Temporary Employee Hiring Process

Employees hired for a period of less than six months are required to be hired on a Workday job requisition. For instructions on how to fill out a Workday job requisition for a temporary position, view the Job Requisitions guide.

The individual filling out the Workday job requisition, known as the Requisition Initiator, will select “Create Job Requisition > Temp Requisition” for the reason of the requisition they are submitting. The subsequent actions for temporary hiring will take place within the Workday Applicant Tracking System (ATS).

Once the job requisition is approved and opened it will follow three different paths, depending upon the job category:

Clerical and Technical

1. The job requisition is received by the Manager for the Interim Employment Pool (IEP). If there is an appropriate candidate(s) available, their resume(s) will be emailed to the hiring manager for review and possible interview.
2. If no appropriate staff members of the IEP are available, the job requisition seamlessly transitions to Yale’s Temporary Staffing Services (YTSS). Staff members of YTSS are referred to fulfill the departments’ need.
3. If no appropriate members of YTSS are available, the job requisition transitions to the New Haven Hiring Initiative (NHHI) for referrals from New Haven Works (NHW). Candidates of NHW are referred to fulfill the departments’ need.
4. If there is not a candidate from the IEP, YTSS, or NHW available to fulfill the temporary position a candidate application link will be issued to the hiring manager that is listed on the Workday job requisition via a business process.
5. The application link should be forwarded to the candidate of choice for hire. Please do not share this link with multiple candidates, nor post/advertise it on external websites. The application link will bring your direct hire candidate right into the Workday ATS to submit their application materials.
6. Once the candidate completes their application, the hiring manager will receive a task notification in their Workday task box to complete the Temporary Data Collection Questionnaire. This questionnaire provides final information about the temporary position, such as start/end date, and pay rate. Pay rates for temporary employees should be set at the minimum of the grade of the appropriate job family, and associated Yale job title.
7. Upon completion of the questionnaire, click the ‘Submit’ button. Selecting ‘Submit’ will prompt a notification to the Talent Acquisition team that the questionnaire is ready for processing.
8. Once the Temporary Data Collection questionnaire is processed, your candidate of choice will then receive an email from the background check vendor to begin the background check process. All temporary staff must successfully complete a background check prior to starting their position at Yale.
9. Once the background check is complete, your candidate will receive a job offer letter for the temporary position that will require their signature, along with additional forms that must be completed and submitted in Yale Talent Network which is within the Workday Applicant Tracking System (ATS).
10. Once your temporary staff has been set up in Workday and the I-9 process has been completed, the hiring manager and Lead Administrator will receive email notification from the IT department, regarding Net ID and PIN information.

Managerial, Professional, C&T Excluded

Departments may source their own temporary staff for Managerial, Professional and C&T Excluded positions.

1. The subsequent actions for temporary hiring take place within the Workday Applicant Tracking System (ATS), a part of Yale’s Talent Network.
2. A Workday task notification will be sent to the hiring manager listed on the temporary job requisition. This notification will contain a link that provides access to the temporary job application.
3. This link should be forwarded to your candidate of choice for hire. Please do not share this link with multiple candidates, nor post/advertise it on external websites. The link will bring your direct hire candidate right into the Workday ATS to submit their application materials.
4. Once the candidate completes their application through Workday, the hiring manager will receive a Workday task notification in their task box to complete the Temporary Data Collection Questionnaire. This questionnaire provides final information about the temporary position assignment, such as start/end date, and pay rate. Pay rates for temporary employees should be set at the minimum of the grade of the appropriate job family, and associated Yale job title.
5. Upon completion of the questionnaire, click the ‘Submit’ button. Selecting ‘Submit’ will prompt a notification to the Talent Acquisition team that the questionnaire is ready for processing. Once the Temporary Data Collection questionnaire is processed, your candidate of choice will then receive an email from the background check vendor to begin the background check process. All temporary staff must successfully complete a background check prior to starting their position at Yale.
6. Once the background check is complete, your candidate will receive a job offer letter for the temporary position that will require their signature, along with additional forms that must be completed and submitted in Workday.
7. Once your temporary staff has been set up in Workday and the I-9 process has been completed, the hiring manager and Lead Administrator will receive email notification from the IT department, regarding Net ID and PIN information.

Service and Maintenance

Please contact the respective Talent Acquisition Partner as hiring temporary staff for service and maintenance roles follows a separate and distinct process.