Information for Support Staff
Mandatory PaperworkOn your first day of employment, 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
- 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
- Personnel Information Form
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.
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
You will use the Employee Self Service site for a number of things, so you should bookmark this page! Through this link, you will enter your weekly timecards (under the Time tab), submit your direct deposit and tax withholding information (under the Money Matters tab), select your benefits, and update your contact information. Please complete your Direct Deposit and Tax Withholding information within your first three days at MIT. You should also go to the “First –time users” section of the Personal Information tab to make sure that your information is correct.
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.
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.
Benefits
You should receive (or already have received) an offer letter from MIT. Please follow this link to access your virtual employee benefits orientation: http://hrweb.mit.edu/welcome/benefits/. Along with the virtual orientation, you will also have the opportunity to attend a Q&A session and a campus tour. This information should be sent to you along with your offer letter. You must sign up for benefits within 31 days of your start date. For an overview of benefits options before you attend your orientation, visit: hrweb.mit.edu/benefits.
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 rachel@csail.mit.edu
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.
As a member of the CSAIL support staff, you will be subscribed to CSAIL-staff@csail.mit.edu. This list includes all CSAIL support and administrative staff, including members of Headquarters and TIG.
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.
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
MIT is closed on 12 Holidays each year. Visit the MIT HR Web Site for a list of MIT administrative holidays.
Parking/T-Pass
http://web.mit.edu/facilities/transportation
Regular commuter parking in the Stata Garage is allocated to CSAIL staff on an availability basis. Parking costs $708 per year for regular paid employees. You may pay this fee in a lump sum, or you may have it automatically withdrawn from your paycheck. Also available are the occasional parking sticker (which costs $40 for the sticker each year plus $4.00 per day of parking, up to 8 times per month) and a subsidized T-pass program. An additional fee is charged to replace lost or stolen passes. For more information please see CSAIL’s Parking Coordinator, Annie Lawthers or visit MIT’s Parking and Transportation page.
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
Sick Time/ Vacation and Other Leave Policies
New Support Staff accrue one sick day per month, and upon the six-month anniversary are credited with six more sick days, three of which can be used as personal leave. At each anniversary of your hire date, you are credited with 12 sick days; up 3 of these days may be taken as personal days. Sick leave does accrue from year to year; however, personal days do not accrue. Cases of extended illness are treated on an individual basis. Please see Karen with any questions about MIT's extended leave policy.
Support Staff receive three weeks of vacation during their first year (15 days) and four weeks (20 days) per year after that. There is also a fifth week bonus of vacation credited to employees at their 10th, 15th, 20th, etc. anniversary. Vacation is accrued on a monthly basis. Please see Janie or Karen if you have questions about the amount of time you have accrued. Please view the MIT HR Web Site for more information. For information about emergency MIT closings, you may call 253-SNOW (253-7669).
Please visit: web.mit.edu/hr/vacation/support.html for more information
Timecards, Paychecks and Direct Deposit
Timecards should be entered through the Employee Self Service site, under the "Time" tab. CSAIL support staff must submit their hours either on paper to Janie in 32-G422 or to timecards@csail.mit.edu by noon each Monday. If you have any questions about the process, please speak with Janie Porter-Nichols or CSAIL HR staff.
For more information please visit: http://groups.csail.mit.edu/hq/timecards.html
MIT requires that all employees enroll in Direct Deposit. Paychecks are deposited into support staff members’ bank accounts each Friday and paystubs are delivered to employees’ offices. To change your bank information, visit the Employee Self Service site and click on the “Money Matters” tab. If you have any problems with your paycheck, please see any CSAIL HR staff member.
Website
The CSAIL website, www.csail.mit.edu, has a lot of valuable information for CSAIL members. This includes a member directory, lab administrative contact names, research abstracts and activities, events calendar, awards listing and a resources section. In the resources section you will find links to reserve CSAIL conference rooms, change your directory information, find emergency information and download CSAIL logo materials.
If printed, this page can be found at: http://hq.csail.mit.edu
