Contents

  1. Hiring an Employee, Student, Postdoc, etc
    1. Checklist of what to do once someone has been hired

Hiring an Employee, Student, Postdoc, etc

Please refer to the sections below (divided by employee type) to see what administrative procedures must be done before someone new can start working here.

Note: New employees will be scheduled for an MGH orientation or Partners International Office Orientation as well as the Imaging New Employee Orientation (INEO). The INEO will likely be scheduled within the first month after the start date (they are usually on Wednesday mornings). The MGH orientation will coincide with the employee's first day & always occurs on Monday and half of Tuesday. Nonemployees do not go to an orientation but must see Carol Barnstead on their first day to finish up some paperwork.

Checklist of what to do once someone has been hired

*The below applies to everyone who will work with data on our network for any length of time, here at the Martinos Center*

  1. Apply for an NMR computer account, preferably before the employee starts. To fill out this form, you will need the following from the employee:

    • MGH ID# --> not given until orientation; nonemployees may get theirs ahead of time from Carol

    • Partners username
    • A photo of the employee
    You will also need to provide this information:
    • Desk assignment (get from Allison)
    • Machine the employee will work on
    • The /cluster or /space volumes the employee will work on

    • The unix groups the employee should be in (lcnweb, recon, & fsdev do not require being on the IRB protocol and are okay to put the new employee on)

  2. Door access: Once they have an employee ID number, you must send an email to Dee Dee to request ID door access to room 2248. Send Dee Dee their name, employee ID number, and the 5-6 digit code on the back of their ID in the top right corner. Their ID should begin working in a day or two. If it doesn't, follow-up with Dee Dee and/or security.
  3. Lab email list: Once they have an NMR email, ask Allison to add them to the LCN mailing list. (Nick and Lilla also have admin rights to this list).

  4. Human Subjects Certification: they must complete the CITI certification before they can work with any data. Once complete, they should email their completion certificate to Allison.

    1. if they have prior human subjects certification, it must be sent to citiprogram@partners.org to see if it qualifies.

  5. IRB protcols: Let Allison know which IRB protocols the new employee should be added to. Allison will add them to the IRB that covers the data they are working with when she receives their CITI certificate. She will let you know once they have been successfully added and when working with data can start.
  6. UNIX groups: Allison will put them in unix groups that correspond to the IRBs they are on for data access.

  7. Encryption: they must encrypt their laptop, iPad, iPhone, and USB drives which store patient health information or other private information and/or access the Partners network/email

  8. MR Safety training: they must complete the MR safety training to have access to the scanner bays (If they sign up for the mri-scan list, they will be alerted to the next training session.)

  9. Fire/Lab Safety training: they must complete the fire/safety training within the first 30 days of their employment. If they will be working in the wet lab, they should complete the course for Clinical Lab Personnel instead, here.). If applicable, employee should also do shipping and dry ice certifications.

  10. Wiki Username: To access restricted wikis or to edit pages, the employee must request a wiki username.

  11. Notify them of hospital rules: closed-toe shoes are required in scanner bays and wet labs; computer screens must be locked when away from desk

  12. Add their location & machine to the LCNBackups list. If they receive a laptop, note that too. Email help to sign them up for back-up notifications for that machine, if applicable.

Other things to consider doing:

  1. set up their .cshrc file
  2. set up a .alias file for them to start with
  3. get them office supplies (found in the Admin office: notebooks are in the drawer under the fax machine; pens, post-its, etc. are in the bottom drawer of the cabinet to the left of the one with the typewriter on it)
  4. get a lab notebook (from Carol Barnstead)

  5. Direct them to the wiki LcnNewMember so they can receive additional info on getting started here.