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I-9 Policy

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?

The purpose of this form is to document that each new employee (both citizen and noncitizen) hired after November 6, 1986, is authorized 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 employment eligibility documents. 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 two central locations on campus to assist students in completing their I-9:

  1. The Payroll Office - Open Monday-Friday, 8:00 am - 4:00 pm, and
  2. The Human Resources Office - Open Monday-Friday 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 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 here.

If you have any questions, please contact one of the offices above for assistance or e-mail Dartmouth.Payroll@Dartmouth.EDU.

Last Updated: 6/8/11