Hiring Tools
I-9
As required by federal law the university is required to complete and retain a Form I-9 Employment Eligibility Verification document for all regular and temporary employees.
Completion of Form I-9 is a shared responsibility of both the employee and the university.
- Section #1 must be completed by the employee no later than the first day of employment
- Section #2 must be completed by an authorized university representative on or before the third day of employment.
- Form I-9 can be completed as soon as, but not before, a job offer has been extended and accepted.
Please remember to bring your original and unexpired document(s). You may refer to the list of Acceptable Documents, and choose one from list A or one from list B and C together.
E-Verify
E-Verify is the federal government system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify uses federal databases to rapidly validate individual identities and work eligibility from the information gathered in the Form I-9 (Employment Eligibility Verification). Federal regulations require organizations that hold contracts with the federal government to use E-Verify to verify the employment eligibility of their employees, regardless of citizenship.
The process involves a meeting between the employee and a U-M E-Verify representative. During this meeting a new Form I-9 is completed and then the employer submits information from an employee's I-9 Form to E-Verify. E-Verify compares that information to records maintained by the Social Security Administration and Department of Homeland Security to confirm if the employee is authorized to work in the United States.
Remote Hire
Per federal requirements, all University of North Dakota employees are required to complete an I-9 form in order to obtain employment. This includes those who will be working out of state or outside of reasonable travel distance to the University of North Dakota campus.
For those working outside of driving distance of the University of North Dakota, the Remote I-9 process must be initiated by the unit or department administrator. All Remote I-9 requests are managed and processed by the Office of Human Resources. To determine if an employee is eligible for a Remote I-9, consult the Remote I-9 Decision Tool below and contact Human Resources with any questions 701.777.4890.
Contact Human Resources for assistance with remote hires prior to the hire date at 701.777.4890.
Employees Under 18
If the employee is a minor please complete the CHBC for Minors Form to request the CHBC.
Direct Hires
If the employee will be hired via the direct hire process, meaning they are not part of a competitive search, you will need to complete the background check request form.
Background Check Information
University of North Dakota Human Resources conducts background checks on faculty, staff, and student employees hired for positions as indicated in this document. Background checks are verification of credentials and other information about prospective candidates for employment, current employees, affiliates, contractors, or volunteers. At UND, such verification may include any or all the following: criminal history check/national sex offender registry check, employment verification, license and/or certification verification, credit checks, and/or academic credential verification. Background checks are conducted at the expense of the Office of Human Resources.
When should I run a background check?
For the following positions, a background check is required before beginning employment:
- All benefited employees (staff and faculty), and
- Non-benefited employees, including students, affiliates, and volunteers who meet one or more of the below criteria.
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- Have access to confidential or proprietary information
- Have master keys
- Have access to cash, credit, debit, or other University financial transactions
- Are residence hall and/or apartment managers, directors, or assistants, or other housing staff
- Are childcare employees and/or employees who have unsupervised contact with minor children
- Are responsible for, or with access to, controlled substances and other drugs, explosives and/or potentially dangerous chemicals, and other substances
- Are instructional faculty and staff, including graduate teaching assistants
- Are counselors or coaches
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Background checks must be completed on new hires, rehires, and transfers from another
NDUS institution. Transfers and promotions within UND, including faculty, will also
need a background check completed if the individual has never completed a background
check for UND. Background checks must be completed every 24 months for volunteers
and temporary hires for camps and other activities that involve minors.
If you are rehiring someone that has recently left the university, or hiring a transfer
employee, please contact our Recruiting Assistant at 777.4311 to confirm if there
is an active background check on file.
How do I initiate a background check in PageUp?
Hiring Managers can initiate a background check by updating the candidate’s status to ‘Background Check – Initiated’ and then selecting the appropriate package on the next screen. After selecting the package, click ‘Move Now’. This will initiate an email to the candidate from Sterling (UND’s background check vendor). The email will be sent to the email account the candidate registered with. Once the background check is complete, the candidate’s status will update to ‘Background Check Complete – Proceed with Offer Card’ and the hiring manager will receive a confirmation email from PageUp.
How do I Submit a background check for a direct hire?
Complete the CHBC form and send it to the Recruiting Assistant (Shannon Nord).
How to submit a background check for a Courtesy appointment/Affiliate?
Complete the Affiliate form and request a background check from the Recruiting Assistant (Shannon Nord).
Affiliates
If you need a CHBC completed on an affiliate, complete the Affiliate Application and Affiliate CHBC Forms.