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Faculty Onboarding

Photo by Anthony DeCarlo

Welcome to Yale! Working at Yale School of Medicine is a wonderful opportunity. There is much to learn as one starts a new position and becomes familiar with clinical, academic, and research opportunities.

We encourage all faculty to carefully review the OAPD webpages for information about Academic Affairs, Faculty Resources, Faculty Development, and Academic Professionalism.

Academic Appointment

An offer letter will indicate the anticipated academic track and rank for those joining YSM. Completing the academic appointment process has additional steps:

Clinical Credentialing

For those who will be delivering clinical care, clinical credentialing should be started as soon as possible, as there are a number of steps that need to be completed sequentially.

Different clinical practices may have require different licenses / registrations / privileges. Some of the steps have application fees. Talk to your Faculty Affairs Coordinators to find out what will be required and if fees are reimbursable.

  • State of CT Medical License should be applied to as soon as possible for those who will be delivering clinical care. As this will be required for later steps in the process, please do not delay with this step.
  • Controlled Substance Practitioner Registration form the State of CT permits practitioners to distribute, dispense, conduct research, administer, or procure controlled substances in the course of their professional practice.
    • This application requires State of CT Medical License to complete, but it can be initiated concurrently.
  • DEA License is required to prescribe controlled substances.This application requires a CT medical license and CT Controlled Substance Practitioner Registration.
  • National Provider Identification (NPI) is a distinct provider identification number.
    • Once obtained, this number should be provided to the Department Faculty Affairs Coordinator.
  • Yale New Haven Health Credentialing will also need to be completed for those who work in any of the related delivery networks.
    • Click on the box in the middle of the page marked “For Medical Staff”. Please choose the first link for “Medical and Affiliated Staff Applicants”. You will be directed to a page that instructs you to enter your name, email address, and birthdate as well as which hospitals you will be working at.
    • Within 24 hours of submitting the above-information, you will receive TWO email messages. One will have the link for the application and the second will contain your password to access the Medical Staff Practitioner Home Page.
  • Credentialing for any other clinical system where a faculty will be practicing will also need to be completed. Examples include: Similarly, credentialing will need be completed for any other clinical system where a faculty will be practicing (such as the Veterans Administration Connecticut Healthcare System and Connecticut Mental Health Center).
  • Yale Medicine credentialing is required for all faculty who provide clinical services.
    • Yale Medicine will pull information you have provided to Yale New Haven Hospital to create a Universal Credentialing Application, which your department should be able to help with.

All the Rest

  • The OAPD resource pages should be reviewed as there is much information and many resources available to faculty.
    • Yale University New Employee Orientation is designed to give all faculty and staff a bird’s eye view of working at Yale, including information about benefits, obtaining a netID and access to Workday.
  • Workday is a cloud-based system used by YSM for all of its human resource, financial, and payroll functions. You use your net id and password to access this system to complete your I-9, benefits, tax forms, and other onboarding tasks. Note that, if you are logging in from off campus, you will need to use Yale VPN. Once you are logged in, these should that appear in your Workday inbox.
    • I-9 is required by the Immigration Reform and Control Act of 1986 (IRCA) for new hires to verify identity and employment eligibility. Section 1 of Form I-9 Employment Eligibility Verification should be completed no later than your first day of employment, and verification completed by Employee Services, located at 221 Whitney Avenue, within 3 business days of hire date (sign up for an appointment). All documents presented must be original, unexpired and in printed form for this in-person appointment.
    • Signing on for direct deposit is encouraged.
  • Benefits and work-life considerations are important to review. If you have any questions, please contact Employee Services by phone at 203-432-5552 from 8:30am – 5:00pm, Monday through Friday, or by email.
    • Your appointment entitles you to enroll in one of the health plans offered by Yale. Note: If you wish to enroll in a health plan, you must do so within 30 days of your hire date.
    • As a new faculty member, you will be automatically enrolled in the Yale University Retirement Account Plan (YURAP). It is advisable that you review the information online to understand the terms of this plan.
  • Photo ID cards need to be obtained from Yale University and any clinical sites of planned practice.
    • Yale University ID center is located at 57 Lock Street, New Haven, CT is open Monday–Friday 9:00am – 3:00pm by appointment. If driving, please park in the parking garage. Parking in this garage is free for the first 2-hours. Please schedule an appointment on your first day to visit the ID Center. Your Yale University ID will allow you access to buildings, libraries, Yale Shuttle Services, and more.
    • YNHH ID center is located in the East Pavilion, first floor, Room 11A. Once you receive your YNHH privileges, you are able to obtain a YNHH photo ID badge. Please call (203) 688-6094 to schedule your appointment. Hours of operations are Monday through Friday 8:00am – 12:30pm and 1:00pm to 2:30pm.
  • Parking needs to be arranged with the parking office. YSM parking lots are listed here.
    • Of note, Yale Shuttle provides transportation throughout campus, with limited service to surrounding areas, that is free with your Yale ID card.
  • Training requirements must be completed through Workday Learning.
    • Workday Learning has faculty take an initial assessment for what is required and then maintains a status list of each of the required trainings.
    • For clinical faculty, Epic access/training should be separately completed once YNHH credentialing is complete and YNHH user ID received. This is registered for on the Learning Management System (LMS) as the Epic Ambulatory Physician Provider Fundamental Course.
  • Note that YSM Office of Communications offers periodic photo shoots at no cost to the faculty or department.
  • External health site profiles can be an additional way to increase faculty internet presence. These include, but are not limited to: Doximetry and Healthgrades

Staff Tools (Login Required)

There are some documents related to onboarding that Department Faculty Affairs Coordinators may find helpful. Clicking any link below will take you to the page in which these documents are available after logging in with netID.

  • Clinical onboarding checklist (for departments)
  • Faculty data collection form
  • Sample onboarding email message to new faculty
  • Sample personal statement for applying to YNHH privileges