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

Revised: 8/28/2020

Please submit all documents as one combined PDF to faculty.admin@yale.edu, with email subject: Effective Date (m/d/yy), Faculty Member Name as it appears in Workday, Transaction Type. Please see the instructions for merging documents into one PDF on the OFAS Website.

Please note: all recommendation letters must be translated into English.

 

Ladder Faculty: Primary or Fully Joint Appointments

Professor, Associate Professor with Tenure, Associate Professor on Term

Initial Appointment

GuideHire Faculty Process

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

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

GuideAcademic: Managing Appointments

  • Letter from FAS Dean’s Office

Promotion

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

  • Letter from FAS Dean’s Office

Assistant Professor

Initial Appointment

GuideHire 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

Reappointment

GuideAcademic: Managing Appointments

FASTAP 2007:

FASTAP 2016:

  • Letter from FAS Dean’s Office

Promotion

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

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

Lecturer Convertible

Initial Appointment

GuideHire Faculty Process

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

Reappointment

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

GuideAcademic: Managing Appointments

  • Letter of evaluation from the Chair

 

Instructional Faculty: Multi-Year Appointments

Professor in the Practice

Initial Appointment

GuideHire 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

GuideAcademic: Managing Appointments

  • Letter from FAS Dean’s Office

Gibbs Assistant Professor

Initial Appointment

GuideHire 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

Senior Lector I or II; Senior Lecturer, Senior Lecturer II

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

GuideHire 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

GuideAcademic: Managing Appointments

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

Promotion

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

  • Letter from FAS Dean’s Office – Signed by: FAS Dean or their designee, and Chair; countersigned by Candidate
  • 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

Lector, Lecturer

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

GuideHire 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

GuideAcademic: Managing Appointments

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

Professor Adjunct, Associate Professor Adjunct, Assistant Professor Adjunct

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

GuideHire 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

GuideAcademic: Managing Appointments

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

Promotion

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

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

 

Instructional Faculty: Single Semester / Year Appointments

Senior Lecturer, Lecturer, Lector

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

  • 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

GuideAcademic: Managing Appointments

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

Visiting Professor, Visiting Associate Professor, Visiting Assistant Professor

Note: an approval letter from the candidate’s home institution is required.

Initial Appointment

GuideHire 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

GuideAcademic: Managing Appointments
Business Process: Update Academic Appointment

  • 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

 

Research Faculty

Research Professor (for emeritus faculty only)

Initial Appointment

GuideAcademic: Managing Appointments

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

Reappointment

GuideAcademic: Managing Appointments

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

Senior Research Scientist, Senior Research Scholar

Initial Appointment

GuideHire Faculty Process

Reappointment

GuideAcademic: Managing Appointments

Promotion

GuidesAcademic: 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

Research Scientist, Research Scholar, Visiting Research Scientist

Initial Appointment

GuideHire Faculty Process

Reappointment

GuideAcademic: 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

GuidesAcademic: 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

Associate Research Scientist, Associate Research Scholar

Initial Appointment

GuideHire 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

GuideAcademic: Managing Appointments

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

Promotion

GuideAcademic: 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

 

Secondary Appointments

Professor, Associate Professor (Tenured or Term), Assistant Professor

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

Reappointment

GuideAcademic: Managing Appointments

Promotion

GuideAcademic: Managing Appointments

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

Instructional Faculty (all ranks)

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

GuideAcademic: 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
  • Candidate CV

Reappointment

GuideAcademic: Managing Appointments

  • Reappointment Letter – Signed by: FAS Dean or their designee, and Chair of appointing department; countersigned by candidate
  • For multi-year reappointments: Department Faculty Vote from secondary department
  • Candidate CV

Research Faculty (all ranks)

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

Initial Appointment

GuideAcademic: 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
  • Candidate CV

Reappointment

GuideAcademic: Managing Appointments

  • Reappointment Letter – Signed by: FAS Dean or their designee, and Chair of appointing department; countersigned by candidate
  • For multi-year reappointments: Department Faculty Vote from secondary department
  • Candidate CV

 

Other Academic and Academic Affiliates

Contingent Workers (Minors in the Lab, Visiting Students in Research)

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

Initial Appointment

GuideCreate Job Requisition: Academic Contingent Worker (Non-STARS)

  • Letter of approval from EHS

Transition from Employee to Contingent Worker or Academic Affiliate

GuidesTermination/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.

Staff Affiliates (HHMI only)

Initial Appointment

GuideCreate Job Requisition: Academic Contingent Worker (Non-STARS)

  • Letter of request from chair

Transition from Employee to Contingent Worker or Academic Affiliate

GuidesTermination/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

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.

Initial Appointment

GuideCreate Job Requisition: Academic Contingent Worker (Non-STARS)

  • Letter from FAS Dean’s Office

Transition from Employee to Contingent Worker or Academic Affiliate

GuidesTermination/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

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.

 

Departures: Resignations and Retirements

Note: please provide the following supporting documentation if resigning or retiring before the scheduled end date.

Faculty

Guide: Termination/Separation: Employee (Academic)

  • Letter of resignation

Contingent Workers

Guide:  Termination/Separation: Contingent Worker

  • No paperwork needed