Harvard-Yenching Institute
Office Procedures Handbook

2024‐2025

Table Of Contents
HYI Staff Directory2

Campus Map

3

Harvard University Policy on COVID-19

4

HIO Registration, ID card, Social Security and Tax

4

Purchasing health insurance (for Visiting Scholars only)

6

Travel6

Providing your contact information/documentation

7

Auditing Classes

7

Safety8

Important Telephone Numbers and Emergency Numbers

9

Institute Office Procedures and General Information

10

Obtaining a Harvard Email Address

10

Ordering Business Cards

10

Access to Vanserg Hall and 2 Divinity Avenue Building

10

Incoming and Outgoing Mail

10

Library Privileges for Spouses

11

Athletic Card

11

Parking Office11

Purchasing a discount T Pass (for bus and subway) – Visiting Scholars only

11

Resources for Family/Child Care

12

Harvard Neighbors

12

When Departing from the Institute12

Setting up Stipend Direct Deposit13

HYI Office Regulations

14

1

HYI STAFF Directory
We have two offices. The Director’s office is located at 2 Divinity Avenue, and the Program Office
is located in Vanserg Hall, Suite 20, 25 Francis Avenue, Cambridge, MA 02138 (Second Floor).
Office hours are Monday through Friday, 9:00 am - 5:00 pm.
2 DIVINITY AVENUE
Director
James Robson

617-495-3369

jrobson@fas.harvard.edu

617-496-6050

strogatz@fas.harvard.edu

617-495-3369

jflaherty@fas.harvard.edu

Associate Director
Ruohong Li

617-495-0702

ruohong_li@harvard.edu

Associate Director for
Administration
Susan Scott

617-496-3591

susan_scott@harvard.edu

617-495-4050

fcoppola@fas.harvard.edu

Program and Communications
Manager
Lindsay Strogatz
Scholars Coordinator andAssistant to the Director
James Flaherty

VANSERG HALL, SUITE 20

Scholars CoordinatorFrancesca Coppola2

Harvard University Campus Map
Interactive Map available at www.map.harvard.edu

HYI Programs
Office Vanserg
Building 25 Francis
Ave.

HYI Director’s Office
2 Divinity Ave.

Smith Campus Center (HUID Office,International Office and Campus
Service Center) and University
Health Services

3

Welcome to the Harvard-Yenching Institute. Listed below are office procedures andgeneral information regarding your stay as an HYI Affiliate. Please carefully readthrough the following important guidelines. This handbook is also available online at:https://www.harvard-yenching.org/resources-for-current-scholars-and-fellows. At any
time, if you have questions, please do not hesitate to ask HYI staff for help.

Harvard University Policy on COVID-19
Please visit the following website and refer to the links for updated information on
Harvard University’s policy and guidelines on COVID-19.
https://www.harvard.edu/coronavirus

HIO Registration, ID card, Social Security and Tax
You must register your arrival with the Harvard International Office (HIO) within 30
days of the start date on your visa document (Form I-20 or DS-2019), otherwise your
SEVIS record will become invalid. You will need to download this form:
https://www.hio.harvard.edu/hio-registration-form and return it by email tointernationaloffice@harvard.edu
ID Card Pickup:
Visiting Scholars: You may pick up your Harvard ID at the Smith Campus Center, 1350
Massachusetts Ave, 8th Floor on August 1, 2024, or after. The Campus Service Center
provides in-person services from 9:00am to 4:00pm Monday through Friday (excluding
University Holidays). Bring your passport and HYI Invitation Letter with you. Please let
Francesca know when you get your HUID to be given access to the HYI in Vanserg.
Visiting Fellows: Those of you living in GSAS housing may receive your HUID uponchecking in. If not, please head to the Smith Campus Center (described above.)
Social Security Card and Tax Office:If you are a visiting scholar, you must have a social security number (SSN).
To apply for SSN, you will need to follow the SSN Application Instructions
on the HIO website: https://www.hio.harvard.edu/social-security-numbers.
You will need to fill out the SSN Application Form then gather the required documents,(Detailed on the HIO website,) and visit one of the Social Security Administration
offices. The closest SSA offices are located at either 10 Fawcett St, Cambridge, MA
02138, or 10 Causeway St, Boston, MA 02222.
If you have a social security card from your previous stay in the US, please bring theoriginal card with you. If you no longer have the original card, you will need to apply
for a duplicate. Even if you know your number, you must have an original card topresent to Harvard’s Tax Office.
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Everyone who is not a US citizen will be required to register in Harvard’s Sprintax
Calculus tax classification system. You should receive an email with a link to complete
the online form. When you complete the online form, you will also be asked to upload
I-94, DS-2019 or F-1 form, and passport. If you don’t receive the link, more information
will be forthcoming during orientation. If you have questions about this, please contact
Susan (susan_scott@harvard.edu).
Visiting Fellows should begin taking steps to receive a Social Security Number or an
Individual Tax Identification Number (ITIN). This is necessary for United States tax
purposes because you will be receiving financial support from the Harvard-Yenching
Institute while you are in the United States.
The Harvard International Office is a valuable resource for questions related toacquiring a Social Security Number or ITIN. We encourage you to explore their website
to learn more about this process. Because you will be an F-1 visa holder and notplanning to work on campus, you might need to apply for an ITIN instead. To learn more
about the ITIN application process you should visit the following page on the HIO
website (https://hio.harvard.edu/individual-tax-payer-identification-number-itin).
Any questions you have related to the above materials may be directed to the HIO.

5

Purchasing health insurance (for Visiting Scholars only)
Visiting Scholars are responsible for purchasing their own health insurance (HYI will
provide you with a fellowship of up to $5,500 for that purpose). Please review theHarvard International Office information on health care:https://www.hio.harvard.edu/health-care-scholars. Your insurance plan must meet
the J-1 visa requirements. Please read the requirements carefully. There aresuggestions of some health care plans on the HIO site but remember this is anindividual decision. Only you can determine what health plan is best for you. On thatsame webpage, you will find information for dependents, too. Please remember that
the Institute will provide health insurance for the scholar only. If you need assistancein purchasing your health insurance, contact Susan (susan_scott@harvard.edu).
IF YOU DO NOT HAVE INSURANCE FROM YOUR HOME COUNTRY, PLEASE PURCHASEHEALTH INSURANCE IMMEDIATELY UPON ARRIVING IN THE US.
All J visa holders must have uninterrupted medical insurance during their ENTIRE stayat Harvard. Please purchase your health plan immediately upon arriving in the US.

Travel
We ask that you restrict your travel obligations so that you are truly in residence at theInstitute. We recognize that international conferences occur during the academic year andthat you are likely to be invited to give lectures elsewhere while in residence at the HYI.
For your own scholarly sake, as well as to fulfil the expectations of the HYI visiting affiliates
program, please resist the urge to travel.
To receive an honorarium for a presentation made at other universities, you must receive
advance permission from the Institute. While there is no limit on the number of such talks
at local area universities, the Institute will authorize a maximum of two requests toreceive honoraria from universities outside of the Boston area per scholar. For more
information, please refer to the “Visiting Scholars and Fellows Research Funding
Guidelines” document which will be distributed during orientation.
Permission from the Associate Director is mandatory if you will be absent from yourlocal residence at any time for a period longer than nine days. Please get permission
before planning any trips. The only exception is that permission is not required if you areplanning to be absent from December 21, 2024, through January 2, 2025, when theInstitute and the University are closed for the winter holidays. However, you must receive
permission from the Associate Director if you will be extending your holiday absence
either before or after this period. Only if all scholars are fully present in all aspects of theInstitute’s academic and social life can we build the truly generative and interdisciplinary
community in which you can do your best work.
After receiving the HYI’s approval, if you are planning to travel outside the USA during
your research stay, you must check in with your Harvard International Office advisor
regarding travel restrictions and visa requirements before booking your trip.
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Providing your contact information/documentation
Once the following information is available, please send it to Francesca Coppola assoon as possible:
1. Your residential address
2. The phone number you will use in the US
3. Your preferred email address while you are at the HYI
Please schedule a meeting with Francesca Coppola (Visiting Scholars) or James Flaherty(Visiting Fellows/ Training Program), before or during which you should provide PDFs (preferred)or hard copies of the following documents:
1. A copy of your passport photo page
2. A copy of your visa stamp (and, for Visiting Scholars, your DS-2019)
3. A copy of your Social Security card if/when you have one available.
4. A copy of your SEVIS receipt if you have one
5. A copy of the receipt of your flight ticket for reimbursement
Once you have a local address, please add it to your Harvard account. Scholars will do so
via PeopleSoft at https://peoplesoft.hrapps.harvard.edu/ You will need a HarvardKey
to log in. Go to My Self Service > My Personal Details > Addresses and add your Home Address.
Fellows, please log into https://my.harvard.edu/ and update your local address there.

Auditing classes
You may audit classes with the course instructor's permission. If there is a specificcourse that you are very interested in auditing, please obtain the instructor’s
permission. You can contact the instructor by email prior to the first meeting of theclass, introduce yourself, and share your research interests and the reasons why you
would like to take the course. Usually, a big lecture course is more accommodating
than a small graduate seminar, but whether or not a course allows an auditor
depends on the individual faculty. If you need help contacting faculty, please let us
know.
To view the Harvard course catalog, go to https://my.harvard.edu/ and click “course
catalogue.”To view the academic calendar, go to https://registrar.fas.harvard.edu/calendars
Under the section “FAS Multi-Year Academic Calendar” select Fall Semester or Spring
Semester.
Some other course catalogs are:
• Harvard Law School• Harvard Kennedy School• Harvard Business School7

SafetyYour safety and well-being are of utmost importance to us. Please do not hesitate to contact a HYI
staff member at any time if you need help.
Discrimination and Harassment: Although we hope that you will not face anti-Asian racism during
your time in the United States, we will provide you with resources in case you encounter a situation
where you face discrimination or harassment. We condemn these acts and want to support any of
our affiliates who face these issues.
We first and foremost strongly encourage you to reach out to a HYI staff member to help guide you
through the resources. The resources available across the university can be overwhelming, and thestaff can help. Although you can reach out to any staff member at any time, we suggest contacting
Susan Scott, HYI’s Assistant Director (susan_scott@harvard.edu).
Harvard’s Department of East Asian Languages and Civilizations has created “a compilation of legal,social, and mental health resources for Asian and AAPI (Asian American and Pacific Islander) students[and faculty] who have experienced, or worry that they may experience, COVID-19 related
harassment and discrimination.” The resources include advice on what to do if you experienceharassment. To view the document, visit: https://ealc.fas.harvard.edu/news/resources-asian-andaapi-students-experiencing-covid-19-related-harassment
Security: Please protect your personal property, such as laptop computers, cell phones etc., wherever
you may be on campus. Theft of personal belongings is not uncommon in university offices. Lock up
or carry your wallets and other valuables. When you leave your office, always lock your door. For
further security, the office suite at Vanserg Hall requires an approved HUID to enter.
Evening Shuttle Service: Harvard Shuttle Service has an evening van service in the late evening toenable members of the Harvard community safe travel within the campus or nearby areas late in theevening. During the academic year, the service operates between 7 p.m. and 3:00 a.m., seven days aweek. No advance arrangements are needed. However, the last call for a ride must be received by
2:30 a.m. After Commencement, until classes start, the service operates from 7 PM until 12 AM, lastcall at 11:30 PM. You can request a ride by using the Harvard Evening Van App (iPhone | Android).
For more information, please call 617-495-0400 or visit
https://www.hupd.harvard.edu/transportation.
Harvard University Campus Escort Program (HUCEP): HUCEP teams, who are trained and supervisedby the HUPD (Harvard University Police Department), provide walking escorts to students, faculty,
and staff during the academic year and cover the Yard, River, and Quad areas. Teams are identified bytheir brightly colored vests, labeled HUCEP. Escorts respond to calls for service through the HUCEP
hotline 617-384-8237. The hours of operation are 10:30 p.m. - 3:00 a.m., Thursday through Saturday.

8

Important telephone numbers:
General Emergency (24 hours):
911 (This is the number to dial for fire, local police, and ambulance in any emergency.)
988 (This is the number to call for a mental health crisis.)
Harvard Emergency Numbers (24 hours):
University (HU) Police, 1033 Massachusetts Ave., 6th Floor○ HU POLICE EMERGENCY617-495-1212○ HU POLICE NON-EMERGENCY 617-495-1215
University Health Services, 75 Mt. Auburn Street○ AFTER HOURS URGENT CARE 617-495-5711

9Institute Office Procedures and General Information
Once you have your Harvard ID number, please claim a HarvardKey at the following webpage:https://key.harvard.edu/
HarvardKey is your login and password for accessing your Harvard email and most University
applications.
Obtaining a Harvard Email Address:
Visiting Fellows: You will automatically receive a “g.harvard.edu” email address after registering
your HUID.
Visiting Scholars: The HarvardKey process should direct you to the website you need to accessthe activation of a Harvard e-mail account for you. If you are not presented with this option rightaway when you sign up for your HarvardKey, you should be able to select an option on thehttps://key.harvard.edu/ page that allows you to activate your Harvard e-mail account.
As you are in the Faculty of Arts and Sciences (FAS) division at Harvard, your email extension will
read “@fas.harvarad.edu”
You may also set up a Harvard gmail account with extension @g.harvard.edu
Ordering Business Cards: Please contact Francesca or James for instructions on how to orderbusiness cards.

Access to Vanserg Hall and 2 Divinity Avenue Building:Access to Vanserg Hall: The HYI Vanserg Hall suite of offices are accessible using your Harvard
ID card. If you do not have a card upon arrival (or forget your card) please use the doorbell
outside of the Suite 20 doors. The building/outside doors are usually open from 7:30 am to
10:00 pm. However, if the outer doors are locked, you may use your Harvard ID to enter thebuilding.
Access to 2 Divinity Avenue: the exterior doors of 2 Divinity Avenue are unlocked during theHarvard-Yenching Library's open hours. As their schedule varies during the semester, visit:https://library.harvard.edu/libraries?active_filter=1&library=yenching&weeks=1 to view thebuilding's hours. Those with offices in 2 Divinity will be able to access the building 24/7 with
their HUID.
Incoming and Outgoing mail: Your mailbox is in the hallway in Vanserg Hall. Please contact
Francesca Coppola if you have questions about incoming mail. Outgoing Campus and U.S. mailcan be dropped in the mail slot in the Vanserg Hall basement. USPS mailboxes are located on
Francis Avenue in front of Vanserg Hall and on Divinity Avenue. In Cambridge, post offices are10

located at 125 Mt. Auburn Street in Harvard Square, 770 Massachusetts Avenue in Central
Square, and 1953 Massachusetts Avenue above Porter Square. For mail delivery, please use
this address:
Your Name
c/o Harvard-Yenching Institute
25 Francis Avenue, Suite 20
Cambridge, MA 02138
Library Access for Spouses: Spouses of scholars in the Harvard community may apply forborrowing privileges. Visit
https://forms.office.com/Pages/ResponsePage.aspx?id=9CL6b2hFBUGtQy461HJpV3y0FI8QIU5Hj1
0rQJsPYAtUMjNMS0RWUDVOTkU5WkNROFlYSkY5SkZPTCQlQCN0PWcu to apply. The Access
Office is in Widener Library, Room 130 (tel. 617-495-4166)
Athletic Card: To obtain use of facilities (swimming pools, workout equipment,
recreation programs, etc.) visit https://recreation.gocrimson.com/index.aspx to purchasemembership online.
Parking Office: For up-to-date information about parking, visit their website:
https://www.transportation.harvard.edu/parking. Daily and monthly parking permits are available.
For more information, visit https://www.transportation.harvard.edu/parking/permits-rates.
The closest parking garage to HYI’s offices is the 52 Oxford St. garage.
Purchasing a discount T Pass (for bus and subway) – Visiting Scholars only:
1. You will need to update your address in PeopleSoft athttps://peoplesoft.hrapps.harvard.edu/ as soon as your local residential address isavailable. (Go to My Self Service > My Personal Details > Addresses.)
2. Next, go to www.transportation.harvard.edu/commuterchoice/transit, andclick "Order Transit Products." After logging in via your HarvardKey, you will be
redirected to a new page. Select "Place an Order." You will be redirected toanother page which shows the various transportation options: Train, Bus, etc.
Pay special attention when selecting the type of pass you want as there aremany different pass type options. Select the option you prefer and proceed to“checkout”. Make sure everything is correct before checking out.
3. Follow the instructions to order your pmass. The payment will be directlydeducted from your monthly stipend, and the pass will be mailed to yourresidential address. The discount program is only available to visiting scholars
who are receiving a stipend from the Institute.

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Resources for Family/Child Care: Harvard University Office of Work and Family provides
information, resources, referrals, educational programs and support to those combining
work lives with family concerns. They can provide you with information on childcare
centers, family childcare, after school programs, summer camps, and in-home childcare
providers and public or private schools: https://hr.harvard.edu/childcare
Another resource for information regarding schools and childcare is the International Officewebsite: https://www.hio.harvard.edu/childcare-schooling
Harvard Neighbors: A volunteer organization within Harvard promoting friendly connections among
members of the University and their families, through a variety of activities and social events. Newcomers
are warmly welcomed! Membership is open to all affiliates of the university and their spouses. The Harvard
Neighbors office is located at: Loeb House, 17 Quincy St. Cambridge (in Harvard Yard). Visit them on the
web at: https://www.neighbors.harvard.edu/

When Departing from the Institute
•
•

•

•

Please leave your forwarding address and telephone number with a member of
the Institute staff.
Complete and return the Feedback Survey that Francesca will send you at theend of the spring semester. All recipients of fellowship support from theHarvard-Yenching Institute must complete this report.
You may go to https://www.usps.com/ and request mail forwarding service. You
may have your local mail forwarded to the Institute. We will forward all firstclass mail to your permanent home address. If you wish us to forward your mailto another address, please be sure to leave that information with a staff
member.
Please be sure your accounts elsewhere in the University have been settled(especially libraries) before you leave.

12Setting up Stipend Direct Deposit
All scholars and fellows will receive their stipends at the end of each month.
Please sign up to receive your stipends via Direct Deposit. Otherwise, you will
receive paper checks which may be lost or delayed.
Once you have opened an American bank account, visit Peoplesoft:
https://peoplesoft.hrapps.harvard.edu. You will need a HarvardKey to log in.
Click on My Self Service > My Pay > Direct Deposit and click on the + sign to add an account.
The “nickname” should be a simple label of the account for your reference, such as“(bank name) checking account.” Follow the instructions (refer to the blue “i” button if needed)
and insert the Transit Number/Bank ID and Account numbers where required. If you want your full
Stipend to go into one account, select “Percent” under “Deposit Type,” and type “100” next to“Amount or Percent.” You can alter the percentages if you wish to split your stipend between
multiple accounts.

13

HYI Office Regulations
We really appreciate your cooperation in keeping your shared offices as quiet and clean
research spaces, and require your adherence to the following HYI rules:
1. Please do not eat in your office. You may eat in the Common Room in each building.
2. Do not socialize in your office. Please use the Common Room to meet informally with your
HYI colleagues. You may also use the smaller seminar room in Vanserg Hall if you need aprivate space for academic discussion with your colleagues in a small group. Please
schedule meetings in the seminar room with Francesca.
3. HYI office is designated for HYI affiliates only. This means no family members, friends, orother guests may enter the HYI offices. Please use the Common Rooms instead if you haveguests.
4. Please remember to lock your office door when it is not occupied. Although it may seem
like a great idea to leave the office door unlocked for the benefit of your office mates, it isbetter to lock the door and keep everyone’s belongings safe. We are relatively safe here,
but there have been recent thefts in Vanserg Hall as well as other areas on Harvard’s
campus.
5. Please do not use your office as a living space or a storage room. Please talk to the HYI
staff if you need temporary luggage storage space.
6. Please inform HYI staff if you have any concerns about the office space such as broken air
conditioners not working or windows not closing, or any other matter related to yourcomfort or safety. Also, please let us know when any office equipment is out of order,
such as: HYI printers, copy machines, scanners, office landlines, radiators, windows, airconditioners, etc. Don't assume that someone else has reported the problem.
7. The refrigerators should be used to store your daily meals/food only. The Common Rooms
are not meant to substitute for your personal kitchens. Please clearly label your items
since unlabeled items may be tossed, and please remember to dispose of any unused
items that you have left in the refrigerators.
8. For safety reasons, please keep the office telephone plugged in so that, in the event of an
emergency, you can dial “911” which will automatically send your location to emergency
services.

14