Wyss Onboarding Information

Prior to your first day

• Speak with your supervisor regarding the following items

  • Which type of computer you would like (PC, MAC, specific software, etc.)
  • Confirm your work location (Lab Bench, Lab Desk, Cubicle Number, etc.) and your Fjord details, including Fjord leader.
    • There are 15 Fjords at the Wyss, and it is important that we ensure you are assigned to the correct group.
  • Confirm plans for your first day of work – remote or in person, start time, and who from the team will meet you if you will be on site.
    • We strongly recommend that all new hires work remotely until they receive their ID cards, but in some cases your supervisor may prefer that you begin work on site.
    • Please note that you may NOT enter any Wyss lab space until you complete safety training and receive your ID cards.
  • Make sure you have your new supervisor’s contact information (e.g., cell phone, office phone, email, etc.).

• Complete new hire paperwork and request contact info

  • Complete your Wyss SharePoint Profile
  • Complete any new hire paperwork which was sent by your Academic Affairs or HR contact.

First steps to complete on your first day

Please note that onboarding may take up to two weeks so please make sure to work with your supervisor to come up with a schedule for the first days at home.

• Get your Harvard Credentials

  • Find your Harvard ID number (HUID). You will receive this from Academic Affairs or Human Resources.
  • Request a HarvardKey. HarvardKey is Harvard University’s unified online user credential, uniquely identifying you to Harvard IT applications and services to grant you access to the resources you use every day. Please do not delay your HarvardKey and HMS ID account activation as this will significantly disrupt the onboarding process.

• Online Safety Training and Wyss Access

  • All new hires, including administrative staff, MUST complete online safety training prior to receiving Wyss access and ID cards.
  • You cannot enter Wyss labs under any circumstances until this step is complete, so please plan to finish your trainings as soon as possible.
  • The Wyss Facilities Team will email on your first day to provide information on how to complete the required training and other next steps.

During your first week

• Obtain your IDs

  • After you complete safety training, Wyss Facilities will provide instructions on how to pick up your “Base Building” ID & Harvard ID.
  • Pick up your “Base Building” ID – after safety training is complete.
    • You can obtain your base building ID by showing a picture ID at the front desk of 201 Brookline. This ID will allow you general building access, but will NOT give you access to the Wyss space.
  • Request your Harvard ID. You will need the Harvard ID form which facilities will provide after you complete safety training.
    • Harvard ID is what allows you access to the Wyss Space.
    • You can pick up your Harvard ID at the Main ID office in Cambridge, or the Longwood ID Office in Boston.

• Activate your HMS account

  You will receive an email from Harvard IT with an account username and activation code which will be needed to register your account.

  • If you do not receive this activation email within 1 week of your start date, or if you have trouble registering your account, please contact HMS IT at 617-432-2000 or itservicedesk@hms.harvard.edu.

• Verify that you can sign into our sites

  Harvard’s SharePoint site. Use your Harvard Key or HMS account to sign in.

  • If you can’t sign in, please contact Viet Nguyen and include a screenshot.

• Complete the following in Peoplesoft

  In Peoplesoft under “My Personal Details”:

  • Review and sign the Harvard Confidentiality Agreement and the Massachusetts Department of Paid Family and Medical Leave (MA PFML).

  Under “My Pay”:

  • Enroll in direct deposit. This is strongly recommended, as delivery of paper checks is routinely delayed.

  Confirm your home address and tax withholding preferences under “Tax Withholding and Addresses.”

• Review Time and Absence Reporting Information

  • If you have a full-time staff role (e.g. ATTs, RAs, administrative staff) please review the instructions for reporting absences in PeopleSoft.
  • If you are paid hourly (e.g. temps, LHTs, RAs) you will need to submit a weekly timesheet in PeopleSoft. Please review the instructions on how to enter weekly hours.

• For benefits-eligible positions

  Review the Harvard Benefits Guides. You must sign up for your Harvard Benefits within your first 30 days at Harvard University. You will not be eligible to sign up for benefits after this date unless it is open enrollment period or have a significant life event (e.g., marriage, etc.).

• For employees who will be working in the lab

  • Request the Wyss Lab Orientation. Mike Carr will reach out to you to schedule.
  • You will need to be trained and added to a COMS (Committee on Microbiological Safety) registration prior to working with biological materials. This step is required. You may not order any specimens or biologics before you have been added to a COMS.
    • Email your supervisor and Dionna Williams to let them know once COMS training has been completed.

• Review policies

  • Harvard University IP Policy
  • Harvard University & Wyss Institute Tax Information
  • Health Insurance Marketplace Coverage Options
  • Sexual and Gender-Based Harassment Policy
  • Pregnancy in the Workplace Policy
  • Policy on Drugs and Alcohol in the Workplace
  • Familiarize yourself with additional university policies

During your first month

• Ways to stay connected & informed

  • Enroll in MessageMe, which will enable you to receive text, cell phone, and email messages in the event of campus emergencies.
  • Sign up for Wyss Institute emails using your work email address to ensure you receive updates about Wyss internal news and events.
  • Sign up for the ARE Hub to receive notifications about building-wide activities and events organized by Alexandria Real Estate.
  • Bookmark the Wyss Institute Intranet Homepage for future reference and access to additional internal resources and information.

• Register for orientation

  For Staff Members (Staff Scientists and Engineers, Research Assistants, administrative staff):

  • Harvard New Employee Orientation (self-paced, online): This asynchronous orientation provides an overview of Harvard benefits, information about the University, and resources to help you get started. Visit the Harvard Training Portal (AFTER you receive your HUID) to learn more
  • Register for the Harvard Longwood Campus Orientation and Networking Event. This event takes place virtually once a month from 9:30-11:00 a.m. and will introduce you to some of the resources here on the HLC campus, discuss training and development opportunities, and encourage networking with fellow colleagues within the community.

  For Postdoctoral Fellows:

  • Register for the Postdoc Orientation. This event is hosted by the HMS/HSDM Office for Postdoctoral Fellows organizes orientations every 8 weeks and is an important opportunity to learn about the administrative systems at HMS/HSDM and Harvard, research offices and policies, and receive a broad overview and explanation of the many benefits of working at Harvard.

• For employees who need access to our procurement system

  • Visit the Wyss Procurement SharePoint page to access B2P, other Procurement forms and training videos.
  • To request one-on-one B2P training, email purchasing@wyss.harvard.edu.

Important Information for International Members

• For Harvard-sponsored visas only

  Check in with the Harvard International Office (HIO) as soon as possible if your visa has been sponsored by Harvard. This is extremely important.

  • Please visit the HIO’s website for instructions on registration to ensure that you have been properly checked in and that your SEVIS record will not become invalid.
    • https://www.hio.harvard.edu/hio-registration-form

  For J-1 Student Interns – Interns must present their passport, DS-2019, and fully signed DS-7002 to the HIO in order to be eligible to register their arrival. The HIO should be in touch and provide instructions on how to register with the HIO.

  • If an intern comes to the HIO without the signature from the internship’s supervisor on the DS-7002, they will not be permitted to register and will be asked to return with the signed document.

• Social Security Information

  If you do not have a social security number, please apply for your SSN through Harvard. If you have questions on needing to get a SSN, please reach out to your Academic Affairs point of contact.

• Paid International Members of the community (GLACIER)

  The Harvard GLACIER office will email you information on how to complete your US Federal and State tax forms. You should complete the questionnaire they send as soon as possible. This is very important as you may have more taxes withheld from your paycheck than are necessary until you complete this questionnaire.

  If you do not receive this email, please reach out to nratax_ufs@harvard.edu or visit their website.

  The tax resources offered in this new hire checklist are provided so that international members of the Harvard community can make informed personal decisions concerning their taxes. Wyss HR/AA are not trained tax specialists and cannot provide individual advice on taxes.

• Quick links

  • Harvard International Office (HIO)– Resources for Harvard’s international community
    • Harvard International Office Hours – You may connect with an HIO Advisor through daily virtual advisor on call sessions.
  • Social Security Number (SSN) – Information about applying for SSN through the Harvard International Office
  • GLACIER – Tax withholding and reporting for foreign individuals and entities
  • For more information, please visit the Wyss International Site.