Hyland OnBase is Yale University’s system for retaining faculty legacy and current employment records. Additionally, it is the current system for processing faculty academic leave requests Yale-wide. *Note: short-term medical disability leave requests are not processed through OnBase. For medically related leave questions, please write to us at faculty.admin@yale.edu, and please visit the OFAS medical leave website for more information.
Employee documents for faculty are integrated into Hyland OnBase via Workday integrations with business processes. Documents are attached to Workday transactions, and are saved in Workday on the transaction, as well as the Worker Documents section of the employee’s profile. There is a nightly integration to pull all documents from Workday to Hyland OnBase.
Hyland OnBase access for Document Retention is restricted to central administrative parties.
Hyland OnBase access for leaves is assigned on a request basis. OFAS works with the Hyland OnBase IT support team to assign access to new department chairs on a bi-annual basis, and new deans and other approvers as needed. Administrative access for new administrators can be requested by departments by writing to faculty.admin@yale.edu.
Hyland OnBase is integrated with Workday, where after a leave is approved, a notification email is sent, and leaves automatically manifest in Workday. This triggers two subsequent business processes:
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Task for the business partner role (usually an operations manager) to assign the FacSabbatical costing allocation for the leave period, if it is a research leave
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Delayed task for the academic HR support specialist role (usually the chair’s assistant / relevant senior administrative assistant) to return the worker from leave, which launches one month prior to the anticipated leave end date
Leave eligibility for facutly is complex, and managed by central parties in collaboration with the various Dean’s Offices and the Provost’s Office. For any questions about leave eligibility, please first write to faculty.admin@yale.edu.