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 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.
E-Verify Site Information
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 Payroll Office. To determine if an employee is eligible for a Remote I-9, consult the Remote I-9 Decision Tool below and contact Anita Kemnitz with any questions 701.777.4890.
Complete both forms:
Employees Under 18
If the employee is a minor please complete the CHBC for Minors Form to request the CHBC.
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.
If you need a CHBC completed on an affiliate, complete the Affiliate Application and Affiliate CHBC Forms.
1) Undergraduate teaching assistant (current undergrad student teaching 1 or 2 undergraduate science lab sections (1 credit ea). These individuals are NOT listed as the “instructor of record”; the instructor of record is a faculty member or a graduate student.
ANSWER: If these individuals are considered instructional faculty or staff, they would need a CHBC. Since they are teaching, they are instructional, and would need a CHBC.
2) Same question for part-time temporary employees who are hired to teach (1 cr) introductory science laboratories. (individuals are not registered in credits or not enough credits to qualify as a student employee)
Answer: If these individuals are considered instructional faculty or staff, they would need a CHBC. Since they are teaching, they are instructional, and would need a CHBC.
3) Graduate Student moving to part-time (nonbenefitted) “instructional appointment”
Answer: Per NDUS Procedure and UND policy 3.2, CHBC’s must be done on all “New Hires”, unless the employing institution has completed one in the last nine months. The definition of “New Hires” includes – new hires, re-hires, transfers and promotions (except for faculty promotions). The situation that you describe would be a re-hire or a transfer – in either case they would need to have a CHBC completed, prior to starting their new position
Answer: The UND Policy/Procedure should be referred to first for any questions. Only departments that employ individuals know whether or not they should have a CHBC. When in doubt, we recommend that you do a CHBC. If after reading the policy/procedure, there are still questions, you may forward them to UND.humanresources@UND.edu .