FAQ’s about Pre-employment Screening for Business and Hiring Managers
1.
Why does Yale conduct pre-employment screening?
Yale conducts a pre-employment screening for final job candidates in order to ensure that the
University continues to hire the most qualified candidates for its positions. Yale joins the major
employers in the area who have a full pre-employment screening program in place.
2.
Who is subject to pre-employment screening?
All offers of employment extended on or after June 18, 2007 to external candidates will be
contingent upon a successful completion of a background check This includes candidates for
management and professional (M&P) positions, clerical and technical (C&T) positions and service
and maintenance (S&M) positions.
3.
Do current employees have to undergo pre-employment screening?
No, current employees do not have to undergo pre-employment screening. However, internal
transfers and promotions into certain positions may be required to complete a specialized
screening, either a motor vehicle check or credit check. For example, a current employee who
accepts a job offer for a position in the Child Study Center or Controller’s office may be subject to a
background check. This candidate’s offer would then be contingent upon successful completion of
the check.
4.
What does a pre-employment screening check consist of?
The standard pre-employment screening will include but not be limited to social security
verification, criminal history check, employment verification and an educational verification. Since
most major employers conduct pre-employment screening, we anticipate that candidates will be
familiar with these types of checks and the process.
5.
When does the pre-employment screening process take place?
Candidates give authorization for the screening at the time they register in the STARS gateway.
During the extension of the offer, the Staffing Representative will notify the candidate of the preemployment screening requirement. However, some of the former employers or institutions being
contacted may require a written consent from the candidate. In order to reduce delays at that end,
the Staffing Office will send a written consent form to the candidate. For credit checks, additional
paperwork is required.
Once the offer is accepted, the Staffing Office will place the screening request with ADP. We
suggest candidates and hiring managers plan a start date that allows a 2-4 week window to
complete the screening. This also provides time to complete additional paperwork and setup
required for all new hires at the University.
Yale Human Resources 3/7/2016
FAQ’s about Pre-employment Screening for Business and Hiring Managers
6.
How will the candidate and the hiring department learn the status of the screening?
Once the screening is completed, ADP will notify Staffing and Career Development of the results.
The candidate and the hiring manager will be contacted by their Staffing Representative. Some
departments may designate the business manager or department human resource manager to be
the contact.
7.
How long does a pre-employment screening take?
Given ADP’s proven track record in conducting background checks and automated processes, we
anticipate efficient turn-around time for all verifications. Estimated cycle time is 3 – 5 business
days. In the event that the check takes longer, the Staffing and Career Development Office will
monitor the process and keep the hiring manager and candidate will informed of the progress. If
necessary, the screening can be expedited.
8.
How does the University protect an individual’s right to privacy?
Yale University policy and state and federal laws recognize an individuals’ right to privacy and
prohibit campus employees and others from seeking out, using, or disclosing personal information
except within the scope of their assigned duties.
Yale’s vendor, ADP conducts the pre-employment screening under the direction of Yale Human
Resources. HR Staffing and Career Development serves as the office of record for all preemployment screening results and maintains strict confidentiality. Departments do not receive any
details of the pre-employment screening, only a notification of whether the screening has revealed
results that do not meet Yale policy.
9.
What forms are associated with the pre-employment screening program?
Only an applicant that has been identified as a final candidate for a position is required to submit
the following forms (listed below) to fulfill Yale's pre-employment screening requirement.


Release Authorizations
Disclosure to Employment Application Regarding Procurement of a Consumer Report
There is no need for the hiring manager to complete additional paperwork. Applicants will also
receive the Summary of Your Rights under the Fair Credit Reporting Act., for their records.
10.
Whom do I contact if I have questions regarding the process?
Please direct questions regarding the pre-employment screening process via email to
staffing@yale.edu. You may also contact your HR Generalist or HR Staffing Representative.
Yale Human Resources 3/7/2016
FAQ’s about Pre-employment Screening for Business and Hiring Managers
11.
Where should candidates submit the pre-employment screening forms?
Candidates will submit the Release Authorization Form and the Disclosure to Employment
Applicant Regarding Procurement of a Consumer Report Form, via fax, mail or hand delivery to:
Staffing & Career Development
Attn: Pre-employment Screening
155 Whitney Avenue, Room 120
PO Box 208256
New Haven, CT 06520-8256
Fax : 203-432-6194
Yale Human Resources 3/7/2016