This page was created by Allison Stevens in August 2015 to send to Mary and Stacey when Dee Dee got sick. Stacey and Sam may have also used it to make the Martinos Center orientation. It may be outdated because the information was pulled from LcnAdmin and LcnNewMember and not all wiki users know to also update this page when making changes to those two.

Important Phone Numbers

Our address

In order to have mail or packages be delivered to the mailboxes in the administrative office areas, use this address:
Massachusetts General Hospital
Athinoula A. Martinos Center for Biomedical Imaging
Bldg. 149, 13th Street, CNY 2301
Charlestown, MA 02129

Directions to our location

You can find directions to our location here:

Orientation for New Staff

Things to do during your first week

ID Card Access

After you receive your MGH ID card, you will need to request door access to your lab location. Your supervisor can request door access from Dee Dee (who will then send the request on to security). To do this, Dee Dee needs your employee ID # (located on the back of the card above the barcode) *and* the 5 or 6 digit number printed sideways on the back of your card (there might be another long string of numbers that comes after it - you can ignore those).

It can take a few days to a week before your card starts working as security takes care of these requests in batches. This is frustrating! But please be patient and keep testing your card to see if it has been activated yet. If it still isn't working after a few days, check with Dee Dee to make sure the request went through. Note: It is not necessary to take the MR Safety course before getting access to non-scanner areas. In order to gain access to the scanner bays, you must take the MR Safety course.

Martinos Center Account

In order to log into your computer in your lab or get access to files on the network, you need a Martinos Center login. This is different from your Partners username which was assigned to you when your employee/nonemployee paperwork was approved (and was likely given to you during orientation or by Carol Barnstead).

A supervisor can request an account for you on this website. To do so, they will need your current email address, your Partners username (it will contain your initials and a number, i.e. AAS41), your MGH ID #, and a picture of you. Note that you are not allowed to forward Partners or Martinos Center emails to gmail, yahoo, or hotmail addresses.

Your Martinos Center account can take up to 48 hours to be created. Once your Martinos Center account is created, you will have an email alias that fowards to your Partners email account. However, you won't be able to send emails from this 'harvard' email address. If you would like a 'harvard' email address, follow the instructions under the Email section for creating an alias.


IRB notifications & Martinos Center password change requests will be sent to these email accounts so it is important to check them regularly. If you don't change your passwords when it is requested, your accounts will be closed. You can check your Partners email here.

And be sure to follow the Encryption rules (to summarize: you can't access email without an encrypted laptop; non-public desktops are okay; phones have additional requirements):

Set up your Partners profile so you can be added to the Partners database here. On that website, chose MGH for the email distribution list to get important hospital-wide announcements.

MGH/Harvard Email Addresses

Most full-time employees will automatically have their email linked with their address (if you send an email to yourself, does it come from or Bulfinch Temps & nonemployees will not be given an address.

However, if you only have an email address and you would prefer to have an address (note the lack of 'nmr'), send an email to from your Partners account and ask that your primary email address be changed from to It will take about two days to process, and you will get an email to confirm the change.

When you email this request, specify which of the two formats you would like to use for the email. If your address is, for example, you can request or you can also request firstname.last name, eg

After your default address is changed, mail sent to the original address *will* continue to reach you. All outgoing emails will have the new suffix.

If you want to be able to send emails using the full, you must be faculty.

Tip #1: Typing out "" or "" can get annoying! You can substitute the "" or "" with "" and it will still work!

Tip #2:If you would like to look up the email or username of a Martinos Center employee, you can use the "finger" command in a terminal window. Type in "finger," followed by the person's name or username, and hit enter.

Example: finger janedoe

Changing your email address on mailing lists:
If users are subscribed to mailing lists with their address and then later they have their default address changed to @mgh, they will need to unsubscribe the old address and subscribe the new address in order to be able to post messages to the list. This can be done for all mailing list with one step by clicking on the link to unsubscribe or change your options in the confirmation email from any Martinos Center mailing list. Sign in with your password and then enter the new address in the 'Changing your [GroupName] membership information'. Checking the box that says 'Change globally' will do this for all of your mailing lists.

Your Computer

Important: MGH Privacy rules dictate that you must lock your computer screen whenever you walk away from your computer. Please be diligent in doing this.

Get a Harvard ID

If you are a research fellow, you may have a courtesy/affiliated appointment at Harvard Medical School (nonemployees & visiting fellows do not). This grants you access to Harvard libraries & full text articles online; free admission to Harvard museums; and use of Harvard athletic facilities for a fee.

To get your Harvard ID, go to the Harvard ID office at 1350 Massachusetts Avenue in Cambridge (By train, take the red line to Harvard Square. The office is located in the Holyoke Building on the corner of Massachusetts Ave & Holyoke Street near the Au Bon Pain restaurant). You will need to show your MGH ID and a passport or license (if you are a U.S. citizen) to prove your identity. The office is open from 9-4:45, Monday through Friday and can be contacted at 617-495-3322.

If you are a research assistant, you can get a Harvard ID by following these instructions. This will only give you access to the library and online journal articles.

Lab Notebook

You can get a lab notebook by going to see Carol Barnstead. She will sign one out for you. This lab notebook will have to remain at MGH if you leave your position here.


You are required to meet a variety of training requirements depending on what type of work you will do here. Just about everyone must do the IRB Training & the Fire safety training.

Required Training

IRB Training

You will have to renew this training every 3 years.

In order to work with human subjects data, you must be certified to do so. To get certified, you have to read a couple of articles and then take a quiz on the material you have read. This takes a few hours but is important to do before you can start work on any projects. You can find information on how to do the training here:

When you have successfully completed the course, ask whoever manages your lab's IRB to add you to the appropriate IRB protocols.

You'll also need to give the person who manages your lab's IRB a printout of your CV with your signature and the date at the top. An electronic copy of your CV is also acceptable (with the date added to the top).

Safety Training

This training must be done once a year.

If you've never logged into healthstream before, it takes your Partners username and the password abc123.

For Non-Lab Personnel:
Please complete the course called "MGH General Safety Training" within 30 days of your start date. Training is here.

For Lab Personnel:
Please complete the course listed under "For Non-Lab Personnel" as well as the course called "PHS Research - Research Laboratory Safety General Training" within 30 days of your start date. Training is here.

**Please note that anyone who goes into the wet labs or scanner bays must wear closed-toe shoes.

Finally, take note of the nearest fire extinguishers, fire alarm pull stations, and emergency exits.

Other Training

MR Safety Training

If you plan to spend any time in the scanner bays, you will have to do the MR Safety training.

For the large bore scanners, subscribe to the mri-scan email list to get announcements about the next scheduled safety training. Mary Foley (O'Hara) holds a safety course about once a month and sends the dates and times for this course to this list. The training consists of watching a video and taking a quiz. If you pass the quiz, you will get a yellow badge which allows you in the scanner bays with supervision. Four months after you receive your yellow badge, you can take the exam to get your green badge which allows you to scan without supervision.

Once you complete the MR safety training, ask your supervisor to request a scanner login account for you from Karen Dervin & to add you to the appropriate scanner projects.

For small bore scanners, contact Joe Mandeville for access and training. '

Useful Wet Lab Training

Shipping Infectious Substances Training
If you will be working in the wet lab and shipping or receiving shipped tissue samples, you must complete the training below: Completed Bill of Lading forms (and all shipping documents) should be kept for 3 years. For more details see the ExvivoTransport page.

MGH Chemical Hazard Communication in Laboratories
This training is about the signs posted on chemicals, fridges, and lab doors. It's on healthstream under the above name. You can get to it after logging into healthstream via this link.

Once you have Partners and Martinos Center accounts

Encrypt & Register Your Laptop

You must encrypt your laptop, iPad, iPhone, and USB drives which access the Partners network/email and/or store patient health information or other private information. If you're checking your Martinos Center email from a device that isn't encrypted, you are violating this policy. Info on encryption is below:

Register non-Mac laptops with the Martinos Center at the site below in order to be able to connect to the network:

Register Mac devices through the Partners Enrollment System:

Note: You cannot forward your Partners or Martinos Center email to another email address (i.e. gmail, yahoo, etc.).

Update Martinos Center Profile

Set up your Martinos Center profile to be displayed on the website. Directions for how to do so are here.

Getting Paid!

Payroll Information

You can view your payroll information in Peoplesoft.

Even if you sign up for direct deposit on Peoplesoft, your first paycheck may be in paper form. Pay day is on Thursday, but it is retroactive, so you will get your first week's check during your second work week. Sign in to Peoplesoft and go to the Self Service section (in HRMS Production). Click on the tab for payroll and compensation and then navigate to "view paycheck" to validate that you have a pay stub for your first week. At the bottom of the summary, you will either see "issue check" or "direct deposit." If you see "issue check," your first check will be in paper form. Go to the HR office on the 7th floor to claim your check. If you do not pick up your check within the first 2 weeks of employment, it will be mailed to your address on Peoplesoft.

Clocking in

If you are a nonexempt employee, you will have to clock in every day at one of the Kronos Timekeeping systems. Information about these systems can be found here:

Please read all the information on the page and on the links at the bottom of the page.

Alex Hogue is your timekeeper. As of April 2016, there is a new email address ( ) where you should send your time off information, instead of to the timekeeper's personal email address. Please cc Allison on all emails sent to timekeeper@nmr.... Allison will give you a copy of the lab's earned time policies.

Below is the Martinos Center Timekeeping Policy (from April 2016):

This Policy applies to all weekly paid employees both exempt and non-exempt.

All use of EARNED TIME needs to be approved, in advance, by your supervisor/manager.

As part of our effort to make timekeeping simple for the center, we are pleased to announce the new email. The purpose of this new email address is to inform the person who is timekeeper as to when you are taking time off. Please follow these simple steps.

1. If you currently are submitting Kronos e-forms for corrections, please continue to submit these corrections.

2. If you submit your hours electronically please send these emails to the new centralized email mentioned above.

3. Please make certain that you obtain prior approval from your immediate Supervisor/Manager for requested time off, such as vacation, personal days etc. Once approved please forward the timekeeper with a copy to your supervisor/manager of your dates at the above email address.

4. Please also notify the timekeeper of non-scheduled days off such as sick days, etc. so he may make the necessary notation in KRONOS.

This new email will obviously take some time to get accustomed to but after a while it will help us keep better track of requests. Lastly please do not hesitate to contact the timekeeper, Alex Hogue or Donna Crowe if you have any further questions.

Please find below the link to the Partners Health Care Policy Manual referring to Attendance and Punctuality.

Martinos Center Basics

Map of CNY149 1st Floor

This map shows the location of entrances, shuttle stops, scanner bays, security and the cafeteria on the first floor.

Computer Resources

Topics include remote access, purchasing cluster storage space, purchasing hardware & software, mailing lists, web space, etc.

If you have questions that you cannot find an answer to on one of the web pages, email help AT If you need to physically go see one the Martinos IT Help Desk staff members, use this map to find them. help_desk_map.png

Computational Clusters

To get access to the computational clusters, specifically launchpad, email kaiser AT martinos dot org and cc Allison when you ask for a launchpad account. Information on how the clusters work can be found in the two links below.

Also see the lab's evernote account for information on how to submit jobs to launchpad.


All papers published while working at the Martinos Center must acknowledge the P41 grant which pays for a lot of the resources at the Center. You can acknowledge it as "NIH (National Center for Research Resources) P41-EB015896". For MGH logos and a list of grants to acknowledge based on resources/systems you use, you can find that here:

ADNI-related publications

All manuscripts using ADNI data must be reviewed and approved by the ADNI Data and Publications Committee prior to submission. The DPC will strive to have a response back to you within 10 working days after you submit your manuscript so as not to slow down your efforts. Any manuscript submissions or questions may be submitted to

*****ATTENTION!!!: If you have a strict page number limit like in a workshop publication, consider if you want to use ADNI data in the first place or leave at least one page free for the ADNI acknowledgements and author names.

Poster Printing

All info is here:

Don't wait until last minute or there will be a long queue!

Why & How Schedule

A lecture series that teaches the basics of a wide variety of topics:

Grant Information

Grant Submissions

These links are pertinent:

Private Funding Opportunities

MGH lists numerous opportunities here:

Martinos Center Grant Writing Group

The group will (1) offer a place to share and critique proposals in progress, and (2) have individual investigators talk about their experiences in developing grants.

To hear about more opportunities, subscribe to this newsletter:

Learning the Process

MGH periodically offers a course on applying for a K award. Information about this can be found here:

MRI Scanner Info

MRI schedules

(where we can sign up for time on the scanner):

Time Slot Rules


Booking a conference room

Submitting a Work Order to B&G
It requires your Partners password. Building issues such as loud vents or temperature issues do not require a fund number.

Purchasing an item

In general, to purchase something, you need to submit a request to Janice White which details the vendor, product #, quantity you want, price, description (as it appears in the catalog or on the website), and the fund number that will be charged for the purchase. The vendor must be an MGH approved vendor. Janice sends the request to Accounts Payable who issues a purchase order to the vendor. With purchase orders, the vendor sends us the item and an invoice. The invoice gets paid 45 days from the date on the invoice via a check cut by Accounts Payable. If there is an item you need/want that is not sold by an approved vendor, there are two options. You can ask the vendor if they would like to become an MGH vendor. You will need to fill out a vendor justification form which illustrates what this vendor sells that you cannot possibly get from an existing MGH vendor. This form and a quote for the item will be sent to Accounts Payable by Janice. There is no guarantee that the vendor will be approved. If the vendor sells upholstered furniture, they must meet strict Boston fire code regulations to become a vendor.

MGH no longer reimburses employees for these kinds of purchases (travel & conferences are an exception).

MGH approved vendors include: Staples, B&H Photo, & PC Connection for hardware, software, and office supplies. Creative Office Pavilion, Ergo Girls, & Joyce Interiors for furniture purchases.

Purchasing from Apple

In order to purchase a product from Apple, you must email Kevin Black (kblack AT apple dot com) for a quote that you then send to Janice. Kevin will need your Partners/MGH email address and phone number to correctly draw up the quote.

Educational pricing can be viewed at the Apple Educational online store here:

When it asks you to enter your school, look for Partners Healthcare System Inc.

You can use the Partners Education discount at the Apple store for personal purchases. All Apple computers used for business purposes must be enrolled in PEAS and configured to comply with Partners Security & Privacy policies such as encryption. If you use a personal device for business purposes, yes you must be enrolled in PEAS. If you purchase a personal device for personal use only, then you do not have to be enrolled. Essentially if you are using your device to conduct any business, even just read your email, you should be enrolled.

Submitting a Reimbursement


Click on Financials Production

At the top, click on Main Menu > Employee Self service > Travel and expense center

Under the Expense report section, choose Create

Quick Start: Blank Report
Approver: PLH17
Description: what you are getting reimbursed for
Default location: click on magnifying glass
Reference: can be blank I think

Click on Accounting Defaults and add the following:
% 100
GL Unit 1200
Dept 000000
Phys leave blank
Project put fund # you are using
leave the rest blank

Once done, click on Check for errors

Egencia (Buying a flight)

Information on business travel can be found here.

First you must create an Egencia account here. Once the account is created, you can then book a flight and pay by fund number, here.

Business Cards

Generally, these require a sundry fund to purchase.

Through Partners, the cost is $34.25 for 1,000 cards. The card will only contain the MGH and HMS logos (not the Martinos Center logo). Email the payment form to . The card will look like this:

Alternatively, if you buy through Harvard University, the cost is $35 for 300 cards with 2 colors. It is $45 for full color (if we wanted to use our own logo, we could email them a .tiff with the logo). Another option is or for printing smaller batches and using our own logo. The online options will require the use of petty cash.

What trash goes where?

Need to recycle batteries? Printer Cartridges? Dispose of chemicals?
You'll find information on how to do these things here:

Partners/MGH Basics

MGH Intranet


Encryption & Registering Devices

You must encrypt your laptop, iPad, iPhone, and USB drives which access the Partners network/email and/or store patient health information or other private information. If you're checking your Martinos Center email from a device that isn't encrypted, you are violating this policy. Info on encryption is below:

Register non-Mac laptops with the Martinos Center at the site below in order to be able to connect to the network:

Register Mac devices through the Partners enrollment system:

Note: When enrolling your Macintosh devices in PEAS, please use the enrollment package at instead of the generic Partners enrollment tool. If you have a device already enrolled in PEAS you can download & run the package at in order to join it to the Martinos Center PEAS group.


Partners website to view your paycheck, sign up for health benefits and discount MBTA passes as well as anything else HR-related:


View all MGH policies and procedures here:

This replaced the old system (Trove) in March 2015.

Renewing Training


You must "refresh" your CITI Human Subjects certification every 3 years. If your certification expires, you cannot do any work on the studies for which you are on their IRB as study staff. Information how how to renew your certification is here. When you have completed your recertification, please email the completion certificate to the lab manager.


You must renew your fire safety training every year. If applicable, you must also renew your wet lab, and shipping hazardous substances training, annually. You should receive an email asking you to do this via Healthstream. Once you've completed required training, please email a transcript of your training to the lab manager.

Here are the various safety trainings you are required to renew:

For Non-Lab Personnel:
Please complete the course called "MGH General Safety Training" within 30 days of your start date. Training is here.

For Lab Personnel:
Please complete the course listed under "For Non-Lab Personnel" as well as the course called "PHS Research - Research Laboratory Safety General Training" within 30 days of your start date. Training is here.


To check IRB protocols or grant funding:

Partners Telephone/Email Directory

Selecting Benefits

Once a year (during late October through November)*, you are able to change your health benefits. For info on the different types of benefits, you can find that here: (it's an internal website that can only be viewed when connected to the MGH network)

Benefit slection happens through PeopleSoft:

If you want to keep the same benefits you currently have, you don't have to do anything except in the case of the Flexible Spending Account or Dependent Care Account where you have to specify a new amount for the next year (if you use those).

*An exception is that you can change your benefits if you have a Qualifying Life event, such as getting married, divorced, having a child, etc. The website above explains instances of a qualifying life event.

For MGH Faculty, you are assigned an individual to answer your benefits questions based on the letter your last name begins with:
A-G Susan Frain, 617-726-9264,
H-O Linda Gulla, 617-726-9266,
P-Z Virginia Rosales, 617-724-9356,

All of these individuals are located in Bulfinch 126 at 55 Fruit Street. The 2014 Benefits Guide for faculty can be found here.

MGH Discounts

(Below, you can sign up for Perks emails to learn about discount programs, etc.):

Commuter Options

MGH Commuter Services Their website 617-724-6588

Driving to work

Taking the "T" (public transportation)

If you initially get a discounted T pass from MGH, but later decide that you want to drive to work everyday and park in the CNY199 Parking Garage, you will have to give up your discounted pass. (You cannot sign up for monthly parking at the parking office in the garage until you have canceled your T pass in PeopleSoft.) MGH subsidizes the T pass on the basis that that is how you get to work everyday. If you sign up for monthly parking at the garage, they know you are no longer using the T to get to work, so you cannot keep the discounted pass. Unfortunately you cannot just add money at a T ticket kiosk to your existing CharlieCard that you got from MGH. The MGH Parking and Commuter Services office said this is because our cards are special corporate cards that are encrypted, so you can't add your own money to it. You must simply get a new CharlieCard.

Other options

Guaranteed Ride Home: If you take the bus, subway, commuter rail, carpool, vanpool, bike or walk to work, you can receive a free ride home in the event of an emergency or unscheduled overtime. Now you can ease your fears of being stuck at work because of something that may happen once or twice a year. MGH Parking and Commuter Services pays all transportation costs, including tolls and gratuity the program is completely free for you! Register now to get your voucher number for PlanetTran, the Nation's first environmentally friendly livery service. Visit ABCTMA.COM to learn more.

Ridematching: Ever wonder if you may have a neighbor or co-worker whom you could share a ride into work with once or twice a week? You can use our on-line ridematching system to find out if others who live and work near you are interested in sharing a ride in a carpool or vanpool.

Cycling and Walking Rewards: Our “Workout to Work” program provides employees who bike or walk to work. Each month when you submit your miles, biked or walked, to a transportation organization called A Better City Transportation Management Association (ABC TMA), you will be rewarded with free safety equipment and chances to win other prizes.

Vanpool Subsidy: You can receive $220 over six months from the ABC TMA for joining a vanpool. A vanpool of 9-15 riders is the most affordable way to commute to work from New Hampshire, Central/Western Massachusetts and Cape Cod.

Carpool Subsidy: You can receive $210 over six-months when you join an existing carpool or form a new carpool. By covering up to $35 in fuel for six months this program helps reduce your costs of commuting to work.

Express Yourself: If you drive alone you can receive up to $100 per month for three months to purchase an MBTA Express Bus, Private Bus, or MBTA Commuter Boat pass. This can cut the monthly cost of your commute by almost 50%.


Bicycle Parking

As of the end of October, 2014, there is a bicycle cage with ID access inside the garage across from Building 149. You must go to the garage office (hours: Mon-Fri, 8AM-4PM) and fill out a form with your bike make, model and serial number to get a decal for your bike and to get access to the cage. There is a one time $10 fee. Unless you have a decal, MGH security has the right to remove your bike without notice. The bicycle racks in front of the building are supposed to be reserved for visitors.

Life Basics

Choosing/Being a Mentor

Slides from an HMS talk on this topic can be found here.


The Partners International Office provides tax information and resources on their website:

Travel Safety

Get tips before your trip and alerts during your trip through MGH:

MartinosCenter (last edited 2017-10-05 08:38:28 by BramDiamond)