Onboarding Research Students Hired through OSEE Managed Programs and Partnerships: Process Flow
This document illustrates the process flow for OSEE involvement in the onboarding of research students hired for programs and partnerships streamlined through OSEE. Notable changes include OSEE oversight of current process, including creating job requisites (for paid student positions), drafting and administering offer letters to students, completing intake forms/minor forms with hiring manager, OSEE operating as supervisory organization for students hired, and live programs and support as students arrive.
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Onboarding Categories
Supervisory Organization:
- OSEE will the supervisory organization (sup org) in BILH- this allows OSEE to handle logistics throughout onboarding and offboarding process, including communication around issues and IT/BIDMC new hire access.
Intake Form:
- OSEE will complete specific sections of the Intake Form prior to submitting it to Principal Investigators/Faculty for completion via REDCap. This includes:
- Student and Principal Investigator information
- Position Information
- Description of Intern’s Role (from submitted Project)
- Established Program Field
- OSEE will sign form as “Research Administrator”
- Principal Investigator will need to complete the following fields resubmit the form via REDCap. This includes:
- Position Physical Location
- Contingent workers- Research student intern questionnaire (except for description of intern’s role) and section(s) on academic institution and credits (OSEE is aware of these answers for programs managed via the office and will fill them out accordingly)
- Principal Investigators name/signature
Minor Forms:
- Minor Research Student Questionnaire – this form will need to be completed by Principal Investigator and emailed to OSEE; OSEE will handle coordination with EH&S and Radiation Safety
- Minor Research Student Parental/Legal Guardian Consent Form- OSEE will handle coordination of this form and gather appropriate signatures after completion of Minor Research Student Questionnaire
BIDMC New Hire Access Request:
- In the REDCap Research Student Intake Form, OSEE sends to Principal Investigator with Intake Form, Principal Investigator will confirm which platforms student will need access to. OSEE will complete Information Systems Access Request.