The University is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities and affirmatively seeks to attract to its staff qualified persons of diverse backgrounds. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in employment against any individual on account of that individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression.
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and covered veterans.
Inquiries concerning these policies may be referred to the Office for Equal Opportunity Programs or Human Resources.
The University has the following categories of employment pertaining to staff positions:
Regular employment consists of continuous, predictable, and scheduled employment of six months' duration or longer. Regular employment may be:
Full-time employment consists of a regular schedule of 37.5 hours per week (or 40 hours per week if so specified at time of hire or if there is prior departmental practice). Part-time employment consists of a regular schedule of less than 37.5 hours per week. Staff members regularly scheduled to work 20 or more hours per week are eligible for participation in most benefit programs, subject to any specific requirements described under each benefit program.
Term or fixed-duration employment is of at least six months' duration, but with a date of termination specified at the time of hire. Term appointments may be governed by specific terms and conditions of employment established at the time of hire and approved by Human Resources or the Office of the Provost. Such terms and conditions of employment specific to a position take precedence over any general University policies. Unless eligibility for benefits is modified by the specific terms of the appointment, term staff members scheduled to work more than 20 hours per week are eligible for participation in most employee benefit programs.
Salaried staff members may be employed for successive terms of 9, 10, or 11 months. Departments or schools may designate any vacant position as a part-year position. An existing filled position may be converted from a 12-month to a part-year position with the incumbent having the option of continuing in the part-year position or giving up his or her position and electing layoff status.
Part-year staff members scheduled to work 20 or more hours per week are eligible for participation in most employee benefit programs. Access to paid time-off programs will be on the same basis as for other regular staff members with proration as described under the PTO and Sick Time policies. At the end of a renewable part-year appointment, the staff member is placed on an unpaid seasonal leave of absence. During the leave, a staff member may continue to participate in University programs, including benefit programs, upon payment of the applicable employee contributions or fees.
When an individual holds both a faculty appointment and an appointment as a managerial or professional staff member, each appointment is designated as either primary or secondary. Ordinarily, one appointment is primary and the other(s) secondary, but, in some cases, there can be more than one primary. The designation is normally made at the time the second appointment is made, but it may be done at any time by the Dean or Provost (provided that if a faculty appointment is designated as secondary in the middle of the appointment term, the designation does not become effective until the expiration of a period equal to the required notice of non-reappointment for that appointment.) If no formal designation is made, a faculty appointment in a ladder or research rank is presumed to be primary in a dual faculty/managerial and professional appointment, and a faculty appointment in an adjunct, clinical or other instructional rank is presumed to be secondary in a dual faculty/managerial and professional appointment.
The termination of a primary appointment, whether faculty or managerial or professional, automatically terminates a secondary dual appointment, without any notice, grievance or similar rights with respect to the secondary appointment otherwise afforded by the Faculty Handbook or this handbook. Termination of (or other human resources action directed toward) the secondary appointment only will not automatically affect the primary appointment. In such instances, the individual will be extended such notice, grievance and similar rights as are afforded by the Faculty Handbook or this handbook with respect to the secondary appointment. The termination of a secondary appointment is effective at the same time as the termination of the primary appointment, except that if the individual is teaching a course during the current academic term under the secondary appointment, the termination is effective at the end of the academic term.
Temporary employment consists of employment of less than six calendar months' duration, whether continuous or discontinuous, with a regular or irregular schedule. Temporary employment can be full-time or part-time. Temporary employees are not eligible for most benefits, including holiday or recess pay.
See also Section 104.
Persons in this category are not University employees. They are on contract to provide services to a department or unit. Guidelines are described in the Controller’s Office policy concerning Consultants and Professional Services Agreements.
The recruitment of candidates for regular positions in the University is the mutual responsibility of Human Resources and the department that has the job opening. A department that wishes to engage an outside search firm must consult 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. Background check screening includes social security number verification, criminal history check, employment verification, and academic verification.Motor vehicle and credit checks are required for specific position descriptions and/or departments. The background check process will be coordinated by 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 and approval by Human Resources, which is responsible for reviewing the job specifications, the job classification, the proposed salary or wage rate, and the level of benefits, as well as determining the need for an affirmative action search and for posting 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 Human Resources. Requests lacking such approval will be returned to the requesting department.
Responsibility for classification of job responsibilities within the salary grade or band system resides with the Compensation Department of Human Resources. Prior to posting, the Compensation Department will review all requests for positions new to the university and positions with major changes in scope, and will establish the appropriate title and grade/band.
See also Section 201.
In order to provide to qualified University staff members an opportunity to apply, listings of vacant regular positions of 20 or more hours per week are available online at Yale's web-based job posting and recruitment system, STARS. Postings are normally maintained for at least one week and no offer of employment may be made until the end of the posting period.
Examples of positions which may not be posted 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, must conform with University EEO policies and is prepared in cooperation with the requesting department and is placed by the Staffing and Career Development Department. Based on certain factors, the Staffing and Career Development Department will decide if the advertising costs for a position are borne by the hiring department or by Human Resources.
The Staffing and Career Development Department conducts the initial screening of applicants and refers qualified applicants to the appropriate 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 demonstrate mastery of the skills required. No screening or placement tests may be given without the specific authorization 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 Department and the requesting department. The Staffing and Career Development Department 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 applicants, 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 Department approves, the hiring department may be permitted to extend the offer after the salary is agreed upon.
The University requires all new staff, including temporary employees, to complete a background check. Background checks may also be required on current staff members moving into areas in which certain checks are required. The background check is generally to be completed after a conditional offer of employment has been made and accepted.
The background check includes the following:
- criminal history
- employment verification
- academic verification
- motor vehicle records check for positions requiring driving
- credit history check for positions involving handling of money, access to financial records, and/or access to special collections consistent with state law
The University contracts with a third party vendor that conducts the above checks. Upon completion of the background check, the vendor provides Human Resources with a complete report. The Staffing and Career Development Department reviews the employment and academic verifications. A review committee comprised of representatives from Human Resources, Risk Management, and the Office of the General Counsel reviews reports with criminal and motor vehicle history records and reports with records of credit issues. Hiring supervisors are not provided any details revealed in criminal, motor vehicle or credit checks, but instead are informed if the candidate passes or fails the check.
A record of criminal or motor vehicle conviction does not preclude employment. The review committee makes an individualized assessment in each case by evaluating the relevance of the criminal history of the applicant to the position for which the applicant is being considered. In addition, the nature of the offense, the circumstances surrounding it, and the time that has elapsed since conviction will be considered.
If the University intends to take an adverse employment action because of information in the background check report, the applicant will be provided with a pre-adverse action letter or notice that an adverse action may be taken based in part on information provided in the background check report, a copy of the information on which the adverse action will be based, and other information as required by law. An applicant will have the opportunity to correct information provided in the report. If the University takes adverse employment action because of information in the background check report, the applicant will be provided an adverse action letter informing the application of his or her rights, as required by law.
In order to ensure that the individual's visa status allows him or her to work in the United States, hiring units must consult with the Office of International Students and Scholars (OISS) prior to making a commitment of employment to an individual who is neither a U.S. citizen nor U.S. permanent resident. OISS will advise the department if the appointment is possible.
Foreign nationals must maintain, at all times, a valid immigration status that permits working at Yale University. Employment may be terminated by the University at any time an individual does not have valid work authorization.
There is no prohibition against employing two members of the same family in the same school or department. However, no member of a family may 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 and staff member must notify the Staffing and Career Development Department. Prior to any job offer to that individual, the appropriate dean, director, or chair must give approval.
Subsequent to the hire of an applicant related to another staff member in the same department, any decision affecting any aspect of employment (for example, supervision, transfer, promotion, salary, termination) will be made by disinterested and qualified supervisory employees chosen by and acting under the direction of the appropriate dean, director, or chair.
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.
- During the orientation procedure, all apparent potential hazards in the job or surroundings must be pointed out and identified.
- The minor should be instructed to report even the slightest injury to their immediate supervisor.
- After the minor 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.
- If a minor is employed in a lab, the Policy Governing Minors in Yale Laboratories must be followed.
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 Department.
Former employees in retirement status who are receiving pension payments under the Yale University Retirement Plan for Staff Employees may be re-employed, but their work schedules should be set up and carefully monitored by the Retiree to avoid any unintended suspension of monthly pension payments.
If the Retiree is re-employed in a benefit level position, pension payments will be suspended upon rehire and will remain suspended until he/she subsequently retires from this period of service.
If the Retiree is re-employed below benefit level (temporary status), the pension payments will be suspended once the hours worked in a fiscal year exceed 900. The suspension of payments will begin as of the first of the month after attaining 900 hours worked, and continue for the remainder of the fiscal year.
Pension payments will resume when the Retiree contacts Yale’s pension administrator to re-commence the pension benefit. The pension benefit will be adjusted to account for previous payments and additional benefit credits (if applicable) and may result in a lower pension benefit.
See also Section 500.
Yale University is committed to providing a place of employment that is safe.
All applicants for a position are to be notified in writing of potential hazards and hazardous 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.
Once hired, staff members may be required to attend or participate in special safety training programs to help ensure safe work operations. Participation in any mandatory training, including any required refresher classes, is an ongoing job responsibility for affected staff members.
Staff members who have concerns or questions about potential or perceived safety and health hazards in the workplace are encouraged to contact Environmental Health & Safety.
Offers of employment may be conditional, pending the results of physical examinations, assessments, or drug tests. 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 may be revoked to individuals whose physical examination, assessment or drug test results are unsatisfactory in the judgment of Employee Health.
A hiring department may cover full or partial relocation expenses for staff members who move a distance of more than 50 miles from the campus to within commuting distance of New Haven. The departmental business office and the Staffing and Career Development Office will work together with guidance from the Transportation Office to assess and approve an appropriate relocation allowance. The staff member must move within one year from the date of hire for the relocation allowance to be considered a qualified moving expense.
At the discretion of the hiring department, a staff member who is terminated or voluntarily resigns from the University with less than one year of service may be liable for repayment of the relocation cost.
Departments may directly hire qualified individuals for temporary employment only after having submitted a Temporary Requisition Submittal Form to the Staffing and Career Development Department. Transfers from the temporary to the regular payroll will be treated as new hires subject to the provisions of the pre-employment screening program, standard classification, posting, and recruiting procedures of Human Resources. All temporary employees are required to complete a pre-employment screening prior to starting their assignment at Yale. Temporary employees hired through an agency are required to have successfully completed a pre-employment screening performed by their agency.
Once hired, temporary employees may be required to attend or participate in special safety training programs to help ensure safe work operations. Participation in any of these programs or other related mandatory training, including any required refresher classes, is an ongoing job responsibility for affected temporary employees.
See also Section 103.1e.
The Student Employment Office is a section of the University Financial Aid Office. The office, in response to requests from schools and departments, refers students for employment openings throughout the University. Financial aid students are given priority in placement.
Students interested in Dining Hall positions should apply directly to the Dining Hall of choice.
An alternative source for temporary employees may be an outside employment agency. Departments should consult with the Staffing and Career Development Department regarding standard procedures. In using the service, the department makes direct contact with the agency and is responsible for payment. Questions regarding specific contractual arrangements, particularly in the case of new agencies, should be directed to the Procurement Office. Temporary employees hired through an agency are required to have successfully completed a pre-employment screening performed by their agency.
Based upon operational requirements, schools and departments are expected to give priority with respect to summer hiring as follows:
- Yale staff members subject to layoff who have requisite education, work experience, and overall capabilities and skill;
- Yale students who are recipients of financial aid. Within this priority category, the Student Employment Office will make a special effort to place Yale students enrolled in the summer term and foreign national students who are staying in New Haven;
- Competent rehires familiar with job requirements;
- Other Yale students;
- All others.
New staff members will receive a letter from Human Resources, confirming their hire, job title, salary, and starting date.
They will be scheduled to attend an orientation conducted by Human Resources.
The hiring supervisor is responsible for the orientation of the new staff member to the job, the job site, potential job-related hazards, and appropriate safety practices including training.
A new staff member should arrange to secure an identification (ID) card as soon as possible after starting work. The card is the bearer's official University identification and should be carried at all times. It is to be shown upon request to any University employee whose assigned responsibilities authorize him or her to verify employee identification.
The card is not transferable and is the property of Yale University. It must be returned to the University's School of Medicine or Central I.D. Center upon termination of employment.
Loss of a card should be reported immediately to the I.D. Center. A replacement fee will be charged.
New staff members will be asked to complete forms for payroll and benefit purposes, many of which can be completed online via the Yale portal at “My Pay and Info” or “My Benefits.” Staff members are responsible for the continuing accuracy of their own information.
To verify identity and employment eligibility, all new staff members must complete Form I-9 within one business day of hire as required by federal law, and submit that form for approval at one of the I-9 Centers located around campus.
All newly-hired staff members of the University are on probationary status for the first 90 calendar days of their employment. This is an opportunity for the staff member and supervisor to evaluate the suitability of the placement. During this period, the supervisor should endeavor to train and orient the staff member in such a manner as to promote satisfactory performance. If for any reason, at or before the end of this period, the staff member is dissatisfied with the job, or it is determined that he or she is not suited for the work, he or she may resign or be terminated by the University without cause; in either case the employment record will bear the notation: "did not complete the probationary period."
If a new staff member is performing marginally or appears unsuited to the job, the supervisor should discuss the situation with the appropriate Human Resources Representative before the expiration of the probationary period. The probationary period may be extended once for up to 90 additional calendar days with the approval of Human Resources. A supervisor requesting an extension of the probationary period must do so in writing prior to the end of the original 90-day period, specifying the reason for the request. The staff member must be advised of the extension and the reasons for it.
When a supervisor proposes to terminate a probationary employee, the nature of the unsatisfactory performance/behavior should be clearly explained to the Human Resources Representative who will normally process the termination without investigation, unless there is a basis for further inquiry. In any event, other disciplinary and termination procedures discussed in later sections do not apply to probationary employees. Probationary employees are not eligible to use the staff grievance procedure.
Staff members who have successfully completed a probationary period and who are transferring to or being promoted into a new position will not be subject to another probationary period.
Former staff members who are rehired will be considered new employees and will have another probationary period. This rule will not apply to a former staff member who is rehired to the same job in the same department within one year after termination.
Staff members on probationary status, who are otherwise eligible, may enroll in benefit programs, and may use PTO and/or sick days as soon as they are earned.
Unless otherwise required by law, staff members on probationary status are not eligible for a leave of absence under Yale's Leaves of Absence policies; however, in extenuating circumstances, a request for a leave of absence may be granted by Human Resources. If a staff member on probationary status is granted a leave of absence, the probationary period may be extended by an amount equal to the length of the leave of absence. Paid time off is not accrued during probationary Leaves of Absence.
See also Section 308.
Paid time off may not be used to extend a termination, with the exception being an active staff member who is retiring.
The University's retirement plans are described in Section 500. Staff members planning retirement are encouraged to contact Human Resources to arrange for a meeting well in advance of their planned retirement dates.
See also Section 500.
Resignation is voluntary relinquishment of employment by a staff member. When a staff member resigns from his or her position, the department should obtain a written resignation.
A regular staff member is expected to notify his or her supervisor of plans to resign as far in advance as possible, giving notice of at least one pay period. Before leaving, the staff member must return all University property including keys, I.D. card, etc.
See also Section 407.
Staff members may be discharged for just cause. Ordinarily, the discipline procedure described in the Performance and Conduct section in this handbook will be followed.
When notified of discharge, the staff member must return all University property and must leave the University premises by the date specified. He or she should arrange to meet with a Human Resources Representative to discuss the Unemployment Compensation procedure.
Layoff status results from:
- the elimination of a position of 20 hours or more per week, or
- the reduction of such a position to less than 20 hours per week, or
- the conversion of a 12-month position to a part-year position (9, 10, or 11 months).
Prior to the issuance of a formal notice of layoff to a staff member, the department's decision to lay off a staff member must be approved by Human Resources.
A layoff is normally initiated by a department because of one or more of the following reasons:
- a lack of work (for example, as a result of a reorganization, restructuring or elimination of work, or measures undertaken to improve the efficiency of the work unit).
- a lack of funds (for example, as a result of a budgetary reduction or other measures to achieve budgetary savings).
See also Section 102.1.
A non-probationary regular or term staff member scheduled to work 20 hours or more each week is eligible for notice of layoff and continuation of certain benefits and salary in the event of layoff. If the staff member has been unsuccessful in finding an alternative position during the period of notice, the staff member shall be considered on layoff status for a period of 18 months from the effective date of layoff. If, during this period, the individual successfully secures another position at the University or is recalled into the same position, no break in service will have occurred. All accrued sick time will be restored, and time previously worked will be bridged for the purposes of applying the policies on earned PTO, bonus vacation for long-term staff members, scholarship plan for sons and daughters, tuition assistance, and long-term disability.
Failure to return to work when recalled or when offered alternative employment deemed appropriate by Human Resources will result in cessation of layoff status, and further benefits under this policy will end.
New or transferring staff members who, at the time of their hire or transfer, are informed that their position is one of term or fixed duration employment, will not be eligible for layoff status when the stated terminal date is reached, unless subsequent to their hire, the terminal date is shortened or hours of work are reduced to less than benefit level. However, staff members in term or fixed duration appointments who have three or more years of continuous service on the date of layoff will be entitled to layoff status unless specifically stated otherwise in the terms of employment.
See also Section 304.4.
Staff members should be given written notice of an impending layoff as soon as possible but not less than 90 calendar days prior to the effective date. If the department wishes to do so, the individual may receive pay in lieu of notice, but such pay should ordinarily not be for a period longer than 30 calendar days. Exceptions must be approved by Human Resources.
A laid off staff member shall be eligible to receive periodic salary continuation payments equal to one week's salary for each completed year of continuous service as of the effective date of layoff as long as the layoff continues. For prior breaks of service of three months or less, for any reason other than discharge for cause, completed service in a regular position will be credited in full for the purposes of salary continuation, except that this salary continuation shall not be provided a staff member with less than three (3) years of continuous service at the effective date of the layoff working in a term or fixed duration position of 20 or more hours of which the staff member has been notified at the time of hire or transfer.
Health, dental and vision insurance will be available at active employee contribution rates to a laid off staff member as follows:
Health insurance coverage is based on one month of coverage for each complete year of continuous service to a maximum of six months. A laid off staff member may thereafter continue health insurance coverage at full cost, plus 2% for administrative costs, for a combined total of 18 months (which includes the up-to-6-month period of continued health insurance coverage).
Participation in the non-contributory life insurance plan will continue through to the 90 day notice period. Once salary continuation begins, the staff member may elect to have this benefit continue through an individual policy and direct payment arrangement. Laid off staff members will receive a portability notice from the insurance company and must respond within 30 days in order to continue the coverage. If the laid off staff member is age 70 or older, a conversion notice will be sent in lieu of the portability notice. Although the amount of coverage continues, the premium rates will differ from those charged as an active employee. Laid off staff members are eligible for coverage they elected while in active status. When applicable, they may elect to change coverage during the next annual enrollment.
Arrangements for continuation of benefits should be made through Human Resources.
Participation in both the Yale University Retirement Plan for Staff Employees or the Yale University Retirement Account Plan will be continued during the period covered by salary continuation. The Yale University Retirement Account Plan is limited to employer contributions only; there are no employee contributions to the Yale University Retirement Account Plan during salary continuation.
Vesting credit for the full period of layoff shall be available to a participating member of the Yale University Retirement Plan for Staff Employees if all of the following conditions are met:
- the staff member’s date of layoff was within a specified timeframe, as defined by the Plan, of the normal retirement date; and
- the staff member returns to a position covered by the Plan within 18 months of the date of layoff; and
- the staff member had not joined the Yale University Retirement Annuity Plan prior to layoff.
For up to one year, the salary and hours used to calculate pensions under the Yale University Retirement Plan for Staff Employees shall be considered on a "full-time equivalent basis" for a staff member whose hours have been involuntarily reduced below 20 hours per week.
Advice and counseling regarding job opportunities and placement services shall be provided to an eligible staff member through the Staffing and Career Development Department during the period of notice of layoff and the period thereafter during which the individual is on layoff status.
A regular full-time or part-time staff member whose schedule, because of operational needs, must be reduced to not less than 20 hours, will receive written notice of the change at least 30 calendar days prior to the effective date of the reduction, or at a time agreed to by the university and the staff member.
Reduction of a regular full-time or part-time staff member's schedule to less than 20 hours entitles the staff member to layoff privileges.
See also Section 107.4.
Yale staff members are covered by the Connecticut Unemployment Compensation Act. Determination of eligibility for Unemployment Compensation rests with the State Unemployment Compensation Board.
Questions regarding eligibility for payments should be directed to the Unemployment Compensation Division of the Connecticut Department of Labor.