Martinos Center New Employee Orientation January 2016 Agenda

Martinos Center New Employee Orientation January 2016

Agenda • Welcome • IT Help Desk • General Information • Visa Information • Coffee Break / Center Tour • Grants • Financial – Purchasing and Travel Reimbursements • Center Operations • Wrap Up / Q & A 2

Martinos Center Overview

The Martinos Center History About Martinos Center People Infrastructure

About the Center The Athinoula A. Martinos Center for Biomedical Imaging at Massachusetts General Hospital is one of the world’s premier research centers devoted to development and application of advanced biomedical imaging technologies. Our mission is to advance imaging in healthcare through technology development, translational research and education. Located on the MGH Research Campus in Charlestown, the Center is home to roughly 100 faculty researchers and more than 200 affiliated and visiting faculty, postdoctoral research fellows and graduate students, who use advanced imaging technologies both separately and in concert to investigate a broad range of biologically and medically important questions.

Harvard, MIT, and MGH : The Martinos Partnership A Broad Scientific Community Harvard University MGH Charlestown Campus MIT MGH Main Campus

Research at MGH • 2014 Research Funding = $760 million • Research employees = 12, 000+ • Research Space = 1 million ft² (93, 000 m²) – Charlestown Navy Yard = 505, 000 ft² (47, 000 m²) • NIH Diagnostic Radiology Dept. Funding 1. MGH = $56 million 2. Stanford = $27 million 3. USCF = $27 million 6. BWH = $18 million

History The Athinoula A. Martinos Center for Biomedical Imaging a Massachusetts General Hospital, a leader in the development and application of advanced imaging technologies, opened its doors in 1989 as the MGH NMR Center. In 1999, Thanassis and Marina Martinos of Athens, Greece, presented a gift of $20 million to the Harvard-Massachusetts Institute of Technology (MIT) Division of Health Sciences & Technology (HST) to honor the memory of their daughter Athinoula. The purpose of this gift was the establishment of a biomedical imaging center dedicated to fostering research that would span disciplines, from the basic biosciences to clinical investigation to the development and medical application of new technologies. The Martinos Center was launched in 2000 with a faculty of approximately forty investigators and over $23 million in existing biomedical imaging equipment.

Martinos Today § Part of the Dept. of Radiology at MGH. § Affiliated with Harvard and MIT § Approximately 100 Ph. D/MD faculty — Additional 85 Ph. D/MD affiliated faculty that use the Martinos Facilities § Over $40 M in research funding — Primary source is NIH funding (approx. 80%) § § Unique infrastructure with state of the art animal and human imaging equipment available to the general biomedical research community Over 150 Active Projects Director: Bruce Rosen

A “World” Class Research Center 70% of Center from outside of U. S.

How did Dr. Rosen build the Martinos Center? Leadership Infrastructure People

From Idea to Impact Primary Mission: Advance Healthcare through the use of Biomedical Imaging Human Subject Research Idea • Tools • First-in-Man Imaging • Clinical Trials • Regulatory Compliance • Team • Resources • Plan Pre-clinical Investigation • Tools • Small Animal & NHP Imaging • Regulatory Prep • Commercialization Activity Infrastructure makes it happen! Patient Impact • Dissemination • Commercialization

Infrastructure Engineering Human Magnetic Resonance Systems Chemistry Pre-clinical Systems Administrative Support IT RF Coil Lab 1. 5 T Cyclotron 4. 7 T Grants team Supercomputer (2 TB RAM) 3 D Printers 3. 0 T (3) 15+ tracers 9. 4 T Financial team Freesurfer Human Connectome 11. 7 Spectrometer 15 T Regulatory 7. 0 T 14 T Spectrometer Optical Coherence Tomography Contracts mini. PET Intellectual Property Brain. PET m. MR MEG 350+ users

Funding for Infrastructure A biomedical imaging infrastructure is an expensive operation. The Center charges “users” for using the various imaging equipment. Users include not only Martinos Faculty and MGH faculty but also users from throughout the world at academic, industry and governmental organizations. These fees cover the ongoing expenses for operating the facilities including support staff, maintenance and other miscellaneous expenses. It does not cover the purchase of the equipment though. Equipment is purchased via institutional funds, philanthropic sources and NIH grants (shared instrument grants).

Magnetic Resonance Imaging The core technology at the heart of the center is its MRI systems. They are 100% dedicated to research 1. 5 T 3. 0 T 7. 0 T HC

7. 0 T In 2002, the Center ramped up its a 7 T, 90 -cm whole-body magnet built by Magnex Scientific and a 460 -ton steel shield. The console, gradient drivers and patient table are provided by Siemens Medical Systems. The integration of its components, as well as the design and construction of its radio-frequency coils, was performed by MGH personnel. But it was a true government/industry/acade mia partnership that made it all work.

Human Connectome Gmax = 300 m. T/m (7 x Greater than conventional) 1. 5 Ton gradient 24 MWatts peak power The Human Connectome Project (HCP) is a project to construct a map of the complete structural and functional neural connections in vivo within and across individuals. The HCP represents the first large-scale attempt to collect and share data of a scope and detail sufficient to begin the process of addressing deeply fundamental questions about human connectional anatomy and variation.

Investigating Connectivity Measuring connectivity in the human brain requires new tools. One approach to measuring white-matter connectivity is based on diffusion imaging techniques such as diffusion tensor imaging (DTI) and diffusion spectrum imaging (DSI). However, conventional scanners are not engineered to optimize measurement of white-matter tracks in the human brain this scanner wasspecifically designed to measure brain connectivity using ultrahigh gradient strength.

3. 0 T Prisma § The Center recently upgraded one of its 3 T scanners to the Prisma platform. § It is critical that the Center always have the latest state-of-the-art infrastructure § One project that takes advantage of the Prisma’s capabilities is the GOBrain project. § In this project, a multidisciplinary team took advantage of the systems specifications and took what was a routine 20 minute brain scan and optimized it into a 5 minute brain scan. Note: the Prisma built on the knowledge gained in the Human Connectome Project to inform on the right amount of Gradient strength to enable the most effective clinical scanning.

Coil Lab The Coil Lab run by Larry Wald is a key element to our Center. The Coil Lab maintains the existing commercial RF coils used with our systems to ensure we are operating at its highest performance. The Coil Lab however also builds and designs first of a kind coils that implement new technology to improve the overall ability of MR Imaging. These experimental coils are innovations unto themselves but also enable users to take advantage of these unique capabilities to investigate diseases and conditions they otherwise could not.

Example Coil from Idea to Impact Early dense array prototype innovated at Martinos Collaboration w/Siemens 510 k approved Note: industrial partners are critical to IMPACT and Siemens has been the Center’s MR partner for over 15+ years.

Low Field MR We envision a paradigm shift in MRI where mobile low-cost devices enabled by ultra-low magnetic field technology become ubiquitous and offer new ways to practice medicine in previously unreachable places. <450 lower than clincal MRI 6. 5 m. T

Magnetoencephalography MEG is a non-invasive technique for investigating human brain activity. It allows the measurement of ongoing brain activity on a millisecond-bymillisecond basis, and it shows where in the brain activity is produced. Note: excellent temporal resolution compliments MR’s spatial resolution David Cohen = “Father of the MEG”

Simultaneous PET/MR

Example Chemistry from Idea to Impact One advantage that PET radiotracers have is that due to their small does the experimental use restrictions are relatively light and enable rapid translation to human subjects.

Administrative Support § Pre-award: team dedicated to supporting the development and submission of grant applications § Post-award: team dedicated to managing the financial and reporting obligations of funding sources § Space: team dedicated to managing facilities and space matters § Regulatory: team dedicated to supporting research related compliance including animal research, human subject research and safety § Marketing: team dedicated to promoting the Center and the results of its research output § Human Resources: team dedicated to the hiring of personnel particularly as it relates to foreign workers

Regulatory – I 3 The Center has a group called the “I 3” that provides support services to investigators to understand what pre-clinical work is needed to get the necessary regulatory approvals to get into man. The staff includes: § Regulatory Consultant § Project Manager § Nurse Practitioner

Innovation & Industry A necessary partnership is with industry. To truly have an impact, our ideas need to be incorporated into commercial products. Partnerships with industry enable that impact. The Center files over 50 new invention disclosures each year and works with industry in licensing them for commercialization. Additionally, the Center works collaboratively with industry on research projects. Siemens has been the most important industrial partnership we have as they enable us to translate our ideas to market and have real impact.

Industrial Relationships • Pfizer • Siemens Healthcare • EGI • Genzyme • GE Healthcare • Cortico Metrics • Biogen • Philips Research • Moment Technologies • EMD Sereno • Canon USA • Reimers Systems, Inc. • Millenium Pharmaceutical • Samsung • ISS • Eli Lilly • Perkin Elmer • Tech. En • Sunovion • Sci. Flow Life Sciences • XLR Imaging • Sanofi • Nihon Kohden • Bruker • Jansenn

IT GROUP

IT Group Martinos Center Help Desk help@nmr. mgh. harvard. edu Paul Raines Ph. D Sam Mehl Ryan Feeley George Papadimitriou 31

IT Group Useful Links § Frequently Asked Computer Questions http: //faq. nmr. mgh. harvard. edu § Martinos Center Help Desk http: //help. nmr. mgh. harvard. edu § Martinos Center Intranet (login required) http: //www. nmr. mgh. harvard. edu/intranet 32

IT Group Email @nmr. mgh. harvard. edu @partners. org §How do I check my email? http: //faq. nmr. mgh. harvard. edu • More in-depth email instructions https: //www. nmr. mgh. harvard. edu/intranet/computer/email • What mailing lists can I join? https: //www. nmr. mgh. harvard. edu/intranet/computer/mailing-lists • Can I use my gmail/yahoo/hotmail account? No • What is phishing? https: //rc. partners. org/kb/article/821 33

IT Group Healthstream http: //www. partners. org/healthstream Login with your Partners username (eg sdm 21) Healthstream uses a distinct password 34

IT Group Personnel Database Please make sure your contact info is current at: https: //www. nmr. mgh. harvard. edu/martinos/secure/index. php Please keep your contact info current. 35

IT Group Passwords Both the Martinos Center and Partners account passwords must be changed every 90 days. We recommend you change both on the same day so they expire at the same time. Where to change your password: http: //faq. nmr. mgh. harvard. edu How to reset your password if you’ve forgotten your current password: http: //faq. nmr. mgh. harvard. edu How to reopen your account if the password has expired: Martinos Center accounts – Have your PI email help@nmr. mgh. harvard. edu** Partners accounts – Contact the Partners Help Desk 617 -726 -5085 36

IT Group Encryption Laptops, ipads, tablets, cell phones, USB hard drives, flash drives used at MGH must all be encrypted. 37

IT Group COMPUTERS 1. What computer should I use? 2. Can I move my computer to a new desk? Please contact help@nmr. mgh. harvard. edu before moving computers 3. Martinos Center HPC servers http: //help. nmr. mgh. harvard. edu DATA & BACKUP 1. Where can I store my data? 2. How is my data being backed up? 3. Unix File permissions http: //www. nmr. mgh. harvard. edu/martinos/user. Info/computer/perms. php 38

IT Group Printing §What printers can I use? https: //www. nmr. mgh. harvard. edu/intranet/computer/printers §What can I print? §How to print a conference poster (login required) https: //www. nmr. mgh. harvard. edu/posters 39

IT Group Wifi § What wifi access points can I use? http: //faq. nmr. mgh. harvard. edu 40

IT Group Getting Computer Help 1. Your lab is your primary resource 2. Useful links http: //faq. nmr. mgh. harvard. edu http: //help. nmr. mgh. harvard. edu http: //www. nmr. mgh. harvard. edu/intranet http: //www. google. com 3. Why. NHow Tutorial Series https: //gate. nmr. mgh. harvard. edu/wiki/whynhow 4. Martinos Center Help Desk help@nmr. mgh. harvard. edu How to ask for help 871 Active accounts 5. Partners Help Desk – 617 -726 -5085 41

IT Group Where we’re located. https: //www. nmr. mgh. harvard. edu/files/images/intranet/bldg 149 -first-floor. png 42

IT Group Where we’re located. https: //help. nmr. mgh. harvard. edu (last link on the page) 43

GENERAL INFORMATION

General Information Personnel Database Listing Personal email cannot be listed as primary contact for business purposes, but you can list your personal email as a secondary contact, only for internal use. Photo is required Update info often MBTA passes are usually picked up on the last week You will receive an email from Alex Hogue ahogue@partners. org MGH Shuttle Runs between Navy Yard and Main Hospital, every 15 minutes Also stops at North Station Martinos Mail Policy Pick up your mail on a weekly basis Mail is in lounge on 2 nd floor 45

General Information Human Resources Personnel (at MGH, not Martinos) Caitlyn Urdaneta, Non-Prof. Staff 617 -724 -4150 curdaneta@partners. org Susan Frain, Prof. Staff Benefits 617 -726 -9264 sfrain@partners. org last names starting with A-G Linda Gulla, Prof. Staff Benefits 617 -726 -9266 lgulla@partners. org last names starting with H-O Virginia Rosales, Prof. Staff Benefits 617 -726 -9356 yrosales@partners. org last names P-Z Keeping your individual information up to date We need to be kept up to date on the following: Funding changes – types of funding and amount of funding Promotions Leaving/Termination 46

General Information Timekeeping Non-exempt employees (hourly paid employees) Are required to sign in & out each day at one of our Kronos wall terminals All employees are responsible for their own hours. If an employee misses a sign in or out they must correct this within the same week the mistake was made. Corrections can be made electronically from a partner’s PC (e-form) or by filling out a daily edit form (please ask your timekeeper for a copy of this form). Managers will be notified if an employee habitually misses punches. Exempt employees (salaried employees) A schedule will be created based on your full time/part time status Exempt employees are not required to sign in and out each day 47

General Information Timekeeping (continued) All employees Must notify their timekeeper prior to taking time off; please be sure to include your manager on any time off correspondences. Must make any necessary corrections to their timesheets by 5 pm Friday of that week. Any corrections made after this time are not guaranteed to be made and can result in the employee being paid insufficiently for that week’s work. Edits to correct this can take up to two weeks. All employees will be credited earned time for all MGH designated holidays. Employees should not work on MGH designated holidays. New employees will be able to access and use their earned time 90 days after their start date. Any time taken off during these 90 days will be unpaid, except for MGH designated holidays All full-time (40 hours per week) employees are required to take a 30 minute unpaid lunch break each day. 30 minutes will automatically be deducted each day. 48

General Information Timekeeping (continued) New Employees New employees will not have immediate badge access. New employees will be given a start date from Human Resources, an employee is not allowed to work before their designated start date. Access to wall terminals may take 1 -3 days to process. It is the employees responsibility to notify their timekeeper of the hours they have worked during this time. Orientation is considered working time and should be accounted for. As noted above, new employees will not have access to their earned time until 90 days after their start date; except for MGH designated holidays. Kaley Mitchell is your timekeeper kaley@nmr. mgh. harvard. edu Please see handout for instructions on signing in and out at our Kronos wall terminals. 49

General Information Conference Room Scheduling Email Stacey Ladieu sladieu@nmr. mgh. harvard. edu with your date, time frame, number of people, projector needs. Space questions/concerns Email Stacey Ladieu sladieu@nmr. mgh. harvard. edu with any questions you may have regarding your workspace. Dress Code Policy All employees are expected to maintain appropriate appearance, dress and cleanliness. Appropriate dress means attire that projects a professional and business-like appearance. A department may establish specific dress requirements. At the manager’s discretion, managers may allow employees to dress in a more casual fashion on designated occasions. In these circumstances, employees are still expected to present a neat and well groomed appearance. Violations of this policy may be subject to corrective action up to and including termination. 50

General Information Media Interactions Policy You must contact Gary Boas gboas@nmr. mgh. harvard. edu as well as the MGH Public Affairs office before you talk with anyone from the media about your research here at MGH. 617 -726 -2206. Martinos Center Public Relations/Center Newsletter Gary Boas handles all of the PR here at the center, please contact him with any interesting or noteworthy stories about you or your co-workers. The Center publishes a monthly newsletter from the desk of the Exec. Director. http: //www. martinos. org/newsletter Social Media Policy MGH has a social media policy that we must adhere to, you will find the details by using this link, http: //www. massgeneral. org/notices/socialmediapolicy_employees. aspx Notary Services The center will provide notary service free of charge for work related needs. Please contact Donna Crowe 617 -726 -3197 to make arrangements. 51

General Information Supplies You can pick up basic office supplies (pens etc) in the main administrative area from Janice White, room 2301 Science and Snacks Weekly cookies and coffee social, Fridays 1 -2 pm, Building 75 Conf. Room MGH Main Campus Tours Office for Visitor Education Programs, http: //www. massgeneral. org/vep/History. Tours/ Where are you from? There is a world map located outside of Carol and Alex’s office (2328), please stop by and use a pin to represent your city/country of origin. 52

Visa Information

Visa Information Keeping Status up to date Visa holders – we need to be kept up to date on the following: Funding changes – types of funding and amount of funding Promotions Change of home address Life Event – marriage, children Leaving/Termination J 1 Visa Holders Abroad notifications (applies to ALL J 1 visa holders) Needs to be approved by PIPS and PI Normally only approved for up to 4 months Address? Financial coverage? Continuing with research? Leaving the U. S. ? Always bring – visa stamp, passport, DS-2019/I-797 form, paystubs and letter from MGH stating your work status. Entering the U. S. ? Visa stamps are used to enter the US, not for employment purposes DS-2019 is used for work authorization 54

Visa Information J 1 Visa Holders (con’t) 2 Year Home Residency Waiver How do you know you have to apply for it? Can take 2 to 3 months or more to receive it Wait until last year on J-1 When J-1 received the waiver, so does J-2 Inform us when you start the application I-797 Approval Notice from USCIS 24/12 Month Bar 55

Visa Information J 1 Visa Holders (con’t) Notification of Extension or Departure NED form NED Form 1 Includes Salary Dates of Employment Titles NED Form 2 Includes SEVIS ID Email Address U. S. Address 2 Year Home Residency Requirement? PIPS cannot send DS-2019’s by email or fax 56

Visa Information All Visa holders are added to a group mailing list H Visa Holders All applicants have same amount of paperwork Initial applications usually take longer Premium processing times are about 4 months Regular processing times are about 6 -7 months How to I get an EAD Card? F-1 Student Visas Green Cards J-2 Visas E-3 D Visas 57

GRANTS

Grants Team Mary Roy, Sr. Grant Admin 726 -9341 maryr@nmr. mgh. harvard. edu Jody Roberts, Grant Admin 726 -0448 jjroberts@partners. org Kaley Mitchell, Grant Admin 643 -9363 kaley@nmr. mgh. harvard. edu How do I submit a grant? Approximately ~35 grants are submitted monthy! Complete a grant submission request on our website https: //www. nmr. mgh. harvard. edu/intranet/grants Request is assigned to a grant staff member who will contact you Complete the checklist and other forms https: //www. nmr. mgh. harvard. edu/intranet/grants/plan. Submit Funding Opportunities www. grants. gov http: //or. nd. edu/funding-opportunities/cos-pivot 59

FINANCIAL Purchasing & Travel Reimbursements

Financial - Purchasing Information for Purchase Orders/Ebuy Email Janice White jnwhite@partners. org for all orders Information needed for order: Your lab location, building and room number Vendor Name - must be a Partners Healthcare vendor (there is no published list but I can give suggestions for categories) Description of Product Item/Part Number Quantity Unit of measurement, examples: each, package, foot, set Unit price (not total) but can give the total at the end of the line Fund Number - give PI name so I can confirm the fund Amazon Prime vendor for lab supplies: Sigma, Fisher, VWR, Life Technologies, Staples – Partners discount Quotes for computer orders, equipment in the $1000 or more and quotes are for Partners Healthcare System. The purchase orders are in Partners Healthcare System name and the invoices are paid by Partners. The 61

Financial – Travel Reimbursements Information for Travel Reimbursements Email Janice White jnwhite@partners. org for reimbursements. All reimbursements, regardless of payment source, must have a bonafide business/research purpose and MUST be pre-approved by your PI. All employee reimbursements are submitted through Peoplesoft. Must be submitted and approved in within 6 months of completion of travel. Meeting/Conference announcement showing dates of event. Travel dates need to be consistent with event dates (may arrive one day prior and depart one day after). There are no per diems – need receipts in order to be reimbursed. Membership dues to scientific organizations cannot be charged to sponsored research awards. Flights – full itinerary and receipt must be included Accomodations – room rate limitations, check before booking Meals – full receipt required, no alcohol, check meal allowance limits MGH travel policy details: http: //supplychain. partners. org/resources/travel-central. aspx 62

Scanner Operations

Scanner Operations Personnel Mary O’Hara – Operations Manager Scanning assistance and subject support Thomas Witzel – Lead Physicist Scanner Technical Support Karen Dervin Scanner Scheduling Safety Training Mary O’Hara holds a safety training course regularly, you need to attend the training course before you will be given badge access to the bay areas. You need to subscribe to this email list to be notified of the next training you can attend: https: //mail. nmr. mgh. harvard. edu/mailman/listinfo/mri-scan Scheduling equipment/scan time All important information regarding scheduling and scanners can be found here, https: //www. nmr. mgh. harvard. edu/martinos/user. Info/scheduling. Policy. php 64

Administrative Team Carol Barnstead 726 -8542 carol@nmr. mgh. harvard. edu Non-employee enrollment Gary Boas gboas@nmr. mgh. harvard. edu Public relations, Monthly Newsletter Donna Crowe 726 -3197 donna@nmr. mgh. harvard. edu Assistant to Dr. Bruce Rosen (Director), Notary Karen Dervin karend@nmr. mgh. harvard. edu Scanner scheduling, Billing Peter Hickey 643 -9425 plhickey@nmr. mgh. harvard. edu Grants Financial Administrator Alex Hogue 724 -9652 ahogue@partners. org New hire enrollment, MGH appointments, Visas, Mail, T Passes Stacey Ladieu 724 -7507 sladieu@nmr. mgh. harvard. edu Events, Educational Courses, Conf. Room Scheduling, Space Mgt 65

Administrative Team Sam Mehl help@nmr. mgh. harvard. edu IT Manager Monica Langone 724 -2989 mlangone@nmr. mgh. harvard. edu Financial Manager Kaley Mitchell 643 -9363 kaley@nmr. mgh. harvard. edu Grant submissions, Timekeeper Mary O’Hara 448 -4013 mtf@nmr. mgh. harvard. edu All scanner related issues/questions Jody Roberts 726 -0448 jjroberts@partners. org Grant submissions Mary Roy 726 -9341 maryr@nmr. mgh. harvard. edu Manager, grant submissions Janice White 724 -9546 jnwhite@partners. org Purchasing, Expense Reports, Accounts Payable 66