New Employees: 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.
In addition to the key action steps below, you should also use the New Employee Orientation Check List by week and month to stay on track.
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.
Complete New Hire Paperwork
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.
Due Two Weeks Prior to Hire Date
- Employee Information Sheet
- MGH Self-Identification Form
- CORI Information Form
- I-9 forms will be sent to you electronically from HireRight
To be Completed in HealthStream After Attending Orientation
Faculty Only Forms To Be Completed In HealthStream
- Academic Integrity Policy Agreement
- Intellectual Property Acknowledgement and License Agreement
- Pre-Existing Intellectual Property Disclosure Form (Attachment A)
Due after your new employee orientation, the following new hire forms will be assigned to you to complete in HealthStream.
MGH Institute of Health Professions participates in the E-Verify program. Learn more about E-Verify.
Additional information regarding these forms is in the table below.
|Form to be completed||What is it?||Why is it necessary||Guidelines|
|Form I-9||Employment Eligibility Verification||All U.S. employers are required to ensure that ALL employees are legally authorized to work in the U.S.||Please provide the requested information in Section 1 only.|
|MGH Self-Identification Form||Equal Employment Opportunity race and ethnic identification; veteran status verification||MGH is subject to certain governmental reporting requirements for civil rights laws and regulations.||Please select one or more race/ethnic group with which you most identify; and select your veteran status.|
|Drug-Free Workplace Agreement||Agreement to maintain a drug-free workplace||The Drug-Free Workplace Act of 1988 requires a drug-free environment for all MGH employees.||Please read the statement; sign and date the contract in agreement.|
|Confidentiality Agreement||Partners Healthcare System contract regarding non-disclosure policy||The confidentiality agreement ensures privacy to all patients and their health information as well as the confidentiality of all MGH employees, payroll, fiscal, research, computer systems and management information.||Please read the entire agreement. Sign, date and print your name at the bottom.|
Federal and State Tax Information: To be completed online. Instructions will be provided at orientation.
|Form to be completed||What is it?||Why is it necessary?||Guidelines|
|W-4||Employee's Withholding Allowance Certificate||Form W-4 is a tax form to determine the correct amount of Federal tax withholding to deduct from employees' wages.||Calculate the number of Form W-4 allowances you will claim, based on your expected tax filing situation for the year.|
|M-4||Massachusetts State Tax Withholding Form||M-4 is a tax form to determine the correct amount of State tax withholding to deduct from employees' wages.||Calculate the number of exemptions to determine the appropriate state income tax withholding.|
Foreign Nationals have very specific tax issues. If you are a Foreign National, please contact one of the following individuals immediately for assistance:
Plan Your Commute
There are a variety of commuting options to the Institute. Review your options and make a plan for your first day commute. At orientation you will be provided instructions for how to sign up for a discounted T-Pass or parking pass.
Go to Your Occupational Health Appointment
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. Review this Occupational Health file for what to expect and what to bring.
Below you will find the location and directions to Occupational Health:
Location: 165 Charles River Plaza, 4th Floor, Suite 404
Google Map | MGH Campus Map (PDF)
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 a Partners 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 contact Betsy Pillsbury, Disabilities Resource Coordinator via email at firstname.lastname@example.org.
Attend MGH Institute New Employee Orientation
In general, new faculty and staff will attend the MGH Institute Orientation Program on their first day. The in-person 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.
Complete;HIPPA Security Training
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.
Pick Up Your Employee ID Card
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, as well as policies, procedures, and whom to contact with questions about your photo ID badge.
Complete Password Self-Service Process
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.
Sign Up For Benefits
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.
Submit Your Institute Bio
All 0.5 to 1.0 FTE faculty members, and all administrators and staff are included in the Institute's website directory for faculty and staff. Please complete and submit the online Web Profile and Media Announcement Form. John Shaw, Associate Director of Communications, will be in touch with you to take a photo to include on your web profile.
Learn to Report Time and Leave
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.