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Admin Onboarding Instructions#

These instructions are for the assigned lab staff running the offboarding process.

Access Requirements

To complete these instructions, you will need

  • Access to the bhklab.research@gmail.com account
  • Your personal BHKLab Gmail account mus be a member of the BHKLab Admin Google Group. If you are not a member of this group, please contact the lab coordinator to be added.
  • An owner in the BHKLAB GitHub organization
Pages to Have Open

BHKLab Onboarding starts after UHN onboarding from Soleil’s end. Hiring is usually project-dependent, hence new hires will have a project plan from the beginning. Once the final decision is made, projects and mentors will be emailed to you along with other details required.

Exceptions are rotation students as we will be informed a few days before they join. In this case, the lab-coordinator (Sisira) will find a project and share it with you.

Upon Hiring#

Once a new lab member has been hired, the following steps should be taken:

  1. Add the new lab member to the Incoming Member Data sheet in the BHKLab Member Tracking sheet.
  2. Determine what workspace the new lab member will be assigned to in the Lab workspace document. You may need to create a new tab to rearrange the seating. Consult with the lab coordinator about this.

Welcome Email#

Upon successful completion of UHN onboarding, Soleil will send an email (Subject: UHN Photo ID and PMCRT access card) to the new employee with details including access card and photo ID pick-up, directions etc. Following this, the lab onboarding by the assigned lab member can commence.

Respond to the email with the following template: Email Template

Onboarding Form Completion#

Once they have completed the onboarding form their information will show up in the BHKLab Member Tracking sheet in the BHKLab_Onboaring_Form_Response tab.

You can start setting up their lab access now.

1. BHKLab Member Tracking sheet#

  1. Set their ACTIVE STATUS to Onboarding
  2. Add their bhklab gmail to the BHKLab Members Google Group
  3. Check off the boxes for lab resource access as they have been set up following the instructions below.

2. BHKLab Slack#

Invite them to the BHKLab Slack with their provided Slack email address 1. On Slack, click on the BHKLab workspace title. 1. Click Invite people to BHKLab 1. Enter the provided email address 1. Select if this user is a member or guest 1. Click Send Request

Note

Slackbot will send a request in the #admin channel that must be approved by the lab coordinator for the user to be added to the BHKLab workspace.

3. BHKLAB GitHub organization#

Invite them to the BHKLAB GitHub organization with their provided GitHub email address.

GitHub Admin Requirement

To add users to the BHKLAB GitHub organization, you must be an owner in the BHKLAB GitHub organization. If you are not an owner, check the People tab of the organization to see who to contact to add this user.

  1. Go to the BHKLAB GitHub organization
  2. Navigate to the People tab
  3. Click the 'Invite member' button
  4. Enter the provided email address
  5. Click Invite
  6. The new user will receive an email invitation to join the BHKLAB GitHub organization. They will need to accept the invitation within a week of receiving it.

4. (Optional) H4H Access#

If the new lab member requires access to H4H for their project, they need an account to be created for them and granted access to the lab project directories.

  1. Ask the new member to send an email to Zhibin Liu (zhibin.liu@uhn.ca) and CC Ben, Sisira, and you. Include the following information:
    • Their UHN email address or TID
    • What directories they need access to: bhklab if project is in PGx and radiomics if project is in Radiomics
  2. Ben will reply to approve the request.
  3. Zhibin will reply once the account has been created.

Orientation Meeting#

  • Go through the BHKLab Onboarding Guide with the new lab member (virtually or in person).
  • Brief about working mode (onsite vs. virtual days)
  • Lab meeting and JC scheduling
    • Mention Julia is in charge of scheduling
  • Confirm they can see the Google Calendar
  • Confirm they are in Slack
  • Confirm they accepted the GitHub invite
  • When meeting is complete, get them to set up their Summary of Work document
  • Connect them with their mentors