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People Experience
  2. I-9
  3. I-9 at Vanderbilt

I-9 at Vanderbilt

Also see:   I-9 FAQs   |   Who to Contact   |   Privacy/Notices

To comply with the Immigration Reform and Control Act of 1986, Vanderbilt is required to verify the identity and employment eligibility of new employees or employees assigned to a covered federal contract.

All employees at Vanderbilt University are required to complete Federal Form I-9 on or before their first day of employment. Completion of the I-9 form is an easy two-step process that involves providing basic, personal information, online through a secure web form and presenting original documents, confirming your identity and employment eligibility, in person to the People Solutions Desk to complete the process.  

New Employees: How to Complete an I-9

1
  • Staff: After accepting an offer of employment you will receive information via email on how to complete your new employee onboarding tasks online. This provides basic personal information that will initiate an email from HireRight, the University’s I-9 and background check vendor, with instructions for completing section 1 of your I-9.  You must complete section 1 of federal form I-9 online prior to your first day of employment.
  • Students: Please complete the online web form by clicking here (Form updated August 2024). Once the form is submitted, you will receive a link from our vendor, HireRight, to complete section 1 online. If you do not receive the link within 2 business days, please contact i9@vanderbilt.edu. You must complete section 1 of federal form I-9 online prior to your first day of employment.  
  • Faculty/Post-Doctoral Fellow: The I-9 process will be initiated by People Experience at the same time as your pre-employment background check through our vendor, HireRight, and you will receive instructions from them via email. You must complete section 1 of federal form I-9 online prior to your first day of employment.
  • Vanderbilt PE Partners : If you are interested in submitting a list of 10 or more newly hired student workers, faculty members, and/or post-doctoral fellows for I-9 and background processing, use this template and email the completed spreadsheet to PEBC@vanderbilt.edu . Please do not change the Business ID in the template.

If you do not receive the email, or if you have difficulty accessing the link, please email i9@vanderbilt.edu.
2

Gather documentation that establishes your identity and employment authorization. See a list of acceptable documents.
3

After completion of Section 1, you will receive an email from our vendor, HireRight, notifying you of the Section 1 completion and the instructions on how to complete Section 2 of your I-9 with your gathered documents. While you must complete Section 2 within 3 business days of your start date, we encourage you to complete this prior to your start date to allow for the smoothest transition into the university. Here is how to complete the I-9:

  • Verifying in Person at the People Solutions Desk
    • Bring with you the physical documents identified in step 2 above
    • I-9 Operating Hours: Monday – Friday from 8:30 A.M. - 11:45 A.M. (CT) and 1:00 P.M. - 3:45 P.M. (CT) 
    • Address: 110 21st Avenue South, Suite 1000 (10th Floor), Nashville, TN 37203
    • Parking: Free parking is available in the Baker Building garage between the 2nd and 3rd floors in spaces designated for visitor parking 
  • Remotely with a Vanderbilt Representative (out of area only)
    • If you live out of the area and are not on campus, you can verify your physical documents through a video conference platform with an I-9 / People Solutions Desk team member. Please send the day(s) and time(s) you are available to I9@vanderbilt.edu, and we will reach out to you to schedule a time.

 

Contact

Email: i9@vanderbilt.edu