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Completing Your I-9

 

In Person I-9 Processing

If you are local to Evanston or Chicago, you should bring your documents in person to our Evanston office. Please ensure you have completed Section 1 of your I-9 prior to arriving; Northwestern staff will serve as your agent and complete Section 2.  If coming in person, you do not need to locate an agent nor set up a time via the online system.

Location

Office of Human Resources
1800 Sherman Avenue, 1st Floor
Evanston

Hours

Monday-Friday
8:30am-5:00pm
No appointment necessary.

Required Documents

 

Remote I-9 Processing

 On 03/20/2020, the United States Department of Homeland Security, U.S. Citizenship and Immigration Services (USCIS), announced flexibility in requirements related to Form I-9 compliance. The full announcement is found on the U.S. Immigration and Customs Enforcement website.

While the University is not permitting video-based or scanned submission of I-9 documentation at this time – Sections 2 and 3 still require in-person document review - the scope of those individuals who are authorized to serve as Section 2 and Section 3 in-person reviewers is being expanded to include non-traditional agents such as the new hire’s family members, friends or roommates who are 18 years of age and older.

  • If the new hire cannot or prefers not to utilize such an agent to complete the I-9 process, the employee may not begin work.
  • I-9 Section 2 completion is required before paperwork for temporary workers or those receiving special pay can be submitted, and by the third date of employment for staff and faculty.
  • Working from abroad: Consistent with existing University policy, employees residing outside of the United States are not permitted to start working for the University, absent prior approval from central Human Resources.  If an employee on your team already resides in and works from a location outside of the United States, you must contact central Human Resources to review the arrangement.  If an employee on your team is currently abroad, but they typically reside and work in the United States (and are authorized to do so), they may continue working while abroad on a temporary basis.    

 

1. Traditional remote agents are still a valid option

If your employee has identified a traditional agent – such as another university, notary public or bank – that is a valid option; these agents are still authorized to complete Section 2, and the process is simpler than for agents who are friends and family.

Please send the agent’s name and email to i9help@northwestern.edu. Our team will set up access in our web-based I-9 system and send them log-in credentials. Agents must use the online system; no paper forms are accepted.

  • Note: No video conferences allowed - Some notaries public, including Illinois, have moved to video verification during this time. Northwestern guidelines do not allow us to use remote notaries for Section 2 processing, however. When locating a notary, please ensure that they are available to meet in person.
  • Note: No paper Forms I-9 may be used. Agents must attest and upload appropriate documents in the online system.
  • Please also note that notary fees, if charged, are not reimbursable by Northwestern.

 

2. I am a regular staff new hire or sourced temp (U.S. Citizens or Permanent Residents only) who would like to complete Section 2 with friends/family

Regular staff and sourced temp new hires who are citizens or permanent residents of the United States will receive direction about I-9 completion from Talent Acquisition at the time of offer. Neither the employee nor the unit will need to reach out to Human Resources to initiate a request in these cases; Your Talent Acquisition Partner will be in touch.

3. I am faculty, research staff, a direct or student temp, a Foreign National, or a rehired employee (whose I-9 has expired) who would like to complete Section 2 or Section 3 (reverification/extension) with friends/family

Those who are not regular staff new hires or sourced temps will initiate the I-9 process by completing the instructions below. After you complete the steps below, our office will contact you with further information.

Complete: Complete Form I-9 Section 1 online as soon as possible. (If you are reverifying or completing Section 3, this step is not required.)

  1. https://www.northwestern.edu/hr/documents/workessentials/e-verifynewemployeequicksheet.pdf

Upload: Upload scans or clear photos of your documents via our encrypted online upload. You must have your original documents with you – no scans permitted – and they must be from the Lists of Acceptable documents: https://www.northwestern.edu/hr/documents/work-essentials/i9documents.pdf

  1. U.S. Passport: Both the Passport ID page and the Passport barcode page are required
  2. Foreign Nationals: Also provide: 
    1. Your FNIS Request Form (required only for new I-9s/Section 2, not for reverifying I-9s/Section 3):  https://www.northwestern.edu/hr/documents/work-essentials/fnisrequestform.pdf
    2. Additional documents: https://www.uscis.gov/i-9-central/acceptable-documents/additional-documentation-requirements
  3. Having trouble?
    1. When uploading your and your agent’s documents, attachments must be 4 MB each or less. 
    2. If you do not see purple headers/banners on the page - the text looks off - please clear the browser’s cache before uploading. You may also try a different browser.
    3. If you are on a Mac, and using Safari, we suggest Chrome or Firefox instead.
    4. If all else fails, a private window (such as Incognito mode on Chrome) is usually successful.
  4. After uploading you will receive an email with further instructions on uploading your agent's ID and proposing meeting times.

Identify: Identify a person to be your remote agent.

  1. The agent is someone with whom you can meet in person who is 18 years of age or older. The agent does not need to be a U.S. citizen. The agent may be a friend, colleague or neighbor, or may be related to you (spouse, parent, sibling, child 18 and over). You must be able to schedule time to be present in the same physical space – same room - with this person so that they can view your original, paper documents. 
  2. The agent will view your original paper documents and enter that information into Northwestern’s online I-9 Service Center. While doing this they will attest to the Department of Homeland Security that your documents appeared genuine and appeared to be related to you (that they are your original documents).
  3. The agent will be asked to provide Northwestern their name, email, and a copy of their government-issued photo ID (such as a driver’s license or passport).
  4. You or your agent must have the technology to participate in a video conference and upload documents via a website.

If you have any questions regarding the I-9 process, please feel free to email the Office of Human Resources at I9 Help.