The links below provide information about the activities you need to complete during your first days in your new position. Some activities may be completed by your department staff, but are included here for completeness. Contact your department administrator if you have any questions.
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Access and Security
To begin key process: Your department access control designate must complete a key request form and email it to firstname.lastname@example.org. Keys are ready within 3 days. Inquire with your department’s administrative assistant to find your access control designate.
College of Medicine: Employee Benefits via hr.psu.edu (applies to all faculty and postdocs)
- Health insurance plans: Medical, dental, vision, prescription
- Time off
- Educational discount
Penn State Health/Penn State Health Milton S. Hershey Medical Center: Employee Benefits via Infonet (internal users only; login required; applies to clinical staff)
Purchase Request Form: Lab coat style and size information, as well as a purchase request form, are available on the Linen Services website (internal users only; login required).
To try on lab coats: Go to room TG503, ground floor, Cancer Institute. Enter combination code 8320* to enter room; sample
coats are in cabinet.
To order: Order name plate holder and name plate for office door through the Sign Shop website (internal users only; login required)
To establish number: Call Information Technology (IT)
Details: Supply Chain website (internal users only; login required)
Password pickup: Passwords can be picked up at the Harrell Health Sciences Library with ID Badge after notification
To gain access: Complete IT Account Request Form and have supervisor sign (internal users only; login required)
Public-facing websites: All of our public-facing websites are centrally managed through the Web Solutions team. To request an update to a website, use this form.
The centrally managed websites include, but are not limited to:
- Penn State Health
- Penn State Health Milton S. Hershey Medical Center
- Penn State Children’s Hospital
- Penn State Cancer Institute
- Penn State Clinical and Translational Science Institute
- Penn State College of Medicine
- Current Students
- Residencies and Fellowships
- Faculty and Staff
- Continuing Education
- Penn State Health News
Creating a lab website: In certain circumstances, investigators are permitted to create lab pages using sites.psu.edu, a University tool. Requests to use Sites must receive approval from Web Solutions, which should be submitted via the web request form.
General website questions: Email email@example.com
For Researchers Only: Researcher Requirements
Institutional Review Board (IRB) Protocols: The incoming principal investigator must contact the IRB with all human subject protocol material, including the transfer of research studies to Penn State College of Medicine. In any situation, the IRB must also be notified in circumstances requiring the transfer of data or specimens.
Clinical Research Records: All current records and data collected and transferred to the College of Medicine in conduct of a clinical research study must contact the Clinical Trials Office prior to arrival.
Research Data Use and Transfer: New faculty need to provide list of data (e.g., laboratory data, clinical research data, etc.) to the Office of Research Affairs to negotiate a data transfer agreement from their current institution to Penn State College of Medicine. For transfer of clinical data, consultation with the IRB and IT security is required.
Research Data Disposition: Existing research datasets must be secured based on any agreement that has been negotiated for receipt or creation.
dbGaP Controlled Access Data: All applicable laws, local institution policies, and terms and procedures specific to the study’s data access policy for handling dbGaP data will be followed.
All doctoral students transferring into Penn State College of Medicine are to contact the Office of Graduate Education.
Faculty who have filed invention disclosure(s) with their previous institution and who plan to continue work related to that disclosure(s) must contact the Center for Medical Innovation prior to arrival.
Faculty wishing to move laboratory equipment from their current institution must contact Penn State College of Medicine’s controller’s office for asset management prior to moving any equipment to Hershey.
Controller’s office phone: 717-531-8500
Institutional Animal Care and Use Committee (IACUC) Protocols: Laboratory procedures requiring the use of animals must have approval from Penn State College of Medicine’s IACUC.
Animal Transfer: Material Transfer Agreements (MTAs) must be in place prior to arrival for transfer of animals to the institution.
Biological Material Transfer: Material Transfer Agreements (MTAs) must be negotiated and in place for transfer of any cell lines, samples, or tissues to the College of Medicine and/or Hershey Medical Center.
Biosafety and Recombinant DNA Committee (BRDC) Protocols: All laboratory work involved with biohazards and recombinant DNA must submit a protocol to the BSRD (Biosafety and Recombinant DNA Committee) Biosafety Officer at firstname.lastname@example.org.
Biological Research Samples: A complete inventory of any cell lines, biological or DNA samples or tissues being transferred to the COM/HMC must be sent prior to arriving at the COM, by emailing email@example.com.
Hazardous Chemicals: All hazardous chemicals must be inventoried prior to shipment to the COM.
Radioactive Materials: All radioactive materials must be inventoried, and clearance for training and use is provided by the Health Physics Department.
For Clinicians Only: Training and Compliance
To do: Contact Work Unit Leader to set up an appointment (1.5 hours)
To do: Enter date/time on physician calendar.
Details: Contact the Medical Staff Office
Online training: One-hour training at Clinical Image Distribution System website to be completed upon hire (internal users only; login required)
Online training: Corporate Compliance Training (internal users only; login required)
Details: This training is for those providers who use billing/coders and takes 3.5 hours, and must be completed upon hire. Pick the “New Employed Physician” job function.
For Clinicians Only: Clinical Resources and Supplies
To do: Email Shelley Engle requesting her to set up dictation account at Hershey Outpatient Surgery Center.