Building
A
Lab Team
Date: January 20, 2015
Rachel Begley, Danielle Haslett, Joan
Schenkel & Patty Urbon
Agenda
Steps 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 and
Fellows (cont.)
 PI
must pay for benefits for the post
doc and may pay for benefits for the
postdoc’s family
 Typical
 No
stipend – follow NIH guidelines
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 Management
Research 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)
Visas
Immigration & 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)
b)
a)
c)
No home residency requirement (212(e))
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
None
b)
c)
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").
None
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
Office Oversight
SOM Office of Faculty Affairs & Human Resopurces SOM Office of Faculty Affairs & Human Resopurces SOM Office of Faculty Affairs & Human Resopurces http://casemed.case.edu/facultyaffairs/administrators/researchassoc.cfm http://casemed.case.edu/facultyaffairs/administrators/researchassoc.cfm 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 Insurance
Postdoc 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
Yes
NO CWRU Plans. National Postdoc Association has plan; or set up with no fees NO CWRU Plans. National Postdoc Association has plan; or set up with no
through TIAA-Cref or Vanguard on campus
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
Yes
Yes - 6 weeks paid parental leave or 3 weeks for spouse, also FMLA eligible
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
No
Yes
Yes
On Track to Become Independ. Scientist
Research Assistants & other lab staff
Postdoc Scholar
Postdoc Fellow
Yes - 6 weeks paid parental leave or 3 weeks for spouse
(some grant restrictions may
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 monies
Training 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 Info
Websites:
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, PHR
Human Resources Manager, School of Medicine
Department of Faculty Affairs and Human Resources
Case Western Reserve University
Wood Building, W171, LC 4915
phone: 216-368-2334
fax: 216-368-3013
email: danielle.r.price@case.edu
Patty Urbon, MBA
Faculty Affairs and Human Resources
School of Medicine Rm. W171
Case Western Reserve University
10900 Euclid Avenue
Cleveland, OH 44106-4915
phone 216-368-2011
fax 216-368-3013
email patricia.urbon@cwru.edu
Rachel E. Begley
Manager, Postdoctoral Affairs
CWRU School of Graduate Studies
Tomlinson 215
10900 Euclid Avenue
Cleveland, Ohio 44106-7027
phone: 216-368-0947
fax: 216-368-4250
email: Rachel.Begley@case.edu
Joan Schenkel, MS
Assistant Dean for Research Admin.
Instructor and Senior Administrator
Case Ctr.Proteomics and Bioinformatics
10900 Euclid Avenue, BRB 933
Cleveland, OH 44106
phone 216-368-4268
fax 216-368-6846
email joan.schenkel@cwru.edu