Necessary Materials- Onboarding Research Students

In order to ensure a successful and pain-free onboarding process, the following materials need to be submitted by Research Departments and student candidates

Research Student Intake Form: All research positions require completion of a research student intake form, and students must be hired into one of the job titles above. No research can be conducted without the student being onboarded into one of these positions
Active student requirement: Candidates must be active students throughout the research period. Only prospective workers currently enrolled in school (high school, undergraduate, graduate, medical school, or a PhD program) can be onboarded into a research student position. If/when a student leaves their program, their student role must be terminated in Workday, and they must be hired into a paid non-student employee position to remain in the lab
- Please note that F1 international students on optional practical training (a benefit available to international students after graduation prior to needing work sponsorship) are not eligible to be hired into a research student position as they have graduated from their programs of study. These candidates must be hired into a paid non-student employee position
Age requirement to conduct research at BIDMC: Research students must be at least 16 years of age to work in a research lab at BIDMC. A completed Minor Research Student Questionnaire Form and completed Minor Research Student Parental Consent Form must be signed by the appropriate parties and submitted to Talent Acquisition with theResearch Student Intake Form at least 3 weeks in advance of start date to begin the onboarding process. Please plan for ample time.
- Students must be at least 18 years of age to conduct research with animals.
Hiring students at institutions in the United States: Research Student Intake Form must be completed by Principal Investigator and sent to either Chris Richmond, RA designated to support submission of research student intake forms, or the research onboarding inbox at least three weeks prior to students’ expected start date for every position
Hiring J1 Students: To hire a J1 student, a package of materials must be sent to both immigration (to petition for the J1 visa) and to the research onboarding inbox (to be onboarded once J1 is approved). These materials include: research student intake form, CV, proof or English proficiency form, proof of outside funding (depending on source of funding, please see more below), offer letter (provided by HR), stipend authorization form (if student is receiving a stipend). Please note that it will take at least 3 months from the time the immigration team receives the necessary materials to the time a student receives the J1 visa.
- Source of Funding:
  - Government Funding: Student must upload a proof of funding letter from the institution which clearly states the funding amount and the period of time you will be in the US. The letter must be in English, reference US dollars, and be written on institutional letter head.
    
    Institutional/Fellowship Funding: If funding will be paid by the student's home institution and/or from a Fellowship, student must upload a proof of funding letter from the institution which clearly states the funding amount and the period of time that the student will be in US. If current salary in the student's home country will be applied towards your funding, the letter must state that the current salary will be paid to the Scholar/Student while in the US. The letter must be in English, reference US dollars, and be written on institutional letter head.
    
    Self-Funded: If the student will fund their stay while in the US, they must upload an adobe pdf of their current bank statement in English, statement balance converted to US dollars. If the student will receive funding from a third party (such as parents), they must also provide a support letter from the third-party informing Harvard that they will be providing funding. The letter should state the funding amount and start and end date the funding will be provided for you while in the US. The letter must also state that they will provide the salary support in addition to funding their own personal expenses. Please upload an adobe pdf of their current bank statement in English, converted to US dollars. In addition, bank statements cannot be more than 90 days old.
    - Immigration Portal- You can review the process for hiring J1 students in more detail, and access materials on the immigration portal page: https://portal.bidmc.org/Research/HumanResources/Immigration
Hiring Students for Hybrid or Remote Work: Hybrid or remote work is an option for research students. There is a field on the research student intake form to indicate work modality. However, the process for receiving approval is dependent on whether the student is in a paid, employee role or a contingent, unpaid position.
- Paid Employee Role(s)- student can work remotely in New England. If the student wishes to work remotely outside of New England, they must be hired via LightSource. Research HR can assist with this. Please note approval is not guaranteed.
- Contingent, Unpaid Role(s)-student can work remotely anywhere within the United States.
- Remote Work outside of the United States- Please note that under no circumstances can a student conduct research work and access BIDMC systems outside of the United States. If a student leaves the United States, whether to return home (J1) or for any period of time during the experience (such as a trip), their access should be suspended. Please reach out to the OSEE if you have any questions or concerns.
Workday Supervisory Organizations: Any person who will be directly overseeing research students will need to be listed as a supervisory organization (Sup Org) in BILH Workday. If PI/Faculty member, or students’ expected supervisor, does not have a supervisory organization in BILH Workday (not HMFP), one must be created after the research student intake form has been created.
- Please click the following link to learn more about creating a supervisory organization: Creating a Supervisory Organization in Workday.docx, and please reach out to the OSEE if you have any questions or concerns.
Stipends: Contingent research student workers can receive a stipend up to 20% of the income of a paid employee in a similar role. Please review the contingent worker stipend policy for more information