FAQ’s about Pre-employment Screening for Business and Hiring Managers
Answers to frequently asked questions about the pre-employment screening program at Yale are provided below. Please direct further questions about the process to your HR Generalist or HR Staffing Representative or via email to staffing@yale.edu. 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 pre-employment 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.
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FAQ’s about Pre-employment Screening for Business and Hiring Managers
Once the offer is accepted, the Staffing Office will place the screening request with ADP. We recommend that candidates and hiring managers plan a start date that allows a 2-4 week window to complete the screening. During this time, any additional paperwork and required setup for new hires at the University may be completed. 6. 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 for routine screenings. 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 informed of the progress. If necessary, the screening can be expedited. 7. 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 staffing representative will contact the candidate and the hiring manager with the screening results. Some departments may designate the business manager or department human resource manager to be the contact. 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 pre-employment 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 Authorization Disclosure to Employment Application Regarding Procurement of a Consumer Report
The hiring manager does not need to complete additional paperwork. Applicants will also receive the Summary of Your Rights under the Fair Credit Reporting Act., for their records.
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FAQ’s about Pre-employment Screening for Business and Hiring Managers
10. 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 (203-432-6194), 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
Yale Human Resources
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