It is the intent of the College to employ only those individuals entitled to work in the United States in accordance with federal and state laws and regulations.  In complying with the Immigration Reform and Control Act of 1986 (IRCA) it is against ACC policy to discriminate based on an individual’s national origin, citizenship or intent to become a U.S. citizen.

 

Responsibilities

 

1.     Supervisors of hourly and adjunct faculty are expected to examine documents and complete the employer portion (Section 2) of the I-9 form in ink.

 

2.      The Office of Human Resources is responsible for examining documents for new staffing table employees.

 

3.     For all employees, Section 2 must be completed by examining evidence of identity and employment eligibility.  The document title, issuing authority, document number, expiration date (if any) and the date employment begins must be verified and recorded on the form.

 

4.     The Office of Human Resources will review I-9’s submitted and ensure these documents are in compliance.

 

5.     The AVP of Human Resources is responsible for ensuring that all employees are hired in accordance with ACC policy and federal regulations.  The AVP of Human Resources may authorize immediate termination for non-compliance on any hiring issue.

 

Procedures

 

1.    All new employees, including former ACC employees that are returning to ACC after one (1) year’s absence, will be required to provide proof of work eligibility and identification and to complete the I-9 form regardless of when termination from ACC occurred. 

 

2.    All employees will be required to present proof of work eligibility and identification and complete the employee portion of the I-9 form in ink. 

 

3.     For staffing table employees, an Employment Eligibility Verification (I-9) form must be completed prior to or on the first scheduled work

       day.

 

4.    For all other hires (i.e., faculty, hourly, etc.), the hiring supervisor must ensure that the forms are completed within three (3) business days

        of the date employment begins.

 

5.     If the I-9 form is not completed within the required time the employee may be subject to immediate dismissal for non-compliance with a

       federal regulation.  The AVP of Human Resources may authorize termination for non-compliance or subsequent review of necessary

       documentation.

 

6.    The hiring supervisor shall provide the instructions and the form to the employee for completion.  The employee should complete Section 1.

 

7.     The hiring supervisor, Department Chair, or designated employee must complete Section 2 by physically examining the evidence of identity and employment eligibility.

 

8.      The hiring department must record the following:

 

• Document title

• Issuing authority

• Document number

• Expiration date

• Date employment begins

 

9.      The form must be completed in ink, signed and dated.

 

10.    The I-9 form may be reproduced provided both sides are copied.

 

11.     All offers of employment will be made with the condition that proof of work eligibility and identification can be provided.

 

12.     I-9 forms will be retained in the employee’s personnel file for 5 years after the date of termination.

 

13.    If there is some question regarding the authenticity of a document, the document should be retained and the HR Records Supervisor contacted immediately.

 

SUPERVISOR'S CHECKLIST FOR AUTHENTICATING DOCUMENTS

 

If the answer to any one of the following questions is "yes" then the document may be a forgery.  (check carefully)

 

YES	NO
		1.  Does it appear to be a photocopy?
		2.  Is it or the wording blurred?
		3.  Does the size of the lettering vary?  Within the same words?  Within the same phrases?
		4.  Does the style of the lettering vary?  Within the same words?  Within the same phrases?
		5.  Is the style of printing correct?  (e.g., block versus script)
		6.  Is there a photo?  Does it look like the person?  Do photos on different documents look like the same person?      (Answer should be "yes")
		7.  Does the document look different than the documents you have examined previously which you know to be       authentic?
		8.  Are there any stray marks or lines on the document, indicating that a portion  may have been covered up in the process      of photocopying?
		9.  Are there any misspelled words?
		10. Are there any wrong colors or shades of colors?
		11. Is the document worn in abnormal places rather than worn normally, indicating       that the documents have been artificially made to appear old?
		12. Is there any uneven fading to indicate that the document has been artificially made to appear old?
		13. Are the titles and headings incorrect?  Or is the document one obtainable from mail order catalogues which appear       genuine, but use slightly different titles or headings to avoid violating state forgery laws?
		14.  Is the size correct?  (e.g., 2.5 inches long versus the standard 3 inches long)
		15.  Are there any errors in the state seal?
		16. Are the number of letters or numbers in the document number incorrect?   (e.g., the genuine document combines three       numbers and two letters and this document combines one number and four letters)
		17. Is the expiration date correct?  (e.g., your state driver's license expires on the individual's birth date and the driver's       license handed to you expires on another)
		18. Has the document expired?  (may use an expired passport)
		19. Is the seal raised?
		20. Is some lettering raised while other portions in the same line are not?
		21. Is the photograph raised higher than other portions of the document, indicating that the photograph has been placed      over someone else's and then laminated.
		22. Is the document recently laminated, indicating that a portion of it has been covered up with a different photograph or      other information and then laminated?
		23. Is the document recently laminated, indicating that a portion has been altered?
		24. Is the document an out-of-state driver's license that the person may believe you will not recognize as a forgery?