Congratulations on your new position! You are or soon will be a member of the MGH Institute of Health Professions community, where faculty, staff, and leadership are committed to our mission of educating tomorrow's healthcare leaders. Use the information in this section as a guide as you come on-board at the Institute, and welcome!
Key Action Steps
Welcome aboard! To support a smooth transition into the Institute community some key action steps are listed below. For some of these, you will want to take action before you start working. Should you have any questions, please contact your hiring manager or your assigned Human Resources Generalist that was listed in your offer letter.
Please note: Some of the links contained within the section below can only be accessed from within the Institute network and/or require a password.
When you are offered your position to join the Institute, you will be required to complete a Massachusetts CORI Information Form with Human Resources Office or with a notary. You will need to bring / provide an original copy of one of the following government issued IDs: Driver’s License, Visa, or Passport. In addition to completing the paper CORI form, you will also receive an email from HireRight. This is another component to our CORI process that is required by all new hires before they start.
I-9 FORM: In preparation for your first day you need to electronically complete the Federal I-9 form in our HireRight I-9 system. After accepting your offer of employment, you will be entered into the HireRight I-9 system, where you will receive an e-mail from HireRight with instructions on how to log-in and complete part one of the I-9 form. Click on the link in the body of that e-mail and enter all of the requested information.
When you come to HR to complete your other new hire paperwork you will need to bring with you an identification document from List A OR one identification document from List B and an identification document from List C. You will find lists of accepted identifications here.
To be completed online. Instructions will be provided at orientation.
Form W-4 is a tax form to determine the correct amount of Federal tax withholding to deduct from employees' wages.
M-4 is a tax form to determine the correct amount of State tax withholding to deduct from employees' wages.
Foreign Nationals have very specific tax issues. If you are a Foreign National, please contact one of the following individuals immediately for assistance:
Email: rsheldon [at] partners.org
Email: seconnelly [at] partners.org
As an affiliate of Massachusetts General Hospital and member of Partners, all faculty and staff new hires are required to attend their Occupational Health appointment. This appointment must be scheduled during your first two days of employment. Please look for an email from Occupational Health that will be in your inbox when you start and follow the directions given.
Location: 165 Charles River Plaza, 4th Floor, Suite 404
Hours: Monday thru Friday , 7:00 a.m. to 5:00 p.m.
Phone: (617) 726-2217
New Hire Appointment Contact: Jackelyne Balestier (617) 643-7588
There is an MGB Shuttle bus that picks employees up in front of Building 34 at the corner of 1st Avenue and 9th Street. You can take this bus to the 50 Staniford Street stop on the shuttle route. 165 Cambridge Street is a 3-5 minute walk from this stop. 165 Cambridge Street is also a short walk from the Red Line MGH/Charles River stop.
A Special Note for Employees with Disabilities: MGH Institute wishes to ensure that no individual with a disability is excluded, denied services, segregated or otherwise treated differently from other individuals because of the absence of auxiliary aids and services. If you are in need of auxiliary aids or services, please see the Employee Disability Toolkit on Pulse.
In general, new faculty and staff will attend the MGH Institute Orientation Program on their first day. The New Employee Orientation session is offered once a month. If a faculty or staff member starts before this session, he/she will be scheduled to attend the next upcoming in-person orientation session. Your HR Generalist and your hiring manager will work with you to complete required day-one and week-one compliance trainings.
HIPPA Security Training is a mandatory training regarding protected health information (PHI). You must complete the training within your first two weeks of employment. You will be sent an online version of HIPPA training to complete in HealthStream.
As an Institute employee you will be issued a photo ID badge. In general, new employees will pick up their ID badge on day one of the Institute’s in-person orientation session. If you start before a scheduled in-person orientation, you will be required to go to the MGH ID Badge office to pick up your ID badge. Review the process for getting it.
Employees must follow the Password Self-Service Process to obtain a username and create a password. This can only be performed after your date of hire. If any problems should arise during this process, please contact MGH Help Desk at 617-726-5085.
If you are a direct transfer from a Partners affiliate, you may continue to use the username and password that you obtained at the affiliate. However, if you are unable to access the computer systems, you should complete the Password Self-Service process to reset the password.
All new employees have 30 days from their date of hire to sign-up for their benefits. If you do not make your elections within 30 days you will default into the "Partners Value Employee Only" coverage plan for the remainder of the year. Instructions for how to sign up for your benefits in PeopleSoft can be found in the Enrolling in your benefits document.
Benefits and Payroll Information contains more detail about faculty and staff benefits. You will also be provided more detail about your benefits during your in-person orientation and one-on-one meeting with your HR Generalist.
All faculty and staff are required to request and record vacation, sick, professional, bereavement, jury duty, and other days off in the IHP Time-Off Request System located on the Institute Intranet. You will receive more information on this during your day-one orientation session.
You will receive your password to access the HR Intranet within your first few days from the IT Team.
Review Directions and Parking at MGH IHP to plan your first day commute and begin to think about how you plan to commute to the IHP. If you plan to park in the MGH 199 Garage, take a pass on your first morning. When you pick up your ID badge at the ID badge office between Noon–2:00 p.m., you will be able to go over to the parking garage office immediately following and sign up for parking.
At orientation you will be provided instructions for how to sign up for a discounted T-Pass or parking pass.
Welcome from President Milone-Nuzzo
To our newest colleagues:
On behalf of the Institute’s faculty, staff, and leadership team, I am delighted to welcome you to our vibrant learning community, located in the beautiful and historic Charlestown Navy Yard.
You are joining a graduate school whose special mission is to educate health professionals to become leaders in their respective disciplines, whether as practitioners, educators or researchers.
Since 1977, the Institute has educated more than 7,200 highly qualified women and men in a wide array of health professions disciplines. The school has grown dramatically over time and has added several new programs to meet the health care demands of the country’s growing and increasingly diverse population.
Here at the Institute, you will find classrooms and labs equipped with state-of-the-art technology and teaching-learning resources, as well as resources to support faculty and staff professional development. These resources support our strategic commitments to academic excellence, research, diversity, and community service and engagement, and have led to the Institute being named 10 consecutive years as a Great College to Work For and the Only College in Massachusetts Named in 2021 by the prestigious Chronicle of Higher Education.
In whatever capacity you are joining the Institute, I am confident you bring the personal knowledge, skills, and talents to help us continue to advance our commitments to educate, discover, and serve.
As you begin your journey at the Institute, we have prepared a variety of resources to assist you. This New Employee Orientation site provides information on your orientation, our strategic goals, important policies and procedures, and your employee benefits. I hope you will find it a helpful start in getting to know more about the Institute, and an adjunct to the New Employee Resource Guide.
I encourage you to connect with your fellow colleagues, your manager and your HR generalist, and know they are here to help you learn and acclimate to your new role.
We are pleased you have chosen to join us, and I look forward to personally meeting you soon. Welcome aboard!
President and John Hilton Knowles Professor
Organizational Information & Institute Policies
In this section, you can learn more about where we came from and where we are going. Your contributions are essential in helping us achieve the experiential, interprofessional education that is at the core of our mission.
- History: Our history explains our origins in the training programs of Massachusetts General Hospital and development into an independent graduate school.
- Mission, Vision, and Core Values: These principles embody what we do and how we contribute to society.
- Strategic Plan : This plan, developed with input from all of the MGH Institute's stakeholders, provides guidance to every aspect of our commitment to academics, research, and service.
- Fact Sheet: This presents quantifiable information about students, graduates, faculty, administrators and staff, and about financial and physical resources.
To ensure a professional and ethical learning environment, all members of the Institute community abide by certain standards of behavior. The following policies make explicit our commitment to shared values. The Catalog contains additional policies related to student behavior.
Human Resources Policies & Procedures: Human Resources maintains a list of policies that are specific to your employment at the Institute, available on AskMyHR.
Faculty Handbook: The Faculty Handbook provides information regarding policies, descriptions for dealing with academic operations and organization, faculty roles and responsibilities, and the shared governance model.
Partners and MGH Policies and Procedures: As a member of Mass General Brigham and an affiliate of Massachusetts General Hospital, MGH Institute employees also must comply with certain MGB Policies and Procedures and MGH Policies and Procedures. You will need to access these policies from your work computer.
New Employees FAQ
Q: If I don't have the required employment verification documentation, can I complete the I-9 Employment Verification form?
A: No. The material can be taken home after the first day of work and returned on the second day of work with the proper identification.
Q: What happens if I can't get the proper ID documentation?
A: You will not be able to work at MGH Institute until proper documentation is provided. You should immediately contact the HR Generalist listed on your offer letter if you do not have proper identification.
Q: Is a Social Security Card necessary if I have other documentation for employment verification?
A: Yes. The Social Security Card is necessary to verify that your name and number in our Human Resources Information System is exactly as it appears on your Social Security Card. We provide this information to Social Security Administration for wage reporting purposes and need to ensure the accuracy. If you need to replace a lost Social Security Card, you may go to any Social Security Office and request a replacement. There is one located near North Station at the Tip O'Neil building (10 Causeway Street).
Q: Do I have to attend my Occupational Health Services (OHS) appointment if it is scheduled during my workday?
A: Yes, the Occupational Health appointment is required.
Q: If I already met with Occupational Health Services when I was a volunteer or non-employee at MGH, do I need to go again?
A: Yes. The pre-placement screening for new hires may vary from screenings performed for volunteers and non-employees. Occupational Health Services would like to meet with all hires who are not transferring from Bulfinch Temporary Services.
Q: How do I get my photo ID badge?
A: During day one of the Institute’s in-person orientation session you will be taken to the Police and Security desk to take your photo and create your ID badge.
Q: What if I did not have my picture taken on Orientation day 1?
A: If you start before a day one scheduled orientation, you will need to report to the Charlestown Navy Yard photo ID office which is located at the Police and Security desk at the West Entrance of the Building 149 lobby.
Q: My name or department is incorrect on my badge, how do I fix this?
A: Please visit the photo ID office referenced above for any corrections.
Q: When do I get paid?
A: Paycheck distribution is weekly and occurs on Thursdays for weekly employees. If this is your first week of employment, you will be paid on the Thursday following your first week. If you would like to view your paycheck prior to Thursday, you may do so through Peoplesoft Employee Self Service. Once logged on to Peoplesoft please navigate this path:
Peoplesoft HRMS Production>Self Service>Employee>View>View Paycheck
Monthly employees (Institute Faculty & Administration) are paid on the 26th. If the 26th is on a weekend or holiday, paychecks will be paid on the earliest business day after the 26th.
Peoplesoft HRMS Production>Self Service>Employee>View>View Paycheck
Q: Who is my timekeeper?
A: The full list of timekeepers for weekly payroll can be found on the Intranet.
Q: Whom do I contact if there is a problem with my paycheck?
A: You should report any discrepancies on your paycheck to your manager and your HR Generalist.
Q: When will my benefits start?
A: Benefits are effective (start) on the day that you become eligible to participate in them. For example, date of hire, the date that your pay rises to the minimum level for eligibility, the date your status changes from Per Diem to Regular, etc.
Q: How long do I have to elect my benefits?
A: You have up to 30 days after the date on which you become eligible to elect your benefits. If you fail to do so within 30 days you will default to Partners Value coverage for yourself only, and the next opportunity to enroll will be during the next annual Benefits Open Enrollment period.
Q: What if I don't need benefits?
A: If you already have insurance from another source and don't need to participate, you should "Opt Out" of benefits within 30 days of eligibility online through eBenefits. Otherwise your coverage defaults to Partners Value for yourself only, and the next opportunity to enroll will be during the next annual Benefits Open Enrollment.
Q: Once my initial 30 days have passed, is there any other time that I can change my benefits?
A: Benefits can be changed for any reason during the Annual Benefits Open Enrollment period which generally takes place during November. Benefit changes made during the open period go into effect the following January 1. Benefits can also be changed within 30 days of a Qualified Life Event. Some examples of Qualified Life Events are:
- Gain or loss of coverage from another source
- Birth/Adoption/Change of Custody of a child
- Marriage or divorce
- Dependent changing from ineligible to eligible status or vice versa
- Move out of your medical plan's coverage area
Q: I changed to a regular status employee (i.e. per diem to regular, or Bulfinch temp to regular status), but I cannot enroll in benefits via eBenefits. What can I do?
A: You will need to contact your Human Resources Generalist to ensure that your status was updated in the Peoplesoft HR information system. Once your transfer record is updated, you will be able to enroll online within 72 hours of the update. If problem is not resolved after this time, please contact the benefits office at 617-726-8133 to open your enrollment.
Q: How do I go about enrolling in or changing my benefits?
Q: If I am not ready to make my benefit elections by the end of orientation, can I take them home and submit them on a later date?
A: Yes. You can make your elections anytime within 30 days of your hire status change date. However, you will be responsible for the retroactive costs for those selections. If you do not make your elections within 30 days you will default into the "Partners Value Employee Only" coverage plan for the remainder of the year.
Q: Do I have to submit all of my benefit elections through eBenefits at the same time?
A: Medical, dental, vision, life and flexible spending accounts must be submitted at the same time. You can enroll in Tax Sheltered Annuity accounts at any time throughout the year.
Q: What is Partners Plus and Partners Value?
A: Partners Plus and Partners Value are medical insurance coverages provided by Blue Cross Blue Shield of Massachusetts.
Q: I don't need medical insurance, but I'd like to have dental coverage. Is that allowed?
A: Yes. All plans are independent of each other.
Q: I have not received my insurance card yet. What should I do?
A: It often takes the insurance companies 2-3 weeks to produce member cards. If you are in immediate need of medical attention, you can get the billing information from your benefits consultant. Otherwise, call the insurance company to request that cards be rushed to you.
Q: I went to the pharmacy to fill a prescription and the pharmacist said I wasn't covered.
A: First, make sure that you presented the correct insurance card at the pharmacy. The correct card has the word CVS/Caremark printed on it, along with the subscriber's name and ID number. Your health insurance card will not be accepted because health insurance doesn't cover prescription drugs. If you presented the wrong card and paid full price for your medication, just bring the correct card to your pharmacist along with your receipt for a refund, less the co-payment.
Second, make sure that the pharmacy is a member of the CVS/Caremark network by visiting the CVS/Caremark website. Your membership number is your ID number.
Third, submit your receipt to CVS/Caremark for a reimbursement. Claim forms are available in the Professional Staff Benefits office.
Q: My doctor is at a non-Mass General Brigham hospital. Can I still see her if I choose BCBS Partners Plus?
A: Yes. BCBS Partners Plus and BCBS Partners Value do not limit you to MGB doctors and hospitals. However, your costs will be lowest when you receive care from a MGB specialist.
Q: My parents are coming to stay with me for an extended period. Can they be covered under my benefits?
A: No. Parents, grandparents, aunts, uncles, and cousins are not considered qualified dependents
Q: How do I obtain my NT logon/username and computer password?
A: Employees must follow the Password Self-Service Process to obtain a username and create a password. The Password Self-Service Process can only be performed after your date of hire. If any problems should arise during this process, please contact MGH Help Desk at 617-726-5085.
Q: As a MGB Affiliate transfer, I already have a username and password, do I need to perform the Password Self-service process again?
A: No. If you are a direct transfer from an MGB affiliate, you may continue to use the Username and password that you obtained at the affiliate. However, if you are unable to access the computer systems, you should complete the Password Self-Service process to reset the password. Click here for instructions to reset your password.
Q: Why do I need a Username and password?
A: All employees receive a username to access Peoplesoft, our HR information systems to perform such tasks as enrolling for benefits, direct deposit and MBTA passes, making address changes and electing an emergency contact. Employees whose jobs require the use of a computer will also use the username and password to access the MGB network and email.
Q: I was not given access to the MGB Network and my job requires computer usage, how do I request access?
A: Contact your manager to have him/her grant you access to the network.
Q: How do I access my email and Peoplesoft from home?
A: You may access your email here
Peoplesoft can be accessed at https://ibridge.partners.org
If you are connecting to any MGH resources including email and PeopleSoft from a portable device (laptop, smartphone, netbook, etc.), the device must be encrypted.
Q: I cannot access Peoplesoft from my home computer, what can I do?
A: If you are unable to access the https://ibridge.partners.org link from home, you may access it from your workstation, or you may visit the Human Resources Office in Building 34, 2nd floor.
Q: Do I have to encrypt my portable electronic devices?
A: In order to comply with federal and state laws, Mass General Brigham (including MGH Institute) policy requires that all laptops for any MGH Institute/MGB business, to connect to any MGH Institute/MGBresources or for storing any MGH Institute/MGB information (including e-mail and PeopleSoft) be encrypted.
Q: Who can I contact with any computer related issues?
A: For issues regarding computer access, please first verify that the manager has granted access.
Q: How do I purchase a subsidized MBTA pass?
A: You have until the 14th of the month to sign up or cancel an MBTA pass for the following month. You must enroll online via Peoplesoft Employee Self Service. Once you enroll, the enrollment will carry over every month. Should you miss the deadline, you may contact Parking and Commuter Services at 617-724-6588 to possibly purchase a pass at the discounted rate. Parking and Commuter Services will only sell the extra MBTA passes up to the business day before the last business day of the month. The office is located in the hospital in the Wang Ambulatory Care Center room 232.
You should expect to pick up your first Charliecard (link pass) or your Charlieticket (commuter rail and inner and outer express bus passes) from your department timekeeper.
The MGH Institute of Health Professions does not discriminate on the basis of color, race, creed, gender, sexual orientation, gender identity or expression, age, disability, veteran status, marital status, status as a parent, or national origin. The Institute respects and values the diverse backgrounds of all people and welcomes them to fully participate in campus life.
This policy incorporates, by reference, the requirements of Title VI of the Civil Rights Act, Title IX of the 1972 Educational Amendments, and all relevant federal, state, and local laws, statutes, and regulations.
The Title IX Compliance Officer for Faculty and Staff is the Director of Human Resources. The Compliance Officer for Students is the Dean of Student Affairs. They have been appointed to coordinate the Institute’s efforts to comply with the law. See Title IX Compliance Overview.
The MGH Institute of Health Professions is an equal opportunity employer, committed to workforce diversity. EOE/AA.