Initial Appointments

Make sure to download this useful tip sheet: Managing Postdoc and Related Appointments in Workday.  Also, please visit http://workday.yale.edu/ to access the most recent version of the Workday guides mentioned below.

Postdoctoral and Postgraduate appointees

  • Funding – See the postdoc compensation scale. Postgrads must receive at least $2,500/month. Individuals may not use personal funds as support.
  • Visa Process - The home department should contact the Office of International Students and Scholars 3 - 6 months in advance of the start date.
  • Required Documentation - Candidates are required to provide:
    1. two letters of recommendation
    2. CV (uploaded into STARS)
    3. Proof of doctoral degree, in English (uploaded into STARS). If the appointee has not officially received his diploma, s/he is required to upload a letter from the Registrar or Dean of the degree-granting institution stating in English that all degree requirements have been met and stating date of degree conferral. 
    4. Proof of alternative health insurance if not provided by Yale (uploaded into STARS).
  • Hiring Process - Postdoctoral and postgraduate hiring practices are similar, except for step 1 below.
    1. Postgraduate appointments must be preceded by an application.  See the Forms and Documents link to the left to download the appropriate application.
    2. Use the “Create Job Requisition: Postdocs (STARS)” guide to create a requisition within Workday. Within 30 minutes you will receive an email notification that the req has been routed automatically to STARS.
    3. Use “Finalize STARS Job Posting: Other Academic (Postdoc)” guide to complete the req in STARS.  Save the req.
    4. OPDA will review the req and open/post it.  You will receive an email notification that the req has been posted.
    5. Send the Initial Communication to the candidate directing him/her to apply.
    6. After the candidate applies, Postdoctoral Affairs will initiate the background check, and upon completion, hire the candidate. Because the background check process may take up to 4-6 weeks, please begin the hiring process 2 months prior to the start date.

Laboratory Associates and Visiting Fellows

Laboratory Associates and Visiting Fellows are hired as Contingent Workers in Workday. They are NOT hired through STARS. If the candidate works for a for-profit entity, a Visiting Scientist Agreement (VSA) may be required. Click here for further information.

  • Funding – Laboratory Associates and Visiting Fellows are ineligible for Yale compensation or Yale benefits. They must demonstrate a source of external salary support and are unable to use personal funds.. 
  • Visa Process - The home department should contact the Office of International Students and Scholars 3 - 6 months in advance of the start date.
  • Required Documentation - Candidates are required to provide the following documents:
    1. CV
    2. Proof of external funding
    3. Proof of external health insurance.
  • Hiring Process - Similar processes are used to hire Visiting Fellows and Laboratory Associates.  Visiting Fellows are appointed only on the Central Campus.
    1. Submit a completed LA/VF application and a CV to Postdoctoral Affairs.  See the Forms and Documents link to the left to download the appropriate application.
    2. If the application is approved, follow the “Create Job Requisition: Academic Contingent Worker (Non-STARS) guide to:

      Create a Workday Pre-Hire

      Create a Workday Requisition

      Contract the Contingent Worker

    3. If the appointee does not have a U.S. Social Security number, contact the Employee Service Center to request a dummy number.
    4. Use the “Academic: Managing Appointments” guide to add an academic appointment.
    5. Send the candidate a LA/VF new hire letter.
    6. Submit the signed new hire letter, along with the candidate’s proof of funding and health insurance, to Postdoctoral Affairs.
    7. Postdoctoral Affairs will review the Workday data and candidate documents prior to approving the hire in Workday.