Frequently Asked Questions

Receipt of Legal Papers & Documents

Who is authorized to accept the delivery of legal papers for the University?

Attorneys in the Office of the General Counsel are authorized to accept the official delivery of legal papers on behalf of the University (service of process). Employees of the University who are sued in their individual capacities typically must accept delivery of legal papers personally.  Any University employee who is asked to accept service of process on behalf of the University by a state marshal or other professional process server should decline the request and direct the process server to the Office of the General Counsel at 2 Whitney Grove, 6th Floor.


On occasion, legal documents may arrive in the mail.  Any University employee who receives such documents or who inadvertently accepts service of process should contact the OGC immediately (203-432-4949).  Please bear in mind that a delay in responding to these documents can have serious legal consequences.

 

Any University employee who encounters a process server seeking to deliver legal papers to another employee should consult privately with the employee to determine if he or she wishes to accept delivery of the document while at work.

What should I do if I receive a Notice of Garnishment?

A Notice of Garnishment is a notice that a Connecticut court has required Yale to withhold certain sums from an employee’s wages, to be paid toward a debt owed by the employee.  Any employee in receipt of such a notice should fax it to the OGC (203-432-7960) and an attorney will work with HR and Payroll to ensure that the University complies with the order and that the employee is notified.

What should I do if a State marshal arrives at my office and asks me to accept legal papers (such as a summons or subpoena) on behalf of the University or someone with whom I work?

You should refuse to accept the papers. Direct the marshal to the OGC and call the OGC (203-432-4949) to alert us.  For more information about related circumstances, and the importance of correct and timely action on legal papers, please click here.

What should I do if I receive correspondence from a lawyer asserting a claim against me (in my work capacity), my department, or the University?

If you receive a letter from a lawyer asserting a claim or threatening suit with respect to you in your work capacity, your Department, or the University, please forward it immediately by fax (203-432-7960) or pdf to the Office of the General Counsel, with your name and contact information.

Whom to Contact

To whom should I report suspected illegal or fraudulent activity?

The University expects and encourages faculty, staff and students to report suspected illegal or fraudulent activity and provides several avenues to enable such reports.  the individual may report such suspected activity to their immediate supervisor. They may also call University Auditing (203-436-0497), or any attorney in the OGC (203-432-4949), with such a concern.  As another option, if an individual does not feel comfortable speaking with a supervisor or other resource, or where an individual desires anonymity, the confidential Yale University Hotline, maintained by an outside company, is available for reporting such concerns, either by calling the toll-free number at 877-360-YALE or filing an online report at http://www.mycompliancereport.com/yale.

Whom at the OGC should I contact if I need legal help in connection with my University responsibilities?

Yale faculty and staff should feel free to call on any attorney in the OGC for help with a question. That attorney will then direct the caller to the OGC attorney knowledgeable about the appropriate area of the law.  Information on attorney practice areas is available on this website or the OGC receptionist (203-432-4949) can assist in finding the right attorney. 

Who can give me permission to use the Yale name and logo?

The Office of the Vice President of the University is charged with reviewing and approving requests to use the Yale name and logo, and for licensing the name and associated trademarks. OGC attorneys are also available to consult about requested uses or references to the Yale name, or about contract or license terms regarding the Yale name.  Please consult the practice area descriptions on this website to find an attorney or call the OGC (203-432-4949).

What should I do if I need to have a contract signed?

Only designated Yale employees are authorized to sign contracts on behalf of the University.  These individuals have received official letters from the University that grant them this authority.  OGC attorneys do not sign contracts on behalf of the University.

 

If a contract needs review and an authorized signature, please contact the departments listed below.  If the type of contract is not listed below, please contact the OGC (203-432-4949).

  • Vendor contracts (e.g., purchase of goods or services, professional service agreements):  Procurement (203-432-9955)
  • Staff employment contracts:  Human Resources (203-432-5552)
  • Faculty employment contracts:  Provost's Office (203-432-4455)
  • Research contracts (e.g., grant contracts, material transfer agreements (MTAs) outgoing or incoming research subcontracts, research-related non-disclosure agreements, inter-institutional research-related memoranda of understanding):  Office of Grant and Contract Administration (203-785-4689)
  • Other inter-institutional memoranda of understanding:  Office of the General Counsel (203-432-4949)
  • Clinical service contracts (e.g., contracts for clinical care and management, resident or student rotation at other hospitals/entities):  Yale School of Medicine or School of Nursing Office of the Dean (203-785-4672 - Medicine) (203-785-2398 - Nursing)
  • Leases of real estate and related property management services:  Office of Facilities (203-432-6754)
  • Faculty and student exchange agreements:  Office of the Dean of the relevant school
  • Copyright and patent license agreements:  Office of Cooperative Research (203-436-8096)
  • Trademark: Office of the Vice President of the University (203-432-2321)

Please allow adequate time for review and negotiation to ensure that your contract contains appropriate terms and is ready for signature when it is needed.

 

For more information on authority to sign contracts, please see the University's Policy 1104 "Signature Authority, Delegation Approval Authority and Access for Financial Transactions."

Can I get a document notarized in the Office of the General Counsel?

Two staff members in the Office of the General Counsel are authorized notaries in Connecticut, and attorneys with the Office of the General Counsel may also notarize official documents for members of the University community.  Please call first to ensure that a notary will be available.

Legal Representation

May I hire an outside lawyer?

Only the Vice President and General Counsel may retain outside counsel on behalf of the University, for example to handle a matter requiring particular expertise, to manage a large litigation matter, or in the event of a conflict with another matter.

If outside counsel is hired on my behalf, will the University pay the legal bills?

The University typically will pay the reasonable legal bills and expenses of counsel retained by it to represent faculty or staff whom it determines need outside counsel in connection with their work at Yale. In certain rare situations, however, Connecticut law may not permit the University to pay those bills.  For details in a particular instance, please contact OGC.

Can OGC find me a personal lawyer?

OGC does not generally refer members of the University community to private lawyers. However, individual OGC attorneys on occasion provide information on local practitioners.

Does OGC handle medical professional liability claims?

Because many faculty of Yale School of Medicine hold staff positions at Yale-New Haven Hospital (YNHH), the University and YNHH have jointly administered malpractice insurance for medical professional liability claims. Although OGC is regularly advised with respect to any claims involving Yale School of Medicine faculty, YNHH’s Office of Legal Affairs and Risk Management in the Yale Medical Center is the primary contact for such claims.

Is my conversation with a member of OGC confidential?

OGC attorneys represent the University and do not act as private lawyers for individuals on campus. Generally speaking, University attorneys are ethically bound not to disclose confidential information on University matters unless ordered by a court or if physical harm is threatened. While University attorneys approach all matters with discretion and sensitivity, their obligations to the University may require that they advise University personnel or officials such as the University Auditor, Controller, an Officer, or members of the Yale Corporation regarding the receipt of certain information.  University attorneys will typically advise the individual who has provided the information if such a consultation is necessary.

Do OGC attorneys represent Yale-New Haven Hospital?

No. Yale-New Haven Hospital (YNHH) is a legal entity separate from the University. It has its own legal staff, located in YNHH. The telephone number of the Office of Legal Affairs and Risk Management in Yale-New Haven Hospital is 688-2291.

Other Questions

What should I do if an FBI agent arrives at my office and requests information (other than health information) as part of the background check of a prospective government employee?

You should:

  • Politely ask to examine the agent’s credentials. Satisfy yourself that they are genuine.  (You may wish to have the assistance of a co-worker.)  Write down the agent’s name and phone number, or copy his or her badge or card.
  • Examine and copy the forms the agent should present, in which the prospective government employee has consented to Yale’s production of documents to the agent or to an interview.  Make sure the consent form clearly identifies the individual, has been recently signed, and otherwise appears to be genuine.
  • With the exception of health-related information, if all seems to be in order you may answer the agent’s questions and provide the agent copies of the requested documents (usually a transcript, work history, and the like).  Make a note of the documents that you have provided the agent.

If the agent does not have a signed consent form, has requested health-related information, or is seeking information for any purpose other than a background check, please direct the agent to the OGC and call the OGC at 432-4949 to alert us.

What employment opportunities are there at OGC?

OGC occasionally has openings for full-time attorneys and staff.  When available, those positions are posted with Human Resources and may be advertised on a limited basis.  The OGC may also hire undergraduates for term-time office help, law students and/or undergraduate students in the summer, or law graduates with up to two years of experience who are interested in exploring the practice of higher education law.  Inquiries should be directed to Human Resources.