Sponsored Staff On-boarding Process

All Sponsored Staff 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 bwhoss@partners.org 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: https://ssobs.mgb.org/# (please note: must use Google Chrome)
  You will be asked to upload the following completed documents based on the corresponding Sponsored Staff Role:
  • POI Form - for all roles
  • Attestation of Outside Employment- for collaborators only
  • Document of External Salary and Support- for sponsored employees only
  • IP Agreement- for research roles
  • DSP Form - You will be re-directed to the DSP page on the RDP website, please sign in using the your MGB credentials when prompted
  • Copy of government issued photo ID
  • 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).
  • Health Screening Requirements form may be completed by the applicant's physician; please view both pages of the form for further instruction.
• Once OSS has processed the request, the new sponsored staff will receive a confirmation email from bwhoss@partners.org with a link to the HealthStream training (with instructions on how to complete), their username, Mass General Brigham 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:

• A completed and signed Massachusetts Work Permit
• Medical Screening Minor Consent Form
• Consent to Evaluate and Treat Form
• Laboratory Minor Consent Form with a description of the work environment and associated risks. (Only necessary if the minor will be working in a laboratory setting at BWH.) if the minor will be working in a laboratory setting at BWH.