I-9 sign up for new graduate student employees
Who needs to have an I-9 completed? All new incoming graduate students that will be employed (TA/RA/GA). Also, any returning graduate students that weren’t employed last semester but now will be. If they were on fellowship last semester that doesn’t count as employment, so they will need an I-9. Review this list of acceptable and unexpired documents students need to bring to appointments.

Departmental times for I-9 sign up are still available the week before classes start. Please email CLAS Graduate Affairs Manager Erika Christiansen for availability. You can also let your graduate students know that they can sign up for individual I-9 appointments earlier in the month of August if they’re on campus. Right now, the links below only allow the individual to choose a time a few days out. The HR team plans to open calendar availability, via those links, at the beginning of August.

Federal law requires an I-9 form (employment eligibility verification) be completed at the beginning of new employment. With an appointment start date of August 20, 2025, the deadline to complete the I-9 process is end of business day on August 25, 2025.

There are two parts to the I-9 form process. Part 1 the employee completes online either on or before the first day of employment. Part 2 the employer completes with the employee within 3 business days following the first day of employment.

Please follow the instructions below for this two-step process.

Step 1: Go to the online I-9 website and enter the required personal information. There will be a prompt to select a location. Select the appropriate department in the dropdown menu (all CLAS departments begin with 11). There is also an option to select "I don’t know my location."

Step 2: Meet with an authorized staff member in person to verify the identification document(s) so they can submit the I-9 form. Here is the list of acceptable documentation to choose from to bring to the I-9 appointment. International F-1 students will need to show their passport and I-20 document.

Please use the links below to schedule a brief meeting (usually less than 5 minutes) with one of the CLAS HR representatives in 21 Schaeffer Hall. The office is on the north side of the building on the basement/ground level.

Merry Aamodt: https://calendly.com/aamodt/i-9-appointment
Nancy McCallister: https://calendly.com/mccallistern

We encourage new graduate students to complete this at their earliest convenience. For more information about the I-9 process, please review the University I-9 Information website. If you have any questions, please email the CLAS HR team.