Information for Visitors
Mandatory PaperworkOn your first day at CSAIL, you will have to fill out the following forms with CSAIL’s Human Resources staff in Headquarters (32-G415):
- Inventions and Proprietary Information Agreement form
- Personnel Information Form If you are an international scholar, please also bring your passport and other visa documents with you when you check in.
- Employment Eligibility Verification Form (I-9) - You will need to show documents which establish work eligibility; HR staff can give you a list of accepted documents
- Direct Deposit and Tax Withholding forms. More information about both are below.
The Essentials
Identification Card (MIT ID)http://web.mit.edu/mitcard/
W20-021 (basement of Stratton Student Center); 617-253-3475
Hours: Monday – Friday, 8:30 a.m. – 4:30 p.m.
Soon after your arrival, you should go to the MIT Card Office in the basement of the Stratton Student Center, W20-021, and have your picture taken for your MIT ID. You may call the Card Office first, to make sure you are in the system and able to get a card. After you pick up your ID card, email John (merriman@csail.mit.edu) to let him know you have it. He will give you access to the CSAIL doors with prox card readers. Please visit here for Important Information on how to obtain an MIT ID Card.
International Scholars Office
http://web.mit.edu/scholars/
4-105; 617-253-2851
Walk-in Hours: Monday - Friday, 9:00 a.m. - 3:00 p.m.
If you are not a U.S. citizen or permanent resident, you must check in with the International Scholars Office within your first three days at MIT. Be sure to bring your passport and visa documents with you. If you have any questions at any time during your stay regarding your visa, please contact anyone in CSAIL HR or the International Scholars Office.
CSAIL Computer Accounts
You can get started on your CSAIL computing by going to the TIG Website: www.tig.csail.mit.edu and clicking on “Get Started and Connected” on the left menu bar. If you do not know which research group to select, please ask your CSAIL supervisor. For help with network and computing resource needs, as well as facilities-related issues, contact TIG. Specifically, for computing issues, send email to help@csail.mit.edu, for off-hours emergencies, call 617-253-8034, and for emergencies during business hours visit them in 32-268. For facilities-related issues, all contact information is the same, except that email goes to ops@csail.mit.edu.
MIT Athena account, Kerberos ID and Web Certificates
While you will probably use your CSAIL address for most of your email, you need to set up a MIT Athena (a.k.a. email) account so that you can obtain web certificates. Web certificates are a security tool which identify the user in many MIT applications. To get started, visit: web.mit.edu/ist/start and click on "Intro to Computing at MIT". The two links on the left of the page that you should visit first are "Accounts", then "Web Certificates".
Employee Self Service
http://web.mit.edu/sapwebss
Through this site you can update your contact information in the MIT web directory. Within your first week at MIT you should got through this site to make sure all your information is correct.
If you are paid by MIT, please complete your Direct Deposit and Tax Withholding information in the “Money Matters” tab of this site within your first three days at MIT.
Other Important Things to Know
Athletic Facilitieshttp://web.mit.edu/athletics/www/
MIT staff and affiliates may purchase a membership to MIT athletic facilities. For membership information visit the MIT Athletics Web Site or call 617-452-3690. The Wang Fitness Center and Alumni Pool, both part of MIT athletic facilities, are on the first floor of the Stata Center.
CSAIL E-mail Lists
As an official member of CSAIL, you will be a member of the csail-all@csail.mit.edu mailing list. This list is only used for very important announcements affecting all members of the lab, and therefore you should not be inundated with many emails from this list. In addition, you will be subscribed to your floor mailing list, based on your office address in the CSAIL directory.
When you apply for your new CSAIL email account, that address will automatically be subscribed to three popular CSAIL email lists: csail-announce@csail.mit.edu, seminars@csail.mit.edu and csail-related@csail.mit.edu. You may unsubscribe and subscribe on your own at any time. For more public CSAIL lists that you can join, visit: lists.csail.mit.edu/mailman/listinfo, or for a condensed list of the most popular, visit: tig.csail.mit.edu/twiki/bin/view/TIG/PopularLabMailingLists.
Contact Information Updates
MIT directory, Human Resources and Payroll - Visit the Employee Self Services site and click on the "Personal Information" tab, and then the appropriate link in the left menu bar. Your home information is not available to the public, unless you change that preference in the system. To use this system, you must have a MIT Kerberos ID and MIT web certificate.
CSAIL directory - Please send any updates to merriman@csail.mit.edu
International scholars – You must notify the CIS and/or the ISO of your change of home address within TEN DAYS. Please visit: web.mit.edu/scholars/AR11.html to find which notification process to use based on your immigration status.
Fax Machine
If your group does not have its own fax machine, there is one in CSAIL headquarters for use by lab members. In order to use it to send faxes, you will need a seven-digit MIT account number. There is no charge for receiving faxes. The CSAIL fax number is (617) 258-8682. Annie Lawthers will send an email to lab members who receive faxes in CSAIL; please be sure the sender clearly addresses the fax to you.
Holidays
http://hrweb.mit.edu/holidays.html
MIT is closed on 12 Holidays each year. Visit the MIT HR Web Site for a list of MIT administrative holidays.
MIT Affiliate Health Plan
http://web.mit.edu/medical/p-affiliate.html
E23-308, 617-253-4371
If you are a Visiting Scientist working more than 50% time without salary, and will be at MIT for three (3) months or more, you must have adequate health insurance. In addition, all J-1 and J-2 Exchange Visitors must have health insurance that meets US Department of State standards for any length of visit. If you have health insurance that meets certain standards of coverage, you may waive MIT's health insurance by completing a waiver form on the above website. To enroll, please contact the MIT Affiliate Health Plan Office at 617-253-4371 to schedule an orientation.
Off-Campus Housing Service
http://web.mit.edu/housing/och
E19-429, 617-253-1493
This office provides housing information, such as apartment/house listings, neighborhood descriptions and lists of realtors. There are also links from this site to temporary housing lists, MIT owned housing, and how to sign up for waiting lists for on-campus housing.
Parking/T-Pass
http://web.mit.edu/facilities/transportation
Regular commuter parking in the Stata Garage is very limited for visitors. See CSAIL’s Parking Coordinator, Annie Lawthers, to check availability. Parking costs $708 per year for regular commuter parking. The occasional parking sticker is also an option (which costs $40 for the sticker each year plus $4.00 per day of parking, up to 8 times per month). However, MIT’s subsidized T pass program is only available to affiliates who receive with regular MIT paychecks. For more information please see Annie Lawthers or visit MIT’s Parking and Transportation page.
Libraries
http://libraries.mit.edu Your MIT ID card will allow you to take out books from any of the MIT Libraries, and many other university libraries in the Boston area. Visit the MIT Libraries Web Site or call 617-324-2275 for information
Emergency Preparedness, Personal Safety and Theft
Please be aware that CSAIL is a relatively open space, especially during the workday. There have been thefts of computers, cell phones, and wallets from offices and open areas in CSAIL, so please make sure to secure your area and do not leave valuables unattended.
Dial 100 or 617-253-1212 from a campus phone for all police, medical/ambulance, fire/explosion, and other emergencies. Non-emergency injuries should be reported to your supervisor and MIT Medical Department, E23, 253-1311 (open 24 hours per day/ 7 days per week). After contacting the proper authorities, please also let TIG know about thefts and a CSAIL HR staff person know about any injuries within 24 hours of the accident.
As you begin to find your way around the Stata Center, please be sure to take note of the fire exits in the building, and in particular, at least two evacuation routes near your work area. The fire alarm system in the Stata Center is designed based on Massachusetts building code. To know what to expect in case of an emergency, please visit: www.csail.mit.edu/resources/emergency
In addition, please be cautious when walking around campus at night. Safe Ride is a free safety shuttle service around campus which is open to all members of the MIT community. The schedule can be found on the Parking & Transportation website: web.mit.edu/facilities/transportation/shuttles/safe_ride.html
For those on MIT Payroll
Benefits - If your appointment is set at least 50% effort, for a minimum of three months in length and you are paid by MIT, you are eligible for some MIT benefits. Please talk to CSAIL HR staff about setting up a Benefits Orientation and getting your benefits package. You may also call the MIT Benefits Office directly at 617-253-6151 or visit hrweb.mit.edu/benefits/eligibility/ with any questions.Paychecks, Direct Deposit - MIT requires that all employees enroll in Direct Deposit. To enroll, visit the Employee Self Service site and click on the “Money Matters” tab. Paychecks are deposited into individuals’ bank accounts on the last business day of each month and paystubs are delivered to employees’ offices. If you have any problems with your paycheck, please see any CSAIL HR staff member.
Tax Withholding/ Tax Forms - To set your tax withholdings, click on the “Tax Withholdings” link under the “Money Matters” tab in Employee Self Service site. International visitors are encouraged to find out if they are eligible for coverage by a tax treaty. You may either visit the Payroll office in NE49-3131 to obtain forms, or email payroll@mit.edu with your name, MIT ID number or social security number and country of residence to ask if you are eligible.
You will need to file a U.S. tax return by April 15 for the preceding calendar year. For more information about tax publications and resources for international scholars, visit web.mit.edu/scholars/taxres.html
If printed, this page can be found at: http://hq.csail.mit.edu
