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WHOI Onboarding for Incoming Students

Form I-9, Employment Eligibility Verification

*Navy students do not need to complete the Form I-9

A completed Form I-9 with acceptable and documentation will be required as part of your onboarding tasks through WHOI Workday. The original document must be presented to the WHOI People Operations Department prior to your start date.

Step 1. Review the Form I-9 as soon as possible so that you can ask questions ahead of time. “To complete Section 1 of Form I-9 in Workday, follow these steps:

  1. Click on the inbox icon.
  2. Under Actions, select "Complete Form I-9: (Your name)".
  3. Most information will pre-populate in Section 1.
  4. Select the applicable status by clicking the corresponding radial button.
  5. Under "Signature of Employee", read the statement and select "I agree".
  6. Under "Preparer and/or Translator Certification", select one. Click submit.”

Step 2. Once you complete I-9 form and upload the required document via Workday, please schedule an Appointment with People Operations to have documents physically inspected either in-person at Human Resources Office at the Nobska building in the Village Campus or via Zoom/Teams.

If you have any questions, please send to People Operations at careers@whoi.edu

WHOI onboarding is through the newly launched Workday platform.

Both domestic and international students are required to complete all onboarding tasks in Workday prior to their start date.

First, you will receive two emails to your personal email, subject line says "WHOI Workday Information” (1/2) and (2/2). In the emails there will be a URL, your username, and a temporary password that you will need to login to Workday. You can then begin to navigate your onboarding tasks.

Information you need prior to starting Workday onboarding tasks:

  • Address, phone and email, legal name, preferred name, gender, date of birth, social security number, marital status, race/ethnicity, citizenship status
  • For foreign nationals: Passport, visa, copy of I-20 and travel history and I-94
  • U.S. Bank name, routing number and account number
  • Emergency contact information, name, address, and telephone number
  • Photo (optional)
  • Disability information
  • Veteran Status
  • Government issues ID, Driver’s License

Important documents that need to be read and signed through Workday

Tax Forms must be complete by U.S. citizens through Workday

*Navy students do not need to complete the tax forms

Manage Payment Election and Direct Deposit:

All students, including Navy students, need to add bank account information for your primary direct deposit in Workday to receive stipend payments or any type of reimbursements. International students will need to open a US bank account to receive direct deposit payment from WHOI.

Forms for Foreign Nationals Only

You must complete online check-in with MIT's International Student Office (ISO) See the MIT ISO website for more information.

International students are required to complete WHOI onboarding through Workday. Here is the list of required documents that need to be uploaded:  You may not have the I-94 and visa documents prior to arriving in the US. But you can start Workday onboarding tasks, then complete them once you have all the required documents. WHOI doesn’t have a special foreign national check-in for Joint Program students.

Obtaining a Social Security Number (SSN)

If you are in the US, you will need to obtain a Social Security Card at the Social Security Administration Office in Falmouth or Cambridge or apply through iMIT as well. (https://www.ssa.gov/number-card/request-number-first-time) It is essential that you begin the process of obtaining a US social security number after you arrive in the US 15 business days. Once you receive the SSN, please update it in the WHOI Workday. Falmouth Social Security Administration office direction can be find here.

WHOI Email Account:

Once you have completed the onboarding tasks, your WHOI email account will be generated. The Graduate Admissions and Students Affairs Officer (GASAO) Keqi will email you a temporary password and instructions on how to set up WHOI email account and install VPN access remotely.

You have both an MIT and WHOI email address. You are responsible for checking both regularly and managing deadlines and/or timely messages. Most students forward one email account to the other so they don’t miss any messages and don’t have to check two accounts multiple times per day.

Required Trainings: available to take on WHOI network or the VPN.

Some mandatory training is required for all students. Additional training may be required, depending on the nature of your work or anticipated research activities.

WHOI International Committee

The International Committee welcomes you to the Woods Hole Oceanographic Institution (WHOI). This committee provides support and assistance that can help you to become acclimated to the Institution and to the community.

International Committee Welcome Letter

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