General comments

1. all phone numbers should be complete 203 432 -xxxx because many visitors use their cell phones and do not have phones in their office.

2. Text highlighted in red needs editing or updating

I-9 Form

OBTAINING YOUR YALE ID AND COMPLETING YOUR I-9 FORM

You will need to go to Yale’s ID Center to have a picture taken for your ID card. The ID Center is located on the first floor of 57 Lock Street (behind Yale Health) (between Grove and Wall Streets) (Tel. (203) 432-0165). Your ID card will gain you access to all of the libraries at Yale, as well as to functions and events around campus. For further information, the ID Center’s Website is ID Center .

Verify I-9 Form

The Immigration Reform and Control Act of 1986 (IRCA) prohibits employers from hiring individuals without completing the employment eligibility verification process. As a Yale employee, to be authorized to work, you must complete an I-9 any time before the end of your first day of employment. It must be reviewed and approved no later than the third day of employment (e.g. end of day Thursday if you started work on a Monday). You first must complete the form in Workday. Then, you must bring your supporting documents to a Yale I-9 Center at 246 Church Street (between Grove and Wall Streets), Lower Level B05. The office’s hours are Monday through Friday from 8:30 a.m. - 4:30 p.m. Please remember to bring your passport as identification.

J-1 Visa

IMPORTANT INFORMATION FOR INTERNATIONAL VISITORS ON A J-1 VISA

1. When you arrive at Yale, you must schedule an appointment with the Office of International Students and Scholars (OISS). This is required. You can schedule your appointment by calling 203-432-2305.

   OISS also wants you to confirm your departure date with them before you leave New Haven. When you prepare to leave, please email sarah.henderson@yale.edu to confirm that you are leaving the United States.

2. Tax Withholding: If you are receiving any payments from the university ((i.e., taxable scholarship, fellowship, stipend, wages, etc.) you are required to complete certain tax forms in order to properly withhold and report income tax based on your U.S. tax status. Please contact the International Tax Department at internationaltax@yale.edu to request the link to the Foreign National Information System (FNIS), include in your email full name, email @ Yale and University Person Identifier (UPI), the UPI can be found on your Yale ID card.

3. If you will make a paid speaking appearance while on your Yale J-1 visa, you must have the institution at which you will be speaking write to Dean Gerken or Ashley Mello for permission for you to speak. The request should list the date(s) of the event(s) and the amount of the honoraria you will receive. If you are not being paid, no request for permission is necessary.

4. VERY IMPORTANT: Yale University Retirement Account Plan (403(b) Retirement Savings Plan) If you are working more than half time and are eligible for Yale Benefits you will automatically be enrolled in the Yale University Retirement Account Plan (YURAP). Yale will make a Core Contribution equal to 5% of your eligible salary (7.5% of eligible salary above the Social Security Wage Base). Under YURAP’s automatic enrollment feature, Yale will automatically reduce your monthly salary by 5% and deposit that amount as a pre-tax employee contribution to YURAP. The University will make a Matching Contribution of 5% of eligible salary to your YURAP account.

   If you do not wish to contribute to your YURAP account via the 5% salary reduction, you can change your contribution rate via the TIAA site at http://www.tiaa.org/yale . Contributions can be made on a pre-tax basis, after-tax basis through the Roth 403(b) option, or both. You can elect to contribute a flat dollar amount, a percentage of your salary up to 75%), or the IRS annual maximum amount.

   Changes made on the TIAA site by the 16th of the month will be reflected in that month’s paycheck. If you are enrolled in YURAP, you may change the amount you contribute to YURAP at any time.

   Your contributions as well as the University Core and Match contributions are automatically invested with TIAA in the Yale Target-Date Plus Service. The Yale Target-Date Plus Service selects a Target-Date Plus model portfolio that most closely corresponds to your estimated date of retirement. The Yale Target-Date Plus Service is intended to be a “qualified default investment alternative” as described in Section 404(c)(5) of ERISA. Alternately, you can choose to change your estimated retirement date, choose a different model portfolio or stop using the Target-Date Plus Service and invest your contributions in any of the Vanguard, TIAA or CREF investment fund options available on the TIAA website for YURAP.

   To view or change your contribution amount, update your beneficiary information, and view or change your investment options, log in or register at http://www.tiaa.org/yale . For assistance navigating the TIAA web site, please contact TIAA at 855-250-5424, Monday – Friday, 8 a.m. to 10 p.m., or Saturday, 9 a.m. to 6 p.m.

Address  

The main building (also known as the Sterling Law Building) address is 127 Wall Street, New Haven, CT  06510.  Mail should be addressed to Yale Law School, PO Box 208215, New Haven, CT  06520-8215. The Baker Hall address is 100 Tower Parkway, New Haven, CT  06510.  Baker Hall mail is delivered to the main building. 

ADMINISTRATIVE ASSISTANTS

Visiting Professors are assigned an Administrative Assistant who will assist with getting office supplies, preparing course materials, scheduling student appointments, making travel and lodging reservations, and processing expense reimbursements. Your assistant will have information on preferred vendors and current rates.

Receipts for reimbursements should be submitted to your Assistant in a timely manner, preferably weekly or every other week. Please do not save receipts until the end of the term. There is 120-day limit for submissions of receipts for reimbursement. Thereafter, reimbursements become taxable income.

Please note that Administrative Assistants divide their time supporting between 5-7 faculty members.

Audio Visual Services

As part of the IT Services Department on the lower level of the Library, Audio Visual Services is responsible for set up, recording, and producing of audio and video recording in the Law School.  All of the classrooms have been updated to handle this equipment.  These services are also often utilized to capture lectures, panel discussions and other events at the school. For additional information or to request AV services, visit IT at Yale or Audio Visual Requests.

COMPUTER AND SOFTWARE NEEDS

The Yale Law School IT Services Department purchases all computer hardware and software and provides support for them. Please contact the Department directly for assistance, including requests related to any special computer hardware or software requirements.

IT Services

Staff

Stephen Baraquin, Managing Director

Room 020 E-mail: stephen.baraquin@yale.edu

Phone: 203 432-

Nick Cifarelli, Interim Manager of Faculty and Staff User Support Services

E-mail: nicholas.cifarelli@yale.edu

If you have questions or problems with your account, visit the IT Services Office or call Steve Baraquin at 203 432-0491.

DINING HALL

The Dining Hall is open Monday through Thursday from 8:00 am to 7:00 pm. Fridays from 8:00 am to 3:00 pm. They offer hot and continental breakfast from 8:00 am to 10:00 am and the grill, hot food line, and sandwiches are available from 11:30 am -1:30 pm. From 1:30 pm – 7:00 pm snacks, cold beverages, coffee, salad bar and to go sandwiches are available.

You may use a credit or debit card to charge food purchased in our Dining Hall. The dining hall can be reached at (203) 432-0446.

Faculty Accounts and Spending Guidelines

The Law School uses a number of different accounts for recording costs incurred by faculty members. The account used depends on the business purpose of the expense. Please consult the “Yale Law School Faculty Expense Guidelines” and the “Faculty Travel and business Meal Policy Guidelines” in advance to learn the most current YLS meal and other spending guidelines.

The Teaching and Instructional (T&I) Account is to be used for class-related expenses, such as the cost of copying class materials or lunch or dinner with a visiting class speaker.

The Faculty Overhead Account is to be used for photocopying costs, postage, office supplies, YPPS services (Yale Printing & Publishing, Yale’s in-house print and copy shop), express shipping costs, as well as other general expenses in support of faculty scholarship activities.

Every faculty member has a Faculty Research and Travel (R&T) Account to which are charged authorized costs related to her or his approved travel, research activities.

Your administrative assistant can make travel arrangements for you through Worldtek or Egencia thereby enabling the Law School to take advantage of airline discounts. First Class fares are not reimbursable and Business Class fares are reimbursable only under very restricted conditions; you will be charged for the non-reimbursable difference between these fares and comparable Coach fares.

We do not cover faculty members’ book purchases. Requests for books can be sent to the Library staff for consideration. If a book is purchased it will be routed to the requesting faculty member, but it will belong to the library collection and will not be a personal copy of the faculty member. If you need to order a book, please contact Fred Shapiro to see if it is appropriate to add the book to the Law Library’s collection.

Keys and Office

GETTING YOUR OFFICE AND BUILDING KEYS

Your Yale ID card provides access to all of the building entrances.

Please see your administrative assistant for the keys to your office, and mailbox. In the event that he or she is unavailable, go to Building Services, located in Room 130.

You and your assistant will be responsible for returning your keys to Building Services when your visit ends. (Note: there is a $25 fee for each key that is lost.)

For information about your office, contact:

ID Card

You will need to go to Yale’s ID Center to have a picture taken for your ID card. The ID Center is located on the first floor of 57 Lock Street (behind Yale Health) (between Grove and Wall Streets) (Tel. (203) 432-0165). Your ID card will gain you access to all of the libraries at Yale, as well as to functions and events around campus. For further information, the ID Center’s Website is ID Center .

LIBRARY

Main number: 203 432-1608

Library Hours

Circulation and Reserve Hours

Reference Desk Hours

For help with research needs of faculty or their research assistants, including Westlaw and Lexis access, please email lawref@yale.edu

MAIL and PACKAGES

Mail Service

Faculty boxes are located on the second floor on the Grove Street side of the building. All mailboxes can be accessed 24 hours a day with your mailbox key.

Service Hours

8:30 a.m. - 5:00 p.m., Academic Year (Closed 12:30pm-1:30pm)

8:30 a.m. - 4:30 p.m., Summer (Closed 12:30pm-1:00pm)

Faculty Mailroom Attendant: José Colón, phone 2-1618

Deliveries by Fed Ex, UPS and other Vendors

Various vendors - Federal Express, UPS, etc.- bring packages to the mailroom daily, usually in the morning. Faculty and staff members who receive packages are notified by phone. Please retrieve items from the mailroom quickly because storage space is very limited. All packages must be signed for prior to being removed from the mailroom.

Federal Express Daily Pick-Up of Outgoing Packages

Your administrative assistant has Federal Express shipping and tracking software on her or his computer.

Packages should be taken to the mailroom by 3:45 p.m. during the academic year and by 3:15 p.m. during the summer.

Stamp Purchasing

Stamps are available for sale in the mailroom.

PARKING

A parking space in Lot 78 is available for you to rent if you need it. To secure the space you need to complete a parking application. Please check their website for the application (https://your.yale.edu/policies-procedures/forms/parking-application-faculty-staff). Yale employees have parking fees automatically deducted from their paychecks each month. If you are not on Yale's payroll, you will need to pay your parking fee (see Category A on the form) by check to Yale Parking at 221 Whitney Avenue. When you have secured the parking space, your Yale ID card will provide access through the gate to lot 78.

Printing and Copying Services

Copy Services

Yale Printing and Publishing Service (YPPS)

Phone: 2-6560

Yale Printing & Publishing Services

Yale Printing and Publishing Services (YPPS) has a regular schedule of pick-up and delivery times throughout the day beginning before 8:30 a.m. Unless a job is complex, material received before the last pick-up of the day (approximately 4:00 p.m.) is usually returned on the first trip the following morning. Please contact YPPS directly for pick-up times and with any questions

Post Office, Yale Station

Yale Station is a United States Post Office and is located at 206 Elm Street, on the corner of Elm and High Streets. (203) 773-3454. All mail services are available there.

Office Supplies

Your administrative assistant can order office supplies for you.

RESEARCH ASSISTANCE

To Request Research Assistance

Visiting Professors may hire up to two Yale Law students as research assistants. You must request approval for assistance by an email message to Associate Dean Joe Crosby and Ashley Mello. The message need not be long but should indicate the following:

1. The period of time (e.g., for the fall or spring semester, for the academic year)

2. A description of the need or project for which you are requesting assistance

3. The number of hours per week and, if known, the name(s) of the assistant(s) you will hire. During the academic terms, students may not work more than 19 hours per week. If at the time of the request you do not know which student(s) you will hire, then after hiring your assistants, please send their names to Symone Maguire at symone.maguire@yale.edu.

Once your request for assistance is approved, email the name(s) of the student(s) to Symone Maguire. Symone will manage the process of contacting the student(s) with detailed information they will need to receive payment for his/her work. Student requesting to receive academic credit should contact the Registrar’s Office.

To Advertise for Research Assistants

1. Post the position through the law school’s online posting system that your administrative assistant will be familiar with.

2. Your Administrative Assistant can also be helpful in recruiting RAs through postings in the building.

SAFETY

There is at least one security guard on duty in the building 24 hours a day, 7 days per week. For security reasons you should lock your office door whenever you leave your office. If you need an escort during daytime hours, you may call 5-5555 to ask for one. If you are leaving the building at a late hour, you may call Yale’s Escort Service at 2-WALK. A parking lot attendant watches Lot 78 weeknights.

Nighttime Shuttle Service

Yale has a Nighttime Shuttle Service that runs from 6:00 pm to 12:30 am each evening. This service runs on a scheduled route around the campus and does off-route drop-offs. More information and a real-time GPS locator can be found here. From 12:30 am to 7:00 am, shuttle service is available on a call-in basis only. Call the main number (203 432-6330) between those hours to request shuttle service.

Law School Shuttle Service

A northbound shuttle (East Rock neighborhood) departs from 127 Wall Street on the half hour from 6:00 pm until 12:30 am. The southbound shuttle has been eliminated. If you are going south of the Law School (the Dwight Howe neighborhood), we recommend that you self-book a ride with the University’s new app called TapRide. To download the app:

1. Visit the Apple App Store (for iPhone/iPad) or the Google Play Store (for Android). Search for the app titled “TapRide.”

2. Choose Yale University Shuttle from the list of agencies and follow the one-time setup instructions. Be sure to check your Yale email for the final step in activation.

If you want to get picked up at the Law School, please choose 127 Wall Street as your pickup address. If you want to go to or from Baker Hall, we suggest you use 100 Tower Parkway as the official address.

You can call the main safe ride number (203 432-6330) if the shuttle is running late, and they will give you an update on its location. If you need a ride between 12:30 am and 7:00 am, you should call the main safe ride number (203 432-6330) to request shuttle service, or use TapRide.

Walking Escort

Students, faculty, and staff can request a Yale Security Officer as a walking escort to or from any location within a reasonable walking distance on-campus, 24 hours a day/7 days a week, by calling (203) 432-WALK. Security Personnel can be identified by their uniforms and they carry two-way radios.

LAW SCHOOL BUSINESS OFFICE

The Yale Law School Business Office oversees the processing of all financial transactions at the Law School and ensures compliance with University policies and Law School guidelines. These transactions include all purchases, reimbursements, contracts, payroll, grants, and income. You must have the Business Office review in advance any contracts that may need to be signed or any other special situations. Please contact the Business Office directly for assistance and guidance, particularly regarding spending guidelines and the finer points of processing reimbursement requests.

Office Members

KEY TELEPHONE NUMBERS

Building Services

Business Office and Personnel

Dean’s Office

Information Technology Services

Library

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