103 Hiring of Regular Employees
The recruitment of candidates for regular positions in the University is the mutual responsibility of the Department of Human Resources and the department that has the job opening. A department that wishes to engage an outside search firm must consult the Department of Human Resources in advance of making such an arrangement.
Responsibility for justifying the necessary staffing level and job responsibilities assigned to a position resides with the hiring department. The hiring department is also responsible for identifying and communicating to Human Resources any apparent potential safety and health hazards or dangerous substances associated with the work of the position.
Offers of employment to external candidates and under certain circumstances internal applicants are contingent upon the successful completion of a background check. This includes candidates for management and professional positions, clerical and technical positions and service and maintenance positions. Pre-employment screening includes social security number verification, criminal history check, employment verification, and educational verification Motor vehicle and credit checks will be required for specific position descriptions and/or departments. The background check process will be coordinated by the Department of Human Resources.
No department at Yale may make a direct offer or arrangement to hire, promote, establish, or change a wage or salary, or to provide any level of benefits without prior review by the Department of Human Resources. That department is responsible for reviewing the job specifications, the proposed salary or wage rate, and the level of benefits, as well as determining the need for an affirmative action search and for job posting of each position. The Payroll Department is instructed to accept and process only those requests for initial payment or change of salaries and wages that have received prior approval from the Department of Human Resources. Requests lacking such approval will be returned to the requesting department.
Xref: OPM 401
Revised February 2009
Responsibility for classification of job responsibilities within the salary grade system resides with the Compensation and Classification Section of the Department of Human Resources or with Library Human Resources. Prior to posting, the Compensation and Classification Section will review all requests for new or replacement positions and establish the appropriate title and grade.
Xref: PPP 201
In order to provide to qualified University employees an opportunity to apply, listings of vacant regular positions of 20 or more hours per week are available at all Human Resources offices and at various locations on campus. Postings are normally maintained for two weeks and no offer of employment may be made until the end of the posting period.
Exceptions to the posting requirement must be approved by the Staffing and Career Development Office. Examples of postings for which exceptions may be approved include:
- positions that require credentials consistent with a faculty or decanal appointment.
- authorized reorganizations that substantially change or eliminate the functions of a specific position but create others for the incumbent.
- positions that were filled within the last 30 calendar days but subsequently became vacant .Advertising, when deemed necessary, is prepared in cooperation with the requesting department and is placed by the Staffing and Career Development Office. Advertising costs are normally borne by the hiring department.
The Staffing and Career Development Office conducts the initial screening of applicants and refers qualified applicants to the hiring departments. Applicants for employment may be asked to provide evidence of competence in one or more skills required for the job being sought. All applicants for a specific position must be judged on the same job-related criteria and may be required to take a test designed to measure the applicants' mastery of the skills required. No screening or placement tests may be given without the specific authorization of the Department of Human Resources.
No firm or formal offer of employment to an individual may be made until mutually agreed upon by the Staffing and Career Development Office and the requesting department. The Staffing and Career Development Office will extend the formal offer of employment to the successful candidate and outline benefits, financial details, and conditions of employment. Offers of employment to external candidates, and under certain circumstances internal applicants, are contingent upon the successful completion of a background check. The requesting department is notified when the applicant's response to the offer becomes known. In certain situations, if the Staffing and Career Development Office approves, the hiring department may be permitted to extend the offer after the salary is agreed upon.
Xref: PPP 207.2
In order to ensure that the individual's visa status allows him or her to work in the United States, a work clearance statement from the Office of Foreign Students and Scholars is required for all applicants who are not U.S. citizens or who do not hold permanent resident immigration visas. Applicants who are not American citizens must offer evidence of immigration status that includes work authorization in order to obtain the clearance statement. The Department of Human Resources will refer all non-citizen applicants to the Office of Foreign Students and Scholars before scheduling these applicants for interviews.
Foreign nationals must maintain at all times a visa status that permits working in the United States. Employment may be terminated by the University at any time an individual does not have valid work authorization.
In instances where it is necessary for an applicant to have a job offer before his or her visa can be changed, or when employment permission must be granted on a visa classification already held, the applicant should consult with one of the advisers from the Office of Foreign Student and Scholars.
Since employment is based on individual merit, there is no presumption against employing two members of the same family in the same school or department. However, it is expected that no member of a family will participate in decisions affecting the terms and conditions of employment of another member of the family.
If an applicant is related to another individual within the hiring department, the hiring supervisor must notify the Staffing and Career Development Office Representative. Prior to any job offer to that individual, the appropriate dean, director, or chairman must give approval.
Subsequent to the hire of an applicant related to another employee in the same department, any decision affecting any aspect of employment (for example, transfer, promotion, salary, termination) should be made by disinterested and qualified supervisory personnel chosen by and acting under the direction of the appropriate dean, director, or chairman.
There are statutory restrictions on the employment of students and others under the age of eighteen (18). Minors under the age of eighteen may be employed but may not be permitted to work in any occupation which is pronounced hazardous to health by the State Department of Health Services or pronounced hazardous in other respects by the State Department of Labor. There are also restrictions on work activities permitted for minors under sixteen (16) years of age. Such minors may not be employed in work involving, among other things, moving machinery, dangerous acids, gases or explosives, scaffolding, continuous standing, or locations which contain radiation-producing equipment.
Sixteen- and 17-year-olds working in certain occupations must secure certificates (work permits) from their school or from the Board of Education. The hiring department must retain a copy of the teenager's employment certificate. Working papers are not transferable from one employer or department to another. Each new assignment requires a separate set of working papers.
In many cases where minors are employed, the following restrictions must be observed:
- Working hours are limited by State law to a normal day. No work may be scheduled before 6 a.m. or after 10 p.m.
- Care must be taken in the orientation procedure so that all apparent potential hazards in the job or surroundings are pointed out and identified.
- The employee should be instructed to report even the slightest injury to the immediate supervisor.
- After the new person has had a chance to become familiar with the job, a check should be made to determine that he or she is performing it safely. Special instructions and supervision are always required where heavy lifting is involved.
There are other special situations, including for example cooperative work-study programs, in which minors may be employed under specified conditions. All employment of minors must be approved in advance by the Staffing and Career Development Office of the Department of Human Resources.
The Department of Employee Health at the University Health Services and the Office of Environmental Health and Safety are available to assist in the examination of any work area for potential hazards.
Former employees now on retirement status who are receiving pension payments under the Yale Staff Retirement Plan may be reemployed, but their work schedules should be set up and carefully monitored to avoid any unintended suspension of monthly pension payments.
In general, in order to avoid suspension of pension benefits, the retiree should be limited to less than 40 hours per month, or under 480 hours per year. Once the 480-hour point has been reached in any fiscal year, if the retiree then works 40 hours or more in any subsequent month, pension payment for the next month will be forfeited.
In addition, the employee may wish to monitor the total hours worked in a calendar year so that the wages earned in that year will not inadvertently exceed the amount permitted by Social Security.
When rehired, retirees will be placed on the casual payroll. They do not earn employee benefits; but they do not lose retiree benefits.
Xref: PPP 313
Yale University is committed to providing a place of employment that is safe and healthful. As part of this commitment, when a position is to be filled, the hiring department is requested to identify and communicate to the Department of Human Resources any apparent potential safety and health hazards associated with the work and any known dangerous substances to which a member of the work unit may be exposed while on the job.
In addition, all applicants for the position are to be notified in writing of these potential hazards and substances during the job interview with the hiring supervisor. The hiring supervisor will respond to questions a job applicant may have about potential safety and health hazards and will advise him or her of the health and safety procedures and measures in the work unit.
A reference list of potentially hazardous substances is available upon request from the Office of Environmental Health and Safety.
Offers of employment may be conditioned on the results of employment entrance examinations. Such examinations may test an individual's ability to perform, with reasonable accommodation if necessary, functions that are job-related and consistent with business necessity. Offers of employment to individuals who do not agree to submit to a prescribed employment entrance examination or whose examination results are unsatisfactory in the judgment of the Department of Employee Health may be revoked.
A hiring department may cover full or partial relocation expenses for managerial and professional staff members who move a distance of more than 50 miles from the campus to within commuting distance of New Haven. Many variables are assessed in order to determine a relocation allowance and all questions relating to relocation allowances should be directed to the Transportation Office. Faculty of Arts and Science should contact the Provost Office. All other faculty should contact their Business Office. The Business Office and HR Staffing and Career Development Office will work together with guidance from the Transportation Office to assess and approve an appropriate relocation allowance.
The Transportation Office has contracts with major moving companies. When a relocation allowance is to be provided, the hiring department must contact the Transportation Office once the incoming candidate accepts the offer. The offer letter advises the employee to contact the Transportation Office as soon as possible to make the moving arrangements.
Yale University prefers that new hires, receiving relocation allowances, use Yale preferred movers. Relocation allowances are most often handled in one of the following two ways, although all new hires are assessed and evaluated independently and it is suggested that all new hires interested in exploring their relocation allowance options should contact the Transportation Office.
1. An individual may pay for the move themselves, using their allotted relocation allowance, and seek reimbursement using the ‘Relocation Reimbursement Form’ and the ‘Relocation Reimbursement Worksheet '
These forms need to be completed by the hiring dept and then sent to the Transportation Office. Once an audit of the expenses is complete, the Transportation Office will sign off on the forms and forward them to payroll for reimbursement.
2. An individual may choose to use one of Yale’s contracted movers, the mover will than invoice Yale directly up to the employee’s relocation allowance. An ‘Authorization Form” will need to be filled out by the Hiring Department and submitted to the Transportation Office.
The Transportation Office uses the following guidelines when assessing a relocation allowance:
- Authorized charges will be for transportation, packing and insurance for relocating household goods. The employee must move within one year from the date of hire for their relocation allowance to be considered a qualified moving expense.
- At the discretion of the hiring department, an employee who is terminated or voluntarily resigns from the University with less than one year of service may be liable for repayment of their relocation cost.
- If an employee elects to use a non-authorized moving company, reimbursement will only be made for the dollar amount it would have cost using one of Yale’s contracted movers.
- Each individual moving allowance amount is determined by the hiring department. Contact the Transportation Office for further information at (203) 432-9961.
- One vehicle will be covered if the moving distance is more than 700 miles.
When a relocation allowance is to be provided, the hiring department and recruiter should refer the new hire to the Transportation Office for a list of covered/uncovered expenses.
Policy Revision, 1-2009
103.4 Moving Allowance (old policy)
Partial reimbursement for relocation expenses may be paid by the hiring department to managerial and professional staff members who move a distance of more than 50 miles from the campus to within commuting distance of New Haven within one year of the date of initial employment. Reimbursement will be made subject to the following guidelines:
- Payments will be made only for billed charges covering packing, transportation, and insurance for ordinary household goods.
- The allowance will cover reimbursement for shipping up to 6,000 lbs. plus an additional reimbursement of up to $350 for packing costs.
- No moving funds are available for persons employed on term contracts of less than two years. Employees who terminate from University employment with less than one year of service may be liable for repayment of reimbursed moving expenses
When a relocation allowance is to be provided, the hiring department should contact the Manager of Traffic, Receiving and Stores, and should refer to the Office Procedures Manual for details on procedures and limitations including:
- moving expenses that are not reimbursable
- expenses for temporary storage
- use of private carriers
- moving done by one's self
- presentation of receipts
Xref: OPM 421