Summary Procedures for Complying with Immigration Reform and Control Act of 1986 - Attachment III

NONACADEMIC Appointments

Staff Human Resources Office

Applicants declaring non-citizen status on an application will be required to obtain employment clearance prior to being scheduled for Civil Service exams or being referred to employment for extra-help or learner/trainee positions. The procedure for clearance will be:

Applicants will be referred to the Office of International Faculty-Staff Affairs to obtain employment clearance, including completion of the I-9 Form and supporting documents. Applicants will be instructed to take with them all necessary documents such as passports, Visas, etc.

Office of International Faculty-Staff Affairs will be responsible for determining employment eligibility status, securing required proof of eligibility documents, and completing a clearance form for each non-citizen.

Office of International Faculty-Staff Affairs will send the original clearance form to the Staff Human Resources Office, Records Section, where it will be filed in the Payroll Clearance file. A copy of the clearance form along with a copy of the I-9 Form and supporting documents will be given to the applicant to be returned to the Placement Section of the Staff Human Resources Office.

At the Staff Human Resources Office, the applicant will present the copy of the clearance form, I-9 Form and supporting documents to a Placement Officer in order to be scheduled for an exam or to be referred to extra-help or learner/trainee positions. A copy of the form will be attached to the application.

At the time of hiring, the Placement Officer will forward to the Records Section the application, copies of the clearance form I-9 Form and supporting documents along with all other necessary hiring papers.

Before placing the employee on payroll, the Records Section will verify that a clearance form is on file and that a copy is a part of the personnel file as well as a copy of the I-9 Form and supporting documents.

When clearance forms expire, the International Faculty-Staff Affairs Office will issue new ones to Staff Human Resources Office. As a precaution, the Records Section will monitor the expiration dates to ensure that proper authorization is maintained within the Staff Human Resources Office.

Applicants declaring U.S. citizenship on an application will be advised that they must provide proof of citizenship prior to beginning work at the U of I. Such applicants will be permitted to schedule exams and be referred for job openings prior to verification of citizenship. However, only those individuals actually hired will be required to show evidence of U.S. citizenship. Once an offer of employment is made and accepted, the new employee must provide verification before the first day of work. Verification constitutes completion of the I-9 Form and submission of acceptable supporting documents. No authorization for pay can be made prior to the date the new employee actually completes, signs, and dates the verification of citizenship (I-9 Form). The procedure for obtaining verification will be:

At the time the new employee comes to the Staff Human Resources Office to sign-up for orientation, he/she must provide one of the following documents as acceptable evidence of both identity and employment eligibility:

a. U.S. passport;

b. Certificate of U.S. citizenship, INS Form N-560 or N-561;

c. Certificate of Naturalization, INS Form N-550 or N-570;

If the new employee does not have one of the above documents, he/she must provide the following:

A. Acceptable proof of identity only:

For individuals 16 years of age or older:

A state-issued driver's license or state-issued identification card containing a photograph. If the driver's license or identification card does not contain a photograph, identifying information should be included such as: name, date of birth, sex, height, color of eyes, and address;

school identification card with a photograph;

voter's registration card;

U.S. military card or draft record;

identification card issued by federal, state, or local government agencies or entities;

military dependent's identification card;

native American tribal documents;

United States Coast Guard Merchant Mariner Card;

Driver's license issued by a Canadian government authority.

For individuals under age 16 who are unable to produce a document listed in item 2(A)(1) of this section, the following documents are acceptable to establish identity only:

School record or report card;

clinical doctor or hospital record;

daycare or nursery school record.

Minors under the age of 16 who are unable to produce one of the identity documents listed in item 2(A)(1) or (2) of this section are exempt from producing and one of the following procedures are followed:

The minor's parent or legal guardian completes on the Form I-9 Section 1 "Employee Information and Verification" and in the space for the minor's signature, the parent or legal guardian writes the words, "minor under 16,"

The minor's parent or legal guardian completes on Form I-9 the "Prepare/Translator certification."

The employer or the recruiter or referrer for a fee writes in Section 2 -- "Employer Review and Verification" under List B in the space after the words Document Identification #" the words, "minor under age 16."

B. Acceptable documents to establish employment authorization only:

A social security number card other than one which has printed on its face "not valid for employment purposes;"

a Certification of Birth issued by the Department of State, Form FS-645;

a Certification of Birth Abroad issued by the Department of State, Form DS-1350;

an original or certified copy of a birth certificate issued by a State, county, or municipal authority bearing a seal;

native American tribal document;

United States Citizen Identification Card, INS Form I-197;

identification card for use of resident citizen in the United States, INS Form I-179.

If the required documents listed in items #1 and #2 above can not be provided, the following apply:

A. Applicant must present a receipt for the application of the document prior to beginning work – at the time of sign-up for orientation. The new employee will be allowed to begin work.

B. The new employee must present the required documents on or before the 21st day of work. Failure to present the document within the 21 day period will result in the termination of employment.

Once document is submitted, the documents will be physically examined and copied. An I-9 Form will then be completed by a Placement Officer or designated individual.

The acceptable documents will be attached to the other hiring papers and then forwarded to the Records Section for payroll processing. The documents will be maintained as a part of the personnel file.

Before placing the employee on payroll, the Records Section will verify that the I-9 Form has been completed and placed in the personnel file.