We strongly recommend that you follow the steps specified in the checklists below to make sure your arrival and employment are processed efficiently. However, since the whole procedure is rather complex and involves the participation of several parties, even adherence to the advised track may not result in infallible and delay-free organization. Nonetheless, we will do our best to make your arrival and employment as quick and smooth as possible. Thank you for your understanding!
Mandatory Vaccination against COVID-19 for HSE University Staff
According to the Rector’s order all HSE University staff who work full-time, as well as independent contractors who work on the university's territory, must get vaccinated against coronavirus infection. An exception is made only for employees who have a medical exemption.
Important: A person can be employed, if he/she has taken at least 1 shot of the two-shot vaccine.
For further information about vaccination and how to get vaccinated please visit this page.
The employment procedure can be rather complex, especially when a new employee is a foreign national. Some preliminary steps need to be taken before the actual arrival of a new faculty member to the HSE campus. Presented below is the pre-arrival checklist, which will show you the steps to be completed, as well as an information form that new employees are kindly asked to fill out.
|Activity||Foreign nationals||Russian citizens||When should this be done|
|Fill out the pre-arrival form on the International Faculty Support Centre website||+||+||4-5 months before arrival|
Provide the following documents for the preparation of your contract (and the letter of invitation for foreign nationals):
1. scanned copy of your passport (main page);
2. scanned copy of your Master's or Bachelor's degree in Russian or English (or translation into Russian or English if these documents are issued in other languages);
3. scanned copy of your PhD degree in Russian or English (or translation into Russian or English if these documents are issued in other languages);
4. passport-style digital image (for foreign nationals only).
|+||+||4-5 months before arrival|
1. copy of your spouse’s passport (main page);
2. notarized copy of your apostilled or legalized marriage certificate (original);
3. notarized translation of your apostilled or legalized marriage certificate into Russian (original);
4. copy of your child's passport (main page);
5. notarized copy of your child's apostilled or legalized birth certificate (original);notarized translation of your child's apostilled or legalized birth certificate into Russian (original).
|+||4-5 months before arrival|
|Contact the Russian Consulate where you will be applying for a visa and ask for the list of documents you need to apply for a work visa.||+||4-5 months before arrival|
|Inform the International Faculty Support Centre (firstname.lastname@example.org) if there are any additional documents you need from HSE to apply for a visa.||+||4-5 months before arrival|
|Receive the preliminary draft of your employment contract by e-mail. Read it, ask any questions you may have, and comment on it. Please express your consent to sign the contract.||+||+||Approximately 1.5 months after you submit all documents required|
|Decide on where you will get vaccinated against COVID-19 (for more information about options please visit this page). Get vaccinated against COVID-19 (if you have decided to do it outside Russia), have the vaccination certificate translated||+||+||Approximately 1.5 months after you submit all documents required|
|Study the “Before and Upon Arrival” section and ask any questions that you may have.||+||+||While reading the draft of your contract or earlier|
|Receive an e-mail with the final version of your employment contract and the request to sign it. Please follow the instructions specified in the e-mail.||+||+||Approximately 1 week after you approve the draft of your contract|
|Receive your visa invitation and other documents from HSE.||+||Approximately 1.5 months after you sign your work contract|
|Apply for a work visa at the Russian Consulate or Visa Centre in the city stated in your visa invitation.||+||As soon as you receive the letter of invitation|
|Inform your coordinator and International Faculty Support Centre (email@example.com) about the date of your arrival in Russia.||+||+||As soon as you book your flight|
|Plan the time for orientation events according to the schedule sent to you by International Faculty Support Centre||+||+||1 week before arrival|
|Acquaint yourself with the HSE’s internal bylaws.||+||+||1 week before arrival
All the preliminary steps for your employment have been made, and your employment contract has been drafted. The checklist below will help you prepare for your trip to Russia and see what needs to be done upon arrival.
|Activity||Foreign Nationals||Russian Citizens||When should this be done|
|Fill out a migration card or have it filled out by an officer at passport control.||+||Upon entering the country, before going through passport control|
|Check in at the HSE guesthouse/a rented apartment.||+||+||Upon arrival|
Submit the documents for your registration (for more information, please visit this page):
1. a copy of all pages in your passport;
2. a copy of your migration card.
|+||+||Upon arrival (when checking in) at the place of stay (hotel/University guesthouse/rented apartment)|
|Self-Isolate for 14 days.||+||Upon arrival|
|Get your HSE e-mail account.||+||While being on self-isolation (for non-Russian nationals)/ First week (for Russian nationals)|
|Obtain your registration slip.||+||+||Once it is ready (usually within 3-5 working days after submitting the documents)/ once your self-isolation period is over|
|Get Vaccinated against COVID-19 (for further information please visit this page).||+||Once your self-isolation period is over|
|Undergo a medical check-up.||+||+||Once your self-isolation is over (for non-Russian nationals)/ the nearest possible day (for Russian nationals)|
|Obtain your HQS card (work permit).||+||The nearest workday after self-isolation is over (excluding Wednesdays)|
|Fill out an application form for a VTB bank card (if you haven't done it earlier).||+||+||On the first day of your employment|
|Attend the HR Procedures Day.||+||+||On the day indicated in the invitation e-mail (sent by International Faculty Support Centre)|
|Obtain your HSE entrance pass.||+||+||On HR Procedures Day|
|Obtain your library card.||+||+||On HR Procedures Day|
|Get access to your workplace.||+||+||First week|
|Edit your profile on HSE’s website.||+||+||First month|
|Order your HSE business cards (optionally).||+||+||First month|
|Discuss your teaching schedule and office hours with your department.||+||+||First month|
|Obtain your VTB bank card.||+||+||3-4 weeks after your application is submitted (or shortly after your arrival, if you submitted the application earlier by e-mail)|
|Attend meetings, workshops and mixers organized as per your Orientation Session plan.||+||+||From September to December|