Onboarding - Nadkarni-Lab/onboarding GitHub Wiki

  • First Things: After an offer letter has been signed, you will be contacted for educational credentials, work authorization documents and housing application, as may be applicable. Ask them for the name of your official supervisor, department, date-of-hire and employee number (LIFE Number). These may be needed later.

  • Health clearance: Health clearance by Employee Health Services will be in-person for on-site employees, and remotely in conjunction with outside lab companies, for remote employees.

  • Mandatory corporate training: Mandatory corporate educational courses are done in a system called PEAK. New employee orientation will be in PEAK, at least in part, and you will be asked to complete certain 'Modules' in that system, depending on your role.

  • ID badge: On-site employees should pick up their Mount Sinai ID card from security by showing state ID or passport. If a remote employee happens to visit on-site, arrangements can be made for them to obtain their ID card on arrival, by sending an email to [email protected].

  • Work email: IT will send instructions to access work email account, which also serve as login credentials for several Sinai systems.

  • 2FA and remote access: 2-factor authentication (2FA) is required to access most systems remotely, and some services even on campus. First, the manager must create a request for this in a system called SailPoint, and then the initial registration for 2FA can be done (a) yourself from most computers on-campus, or (b) by calling IT Help Desk from off-campus.

  • Ethics training: For research and ethics compliance training, we use the CITI Program. Go to https://www.citiprogram.org. Click Register β†’ Find 'Icahn School of Medicine at Mount Sinai (SSO)' in Select Your Organizational Affiliation β†’ 'I agree' checkboxes β†’ 'Log in...' β†’ Use Mount Sinai credentials to log in β†’ Click your name on the top right β†’ Profiles β†’ Institutional Profiles β†’ click 'Edit Profile' next to Icahn School of Medicine at Mount Sinai β†’ ensure email address is the correct Mount Sinai email address, Employee Number should be your LIFE Number mentioned above, Department = Internal Medicine unless advised otherwise, and choose whatever Role best fits your job β†’ Update. Then please complete the following modules, and save each certificate as a PDF, because they will be needed for one of the tasks below.

    • Investigators/Research Staff
    • Good Clinical Practice
    • Data Security and HIPAA
    • Data Security and HIPAA - Research Update
    • Biomedical Responsible Conduct in Research - Rigor, Reproducibility, and Ethical Behavior in Biomedical Research

  • Sinai Central: A legacy system from which some information is still pulled to populate other systems. We must ensure your 'Preferred Email' address is correct. You can log in at https://sinaicentral.mountsinai.org. Then click the '+' icon at the top left β†’ Personal Profile β†’ Sinai1 Profile. Ensure your @mountsinai.org, @mssm.edu or @icahn.mssm.edu email address is set as 'Preferred'. This is necessary for the next step. If your work email address doesn't appear, click on 'Contact Info' on the left, add it and then set that as the 'Preferred' email address.

  • IRB System: Our IRB submission/approval system is called RUTH. You can log in to the system at https://ruth.mssm.edu. The first step should be to upload your CV in PDF format as follows: Use the format CV_FirstName_LastName_YY_MM_DD.pdf for the filename. Then click on your name at the upper right corner of the screen β†’ 'My Profile' β†’ 'Upload CV' and upload the PDF file. If you have any problems with this, please send an email to [email protected] for support. Call (212) 824-8200 for support if the issue isn't addressed after 2 working days.

  • HPC System: Our high-performance computing system is called Minerva. Please request an account here: https://acctreq.hpc.mssm.edu/. The PI's Name is 'Girish Nadkarni' and Department is 'Medicine', unless you have been advised otherwise. Please note this requires a school, not hospital username. If you only have a hospital username, your manager has to make a SailPoint request for a school username before you can do this.

  • HPC System Training: Minerva uses a console (text)-based Linux interface. Please familiarize yourself with the basic tutorials here so you can be productive: https://labs.icahn.mssm.edu/minervalab/resources/the-minerva-user-group-and-training-classes/. At a minimum, review the September 21, 2022 and September 30, 2022 presentations and recordings.

  • Project Access: Resources on Minerva are allocated to 'projects'. We use two projects: EHR_ML and mscic1. Contact [email protected] for access to the EHR_ML project as soon as you get access to Minerva (above).

  • Get added to Umbrella IRB Protocol: Access to mscic1 requires that you get added to an IRB protocol. Please submit an onboarding form here, which requires an updated CV and a bunch of CITI certificates: https://app.smartsheet.com/b/form/c5d4f7e97e3444ae9940949f47ab34da. This may take 2-4 weeks, and you will receive an email when it is done.

  • Access to data: If your role requires direct database (https://labs.icahn.mssm.edu/msdw/) access, please contact [email protected] as soon as your addition to the Umbrella IRB Protocol is completed. In other cases, [email protected] will be the point of contact for obtaining the requisite dataset. Working with publicly available non-healthcare data may not need IRB approval. In all other cases, the use must be covered either under our Umbrella IRB Protocol or a project-specific protocol. If in doubt, check with your Principal Investigator (PI) prior to requesting or accessing data.

  • Compliant storage of PHI: A Mount Sinai issued computer, Mount Sinai’s work OneDrive, Outlook and HPC’s Minerva system are the only systems where sensitive data (Protected Health Information (PHI) or confidential information) can be stored. Personal computers or other cloud solutions should not be used to store sensitive data. If you are accessing Mount Sinai’s remote desktop setup from a personal computer, please ensure sensitive data remains on the remote desktop, and is not stored on your personal computer. Any personal computer used for work should have encrypted storage and strong passwords.

Employee benefits:

  • List of benefits: Employee benefits include health insurance, disability insurance, life insurance, healthcare and dependent care reimbursement accounts, commuter plans, paid time off, retirement plans, backup childcare and telehealth for pregnancy support.
  • Start of coverage: If you are a new hire or otherwise newly eligible for benefits, your coverage will begin on your first day of work only if it is also the first day of the month. If your hire date is not the first day of the month, your coverage will begin on the first day of the following month.
  • Enrollment deadline: Newly hired and otherwise newly eligible faculty must enroll within 30 days (from date of hire or new eligibility date). Those who do not enroll in BeneFlex by the last day of the enrollment period (30 days from date of hire or newly eligible date) will be assigned limited coverage until the annual open enrollment period in October or a qualifying event occurs.
  • Enrollment procedure: Sinai Cloud at https://ejis.login.us6.oraclecloud.com/. First, log-in using Mount Sinai credentials, then click the icon with three horizontal lines at the top left β†’ Me β†’ Benefits β†’ Enroll Here.
  • Special note about childcare: Please note that you must register for backup childcare with Bright Horizons well in advance of using it, by following instructions above. They may also ask for updated health forms signed by a pediatrician at regular intervals.
  • Details: Detailed information about employee benefits, including backup childcare is at http://intranet1.mountsinai.org/HumanResources/Benefits/index.asp.
  • Misc note: In addition, consider whether you need additional individual life insurance or disability insurance, separately from what is provided by your employer. Consultation with a financial planner may be helpful.