The Pre-Arrival Onboarding Process (Paid on BILH payroll)

Research Students

Postdoctoral Research Fellows

Research Student (A1103)

Clinical Research Student (AA3363)

NRSA Research Student (A3368)

NRSA Clinical Research Student (A3369)

Postdoctoral Research Fellow (A2810)

Postdoctoral Research Fellow NRSA- Institutional and Individual (A2813)

Step Number

 Description

Materials Needed

Responsible Party

Timeline

1

A job requisition for the student/postdoc must be submitted on Workday and approved by finance. Onboarding cannot proceed until this has been completed

Please note that a job requisition can take two or more weeks for approval

Job Requisition via Workday

Principal Investigator and/or member of Principal Investigator’s Team

BILH Finance (job requisition approval)

At least 4 weeks prior to desired start date (domestic hires)

At least 3 months prior to desired start date (hires that require visa sponsorship)

2

An intake form must be submitted via REDCap. Please note that you will need to include the approved job requisition number in the form, so step 1 must be completed prior to completing this form

• “New hire” should be selected for all paid roles, since all new hires are paid via a new job requisition

Security Review and selected Intake Forms (all new hires)

Attestation of Outside Support Form (J1 and individuals being paid externally)- upload required in intake form

Certification of English Proficiency (J1s)- upload required in intake form

Principal Investigator (complete and sign intake form)

Research Administrator (review and sign intake form)

Intake form must be submitted least 2 weeks prior to desired start date (domestic hires)

Intake form must be submitted at least 3 months prior to desired start date (hires that require visa sponsorship)

Please note that BILH Research Compliance Security screening can take a couple of weeks. It is recommended that you submit the intake form as far out from the desired start date as possible

3

Intake Form Reviews

• The Office of Student Engagement and Experience will review the form
• Additionally, BILH Research Compliance will conduct a security screening if BILH will need to sponsor a visa[ES1]  , and/or if new hire has a current J1 visa and is changing roles or organizations.
  • Please select the following link to review the processes and materials necessary for individuals that will require a J1 visa

Security Review and selected Intake Forms

Office of Student Engagement and Experience (reviews form, communicates next steps with department/lab contacts listed in intake form)

BILH Research Compliance (conducts security review, communicates steps with department/lab contacts)

Reviews begin/are conducted within 1 week of submission[SS2] 

4

Research Students and Postdoctoral Research Fellows that do not require J1 sponsorship

• Approved intake form is automatically submitted to BILH Talent Acquisition from REDCap system, who will oversee next steps

Research Students and Postdoctoral Research Fellows that require J1 sponsorship and/or are transferring a current J1 visa from another organization:

• Once security review and OSEE reviews are complete, all materials needed for the J1 petition are automatically emailed via REDCap system to the BILH Research Immigration Team[ES3] to begin the visa petition process

Completed intake form

For J1 Individuals (in addition to completed intake form):

Proof of English Proficiency Form

Form uploads are required fields

BILH Talent Acquisition (begins onboarding research students/postdoctoral research fellows that do not require J1 sponsorship)

BILH Research Immigration (reviews and approves any changes to employment or transfers on a current J1 visa)

Principal Investigator and other contacts in intake form (submit materials to appropriate BILH Research Immigration specialist to begin J1 visa petition process)

4.5

Research Students/Postdoctoral Research Fellows that require J1 sponsorship:

• Once a J1 is successfully petitioned (or on hold/delayed), BILH Research Immigration specialist updates Office of Student Engagement and Experience, HR, Principal Investigator, and other necessary contacts
• Research HR sends official offer letter to J1 student with department contacts included in the intake form cc’d.
• OSEE sends intake form to Talent Aquisition to begin onboarding

BILH Research Immigration (submits updates to Office of Student Engagement and Experience)

BILH Human Resources (submits offer letter to research student/postdoctoral research fellow)

Office of Student Engagement and Experience (submits intake form to BILH Talent Acquisition to begin onboarding steps once J1 is successfully petitioned)

All steps are conducted within 1 week of receiving update from BILH Research Immigration

5

BILH Talent Acquisition conducts onboarding steps for new paid hires

• Candidate applies for role via Workday
• Candidate meets with Talent Acquisition specialist for I9 verification meeting
• Candidate attends scheduled on-site appointment with Employee Health at their BILH location
• Candidate has picture taken by Public Safety
• Candidate is cleared to begin and receives welcome email from Office of Student Engagement and Experience

BILH Talent Acquisition (coordinating onboarding process)

2 weeks from desired start date (BILH Talent Acquisition will adjust start date as necessary)

6

To receive BILH log-in credentials and access to necessary systems, Principal Investigator/lab contacts submit IS access request, using employee ID on BILH Workday

IS Access Request Portals

BIDMC Access Request - BILH Service Portal

Lahey Access Request - BILH Service Portal

NEBH Access Request - BILH Service Portal

Workday bilh

Principal Investigator/lab contacts (submit IS access request and share credentials with new hire)

Email sent from Workday to supervisor with employee ID within 1 week of start date