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Information for Visiting Students

CSAIL Paperwork

On your first day of employment, you will have to fill out the following forms at CSAIL HQ:

• Personnel Information Form

• Inventions and Proprietary Information Agreement for If you are an international student, please also bring your passport and other visa documents with you when you check in.

If you will be paid by MIT, you must also complete:

• 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.

Administrative Places To Visit

International Students Office
http://web.mit.edu/iso
5-133; 617-253-3795
Hours: Monday - Friday, 9:00 a.m. – 4:00 p.m.; closed Wednesday from 10:00 a.m. - 11:30 a.m.
All Visiting Students (international and domestic) must check in with the International Students Office, which hosts the Visiting Student program. You should call the office to make an appointment as soon as you arrive on campus.
International students should bring their passport and visa documents. Domestic students should bring a picture ID (such as drivers license or passport). If you have any questions at any time during your stay regarding your visa, please contact John Merriman or the International Students Office. Please visit here for Important Information on how to obtain an MIT ID Card.

MIT Card Office
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.
After you register at the International Students Office (ISO), you can go to the MIT Card Office, to get your MIT ID Card. The ISO will let you know how long you should wait after check-in to go to the Card Office. After you pick up your ID card, send John Merriman: merriman@csail.mit.edu, an email stating that you have it. He will set up access to the CSAIL prox card doors for you.

MIT Student Health Plan Office
http://web.mit.edu/medical/student
E23-308; 617-253-4371
You must check in with the Student Health Plans office to either enroll in health insurance or to complete a waiver form.

Computer and E-mail Accounts and E-mail Lists

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.

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.

MIT E-mail Account
If you would like an MIT email account and certificate, you will need to register at web.mit.edu/register. During this process, you will be asked for an account registration coupon. The coupon is located in the student service center, room 11-120. You will need your MIT ID Card to pick up a coupon.

Other Helpful MIT Information

Athletic Facilities
http://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.

Contact Information Updates

MIT Directory and the ISO - Update your information through WebSIS: http://student.mit.edu/
CSAIL directory - Please send any updates to merriman@csail.mit.edu
For those paid by MIT - Also visit SAPWEB and click on the "Employee Info" tab, and then the "Directory Info" link. Your home information is not available to the public, unless you change that preference in the system.

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.

Off-Campus Housing Service http://web.mit.edu/housing/och/
E19-429, x3-1493
This office provides housing information, such as apartment/house listings, neighborhood descriptions and lists of realtors. You will need an MIT ID card in order to access this information.

T-Pass Program
http://web.mit.edu/facilities/transportation/tpass/index.html
Registered students are eligible for the T-pass program. Visit the Parking/ T Pass website for more information.

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

Employee Self-Service
http://web.mit.edu/sapwebss
Through MIT's Employee Self-Service Site you can update your personal information, complete your direct deposit and tax forms, and enter your weekly timecards. The direct deposit and tax forms can be found under the "money matters" tab, and timesheets are available under the "time" tab.

Social Security Number
If you are going to be paid by MIT, you must have a social security number. If you have not lived in the U.S. before, you may apply for one once you arrive. Please ask the International Students Office about when and where to apply for the number.

MIT Athena Account & Kerberos ID
If you are being paid by MIT, you should apply for an Athena/Kerberos Account through your staff status. Click on the "Account Registration Page" link under the "Services Overview" tab on the page. This is important so you can complete your timecards, direct deposit and tax forms online.

Direct Deposit
MIT requires that all employees enroll in Direct Deposit. You can do this online at the Employee Self Service Site. Paychecks are deposited into accounts each Friday, as long as you have submitted your approved timecard by the deadline each Monday. If you have any problems with your paycheck, please see Karen G.

Taxes/ Tax Forms
Tax forms that set your withholding rates are available through employee self service or from Payroll (NE49-3131). For assistance with international tax treaties, call or visit Stephen Connelly in Payroll, x2-2794, NE49-3131. For assistance with Federal taxes, call 1-800-829-1040.

CSAIL Time Card Approval Process

• Enter your time in SAP through the Employee Self Service site.

• Print time card and have your supervisor sign it. If your Primary Approver is not available, an alternate approver can sign your time card.

• Time cards must be turned into Janie, 32-G422, by 12 noon on Monday.

Please note: Timesheets submitted without approval will not be paid until approval is obtained.

If printed, this page can be found at: http://hq.csail.mit.edu