Frequently Asked Questions About the Move to 220 East 42nd Street

How do I get to our new office building?  Is VNSNY going to provide a shuttle bus form Penn Station to Grand Central Station?  Will there be parking in the building?  Here are answers to your Frequently Asked Questions!

 

Transportation

1. How do I get to our new office building?

There are many public transportation options for commuting to 220 East 42nd Street. To help you figure out which option works best for you, click here for some popular routes into the city from different starting points in the New York metro area.

2. Are we going to provide a shuttle bus from Penn Station to Grand Central Station?

Unfortunately, we will not be able to offer this to our employees. Please click here for more detailed information on transportation.

3. Will there be flexibility on arrival/departure times for employees whose commutes will be considerably lengthened as a result of the move?

During your first week at 220, we understand that you will be getting accustomed to the variations in the commute. Going forward, and as it is today, arrival and departure times are based on the operational needs of your program/department and your role and responsibilities. If you would like to change your work hours, please speak with your supervisor.

4. Will telecommuting arrangements be allowed? Encouraged?

Telecommuting arrangements are based on the operational needs of your program/department and your role and responsibilities. However, we are proud of our new space and the collaborative opportunities it provides for staff working on-site. Telecommuting will be encouraged when and where it makes sense.

Neighborhood, Building, and VNSNY Amenities

1. What kind of restaurants are there in the new neighborhood?

There are many options ranging from delis, salad bars, and sandwich places to Italian, Chinese, and even a Chelsea Bagel! For more neighborhood information, please check out the great article about our new exciting neighborhood on the move site on Frontline VNSNY.

2. Will there be parking in the building?

There will not be any parking in the building. However, there is a parking garage on 41^st Street, right behind our new building, as well as other parking lots in the neighborhood.

3. Is there a gym close to the building?

Yes! There is a New York Sports Club around the corner on Third Avenue and, in fact, VNSNY employees get an employee discount there. For more information, please contact HRConnect.

4. Will there be bike racks outside the new location?

There is a bike room in the building with limited spaces for all tenants of the building. It holds approximately 30 bikes and its use is on a first-come, first-served basis. Staff will be given permission to use the room to store their bike on an ongoing basis. The access will be monitored and will be revoked if not being used. The room is meant to be used by those who routinely use their bike to travel to and from work, not for the occasional user.

5. Will we have an employee discount for some of the stores and restaurants near us?

As of right now, we are still working on getting an answer for you, please stay tuned and check back in the future for an update!

6. Will VNSNY continue to offer the weight watchers program on-site at 220 East 42^ndStreet?

Yes, we will continue to offer our Weight Watchers at Work program, as well as other health and wellbeing programs we currently offer at 1250 Broadway such as yoga, pilates and meditation. Suggestions are always welcome.

Building and Floor Information

1. What is the square footage of the new space? Are all the floors similar in size?

The space is approximately 308,000 square feet. We have seven floors in the building, including three full floors; the rest will be partial floors.

2. Will we be able to walk up and down the stairs for access as we do at 1250, or will we have to use the elevators?

We will be able to utilize the stairs to walk between floors.

3. Will there be coffee machines in the various kitchens and the café paid for by VNSNY? If not, what will be there?

Yes, there will be Keurig coffee machines in each of the floor cafés and the Grand Café on the third floor. You will be able to use your own pods/cups in the Keurig machine, or you can purchase them in the vending machines in the Grand Café on the 3^rd floor. In addition, each café will have a microwave, water dispenser, ice-maker, and two large refrigerators. The Facilities & Property Management team will be responsible for cleaning the refrigerators.

4. Will the welcome area be open or closed?

Each floor will have a welcome area that is located in an open area; however, you cannot access the welcome area desk and/or any of our floors without being buzzed in or using your card with the appropriate floor access.

5. How do you control the climate?

With the open floor plan, the climate will be more evenly distributed than it currently is at 1250 Broadway.

6. How many restrooms will there be on each floor?

There will be several on each floor to accommodate our staff.

7. Where are we going to have team meetings?

In the new building, we will have more spaces dedicated to promoting collaboration, holding meetings, and training than we currently have at 1250 Broadway. You will be able to schedule conference or training rooms via Outlook, just like we do currently at 1250 Broadway. There will also be open, collaborative spaces that you can use for informal discussions which will be on a first-come, first-serve basis and are available for use for thirty minutes at a time.

8. Which floor will be moving in first?

Please click here to see our move schedule.

9. Will there be white noise or noise cancellation headphones?

There will not be white noise or noise cancellation headphones, but the open spaces have a dropped ceiling above them which should help to absorb sound. We will all have to adapt to being more aware of modifying our voices in the open areas.

10. Will there be an ice machine at our new location?

There will be ice machines located in all of the cafés on the floors and in the Grand Café on the 3^rdfloor.

11. How is the cell reception at 220 East 42nd Street?

Our staff has done a comprehensive walk-through of the new space to test the cellphone reception. The results show that the reception appears to be very strong throughout almost all of our floors. Two areas were identified that currently have lower bars of service, and we have put a plan in place to resolve this by the move-in date.

12. Who will be issuing us new photo ID badges?

VNSNY staff, outside of Partners in Care staff, will be able to use their current photo ID badges in the new space; the cards will not change and the access will be remotely updated. Partners in Care will issue new cards for their staff.

13. Who are our neighbors in the building?

Some of the major tenants in our new building at 220 East 42nd street are UN Women, Omnicom, WPIX TV/ Tribune Media, United Nations Development Program, and Martin Clearwater & Bell.

14. Is there a plan for any lactation room/area in our new space?

Yes, there will lactation rooms on the Ground Level, 2^nd, and 5^thfloors.

Open Workspace Related

1. What are the differences between the desks we have now at 1250 Broadway and the new building?

In our new space, the individual contributors’ desks will be 6’ long and managers and directors’ desks will be 8’ long. Directors and Managers will have a hutch on their desk hutch (which takes up 2’ of the desk length).  Each group of workbench stations has an opaque glass partition running the length of the bench and dividers between each of the individual workspaces. Other configurations, in terms of the desktop computers and the CPU unit will be similar to what we have now.

2. Will there be any room for file storage?

Limited space has been made available for files during the planning process. Only files that need to stay on-site were considered. All other files will need to have other arrangements made (scanned, off-site storage, disposal, etc.) as per the guidelines that are being set and conveyed by our Compliance Team.

3. Are there lockers available for employees to use?

Each workstation will have two dedicated file pedestals that can be locked to store personal belongings and files. Lockers will not be available for employees who have dedicated spaces at 220 East 42^nd Street. Clinical field staff and employees who are located in other VNSNY locations will be able to use “touch down” desks when visiting 220 East 42^nd Street.  Locked pedestals will be available for this staff.

4. Are there other options than just the vending machines for food?

We will have vending machines in our third floor café, as well as in Partners in Care on the Concourse Level. However, in the new neighborhood, there are plenty of choices in terms of food. Please refer to the articles on the move updates for pictures and more information about our exciting new neighborhood!

5. Are managers sitting all together?

This will depend on how individual departments determine their seating charts, but most likely SVPs, VPs, Directors, Managers, and staff will be seated together in each department.

6. How do we still maintain privacy in an open workspace?

Even though it is an open workspace, each work bench will have dividers that are opaque down the middle of a work bench, as well as dividers between each space to allow some level of privacy. Department staff will be seated in close adjacency to increase communication and to ensure department-specific information can be kept private.

Employees will also have access to enclosed “phone booth” spaces on each floor to take personal phone calls, or if they need to have a few minutes of quiet time.

7. Do the file cabinets have locks?

Yes, the two file pedestals at your desk will have a lock. In addition, filing cabinets for departments will be allocated, as needed.

8. Are there coat closets? What about overhead lighting?

There will be coat closets available for employees to hang their coats on each floor. Overhead lighting will exist throughout the floors.

9. For any field clinicians who work in Manhattan, where will they sit?

There will be touch down stations located on all floors for Manhattan field clinicians and other staff who work in other VNSNY locations. These spaces will have areas in which staff can lock their personal belongings for the day.

10. For part-time consultants, will they have a dedicated permanent space or use a touch down space?

Please speak with your area’s leader to determine how this will be handled for your area.

11. How many outlets will each workstation have above and beyond what is necessary to power our computers and peripherals (multiple monitors, etc.), for example, for charging cell phones?

At each work station, there will be two additional outlets and a charging USB. Employees can expect to find ample outlets for charging.

12. Where can we eat? Will there be places on each floor for breaks and meal periods, or will we have to eat at our desks? Is there one common lunchroom space?

In addition to the Grand Café on the third floor, there are cafes located on each floor, making it more convenient to get away from your work space for a quick meal or break. If you choose to eat at your work station, please be mindful of your colleagues. Highly spiced or fragrant foods may be your favorite mid-day snack, but may be bothersome to others. It’s never easy to manage a meal over your keyboard, so if you are eating more than a sandwich or a bowl of soup, consider heading to a café space.

13. The file cabinet in the artist rendering: will it accommodate legal-size files? Will we be able to easily move it to the other side of our workstation if desired?

The file cabinet can accommodate legal-size files, and it can be moved around as it will be on wheels.

Workspace Etiquette and Policy

1. What do we mean by collaboration? Do we need specific ground rules/procedures for employees and managers so there isn’t “over collaboration”?

As we all get accustomed to our new space, we expect to realize the benefits of increased collaboration, including how it can best benefit our day-to-day work.

2. With the low workstations, how will noise control be managed?

Each floor has sound buffering in the ceilings above the workspace. Working in an open space will also encourage employees to become more conscious of speaking in softer voices. Guidelines have been developed in the 220 welcome packet to direct appropriate workplace etiquette.

3. How do we best handle the room reservation for any reoccurring team meetings for 2018?

Please continue to reserve meetings in the 1250 Broadway space via your usual process. Any reservations that are in Outlook will be switched to the new space for you and will be matched with your capacity and set-up needs accordingly.

4. Is there a dedicated conference room space for New Employee Orientation, VNSNY Cafés, and trainings?

New Employee Orientation, workshops, clinical education, VNSNY Cafés, and other trainings will be held in our conference/training room area on the 5th floor where we will have 8 conference/training rooms available on a scheduling system.

5. What is the conference booking system like?

For any enclosed conference rooms and the training rooms located throughout our space, you will need to reserve the rooms through Outlook. In addition, there will be quite a few collaborative areas that teams can use without a reservation. Our Human Resources team has developed guidelines which we be included in our 220 welcome packet.

6. Will we still have casual Fridays where possible?

VNSNY’s dress code requires office-based staff to dress professionally and appropriately at all times. Some work units observe informal “casual Fridays” based on the roles and responsibilities on that day and in that area, and that won’t change when we move to 220.

IT and Equipment Related

1. Will our current IT equipment (e.g., monitors, laptops, PCs, telephones, etc.) be moved to the new location?

Yes, they will be moved to the new location.

2. Will conference call equipment be available in the new space?

Yes. All conference call equipment (including headsets) will be provided in the new space. There will be polycom or other conference devices in the enclosed conference rooms that accommodate more than 4 people.

3. What if my department needs special equipment such as a screen protector for privacy information?

If your department already has special equipment, please move it with you. If it is something you think you may need in the new space, please speak with your department head to determine how to best handle this for your area; you may want to wait until you are in the new space to decide what you need to order.

4. How do we best handle all of the electronic equipment including individual printers, network printers, etc.?

We are currently evaluating printers and other equipment with IT. It will likely be determined in a case-by-case manner. If you have any equipment you would like to recycle, please contact IT for specific information on what actions to take.

5. If an employee currently has 2 monitors, will those go with the employee?

Yes, each work station will have enough room to accommodate 2 monitors.

6. Will we get to keep our phone numbers?

Yes, our phone numbers will not change.

7. What are the conference rooms like? What will they be equipped with?

The conference rooms are going to be more AV friendly. Large conference rooms will still have projectors, while most conference rooms will be equipped with TV screens and wireless connections. In addition, conference rooms will have whiteboards.

8. Are we all going to be using laptops?

For the staff at the call center, they will have regular PCs like they have now, other employees will likely transition to using a laptop over time unless there are special requirements for having a PC.

9. In the past, I have been on conference calls where others have worn headsets and there is a disturbing reverb (echo). Can we ensure that our headsets won’t cause echoes like this?

We will perform testing of all IT equipment, including telecomm equipment, prior to it being given to employees to help avoid situations like this.

10. Will the amount of space on the shared network drives be expanded for additional document storage?

Yes, they will have up to 1 TB of storage available.

11. Will our desk phones be equipped with Bluetooth?

No, they will not. Each employee will be given headphones that connect into the desk phone itself.

12. What guidance will be provided for when we must join a video conference and it is not possible to use our phone for the sound connection, requiring us to use the sound system on our computing device? Will we be able to use the headphones issued to us with either our phone(s) or computing device?

We plan on suppling headsets for this purpose to each employee.

13. How many printers/copies will be available for each area?

There will be copiers and printers available for use throughout each floor.

14. Will there be locking cables for laptops?

Locking cables will not be provided. However, each employee has two pedestals at his/her work station in which laptops can and should be locked in at the end of each work day.

Moving Related

1. When should I start cleaning up my desk?

Now is the best time to start with your personal, non-VNSNY effects. We kicked-off a clean-up campaign the week of February 26^th, with the newly placed orange recycling bins on all floors. This is in addition to the existing large grey bins that are used for shredding purposes. The orange bins will stay in place until mid-May and return in August. In addition, we will be working very closely with the VNSNY Records Retention team to give you guidance on how to best handle VNSNY documents and property. For records retention questions, please contact the VNSNY Compliance Department directly.

2. Can we take home any of the furniture at 1250 Broadway?

No. All the furniture at 1250 Broadway will be recycled or repurposed.

3. What if we want to donate our personal books? Is there a designated place to do that?

We will be placing bookcases in the 3^rd, 9^th and 17^th floor lunchrooms for this purpose.

4. Can we bring our plants to the new place?

We will not be moving any plants to the new offices. They are very likely to suffer during the move and may cause bug infestation. Please also do not bring new plants into the new space.

5. Will all the wall pictures currently displayed at 1250 Broadway be moved to the new place?

There is an artwork committee that has made decisions on what will or will not move to the new space. In general, please note that with an open space environment, there are a lot less walls on which to display artwork. In addition, we are planning out the space to provide a consistent look and feel.

6. Are we going to get new desktop items (calculator, stapler, tape dispenser, etc.) when we move? Will everyone bring their current desktop items with them to the new location?

These types of supplies should be packed up and moved to the new site. Please place broken desktop items (as mentioned above) in the orange bins.

7. Will we be briefed on document retention laws?

VNSNY hired a Record Retentions Consultant who provided training on how to implement the records retention policy. The records retention policy was recently approved by the board, and it applies to all locations. The consultant advised on how to implement the policy as it relates to paper records to make the move easier. For additional questions on records retention, please contact the VNSNY Compliance Department.

8. What is the overall timeline for the move? Can this be shared prior to our meeting? 

We are moving in four waves, between September 14^thand mid-October. All employees will be in the new space by November 1^st, 2018.

9. How long will the orange bins be available?

The orange bins will be swapped out throughout the floors until mid-May and back in August.

10. Are there guidelines yet as to how much “stuff” people can take? A specific size box allowed for personal / office items per individual?

Yes. Individual Contributors at work spaces will receive two crates, Directors/Managers at work spaces will receive three crates, and Vice Presdients and above in offices will receive six crates.

11. Are the outer borough offices moving as well?

Only staff who are located at 1250 Broadway will be moving.

12. What is the plan for continuing to get important work done DURING the actual move event for our area?

Moves will occur after-hours. We will make special provisions for areas that have weekend/after-hours operations.

13. How do we get extra shredding bin?

Currently there is only one per floor; should you need more, please contact Facilities & Property Management with details.

14. Are there going to be any boxes or bags available for employees to take personal belongings home?

We are not supplying any boxes or bags for personal belongings that employees will want/need to take home. We do suggest that employees start taking their personal belongings home now so that there isn’t a need to take a lot home all at the same time.

15. How many employees are actually moving?

We estimate about 1,500 employees.

 

For more information about the move, click here.