Hiring Process and Policies

Hiring Process and Policies

Please note, when reviewing candidate applications, please notify the CGM-Office Manger as soon as possible, if an applicant notes “YES” to needing Visa sponsorship on an application or informs you of needing employer based visa sponsorship. Not all roles are qualified for MGH Visa Sponsorship, and MUST be reviewed prior to HR submitting an offer.

J1 Visa – MGH does not offer sponsorship for roles consistent with standard weekly paid positions, such as Research Technician, Research Technologist, Research Coordinator, Research Assistant, or any administrative role.

H1B Visa – Job roles vary; candidate roles must be for professionals, in higher tier roles, coming in to perform “specialty occupation” and requires a completed minimum Bachelor’s degree, who have knowledge, skills, and/or abilities considered necessary for the intended occupation. Entry level positions generally do not qualify.

Other Visa Types – please reach out to CGM-Office Manager for further review.

Hiring Regular, Weekly Employees

Time Frame: Variable

When your position has been posted, the contact person will begin collecting resumes. They will receive an automated email containing a link to candidate applications when an application has been submitted through Taleo.

Interview/Reference process:

When a possible candidate is identified, the contact person can do the following:
- Reach out to HR to perform a phone screen
- Perform a phone screen themselves
- Invite the applicant in for an interview
  - Tips on taking interview notes can be found HERE
After interviewing the candidate, if you have decided to move forward, you will need to perform reference checks:
- Reach out to HR. HR will perform reference checks through Skill Survey.
  - The Skills Survey is an independent company that will reach out, electronically, to a candidate’s references and will provide a reference report back to you
- Additionally, you can ask HR to send you the candidate’s references, if you would like to contact them independently as well.
  - If you need guidance for these reference checks, please refer to the “MGH Reference Check Template”.
- Please note, references must be directly sent to the PI and not through the candidate
- When you have decided to hire a candidate, HR will work with you to determine an appropriate salary and will reach out to the candidate to offer the position.
  - IMPORTANT: Only HR can offer the candidate a position
- If the candidate accepts the position, HR will work with you to determine a start date.
  - IMPORTANT: Due to COVID-19, all orientations and trainings are now accessed virtually only.
  - The new hire will then attend the new hire orientation on their start date.
    - Orientation is all day on Monday and until 12pm on Tuesday
  - New Hire Email: Prior to orientation new employees are contacted with information regarding orientation and completing section 1 of the I-9 form through HireRight. Emails will be sent to the email address provided by the candidate in the recruitment process.
- On your new hire’s 1^st day (Tuesday afternoon), they must complete the CGM Intake form

Non-employees

Time Frame: 4 weeks from the day the MGH-HR Non-Employee Office receives the request sent by CGM-HR.

MGH attracts individuals from outside of the organization who are not on the MGH payroll, but act in a research, service, education, or professional development role. These types of individuals are called non-employees. This non-employee category includes students, agency staff, observers, research study staff, visiting faculty, and research collaborators not on MGH payroll. Please note that this process is intended for those individuals who will be at MGH for three weeks or longer.

PI/Designee must complete the Non-employee Internal RedCap e-form. CGM-HR will then reach out to the candidate to complete the Non-employee External RedCap e-form and provide any required necessary documentation.

Upon complete of the RedCap e-forms, CGM-HR will submit a request for Non-employee Access through Sharepoint to the MGH-HR Non-Employee Office.

After your non-employee request is submitted, please see below for the process moving forward.

Non-employee process:

HR uses the email address provided on the e-form to initiate a HireRight background check
- Non-employees cannot begin until the HireRight result has been returned.
HR will create a PeopleSoft record once the results of the HireRight background check are received
The administrative contact and the Faculty member will receive a confirmation email once the non-employee has been processed in PeopleSoft
Occupational Health will contact your non-employee directly via email to schedule an appointment
On their first day, the non-employee must complete the following training in Healthstream:
- PHE Confidentiality Agreement
- MGH Mission, Credo and Boundaries (Standards of Behavior)
- MGH Drug Free Workplace Agreement
- MGH Non-Employee Health Insurance Requirements
- PHE HIPAA – New Workforce
- MGH Non-Employee Intellectual Property Acknowledgement (if applicable)
After the completion of this training, the non-employee can go to the ID office and obtain their MGH ID badge, if they have been approved for onsite work.

** UNDERGRADUATE NON-EMPLOYEES REQUIRING J1 VISA **

For Undergraduate students currently pursuing their Bachelor’s degree and who will require J1 Visa Sponsor, please fill out the Internal RedCap form HERE to initiate the process. Please note J1 processing is 90 Days through the GPS & Harvard International Offices, from the date a successfully completed request is received.

Bulfinch Temp

Time Frame: Variable

BFT offers temporary staffing support to all Partners HealthCare hospitals, including the MGH, Brigham and Women’s Hospital, Faulkner Hospital, Newton Wellesley Hospital, North Shore Medical Center, Spaulding Rehabilitation Hospital, McLean Hospital and many primary care medical practices affiliated with Partners.

BFT has placed thousands of highly skilled temporary employees throughout Partners, whose diversity, energy and positive attitudes have helped countless departments throughout the network meet their commitment to quality patient care, research and administration.

After completing the BFT RedCap e-form request to hire a Bulfinch temporary employee, CGM-HR will contact the center’s BFT Coordinator.

Bulfinch temp process:

The bulfinch temp office will send the resumes of qualified temps listed with their office
You will review the resumes and interview/speak with the candidates
Upon selecting a candidate, Bulfinch will send employee to start on the date specified.

Professional Staff (Research Fellows)

***For non-clinical appointments in the Department of Medicine, Department of Neurology, Department of Pathology, Department of Pediatrics, Department of Anesthesia, etc***

Research Fellows that have not completed their program requirements and are still pending defense to obtain their MD/PhD degree, will require additional processing times. Credentialing applications require either a copy of the Fellow’s degree certificate, or an official letter from the academic institution stating that the Fellow has completed all requirements of the program, defended their thesis successfully and have been/will be appointed the degree of MD and/or PhD.

Two (2) letters of recommendation are also required for processing appointment requests.

Time Frame: 4+ months from the date CGM-HR submits the requests (each case is dependent on processing requirements).

Please note, if candidates require visa sponsorship, final start date is determined once the GPS office has confirmed processing of new or transfer visas. The candidate is responsible for maintaining their employment and visa status with their current employer until GPS has approved and confirm official start at MGH.

Both PI and candidate complete their CGM RedCap e-form located under “Professional/Monthly” employee. CGMHR will initiate requests to the appointing department’s credentialing office and Professional Staff Office. If Visa sponsorship is required, CGMHR will work with the candidate and PI to submit a Visa application through Visa Manager to the Office for Global Professionals and Scholars (GPS).

Effective 1/17/2022, the MGB Central Credentialing Office (CCO) no longer manages MGH non-clinical research appointments – this process is managed by the HR Professional Staff Office team.

Once initial request is sent to the credentialing department and Professional Staff Office (PSO) by CGMHR:

The credentialing coordinator will initiate the application for appointment to Harvard Medical School (HMS)
The Professional Staff Office, will reach out directly to the candidate to initiate the Criminal background and Education verifications through HireRight and the Massachusetts CORI check.
- The Professional Staff Office requires 30-45 days to complete this new appointment/onboarding process. Before extending a job offer, please be sure that the candidate’s anticipated start date will allow enough time for the PSO to complete the process.

One week prior to the research fellow’s start date, CGMHR will send them a welcome email with detailed instructions for their 1st week (PI/Designee will be Cc’d also).

***For non-clinical appointments in the Department of Psychiatry***

Time Frame: 4+ months from the date CGM-HR submits the requests in the PATH System (each case is dependent on processing)

Both PI and candidate complete their CGM e-forms located under “Professional/Monthly” employee. After receiving the CGM internal & external e-forms, CGMHR will submit the request to the Department of Psychiatry’s system, PATH. If Visa sponsorship is required, CGMHR will work with the candidate and PI to submit a Visa application through Visa Manager to the Office for Global Professionals and Scholars (GPS).

PATH will generate an offer letter. The offer letter will be sent to the PI for approval. Once approved, it will be uploaded to PATH. Once approved by Psychiatry, the letter will be sent to the CGM Faculty member and candidate, as an official offer.

IMPORTANT: Offer letter must be reviewed and approved by Psychiatry before the official offer is extended to the candidate. Final start date will be confirmed by Psychiatry based on credentialing process.

At this point, the Department of Psychiatry steps in and reaches out to the candidate & PI directly to review the credentialing process.

One week prior to the research fellow’s start date, CGMHR will send them a welcome email with detailed instructions for their 1st week (PI/Designee will be Cc’d also).