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I-9 at Vanderbilt

Department of Homeland Security grants remote I-9 verification during COVID-19 national emergency

Employers with employees taking physical proximity precautions due to COVID-19will not be required to review the employee’s identity and employment authorization documents in the employee’s physical presence. Employers and employees must follow the following guidelines:

  1. Employee must complete Section 1 of form I-9 on or before the first day of employment.
  2. Employee must submit the Section 2 document(s) remotely via webcam, followed by secure email or directly by secure email. The HR Pre-Employment Coordinator will facilitate this process with each individual.
  3. Vanderbilt must obtain, inspect, and retain copies of the documents, within three business days of the start of employment for purposes of completing Section 2.
  4. Vanderbilt must provide written documentation of their remote onboarding and telework policy for each employee that is onboarded using remote verification.
  5. Once normal operations resume, all employees who were onboarded using remote verification, must report to their employer within three business days   for in-person verification of identity and employment eligibility documentation for Form I-9, Employment Eligibility Verification..

This process may be used for 60 days from March 20, 2020 or within 3 business days after the termination of the National Emergency, whichever comes first.

Please contact the HR Pre-Employment Coordinator at I9@vanderbilt.edu or 615.936.6381 with any questions or to complete Section 2 remotely.


 

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 an HR representative 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 Sterling Talent Solutions, 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. Once the form is submitted, you will receive a link from our vendor, Sterling Talent Solutions, 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 Human Resources at the same time as your pre-employment background check through our vendor, Sterling Talent Solutions, 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.

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

Take your original, unexpired documents to the Human Resources office on or before your first day of employment.  You can complete your I-9 any time before your start date, as long as you have accepted an offer of employment.

Human Resources
110 21st Avenue S
Nashville, TN 37203
Baker Building, 10th Floor

Monday thru Friday 8 a.m. to 5 p.m.

If you are working remotely or will not be able to complete your I-9 by your first day of employment, please contact i9@vanderbilt.edu

 

If you work remotely or will not be able to complete the I-9 within three days of your date of hire, please contact i9@vanderbilt.edu.

 

Contact

Email: i9@vanderbilt.edu

Phone: 615-936-6381