I-9 Policy (New)

For Supervisors of Students: New I-9 Policy

If you have hired a student, it is crucial that he or she complete the I-9 form. As a supervisor, it is a part of your responsibility to ask your student employees if they have completed these forms. There is a new I-9 policy regarding students that every supervisor should review.

Why does an department need to complete and have the employee complete an I-9? What happens if there is no I-9 completed?

• I-9's must be completed per federal regulations governing immigration. This form confirms a Foreign National's right to be in the United States and the right to hold a job. It also confirms whether an employee is a citizen, holds a green card or the type of Visa. Different types of Visa's allow for different employment rights or no right to work in the United States.
• If the department does not complete an I-9 the employee will be terminated and not allowed to work until such time as an I-9 is completed. This applies to all hires, regular, temp, interns, students, etc. even if you know that the employee is a citizen or has the right to work.
• Dartmouth College may be assessed severe financial penalties if we do not have accurate immigration records. And, the administrators responsible for oversight of this process may be arrested and imprisoned.
• Foreign nationals who work without authorization to do so are subject to deportation, arrest, and imprisonment.

Where should I send the I-9?

There are three central locations on campus to assist them in completing this:
 1. The Student Employment Office (downstairs in Thayer Dining Hall) - Open Mon-Fri 8:00 am - 4:30 pm,
 2. The Payroll Office - Open Mon-Fri 8:00 am - 4:00 pm, and
 3. The Human Resources Office - - Open Mon-Fri 8:00 am - 5:00 pm, (both of which are located at 7 Lebanon Street, across from The Hop in the same building as Talbots.)

New Policy:

If students fail to complete the I-9 in a timely manner (within three days of the first day of work), their check will be held at EIS/Payroll office and it will be distributed it to them when they come in to complete the I-9.

If after the subsequent payroll, the student(s) still have not completed their I-9, the College will not allow them to continue working until they comply with this federal regulation. If the student has direct deposit, the direct deposit will be terminated.

As a supervisor, it is a part of your responsibility to ask your student employees if they have completed these forms. Please address it  as soon as possible with your student(s) before a student is unable to work due to non-compliance.

This represents a policy change from years past, and it is important that students make every effort to comply. To understand what ORIGINAL documentation must be brought with them when they complete the I-9, you may review the materials at the following site: http://www.uscis.gov/files/form/I-9.pdf

If you have any questions, please contact one of the offices above for assistance or e-mail Employee.Information.Services@Dartmouth.edu or Todd Kilburn, SEO Manager.