1. Purpose

The purpose of this SOP is to ensure that all employees are legally authorized to work in the United States and that the school complies with all federal employment eligibility verification requirements.

2. Scope

This procedure applies to all employees of the school, including full-time, part-time, temporary, substitute, and contracted staff, regardless of position or duration of employment.

3. Policy Statement

The school is committed to complying with all federal laws regarding employment eligibility and work authorization. No individual may begin employment without completing the required employment eligibility verification process.

4. Responsibilities

Director / Authorized Administrator

  • Oversees the employment eligibility verification process

  • Ensures compliance with federal requirements

  • Maintains secure and confidential records

Employee

  • Provides accurate and valid documentation verifying identity and work authorization

  • Completes required forms within mandated timelines

5. Employment Eligibility Verification Procedure

Step 1: Conditional Offer of Employment

  • Employment offers are contingent upon the employee’s ability to verify identity and authorization to work in the United States.

Step 2: Completion of Employment Eligibility Form

  • The employee must complete the required employment eligibility verification form (e.g., Form I-9) no later than the first day of employment.

Step 3: Submission of Acceptable Documentation

  • The employee must present original, unexpired documents that establish:

    • Identity, and

    • Authorization to work in the United States

  • Copies or expired documents are not acceptable unless permitted by law.

Step 4: Employer Review and Verification

  • The Director or authorized administrator reviews the documents to ensure they appear genuine and relate to the employee.

  • The verification section of the form is completed within the legally required timeframe.

Step 5: Record Retention

  • Employment eligibility records are maintained in a secure, confidential file separate from the employee’s general personnel file.

  • Records are retained for the required period as outlined by federal regulations.

6. Reverification of Work Authorization

  • If an employee’s work authorization has an expiration date, the Director will track expiration dates and complete reverification before authorization expires.

  • Employees are responsible for providing updated documentation in a timely manner.

  • Failure to provide valid documentation may result in suspension or termination of employment.

7. Non-Discrimination Policy

  • Employment eligibility verification is conducted uniformly for all employees.

  • The school does not discriminate based on citizenship, immigration status, national origin, race, or ethnicity.

  • Employees are permitted to choose which acceptable documents to present, as allowed by law.

8. Confidentiality

  • All employment eligibility and work authorization documents are treated as confidential.

  • Access is limited to authorized personnel and regulatory agencies, as required by law.

9. Non-Compliance

Failure to comply with this SOP may result in:

  • Delay in start of employment

  • Suspension from duties

  • Termination of employment

10. Review and Updates

This SOP will be reviewed periodically and updated as necessary to remain compliant with applicable federal laws and regulations.