Initial Appointments

Make sure to download this useful tip sheet: Managing Postdoc and Related Appointments in Workday.
The Workday guides mentioned below are updated frequently.  Please visit http://workday.yale.edu/training to access the most recent version of the guides.
 

Postdoctoral and Postgraduate appointees

  • Funding – Postdoctoral appointments are paid positions. Individuals are not able to self-support from personal funds.
  • Visa Process - The home department should contact the Office of International Students and Scholars 3 - 6 months prior to the candidate’s start date to begin the visa process.
  • Required Documentation - Candidates are required to provide the following documents:
    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 doctorate yet, s/he is required to upload a letter from the degree-granting institution stating in English that all of the degree requirements have been met and stating when the degree will be conferred. 
    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 Req: Academic: Hire 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.

6. After the candidate applies, Postdoctoral Affairs will initiate the background check, create the New Hire Form, and hire the candidate into Workday.

Laboratory Associates and Visiting Fellows

Laboratory Associates and Visiting Fellows are hired as Contingent Workers in Workday. They are NOT hired through STARS.  

  • 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 as support. 
  • Visa Process - The home department should contact the Office of International Students and Scholars 3 - 6 months prior to the candidate’s start date to begin the visa process.
  • Required Documentation - Candidates are required to provide the following documents, which should be forwarded to Postdoctoral Affairs:
    1. CV
    2. Proof of external funding
    3. Proof of alternative 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, refer to the Workday Academic: “Hire Contingent Worker (Non-STARS)” guide to:

                   Create a Workday Pre-Hire

                   Create a Workday Requisition

                   Contract the Contingent Worker

3. Use the Workday “Academic: Managing Appointments” guide to add an academic appointment.

4. Send the candidate a LA/VF new hire letter.

5. Submit the signed new hire letter, along with the candidate’s proof of funding and health insurance, to Postdoctoral Affairs.

6. Postdoctoral Affairs will review the Workday data and candidate documents prior to approving the hire in Workday.

7. Note - If the appointee does not have a U.S. Social Security number, contact the Employee Service Center to request a dummy number.