Incoming Fellows Guide

Welcome to the W. E. B. Du Bois Research Institute at the Hutchins Center!

Please consult the items below for information pertaining to your stay:


 2019-2020 Residency Dates

Academic Year 2019-2020   --  September 3, 2019 – May 31, 2020

Sign in and pick up keys at the Front Office at 104 Mt. Auburn Street, 3R, on September 3rd.
The first fellows’ orientation event is on September 3rd, 1 pm.

Fall 2019  --  September 3, 2019 - December 31, 2019

Sign in and pick up keys at the Front Office at 104 Mt. Auburn Street, 3R, on September 3rd.
The first fellows’ orientation event is on September 3rd, 1 pm.

Spring 2020  --  January 2019 - May 31, 2020

Arrival dates in January TBA.


 Academic Resources  Athletics Memberships

To purchase an Athletics Memberships, Harvard ID holders should visit:

Please note the following important information regarding memberships:

  • You must hold a recreation membership in order to purchase a tennis or squash membership.
  • Remember that most health insurances offer a fitness reimbursement up to $150! Visit the Harvard Benefits page on health coverage, which features links to both HPHC and HUGHP, for more information.
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  Bringing and Shipping Books
  1. recommend bringing as few books as possible, as they can be quite costly to ship back-and-forth. Also, with Harvard Square's excellent book stores, many fellows find themselves leaving with significantly more books than they arrived with!

Almost any book you need will be available through the Harvard Library System. Click here to visit the online catalog.

At the conclusion of your stay, we recommend using the nearby post office to ship your books.

Post Office™ Location - HARVARD SQUARE
CAMBRIDGE, MA 02138-9998
(800) ASK-USPS
Fax: (617) 876-8508

A quicker, though more expensive option, would be to use FedEx, which is located between the Institute and the Post Office:

1 Mifflin Pl
Cambridge, MA 02139
(617) 497-0125

Here are some examples of the various costs involved:

FEDEX: An approximately 20 LBS box of books to South Africa -- Over $350 -- With our Harvard discount $160.00

United States Post Office -- "M-Bag" Service -- Used for large quantities of books:
20LB box to London, England $60
20LB Box to Munich Germany $80
20LB Box to Cape Town, SA $80

Please see the below sites for more information:

  • M Bags (for mailing bulk printed material)
  • United States Post Office
  • Fed Ex information
    You may also find the "Flat Rate" Box useful -- when filled with anything, it costs $49 International, or $12.95 Domestic for shipping. A sample box is approximately 12" x 12" x 6."

All of the above options for shipping are delivered in approximately 10 days.


  Campus Map

Campus Map




Playgroups for Children:

Harvard Neighbors: This is a group which holds playgroups, outings, seminars etc for families of faculty, staff, and students of Harvard University. It is a great resource for helping families find their way around and set up with a community with a connection to Harvard.

Once you get your Harvard ID you can use Harvie and Harvard's electronic child care bulletin board. There are many posts about preschool places, classes etc and it would be a place to post your own request for information. (Harvard ID and pin required)

There are local libraries which hold toddler sing mornings, there are also groups like Music Together and TumbleKids (in Watertown) which all offer classes for 3 year olds. These are examples of many classes offered for kids. There is also the Cambridge Department of Human Services: Recreation pool nearby on Cambridge Street which offers swimming and other activities for kids. There is a great new playground in the Cambridge Common but besides the great playground it has a bulletin board with many community notices posted on activities in the area. Below please find a couple of websites that are worth visiting: (libraries) (DHSP: Recreation pdf of the facility and classes)




  Computer Help

The Hutchins Center receives technical support from Harvard University Information Technology (HUIT)


Phone: 617-495-7777  (from office phone dial 5-7777)


Monday - Friday: 7:30AM-6:00PM

Saturday: 12:00PM-4:00PM

Sunday: 12:00PM-4:00PM

HUIT also has Walk-in Support (Science Center, 1 Oxford Street, Basement-14)

Monday - Friday: 9:00AM-6:00PM

Saturday: 12:00PM-4:00PM

Sunday: 12:00PM-4:00PM


Harvard ID Office and the Campus Service Center

Upon arriving in Cambridge, Fellows should visit Room 807 at the Campus Service Center (1350 Massachusetts Avenue) to obtain a Harvard ID and HarvardKey; these together provide access to Harvard's libraries and online resources.

Office hours and additional information can be found here:

Please note:

  • Fellows arriving in the Fall may pick-up their ID's as early as August 1st. Spring Fellows may pick-up their ID's as early as January 1st.
  • Please bring a Driver’s License or a valid Passport with you to the ID Office.






Health Insurance

If you do not carry your own health insurance, please see these sites. Fellows are not eligible to purchase a Harvard University health insurance plan as an employment benefit. Please see link to Harvard Health Services below. Fellows who have been recently awarded their doctorate may be eligible for insurance. Non-U.S. citizen scholars may have short-term health insurance options available to them; please see the link to the resources listed at the Harvard International Office.

Harvard International Office

Harvard Health Services








Harvard University Housing:


Harvard Off-Campus Housing:







International Fellows

Applying for a Visa

The Harvard International Office now uses a website called e-Scholar to help you apply for your Visa. They no longer accept paper applications. Once we’ve entered you into e-Scholar, you will receive an email from Krishna Lewis with the following subject line:

“You have been invited to W. E. B. Du Bois Institute (FAS) department”

The email will provide you with a web address, your username, and a password.

Please follow the web address to login to e-scholar. Provide all requested information. If you do not have all information available at the time of your first login, you may save your progress and complete at a later date.

Once you’ve finished entering all requested information and you’ve pressed the submit button, you must send an email to stating that you are finished entering your information.

The Harvard International Office will create your form DS-2019, plus forms for any family members you are travelling with. This usually takes 3-4 weeks, then they’ll send the completed forms directly to you. Once you’ve received form DS-2019, you may take it to your local embassy and apply for a J-1 Scholars Visa.

Registering with the Harvard International Office

Upon arriving in Cambridge, international fellows are expected to register at the Harvard International Office WITHIN 15 DAYS OF THE START OF YOUR APPOINTMENT.

  • Bring your passport, I-94 card, and visa document.
  • Tell the guard that you are going to the International Office.
  • Get a Social Security Card by going to a Social Security Office.


Harvard International Office
1350 Massachusetts Avenue
Smith Center Room 864
Cambridge, MA
617-495-2789 (phone)
617-495-4088 (fax)

Mandela Fellows: Booking your Flights

Call the Harvard Travel Office at 617-496-8000 or 800-610-5640.

Listen to the prompt, select the option for International Flights.

When asked for a payment method, say that this will be paid through the Du Bois Institute using a web voucher.

Give the travel agent your full name and the full name of any family members whose tickets you will purchase. Give the travel agent your current email address. Your tickets will be sent via email.

Please be aware that your funding provides a travel budget of $2,400. You also have a relocation budget of $1,800 that can be added to your travel budget and used towards tickets for a family member. The Du Bois Institute can not approve any itinerary that costs over $4,200.

You will receive a copy of the itinerary via email for your review. Pay close attention that your name (and the names of your family members) are spelled correctly. If it’s correct, reply to the email and type, “Name is correct, OK to issue tickets.” If you have any changes, call Harvard Travel, choose International Flights, and give the operator your last name.

After you’ve emailed the travel office to say “Name is correct, OK to issue tickets,” forward the itinerary to Sandra Mancebo, our Financial Associate, at, with a note stating that you are an incoming Mandela Fellow. Sandra will process the payment.






Other Fellowship Programs at Harvard Include…

Berkman Klein Center for Internet & Society
Center for African Studies
Charles Warren Center for Studies in American History
Harvard-Yenching Institute
Houghton Library
Lakshmi Mittal and Family South Asia Institute
Mahindra Humanities Center
Nieman Foundation for Journalism
Prince Alwaleed Bin Talal Islamic Studies Program
Radcliffe Institute for Advanced Study
Shorenstein Center on Media, Politics and Public Policy
Weatherhead Center for International Affairs



Phone Cards:

Crimson Corner - sells phone cards for national or international calls
1394 Massachusetts Avenue
Cambridge, MA 02138

Harvard Phone Services:

Purchasing Cell Phones:
T-Mobile, 1438 Massachusetts Avenue, Cambridge, MA‎ - (617) 576-0400‎
Verizon Wireless‎, 95 Mount Auburn Street, Cambridge, MA‎ - (617) 441-6790‎

Skype: The Institute has headsets available to borrow for the semester. Please see Sandra.


To access Harvard’s Wi-Fi, first select the “Harvard University” network. Open your browser and type in “”

Select either “I have a HarvardKey” or “I am a guest” and follow the instructions

Click here for detailed instructions