Checklists

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!

Pre-Arrival Checklist

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); please be aware that you will have to have the diplomas legalized and recognized; 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); please be aware that you will have to have the diploma legalized and recognized; * More information on legalization and recognition of diplomas can be found here. 4. passport-style digital image (for foreign nationals only); 5. medical certification or an extract from your medical file confirming that you have had the measles, or an international vaccination certificate (e.g., ICV, Yellow Card, etc.); please be aware if you cannot confirm your status of immuity against measles, you will have to get vaccinated in Russia or outside or get an antibody test upon your arrival in Russia (only tests conducted in Russia are valid).	+		4-5 months before arrival
When arriving with non-Russian accompanying family members (i.e., spouse, children): 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); 6. notarized translation of your child's apostilled or legalized birth certificate into Russian (original).	+		4-5 months before arrival
Legalize your education documents if they were issued not in Russia. More information on legalization and recognition of diplomas can be found here.	+	+	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 (ifaculty.support@hse.ru) if there are any additional documents you need from HSE University 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
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 University.	+		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 (ifaculty.support@hse.ru) 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

Upon Arrival Checklist

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)
Undergo medical examination.	+		The nearest possible day
Apply for clear criminal record certificate, SNILS and TIN number.	+	+	The nearest possible day
Obtain the results of medical examination (medical certificates).	+		Once they are ready (usually within 7 working days after examination)
Obtain your registration slip.	+	+	Once it is ready (usually within 3-5 working days after submitting the documents)
Obtain your HQS card (work permit).	+		The nearest workday
Undergo fingerprinting and photographing and obtain your fingerprinting card	+		When obtaining work permit
Undergo initial medical check-up and mandatory psychiatric examination	+	+	First week
Get your HSE e-mail account.	+	+	First week
Confirm with your manager where and when you should meet on your first day.	+	+	First week
Download HSE Navigation App (in Russian – «Вышка.Навигация»).	+	+	First week
Get a blood test for antibodies against the measles or get vaccinated against measles (if you don't have medical certification or an extract from your medical file confirming that you have had the measles, or an international vaccination certificate).	+		The nearest possible day
Fill out an application form for a VTB or Sber bank card (if you haven't done it earlier).	+	+	On the first day of your employment
Get access to your workplace.	+	+	First week
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
Edit your profile on HSE’s website.	+	+	First week
Upload your measles certificate (i.e. an international vaccination certificate, or certificate for antibodies, or an extract from your medical file confirming that you have had the measles) to your personal account at lk.hse.ru.	+		First week
Obtain a Russian sim-card.	+		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 or Sber bank card.	+	+	First month
Attend meetings, workshops and mixers organized as per your Orientation Session plan.	+	+	From September to December

Checklists

Pre-Arrival Checklist

Upon Arrival Checklist

Forms to be Downloaded