Lab info

Please see below for general lab info including: onboarding, ordering, posters

Before reserving travel - confirm your flight works for Fly America

 

Before you arrive

Please send to Jessica

Once you have Access:

  • Please follow directions concerning your UPHS login from Provision email will receive.
  • If there are any access issues to your account, please contact UPHS IS (215-662-7474)
  • Cluster access will be sent after your UPHS/Pennmed email is fully created. This is usually within 3days of receiving your Provision email. Please look for the Cluster welcome email in spam in this time, If you do not receive your welcome email in 3 days, please contact Jessica 
  • If there are any access issues to CBICA cluster please contact the CBICA help

Website:

After you arrive

School and/or hospital logins needed

Citi Training

CITI training for human subjects must be complete and sent to Evi Parmpi the certificate when completed.

  • login to CITI training link
  • search for University of Pennsylvania under the Human Research
  • complete the Biomedical Research Basic Course
  • Here is a completion report and certificate, so you can see the various modules for this training.
  • Also, you need to take the HIPAA training, which should be assigned to you under workday.

    • If HIPAA training doesn’t show up under your workday learning tab, please search in workday “HIPAA” and select the following:

Workday

You should receive a workday notice within the first week of your start date. Please complete all information requested.

Any questions regarding this please contact the Upenn Solution Center

Mailing lists

Everyone coming to CBICA should enroll in CBICA-FULL

Please enroll into your lab email list as well

AIBIL

Diciphr

Expense Report | Penn Travel and Expense Management

BEFORE reserving travel - confirm your flight works for Fly America

Reimbursements 

What documents to look at? Cheat sheet

  • Reimbursements should be done within 30 days of travel/purchase. Taxes will apply for late requests. 
    • Note that travel for hotel and flight reimbursement must be done within 30 days of the actual travel - not purchase which may be done months earlier
  • Let me know if you are unable to access the expense tab in Concur (top left) - this should be a drop option under the 'HOME' tab).https://cms.business-services.upenn.edu/penntravel/expense-report.html
  • Make sure to follow directions EXACTLY for per diem. Jessica will need to see all receipts that will be under per diem before they go to PIs. 

1) Purchase reimbursements - Non-travel

2) Reimbursements - Travel

3) Travel being purchased through CONCUR 

4) Grant 26 digit number - what the numbers are

5) Travel allowance requests - be sure to collect receipts for food, local travel and to/from airport please check directions on how to do this fully before you try to process - per diem

6) Adding your expense/s to more than one grant/fund - Allocations

7) Fly America - check here before purchasing a flight

Purchases through the Penn system (Benbuys)

All order must be sent to Jessica & Evi with the following:

  • Approval from PI
  • Grant to be charged
  • Order form if items are for computer equipment or computer accessories 

Please see Penn suppliers here:  Selecting a Supplier | Penn Procurement Services

Poster requests should be sent to Jessica with poster attached (PDF or PPT),

  • The request to print email should include (along with Poster attached):
    • PI approval and a fund to be charged
    • Measurements for the poster. Measurements in the poster doc are not sufficient.
  • Posters should not be requested less than 1 week from the time you will require it.

*Late posters will be requester’s responsibility

**PLEASE CHECK THE POSTER CAREFULLY BEFORE SENDING. They are ordered when received unless something that is required (see above) is missing. Paying for it twice, in the case of a reprint, will depend upon the benevolence of your PI

The following steps must be performed by everyone before to completing their term of work with CBICA:

[1] Provide the lab with future contact information (e-mail, phone, address). Please send to Jessica.

[2] Ensure that all important code/sample data is in public SVN project repositories.

Be aware that your private SVN repository under https://cbica-svn/user will be deleted, so any important files must be transferred elsewhere.

[3] Ensure that all important procedures and instructions are on the Wiki.

[4] Notify your PI and CBCIA Help of the person who will take ownership of all files on the desktop computer or external hard drive[s].

  • Include the name and location (ethernet jack ID, as in GDD-603E-U1 for Goddard, 6th Floor, room 603E) of your PC.
  • The desktop computer will be reformatted after you leave, so all important data must be transferred to another owner, put on CD, etc. An external hard drive is not considered adequate storage for important data unless that information is also backed up somewhere else.

[5] Notify your PI and CBICA Help of what should be done with all files on the servers, giving one of the following choices:

  • Delete all data
  • Move all data to a different owner, giving a specific project (/cbica/projects/ProjectName) or user (/cbica/home/UserName))
  • Leave all data in-place but change ownership to a different user (or project).

[6] Return all lab computer equipment (portable external hard drives, etc.).

[7] [Tammer/Dave/Evi/Jessica] Notify UPHS re. cancellation of the UPHS account & VPN access.

  • Step 7 is not applicable for people who will continue a collaborative relationship with remote access to the lab. Please email approval for continued access to Jessica

[8] Send a resignation letter to Susan Lamb, and CC Jessica and Evi.

[9] Return building card and lab key to Evi or Jessica.