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Research Trainee On-boarding Process

Occupational Health slots drive the amount of Sponsored Staff that can be onboarded each week. There are 30 slots per week, which are filled on a first come first serve basis. Therefore please register sponsored staff two weeks (or more) in advance of desired start date.

Please note: Incomplete orientation requests, incomplete documents, and requests received less than one week prior to the requested orientation date will not be processed. Per BWH Occupational Health Services (OHS), OHS appointments will not be scheduled nor clearance given until OSSVS has received complete immunization records and proof of TB tests.

1. Schedule your new sponsored staff for onboarding/OHS slot by uploading or sending the following to

  • POI Form
  • Desired start date
  • Individual Research Training Letter & Plan
  • Visa/work authorization information and documents if applicable (I-20, DS-2019, I-797, etc) *
  • IP Agreement
  • Copy of government issued photo ID
  • Degree program and anticipated graduation date (if applicable)
  • Immunization records including TB plant and result (received within the last 90 days) may be completed by the applicant's physician; please view both pages of the form for further instruction. Health Screening Requirements Form

*Please remember to verify that the person you are hiring has the appropriate visa and work authorization prior to beginning the on-boarding process. Complete immunization records and proof of two Tb tests, one within a year and one no older than 90 days (2 TB tests are REQUIRED).

The new research trainee and requestor will receive a confirmation email from with a link to the HealthStream training, their username, Partners password set up instructions and instructions for completing HealthStream.

2. The new research trainee will bring the following to campus with them on their requested start date.

  • US government issued photo ID or a valid ORIGINAL foreign passport
  • Copy of HealthStream transcript (ALL ASSIGNED completed courses)
  • Swipe card access form (if necessary)

3. Once cleared by BWH Occupational Health the trainee is able to secure a BWH ID badge (OSSVS will facilitate both processes) and is eligible to begin at BWH.

Keep in mind: In the event that the Research Trainee you are on-boarding is a minor (age 16-17), s/he will also need the following: