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3503 PR.01 Hiring New Staff Employees
May 9, 2017
This process is used for hiring all types of regular staff (non-academic) employees, including administrative, technical, managerial, professional, service and maintenance employees. Although this process may be followed in some cases to hire temporary/casual employees, managers wanting to hire a temporary/casual employee should first consult the Temporary Staffing website.
Note: The guides and job aids referenced in this procedure can be found on the Yale Hiring website.
Through position management efforts, the hiring manager is responsible for identifying the need for a new or replacement employee and for obtaining the necessary verbal approvals within his/her unit. The department works with their Human Resources Generalist to confirm job description and grade in order to move forward with recruitment efforts. The hiring manager can contact the unit’s Staff Recruiter in the Staffing & Career Development Office (Staffing Office) of Human Resources (HR) to begin discussing the upcoming recruitment strategy.
Note: To find the Staff Recruiter assigned to each unit, you can review this information under the ‘Roles’ section in Workday or in the Human Resources Recruiters Directory.
As explained in the next several steps, job requisitions are initiated in Workday and routed for budgetary approval in Workday (Section 3). Once approved, the job requisition feeds into STARS where the recruitment and advertising process takes place (Section 4). STARS is the approved University system for applicant tracking. When a candidate is selected and an offer accepted, the candidate is officially hired through STARS and new hire information feeds back into Workday (Section 6).
When the Job Description is finalized and University title and grade are confirmed, the hiring manager works with the HR Specialist in the business office or the Strategic HR Partner within HR to create a job requisition in Workday. Refer to the following Workday Guides, under the “Create Job Requisition” section for instructions:
- Create Job Requisition: Staff & Staff Fixed Duration (STARS);
- Create Job Requisition: Temporary/Casual (STARS); and/or
- Create Job Requisition: Service & Maintenance Temporary/Casual (STARS).
As part of the Workday business process, the completed job requisition is consistently routed to those who must give budgetary approval. Once all approvals are received in Workday, a Workday Job Requisition Number is assigned and the job requisition integrates into STARS.
The approved Workday job requisition generates a Job Posting in STARS. To customize the posting to highlight the position’s focus, required skills and abilities, and departmental preferences, the business office completes the STARS job posting as explained in the following Workday Guides:
- Finalize STARS Job Posting: Staff (Managerial, Professional, Technical and Administrative Support);
- Finalize STARS Job Posting: Staff Local 35; and/or
- Finalize STARS Job Posting: Temporary/Casual.
Once the Job Posting is completed, it can be routed to other department contacts for review. After review, the Recruiter posts the position on Yale’s internal, external and layoff gateways and advertises the position, if required.
Recruiters determine if applicants are qualified on the basis of the approved requirements. The hiring manager proceeds to select qualified candidates to interview, conducts the interviews, and decides which candidate to hire. The Staffing Office can assist with prescreening efforts. For further information and assistance in the recruiting process, the hiring manager should refer to the following documents on the Yale Hiring website:
- Conducting an Effective Interview;
- Conducting an Effective Reference Check;
- Reference Check Tips;
- How to send communication letters to your candidates;
- How to set up email filters in Outlook.
Once a candidate is selected, the Recruiter routes the Offer/New Hire form to the Lead Administrator for approval through STARS. If approved, the Staffing Office extends an offer to the candidate, contingent on the successful completion of a background check. If the candidate accepts the offer, the Staffing Office works with the employee and Yale’s background check vendor to complete a background check on the candidate.
For further information on background checks, go to the following document on the Yale Hiring web section: Background Checks.
If the background check vendor reports that the candidate meets Yale policy, the Staffing Office informs both the hiring manager and the future, new employee via email. The Staffing Office also sends a new hire letter/packet to the employee, informing the employee of the start date and the New Employee’s Orientation date.
As soon as confirmation is received that the background check results meet Yale policy and a start date is confirmed, the Staffing Office completes the Offer/New Hire form and changes the applicant’s status to “Workday Hired” in STARS. This triggers several other actions.
First, the information in the Offer/New Hire Form is automatically transferred from STARS to the HR database (Workday) to create and populate the employee record.
Second, as part of the employee record, HR will collect the employee’s legal name to support legal reporting such as W2 and Payslip printing. HR will also collect the employee’s preferred first name to support internal Yale reference to employees. As a default, the preferred first name will be the referenced name in University processing including Online Directory and Email Alias. The legal name will be made available to other systems on campus if there is a business need for providing this information.
Third, the Offer/New Hire Form information is shared with the Identity and Access Management System (IAM) which sends the information to the “NetID” generating system. The generated NetID is then passed back to Workday and the new employee is added to the New Hires List. Client Accounts downloads the New Hires List from Workday daily and creates temporary NetID PINs and University email addresses for the newly hired staff. Client Accounts then emails this information to the new hires’ manager and Lead Administrator.
Finally, the Payroll Costing information (that is, the COA to which the employee’s salary will be charged) that the hiring department’s business office entered into the STARS Job Requisition is automatically transferred from STARS to the Payroll Costing Module in Workday.
Once the employee record is created in Workday, the Workday Onboarding business process sends Form 3503 FR.01 Onboarding A New Employee Checklist to the hiring manager and the Department HR Specialist in the business office. This checklist includes all of the tasks that must be completed before and on the employee’s first day. The hiring manager is responsible for contacting the new employee to, among other things:
- Welcome the new hire;
- Inform the employee of their NetID, temporary PIN, and University email address and that s/he should go online to complete the onboarding tasks;
- Refer the employee to the Onboarding for New Employees Guide in Workday@Yale Training;
- Inform the new employee that all active University staff employees have library privileges including borrowing, access to electronic library resources, and access to Yale University Library buildings. For more information, visit the Sterling Memorial Library website (http://guides.library.yale.edu/borrow/fac) or contact the Library Privileges Staff at (203) 432-1775 or email@example.com.
The Department HR Specialist, or other designated personnel, is responsible for, among other things, setting up the new hire’s computer, phones, and access to computer systems.
The following is a summary of the responsibilities for each of the roles involved in the hiring process:
Recruiter in Staffing & Career
Department HR Specialist in Hiring Department Business Office or Strategic HR Partner in HR
Employment and payroll information is confidential, and as such should be provided on a need-to-know basis only.
All documents and electronic records related to employment and payroll must be handled and stored in a manner consistent with their confidentiality by all who have responsibility for any aspect of the employment and payroll function.
Yale University recognizes that employees may wish to use a preferred first name to identify themselves. Employees may indicate a preferred first name regardless of whether they have legally changed their name. The preferred first name will be used on a variety of internal University documents, including Online Directory and Department Listings; in some areas, including W-2 and Payslip printing, the use of the legal name is required by law.