Faculty Appointments - New Hires
Every faculty hire should receive an offer letter containing the specific details of the appointment and signed by an authorized dean / dean’s designee in the Yale school that is offering the appointment. The minimum required details include the following items:
- Date of Letter
- Name of Candidate and contact information (i.e. email address)
- Appointment Rank - Matching one of the approved ranks in the Faculty Handbook
- Appointment Term - Preferably including the start and end dates
- Annual Work Period - the period that the employee is expected to work in a given year. Most full time teaching faculty with appointments of one year or more are on a 9 month annual work period to align with the academic calendar of September through May.
- Academic Unit - the unit in which the candidate will be appointed and governed
- Full Time vs Part Time - and if part time, the FTE (Full time equivalent) percentage
- Compensation Amount (including salary, and any supplemental payments)
- Compensation Pay Schedule - the Disbursement Plan Period in Workday, which specifies over how many months an employee is paid
- Benefits Statement - If eligible
- Professional Conduct Review Contingency Language
- Work Expectations - including courseload, research, or other expectations of department and university service during their appointment
- Research and / or startup funds, if applicable, and reference to the policy on Appropriate Use of University Research Funds
- Space commitment (office / lab space, if applicable)
- Faculty Handbook reference, to indicate that they should read it regularly, and their appointment is governed by its terms
- I9 Contingency Language
- International candidate contingency language, to have appropriate immigration and work authorization documentation
- Tenure timeline / reappointment / promotion review policy language, if applicable
- Compliance training requirements / clinical license requirements, if applicable
The new faculty hire should indicate acceptance of the offer by returning a countersigned copy the offer letter if the option is included in the letter. Additionally, new faculty hires will complete the Professional Conduct Review Procedure.
Once the offer is accepted, and you receive the email notification that the professional conduct review has been successfully completed, you can enter the new hire in Workday.
NOTE: Prior to entering any transactions in Workday, follow the procedures on the Workday Transaction Procedures page.
Relevant Workday guide: Hiring or Contracting Academics
If hiring a faculty member who does not have a pre-hire record in Workday, you may wish to use the Data Collection Form to obtain the personal information needed to create the employee record.
For additional steps in the hiring process, go to, Onboarding: Procedures for new faculty hires.
Hire Dates and Remote Work
When a new faculty member cannot be physically present on campus by their intended start date, they must either have their start date changed or receive approval for temporary remote work.
If it is determined by the cognizant Dean’s Office that the faculty member can complete some of their work responsibilities remotely, and they decide that they would like to request approval for temporary remote work arrangements, please submit an email to faculty.admin@yale.edu and OFAS will route the request to the Provost’s Office for review and approval. Please provide the state in which the faculty member is currently residing, and the date range of the temporary remote work request.
If the faculty member has a start date of July 1, but they won’t be on campus until August (for example), and they are a teaching faculty member with a regular annual work period of 9 months, they do not necessarily need to be on campus yet, because although they are paid over 12 months of the year, their annual work period is 9 months, meaning that their official Yale business doesn’t start until September. In this case, typically revisions are not needed to the hire. If they need to submit an I9 remotely for compliance because they are not yet on campus, please email the Employee Service Center to request remote I9 submission for that faculty member and describe the scenario and the reason for your request.
If the start date needs to be changed, then a revised letter would need to be issued to confirm the new start date. If the hire has already been approved in Workday, please write to faculty.admin@yale.edu, and OFAS will correct the hire date on the completed business process. If the hire is still pending approval in Workday, please let OFAS know so we can review and approve the correct date.
Funding:
- The cognizant Dean’s Office will need to determine whether they wish to prorate the faculty member’s salary based on the revised start date (which will automatically calculate in Workday once the hire is approved), or whether they would still like to commit to paying the full month’s salary. Please let OFAS know so that if we need to override the salary for their first month of work, we can coordinate with payroll to process.
International Faculty:
- Typically, if an international faculty member has a delayed arrival due to visa restrictions, then a revised letter will be issued. Please ensure that OISS is aware of the revised start date. In the event that there is a request from the cognizant Dean’s Office to request temporary remote work arrangements and the faculty member resides outside of the USA, Carolyn Marks, International Operations and Compliance Director, will need to be contacted with the request so that she can route through to the appropriate committee for review and approval.