Orientation\Packet Materials\AY 2018-2020 Orientation Packet\+Word Versions\Attendance Calendar\Attendance Calendar AY2020-2021.Docx
Congratulations on your new appointment and welcome to the Harvard T.H. Chan School of Public Health! Please find within these pages an orientation packet covering many of your benefits at the School. We offer biweekly office hours throughout the year to answer questions about your appointment, benefits, upcoming courses and workshops, and career development. Office hours are open to all postdocs and research associates at the School.
As a new postdoc at the Harvard Chan School, we would like to bring to your attention the School's statement of responsibilities of postdoctoral fellows and their faculty supervisors. This statement outlines the expectations of both the postdoc and his/her mentor and is designed to provide assistance in structuring the postdoc-mentor relationship. Within these responsibilities, the School has implemented a postdoc career development and evaluation process. The goals of this process are to clarify postdocs’ scientific and professional goals and to ensure that they receive feedback on their progress on an annual basis.
The first step of this process is for you to complete a career development plan, which outlines your goals for the current year, and discuss the plan with your faculty mentor/supervisor. Your completed plan should be returned within 30 business days of the start of your appointment or receipt of this letter.
Each spring, you will be expected to complete the annual progress review form, a self-evaluation form (part A) to assess your progress in achieving your career development goals. In addition, your faculty mentor/supervisor will be asked to complete a brief progress review form (part B), and to review and discuss both forms with you.
If you have any questions, please do not hesitate to contact us.
Thank you, Mollie
MOLLIE-ANNE MAXFIELD | Faculty Affairs Coordinator for Communications, Appointments, and Postdoctoral Programs Office of Faculty Affairs | Harvard T.H. Chan School of Public Health 90 Smith Street, First Floor | Boston, MA 02120 o: 617-432-7629 | f: 617-432-4711 [email protected] (she/her/hers)
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Office of Faculty Affairs TEL 617 432 1047 90 Smith Street, First Floor FAX 617 432 4711 Boston, MA 02120
Contact Information
Office of Faculty Affairs (OFA):
Physical Address: 90 Smith Street, 1st Floor / Boston, MA 02120 Mailing Address: 677 Huntington Avenue / Boston, MA 02115 Phone: 617-432-1047 Fax: 617-432-4711 Email: [email protected]
OFA Postdoc Office Representative:
Mollie-Anne Maxfield Faculty Affairs Coordinator for Communications, Appointments, and Postdoctoral Programs Phone: 617-432-7629 Email : [email protected]
Office of Faculty Affairs TEL 617 432 1047 90 Smith Street, First Floor FAX 617 432 4711 Boston, MA 02120 Harvard T.H. Chan School of Public Health
Welcome Packet for
Postdoctoral Fellows and Research Associates
Appendices
Appendix 1: Benefits
Appendix 2: Attendance Calendar/Record Notes
Appendix 3: Responsibilities of Postdoctoral Fellows and Faculty Supervisor
Appendix 4: Postdoc Career Development and Annual Review Process
Appendix 5: Conflict of Interest Information Sheet
Appendix 6: Commuting and Transportation Benefits
Appendix 7: Fitness Benefit
Appendix 8: Title XI
Appendix 9: Ombuds Office
Appendix 10: LGBTQ+ Resources
Appendix 11: LMA Family Resources
Appendix 12: Message Me
Appendix 13: Outings and Innings
Appendix 14: PDA Welcome Letter
Appendix 15: Alumni Benefits to Postdocs
Appendix 16: Peer Grant Network
Office of Faculty Affairs TEL 617 432 1047 90 Smith Street, First Floor FAX 617 432 4711 Boston, MA 02120 BENEFITS SUMMARY FOR POSTDOCTORAL FELLOWS
MISSION-DRIVEN Harvard provides resources to help you balance work and life. Through As one of the world’s leading academic institutions, Harvard University the Employee Assistance Program (EAP), you and household members is committed to attracting and retaining top-quality Postdoctoral may access free, confidential resources to deal with changes and Fellows who will contribute to our mission of excellence in teaching and challenges in your personal or professional life. research, and who are interested in advancing new ideas and promoting Your Harvard ID provides access to Harvard’s world-class libraries and enduring knowledge. museums, athletic facilities, as well as discounts to recreational and cultural activities in the Cambridge/Boston area. CULTURE AND COMMUNITY Harvard offers access to intellectual and cultural resources that are as OVERVIEW unique as they are unrivaled. This overview has been designed to acquaint you with the wide range of At Harvard University, it is exciting to be part of our vibrant and diverse benefits and services available to Postdoctoral Fellows who are benefits- academic community, have the freedom to take initiative and work eligible employees and stipendees of Harvard University. creatively, and to grow personally as well as professionally in our This summary does not apply to Postdoctoral Fellows conducting non- dynamic work environment. Harvard research or to those Postdoctoral Fellows who do not receive their compensation or stipend through Harvard University. BENEFITS AND SUPPORT The University offers a total compensation package that is competitive Upon hire, detailed information on benefits and eligibility will be with the very best of our peer institutions. As a Postdoctoral Fellow at provided. If eligible, you have 30 days from your date of hire to enroll Harvard, you have an array of benefits, services, facilities, and discounts in benefits. at your disposal to help keep you and your family healthy, assist you with housing and transportation, and support you in finding and financing child care.
TYPES OF BENEFITS-ELIGIBLE POSTDOCS Harvard has two types of benefits-eligible Postdocs: Employee Postdocs and Stipendee Postdocs. For questions on status, please go to your local postdoctoral affairs office. Employee Postdocs (or Internal Postdocs) These appointments include Postdocs who work under the direction of a Harvard principal investigator, receive payment in the form of employee wages, and are eligible for tax-advantaged benefits. Stipendee Postdocs (or External Postdocs engaged in Harvard Research) These appointments include Postdocs who may work under the direction of a Harvard principal investigator, but to whom payment is in the form of a stipend. These fellows are not considered to be employees and therefore are ineligible for certain benefits. OVERVIEW OF BENEFITS FOR POSTDOCTORAL FELLOWS
EMPLOYEE POSTDOCS STIPENDEE POSTDOCS COMMENTS
MEDICAL COVERAGE 2 HMO Options 2 HMO Options Employee postdoc premium 4 POS Options - 2 traditional and 2 POS Plus 4 POS Options - 2 traditional and 2 POS Plus deductions are pretax. Stipendee 1 HDHP Option with Health Saving Account* PPO or PPO Plus (if live outside New England postdoc premiums are post-tax PPO or PPO Plus (if live outside New England only) and Harvard’s contribution will be only) added to your taxable income. *HDHP does not meet J-1 visa requirements
DENTAL COVERAGE Delta Dental PPO Plus Premier. Delta Dental PPO Plus Premier. See Comments about premiums under Medical Coverage.
SHORT-TERM Coverage offered by Harvard at no cost Coverage offered by Harvard at no cost DISABILITY (STD) provides up to 26 weeks of leave at 75-100% provides up to 26 weeks of leave at 75-100% of pay for eligible postdocs if unable to work of pay for eligible postdocs if unable to work due to injury or illness. Includes 8 weeks paid due to injury or illness. Includes 8 weeks paid maternity leave for birth mothers. maternity leave for birth mothers.
LONG-TERM Eligible to purchase optional LTD insurance Eligible to purchase optional LTD insurance LTD coverage includes continued DISABILITY (LTD) providing 60% of pre-disability pay, tax free, providing 60% of pre-disability pay, tax free, eligibility for Harvard’s medical, if unable to work for more than 180 days due if unable to work for more than 180 days due dental, vision, and life insurance to an illness or injury. to an illness or injury. should you become disabled.
LIFE INSURANCE Harvard pays the full cost of basic life Harvard pays the full cost of basic life Basic life insurance coverage insurance. Additional coverage up to 6x insurance. Additional coverage up to 6x equals one-half annual salary annual salary and dependent coverage annual salary and dependent coverage rounded to the nearest $1,000. for spouse/DP and/or child(ren) may be for spouse/DP and/or child(ren) may be purchased. purchased.
VISION CARE Eligible to purchase comprehensive Eligible to purchase comprehensive See Comments about premiums COVERAGE coverage for vision exams and products. coverage for vision exams and products. under Medical Coverage.
403(b) TAX-DEFERRED Harvard offers an extensive choice of Not eligible. Postdoctoral fellows are not ACCOUNT (TDA) investment funds for voluntary retirement covered by TDA auto-enrollment/ savings, with a pretax option (“Traditional”) auto-escalation program. and an after-tax Roth option available.
RETIREMENT PLAN Not eligible. Not eligible.
HEALTH FLEXIBLE Eligible to set aside up to $2,700 of salary Not eligible. HDHP participants are not eligible SPENDING ACCOUNT per year on a pretax basis to pay for out- for the Health FSA, but may elect a of-pocket medical, dental and vision care Limited Purpose FSA to cover out- (FSA) expenses. of-pocket dental and vision costs.
DEPENDENT CARE Eligible to set aside up to $5,000 of salary Not eligible. FLEXIBLE SPENDING per year on a pretax basis to pay for eligible expenses for the care of a dependent child ACCOUNT (FSA) under age 13 or a dependent adult.
REIMBURSEMENT Eligible for reimbursement of out-of-pocket, Eligible for reimbursement of out-of-pocket, Please see hr.harvard.edu/ PROGRAM in-network medical expenses when amounts in-network medical expenses when amounts reimbursement-programs for exceed annual thresholds. Must be enrolled in exceed annual thresholds. Must be enrolled in details and income thresholds. Harvard’s HMO or POS plan. Harvard’s HMO or POS plan.
WORKERS’ Automatic coverage for work-related Automatic coverage for work-related COMPENSATION incidents causing injury or illness. incidents causing injury or illness.
EMPLOYEE Free and confidential services and crisis Free and confidential services and crisis Household members of eligible ASSISTANCE support available toll-free, 24 hours a support available toll-free, 24 hours a postdocs may use EAP services. day/7days a week. Counseling is provided in day/7days a week. Counseling is provided in Call the EAP at 877-EAP-HARV PROGRAM (EAP) over a dozen languages. over a dozen languages. (877-327-4278). OVERVIEW OF BENEFITS FOR POSTDOCTORAL FELLOWS
EMPLOYEE POSTDOCS STIPENDEE POSTDOCS COMMENTS EMPLOYEE POSTDOCS STIPENDEE POSTDOCS COMMENTS
MEDICAL COVERAGE 2 HMO Options 2 HMO Options Employee postdoc premium CHILD CARE Eligible to apply for financial assistance for Eligible to apply for financial assistance for Harvard has invested over $10 4 POS Options - 2 traditional and 2 POS Plus 4 POS Options - 2 traditional and 2 POS Plus deductions are pretax. Stipendee SCHOLARSHIPS child care for children up to kindergarten age; child care for children up to kindergarten age; million in child care infrastructure, 1 HDHP Option with Health Saving Account* PPO or PPO Plus (if live outside New England postdoc premiums are post-tax and eligible after-school care, school vacation and eligible after-school care, school vacation and commits over $4 million per PPO or PPO Plus (if live outside New England only) and Harvard’s contribution will be or summer camp for children of kindergarten or summer camp for children of kindergarten year to ongoing dependent care only) added to your taxable income. age and older. age and older. programs and services. *HDHP does not meet J-1 visa requirements BACK-UP Back-up services for child care and elder Back-up services for child care and elder Find Harvard student babysitters, DENTAL COVERAGE Delta Dental PPO Plus Premier. Delta Dental PPO Plus Premier. See Comments about premiums FAMILY CARE care when regular care is unavailable or when care when regular care is unavailable or when pet sitters and more at online under Medical Coverage. traveling for work. traveling for work. portal at watch.harvard.edu.
SHORT-TERM Coverage offered by Harvard at no cost Coverage offered by Harvard at no cost PARENTAL LEAVE New parents who are primary caregivers are New parents who are primary caregivers are Birth mothers may receive up to DISABILITY (STD) provides up to 26 weeks of leave at 75-100% provides up to 26 weeks of leave at 75-100% eligible for four weeks of paid leave. Non- eligible for four weeks of paid leave. Non- 13 weeks of paid leave, through of pay for eligible postdocs if unable to work of pay for eligible postdocs if unable to work primary caregivers are eligible for one week primary caregivers are eligible for one week a combination of 8 weeks of due to injury or illness. Includes 8 weeks paid due to injury or illness. Includes 8 weeks paid paid leave. Leave pay is 75% of full pay for paid leave. Leave pay is 75% of full pay for STD, 4 weeks of parental leave maternity leave for birth mothers. maternity leave for birth mothers. those with fewer than seven years of Harvard those with fewer than seven years of Harvard and additional paid time off (if service. (Birth mothers – see Comments.) service. (Birth mothers – see Comments.) available). LONG-TERM Eligible to purchase optional LTD insurance Eligible to purchase optional LTD insurance LTD coverage includes continued DISABILITY (LTD) providing 60% of pre-disability pay, tax free, providing 60% of pre-disability pay, tax free, eligibility for Harvard’s medical, ADOPTION Eligible for up to $5,000 to cover expenses Eligible for up to $5,000 to cover expenses Financial need is not a factor with if unable to work for more than 180 days due if unable to work for more than 180 days due dental, vision, and life insurance ASSISTANCE directly related to the legal adoption of a directly related to the legal adoption of a regard to assistance. to an illness or injury. to an illness or injury. should you become disabled. child, excluding the adoption of the child of child, excluding the adoption of the child of an employee’s spouse or domestic partner. an employee’s spouse or domestic partner. LIFE INSURANCE Harvard pays the full cost of basic life Harvard pays the full cost of basic life Basic life insurance coverage insurance. Additional coverage up to 6x insurance. Additional coverage up to 6x equals one-half annual salary HYATT LEGAL PLAN Optional plan covers a range of legal services Optional plan covers a range of legal services annual salary and dependent coverage annual salary and dependent coverage rounded to the nearest $1,000. for low monthly cost. for low monthly cost. for spouse/DP and/or child(ren) may be for spouse/DP and/or child(ren) may be purchased. purchased. IDENTITY THEFT Optional Identity Theft Protection program. Optional Identity Theft Protection program.
VISION CARE Eligible to purchase comprehensive Eligible to purchase comprehensive See Comments about premiums TRAINING AND CAREER Eligible to take courses through the Center Eligible to take courses through the Center Free membership in lynda.com - coverage for vision exams and products. coverage for vision exams and products. under Medical Coverage. COVERAGE DEVELOPMENT for Workplace Development. for Workplace Development. online training resource.
403(b) TAX-DEFERRED Harvard offers an extensive choice of Not eligible. Postdoctoral fellows are not TUITION ASSISTANCE Eligible to take courses at most Harvard Eligible to take courses at most Harvard Waiting period for new hires investment funds for voluntary retirement covered by TDA auto-enrollment/ ACCOUNT (TDA) AND TUITION schools and to take job-related courses at schools and to take job-related courses at before becoming eligible: refer to savings, with a pretax option (“Traditional”) auto-escalation program. other accredited institutions. other accredited institutions. full guidelines at hr.harvard.edu/ and an after-tax Roth option available. REIMBURSEMENT tuition-assistance.
RETIREMENT PLAN Not eligible. Not eligible. TRANSPORTATION 50% subsidy on public transit passes. 50% subsidy on public transit passes. Bicycle commuters may be ASSISTANCE Discounted Zipcar and Hubway membership, Discounted Zipcar and Hubway membership, elgible for additional benefits and HEALTH FLEXIBLE Eligible to set aside up to $2,700 of salary Not eligible. HDHP participants are not eligible parking at Harvard, auto insurance, and more. parking at Harvard, auto insurance, and more. discounts. SPENDING ACCOUNT per year on a pretax basis to pay for out- for the Health FSA, but may elect a of-pocket medical, dental and vision care Limited Purpose FSA to cover out- ATHLETICS AND Convenient and affordable fitness and Convenient and affordable fitness and (FSA) expenses. of-pocket dental and vision costs. RECREATION recreational opportunities including access recreational opportunities including access to classes and facilities. to classes and facilities. DEPENDENT CARE Eligible to set aside up to $5,000 of salary Not eligible. FLEXIBLE SPENDING per year on a pretax basis to pay for eligible CULTURAL AND With a Harvard ID: With a Harvard ID: Discounts are available through expenses for the care of a dependent child LEISURE ACTIVITIES • Free admission for you and one guest to • Free admission for you and one guest to Outings & Innings, Harvard’s ACCOUNT (FSA) under age 13 or a dependent adult. Harvard’s museums. Harvard’s museums. window to culture and recreation • Access to discounts on a wide range of • Access to discounts on a wide range of in the greater Boston area. REIMBURSEMENT Eligible for reimbursement of out-of-pocket, Eligible for reimbursement of out-of-pocket, Please see hr.harvard.edu/ offerings including theatre, dance, travel, offerings including theatre, dance, travel, 617-495-2828 PROGRAM in-network medical expenses when amounts in-network medical expenses when amounts reimbursement-programs for and personal services. and personal services. outingsandinnings.harvard.edu exceed annual thresholds. Must be enrolled in exceed annual thresholds. Must be enrolled in details and income thresholds. Harvard’s HMO or POS plan. Harvard’s HMO or POS plan. HARVARD UNIVERSITY Eligible for membership in the nonprofit Eligible for membership in the nonprofit EMPLOYEES Harvard University Employees Credit Union, Harvard University Employees Credit Union, WORKERS’ Automatic coverage for work-related Automatic coverage for work-related which offers financial services, accounts which offers financial services, accounts CREDIT UNION COMPENSATION incidents causing injury or illness. incidents causing injury or illness. and mortgages. and mortgages. FICA taxes will be paid by the individual and No FICA taxes paid or deducted. EMPLOYEE Free and confidential services and crisis Free and confidential services and crisis Household members of eligible FICA the University and amounts paid will support available toll-free, 24 hours a support available toll-free, 24 hours a postdocs may use EAP services. ASSISTANCE be reflected on pay checks, available on day/7days a week. Counseling is provided in day/7days a week. Counseling is provided in Call the EAP at 877-EAP-HARV PeopleSoft PROGRAM (EAP) over a dozen languages. over a dozen languages. (877-327-4278). ADDITIONAL RESOURCES
In addition to the benefits information highlighted on pages 2 and 3, you may find the resources listed below helpful. More information can be found online on the Harvard Human Resources website (hr.harvard.edu), the Harvard home page (harvard.edu), and the Harvard University Gazette (news.harvard.edu/gazette).
HARVARD HUMAN OMBUDS OFFICES DINING SERVICES RESOURCES BENEFITS Neutral, confidential resource to discuss Overview of Harvard residential dining and [email protected] | 617-496-4001 academic and workplace issues. campus restaurants including daily menus. hr.harvard.edu/post-doctoral-fellows ombudsman.harvard.edu dining.harvard.edu hms.harvard.edu/departments/ombuds-office RECREATION OFFICES FOR HOUSING POSTDOCTORAL AFFAIRS Harvard Athletics and Recreation Harvard University Housing Exercise, yoga, dance, swimming, fitness and HMS/HSDM Office for Assistance in finding housing and Postdoctoral Fellows other recreational opportunities for free or at related services. low cost with athletic facility membership. postdoc.hms.harvard.edu | 617-432-6735 617-496-7827 I huhousing.harvard.edu 617-496-1585 | recreation.gocrimson.com Harvard T.H. Chan School Off-campus listings: harvardhousingoffcampus. Vanderbilt Athletic Facility of Public Health com Fitness facilities and recreational opportunities 617-432-4533 | hsph.me/postdocs Real Estate Advantage Program 617-432-1942 FAS Office for Postdoctoral Affairs Home buying and selling services, preferred hms.harvard.edu/departments/vanderbilt-hall, 617-496-5517 | postdoc.harvard.edu mortgage vendors and a cash-back benefit. select Athletic Facility 617-495-8840 OFFICE OF FACULTY huhousing.harvard.edu/homebuying Bodyscapes Wellness Benefit DEVELOPMENT & DIVERSITY HMS/HSDM benefits-eligible employees only COMPUTERS AND ACCESSORIES 617-738-9229 Aids in the recruitment, hiring, development, http://huit.harvard.edu/pages/computers- promotion and retention of faculty. software LIBRARIES faculty.harvard.edu Information on Harvard’s libraries. CHILD CARE AND ELDER CARE TRANSPORTATION AND PARKING 617-495-1000 | library.harvard.edu Harvard Commuter Choice Referrals to Harvard-affiliated child care MUSEUMS centers, information on child care scholarships, Subsidized MBTA passes, discounted Zipcar Free admission for Harvard employees plus one and discounts on emergency day care for membership, carpools, Harvard shuttles, guest; includes tours and children’s programs. children and elders. hr.harvard.edu/worklife parking and other commuting options. 617-384-RIDE (7433) Harvard Art Museums Office of Work/Life [email protected] 617-495-9400 | harvardartmuseums.org 617-495-4100 I [email protected] transportation.harvard.edu/commuterchoice Harvard Museum of Natural History Harvard Longwood Campus transportation.harvard.edu/parking 617-495-3045 | hmnh.harvard.edu Work/Life Program Manager www.MASCO.org - MASCO, Longwood- 617-432-1048 I [email protected] Cambridge Shuttle The Semitic Museum 617-495-4631 | semiticmuseum.fas.harvard.edu HARVARD UNIVERSITY EMPLOYEE ASSISTANCE PROGRAM The Arnold Arboretum HEALTH SERVICES Referrals to non-Harvard-affiliated child 617-524-1718 | arboretum.harvard.edu care, confidential referrals for mental health, General care for members of HUGHP (Harvard substance abuse, stress management and more. University Group Health Plan), and emergency Observatory Nights 877-EAP-HARV (877-327-4278) care for non-members. 520-879-4407 | cfa.harvard.edu/events hr.harvard.edu/employee-assistance-program 617-495-5711 | huhs.harvard.edu BS-POSTDOC-Y/Z-0120
The information in this document is intended to highlight features of the Harvard University benefit plans. In all cases, the actual provisions of each benefit plan will govern if there is any inconsistency between this general summary and Harvard’s formal plans or contracts. The University reserves the right to change or terminate the benefits described here at its sole discretion. Harvard Chan School ATTENDANCE RECORD July 1, 2020 – June 30, 2021 NAME______FACULTY SUPERVISOR______DEPARTMENT______
July 2020 August 2020 September 2020 Su M Tu W Th F S Su M Tu W Th F S Su M Tu W Th F S 1 2 3 4 1 1 2 3 4 5 5 6 7 8 9 10 11 2 3 4 5 6 7 8 6 7 8 9 10 11 12 12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30 30 31
October 2020 November 2020 December 2020 Su M Tu W Th F S Su M Tu W Th F S Su M Tu W Th F S 1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 4 5 6 7 8 9 10 8 9 10 11 12 13 14 6 7 8 9 10 11 12 11 12 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19 18 19 20 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26 25 26 27 28 29 30 31 29 30 27 28 29 30 31
January 2021 February 2021 March 2021 Su M Tu W Th F S Su M Tu W Th F S Su M Tu W Th F S 1 2 1 2 3 4 5 6 1 2 3 4 5 6 3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 24 25 26 27 28 29 30 28 28 29 30 31 31
April 2021 May 2021 June 2021 Su M Tu W Th F S Su M Tu W Th F S Su M Tu W Th F S 1 2 3 1 1 2 3 4 5 4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12 11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 30 31
Independence Day Friday, July 3, 2020 (observed) Labor Day Monday, September 7, 2020 Columbus Day Monday, October 12, 2020 Veterans’ Day Wednesday, November 11, 2020 Thanksgiving Recess Thursday, November 26, 2020 – Friday, November 27, 2020 Christmas Eve Thursday, December 24, 2020 (half-day holiday) Christmas Day Friday, December 25, 2020 Winter Recess Monday, December 28, 2020 – Thursday, December 31, 2020 New Year’s Day Friday, January 1, 2021 Martin Luther King Day Monday, January 18, 2021 Presidents’ Day Monday, February 15, 2021 Memorial Day Monday, May 31, 2021
ATTENDANCE RECORD NOTES July 1, 2020 – June 30, 2021
VACATION DAYS Annual appointees are entitled to one month's vacation (20 working days) per year (twelve months) within the term of an appointment, which should be used before the appointment end date (usually June 30.) Vacation time can only be carried forward into a subsequent appointment term if approved by the appointee’s department administrator. The maximum number of vacation days that can be accrued is 30 (thirty) days. All vacation time must be used before the appointee's termination date as any unused time will not be paid following an appointment end date.
SICK DAYS Sick days are accrued at the rate of 1 day per month, and can be carried forward to subsequent appointment terms up to a maximum of 130 days.
PERSONAL DAYS Appointees are granted three personal days per appointment year (July 1 – June 30). If an academic appointee is less than full-time, days are accrued on a pro-rated basis. Personal days may not be carried over from year to year. . Appointees who begin between July 1 and September 30 receive 3 personal days per appointment year. . Appointees who begin between October 1 and December 31 receive 2 personal days per appointment year. . Appointees who begin between January 1 and March 31 receive 1 personal day per appointment year. . Appointees who begin between April 1 and June 30 receive no personal days until the next appointment year.
If an appointment is less than full-time, vacation time, personal time, and sick time are prorated.
DAYS TAKEN
VACATION DAYS SICK DAYS PERSONAL DAYS
S:\FACULTY AFFAIRS\Non-Faculty Appointees\Postdocs\Orientation\Packet materials\AY 2018-2020 Orientation Packet\+Word versions\Attendance Calendar\Attendance Calendar AY2020-2021.docx
Office of Faculty Affairs
Responsibilities of Postdoctoral Fellows and Faculty Supervisors
(revised 08/14/2020)
The Harvard Chan School of Public Health recognizes that postdoctoral research fellows are trainees working in an apprenticeship mode in preparation for a career as scientific professionals. The mentoring provided to the postdoctoral fellow by the faculty mentor is critical to the fellow’s career development and advancement.
In addition, postdoctoral fellows are generally expected to function responsibly and autonomously within the school’s complex and decentralized environment. Independent thinking and action are in fact requisite to successful careers in research.
Responsibilities of postdoctoral fellows include the following:
Assume primary responsibility for the development of his or her research and career.
Play an active role in seeking career and research advice, both from the faculty supervisor and from other faculty members as appropriate.
Perform the research required by the faculty supervisor to a high standard and in accordance with all institutional and federal regulations.
Participate in the postdoc career development and annual review process.
Work in a collegial and cooperative manner with the faculty supervisor and other co-workers.
Responsibilities of Harvard Chan School faculty supervisors include the following:
Ensure that mutually understood expectations and goals are in place at the outset of the postdoctoral training period. This may be best accomplished during the review of the postdoc’s initial career development plan.
Meet regularly (for example, once a month) to establish and foster a career development plan and to assess important aspects of the postdoctoral fellow’s progress. In addition, complete the postdoc annual progress review form as part of the postdoc career development and annual review process.
Strike a reasonable balance between the postdoctoral fellow’s responsibility to participate in research directed by the faculty supervisor and opportunities to develop scholarship reflecting the postdoctoral fellow’s own interests.
Respect the postdoctoral fellow’s individuality, working style, and career goals and be aware that the rate of progress of postdoctoral fellows will vary.
Maintain an atmosphere in which the postdoctoral fellow feels free to approach him/her for advice or discussion of differences.
Encourage each postdoctoral fellow to seek advice and collaborative opportunities from other faculty members, or even to identify a second mentor, since the training experience can only benefit from a variety of perspectives.
Promote ethical standards for conducting research, including compliance with all institutional and federal regulations.
Accord full recognition of the postdoctoral fellow’s contributions to scholarship, including appropriate authorship of published work. (The school’s authorship guidelines, available online at https://hsph.harvard.edu/faculty-affairs/authorship-guidelines/ provide guidance in this area.)
Establish clear plans for how projects will be divided when fellows complete their training.
Support the postdoctoral fellow’s use of the full benefits of his/her employment at Harvard Chan School, including vacation time.
Postdoctoral fellows and faculty supervisors may meet with Jennifer Ivers, Associate Dean for Faculty Affairs, to resolve problems on an informal basis. Harvard Chan School also provides a formal process for the resolution of issues that may arise between a postdoctoral fellow and his/her supervisor (see grievance policy at https://www.hsph.harvard.edu/administrative-offices/faculty-affairs/postdoctoral- research-fellows/postdoc-guidelines/grievance-procedures-for-non-faculty-academic- appointees.html).
Office of Faculty Affairs Career Development Plan and Annual Review Process Postdoctoral Fellows
(revised 08/14/2020)
The objectives of the annual career development and evaluation process for Harvard Chan School postdoctoral fellows are as follows:
1. To clarify both the mentor’s and the postdoctoral fellow’s expectations for the fellowship
2. To identify scientific and professional goals for the coming year
3. To ensure that postdoctoral fellows receive regular and substantive feedback on their progress and career trajectory
Completion of the evaluation process by postdoctoral fellows and their mentors will be required in order to process a fellow’s reappointment; thus, all fellows appointed by Harvard Chan School, paid or unpaid, will take part. Postdoctoral fellows who participate in a performance evaluation at another Harvard University affiliate or program need not participate in this process if they submit verification that an appropriate form of evaluation has taken place.
Below is an outline of the procedures that will be followed to implement the evaluation process.
Year 1 – Postdoc Career Development Plan
Within 30 days of arrival at Harvard Chan School, the Office of Faculty Affairs (OFA) will send all new postdocs an email message describing the career development and annual review process and links to the relevant forms (career development plan, annual review form). The postdoc will be asked to complete the career development form within 60 days. (The annual review form is not intended to be used at the beginning of a postdoc appointment. A link to this form is sent to new postdocs for informational purposes and may provide guidance in developing their career development plan.)
The new postdoc will complete the career development plan outlining her/his goals for the coming year. The plan will be discussed with the postdoc’s mentor, revised if necessary, and approved by both the postdoc and mentor.
The completed plan will be submitted to OFA.
Year 2 (and subsequent years) – Postdoc Annual Progress Review Form
During the spring of each year, all postdocs who have been at Harvard Chan School for six months or longer will receive an email message from OFA reminding them of the career development and review process and asking them to complete a postdoc annual progress review form that encompasses their activities during the previous year, plans for activities in the next year, and feedback from their mentor. Postdoc mentors will also receive the message as their participation in the review process is needed.
The postdoc will complete the review form and then meet with her/his mentor to discuss it as well as to solicit feedback and suggestions from the mentor.
The completed forms will be submitted to OFA.
OFA will review the annual progress review form, and file it in the postdoc’s personnel file. If a form indicates that the postdoc is not meeting expectations in a number of areas, OFA will follow up as appropriate and provide additional support, if needed.
Conflict of Interest Information Sheet Where to go to complete it: fcoi.harvard.edu Who needs to complete a COI?
Annual appointees that are required to report include:
An annual appointees whose FTE is 50% or greater All investigators on a grant funded by, or proposed for funding by, an agency of the US Public Health Service (PHS) or a sponsor to which Harvard applies the 2011 PHS Rule (“PHS+ funded investigators”)
Here’s a list of some PHS funded agencies:
National Institutes of Health (NIH) Food and Drug Administration (FDA) Substance Abuse and Mental Health Services Administration (SAMHSA) Agency for Healthcare Research & Quality (AHRQ) Agency for Toxic Substances and Disease Registry (ATSDR) Centers for Disease Control and Prevention (CDC) Health Resources and Services Administration (HRSA) Indian Health Service (IHS)
Please Note: If you are unsure of your funding source(s), please check in with your Faculty Supervisor or Department Administrator for clarification.
1/16/2015
Commuting and Transportation
Harvard’s campuses are conveniently located and served by extensive public transportation. The University is proud that its financial support for a variety of transportation and commuting options helps keep our driving rate significantly below national and state averages. You can explore your commuting options and receive significant transit discounts and benefits through Harvard CommuterChoice.
For Harvard Longwood Campus commuting services, Harvard partners with MASCO (617• 632•2800). Along with LMA shuttles to Cambridge and to major transit stations, MASCO offers CommuteWorks to help Longwood•based employees find their best commute.
Parking: Annual parking permits are sold by Parking Services for the Cambridge and Allston campuses. Applications for annual permits or one•day and off•hours permits may be made online or at the Campus Service Center. Parking is limited, so there may be a waiting list for some facilities. Preferred parking is available for low•emitting and fuel•efficient vehicles. Parking is especially limited in the Harvard Longwood Campus. One•day or off•hours permits may also be available. For HLC parking passes and information, visit MASCO’s Employee Parking page.
Auto insurance discounts Eligible employees who live in Massachusetts can receive a discount of 8•11% on auto insurance with MetLife or Liberty Mutual Insurance (and a 10% discount on a homeowner’s policy if you insure both auto and home). Paying your premiums through payroll deduction eliminates interest charges and service fees. To request a free, no•obligation quote or more information, visit the voluntary benefits site or call 866•228•3516.
Half•priced MBTA passes and pre•tax transit passes:
Harvard offers a 50 percent subsidy on monthly bus, subway, commuter rail and commuter boat passes for benefits•eligible employees. Sign•up online once for recurring automatic payments directly from your pay, and your pass will be mailed to you each month. Contact Harvard CommuterChoice for more information. You may also sign up for pretax savings on private transit passes and parking expenses related to commuting by MBTA or other public transit, up to the IRS pretax limit of $255 per month (beginning February 2016). Contact Harvard CommuterChoice for more information. CommuterChoice discounts and programs:
Harvard CommuterChoice also offers a range of commute planning tools and transportation options:
COMMUTE PLANNING Trying to figure out the best ways to commute to and from Harvard? Let us help you!
We can help identify options specifically for you with our Personalized Commuting Assistance form, or you might find the transportation answers you need from the list of apps and websites below.
Personalized Commuting Assistance Tell us a little about your schedule and we'll provide a range of commute suggestions tailored to your specific needs.
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Transit App Download the free Transit app to your smartphone for real-time travel options to and around campus using the MBTA, Hubway, or UBERPool and to receive updates on your preferred transit and bus lines.
Park&Pedal Drive to one of the many free parking lot hubs in the Park&Pedal network, park your car in a designated spot, and pedal your bike to work.
TRANSIT TRANSIT BENEFITS FOR FACULTY, STAFF, AND POSTDOCS
Order Transit Products FACULTY, STAFF AND POSTDOC BENEFIT Harvard University offers a 50% subsidy on monthly MBTA passes. Having trouble logging in? Click here for answers to Frequently Asked Questions.
HOW TO GUIDES
Use the WageWorks system to:
Order Your Transit Pass Enroll in Pre-tax Parking at Transit Stations Change Your Order Frequency Replace Your CharlieCard Download Your Order History Cancel or Change Your Transit Pass
TRANSIT PROVIDERS
MBTA The T - Greater Boston’s public transit system, including links to schedules, maps, commuter rail alerts, discounts and much more!
Harvard University Shuttles The University Shuttle Service operates fixed route bus service during the academic year providing safe, convenient, and reliable transportation throughout the Cambridge and Allston campuses.
Private Transit Providers Learn about private bus companies, railways and regional transit authorities serving the Greater Boston community.
M2 Shuttle MASCO manages the Harvard Medical School shuttle which runs between the Longwood Medical Area (LMA) campus and Harvard University in Cambridge.
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SHARING RIDES AND VEHICLES
Carpools Commute to work with a colleague either four or five days/week and save from 50%-75% on an annual parking permit.
Vanpools Vanpooling is a cooperative agreement between those who share a similar route to work. Vanpoolers share vehicle, gas and toll costs all of which are 50% off for Harvard employees.
Zipcar Get 24/7 access to dozens of shared cars parked on campus and thousands all over the world for a deeply discounted rate for individuals or departments! Simply reserve online, gain access with your Zipcard and drive. Rates always include gas and insurance.
Zimride A social network for sharing rides. Whether you have a car or need a ride, Zimride matches you with Harvard friends, classmates and colleagues who are going the same way.
Blue Bikes Bike Share Program Travel across Boston, Cambridge, Somerville and Brookline on publically shared bikes. Bikes can be returned to any of the 100+ stations across the network including the 12 supported by Harvard.
WALK
Harvard Walks Map Harvard gets a lot smaller with this walking map that breaks down Harvard and its surroundings into 5-minute increments.
Harvard on the Move Promotes physical and psychological wellness though non-competitive walking and running programs.
Health Benefits of Walking Regular activity, like walking, is “the closest thing to a magic bullet for your health”.
WalkBoston A non-profit membership organization dedicated to improving walking conditions in cities and towns across Massachusetts for transportation and recreation.
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BIKE
Bicycle Commuter Benefit FACULTY, STAFF, AND POSTDOC BENEFIT Bicycle commuters are eligible for reimbursement of up to $20/month at a maximum of $240/year for the costs associated with bicycle purchase, improvement, repair and storage.
Separated Bike Lanes in Cambridge The City of Cambridge has installed separated bike lanes near Harvard, including Mass Ave in front of the Law School and a two-way lane on Brattle Street. More projects are starting soon - check the City of Cambridge website for updates!
Know the Rules of the Road! Bicycling is a great transportation option but before you start pedaling you should understand the traffic laws. Check out this great resource from the City of Cambridge to learn about navigating urban traffic safely as a cyclist, driver, pedestrian or transit rider.
Blue Bikes Bike Share Travel across Boston, Cambridge, Somerville and Brookline on publically shared bikes. Bikes can be returned to any of the 200+ stations across the network including the 12 supported by Harvard.
HUPD Bicycle Registration Harvard affiliates are strongly encouraged to register their bicycles for free with the Harvard University Police Department
Safety and Maintenance Purchase discounted helmets, learn how to fix and repair your bicycle and find the location of Bike Repair Stations around campus.
Bicycle Parking on Campus Find out where on campus to park your bike.
Abandoned Bike Removal Pilot Project Identify, tag, and remove abandoned bikes
Bike Programs/Resources Learn about shops, events, initiatives, and advocacy groups around Harvard and Metro-Boston
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Harvard Chan School Fitness Benefit
PLEASE NOTE: The parameters of our Fitness Benefit are for reimbursements to memberships to health clubs ONLY. For example: ClassPass, OrangeTheory, SweatApp, yoga studios, boxing gyms, climbing gyms, etc do not qualify for this benefit.
Please use the FY21 Benefit form for any expenses after July 1, 2020.
The Harvard Chan School fitness benefit provides financial assistance to faculty, staff and postdoctoral fellows who wish to enhance their well being through a membership to a health club of their choice. The benefit can be used to pay for individual or family memberships to health clubs. For additional information regarding the benefit, please visit our Frequently Asked Fitness Benefit Questions page.
How to Apply for the FY2021 Fitness Benefit Reimbursement:
Reimbursement Requests Due By July 10, 2021.
Verify that you are eligible to participate in this benefit. You must have completed one year of service as a benefits-eligible employee at the Harvard Chan School to begin using the Fitness Benefit.
Verify health club eligibility. A health club or gym facility is eligible if the facility includes cardiovascular and/or weight training equipment that is accessible to you to use independently of a class or personal trainer.
Complete the FY2021 Fitness Benefit Reimbursement Form. Fill out all relevant sections, sign (electronically), and submit.
Approvals: Human Resources will approve completed request forms and forward them to Financial Services for processing.
Payments will be processed as additional pay compensation and will take approximately 4 – 6 weeks to appear in a separate paycheck and deposit. Please note that if you have multiple direct deposits, this will also apply to your reimbursement. For tips on how to view an additional pay compensation in PeopleSoft, refer to: How to View if You Have Received Your Fitness Benefit Reimbursement
If you have a question concerning your benefit, the form, or these instructions, please check the Frequently Asked Fitness Benefit Questions or contact HR by emailing [email protected] or calling 617-432-0979. For additional savings, go to the HLC Perks and Benefits page under Wellness Benefits.
Confidentiality in a Nutshell
Confidential - Privileged Conversations are privileged and, absent special circumstances, may not be disclosed without your consent even in a criminal or other external proceeding: • OSAPR staff when providing services as a • Mental health clinicians sexual assault counselor, a domestic vio- • Lawyers providing legal advice to clients lence counselor, or under a clinical license • Clergy members
Confidential Employees designated by Harvard as confidential who do not need to notify a Title IX Coordinator when they learn about potential incidents of sexual or gender-based harassment, but may be required to reveal information that was shared with them in a criminal or other external proceeding: • OSAPR staff when providing services beyond • Bureau of Study Counsel those in their capacity as a sexual assault • University Ombuds or domestic violence counselor or under a • Longwood Ombuds clinical license • Office of BGLTQ Student Life
Private* Information is shared only on a need-to-know basis: • School or Unit Title IX Coordinators • Associate Title IX Officer • Title IX Officer
Responsible Employees** Employees who protect privacy and share information with a Title IX Coordinator and otherwise only on a need-to-know basis. You may find it useful to ask about confidentiality and privilege at the start of your conversation with any of Harvard’s resources: • Faculty Deans • Teaching Fellows • Paid Student Employees • Resident Deans • Deans (only when acting as em- • Tutors/Proctors • Administrative and ployees of the University) • Faculty Professional Staff • Instructors • Coaches
* Staff with specialized training and expertise in addressing issues of sexual and/or gender-based harassment, who are positioned to help students, faculty, staff and third parties and who protect privacy and share information only on a need-to- know basis. **This is not an exhaustive list of Responsible Employees. If you have questions, reach out to your local Title IX Coordinator. T 24-HOUR SUP GEN POR UR T T 24-HOUR SUP GEN Prevention & Response POR UR (617) 495-9100 T Harvard University M Police Department E Prevention(617) 495-1212& Response D T (617) 495-9100 I R BGLTQ Student Life C O HarvardBoston UniversityArea Rape Harvard UniversityM A P Behavioral Health PoliceCrisis Department Center Health ServicesE L D P T (617)(800) 495-1212 841-8371 C Bureau of Study Counsel I U R BGLTQ Student Life Local Hospitals with SexualC A Boston Area Rape A S O AssaultHarvard Nurse University Examiners* R PCounselingBehavioral & Mental Health Health Crisis Center L Health Services E P (800) 841-8371 EmployeeBureau Assistance of Study Counsel Program C U LocalPrevention Hospitals with & Response Sexual A S CounselingHarvard & Chaplains Mental Health AssaultMEDICAL Nurse ACCOMPANIMENT Examiners* R E Employee Assistance Program Harvard University Prevention & Response PreventionPolice & Department Response Harvard Chaplains Sexual & MEDICALPROVIDES ACCOMPANIMENT TRANSPORTATION Harvard University Prevention & Response Gender-Based Police Department HarassmentSexual & PROVIDES TRANSPORTATION Gender-BasedResources Harassment
I N Resources Local Title IX Coordinators V I RECEIVES FORMAL COMPLAINTS E N AND PROVIDES INFORMAL LocalPROVIDES Title IX INTERIM Coordinators MEASURES S V T RECEIVESRESOLUTION FORMAL COMPLAINTS (INDIVIDUALIZED SUPPORTS) E I AND PROVIDES INFORMAL AND PROVIDES INFORMAL GS PROVIDES INTERIM MEASURES RESOLUTION TA (INDIVIDUALIZEDRESOLUTION SUPPORTS) I GT AND PROVIDES INFORMAL RESOLUTION AIO T IN OS Harvard University N Police Department S Harvard University LocalPolice Police Department Department Local Police Department
REPORT REPORT
PRIVATE CONFIDENTIAL CONFIDENTIAL AND PRIVILEGED PRIVATE CONFIDENTIAL CONFIDENTIAL AND PRIVILEGED Behavioral Health Services Harvard University Health Services (HUHS) huhBehas.havrivoarradl .Hedeaul/tshe Srveircveicses Hhuarvhasrd.ha Urnvaiverdr.seitdyu Health Services (HUHS) huhs.harvard.edu/services huhs.harvard.edu Boston Area Rape Crisis Center (BARCC) Boston Area Rape Crisis Center (BARCC) barbcacr.cocr.gorg ooddr.hr.ahravravradr.edd.eudu BGBLTGQLT SQt udeStudentn Lit Lifefe bglbtgql.ftqas.fas.ha.hravravradr.de.deudu oosapsapr.hr.ahravravradr.edd.eudu BurBeuareua ouf oSftudy Study Cou Counnsesel l( B(BSSCC)) bscb.hsca.hrvaarvradr.edd.eudu CCamambrbidgridge: eombu: ombudsmdsamn.ahna.rhvardva.erddu.edu CouCounselnsielnging & &Me Mentantal lH Heealalthth ( (CAMCAMHHS) huhhus.hhsa.hrvaarvradr.edd.edu/us/esrevrivciceess titleix.harvard.edu EmEpmloyeeployee A sAsisssitsatnceance P Proroggrraamm ((EAEAPP)) titleix.harvard.edu hr.hra.hrvaarvrdar.edd.edu/ue/memplpoyeeloyee-as-asssististaancence-progrraamm HHaravravrdard U nUiveniversirtsyi tPyo lPiceolice De pDearptmeartnmet (HUPnt (HUPD)** D)** hupd.harvard.edu HaHrvaarrvda rChd Chaplaplaianisns hupd.harvard.edu chacphalapilnasin.hsa.hravravradr.de.deduu
found at titleix.harvard.edu/options. found at titleix.harvard.edu/options. *Local Hospitals with Sexual Assault Nurse Examiners: Beth Israel, Boston Medical Center, Brigham and Women’s Hospital, *Local Cambridge Hospitals Hospital, with Sexual Children’s Assault Hospital, Nurse Massachusetts Examiners: Beth General Israel, Hospital, Boston Newton- MedicalW Center,ellesley BrighamHospital and Women’s Hospital, Cambridge Hospital, Children’s Hospital, Massachusetts General Hospital, Newton-Wellesley Hospital **Harvard University Police Department (HUPD) can assist with reporting and safety planning. They will generally seek **Harvard permission University of the Policeimpacted Department party prior (HUPD)to releasing can policeassist withreports reporting involving and sexual safety assault. planning. They will generally seek permission of the impacted party prior to releasing police reports involving sexual assault. Ombuds Office
The Ombuds Office supports an ethical and civil culture, encouraging mutual understanding and resolution through respectful dialogue and fair processes
About the Ombuds Office
The Ombuds Office, established in 1991, provides its visitors with a highly confidential and informal forum in which to help them to clarify their concerns, identify their goals and consider all of their options in managing or resolving their concerns. The Ombudsperson serves students, faculty, staff and trainees of Harvard Medical School, Harvard School of Dental Medicine and Harvard T.H. Chan School of Public Health and is independent in structure, function and appearance. The Ombudsperson does not serve as an advocate for any party to a dispute. However, an Ombudsperson does advocate for fair treatment and processes. Some typical concerns brought to the Ombuds Office include work/learning environment and performance, fear of retaliation, professional misconduct, authorship, sexual harassment and discrimination. Any issue may be brought to the Ombudsperson.
The Ombuds Office seeks to enhance the ability of all visitors to deal more effectively with challenging situations on their own. If assistance is needed beyond individual coaching, further information can be gathered on behalf of the student, referrals can be made to those with expertise in a specific area or proper authorities at the school or affiliated institution can be contacted. When appropriate, the Ombudsperson can provide shuttle diplomacy, group facilitation or informal mediation services to help find a satisfactory solution. The visitor decides which course of action, if any, is taken and that action is tailored to fit each situation.
Who visits the Ombuds Office?
The office is open to faculty, staff, students, trainees and appointees to HMS, HSDM, HSPH and their affiliated institutions.
Why visit the Ombuds Office?
Visitors to the Ombuds Office come to informally discuss any issues affecting one's work or studies. Options can range from just talking to requesting a formal grievance procedure and lots in between.
What is the Ombudsperson's Role?
The Ombudsperson's role is to listen and help you identify issues, goals and options; you'll make your own decisions regarding next steps.
What makes the Ombuds Office unique?
Confidentiality Information shared by any visitor will not be disclosed without the visitor's permission except when the Ombuds determines there may be an imminent risk of serious harm or when required by law. The Ombuds Office does not maintain records that identify visitors to the office.
Neutrality An Ombudsperson does not serve as an advocate for any party to a dispute. However, an Ombudsperson does advocate for productive communication and fair processes and their implementation.
Independence The Ombuds Office is independent in structure, function and appearance.
Informality There is no formal processes in the Ombuds Office—can educate people about policies and procedures and where to go.
The Ombudsperson can help explore concerns about:
Career Management Work/Academic Environment Research Fair Treatment Interpersonal Relationships Harassment Discrimination Policies and Requirements
Contact Information:
Melissa Brodrick Ombudsperson [email protected]
Justin Neiman Associate Ombudsperson [email protected]
Harvard T.H. Chan School of Public Health Harvard Medical School Harvard School of Dental Medicine 164 Longwood Avenue Boston, MA 02115 617 432-4040 (Ombuds) 617-432-4041 (Office) 617-432-0586 (Confidential Fax) https://www.hsph.harvard.edu/human-resources/hlc-ombuds-office/ LGBTQ+ Resources for an Inclusive Harvard Community
The Title IX Office, in collaboration with the College Office of BGLTQ Student Life, is proud to be developing a University-wide guide of LGBTQ+ Resources at Harvard and beyond. While you can anticipate the official introduction of the comprehensive guide in the spring of 2019, we encourage students, faculty, and staff to access resources here at Harvard and learn more about activities, information, and internal and external programs that serve LGBTQ+ individuals.
Harvard University Highlights College Office of BGLTQ Title IX Office Student Life 44R Brattle Street, 2nd Floor Sheehan Scarborough, Director Cambridge, MA 02138 Grays Hall, Lower Level Phone: (617) 496-0200 Cambridge, MA 02138 Contact: [email protected] Phone: (617) 496-5716 Contact: [email protected] Title IX Coordinators Visit: titleix.harvard.edu/coordinators Office for Diversity Inclusion and for the full list. Community Partnership Harvard Medical School Jessica Office of Sexual Assault Prevention Halem, LGBT Program Director & Response (OSAPR) Office for Diversity Inclusion & Smith Campus Center, Suite 624 Community Partnership 1350 Massachusetts Avenue 164 Longwood Avenue Cambridge, MA 02138 Boston, MA 02115 Office Phone: (617) 496-5636 Phone: (617) 432-7555 24-hour Confidential Hotline: Contact: (617) 495-9100 [email protected] Contact: [email protected]
Office of the Assistant to the President for Institutional Diversity Temporary Relocation: and Equity 124 Mt. Auburn Street, 3rd Floor Smith Campus Center Cambridge, MA 02138 Suite 727W Cambridge, MA 02138 Phone: 617-998-1778 Phone: (617) 495-1540 Fax: 617-495-8520 Contact: [email protected] Email: [email protected] An Introduction to Harvard Groups
One Queer Harvard Contact: facebook.com/OneQueerHarvard Web: [email protected]
Harvard Gender and Sexuality Caucus Web: hgsc.sigs.harvard.edu
Harvard Law School Lambda Contact: [email protected] Web: orgs.law.harvard.edu/lambda
Queer & Trans People of Color Law Students Association Contact: [email protected]
Harvard Business School Lesbian Gay Bisexual Transgender Student Association Contact: [email protected]
LGBTQ @ Graduate School of Arts and Sciences Contact: [email protected] Web: facebook.com/LGBTQatGSAS
QueerEd Facebook messenger: @queeredharvard
Queer Students Association (QSA) at Harvard Chan School of Public Health Contact: hsph.harvard.edu/qsa-so
Queer Rites Harvard Divinity School Contact: [email protected] & [email protected] Web: facebook.com/LGBTQatGSAS
LGBTQ Policy Journal at the Harvard Kennedy School Contact: lgbtq.hkspublications.org
To explore more internal and external resources, visit titleix.harvard.edu CURRENT CHILD CARE BENEFITS AND RESOURCES AVAILABLE, PROVIDED BY HARVARD LONGWOOD CAMPUS (HLC) WORKLIFE
There are two Longwood area centers Longwood Medical Area Childcare Center (LMACCC) and Bright Horizons Landmark (websites below). https://www.lmaccc.org/ https://child-care-preschool.brighthorizons.com/ma/boston/landmark?utm_source= GMB_yext&utm_medium=GMBdirectory&utm_campaign=yext&IMS_SOURCE_SPEC IFY=GMB
FOR FINANCIAL SUPPORT HARVARD OFFERS THE FOLLOWING:
LOCATING IN-HOME CARE: Harvard benefits-eligible employees are eligible for the Care@Work program which provides up to 20 days of partially-subsidized back-up care where vetted and experienced caregivers provide care in the employee’s home. The employee needs to be pre-registered (this takes 24 hours to get into the system) to be able to reserve and book this care and there are enhanced health protocols to adhere to before the care arrangement proceeds. Once they are pre-registered they also have free membership to the Care.com digital platform for searching for other caregivers beyond the Harvard benefit and for more regular in-home care arrangements. Here is the link to pre- register.
The HUID protected WATCH Portal allows Harvard Community members to offer and procure services such as childcare. Caregivers would be linked to the Harvard Community but not vetted.
SUBSIDIES: Harvard also has a modest child care scholarships subsidy program and staff, faculty and postdocs are eligible to apply for financial help to defray the costs of regular child care (in-home or in-center). Applications will be open in PeopleSoft beginning July 12, 2020.
The SOURCE program is a small annual subsidy that reimburses for the costs of back-up care. Whether it is paying a neighbor for child care or care.com, those who earn under $75K FTE can complete a claim form and send it in for reimbursement.
There may be some updates to the Care@Work in the near future and we will be sure to notify all postdocs once announced.
Welcome to MessageME
Welcome to MessageMe, Harvard University’s Emergency Notification System. MessageMe allows the University to quickly distribute critical information to you, wherever you are located, during an emergency. MessageMe helps you to stay informed in the event of an emergency by sending alerts to your personal devices (smartphone, tablet, etc.) through text messaging, voice, and/or email. MessageMe is used in conjunction with other University tools to alert the Harvard Community of critical events that are either in progress or to provide a warning if an event is about to occur. MessageMe is available for all active Harvard Faculty, Staff, Students as well as other members of the Harvard Community. If you are unable to register, please contact IT Support at huit.harvard.edu/ithelp or call 617-495-7777.
Note about signing up for MessageMe
To all new employees and incoming students: Until your status at Harvard has been changed to "Active" you will not be able to sign up for MessageMe. Once the system is updated to show your status as active, it could take 24-48 hours to be reflected in the MessageMe registration site. Your patience is appreciated. If you have specific questions related to your Harvard HR account, please speak with a representive at your registrar or local HR office. If you after taking these step you are still unable to sign up for MessageMe, please go to huit.harvard.edu/ithelp for assistance.
About MessageMe
MessageMe is a tool the University uses to communicate with the Harvard community when there is an imminent and critical public safety issue. MessageMe allows crisis support leaders to instantly send messages simultaneously to subscribers across campus. Now you can choose how you want to receive your messages. You can choose one or all of these methods in order to customize a solution that works for you.
Official Harvard phone numbers are automatically subscribed. Other options available are as follows: Voice mail to the personal (non Harvard) phone number of your choice Text message to your (personal or Harvard provided) cell phone E-mail to your non-Harvard e-mail account
Because Harvard University is committed to the safety and security of the University community, in addition to MessageMe, Harvard utilizes several well-established emergency communication methods. They are as follows: University-wide broadcast emails Online updates via the Harvard homepage Coordinated use of public media outlets Localized public address systems
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Welcome to Harvard T.H. Chan School of Public Health!
The Harvard Chan Postdoc Association would like to welcome you to the school, and provide what we hope will be useful information to help you to settle in and learn what’s available to you during your time here.
Membership As a postdoc or research associate in the school, you’re automatically a member of the Harvard Chan Postdoc Association (PDA). The PDA is here to represent your interests as a postdoc or research associate, both within the school, and within larger Boston-wide and nationwide postdoctoral associations. Our aim is to assist postdocs and research associates in developing their careers and accessing educational opportunities, social activities, and interesting forums to network and optimize your time here at Harvard.
About the PDA The Harvard School of Public Health (HSPH) Postdoctoral Association (PDA), founded in 2007, serves and represents the approximately 300 postdoctoral fellows and 150 research associates at the School. We envision a community of productive, successful, and happy annual academic appointees at HSPH who advance the public’s health through learning, discovery, and communication. The HSPH Postdoctoral Association is not a union and does not represent individuals for the purpose of collective bargaining with any organizations. All postdocs and research associates at the School are members of the PDA, as well as the National Postdoc Association and Boston Postdoc Association. All actions by the HSPH PDA are governed by its by-laws.
Our Mission 1. promote the professional enrichment, development, and training of annual academic appointees at HSPH 2. raise awareness about appointees in the HSPH community, 3. represent the interests and needs of annual academic appointees to the administration and faculty of HSPH, 4. establish a formal forum for annual academic appointees to meet and discuss issues of importance to them at HSPH, and 5. promote interaction among appointees across the school, and to help new incoming annual academic appointees integrate into the HSPH community.
Where to Find Us Website: http://www.hsph.harvard.edu/pda/ Facebook page: http://www.facebook.com/groups/HarvardChanPDA/ Monthly meetings (all are welcome to attend, emails are sent to all postdocs approximately one week in advance!) Networking events (see website, or emails!) Or feel free to email us at [email protected]
PDA Initiatives, Events, and Opportunites
Postdoc Appreciation Week- Postdoc Appreciation Week is a multi-day event celebrating the contributions of postdocs and research associates to the Harvard School of Public Health. We schedule a wide variety of activities, including professional development workshops, wellness activities, and an interdepartmental research symposium.
Networking Events- Our social chair(s) plan awesome events throughout the year to promote networking and friendship amongst postdocs and research associates. Events will be advertised on our website and facebook page, and via email. https://www.hsph.harvard.edu/pda/pda-activities/social-activities/
Peer Grant Network- Are you applying for a grant and want to learn tips and tricks from people who have been SUCCESSFUL in getting that grant? OR, were you successful in gaining a grant, and are willing to share your wisdom with those applying in the current round? Join our peer grant network as a mentor or mentee. http://www.hsph.harvard.edu/pda/peer-grant-network/
Nanocourses- Do you want to learn about a cool new topic in public health without committing to weekly lectures for a whole semester? OR, do you want to gain invaluable skills in course design, delivery, and postgraduate teaching? Attend or design a nanocourse (a course run over 2x 3 hour sessions, delivered by postdocs/research associates, with oversight from Harvard curriculum fellows). https://www.hsph.harvard.edu/publichealth101/
Travel Awards- The PDA offers several awards for which all postdocs and research associates are eligible to apply. Six postdocs and two research associates are supported annually by $1500 travel awards to attend a conference, and at least two postdocs / research associates are sponsored annually for a one-week international exchange program in Turkey (Kocaeli University). https://www.hsph.harvard.edu/pda/travel-awards/ https://www.hsph.harvard.edu/pda/kocaeli-travelaward/
Please don’t hesitate to contact us for any further information, or just to say hi and introduce yourself. We look forward to meeting you soon!
Your PDA
The PDA’s Top Tips for Incoming Postdocs!
General info you may need to know about Harvard/Boston/USA On our website, we have handy information about many topics related to starting your position and life at the school: https://www.hsph.harvard.edu/pda
Another useful website is the Harvard Faculty of Arts and Sciences Office of Postdoctoral Affairs: http://www.postdoc.harvard.edu/
We recommend you attend an orientation session conducted by the Office of Faculty Affairs, either in person, or via their live recording: http://www.hsph.harvard.edu/faculty- affairs/postdoctoral-research-fellows/new-postdocs/
If you are an international postdoc, we can highly recommend becoming familiar with the Harvard International Office website. It is easy to navigate and covers essential information: http://www.hio.harvard.edu/
Visa Issues If you are coming from a country outside of the USA you will need to obtain a visa. The administrative staff of your department will provide you with the documentation required for your application. Be aware of the timing required for processing, and schedule an appointment at the US Embassy in your home country. The Harvard International Office (HIO) website provides a lot of information on the requirements and procedure: http://hio.harvard.edu/
When you arrive, you will need to attend the HIO in Cambridge to register and get a travel signature on your visa form. This signature will allow you to reenter the USA when you travel internationally whilst still in your visa period. The HIO advisor for Harvard Chan School is Elizabeth Capuano and she holds walk-in office hours at the School regularly. Appointments are not required and dates can be found on the HIO website: http://hio.harvard.edu/office- hours.
Benefits There are many benefits available to postdocs working at Harvard University. It is important to determine which of the three main categories of postdoctoral fellows you fall into, as this will determine your eligibility for benefits, including access to the Harvard employee health plans: a) Internal, “employee” postdoc on PI’s funding and on Harvard payroll; b) Stipendee postdoc with individual fellowship or paid from a training grant, on Harvard payroll; c) External postdoc, receiving payment directly from outside funding source, not on Harvard payroll.
The Office of Faculty Affairs orientation session will provide information on benefits, and there is great information on their website: https://www.hsph.harvard.edu/faculty- affairs/postdoctoral-research-fellows/postdoc-benefits/
You may also find more information on the following sites: Benefits office: http://www.employment.harvard.edu/benefits/perks/ HMS/HSDM website: http://postdoc.hms.harvard.edu/benefits/
Health Insurance If you are paid through Harvard payroll (categories “a” and “b” above), a benefits package will be mailed to your home address within the first couple of weeks of your appointment, containing information on the different insurance plans and benefits available to you.
If you are an external postdoc (category “c” above), you will have to purchase health insurance through an alternative provider. External postdocs may purchase student health insurance from Harvard University Health Services at the affiliate rate. For information see: http://hushp.harvard.edu/hushp-post-doc-affiliates
If you are an international postdoc, it is a visa requirement that you have eligible insurance, more details can be found here on the HIO website: http://hio.harvard.edu/j-visa-regulations- regarding-health-insurance-requirements
The HIO may be able to suggest other affordable insurance plans for you to consider.
IMPORTANT! If your health coverage is not provided by an employer or other funding source, you are eligible for reimbursement up to $2500 per year for the purchase of health insurance. Contact us (the PDA) for assistance!
Housing There are several options for postdocs looking for housing. The following websites provide useful information regarding housing: Harvard University Housing: http://www.huhousing.harvard.edu/ Harvard University Off Campus Listings: https://www.harvardhousingoffcampus.com/ Harvard International Office: http://hio.harvard.edu/housing/ Harvard Classifieds: https://harviesclassifieds.harvard.edu/Housing/List?page=3 (Note- you will need a Harvard log in to view these) Craigslist Boston (lists rentals and roomshares) http://boston.craigslist.org/ (Note- beware of scams on this site. Never transfer money to a person remotely without seeing the property and meeting in person). Facebook Housing Groups (lists rentals and roomshares) https://www.facebook.com/groups/226351684392432/ , https://www.facebook.com/groups/673389662794979/ , and others (Note- beware of scams on this site. Never transfer money to a person remotely without seeing the property and meeting in person).
Taxes USA taxes must be filed by April 15 each year. Check with your account manager about the appropriate forms, and you may use an online tax system to file your taxes or seek an accountant. More information can be found here: http://oc.finance.harvard.edu/services/taxes
Some important things to note: The HMS/HSDM holds postdoc tax information sessions from time to time. Postdocs who have attended have highly recommended them.
Are you an international postdoc? The Harvard International Office provides detailed information about taxes, and also allows international postdocs to access the Windstar Foreign National Tax Resource to assist with filing: http://hio.harvard.edu/tax-filing-information Check your tax requirements carefully! Some postdoctoral fellows do not have to pay social security, Medicare, or unemployment tax, and this could save you a significant amount of money each year. Below are some links for information on this; however, we recommend seeking advice from an accountant, or attending a tax advice session. If you have paid unnecessary taxes, you may be able to submit a form via Harvard for a refund. http://www.nationalpostdoc.org/?page=TaxIssues http://www.phds.org/nrsa-taxes/
Student Loans Are you a US citizen, national, or permanent resident, with student loans? The NIH Loan Repayment Programs are open to eligible researchers in eligible fields of research who are committed to engaging in “NIH mission-relevant” research. We highly recommend that you check your eligibility for these programs, and the applicable due dates for applications here: https://www.lrp.nih.gov/
Child Care Postdocs may apply for a childcare subsidy through the university Office of Work and Family (site needs a Harvard login): http://harvie.harvard.edu/Work_Life_Balance/Caring_for_Children/Scholarships_Affording_C hild_Care
For more information about child care, please see the following links: Harvard HR: http://hr.harvard.edu/childcare/ Harvard Faculty of Arts and Sciences Office of Postdoctoral Affairs: http://postdoc.harvard.edu/child-care
Partners/Spouses The HIO provides information about various partner/spouse groups and resources to help them settle into Boston as well: http://hio.harvard.edu/spouses-partners-children
Public Transportation in Boston MBTA: Boston/Cambridge has a good public transportation system run by the Massachusetts Bay Transportation Authority (MBTA: www.mbta.com). If you are benefits eligible, you can purchase a discounted monthly pass through Harvard- sign up ASAP because it takes 2 months to process!
For those who are not benefits eligible, you can get a Charlie Card (a plastic card) and load value for single rides, or weekly or monthly passes. The card itself is free of charge and you can get one at certain stations: http://www.mbta.com/fares_and_passes/charlie/?id=5592
Shuttles: Harvard University also operates a number of shuttle buses. For postdocs working in the Longwood Area, the M2 shuttle offers frequent service between the Longwood Campus
and the main Harvard campus in Cambridge. The shuttle is free with your Harvard ID. You can download the Harvard app for smart phones for real-time schedule information, or visit this website: http://www.masco.org/lma-shuttles/m2-cambridge-hms.
Biking: Boston is one of the few cities in the USA where bikes are being integrated in the road logistics. There are bike paths on some streets, which make it easier to commute by bike, but you still need to watch out!
Bluebikes: is a bike-share system in Boston and its neighboring cities, with bikes and docking stations all over the city. The stations do close down in bad weather over the winter months, and you need to provide your own helmet. Information is available here: https://www.bluebikes.com/how-it-works. Discounts are available to Harvard affiliates (including external postdocs): http://www.transportation.harvard.edu/commuterchoice/bike/blue-bikes-bike-share- program
Zipcar: While not exactly public transport, Zipcar is a car-sharing alternative to rental cars. Cars are available to rent per hour or per day, and available at many locations around the city. You receive a membership card which allows you to book cars at any location. Harvard affiliates can receive a discount on yearly membership: https://www.zipcar.com/universities/harvard-university
Business cards Postdocs can have business cards printed for a fee (about $30 for 250 cards). Speak to your department administrator or the Office for Career Advancement for assistance.
Other perks! Outings and Innings: Are you feeling stressed out with the move and your new surroundings? Take a break and listen to the symphony, watch a Red Sox game or theatrical show, or visit one of Boston’s great museums or art galleries at a major discount. Be sure to check if you can get a discounted price before booking tickets to a show or event around Boston! All Harvard postdocs can order discounted Harvard tickets online and pick up at the Outings and Innings Office in Cambridge, or when they visit the Longwood area on certain days throughout the year: http://outingsandinnings.harvard.edu
Harvard museums: Many Harvard museums are free of charge to Harvard affiliates and a guest: http://hr.harvard.edu/employee-discounts
Much much more! A range of other discounts are available to Harvard employees and affiliates (many also to external postdocs). These range from rental cars, banking products, computing equipment, flights, and so on. http://hr.harvard.edu/employee-discounts http://travel.harvard.edu/personal-discounts
Dear Postdoc,
Welcome to the Harvard T.H. Chan School of Public Health. In 2009, the Harvard Chan Alumni Association amended its bylaws to grant alumni status to postdocs in recognition of their significant work and accomplishments at the School. Upon leaving Harvard Chan you will be officially an alumna/us of the School.
As an alumna/us you will have all the rights and privileges of a Harvard alumnus, including being able to vote for Harvard Chan Alumni Association officers. You can also run for a position within the Harvard Chan Alumni Association (recent PDS Council Members include Alison Williams, PhD, PDS '10 and Cherie Lynn Ramirez, PhD, PDS ’14).
As an alumna/us you will also receive:
The Harvard Public Health magazine, three times per year via postal mail. Periodic email announcements about regional networking and educational events. Monthly electronic newsletters from Harvard Chan with timely public health news and developments from the School. Access to Harvard University directory (which encompasses all the Harvard schools). A @alumni.harvard.edu forwarding email address.
In addition to the benefits listed above, you are also an Associate Member of the university-wide Harvard Alumni Association (HAA). However, as an Associate Member you are not eligible to vote or run in a Harvard University election (excluding Harvard Chan).
Creating a @alumni.Harvard Email forwarding address upon leaving Harvard Chan: 1. Log in to the alumni.harvard.edu community using your HarvardKey login name and password. 2. Click on the Email Forwarding link in the left hand navigation. 3. Check the "Enable email forwarding" box. 4. Enter your handle (the part that comes before the @ sign) in the "Emails sent to" box. 5. Select the address where you would like emails to be forwarded from the "Will be forwarded to" dropdown. 6. Click "Save."
After taking these steps, it will take about 2-3 hours for your @alumni.harvard email forwarding address to become active.
Once again, congratulations. We look forward to your involvement.
Sincerely,
Jim Smith Assistant Dean of Student and Alumni Affairs HSPH Postdoctoral Association Peer Grant Network
The PDA has previously organized the Peer Grant Network (PGN), a resource for postdocs, research associates, and students seeking guidance on fellowship and grant applications.
To revive the PGN, we are seeking counselors with recent experience applying for grants or fellowships at the postdoc, research associate, or student level. Each counselor will be matched with an applicant according to award type. Counselors determine their own time commitment to counseling and use their own discretion about sharing their previous proposals.
We seeking counselors for grants including:
NIH grants, especially F32, R21, and K99/R00
American Heart Association’s postdoc fellowship
European Molecular Biology Organization’s postdoc fellowship
Human Frontier Science Program postdoc fellowship
Deutsche Forschungsgemeinschaft (Germany) postdoc fellowship
European Atherosclerosis Society postdoc fellowship
Damon Runyon Cancer Research Foundation postdoc fellowship
Cancer Research Institute Irvington Fellowship