Policy & Procedure updates: Mar. 13, 2024

The following draft documents, which have completed the committee stages of their formal review, are now available for community review and comment and are posted on Policies & Procedures Drafts.  The documents will be posted on the drafts page for two (2) weeks.  Please discuss the documents with the appropriate people in your department and send any applicable feedback to controllers.office@yale.edu.

To review the draft documents, please visit Policies & Procedures Drafts.

Documents for review:

• Policy 5000 Pre-Employment Screening
• Procedure 5000 PR.01 Pre-Employment Screening Procedures

The set of documents is proposed by the Talent Acquisition team within Human Resources (the policy sponsor).  While new in the format of a formal policy and procedure, the subject matter and general content of these documents are not new. Rather, these documents codify longstanding policy and practice with respect to the pre-employment screening process and reflect Connecticut legal requirements.  The formalization of these practices came about through Belonging Initiatives led by VP Kim Goff-Crews and VP John Whelan, the Talent Acquisition and Employee Relations teams, and partnerships with various community organizations.

In summary, these documents exist to describe the policy and practices applicable to pre-employment screening and to ensure that pre-employment screening is conducted in a consistent, equitable, and non-discriminatory manner in service of Yale’s commitment to hire the best and most appropriate candidate for an opportunity while also considering the safety and security of the Yale community and safeguarding the University’s assets and resources.

To review the draft documents, please visit Policies & Procedures Drafts.

Documents for review:

• Policy 4500 Electric Vehicle Charging Policy

This newly developed policy is proposed by Parking Services (the policy sponsor). The policy is in response to the growing number of individuals who operate electric vehicles throughout Yale and the subsequent number of individuals using Yale approved charging methods. This purpose and intention of this policy is to clearly articulate the relevant policy statements and principles regarding the acceptable charging methods for electric vehicles, as well as establish the relevant roles and responsibilities.

To review the draft documents, please visit Policies & Procedures Drafts.

Documents for review:

• Policy 4209 Moveable Equipment
  • Procedure 4209 PR.01 Acquisition and Maintenance of Moveable Equipment
  • Procedure 4209 PR.02 Capitalization of Moveable Equipment Accessories and Composite Assets
  • Procedure 4209 PR.03 Transfer, Sale, Disposal, or Release of Moveable Equipment
  • Form 4209 FR.01 Government Furnished Property Form
  • Form 4209 FR.02 Asset Tag Exemption Request Form
  • Form 4209 FR.03 Request for Capitalization of MEI Composite Assets and Accessories
  • Form 4209 FR.04 Capital Equipment Transfer Release Form

This updated policy, substantially revised procedures, and related set of forms – some of which are newly introduced – are proposed by the Controller’s Office (the policy sponsor).  The core messaging of the content within the 4209 set of documents has not been changed, but rather, enhanced and modified to provide clarity and concision where opportunities exist. Namely, the documents now reflect the changes resulting from the year-long Radio Frequency Identification (RFID) project and provide guidance in line with the moveable equipment lifecycle.

The policy document is designed to clearly articulate the relevant policy statements and principles that govern the topic of moveable equipment.  As a result of the implementation of the new RFID asset tracking system, definitions and other language have been clarified. Where applicable, guidance has been updated to reflect the changes in roles and responsibilities for managing the moveable equipment inventory. New language has also been included to provide guidance on the proper managing of Government Furnished Property.

The procedures have been reconfigured to align with the moveable equipment lifecycle, serving a dual purpose of streamlining the procedures as well as providing greater clarity around where information can be found. Where there used to be six related procedures for 4209, there are now only three. All of the same messaging and information is still contained within the files, but the realignment to reflect the moveable equipment lifecycle allows for this information to be presented in a more streamlined and concise manner. Efforts to clarify and align types of equipment accordingly between MEI and Capital Asset Accounting, is also reflected within the documents.

The set of forms largely remain the same but now include the newly created Form 4209 FR.01 Government Furnished Property Form and Form 4209 FR.02 Asset Tag Exemption Request Form. Each form is intended to facilitate the smooth, accurate handling of the moveable equipment inventory and are, therefore, required dependent upon meeting certain conditions set forth in the procedures.

Always check Policies & Procedures for the latest revisions of all documents.  This will ensure that you are utilizing the most up-to-date version.

If you have any questions, please contact Policy & Compliance Services at controllers.office@yale.edu.