Once a student or postdoc research fellow reaches their official end date, supervisors can either choose to extend the experience, or begin the offboarding and termination steps. The steps below outline the process for extending current research student or postdoctoral research fellows current work experiences at BILH.
Any questions about this process should be directed to the Office of Student Engagement and Experience.
Extending Current Research Student/Postdoctoral Fellow Role
The steps below outline the process for extending current research student or postdoctoral research fellows current work experiences at BILH
|
Step |
Description |
Materials Needed |
Responsible Party |
Timeline |
|
1 |
An intake form must be submitted on REDCap with the “extension” option selected. Additional steps are required for students on visas (see below)
|
Security Review and selected Intake Forms NED Form (J1) Attestation of Outside Support Form (sponsored individuals) Form uploads are required fields |
Principal Investigator, Research Administrator, and other relevant administrative staff (complete and sign the intake form with “extension” option selected) Principal Investigator, Research Administrator, and other relevant administrative staff (complete NED and send to BILH research immigration specialist for review)- J1 visas BILH Research Immigration reviews NED and approves/processes extension- J1 visas |
Extension form must be submitted at least 1 week prior to the current end date (domestic students and postdocs) Extension form must be submitted at least 2 weeks prior to the current end date (students or postdocs that require visas and sponsored individuals) |
|
2 |
The Office of Student Engagement and Experience (OSEE) will review the signed form
Additionally, BILH Research Compliance will conduct a security screening if the student/postdoc fellow is a current J1 visa from an external entity, or a U.S Citizen/Permanent Resident receiving any funding by an external entity. Research Students and Postdoctoral Research Fellows that require J1 sponsorship and/or are transfering a J1 visa to BILH:
|
OSEE (reviews extension form) |
OSEE reviews within 1-2 days of submission (domestic) BILH Research Compliance reviews extension within 1 week of submission |
|
|
4 |
Once previous steps are completed, the OSEE creates a case in BILH Workday to extend the current opportunity to the requested end date |
BILH Workday |
OSEE (creates Workday case to extend research student or postdoc fellow) |
OSEE creates case immediately upon review (if approved) |
|
5 |
The OSEE updates the department/lab contact once the new end date has been updated in BILH Workday, and reaches out to Public Safety to have badge and access updated (if needed) |
BILH Workday |
OSEE (updates department/lab contacts once Workday case has been completed) |
Cases are typically approved within 1-2 business days |
Terminations and Offboarding
All research students (employees and contingent workers) must be appropriately offboarded and terminated in the BILH Workday system upon conclusion of their research experience. To do so, the appropriate steps must be completed to ensure that they are removed from the system. Roles are not terminated from the system automatically.
These steps can be completed by either the Principal Investigator, Research Assistant, or other staff supporting the Principal Investigator within the Department/Lab.
Terminating a Role Early
There are times where, unfortunately, a student or postdoc needs to be terminated early. Below are a list of circumstances, and actions that should be taken in the event of each:
- Not showing up/no longer able to work- If a student is onboarded into Workday and they are no longer able to work, it is vital that the student's record be terminated in Workday. Please reach out to the OSEE in this situation, we can put in a case to have the record removed.
- Performance/Behavior based issues- if you are having trouble working with a student due to either performance or behavior based issues, you should reach out to both the OSEE and Research HR for assistance prior to terminating the student. Our offices can assist in determining the appropriate course of action. If termination is deemed necessary, we will work with you on next steps to ensure that the necessary protocols have been taken.