The purpose of this policy is to comply with all laws and regulations related to verifying employment eligibility. As a federal contractor, Brown is an E-Verify employer. 

This policy applies to newly hired and rehired Brown faculty, staff, and student employees.

Federal law requires all employers to verify the identity and eligibility of all persons hired to work in the United States. Accordingly, Section 1 of the Form I-9 must be completed on an employee’s first working day of employment for Wages or Other Remuneration and will be required to fully complete the I-9 verification process and produce the appropriate documentation within three business days of starting work. All offers of employment are contingent upon the candidate's fulfillment of this requirement, and a failure to do so will result in termination.

As an E-Verify employer, Brown will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee’s Form I-9 to confirm work authorization. Employment eligibility verification through E-Verify will also be required for current employees who begin work on covered federal grants or contracts but were not previously entered into E-Verify. Employers must reverify an employee’s employment authorization no later than the date employment authorization expires. Employers cannot continue employing a person who does not provide proof of current employment authorization.

For the purposes of this policy, the term below has the following definition: 

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it. Additional responsibilities include:

Applicant to whom an offer of employment has been made: Offers are contingent upon compliance with I-9 regulations and completing the Form I-9 within 3 days of hire.

Human Resources Service Center: Complete the I-9 verification for faculty, staff and student employees. The authorized representative at the HR Service Center must complete Section 2 by examining original, acceptable, and unexpired documentation or an acceptable receipt the employee presents to determine if it reasonably appears to be genuine and relates to the person presenting it.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.

This policy is not a legal document. This policy does not confer a term of employment, nor is the language intended to establish a contract of employment, express or implied, between any employee and Brown University. The University reserves the right to change, amend or terminate any of its human resources policies at any time for any reason.

Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.