“Onboarding” refers to the administrative activities that must be conducted once a new faculty member has accepted the offer to join Yale. Below are several documents to help onboarding each faculty member. In addition to this list, you may need to create a checklist of actions that are specific to your school, department, or the faculty member, e.g. access to labs or adding them to mailing lists.
- New Faculty Checklist - Provides a list of actions that might need to be taken by the department administrator for each new faculty member.
- Data Collection Form - This form can be emailed to the faculty member to request his or her personal information.
- Template email for new faculty - Send to all newly hired and returning faculty. Serves as a checklist of actions to be taken by the faculty member. If the faculty member is benefit eligible (percent time is 50% or greater), he or she will need to enroll in benefits.
Yale Net ID- The Yale Net ID and password grant access to the campus network and many University systems, such as email, library resources, wifi, VPN, and course management systems. Net IDs are generated 2 times per day in Workday once the record has been approved. The pin for the Net ID can be requested 180 days in advance of the start date by authorized personnel in the department. (Refer to ITS webpage, NetID & Password Management. Under “How Do I Get It?”, click Generate Pin Request.)
I-9 Verification FAQs:
1. How does Equifax fit into the process?
Yale uses Equifax as the vendor for I-9 processing, allowing employees to complete the process as soon as the hire is finalized in Workday.
2. What is the new guidance for I-9 verification?
I-9 verification must now be completed in person before the faculty member’s start date. This change is intended to improve compliance. Historically, the requirement was within the first three days of employment, but the new expectation is completion prior to the start date.
3. Is there any leniency on completing I-9 before the start date?
Currently, no leniency is allowed. While federal law permits completion within three business days of employment, Yale is requiring completion before the start date for compliance purposes.
4. Can faculty complete I-9 verification remotely?
Yes, faculty who are not local may complete the I-9 remotely. If their work address is listed as out of state, they will automatically receive a virtual I-9 packet.
5. How do I request remote I-9 verification?
6. How does I-9 completion affect NetID and PIN access?
Workday will not generate a new NetID until the I-9 is fully processed. This change is expected to take effect in early January 2026.
7. Does an unpaid appointment require an I-9?
No, unpaid appointments do not trigger an I-9 requirement. Therefore, NetID generation should not be impacted. When the individual transitions to a paid appointment, an I-9 will be required.
8. When does a change of job trigger an I-9?
Any change from an unpaid position to a paid position will trigger the need for an I-9.
9. To whom can I write with questions related to the I-9 process?
10. Where can I find more information regarding the I-9 process?
Please visit the
I-9 page on the Employee Service Center website for more information.