Recruiting and Hiring

As you begin your recruiting process, the following information, tools, and resources will provide guidance. We also encourage you to contact your Human Resources Generalist (HRG) and Recruiter, early in the process.

For additional support, Staffing and Career Development provides customized support and resources to ensure you locate and hire the best candidate for your role. Learn more about our recruiting services—from sourcing and promotion to interviewing and hiring.

Steps to Hire a Staff Member

The following information will assist you in understanding how to fill a vacant position for a staff member at Yale.

1. Understand Your Position

Start by having an in-person meeting with your HRG, to discuss your staffing needs. As appropriate, your HRG will consult with Compensation and/or Staffing and Career Development to ensure that job profiles, salaries, and other details are appropriately identified. Consider the following: 

  • Hire a temporary worker to identify interim support.
  • Look within your department and consider internal candidates who might be ready to take on your new role.
  • Identify appropriate staff (those working directly with/for the candidate) for your interview team.
  • Review the job description, in consultation with the Job Summary Library and M&P job level definitions; update accordingly.

2. Post Your Position

When a job description is identified and approved, create a job requisition in Workday. Once approved in Workday, a link to STARS will be emailed to complete the posting. Once completed and approved in STARS, your Recruiter will contact you to schedule an intake discussion. Consider the following: 

3. Run an Effective Interview and Selection Process

Based on the intake discussion, your recruiter will send qualified candidates for your review. Recruiters can also assist with developing or reviewing interview questions, and recommending an appropriate interview process. Consider the following: 

*Reference checking is an essential step prior to selecting your finalist. 

4. Make an Offer

Your Recruiter is responsible for developing all offers. Offers of employment must not be extended to candidates by hiring managers. Furthermore, please defer to Staffing with all salary questions and discussions. Staffing will work with your HR Generalist and Compensation & Classification representative to develop offers.

Once a salary has been approved by your Lead Administrator, and others if necessary, your Recruiter will deliver the verbal offer to the candidate and partner with you on any negotiations. Consider the following: 

  • Once an offer is accepted, it is always contingent upon the background check.
  • Once the background check clears, your recruiter will be in touch to coordinate the start date.
  • Your recruiter will provide guidance on appropriate turn down communications. 

5. Onboarding Your New Employee

Congratulations—a new colleague is joining your team! Please work with your Business Office to welcome your new employee in an efficient and seamless way. Refer to the onboarding checklist as you begin this process.

It is also helpful to ask your employee to complete Workday onboarding tasks. Their NetID, PIN, and email address will be provided directly by Information Technology (IT).

Contact your HRG or the Employee Service Center with any additional questions you or your employee may have during this process.