HUMAN RESOURCES at MIT

2.7 Procedures for New Employees

Once an individual has accepted an offer of employment at M.I.T., he or she must visit the Office of Employment Services to complete the following procedures before being put on the payroll. New employees will be contacted by the assistant to the Human Resources Officer with whom he or she interviewed for information regarding these procedures.

2.7.1 Employment Eligibility Verification

In compliance with the Immigration Reform and Control Act of l986, M.I.T. requires that each new person hired in any employment category completes an I-9 (Employment Eligibility Verification) form attesting that he/she is either a U.S. citizen, permanent resident, or foreign national who has permission to work in the U.S. The new employee must produce specific documents which verify identity and authorization/permission to work. The Institute is required to examine the documents presented for authenticity and complete the employer's section of the I-9 form within three working days of the hire date or three days from the time employment commences. NOTE: If the above requirements are not met, a candidate cannot be employed at the Institute.

For all non-academic appointments, the verification process and filing of I-9 forms will take place in the Office of Employment Services. In the case of academic appointments, the verification process is conducted by the department which originates the appointment. The I-9 form and documents are then sent to Human Resources Dept. with the academic appointment form to be retained in the employee's personnel file.

Verification of employability is also required for temporary MITemps and student employees. In the case of MITemps employees, the I-9 form and documents are processed and maintained by the hiring department. Administrative Officers will be responsible for verifying student research assistants and teaching assistants; the Student Employment Office will verify all other student employees.

Questions relating to this process may be directed to the Office of Employment Services, the Student Employment Office, the International Scholars Office (for employees who are not U.S. citizens), and the International Students Office (for student employees who are not U.S. citizens).

2.7.2 Tax Forms

Each new employee should complete the appropriate tax withholding certificates. Failure to file these forms will require the Payroll Office to withhold taxes based on zero exemptions at the single withholding rate. Tax forms are forwarded to the Payroll Office from the Office of Employment Services.

2.7.3 Health Screening Tests

It is possible that certain occupations may require health screening tests before approval of employment. Employees will be notified if such health screening tests are required. For more information, contact the Office of Employment Services.

The Institute is required by Massachusetts law to administer tuberculosis screening tests for new employees. Information regarding the testing procedure is provided in the orientation meetings for new employees (see Section 2.7.7); this testing is conducted by the Medical Department.

The Medical Department also coordinates regular monitoring tests on employees in specific areas; for example, annual vision tests for drivers, tuberculosis screening tests twice a year for persons working with primates, and eye exams for persons working with lasers.

2.7.4 Identification Cards

All regular full-time and part-time employees must obtain an MIT Identification Card from the MIT Card Office located in Building E32. A photograph is taken at the time the card is produced. The MIT identification card contains the name, MIT identification number, expiration date, photograph, and affiliation information of the person identified. Cards can be issued once information has been received to put an employee on the payroll. The M.I.T. identification card identifies an individual as a member of the M.I.T. community and is recognized by the Medical Department, the M.I.T. Libraries, the Athletics Department and the Cashier's Office for identification, check cashing, and other purposes. The MIT identification card may also be required to access certain buildings and parking lots. These cards are not transferable to other individuals under any circumstances.

Lost identification cards should be reported immediately to the MIT Card Office.

Upon termination of employment (for reasons other than retirement), the identification card must be returned to the department Administrative Officer. Individuals who retire from the Institute may retain their identification cards.

2.7.5 Invention and Proprietary Information Agreements

All members of the MIT community -- including visiting scientists and fellows -- who partcipate in either sponsored research or Institute-funded research or who use significant funds or facilities administered by the Institute must agree to the terms in MIT's Invention and Proprietary Information Agreement and sign the agreement. By accepting such funds or using such significant facilities, the individual agarees to assign to MIT or its designate his or her title to Intellectual Property created through the use of such funds or facilities.

It is the responsibility of the administrative officer of each laboratory or department to distribute these forms and to collect signed copies. The forms should be signed in triplicate: one copy to be retained by the individual, one by the laboratory or department, and one forwarded to the Technology Licensing Office (TLO).

Any questions regarding the meaning of any terms in this agreement should be addressed to the Technology Licensing Office.

2.7.6 Orientation to the Work Group

It is the responsibility of the supervisor to introduce, orient, and integrate the new employee to his or her new work situation. It is suggested that supervisors cover the following issues as applicable:

  1. describe the employee's responsibilities and job duties and how they relate to the work of the group or department;
  2. outline the standards of work, attendance, and conduct expected of the employee;
  3. explain the administrative procedures of the department or group, such as hours of work, lunch hours, reporting absences, parking, etc.;
  4. introduce him or her to the employees with whom he or she will be working, within the group and in other related areas;
  5. show the new employee the physical layout of the office and building: the lunchroom, restroom facilities, stockroom, etc. Explain the general layout of other M.I.T. buildings and facilities such as the Libraries, the Coop, the Student Center, athletic facilities, etc.;
  6. explain pertinent safety regulations and demonstrate the use of any necessary office equipment.

2.7.7 Benefits Orientation Meetings

Shortly after beginning work, all new benefits-eligible employees who are scheduled to work at least 50% of a normal work schedule and for a period of three months or more are invited to attend benefits orientation meetings, which are conducted by the staff of the Benefits Office and the Office of Employment Services. During these orientation meetings employees may sign up for Institute benefits such as health insurance, as well as learn about personnel policies, wage and salary review procedures, and general information about Institute activities and facilities. Scheduling for these meetings is arranged by the Human Resources Officers' assistants; employees are notified when the meetings are scheduled.

2.7.8 Union membership

The Institute has collective bargaining agreements with a number of labor unions representing personnel on the Service Staff. Information about these unions is available in Section 8.0, Labor Relations, of this Manual. The Office of Employment Services will inform those new employees whose positions require them to join a union and will initiate the union agreement letter.