Research Trainee On-boarding Process

All Research Trainee Onboarding requests should be completed by using the Sponsored Staff Onboarding System (SSOBS). The Sponsored Staff On-Boarding System is a web-based database that allows departments to submit POI requests electronically by entering all POI information and uploading backup documentation including OHS required immunizations. Departments will have the ability to track the status of POI requests in real time and correspond between OSS, OHS, Parking & Security and Research Compliance.

Departments should designate a staff member in their area to be responsible for managing Sponsored Staff onboarding requests in the SSOBS. Designated department users will need to request access by sending an email to with Department Name, Name of the user, and BR number(s).

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 documents will not be cleared until OSSVS has received complete immunization records, proof of TB test and flu shot.

  • Request access to SSOBS (Sponsored Staff Onboarding System) if you don’t have system access already.
  • Enter new Sponsored Staff Onboarding Request into SSOBS using this link: (please note: must use Google Chrome)
    You will be asked to upload the following completed documents:
    • POI Form
    • 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)
    • Visa/work authorization information and documents, if applicable (I-20, DS-2019, I-797, etc) *Please remember to verify that the person you are hiring has the appropriate visa and work authorization prior to beginning the on-boarding process.
    • Completed Immunization records including TB results (received within the last 90 days) *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).
  • Once OSS has processed the request, the new sponsored staff will receive a confirmation email from with a link to the HealthStream training (with instructions on how to complete), their username, MGB password instructions, and instructions getting a BWH photo ID badge.
  • After receiving a BWH ID badge, the sponsored staff will be eligible to begin at BWH.

Keep in mind: In the event that the Sponsored Staff person you are on-boarding is a minor (age 16-17) s/he will also need to provide the following to OSSVS: