1. Slide 1 FastFacts Feature Presentation October 14, 2009 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code: 182500

2. Slide 2 Todays Topic Well be taking a look at… Form I-9 and E-Verification Processes

3. Slide 3 Todays Presenter Patricia Day Senior Director of Employee and Labor Relations Robbie Jordan TALX I-9 eXpress Implementation Manager

4. Slide 4 Session Segments Presentation Patricia and Robbie will address Form I-9 and E-Verification Processes. During Patricia and Robbies presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Patricia and Robbie will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Slide 7 Welcome Where we are Where we are going and why Form I-9 and E-Verification overviews Demonstration Tips Coming attractions

8. Slide 8 Form I-9 Review

9. Slide 9 Purpose Verify identity and employment eligibility

10. Slide 10 Who Can Work? Citizens Nationals of the United States Lawful permanent residents Authorized aliens

11. Slide 11 Who Must Complete I-9? Everyone hired after November 6, 1986 Employees -- Section 1 Employer -- Section 2

12. Slide 12 When Must I-9 Be Completed? Employee completes at time of hire Section 2 -- Three business days of first day of work for pay Exception -- Employee works fewer than three days

13. Slide 13 Prepare/Translator Assistance provided

14. Slide 14 Social Security Number Required Section 1 University assigned number (do not insert)

15. Slide 15 Documents Original (identity and employment authorization) Unexpired List B -- only documents with photo

16. Slide 16 Lost, Stolen, or Damaged Documents Receipt (not accepted for employment less than three days) Present within three days of work for pay Not acceptable -- applied for initial employment authorization or application for an extension Receipt valid 90 days

17. Slide 17 Minors Minor -- unable to provide document from list A or list B with photo Parent or guardian Preparer

18. Slide 18 Reverification Non-U.S. citizen Employment authorization expired Complete new I-9 Prior to expiration

19. Slide 19 Rehired Employees Complete new I-9 Section 1 – employee Section 2 - employer

20. Slide 20 Records Management TALX Copies of documents

21. Slide 21 Unlawful Discrimination Citizenship or immigration status discrimination National origin Document practices Retaliation

22. Slide 22 Penalties Hiring or continuing to employ authorized aliens Failing to comply with Form I-9 requirements

23. Slide 23 E-Verification Overview

24. Slide 24 E-Verify System Internet-based system Operated by Department of Homeland Security Partner Social Security Administration

25. Slide 25 Privacy Protected E-Verify involves individuals personal information Responsible for ensuring information is safeguarded Responsible for ensuring only used to e-verify Failure to comply with laws and regulations can result in criminal penalties

26. Slide 26 Getting Started Complete Form I-9 Social Security Number If employee selects a document from list B –- it must bear a photograph E-Verify must be submitted no later than the third business day after start to work for pay Review information for accuracy before you continue Cannot use e-verify to discriminate Cannot use e-verify to prescreen applicants

27. Slide 27 Results: Confirmation Information matches will receive results promptly

28. Slide 28 Results: Non-Confirmation Tentative Non-Confirmation (TNC) -- notice must be given to employee (next step covered in TALX presentation) TNC means SSA and/or DHS could not confirm employees personal information matches records Employee must be notify as soon as possible to provide the opportunity to contest TNC and resolve

29. Slide 29 Contest Non-Confirmation Employee will be given referral letter Employee must visit SSA office within eight federal government workdays to resolve Employee must contact DHS by phone within eight federal government workdays of referral to resolve

30. Slide 30 Documents Cannot require document to be presented Documents should not be copied

31. Slide 31 Posters E-Verification participation poster Right to Work poster English and Spanish

32. Slide 32 Presentation/Demonstration

33. Slide 33 Tips Date of hire cannot be a future date No Social Security Number issued by the University Review all information before click continue Non-confirmation; consult Human Resources Technical non-confirmation not contested Final non-confirmation

34. Slide 34 Coming Attractions Instructions to acces the TALX system – employee and you Training session for everyone authorized to complete an I-9 for a non-U.S. citizen Direction for completing Form I-9 and E-verify when employee is not on site JHU I-9 User Guide Information on the HR homepage I-9 users FAQ Go-live November 15, 2009

35. Slide 35 Important things to remember Section 1 – Must be completed by employee at time of hire Section 2 – Must be completed by employer within 3 days of starting work Do not use university-issued SSN Do not use the process to screen potential employees Do not copy documents Cannot discriminate based on: National Origin Immigration Stats After a non-confirmation, consult human resources.

36. Slide 36 Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

37. Slide 37 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

38. Slide 38 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!