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Home > Employment > Employment Eligibility Verification > Roles & Responsiblities

Roles & Responsibilities

Form I-9/E-Verify

Personnel Approvers and Fiscal Approvers and their Designees

Units have designated the role of Personnel Approvers and/or Fiscal Approvers to individuals in the unit. These individuals or their designees have the following responsibilities:

  • Log into the GIS and enter basic new hire information, if emailing the credentials, GIS will invite the new employee to complete Section 1 of Form I-9.
  • Complete Section 2 of Form I-9 (E-Verify automatically runs after Section 2 is completed).
  • Stop employee from working if Section 1 or 2 of Form I-9 is not timely completed.
  • View E-Verify results for Confirmation or Tentative Non-Confirmation of employment eligibly, immediately notify Human Resources or Academic Affairs offices respectively of an E-Verify Tentative Non-Confirmation result, and refer the employee to that office.
  • Close cases in which eligibility to work has been confirmed and inform the employee (anticipated to be the vast majority of the cases).

Human Resources and Academic Affairs

Human Resources and Academic Affairs have the following responsibilities:

  • Upon notice from the hiring unit or GIS that E-Verify results indicate a Tentative Non-Confirmation to work, the respective HR or Academic Affairs office will ensure that the employee is informed of such Tentative Non-Confirmation, assist the employee in submitting a request to DHS or SSA for resolution, and follow-up for final disposition.
  • HR or Academic Affairs will notify the hiring unit:
    • To terminate the individual’s employment if the employee does not request resolution from DHS or SSA, or if after reconsideration, DHS or SSA indicates a final Non-Confirmation of eligibility to work;
    • to continue the individual’s employment if DHS or SSA responds with a Confirmation of eligibility to work; and
    • to inform the employee of the final results. HR or Academic Affairs will then close the case.

Criminal Background Check

Personnel Approvers and Fiscal Approvers and their Designees

Units have designated the role of Personnel Approvers and/or Fiscal Approvers to individuals in the unit. These individuals or their designees have the following responsibilities:

  • Ensure that the individual has received, reviewed, and agreed to the University background check consent.
  • Log into the GIS and select the appropriate criminal background check package, work state, then enter the individual’s identification and address information.
  • Review the order confirmation and then submit the criminal background check order.
  • The initiator of the background check order will receive an email from GIS once the report has been completed.
  • Confirm the results of the criminal background check to verify employment and/or Programs Involving Children eligibility.

Human Resources, Academic Affairs, and Public Safety

Human Resources, Academic Affairs, and Public Safety have the following responsibilities:

  • If the criminal background check report lists a SSN issue, criminal conviction, and/or sex offender registry GIS will assign a “pending” grade to the report.   The respective HR or Academic Affairs office or University Public Safety will be responsible for adjudicating the report and assigning a final grade. 
  • HR, Academic Affairs, or Public Safety will work with the unit and/or program to review the “pending” criminal background check report, and assign the final grade.
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Page updated: February 2014
UNIVERSITY HUMAN RESOURCES
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Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation or identity, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University’s Notice of Non-Discrimination here which includes contact information.

The Annual Security Reports, containing policy statements and crime statistics for Indiana University campuses, are available through Public Safety and the IU Police Department web sites at protect.iu.edu/police-safety/annual-reports/index.html.  A paper copy will be provided upon request from Public Safety at .