Pre-Arrival Onboarding Process

The Pre-Arrival Onboarding Process (Paid and Unpaid)

Below is a breakdown of the onboarding process for research students/postdoctoral research fellows. You can download a copy of this process document here

Below is a breakdown of the onboarding process for research students/postdoctoral research fellows. Please reach out to Ethan Selinger, Program Director for the BIDMC Office of Student Engagement and Experience (OSEE), if you have any questions about this process.

1. Principal Investigators and Research Administration complete and sign Research Student/Research Postdoctoral Fellow Intake Form via REDCap system.
   • Paid Hires- a job requisite must be completed in Workday in addition to the intake form, and the intake form must be submitted at least 2 weeks before the desired start date
   • Unpaid Hires- form must be submitted at least 3 weeks before the desired start date.

*Please note that the intake form for students/postdoctoral research fellows that require a J1 visa must be filled out, signed, and submitted 3-6 months in advance to ensure that there is enough time for research immigration to petition a J1 visa.  

2. Intake form is automatically submitted in REDCap system once both Principal Investigator and Research Administrator sign. Intake Form is then reviewed by one of the following groups:
   • Domestic Research Students (not sponsored)- BIDMC Office of Student Engagement and Experience
   • Postdoctoral Research Fellows (not sponsored)- Research Human Resources
   • J1 and sponsored Research Students and Postdoc Fellows- Research Compliance, BILH Integrity & Compliance Team

Step 3 is specific to hires that require a J1 visa

3. PI/HR contacts receive an email with the completed forms to package and send to their Research Immigration Contact: Research Immigration Office, New Hire Visa Process - BIDMC

4. A TA Associate will reach out to the student/fellow to schedule Pre-Onboarding appointments and copies the Principal Investigator and any other relevant staff highlighted in the intake form, including the student/postdoctoral fellow’s supervisor and mentor, to the email.

5. The student/fellow completes a virtual ID verification call, where the TA Associate will ensure background forms have been completed.

6. Pre-Employee Health Screenings- Screening options are dependent on whether the research student/postdoctoral research fellow are paid or unpaid hires

• • Paid- TA Associate will schedule an in-person employee health screening appointment with Employee Health Services

• • Unpaid- research student/postdoctoral research fellow will be screened remotely. EOHS reaches out to new hire directly with remote screening forms and requirements.

7. TA Associate submits CORI/background forms to background vendor.

Steps 7 and 8 are specific to unpaid hires:

8. TA Associate emails excel list each week to BILH Traveler- Contingent hires Inbox to have them processed in Workday.

9. Once Processed in Workday a New Hire Details email is sent out to the hiring manager with the ID number. This ID number is used to submit an IS Access form through Service Now Portal to create the student/fellow email.

10. TA verifies EOHS and background clearances prior to start date and notifies department contacts of any delays.

11. TA sends out New Hire report to Public Safety once clearances are confirmed. This occurs Friday before the start date.

12. BIDMC Office of Student Engagement and Experience (OSEE) sends out Research Orientation email to research students cleared to start, and TA associate sends orientation materials to postdoctoral research fellows on the Friday prior to the start date.
13. Information Systems (IS) Access Request

    • In order for new research student hires to receive access to their BIDMC emails and other systems (including EPIC), the student’s PI/supervisor will need to complete an IS Access Request. These steps are emailed directly in Talent Acquisition’s pre-arrival email to PIs/supervisors. Students' Supervisor will receive an email from Workday with students ID, which is necessary to complete the request.

      • Information Systems (IS) Access Request: Pathway: Request Something -> BIDMC Access Request->Request Type: New Hire Access Request

    • PI/supervisor must share BIDMC email and temporary password with students on their first day of work- credentials will be emailed to PI/supervisor after completing the IS Access Request