Appointment Checklist
Below, please find a step-by-step guide for hiring a new postdoctoral scholar. If you have any questions, please contact your Human Resources Business Partner or Department Administrator.
Position posting and setup
Pre-Hire
First day
First week
- E-mail Financial Analyst, Grant Coordinators, and Department Administrator with intent to recruit and/or hire
- Obtain a position description (PD) from the PI or Hiring Manager
- Submit Position Approval Request (PAR) & PD for approval (SOM IRC posting should cc the Office of Postdoctoral Affairs)
- Post IRC and save approval strings in recruitment folder on x:drive
- Send offer letter to Office of Postdoctoral Affairs, with CV, for salary and benefit verification and approval
- Route approved offer letter to Principle Investigator, Department Administrator, or Department Chair for signature
- Send signed offer letter to postdoctoral scholar candidate for approval or rejection
- With accepted offer:Signed Confidentiality and Intellectual Property &Federal and State Program Compliance Verification
- Update IRC posting to "Pre-Hire Accepted Offer"
- Begin visa application (if needed)
- Determine visa type and contact the Office of International Affairs (OIA)
- Complete appropriate visa application packet
- Gather completed application materials from applicant and route to OIA (offer letter, application components, billing alias, copies of passport, etc.)
- Must have successful Visa application to move forward
- Conduct criminal background check, allowing up to two weeks for completion. The check is valid for up to 180 days.
- Background checks for internationally-residing new hires can be done before candidate arrives in US.
- If no international scholar does not have a SSN, note in comments: "not a US Person, no SSN at this time" and use 000-00-0000 for SSN field.
- Begin Human Resources Express (HRE) Actions
- Attach funding information from financial analyst
- Attach PAR, PD, approval strings, signed offer letter, and CV
- Add Office of Postdoctoral Affairs as FYI on HRE transaction
- Forward submitted HRE Action to financial analyst
- Register postdoctoral scholar for OHSU New Employee Orientation
- Forward name, lab, position & e-mail to Department Administration Team
- If starting before NEO, complete new hire paperwork.
- Activate OHSU Network Account
- Log in to Oracle to tour and update Employee Self Service
- Complete the W-4 online in Oracle. International employees must apply for a SSN.
- Complete an I-9 online via PreEmploy. International employees complete paper I-9 documents.
- Verify SEVIS record for International employees. Best completed at OIA.
- Review OHSU Center for Diversity and Inclusion website, employee resource groups, and programs.
- Review Employee Health Information, include JBT Center website and location, and email ReadySet instructions.
- Complete a Direct Deposit Form. Complete a Foreign National Form to payroll for international employees.
- Complete the Badge Form to be submitted to Parking and Transportation Office with Background check
- Complete Big Brain and Compass Trainings.
- The following are required for badge access
- HIPAA training
- Respect at the University (RAU) training
- Integrity Education Booster
- Emergency Management
- The following are required for laboratory compliance
- Export Controls - Dangerous Goods Shipping
- General & Laboratory Safety
- Blood Borne Pathogen training for the research lab
- Responsible Conduct of Research for All
- Responsible Conduct of Research Involving Animal Subjects (if needed)
- Responsible Conduct of Research Involving FDA Regulated Products (if needed)
- Responsible Conduct of Research rDNA &I nfectious Agents (if needed)
- The following are required for badge access
- Apply for additional computer access (if needed)
- CARS x: drive access
- Other via CARS:
- Add to applicable departmental email listserv(s)
- Provide copy center code (if needed)
- Provide long distance code (if needed)
- Issue keys (if needed, post date of hire)
- Provide door punch codes (if applicable)
- Provide timekeeping instructions (via email)
- Review email archive
- Review employee benefits pages
- Review inclement weather policy
- Email OIA to enroll in new international orientation (held quarterly)
- Provide a tour of department facilities (admin staff, breakroom, bathrooms, conference spaces, etc.)
Provide any additional accesses:
- Register with Dept of Comparative Medicine for Animal Handling
- Oracle access
- Requisitions training (if needed)