Changes in Hiring Process Begin Aug. 6
New employment eligibility verification process creates greater efficiency, ensures compliance
After several months of review and discussion with departments, Duke plans to launch on Aug. 6 a new electronic process for employment eligibility verification intended to increase efficiency and ensure compliance with new federal and state regulations.
Currently, newly hired employees must complete a paper Form I-9 and provide the hiring department with identification to verify their eligibility for employment.
Read More"The new electronic form will mirror the same process but allow for improved accuracy, greater efficiency, reduced risk and consolidation of multiple employment processes, including a required criminal background check and newly mandated E-verify process," said Bill Marchese, director for the Human Resources Information Center.
As part of the new process, an email to the new hire will be generated automatically by Duke's applicant tracking system once the status has been updated to indicate a verbal offer has been made. This kicks off an email with instructions for the new hire to complete the electronic criminal background check.
Once the background check clears, typically from two to 10 days, the department will be notified to update the applicant tracking system status to indicate the person will be hired; then the remaining steps can proceed.
At this point, the new hire and hiring manager receive an email to complete their respective sections of the I-9 form online. Both the I-9 and criminal background check must be successfully completed before a new hire can begin employment at Duke.
The information from the I-9 form will also be used for E-verify, an electronic program audited by the U.S. Department of Homeland Security to verify an individual's status to work in the United States.
"New hires can begin employment before their E-verify status has been confirmed, but action must be taken on any issues that come up through this process within eight business days," Marchese said. "Ninty-four percent of employees pass immediately, and most of the issues that do come up are clerical in nature or an oversight, such as not changing a name after marriage."
A video presentation has been developed as an overview of the upcoming changes in employment verification. More details are available through classroom training in July and August to help those supporting the hiring process in their departments understand and adapt to the changes.