FAS Chart of Required Documents for Appointments, Reappointments, and Promotions

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• Associate Professor on Term only: at least 3 letters of recommendation

Reappointment (Only for Associate Professor on Term under FASTAP 2016)

Guide:  Academic: Managing Appointments

• Letter from FAS Dean’s Office

Promotion

Guide:  Academic: Managing Appointments and Change Job: In Track Promotion (Academic)

• Letter from FAS Dean’s Office

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• Department Faculty Vote
• Verification of PhD received from degree-granting institution. (This should be an official document from their institution’s cognizant dean or equivalent, verifying that they have completed all requirements including successfully a defended dissertation for their PhD, or a scan of their diploma.)
• Full CV
• At least 3 letters of recommendation

Reappointment

Guide:  Academic: Managing Appointments

FASTAP 2007:

• Letter from FAS Dean’s Office
• Department Faculty Vote
• Full CV

FASTAP 2016:

• Letter from FAS Dean’s Office

Promotion

Guide:  Academic: Managing Appointments and Change Job: In Track Promotion (Academic)

• Verification of PhD received from degree-granting institution
• Full CV

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• Department Faculty Vote
• Full CV
• At least 3 letters of recommendation

Reappointment

Note: this is only allowed one single-year reappointment after the initial one-year appointment, for a maximum term of 2 years.

Guide:  Academic: Managing Appointments

• Letter of evaluation from the Chair

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• Candidate CV/Professional Resume/ Biography

Reappointment

Guide:  Academic: Managing Appointments

• Letter from FAS Dean’s Office

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• Department Faculty Vote
• Verification of PhD received from degree-granting institution
• Full CV

Please refer to the Lector-Track or Lecturer-Track Search Procedures or to the Lector-Track or Lecturer-Track Reappointment/Promotion Procedures for these ranks, which require initial approval from TRAC before undergoing each process. Note: the maximum term for Senior Lector I is 3 years; the maximum term for all other listed ranks is 5 years.

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• 3 Letters of recommendation from outside Yale (If teaching experience has only been at Yale, letters from inside Yale will suffice.)
• Department Faculty Vote
• Full CV

Reappointment

Guide:  Academic: Managing Appointments

• Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair
• Department Faculty Vote
• Full CV

Promotion

Guide:  Academic: Managing Appointments and Change Job: In Track Promotion (Academic)

• Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair
• Provide a sample of the letter requesting recommendations
• Letters of recommendation
  • Senior Lector I: 2 letters
  • Senior Lector II: 2 from inside Yale and 2 from outside
  • Senior Lecturer: 3 letters
  • Senior Lecturer II: 4 letters
• Department Faculty Vote
• Full CV

Please refer to the Lector-Track or Lecturer-Track Search Procedures or to the Lector-Track or Lecturer-Track Reappointment/Promotion Procedures for these ranks, which require initial approval from TRAC before undergoing each process. Note: the maximum term length is 3 years. Lectors can hold this rank for a maximum of 6 years.

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• 3 Letters of recommendation from outside Yale (If teaching experience has only been at Yale, letters from inside Yale will suffice.)
• Department Faculty Vote
• Full CV

Reappointment

Guide:  Academic: Managing Appointments

• Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair
• Department Faculty Vote
• Full CV

As described in the Faculty Handbook, these ranks are intended for the appointment of persons whose interests, as well as the interests of the University, are served by their continuing in a professional capacity outside the University while teaching or engaging in research less than full time. In the FAS, on the rare occasion when these appointments are approved, they occur most often with the ROTC program at Yale. Before initiating any adjunct hiring process, please contact the relevant Senior Associate Dean for approval. Note: the maximum term length is 5 years.

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• If advertised:
  • Letter requesting recommendations
  • Copy of actual advertisement
• Letters of recommendation
  • 4 letters from outside Yale (If teaching experience has only been at Yale, letters from inside Yale will suffice.)
• Department Faculty Vote
• Full CV

Reappointment

Guide:  Academic: Managing Appointments

• Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair
• Department Faculty Vote
• Full CV

Promotion

Guide:  Academic: Managing Appointments and Change Job: In Track Promotion (Academic)

• Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair
• Provide a sample of the letter requesting recommendations
• 3 letters of recommendation
• Department Faculty Vote
• Full CV

Please refer to the Single Semester/Year Lector-Track or Lecturer-Track Search Procedures or to the Single Semester/Year Lector-Track or Lecturer-Track Reappointment/Promotion Procedures for these ranks, which require initial approval from TRAC before undergoing each process.

Initial Appointment

Guide: Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• 2 Letters of Recommendation from outside Yale (if teaching experience has only been at Yale, letters from inside Yale will suffice), or 2 phone references using the Phone Reference Form
• Full CV

Reappointment

Guide:  Academic: Managing Appointments

• Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair
• Full CV

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• Approval letter from home institution
• Full CV

Reappointment

Guide:  Academic: Managing Appointments
Business Process: Update Academic Appointment

• Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair
• Approval letter from home institution
• Full CV

Initial Appointment

Guide:  Hire Faculty Process

• Offer Letter from FAS department - Signed by: department chair, faculty PI; countersigned by Candidate. **OR: FAS Dean’s Office, when paid through central university funds – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
• Approval letter from home institution
• Full CV

Reappointment

Guide:  Academic: Managing Appointments
Business Process: Update Academic Appointment

• Letter from FAS department - Signed by: department chair, faculty PI. **OR: FAS Dean’s Office, when paid through central university funds – Signed by: FAS Dean or their designee, and Chair
• Approval letter from home institution
• Full CV

Initial Appointment

Guide:  Academic: Managing Appointments

• Chair letter of endorsement providing grant-related reason for appointment
• If paid, include Fac Comp Approval Form

Reappointment

Guide:  Academic: Managing Appointments

• Chair letter of endorsement providing grant-related reason for appointment
• If paid, include Fac Comp Approval Form

Initial Appointment

Guide:  Hire Faculty Process

• Chair letter of endorsement
• Letters of Recommendation
  • 4 letters from outside Yale
  • 1 letter from Principal Investigator
• Department Faculty Vote
• Full CV
• If paid, include Fac Comp Approval Form

Reappointment

Guide:  Academic: Managing Appointments

• Humanities departments only -
  Cognizant FAS Dean Approval
• Chair letter of endorsement
• Letters of Recommendation
  • 1 letter from Principal Investigator
• Department Faculty Vote
• Full CV
• If paid, include Fac Comp Approval Form

Promotion

Guides:  Academic: Managing Appointments and Change Job: In Track Promotion (Academic)

• Humanities departments only -
  Cognizant FAS Dean Approval
• Chair letter of endorsement
• Letters of Recommendation
  • 4 letters from outside Yale
  • 1 letter from Principal Investigator
• Department Faculty Vote
• Full CV
• If paid, include Fac Comp Approval Form

Initial Appointment

Guide:  Hire Faculty Process

• Letter of Recommendations
  • 4 letters from outside Yale
  • 1 letter from Principal Investigator
• Department Faculty Vote
• Full CV
• If paid, include Fac Comp Approval Form

Reappointment

Guide:  Academic: Managing Appointments

• Humanities departments only -
  Cognizant FAS Dean Approval
• Chair letter of endorsement
• Letter of Recommendations
  • 1 letter from Principal Investigator
• Department Faculty Vote
• Full CV

If paid, include Fac Comp Approval Form

Promotion

Guides:  Academic: Managing Appointments and Change Job: In Track Promotion (Academic)

• Humanities departments only -
  Cognizant FAS Dean Approval
• Chair letter of endorsement
• Letter of Recommendations
  • 2 letters from outside Yale
  • 1 letter from Principal Investigator
• Department Faculty Vote
• Full CV
• If paid, include Fac Comp Approval Form

Initial Appointment

Guide:  Hire Faculty Process

• Letter of Recommendations
  • 1 letters from outside Yale
  • 1 letter from Principal Investigator
• Full CV
• If paid, include Fac Comp Approval Form

Reappointment

Guide:  Academic: Managing Appointments

• Chair letter of endorsement
• Letter of Recommendation from Principal Investigator
• Full CV
• If paid, include Fac Comp Approval Form

Promotion

Guide:  Academic: Managing Appointments and Change Job: Track Type Category (Academic)

• Chair letter of endorsement
• Letter of Recommendation from Principal Investigator
• Letter of Recommendations
  • 2 letters from outside Yale
• Full CV
• If paid, include Fac Comp Approval Form

Note: The term may only be up to the end date of the primary appointment, but no longer than 5 years (including full, tenured professors). For more information, please refer to the Secondary Appointment Procedures.

Initial Appointment

Guide:  Academic: Managing Appointments

• Chair Letter Reason for Appointment – completed by the chair of the secondary department
• Secondary Appointment Form
• Department Faculty Vote from secondary department
• Full CV

Reappointment

Guide:  Academic: Managing Appointments

• Chair Letter Reason for Reappointment – completed by the chair of the secondary department
• Secondary Appointment Form
• Department Faculty Vote from secondary department
• Full CV

Promotion

Guide:  Academic: Managing Appointments

If a faculty member is promoted in the primary appointment, the secondary appointment(s) should be updated at the same time.

Note: secondary teaching appointments are only granted to non-ladder faculty when the appointment is necessary to teach a course, generally when (1) the primary appointment is not in the FAS, (2) the candidate only holds a FAS research appointment, such as associate research scientist or a postdoctoral associate, or (3) the candidate holds a different teaching rank than what is required for the course (lector-track versus lecturer-track). For more information, please refer to the Secondary Appointment Procedures.

Initial Appointment

Guide:  Academic: Managing Appointments

• Offer Letter – Signed by: FAS Dean or their designee, and Chair of appointing department; countersigned by candidate
• For multi-year appointments: Department Faculty Vote from secondary department
• Proof of primary unit’s approval for secondary appointment
• Candidate CV

Reappointment

Guide:  Academic: Managing Appointments

• Reappointment Letter – Signed by: FAS Dean or their designee, and Chair of appointing department
• For multi-year reappointments: Department Faculty Vote from secondary department
• Proof of primary unit’s approval for secondary appointment
• Candidate CV

For more information, please refer to the Secondary Appointment Procedures.

Initial Appointment

Guide:  Academic: Managing Appointments

• Offer Letter – Signed by: FAS Dean or their designee, and Chair of appointing department; countersigned by candidate
• For multi-year appointments: Department Faculty Vote from secondary department
• Proof of primary unit’s approval for secondary appointment
• Candidate CV

Reappointment

Guide:  Academic: Managing Appointments

• Reappointment Letter – Signed by: FAS Dean or their designee, and Chair of appointing department
• For multi-year reappointments: Department Faculty Vote from secondary department
• Proof of primary unit’s approval for secondary appointment
• Candidate CV

Please visit the Yale Environmental Health and Safety website for more information on the approval process and forms.

Initial Appointment

Guide:  Create Job Requisition: Academic Contingent Worker (Non-STARS)

• Letter of approval from EHS

Transition from Employee to Contingent Worker or Academic Affiliate

Guides:  Termination/Separation: Employee and Create Job Requisition: Academic Contingent Worker (Non-STARS)

Business Processes: Terminate Employee and Contract Contingent Worker

• Justification letter with description of work

Transition to Employee from Contingent Worker or Academic Affiliate

Guides: Use the Hire Faculty Process to create the job requisition.  Then, find the contingent worker’s record in Workday, and from the Related Actions button select “Convert to Employee”.

Refer to the relevant section above for the supporting documentation.

Initial Appointment

Guide:  Create Job Requisition: Academic Contingent Worker (Non-STARS)

• Letter of request from chair

Transition from Employee to Contingent Worker or Academic Affiliate

Guides:  Termination/Separation: Employee and Create Job Requisition: Academic Contingent Worker (Non-STARS)

Business Processes: Terminate Employee and Contract Contingent Worker

• Justification letter with description of work

Transition to Employee from Contingent Worker or Academic Affiliate

Guides: Use the Hire Faculty Process to create the job requisition.  Then, find the contingent worker’s record in Workday, and from the Related Actions button select “Convert to Employee”.

Refer to the relevant section above for the supporting documentation.

Academic Affiliates in the FAS include unpaid Lab Associates, and unpaid Visiting Fellows. Please consult with the relevant Senior Associate Dean for prior approval before processing any of these appointments. These individuals are paid by an outside vendor and they need to hold a position in Workday for tracking purposes. Please refer to the table in the Workday guides below when creating a job requisition for an academic contingent worker.

Process:The host department submits the Visiting Fellow/ Lab Associate Application along with supporting documentation (proof of outside funding and insurance, and approval by faculty host at Yale) to the Office for Postdoctoral Affairs (alisa.paradise@yale.edu), which is then vetted to the FAS Dean’s Office for approval before processing in Workday.

Initial Appointment

Guide:  Create Job Requisition: Academic Contingent Worker (Non-STARS)

• Letter from the FAS Dean’s Office (if provided)
• If no letter is provided, approval email from FAS Dean’s Office after receiving the materials stated above from the Office for Postdoctoral Affairs

Transition from Employee to Contingent Worker or Academic Affiliate

Guides:  Termination/Separation: Employee and Create Job Requisition: Academic Contingent Worker (Non-STARS)

Business Processes: Terminate Employee and Contract Contingent Worker

• Justification letter with description of work
• Approval email from FAS Dean’s Office

Transition to Employee from Contingent Worker or Academic Affiliate

Guide:  Use the Hire Faculty Process to create the job requisition.  Then, follow the guide, Academic: Add Employee Status to Academic Affiliate.

Refer to the relevant section above for the supporting documentation, depending on rank of employee.

Guide: Termination/Separation: Employee (Academic)

• Letter of resignation

Guide:  Termination/Separation: Contingent Worker

• No paperwork needed