can attend from my office, or will I be expected to attend in person if I’m in the building?

A. Zoom/Teams meetings will continue to occur; however, if you are in the office, you should plan to attend in person unless spacing is limited or circumstances for the meeting suggest otherwise. When setting up in-person meetings, please remember to set up alternative ways to participate in meetings, such as by phone or video conference, so that your colleagues who may be teleworking can participate.

Q28. Will I have to share my office or cubicle?

A. Generally speaking, this will depend on your telework status and current office space. Your supervisor will discuss workspace options with you.

Q29. If I’m asked to share a workspace, how will I manage my phone? Do I just move my work phone to whatever space I’m in so I can receive calls?

A. You will have the ability to continue to utilize the AVAYA One-X through your laptop. This does not require the phone set to be in the shared space. For employees with an AVAYA desk phone, the phone set may be moved from location to location and can be plugged into an active data jack as the phone itself is programmed with the employee’s number.

Q30. Who will clean/sanitize workspaces and equipment? (5/25/22)

A. Everyone will be responsible for cleaning their own workspaces and equipment. Disinfectant wipes and cleaning supplies are available in common areas throughout the office.

Q31. Do I need to return SOM equipment or supplies that I brought home at the start of the pandemic?

A. Technology equipment (e.g., laptops, monitors, keyboards) may be kept either at your teleworking location or your office location, but you must be able to effectively work at both locations. If you had a separate arrangement prior to the pandemic, you may continue under that arrangement unless circumstances have changed since then. Note that portable equipment (e.g., laptop) should be brought back and forth between the office and your teleworking location, as needed. Other equipment such as desktops or office chairs should reside at your assigned work location. Per the State of Maine telework policy, duplicate equipment for use during telework days will not be provided by the State.

Q32. Will people be expected to purchase their own equipment from State surplus for their home-based work station if they want to take advantage of the telework opportunity? (5/25/22)

A. There is no blanket expectation that people purchase their own equipment, either from State surplus or elsewhere. However, if people do not have the equipment they need to work productively in both home and office settings, then they will need to work in the office. You can find information about State surplus public sales here.

Q33. What happens if equipment is damaged while transporting it back and forth? (5/25/22)

A. Per existing policy, you will not be held liable for accidental damage to equipment. Please note that you should not transport non-portable equipment between the office and your telework location.

Q34. Will I be able to eat in the break room/kitchenette when I return to the office, or will these spaces continue to be utilized for food storage and preparation only?

A. You will be able to eat in the break rooms/kitchenettes upon return to the office. Tables and chairs will be returned to the spaces for use.

Q35. Will there be any capacity limitations in spaces such as the break rooms/kitchenettes, conference rooms, elevators, etc?

A. There will no longer be COVID-related capacity limits; the only capacity limits that will be enforced are those as determined by building/safety codes.

Q36. Will there continue to be cleaning protocols in place (e.g. periodic disinfecting of the common areas and high-touch areas or deep-cleaning of spaces when there is a positive COVID case)?

A. The janitorial staff will continue to use CDC-approved cleaning supplies and disinfectants and will continue to disinfect high-touch areas as part of their regular cleaning regimen.