Hiring Officials: Pre-Employment Screenings and I-9 Process Essentials
What You Need to Know:
In 2006, the Kentucky legislature passed House Bill 3, requiring state postsecondary institutions to conduct pre-employment national background checks on all prospective regular full-time, regular part-time, temporary and student employees hired. Additionally, UK requires prospective employees in UK HealthCare areas to complete a successful pre-employment drug screening.
All new employees are required to complete the federal I-9 form, which includes specific documentation. The I-9 process establishes both identity and employment eligibility. University of Kentucky employees involved with certain federal contracts (containing the E-Verify Clause) are required to also certify identity and employment eligibility through separate a web-based system. Details below ».
Pre-Employment Screening Requirements by Area/Position
Pre-Employment National Background Check (PNBC)
Actual components of the background check process will be determined by job type.
- Social Security number trace - Results will include name, all known aliases, and all addresses associated with the social security number as listed on the credit report.
- Criminal felony and misdemeanor history - A search of municipal & superior courts within identified/specified counties. The date for criminal records is based on the date of last court control. As a best practice, our vendor has opted to omit the following dispositions when reporting criminal records: acquitted, not guilty, expunged and juvenile cases (if sentence is completed prior to applicant turning 18 years of age).
- National Sex Offender Registry - Performed in the current residence of the candidate, this check will return name, aliases, address, date of birth, height/weight/description, convictions, sentences, and other pertinent information.
- Health care sanction and prohibited parties - Identifies sanctioned individuals and entities in the healthcare field. Reprimands, probations, suspensions/revocations of provider licenses, cease-and-desist orders, exclusions for failure to pay students loans, DEA violations, professional misconduct charges and disciplinary actions by federal agencies as well as certification and licensing agencies in all 50 states.
A la carte checks may be requested on items such as employment verification, education verification, professional credentials and professional licensure.
Pre-Employment Drug Screen (PDS)
The University's pre-employment drug screening requirement for UK HealthCare areas protects our campus, reduces legal exposure relating to negligent hiring and helps align efforts with the the University's Drug-Free Policy.
A prospective regular employee or a new HR Temporary Employment employee is given the PDS screen after a job offer has been; the job offer is contingent on the successful completion of the PDS process. In many cases, employees in central Kentucky will need to pick up screening-related paperwork from our Pre-Employment Screening Office.
Who must complete an I-9?
- All new UK employees (regular, temporary, and student).
- Any former UK employee (United States citizens only) returning to the University after 1 year.
- Non-citizens of the United States who return to employment with the University after any period of separation.
- UK retirees returning to UK in a post- retirement appointment or in any other UK paid capacity (e.g. Through an HR Temporary Employment assignment).
- Individuals beginning a Fellowship assignment.
Acceptable I-9 Document Lists
Employees must provide documentation that establishes both identity AND employment eligibility by including either:
- One document from:
List A - Documents that establish both identity and employment eligibility
- One document each from:
List B - Documents that establish identity
and List C - Documents that establish employment eligibility
List A: Documents that Establish Both Identity and Employment Authorization
- Unexpired U.S. Passport
- Permanent Resident Card OR Alien Registration Receipt Card with photograph (INS Form I-551)
- Unexpired foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine readable immigrant visa
- Unexpired Employment Authorization Document that contains a photograph (Form I-766)
- In the case of a nonimmigrant alien authorized to work for a specific employer incident status, an unexpired foreign passport with Form I-94 or Form I-94A bearing the same name as the passport and containing an endorsement of the alien's nonimmigrant status, as long as the period of endorsement has not yet expired and the proposed employment is not in conflict with any restrictions or limitations identified on the form
- Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI
List B: Documents that establish identity
- Unexpired driver's license or ID card issued by a state or outlying possession of the United States provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
- Unexpired ID card issued by federal, state, or local government agencies or entities, provided it contains a photograph or information such as name, date of birth, gender, height, eye color, and address
- School ID card with a photograph
- US Military card or draft record
- Military dependent's ID card
- US Cost Guard Merchant Mariner Card
- Unexpired driver's license issued by a Canadian government authority
*Note: for persons under age 18 who are unable to present a document listed above one of the following is required:
- School record or report card
- Clinic, doctor or hospital record
- Day-care or nursery school record
List C: Documents that establish employment eligibility
- Social Security Account Number card other than one that specifies on the face that the issuance of the card does not authorize employment in the United States (card must NOT be laminated)
NOTE: The University cannot accept a metal, plastic, or a blue laminated Social Security card.
- Certification of Birth abroad issued by the Department of State (Form FS-545)
- Certification or Report of Birth issued by the Department of State (Form DS-1350)
- Original or certified copy of birth certificate issued by a State, county, municipal authority, or territory of the United States bearing an official seal
- Native American tribal document
- US Citizen ID Card (INS Form I-197)
- Identification Card for use of Resident Citizen in the United States (INS Form I-179)
- Unexpired employment authorization document issued by the Department of homeland Security
Download copy of New Hires E-Verify Chart (PDF)
Download copy of Current Employees E-Verify Chart (PDF)