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Date: January 20, 2015
Rachel Begley, Danielle Haslett, Joan
Schenkel & Patty Urbon
Building
A Lab Team
AgendaSteps to Building a Lab Team
1. Assessment – Assess your needs, goals and resources
2. Choices – Identify potential roles within the lab
3. The Process – Complete the appointment/hiring process
4. Performance Management – Onboarding your new team member and performance management
Putting together the pieces of the
puzzle
Step 1 - Assessment
Assessment
Where are you in your career? What are your research needs and
goals? Do you want to build a training
record? What level of independence are you
looking for? What are you resources – space and
money?
Putting together the pieces of the puzzle
Step 2 - Choices
Identifying Potential Roles Within Your Lab
Potential Roles
Research Scientists Senior Research Associates Research Associates
Research Assistants (1, 2, 3, 4) Other Lab Staff
Postdoc Scholars or Postdoc Fellows
Research Scientists/Senior
Research Associates/Research
Associates
Research Scientists/Senior Research Associates/Research Associates
Office oversight – SOM Office of Faculty Affairs and Human Resources (SOM FAHR)
Terminal degree required Funded through PI research program Career Research Position Appointment is one year, annually
renewable – candidate must receive a performance review to be reappointed
Research Scientists/Senior Research Associates/Research Associates (cont.) Fringe rate applies Exempt staff status Benefit eligible (Benelect,
retirement, vacation, sick, holidays) Annual salary increase requests
submitted with annual activity and review (% based on staff guidelines and department increase pool)
Research Scientists Selectively used position requiring approval by Vice Dean for
Research Position with more advanced research skills and/or fulfilling
critical functions and/or working virtually independently May be a faculty member whose career goals have changed May apply for and be named PI on a grant Suggested Minimum Salary - $55,000
Senior Research Associates Minimum 3 years of post-degree work
experience required Supervisory and leadership
responsibilities in the lab Research responsibilities toward the
high end of technical to discovery-oriented continuum
Present and publish research findings Suggested Minimum Salary - $45,000-
$50,000
Research Associates No post degree work experience
required Usually no supervisory
responsibilities Research responsibilities can range
from primarily technical, high end of technical to discovery-oriented
Minimum Salary - $37,500
Research Assistants and Other Lab Staff
Research Assistants Perform research related activities to support
a greater research study, including experiments, data collection and analysis, protocol/technique development and evaluation, study participant enrollment, laboratory maintenance, supply order and inventory, etc.
May train and/or oversee other lab staff and students
Bachelor’s degree required
Research Assistants Summary
Research Assistants 1 Bachelor’s degree and 0 to 1 year experience or
Associate’s degree from approved biotechnology program and 0 to 2 years experience
Work under moderate supervision; carry out plans as directed
Analyze samples; maintain records, equipment and supplies
Non-Exempt, 37.5 hours per week
Research Assistant Summary
Research Assistants 2 Bachelor’s degree and 1 to 3 year experience or
Associate’s degree from approved biotechnology program and 2 to 4 years experience
Work under general supervision; plan/carry out project plans
May assist in improving techniques; analyze data; train new staff
Exempt, 40 hours per week
Research Assistants Summary
Research Assistants 3 Bachelor’s degree and 3 to 5 year experience Work under limited supervision; coordinate
research/lab activities; carry out complex research plans
Devise and evaluate protocols and techniques; work closely with PI
May supervise students/staff and lab budget Exempt, 40 hours per week
Research Assistants Summary
Research Assistants 4 Bachelor’s degree and 5 to 7 years experience Work under general direction with high degree of
independence; coordinate major research plans Assist to develop procedures; provide input to PI;
may serve as lab manager Supervise and instruct others Exempt, 40 hours per week
Other Lab Staff Choices
Research Technicians (1, 2, 3, 4): High School degree required; experience varies
Research/Study Coordinator: no experiment/data collection/analysis; research administration/ coordination; IRB
Research Operations: oversee multiple research activities; fiscal/grant management; supervise staff; work closely with PI’s
Other: experience, education and duties vary
Postdoc Scholars
and Fellows
Postdoc Scholars and Fellows Office Oversight – Office of Graduate
Students Ph.D. or doctorate degree required Funded through PI research grants, training
grants, and/or external fellowships On track to becoming an independent
scientist Formal mentored relationship Individual development plan required
annually Appointment temporary – 5 yr limit
Postdoc Scholars andFellows (cont.)
PI must pay for benefits for the post doc and may pay for benefits for the postdoc’s family
Typical stipend – follow NIH guidelines
No fringe rate Does not participate in Benelect or
retirement plan
Putting together the pieces of the puzzle
Step 3 - The Process
Research Scientists/Senior Research Associates/Research Associates
Submit New Appointment Request, job description and working conditions to SOM FAHR (paper-driven process)
Working with the office of Immigration and Human Resource Services submit Visa paperwork to SOM FAHR; must be handled concurrently
Requests reviewed by Review Panel and Finance office (Research Scientist appointment requests require approval by Vice Dean for Research on behalf of the Dean)
Research Scientists/Senior Research Associates/Research Associates (cont.)
Approved new positions must be posted for 5 business days on the CWRU HR Academic Postings site
Submit Request for Offer Letter and required documents for selected candidate (including Affirmative Action forms)
Appointment letters generated by SOM FAHR/signed and delivered by department chair
Signed appointment letter and payroll form (pd) submitted to SOM FAHR
Research Assistants and Lab Staff Write job descriptions based on benchmarks,
required responsibilities and description templates Submit JD’s to SOM FAHR for review Departments are responsible for submitting
requisitions through the HCM eRecruit Working with the office of Immigration and Human
Resource Services submit Visa paperwork to SOM FAHR; must be handled concurrently
Offer/New hire process directed by HR Employment Specialist
Salaries submitted to Payroll by HR
Postdoc Scholars and Fellows
Electronic application process through Student Information System (SIS)
Position does not need to be posted One process for both appointment and
Visa Letter generated and distributed by
Office of Postdoctoral Affairs/signed by Dean of Graduate Studies
Signed appointment letter and payroll form (pd) submitted to SOM FAHR
Putting together the pieces of the puzzle
Step 4 – Performance Management
Onboarding Your New Team Member & Performance
Management
Onboarding Your New Team Member
Onboarding your new lab member is a critical element to a successful career within your lab. Onboarding activities include: Review of responsibilities, expectations and department
policies and department tour within the first week Prepared workspace upon arrival Scheduled training with PI and/or other lab members Scheduled safety and university training Continued feedback and frequent communication 45-day and 90-day orientation period reviews (for staff only,
not Postdoc Scholars and Fellows)
Onboarding(cont.)
Postdoc Scholars and Fellows Upon arrival, postdocs should follow the New
Postdoc Checklist. CWRU SOM IDP Policy: Within 3 months of their
initial appointment, Postdoc Scholars and Fellows need to complete an Individual Development Plan (IDP). The recommended IDP template is myIDP. The IDP assists the postdoc in setting career goals and ensures that conversations between the trainee and mentor about these goals occur on a regular basis.
Performance ManagementResearch Scientists/Senior Research Associates/Research
Associates
Submit Reappointment Request, annual activity and review form and required documentation to SOM FAHR prior to effective date; requests reviewed by the Review Panel
Reappointment letters generated by SOM FAHR/signed and delivered by department chair
Submit signed letter and payroll form (pd) to SOM FAHR Requests for Non-Reappointment must be submitted to SOM
FAHR 50 days or more before end of current appointment Performance issues handled through Corrective Action
process
Performance Management (cont.)
Research Assistants and Other Lab Staff Submit annual Performance and Salary Review to
SOM FAHR by the effective date; merit increases based on SOM Merit Increase Guidelines
Reviews approved by SOM FAHR and University HR
Merit increases submitted to Payroll by HR Records office
Performance issues handled through Corrective Action process; contact SOM FAHR
Performance Management (cont.)
Postdoc Scholars and Fellows Submit reappointment record in SIS (along with any
applicable visa information) Letter generated and distributed by Office of
Postdoctoral Affairs/signed by Dean of Graduate Studies
Submit signed letter and payroll form (pd) to SOM FAHR End of Appointment/Resignation/Termination Process:
http://postdoc.case.edu/admin/appointments.html Performance issues handled through Corrective Action
process (contact Postdoc Affairs)
VisasImmigration & Human Resource Services (IHRS)
Hiring Process for Foreign Nationals Position posted, applications
received, first interviews Second Interviews - Ask, “Are you
eligible for employment in the United States?”
If work authorization is required, review Visas for Foreign Faculty, Researchers, and Technical Staff (pdf)
Call IHRS at 216-368-4289 to begin appropriate visa filing procedures.
Hiring Process for Foreign Nationals (cont.)
H-1B J-1
CWRU employment
Must work at the job listed on the H-1B petition. No other employment is permitted unless that employer has filed a "parallel" H-1B. No honoraria payments are permitted. No outside consulting.
Must engage in the activity described on his/her DS-2019. May engage in occasional other employment as long as it is related to the field of study and it is approved by the Director of the Office of Immigration and Human Resource Services(IHRS).
Funding source
Must be on CWRU payroll.Employers are required to pay at least the prevailing wage for this geographic area as set by the U.S. Department of Labor.
Funding may come from a variety of sources, including self-funding.
Duration Minimum stay is 1 year. Maximum stay is 6 years but each petition can be filed for no more than 3 years. The appointee must be physically present in the US when the H-1B extension is filed.
Minimum stay is 21 days. Maximum stay is 42 months. Extraordinary Extensions may be requested for up to one year but must be approved by the Department of Labor (there is a $198 filing fee).
Timing of USCIS paperwork
H-1Bs require consultation with the Department of Labor and U.S. Citizenship and Immigration Service (USCIS). Currently, this process is taking about 6 months. "Premium Processing" requires an additional fee of $1,225 and cuts the time to one month. Please allow time for departmental processes.
DS-2019 forms are completed internally by IHRS office after validating the J-1 in the Department of Labor's SEVIS database. Does not involve a petition to CIS. IHRS office can produce the DS-2019 in relatively short order once we have all necessary supporting documentation. Please allow time for departmental processes.
Timing of visa acquisition
Security checks currently being run on all changes of status and all visa applicants. These can run several weeks.
Security checks currently being run on all changes of status and all visa applicants. These can run several weeks.
Cost Please contact IHRS for latest government fees. Potential fees:Base filing fee: $325,plus $500 fraud prevention and detection fee (for applicable countries), and potentially other applicable fees. Premium Processing requires an additional fee of $1,225 .FedEx costs are paid by the department.
No fees involved for the first 42 months. Extraordinary Extensions require a $198 filing fee paid by the department (CWRU check) made out to the U.S. Department of State.
Special provisions
a) No home residency requirement (212(e))b) Employers who terminate the employment of an H-1B before the
authorized stay expires are liable for paying reasonable cost for the H-1B to return to their home country
c) None
a) Two year home residency requirement (212(e)) may apply if the J-1 is from a country that wants her educated people to return, is directly funded by a government source, or is in the U.S. to complete a medical residency. Please note that a waiver must be obtained prior to applying for a change of status to an H-1B or permanent residency ("green card").
b) Nonec) English Language Proficiency Required
Hiring Process for Foreign Nationals (cont.)
F-1/PT or OPT Student with Practical Training or Optional Practical Training These individuals are authorized by the U.S. Citizenship
and Immigration Service to accept employment in their academic field (or a closely related discipline) for a maximum of twelve months. Must have Form I-766 Employment Authorization Document (EAD) in their possession before starting to work.
Some individuals may qualify for an additional 17 months of OPT under the following circumstances: The degree for your current period of post-completion OPT is a bachelor’s, master’s or doctoral degree in a science, technology, engineering or mathematics (STEM) program listed here.
Hiring Process for Foreign Nationals (cont.)
TN Visas (Trade NAFTA) TN visas are available only to citizens of
Canada and citizens of Mexico. Positions held by a TN must be considered professional and must require at least a B.A. degree, which was earned in the U.S., Canada or Mexico.
TN physicians cannot principally practice medicine, but may have patient care activities incidental to teaching and/or research.
Employment of all TNs is employer specific. TNs cannot have the intent that they want to live in the U.S. permanently.
Lab Staff Comparison Chart
Description Research Scientist Senior Research Associate Research Associate Research Assistants & other lab staff Postdoc Scholar Postdoc Fellow
Office Oversight
SOM Office of Faculty Affairs & Human Resopurces - http://casemed.case.edu/facultyaffairs/administrators/researchassoc.cfm
SOM Office of Faculty Affairs & Human Resopurces - http://casemed.case.edu/facultyaffairs/administrators/researchassoc.cfm
SOM Office of Faculty Affairs & Human Resopurces - http://casemed.case.edu/facultyaffairs/administrators/researchassoc.cfm
SOM Office of Faculty Affairs & Human Resopurces /CWRU Human Resources
Postdoctoral Affairs/School of Graduate Studies - http://postdoc.case.edu/
Postdoctoral Affairs/School of Graduate Studies - http://postdoc.case.edu/
Employee, Classified as Yes Yes Yes Yes Special class No
Expense Class 513300 513800 513100 varies 1600s, 1700s, 1800s 513200 572500
Salary vs Stipend Salary Salary Salary Salary Salary Stipend
NIH Salary/Stipend Guidelines Required No No No No Yes, see below Yes, see below
Doctoral/Terminal Degree Required Yes and must have 3yrs work exp beyond degree Yes and must have 3yrs work exp beyond degree Yes No Yes Yes
Benefits, Eligibility for Staff/Faculty Benefits Staff/Faculty Benefits Staff/Employee Benefits Staff/Employee Benefits Postdoc Benefits Program - Medical, Dental, Vision, and Life InsurancePostdoc Benefits Program - Medical, Dental, Vision, and Life Insurance
Benefits Cost University Fringe Rate University Fringe Rate University Fringe Rate University Fringe Rate Single Coverage Paid by Grant/PI/Dept (see below) Single Coverage Paid by Grant/PI/Dept (see below)
Fringe, Subject to Yes Yes Yes Yes No No
Retirement Benefits, Eligibility for Yes Yes Yes YesNO CWRU Plans. National Postdoc Association has plan; or set up with no fees through TIAA-Cref or Vanguard on campus
NO CWRU Plans. National Postdoc Association has plan; or set up with no fees through TIAA-Cref or Vanguard on campus
Disability Benefits, Eligibility for Yes Yes Yes Yes No No
Sick Days, Eligibility for Yes Yes Yes Yes Yes - 10 days per year Yes - 10 days per year
Vacation Days,Eligibility for Yes Yes Yes Yes Yes - 16 days per year Yes - 16 days per year
Parental Leave, Eligibility for Yes Yes Yes YesYes - 6 weeks paid parental leave or 3 weeks for spouse, also FMLA eligible
Yes - 6 weeks paid parental leave or 3 weeks for spouse (some grant restrictions may apply)
Tuition Benefits, Eligibility for Yes - Employee Waiver Yes - Employee Waiver Yes - Employee Waiver Yes - Employee Waiver Postgraduate Audit Program Postgraduate Audit Program
Taxes, Deducted Yes Yes Yes Yes City, State, Federal (including FICA, etc.) City, State, Federal (no FICA)
Appointment Temporary No No No No Yes - 5 yr limit Yes - 5 yr limit
Mentored Training No No No No Yes Yes
Mentored Relationship Possibly Possibly Possibly No Yes Yes
On Track to Become Independ. Scientist No Yes Yes
Funding Funded through PI research monies Funded through PI research monies Funded through PI research monies Funded through PI research or department funds Funded through PI research moniesTraining grants, external funds, or funds/fellowship personally obtained by postdoc
Domestic or International Either Either Either Either Either Either
Visa Status J1 or H1, others J1 or H1, others J1 or H1, others J1 or H1, others J-1, H-1B, F1-OPT, & Others J-1, H-1B, F1-OPT, & Others
Teaching Permitted Yes, see teaching guidelines Yes, see teaching guidelines Yes, see teaching guidelines Not usually Yes, see teaching guidelines Yes, see teaching guidelines
Postdoc Salary Guidelines
Current Year NIH minimum salary/stipend guidelines apply: http://postdoc.case.edu/admin/salaries.html
Current Minimum salary for Research Associate is $37,500 plus fringe
January, 2015
Contact InfoWebsites:
CWRU SOM Office of Faculty Affairs and Human Resources – http://casemed.case.edu/facultyaffairs
CWRU Postdoctoral Affairs/School of Graduate Studies - http://postdoc.case.edu/
Danielle (Price) Haslett, MOD, PHRPatty Urbon, MBAHuman Resources Manager, School of Medicine Faculty Affairs and Human ResourcesDepartment of Faculty Affairs and Human Resources School of Medicine Rm. W171Case Western Reserve University Case Western Reserve UniversityWood Building, W171, LC 4915 10900 Euclid Avenuephone: 216-368-2334 Cleveland, OH 44106-4915fax: 216-368-3013 phone 216-368-2011email: [email protected] fax 216-368-3013
email [email protected]
Rachel E. Begley Joan Schenkel, MSManager, Postdoctoral Affairs Assistant Dean for Research Admin.CWRU School of Graduate Studies Instructor and Senior AdministratorTomlinson 215 Case Ctr.Proteomics and Bioinformatics10900 Euclid Avenue 10900 Euclid Avenue, BRB 933Cleveland, Ohio 44106-7027 Cleveland, OH 44106phone: 216-368-0947 phone 216-368-4268fax: 216-368-4250 fax 216-368-6846email: [email protected] email [email protected]
