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USCIS Hosts I-9 Webinars For Notaries

I-9 webinar

U.S. Citizenship and Immigration Services is hosting a series of interactive, educational webinars about the Form I-9 and is specifically inviting Notaries to listen in and ask questions. The first webinar is scheduled for February 18 at 1 p.m. ET, with more scheduled through August 2016. (See below for login details and the rest of the schedule.)

In advance of the webinars, the Notary Bulletin interviewed Francine L. Hill, Acting Chief of the Outreach Branch, Verification Division of the USCIS, about the series and some of the issues Notaries encounter with Form I-9 requests.

What topics will the webinars cover?
 

The webinar platform will be a two-way discussion covering various topics including how to complete, store and retain Form I-9, Employment Eligibility Verification.

Participants will also receive an overview about E-Verify, the Internet-based system that compares information from an employee's Form I-9 to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility.

What is a Form I-9?
 

Employers are required by law to attest under penalty of perjury on Form I-9, Employment Eligibility Verification, that all of their newly hired employees are authorized to work in the U.S. by verifying their identity and employment eligibility.

Who can an employer designate as an authorized representative?
 

Employers may designate an authorized representative to complete Forms I-9 on their behalf. Authorized representatives can include personnel officers, foremen, agents and Notaries Public.

When an employer designates a Notary Public to complete its Forms I-9, the Notary Public does not act as a Notary, but must perform the same required actions with regard to completing Form I-9 as any authorized representative.

In this capacity, the Notary Public should not provide a Notary seal on Form I-9 and should indicate “authorized representative” in the title block.

What should the employer or authorized representative do to complete Form I-9?
 

The employer or its authorized representative must ensure that the employee has completed Section 1 properly and on time.

When completing Section 2, the employer or its authorized representative must physically examine each original document presented by the employee from the Lists of Acceptable Documents to determine if it reasonably appears to be genuine and relates to the employee presenting it. Reviewing or examining documents via webcam is not permissible.

The person who examines the documents must be physically present with the employee during examination of the document and must be the same person who signs Section 2. This person must record the document title, issuing authority, document number and expiration date (if any) of each document.

The employer or authorized representative must provide his or her name and title, record the employer’s business name and address, and sign and date the attestation on the same date that Section 2 is completed. The employer or its authorized representative must complete Section 2 no later than three business days after the employee’s first day of employment.

What is the goal of the Form I-9 and E-Verify webinar series?
 

Every employer is required to complete a Form I-9 for all new hires. We hope the Form I-9 webinar series will increase awareness about how Notaries should properly complete the form as authorized representatives, answer questions from the Notary Public community and give information on free resources to help employees and employers — including their authorized representatives — know their rights and responsibilities during the employment eligibility verification process.

The E-Verify webinar series will demonstrate how fast and easy it is to use E-Verify, the free service, to electronically confirm information from Form I-9. E-Verify is the best way employers can ensure a legal workforce. 

How many employers use E-Verify?
 

E-Verify is a voluntary program with over 600,000 employers representing more than 2 million hiring sites nationwide. The latest E-Verify customer satisfaction survey score continues to grow and demonstrates that our customers enjoy using the program.

What resources are available on these topics?
 

USCIS has a number of resources available to employers and their authorized representative:

Employer Hotline: (888) 464-4218

Employee Hotline: (888) 897-7781

Form I-9 E-Mail:  I-9Central@dhs.gov      

E-Verify E-Mail: E-Verify@dhs.gov

Form I-9 Website: www.uscis.gov/I-9Central

E-Verify Website: www.dhs.gov/E-Verify

How do I participate in one of the webinars?
 

Approximately 15 minutes prior to the start of a session, login to the link provided for the NNA and dial, toll free, to (866) 928-2008 and enter code 998957#.

Here is the full schedule of I-9 webinars and their subjects:

Feb 18                      1:00 ET                Form I-9

Mar 17                     12:00 ET              Form I-9

May 19                     2:00 ET                Form I-9

Jun 16                      12:00 ET               Form I-9

Aug 18                      2:00 ET                Form I-9

Participants can chat their questions during each session as questions will be addressed the last 15 minutes.

In addition, the USCIS has scheduled two, 30-minute webinars on E-Verify:

Apr 21                      1:00ET                E-Verify

Jul 21                        1:00ET                E-Verify

Michael Lewis is Managing Editor of member publications for the National Notary Association.

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24 Comments

Add your comment

Gary W. Lee

08 Feb 2016

Thank you for sharing this information. I will definitely join the webinars

ALINA GIRALDO

08 Feb 2016

Great information, looking forward to hearing the webinar.

Georgia Banks

08 Feb 2016

Thanks for such great information. I will definitely be on the webinars as I would like gain as much education as I can so I may be able to become a more knowledgeable servant. I can use this information also to expand my Notary Signing Agent business.Again thank you for all you do.

Jack Crawford

08 Feb 2016

My understanding is that California notaries are prohibited from completing an I-9 even in a non-notarial capacity (as reported in the Dec 2014 issue of The National Notary). Is that still correct?

National Notary Association

09 Feb 2016

Hi Jack. The CA Secretary of State's office still maintains that California Notaries who are not qualified and bonded as immigration consultants under the Business and Professions Code Sections 22440-22449, may not complete or make the certification on Form I-9, even in a non-notarial capacity. The Secretary’s office considers Form I-9 to be an immigration form. For additional information, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2014/08/i-9-forms-notaries-need-to-know

John Brasch

08 Feb 2016

Looking forward to this informational Webinar

Ramon N. Vallejo

08 Feb 2016

I'm a California Notary Public. The last I heard about I-9s was that we were unable to help, even as an "Authorized Agent". The CA Secretary of State office suggested we refer I-9 customers to an immigration specialist. Have things changed?

National Notary Association

09 Feb 2016

Hello. The CA Secretary of State's office still maintains that California Notaries who are not qualified and bonded as immigration consultants under the Business and Professions Code Sections 22440-22449, may not complete or make the certification on Form I-9, even in a non-notarial capacity. The Secretary’s office considers Form I-9 to be an immigration form. For additional information, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2014/08/i-9-forms-notaries-need-to-know

Valerie Preston

08 Feb 2016

At one time, the NNA frowned on the notaries participating. Have you changed your stance as I have turned down several based upon the NNA literature.

National Notary Association

09 Feb 2016

Hello. Different states have different rules regarding I-9 forms. In CA, the Secretary of State's office still maintains that California Notaries who are not qualified and bonded as immigration consultants under the Business and Professions Code Sections 22440-22449, may not complete or make the certification on Form I-9, even in a non-notarial capacity. The Secretary’s office considers Form I-9 to be an immigration form. For additional information, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2014/08/i-9-forms-notaries-need-to-know

Cheryl Casebolt

08 Feb 2016

It is my understanding that California notaries (who are not immigration specialists) are not allowed to do I-9s for someone. Has this changed?

National Notary Association

09 Feb 2016

Hi Cheryl. No, the CA Secretary of State's office still maintains that California Notaries who are not qualified and bonded as immigration consultants under the Business and Professions Code Sections 22440-22449, may not complete or make the certification on Form I-9, even in a non-notarial capacity. The Secretary’s office considers Form I-9 to be an immigration form. For additional information, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2014/08/i-9-forms-notaries-need-to-know

Llona Murphy

09 Feb 2016

Do I need to sign up ahead of time and do I need Adobe for my smart phone?

National Notary Assocation

09 Feb 2016

Hello. The instructions provided in the article include the steps needed to participate.

Erika

09 Feb 2016

In other words, this is not for California notaries! Correct?

National Notary Association

10 Feb 2016

Hello. According to the Secretary of State, a CA Notary may not may not complete or make the certification on Form I-9, even in a non-notarial capacity, unless the Notary is a registered and bonded immigration consultant

Yukita Manuel

14 Mar 2016

Can non NNA members participate

National Notary Association

14 Mar 2016

Yes, absolutely. Just use the instructions in the article to register and participate.

Beth Cornett

14 Mar 2016

this is from the Secretary of State website for Texas 1. Can I complete a Form I-9, Employment Eligibility Verification, on behalf of an employer? No. Although the United States Citizenship and Immigration Services (USCIS) would allow a notary public to fill out Form I-9 on the behalf of an employer, Texas notaries public are not provided this authority under Texas law. Therefore, if an employer requests that you complete any portion of a Form I-9 in your capacity as a notary public, you should refuse.

Kayla

29 Mar 2016

Is there a fee to join the Webinar for Non-NNA Members?

National Notary Association

30 Mar 2016

Hello. There is no charge to participate in the USCIS webinars.

Overnis Roberts

17 Apr 2016

May 19th at 2pm

Kelly

18 Aug 2016

I called in to listen to this webinar on August 18 at 2:00 EST. It was almost over. The time was incorrect!! I was not the only one that did this.

National Notary Association

22 Aug 2016

Hello. We're sorry if you had issues with the webinar. The time provided by USCIS to us for the Aug. 18 webinar was 2 p.m. Eastern Time. USCIS also has I-9 video resources available on their website that may be helpful to you at https://www.uscis.gov/i-9-central/form-i-9-webinar-demand-part-14

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