Form I-9 and E-Verify

  1. After the new employee accepts the job offer the hiring department can initiate the Form I-9 using the HireRight platform. The employee’s login credentials will be e-mailed to them directly via a HireRight Form I-9 Invitation.
  2.  The new employee accesses the HireRight I-9 platform using their login credentials, and completes Section 1 of the Form I-9 before or on their first day of employment.
  3. Once Section 1 is completed, the hiring department completes Section 2 of the Form I-9 within three business days of the date employment begins. If either Section 1 or 2 of the Form I-9 cannot be properly completed, then the individual is not permitted to continue working.
    • Section 1 must be completed by the 1st workday.
    • Section 2 must be done by the end of the 3rd business day after employment begins.
    • After the Form I-9 is completed, the HireRight I-9 platform automatically submits the E-Verify case. The E-Verify system checks the Department of Homeland Security (DHS) and Social Security Administration (SSA) databases to confirm the employee’s eligibility to work in the U.S. E-Verify requires the employee to have a SSN.  If an international employee completed the Form I-9 before receiving their SSN the E-Verify case will not be submitted until a SSN is entered into the HireRight I-9 platform.
  4. In the event that the E-Verify case initial result is a Tentative Non-Confirmation to work in the U.S., the employee is provided up to eight business days to contact DHS or SSA to initiate a resolution, and must be allowed to continue working. Please contact your TNC administrator if you receive this E-Verify result.
  5. If DHS or SSA issues a final Non-Confirmation to work in the U.S., then the employee is to be separated from the University.

Criminal Background Checks

  1. Units submit an electronic background check invitation using the HireRight system. Standard background checks are required for all staff and part-time new hires and rehires who have not had a background check in the previous 12 months (see IU Background Check policy, HR-02-10).
  2. HireRight creates a criminal background check report. The average time that it will take HireRight to complete the report is 1 to 3 business days.
  3. If the criminal background check reports do not result in any SSN validation issues, convictions, sex offender registry findings, or any other records the report will be assigned the “Meets Company Standards” grade automatically by HireRight.
  4. If the criminal background check report does result in any SSN validation issues, convictions, sex offender registry findings, or any other records the reports will be assigned the “Client Review Required” grade.
    1. These background checks will need to be adjudicated by the appropriate group (not the unit). The initiator receives another e-mail with the final grade once it’s been adjudicated.
      1. Staff and part-time hire background checks are adjudicated by IU HR Talent Acquisition.
      2. Academic hire background checks are adjudicated by the campus Academic Affairs office.
    2. The appropriate office works with the department during the adjudication process.
  5. Indiana University does not run background checks on minors aged 17 years or younger (see IU Employment of Minors policy, HR-02-50).
  6. Positions designated as PIC (Programs Involving Children) are also reviewed by IU Public Safety.
    1. PIC background checks are completed by the unit on applicable employees a minimum of every five (5) years.