Welcome to the Team! Getting Started Guidelines for New Members
We’re thrilled to have you with us! To help you settle in smoothly, here are some handy tips and information.
1. Arriving in the U.S. (for International Employees)
- I94 Form: If you're joining us from abroad, you'll need to download your I94 form. You can find it here: I94.
- International Orientation: Don't forget to schedule your International Orientation and Registration using this link.
2. Social Security Number (SSN) (if applicable)
- If you don't have an SSN yet, you can register at Social Security.
- The Social Security office close to us is at 10 Causeway St, Boston, MA 02222. We recommend arriving 15–30 minutes before opening time to get everything done quickly! While booking an appointment online is an option, the wait can be 2-3 weeks, so visiting in person is usually faster.
3. Registering Your Email
- Set up your email account at My Profile Partners. You'll need a valid phone number to register.
4. Microsoft Teams & Lab Communications
- Download and install Microsoft Teams with your MGH email for team communication.
- Ask to be added to the lab's Outlook calendar and WhatsApp groups so you can stay in the loop.
5. Getting Your MGH Photo ID Badge
- Head to the MGH Photo ID Office to pick up your badge. You'll need a valid government-issued ID (like your passport).
- Location: Wang Building, Room 232, 15 Parkman St, Boston, MA 02114.
- Pro Tip: If possible, try to do this the day before your start date. It'll make your first day smoother!
6. Occupational Health Check
- Book your health check appointment at the MGH Occupational Health Service, located at 165 Cambridge St, Boston, MA 02114. It's often quicker to visit in person since phone lines can be busy.
7. MGH Resources & Health Insurance
- MGH has tons of resources available through the MGH HR Services.
- If you're eligible, you can select your health insurance benefits through the MGB Benefits Center (Alight).
8. Healthstream Courses
- There are some mandatory courses you need to complete during your first month. You can find them on Healthstream: Healthstream.
9. Setting Up Okta for Secure Access
- Okta makes accessing your MGH email and websites a breeze without needing constant verification. Follow these guides to set it up:
- Android Guide
- iOS Guide
10. Computer Compliance
- If you're using your own laptop, make sure it's compliant:
- MacOS: Version 12 or later. Enroll in PEAS: PEAS
- Windows: Version 10 22H2 or later. Install SecureConnector and antivirus software:
- Forescout SecureConnector
- Approved Antivirus List
- CrowdStrike Installation Guide
11. Setting Up a Bank Account
- If you need a bank account and don't have an SSN, Bank of America is a good option.
12. Salary Direct Deposit
- Set up your salary direct deposit by adding your bank account information in Workday. You can typically find this within your Workday portal.
13. MBTA Pass Enrollment
- For easy public transport access, enroll in the MBTA pass system using Login - Ask My HR.
14. Updating Your Personal Information
- Be sure to update your address and emergency contacts in Workday.
15. Submitting Vaccine Records
- You are required to have both the flu and COVID-19 vaccines. If you haven't received the flu vaccine yet, you can book an appointment at the Occupational Health Office. If you’re starting in October, there is usually an Employee Flu Vaccine Week where you can get vaccinated on-site. Please send your proof of COVID-19 and flu vaccinations to OccHealthenterpriseservices@mgb.org, and consent to your vaccination record via Peoplesoft.
16. Adding to a Research Protocol
- Need to be added to a research protocol? Just follow these steps on the Insight platform:
- Complete Human Subjects Research Training (HRA Clinical Research Boot Camp & HRA GCP) via Healthstream.
- Update your profile in Insight and notify the administrator once you're all set.
17. MGH Cluster Resources
- You can apply for MGH cluster resources here.
18. Harvard Key and ID
- Claim your Harvard Key at Harvard Key Website.
- If you need a Harvard ID, you can pick one up at the nearest Harvard Campus Service Center.
19. Massachusetts ID
- If you want a Massachusetts ID, apply here: Massachusetts ID Application.
20. VPN Access
- For secure VPN access, follow the steps here.
21. Accessing Department-Specific Tools and Code Documentation
- For guidelines on using department-specific tools and setting up clusters, please refer to the code documentation. You can find everything you need here: Department Code Documentation & Tools. This will help you get familiar with the systems and ensure you're using the right tools effectively.
If you notice anything missing or incorrect while completing your administrative tasks, please let us know or feel free to adjust it. Thanks, and welcome to the team!
Generated by Patrick Salome and Nicolo Cogno.