Timeline and 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 multi-stage and involves the participation of several parties, even adherence to the advised track may not result in infallible and delay-free organisation.

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 including 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 visa invitations for foreign nationals): 1. scanned copy of your passport (main page); 2. scanned copy of your Master's and 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 legalised and recognised; 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 legalised and recognised; * More information on legalisation and recognition of diplomas can be found here. 4. passport-style digital image (for foreign nationals only); 5. (for foreign nationals only) 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 immunity against measles, you will have to get vaccinated in Russia or outside.	+	+	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. copy of your legalised marriage certificate (the translation to be prepared in Russia: upon obtaining this document, your coordinator will have this copy translated and notarised, the associated fees are expected to be covered by you); 3. copy of your child's passport (main page); 4. copy of your child's legalised birth certificate (the translation to be prepared in Russia: upon obtaining this document, your coordinator will have this copy translated and notarised, the associated fees are expected to be covered by you).	+		4-5 months before arrival
Legalise your education documents if they were issued not in Russia. More information on legalisation 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) in case you need additional documents 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 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 your 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
Acquaint yourself with the schedule of orientation events and check your email-box regularly (you will receive invitations for them).	+	+	1 week before arrival

Upon Arrival Checklist

All the preliminary steps for your employment have been made, and your employment contract has been concluded. 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
Obtain your registration slip (for more information, please visit this page).	+	+	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, TIN number, and a verified account at Gosuslugi.	+	+	The nearest possible day
Obtain the results of medical examination (medical certificates).	+		Once they are ready (usually within 7 working days after examination)
Undergo fingerprinting and photographing and obtain your fingerprinting card.			Once you obtain the medical certificates
Obtain your HQS card (work permit).	+		The nearest workday
Attend the HR Procedures Day.	+	+	On the day indicated in the invitation e-mail (sent by International Faculty Support Centre)
Fill out an application form for a VTB, Sber or Alfa-Bank bank card (if you haven't done it earlier).	+	+	On the first day of your employment
Undergo initial medical check-up (for all employees) and mandatory psychiatric examination (for tenure-track and tenured only).	+	+	First week
Get your HSE e-mail account.	+	+	First week
Obtain your HSE entrance pass.	+	+	First week
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
Download HSE Navigation App (in Russian – «Вышка.Навигация»).	+	+	First week
Obtain your library card.	+	+	First week
Edit your profile on HSE website.	+	+	First week
Upload your measles certificate (i.e. an international vaccination certificate 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
Discuss your teaching schedule and office hours with your department.	+	+	First month
Obtain your VTB, Sber or Alfa-Bank bank card.	+	+	First month
Attend meetings, workshops and mixers organized as per your Orientation Session plan.	+	+	From September to December

Timeline and Checklists

Pre-Arrival Checklist

Upon Arrival Checklist

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