The Pre-Arrival Onboarding Process (not paid on BILH payroll)

Research Students

Postdoctoral Research Fellows

Research Student Intern (A3140)

Clinical Research Student Intern (A3364)

PhD Graduate Student (A3366)

Sponsored PhD Graduate Student (A3367)

Postdoctoral Research Fellow Intern (A2811)

Sponsored Postdoc Research Fellow (A2841)

Postdoc Research Fellow Visiting (A3610)

Visiting Scientist (A2391)

Step Number

 Description

Materials Needed

Responsible Party

Timeline

1

An intake form must be submitted via REDCap with all fields completed, including the internship questionnaire

“New hire” should be selected in the form if this is a brand-new role, if the research student or postdoc research fellow was previously onboarded over one calendar year prior, and/or if funding is changing

“Rehire” should be selected in the form if a research student or postdoc research fellow is being hired into the same lab/role, with the same funding (if applicable), and was previously onboarded less than one calendar year prior

Security Review and selected Intake Forms

Principal Investigator (complete and sign intake form)

Research Administrator (review and sign intake form)

Intake form must be submitted least 3 weeks prior to desired start date (domestic hires)

Intake form must be submitted at least 3 months prior to desired start date (hires that require visa sponsorship)

Please note that BILH Research Compliance Security screening can take a couple of weeks. It is recommended that you submit the intake form as far out from the desired start date as possible

2

Intake Form Reviews

The Office of Student Engagement and Experience will review the form

Additionally, BILH Research Compliance will conduct a security screening if a BILH site will need to sponsor a visa, if the research student or postdoc fellow is changing labs or transferring a current J1 visa from an external entity,  or is a U.S citizen/permanent resident receiving any funding by an external entity. 

Research Students and Postdoctoral Research Fellows that require J1 sponsorship and/or are transfering a J1 visa to BILH:

• Once security review and OSEE reviews are complete, all materials needed for the J1 petition are automatically emailed via REDCap system to BILH Research Immigration Team to begin the visa petition process

Security Review and selected Intake Forms

For J1 Individuals (new petitions):

Certification of English Proficiency Form 

Attestation of Outside Support Form 

Form uploads are required fields

For sponsored (paid externally from BIDMC) individuals

 Attestation of Outside Support Form

Form uploads are required fields

For J1 changes of employment or transfers

Change of Employment Form

Reward/sponsor letter

Office of Student Engagement and Experience (reviews form, communicates next steps with department/lab contacts listed in intake form)

BILH Research Compliance (conducts security review, communicates steps with department/lab contacts)

BILH Research Immigration (reviews and approves any changes to employment or transfers on a current J1 visa)

Principal Investigator and other contacts in intake form (submit materials to appropriate BILH Research Immigration specialist to begin J1 visa petition process)

Reviews begin/are conducted within 1 week of submission

3.5

Research Students/Postdoctoral Research Fellows that require J1 sponsorship

• Once a J1 is successfully petitioned or transferred to BILH,  BILH Research Immigration specialist updates Office of Student Engagement and Experience, HR, Principal Investigator, and other necessary contacts
• Research HR sends official offer letter to J1 student with department contacts included in the intake form cc’d.

BILH Research Immigration (submits updates to Office of Student Engagement and Experience)

BILH Human Resources (submits offer letter to research student/postdoctoral research fellow)

Office of Student Engagement and Experience (submits intake form to BILH Talent Acquisition to begin onboarding steps once J1 is successfully petitioned)

All steps are conducted within 1 week of receiving update from BILH Research Immigration

4

Office of Student Engagement and Experience conducts onboarding steps for new contingent worker (unpaid) hires

• HR specialist supporting OSEE sends welcome emails to new hire and all contacts listed in intake form
• HR specialist supporting OSEE sends pre-hire Adobe forms to new hire
  • New hire will be delayed if forms are not submitted within one week of start date)
• HR specialist supporting OSEE submits returned materials for CORI checks
• HR specialist supporting OSEE sends data to HR Service Center to input new hire into Workday
• Contingent hires are remotely cleared by EOHS- New hire receives clearance document from EOHS and submits all vaccinations and tests via email (candidate can make an appointment with EOHS if they are missing a vaccination/test and would like to have it administered by EOHS)
  • If new hire is not cleared to begin by start date of role, they will not be able to begin until they are cleared
• Once new hire is cleared to begin and receives welcome email from OSEE
• Candidate has picture taken on first day of work when collecting badge

Pre-hire Adobe Forms

Universal Health Clearence Form

OSEE (coordinating onboarding process, including all emails to new hire/department contacts, CORI background checks, tracking, etc.)

New Hire (completes new hire paperwork emailed by HR specialist and EOHS for remote health screening)

OSEE (sends welcome email to new hires once they are cleared to begin)

Onboarding process begins 2.5 weeks from desired start date (OSEE will adjust start date as necessary)

6

To receive BILH log-in credentials and access to necessary systems, Principal Investigator/lab contacts submit IS access request, using employee ID on BILH Workday

IS Access Request Portals

BIDMC Access Request - BILH Service Portal

Lahey Access Request - BILH Service Portal

NEBH Access Request - BILH Service Portal

Workday bilh

Principal Investigator/lab contacts (submit IS access request and share credentials with new hire)

OSEE submits email with ID and other information necessary for submitting IS Access Request to all contacts on submitted intake form 3-5 days out from start date (once IDs are received from BILH HR Service Center)