To help you get started at Yale, several items must be completed, either before your first day or as soon as you arrive on campus. Please review and complete the steps below.
- Submit your I-9
- Complete Workday onboarding tasks
- Attend New Employee Orientation*
- Review important information (policies, safety, benefits*, and more)
- Install helpful Yale apps
*Not applicable for temporary staff
If you have questions regarding the information below, please contact Employee Services at 203-432-5552 or employee.services@yale.edu.
Submit your I-9
| What’s required | When to complete |
|---|---|
| Complete Section 1 of your I-9 | Prior to your I-9 verification appointment |
| Schedule I-9 verification appointment (Section 2 of I-9) | Your I-9 appointment must be completed before your start date |
Upon hire, shortly after your background check is complete, you will receive an email from Equifax (noreply@equifax.com) with instructions to begin the I-9 process. Equifax will use the email address you provided during the application process. Please monitor your inbox and begin the I-9 process as soon as possible.
See “Submitting your I-9 Form” for details about how to submit your documentation. Please note: You must complete the I-9 before receiving your NetID and Yale email address, which are required for the onboarding process.
Activate your Yale NetID and email
After your I-9 verification and background check are complete, you will receive your 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 needed to access Yale’s systems, including your email account.
If you have not received your PIN or cannot activate your NetID, please contact the IT Help Desk.
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– completing 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
New Employee Orientation introduces you to Yale’s history, traditions, community, and culture. This experience is designed for new employees and those rejoining the university to help you understand how your role contributes to Yale’s mission. The orientation will also introduce you to the people, places, and resources that will support your success.
When to attend orientation
New Employee Orientation is held in person on select Tuesday mornings at the Yale Visitor Center. Human Resources will register you for the next available session on or near your start date. Your session details will be sent to your Yale email address, so please monitor your inbox and plan to share the information with your supervisor.
Please plan to attend the full program, as it is considered paid work time.
If you are unable to attend your scheduled orientation, please speak with your supervisor and contact Employee Services to reschedule.
What to expect
In-person attendees
During orientation, you will:
- Meet other new employees
- Enjoy a special welcome from our mascot, Handsome Dan
- Watch a welcome message from President Maurie McInnis
- Learn about Yale’s history, traditions, and community
- Participate in a guided walking tour of campus led by Yale student tour guides
- Connect with colleagues over lunch
Virtual attendees
During orientation, you will:
- Meet other new employees
- Enjoy a special welcome from our mascot, Handsome Dan
- Watch a welcome message from President Maurie McInnis
- Learn about Yale’s history, traditions, and community
- Connect with colleagues through an interactive activity
- Be encouraged to explore virtual tours of campus
Following the campus tour, Managerial & Professional staff will proceed to lunch, while Union employees will attend a presentation from their bargaining unit before joining lunch shortly afterward.
Prepare for orientation
As part of the in-person New Employee Orientation, you’ll enjoy a one-hour guided walking tour of Yale’s campus. Be sure to wear comfortable walking shoes, dress for the weather, and bring a reusable water bottle, as much of the tour takes place outdoors. If weather conditions require, the tour route may be adjusted.
If you plan to drive to campus, consider parking in the Broadway Parking Lot. Visitor parking in the area is limited, and posted time restrictions may apply. Please review the Yale parking map for additional visitor parking options.
After the session concludes, employees who are on campus and have not yet received their Yale ID badge are welcome to visit the ID Center to complete that process.
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.
- Annual Safety Report on Campus Crime and Fire Incidents
- Drug prevention program
- Campus and workplace violence prevention policy
- Information technology appropriate use policy
- Sexual misconduct policies and related definitions
- Cybersecurity 101
- Institutional Standards of Conduct
- Tobacco Free Yale
- FMLA annual notice
- Parking
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 Benefits Enrollment 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.
Install helpful Yale Apps
Search by name in the Apple App Store (iPhone/iPad) or the Google Play Store (Android).
- LiveSafe App
LiveSafe is an app that gives students, staff, and faculty on campus direct and discreet two-way communication with Yale Police (YPD) via a mobile device. With Bulldog Mobile, you can use your smart phone as a personal security device to provide the YPD with accurate information about yourself and your GPS location. Learn more about the LiveSafe App. - Workday Mobile App
The Workday mobile app is best suited for viewing information and managing some tasks in your Workday inbox. Learn more about Workday Mobile App. - Multifactor Authentication (MFA) at Yale
MFA enhances the security of your Yale credentials by using your phone, tablet or other device to verify your identity when you attempt to access Yale’s network and resources from an off-campus location. Your account at Duo Security, our MFA provider, is automatically created when your Yale affiliation is established. Learn more about MFA at Yale.