Home > Employment > Employment Eligibility Verification > Roles & Responsiblities

Roles & Responsibilities

Form I-9/E-Verify

Standard Users/Form I-9 Initiators

Units designate the role of a HireRight I-9 platform Standard User to individuals in the unit. These individuals must be Indiana University employees. HireRight I-9 platform Standard Users have the following responsibilities:

  • New users are required to take the Form I-9 Compliance training prior to receiving their credentials.
  • New users should review the Form I-9/E-Verify training material available on the IU Human Resources website.
  • New and existing users should attend I-9/E-Verify training classes when the classes are provided.
  • Log into the HireRight I-9 platform and initiate a new I-9 by entering basic new hire information.
  • Once the employee completes Section 1 of the I-9 complete, Standard Users must complete Section 2 of Form I-9.
  • Review the original document(s) presented by the employee that show their identity and employment authorization. The employee must be present while the document(s) are being examined.
  • The employee must stop working if Section 1 or 2 of the Form I-9 are not completed by the required deadlines.
  • The E-Verify case will be submitted automatically by the system once Section 2 of the Form I-9 is completed if the Form I-9 contains a SSN.
  • Respond to any cases which require further verification or confirmation such as a Re-Verify or Photo Match so the E-Verify case will close.
  • View E-Verify results for Confirmation or Tentative Non-Confirmation of employment eligibly, immediately notify your TNC Administrator or Academic Affairs offices respectively of an E-Verify Tentative Non-Confirmation result, and refer the employee to that office.

Human Resources and Academic Affairs

IU Human Resources and Academic Affairs have the following responsibilities:

  • Upon notice from the hiring unit or HireRight that E-Verify results indicate a Tentative Non-Confirmation to work, the respective IU HR or Academic Affairs office will ensure that the employee is informed of such Tentative Non-Confirmation, assist the employee in submitting a request to DHS or SSA for resolution, and follow-up for final disposition.
  • IU HR or Academic Affairs will notify the hiring unit:
    • To terminate the individual’s employment if the employee does not request resolution from DHS or SSA, or if after reconsideration, DHS or SSA indicates a final Non-Confirmation of eligibility to work;
    • to continue the individual’s employment if DHS or SSA responds with a Confirmation of eligibility to work; and
    • to inform the employee of the final results. HR or Academic Affairs will then close the case.

Criminal Background Check

Units have designated the role of HireRight Background Check System User to individuals in the unit. These individuals must be Indiana University employees. HireRight System Users have the following responsibilities:

  • Ensure that the individual has received, reviewed, and agreed to the University background check disclosure and consent forms.
  • Log into the HireRight system and select the appropriate criminal background check package, job location, then enter the individual’s information to e-mail the background check forms to the applicant.
  • Ensure that IU location, department, account number, position type, if it is a Programs Involving Children (PIC) position and if it is a five (5) year PIC check are correctly entered.
  • Submit/e-mail the background check to the individual.
  • The initiator of the background check order will receive an email from the HireRight system once the report has been completed.
  • Confirm the grade of the criminal background check to verify employment and/or Programs Involving Children eligibility.

Human Resources, Academic Affairs, and Public Safety

Human Resources, Academic Affairs, and Public Safety have the following responsibilities:

  • If the criminal background check report lists a SSN validation issue, and/or a records “hit” HireRight will assign a “Client Review Required” grade to the report. The respective IU HR or IU Academic Affairs office or University Public Safety will be responsible for adjudicating the report and assigning a final grade.
  • IU HR, IU Academic Affairs, or Public Safety will work with the unit and/or program to review the “Client Review Required” criminal background check report and assign the final grade.