Important Actions to Take

    To help you get started at Yale, there are several items for you to complete before you begin your first day and as soon as you arrive on campus. Please take a few moments to complete the steps below and follow the links to read important details.

    If you have questions regarding the information below, please contact Employee Services at 203-432-5552 or employee.services@yale.edu.

    Activate Your Yale NetID and Email

    After you receive notification that your background check is completed, you will receive a Yale NetID and email address. You will use your NetID and a password to access many Yale applications. As a first step, your supervisor will provide you with a PIN (or password) to activate your NetID. You will also be asked to create a secure password and provide the information you need to log into Yale’s systems, including your Yale email account.

    If you have not received your PIN or cannot activate your NetID, please call the ITS Help Desk at 203-432-9000 24 hours a day, 7 days a week.

    Complete Workday Onboarding Tasks

    Once you have activated your Yale NetID and email, you can log in and begin onboarding tasks in Workday, Yale’s system of record. These time-sensitive items include submitting your I-9 form, filling out state and federal withholding tax forms, signing up for direct deposit, providing emergency contact information, and completing your training requirements.

    To get started:

    • Open a browser and go to the It’s Your Yale home page.
    • Click on Workday located at the top navigation bar, then log in with your Yale NetID and password.
    • In the Let’s Get Started area, complete your tasks as prompted. (You may also access these items by clicking the My Tasks “inbox” icon at the top of the screen.)

    See basic Workday navigation for additional guidance.

    Attend New Employee Orientation

    When to attend orientation

    New Employee Orientation is held in person every other Monday from 10 a.m. - 1:30 p.m. Human Resources will automatically register you for the next available session on your first day of employment. This will occur approximately one to two weeks after your start date. Your session’s exact date and time will be sent to your Yale email box, so be on the lookout for those details and share them with your supervisor. You and your supervisor can verify your orientation registration and completion by viewing your transcript in Workday Learning.

    Please plan to attend the full program, and note that New Employee Orientation is considered a paid workday. If you cannot attend, please notify your supervisor and email the address indicated in your confirmation email; we will do our best to accommodate your circumstances. NOTE: Orientation is intended for new employees and those rejoining Yale. You do not need to attend if you transfer to a new Yale position.

    What to expect

    University orientation is a one-of-a-kind cultural experience that will help you learn about Yale’s history, highlights, and much more. You will begin at the Yale Visitor Center (149 Elm Street), where a Yale leader, Handsome Dan (Yale’s famous canine mascot), and other university ambassadors will greet you. Following a brief welcome address, a Yale student tour guide will lead you and other attendees to several iconic locations through the heart of campus. Along the way, you will participate in a teambuilding activity that will help you to get to know other newcomers. Following the tour, you will hear from representatives of our affinity groups, the Sustainability office, and the United Way to learn how to get involved in the Yale community. Following the general session, bargaining unit members will be welcomed by their representatives. The final stop of this powerful “five senses” experience will conclude with lunch in the Commons at the Schwarzman Center (168 Grove Street).

    Prepare for orientation

    Wear comfortable shoes and dress appropriately for the weather. For the one-hour walking tour portion of orientation, you will cover approximately a half mile at an easy pace over gentle terrain. A portion of the tour will be inside. For the outside portion of the tour, your tour guide will seek shelter to the extent possible during inclement weather.

    Consider whether you will walk, bike, ride the Yale shuttle, or drive to campus. If you plan to drive, street parking is available in the vicinity, but spaces are limited; the Broadway Parking Lot is nearby and a reliable option. See the Yale parking map for details.

    After orientation

    You may visit the ID Center (57 Lock Street) to pick up your Yale ID card when your session ends. The ID Center is located on the first floor of the Yale Health parking garage where parking is free for the first 90 minutes. While you are there, consider taking a tour of Yale Health. Tours are available on “orientation” Mondays at 3 p.m. and other times upon request. A member liaison will guide you through the center and answer your healthcare questions. This is also a good time to visit the Employee Service Center for assistance with your onboarding activities, including the I-9 process and your benefits elections.

    Support

    The Employee Service Center supports your onboarding activities, including the I-9 process, benefits elections, direct deposit set-up, federal and state withholding, and general Workday usage. 

    Review Important Information

    Before your first day, please familiarize yourself with several of Yale’s policies, standards of business conduct, and benefits offerings.

    Yale’s complete policies and procedures can be found in the Staff Workplace Policies document.

    Enroll in Yale’s Benefits Program

    Yale provides access to an array of unique and valuable benefits to help you achieve physical and financial success at any age. Visit the Benefits Toolbox to learn more about the benefits, programs, and resources available to you at Yale. Additional information is available on the Benefits and Virtual Benefits Fair sections of the It’s Your Yale website.

    Your Health Benefits

    As a new employee at Yale University, you have 30 days after your date of hire to enroll yourself and your eligible dependents in the Yale Benefits Program including health, dental, vision, flexible spending accounts, and supplemental life insurance. You will have the opportunity to do so when you complete your onboarding tasks in Workday. If you do not enroll during this 30-day period, you and your eligible dependents will forfeit coverage until Yale’s next available annual benefits enrollment period. Please also note the following:

    • Benefits Eligibility Requirements - Bargaining unit or Managerial & Professional staff member scheduled to work at least 20 hours per week. Faculty member or postdoctoral associate or fellow with at least 50% appointment.
    • Eligible Dependents - Legal spouse and dependent children.
    • Effective Date of Benefits - Benefits are effective as of the first of the month following your date of hire, unless hired on the first, then benefits are effective on date of hire.

    Your Retirement Benefits

    • Visit Planning for Retirement page to learn about Yale’s retirement plans.
    • Get detailed information about investment options, rates of return and expenses associated with the funds offered through our 403(b) plans.
    • Go to TIAA to set up your secure online access, to enroll or change your contributions to your retirement savings plan. Call TIAA at 855-250-5424, for assistance or more information.
    • To set up a free one-on-one session with a TIAA advisor to explore fund options and complete the enrollment process, call 1-800-732-8353.