To Do List

Starting your journey at IBB – and in Poland – comes with a few essential formalities. These first steps are important to help you settle in, get access to the infrastructure, and begin your work or studies smoothly. Below, you’ll find a checklist of what to expect in your first days and weeks.

First steps at IBB

✓ HR and Administrative Formalities

❑ Submit necessary documents to the HR Department (e.g. employment contract, diplomas, certificates)

❑ Sign internal documents and consent forms provided by HR and the Doctoral School Office (for PhD students)

❑ Get familiar with internal regulations and procedures

✓ OSH Training and Medical Check-up

❑ Complete online health and safety training

❑ Participate in in-lab training with your supervisor

❑ Undergo an initial medical check-up (occupational medicine)

✓ Access and Infrastructure

❑ Receive your magnetic access card for IBB facilities

❑ Get access to your IBB e-mail account and intranet

❑ Get familiar with internal IT platforms and systems

✓ IBB Orientation

❑ Get to know your lab, research group or team

❑ Locate key places at IBB: labs and research facilities, lecture rooms, library, and administration offices

❑ Familiarise yourself with the doctoral/research plan

❑ Join the WhatsApp group for international researchers at IBB

✓ Benefits – check your options at IBB

❑ Sign up for a free Polish language course

❑ Get a Multisport card for discounted access to gyms and sports facilities across Warsaw and Poland

❑ Use free medical services at IBB

❑ Apply for a private insurance plan available through IBB’s group policy

❑ Use the gym available on site

First steps in Warsaw/Poland

✓ Documents and Legal Stay

❑ Get your PESEL number (Polish ID number)

❑ Register your temporary address at the City Hall

❑ Apply for a Temporary Residence Card (TRC) – if you’re a non-EU citizen

❑ Register your stay – if you’re from the EU/EEA/Switzerland

❑ Set up your Trusted Profile (Profil Zaufany) – to access e-services and sign official documents online

✓ Banking, Insurance and Access

❑ Open a Polish bank account

❑ Get a Polish SIM card

❑ If you’re a non-EU PhD student, sign a voluntary agreement with NFZ and register for public health insurance

❑ Register on the PUE ZUS portal – to access your health insurance details and manage contributions online (for PhD students)

✓ Everyday Mobility and Digital Tools

❑ Get a public transportation card (Karta Miejska) and buy mothly tickets with discounts

❑ Download useful apps: Jakdojade, mObywatel, and others (see further chapters of our guide)