Last Updated: 11/17/22 - Rosie McNeel

Document Approver: Rosie McNeel


Index

  • Context
  • Policy
    • ID Cards
    • Envoy
      • All Workers
      • All Guests
    • Shared Spaces
      • Conference Rooms
      • Lactation Rooms
      • Kitchen Areas
      • Onsite Food Deliveries
      • Mail and Shipping
      • IT and Technology
  • Support


Context

  • This policy aims to help Vice employees learn more about the rules of our shared office spaces. Please refer to the Process: Office Entry with Envoy and ID Card article for further information on the office processes.
  • Vice has teams based all around the world. Although the rules for physical office spaces may vary slightly from office to office, below are the general office guidelines.
  • All of our offices require ID cards to enter and re-enter.
  • For some of our offices, we use the system Envoy to enter and re-enter offices and reserve desk space. 


Policy

  • ID Cards

    • All of our offices require ID cards to enter and re-enter.
    • Freelance/contract staff cards must be requested by the manager and any extensions must be requested at least 48 hours before their end date.
    • Please refer to the Process: Office Entry with Envoy and ID Card article for further information on how to request a new and/or replacement ID.
  • Envoy
    • All Workers must download the Envoy app on their phones in order to enter and re-enter the following offices even if they don't need a desk:
      • Brooklyn S2
      • LA Venice
      • London
      • Amsterdam
    • All Guests: Workers must pre-register all guests using the Visitors feature in Envoy. 
    • Workers should reserve their desk at least 24 hours in advance to ensure availability. 
    • Workers on a hybrid schedule can reserve a desk for multiple weeks or months at a time.
    • The Process: Office Entry with Envoy and ID Card article can provide further information on Envoy processes including how to book desks. 
  • Shared Spaces
    • Conference Rooms
      • Workers should book appropriately sized conference rooms based on the number of participants in their meeting. Conference room capacity is listed in room details when creating an event in Google Calendar.
    • Lactation Rooms
      • Workers should coordinate with their HRBP for calendar access to the lactation rooms for themselves or their guests.
      • Lactation rooms should only be used for the room's intended purpose. Employees should not use these rooms to take meetings or calls. 
    • Kitchen Areas
      • Workers should wash their own personal food containers and use the appropriate bins for recycling and trash.
      • Workers should discard or take home all personal food or beverages from the fridges every Friday. 
    • Onsite Food Deliveries
      • Workers are responsible for monitoring their own food delivery status. Facilities and Security are not responsible for notifying workers of their delivery. 
        • Brooklyn S2 Office:
          • Workers should use the 32B South 1st Street, Brooklyn, NY 11249 address for onsite food deliveries during standard business hours (Monday-Friday, 9:30 am to 6:30 pm.) For after hours and on weekends, employees should direct their food delivery to the front entrance address: 49 South 2nd Street, Brooklyn, NY 11249.
          • Workers can order from the Sweetgreen Vice Outpost by ordering in their app or on order.sweetgreen.com. These orders should be submitted Monday through Fridays before 11:30AM. Delivery will be between 12:30-12:45 PM and can be picked up from the Sweetgreen shelf by the front desk. 
          • Workers should pick up all other food deliveries in the shipping and receiving room, which is located in the NW corner of Kent level (ground floor).
          • Food deliveries can be picked up from the rack at the base of the ramp. The Shipping & Receiving room is located in the NW corner of Kent level (ground floor).

        • LA Venice Office:

          • For all onsite food deliveries, workers should use the main entrance address: 589 Venice Boulevard, Venice, CA 90291.

    • Mail and Shipping
      • Workers should not submit shipping requests for personal needs or ship personal packages to the office.
      • For inquires and shipping requests, all workers must submit a Service Catalog Item ticket and choose the appropriate selection from the options under Facilities.
    • IT and Technology


Support