GETTING ORIENTED: Within Your First Three Days

You are required to 'check-in' at the Human Resources Office within your first three days at WHOI. If you have not already done so, please be sure to contact your Employment Services Specialist to arrange an appointment. If you are eligible for benefits, an appointment will also be scheduled for you to meet with a Benefits Specialist.

The Woods Hole Oceanographic Institution has a Patent Policy in place to comply with regulations set forth by our funding agencies. As a condition of employment, the Institution requires that all employees agree to and sign an agreement that assigns rights in intellectual property to the Institution in accordance with Federal law. The only exception to this policy is if you have a Guest appointment and have already signed a Patent Agreement with your home institution. The Patent Agreement form will be provided to you at the time of your ‘check-in' appointment.

Below are some of the general items that will be covered when you check-in:

• You will be provided with a temporary parking permit, which is valid for up to two weeks. After you have received your WHOI ID number, you will be able to apply for a parking permit on-line through the Facilities Department.
• There are a variety of required forms that you will need to complete and submit. If you have not completed the forms in advance, you will be given time to complete them at check-in.
• WHOI is required to verify your identity and employment eligibility. As such, you will need to provide us with proof of your work eligibility. Acceptable documents are noted on the form you received with your offer letter.
• The Institution requires all new employees to use direct deposit for bi-weekly salary payments. Thus, it will be necessary for all new hires to have a bank account set up and to provide WHOI with the necessary routing information upon check-in.
• You will have the opportunity to sign up for a library card and you will be given information regarding the MBL/WHOI Library.
• You will be given an overview of "Employee On-line," which is an on-line program that allows you to view your pay stubs, update personal information, review benefits that you have elected, and more.

SPECIFIC INFORMATION FOR FOREIGN NATIONALS:
In addition to what has been mentioned above, you will meet with the Institution's Foreign National Advisor. You must remember to bring the following documents with you:

• Completed Foreign National Information Form
• Passport, Visa, I-94 Departure Card (white card stapled to your passport when you enter the U.S. )
• Other documents which establish your immigration status: DS-2019 Form for J-1 visa holders; I-20 Form for F-1 visa holders; DS-2019 issued by previous institution (if you are a transferring scholar).

You will need to apply for a Social Security Card. You can visit the Social Security Administration website http://www.ssa.gov, which will guide you through the process of applying for a card.

There is a mandatory health insurance requirement for all J-1 and J-2 visa holders (Exchange Visitors). All Exchange Visitors and their dependents must have health insurance in effect which covers them for illnesses and accidents during the period of time they are in J status. Details about specific requirements can be found in the "Information for International Visitors Brochure" and is also available on the Foreign National Office website.

After meeting with the Institution's Foreign National Advisor, it is necessary to check-in with the Payroll Manager. The following documents are necessary:

• Completed and signed (front & back) Foreign National Information Form.
• Passport, Visa, I-94 Card, and DS-2019 or I-20.
• Social Security Number (or notice of an application to obtain one) .

This information is necessary in order to determine what, if any, tax treaty applies to the payment(s) you will be receiving. It will be necessary to sign a tax form once the taxability is determined.

IMPORTANT INFORMATION REGARDING YOUR PAY:
Payroll is run bi-weekly, with wages being paid every other Friday. On a daily basis, all employees must record their time on a timecard. Be sure to check with your supervisor to find out whom in your department you need to turn your timecard into. A representative for your department is responsible for submitting timecards to the Payroll Office no later than the Monday prior to payday.

ENVIRONMENTAL HEALTH AND SAFETY OFFICE:
The Environmental Health and Safety Office is responsible for the development and implementation of environmental health and safety programs. EH&S has three primary areas of responsibility: Environmental Protection, Occupational Health and Safety, and Radiation Protection.  Upon your check in with the Institution you will meet with the EH&S Office to review the WHOI Safety Program.  For a preview of this program click on the image below.