Frequently Asked Questions about Pre-employment Screening
Answers to frequently asked questions about the pre-employment screening program at Yale are provided below. Please direct questions about the process to your HR Generalist or HR Staffing Representative or via email to staffing@yale.edu. Download a copy of:
- Pre-employment Screening FAQ's for Business and Hiring Managers
- Candidate FAQ's about the Pre-employment Screening Program
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.
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 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.
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 such as a motor vehicle or credit check. For example, a current employee who accepts a job offer for a position in the Child Study Center or the Controller’s office may be subject to a credit check. This candidate’s offer would then be contingent upon successful completion of a credit check.
What does a pre-employment screening check consist of?
The standard pre-employment screening will include but not be limited to a social security verification, criminal history check, employment verification and an educational verification. Motor vehicle and credit checks may be required based on position descriptions and job requirements. You may already be familiar with pre-employment screening since most major employers conduct pre-employment screening checks for job candidates.
When does the pre-employment screening process take place?
Candidates give authorization for the pre-employment screening at the time they register and apply for a position through the STARS gateway. During the extension of the job offer, the staffing representative will notify the candidate of the pre-employment screening requirement. However, some former employers or institutions may require written consent from the candidate. In order to reduce delay, the staffing representative will send a form to the candidate for written consent. For credit checks, additional paper work is required.
Once the offer is accepted, the staffing representative will place the screeing request with ADP. We reccommend 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.
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 days for routine screenings.
If the screening takes longer, the Staffing and Career Development office will monitor the process and keep the hiring manager and candidate informed of the progress. Under certain circumstances, the screening can be expedited.
How will the candidate and the hiring manager 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.
How long are the results of a pre-employment screening valid?
Results of the pre-employment screening are valid for six months
Howdoes the University protect an individual's right to privacy?
Yale University policy and state and federal laws recognize a subject’s 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.
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 fullfil Yale's pre-employment screening requirement:
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.
Where do applicants/candidates submit the authorization and disclosure forms?
Candidates 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 and Career Development
Attn: Pre-employment Screening
FAX: 203-432-6194
155 Whitney Avenue, Room 120
PO Box 208256
New Haven, CT 06520-8256
