Library Human Resources and the Hiring Supervisor share the responsibility for completing the following elements of the Employment Process before the student can begin work.  A delay in any of the steps will delay the processing of the student's payroll.

Hiring

For those departments requiring no background or credit checks, the process is straightforward.
1. The Hiring Supervisor posts a job on the Student Employment Office (SEO) Website. For instructions, click here.
2. Library Human Resources (LHR) reviews the requisition for completeness and approves the position for posting.
3. After approval the position will be posted to the SEO website.
4. The Hiring Supervisor will review online applications and set up interviews with desired candidates. For instructions, click here.
5. The Hiring Supervisor interviews the students and discusses job responsibility, work schedule, and a starting/end date with the students during the interview.
6. The Hiring Supervisor makes the hiring decision
7. The Hiring Supervisor completes the online hire form and Electronic Timesheet request (TimesheetX) at the SEO website. For instructions, click here.The SEO processes the student hire to place them in Oracle and the weekly payroll. An email will be sent to the Hiring Supervisor once this is complete.
8. IMMEDIATELY UPON HIRING: Please have new student hire complete the following forms with you or send them to LHR:

• Completed I-9 Form
• W-4 Tax Form 
• CT W-4 Tax Form
• Direct Deposit Form (optional)

For those departments which require background checks or credit checks, there are additional steps.
1. After an offer has been made, but before the hire form has been completed in JobX a background check must be completed.
2. The Hiring Manager sends the student to LHR, where they will complete and submit the required forms.
3. LHR will fax the forms to our vendor, ADP.
4. Upon receipt of the final results, LHR will email the hiring supervisor.
a. If the student meets Yale standards, the Hiring Supervisor may arrange a start date with the student and complete steps 7 and 8 above.
b. If the student does not meet Yale standards, the Hiring Supervisor will be notified and the student contact by LHR with additional information.

Note on International Students: At this time, Yale does not conduct background checks outside of the US. For those students who have worked in the US previously and/or have a Social Security number we will run US background checks. If the student does not have a Social Security number, no additional background check is needed beyond those conducted during the Visa application process. This is a temporary measure, until such time as Yale is able to conduct background checks outside the US.

If you have any questions about student hiring, please contact me at andrew.gray@yale.edu or 2-8481. Additionally, questions about payroll or electronic timesheets should be addressed to Robin Gordon (robin.gordon@yale.edu) in the Library Business office at 2-1772.

Rehire / Rate Change

1. Rehires are students who have worked the previous academic year and/or summer in the library.
2. Rehires will be processed through position requisitions in JobX. You will need to have an open requisition in order to rehire a student.
3. To rehire a student with a rate change, you will need to have an open requisition which reflects the new rate of pay.

Terminating Students

• Hiring Supevisor completes a Termination Form for all students that terminate or do not return at the beginning of a semester. Be sure to include the date of termination.