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New Hire Paperwork Guide

After you have been hired as a librarian, staff member, student worker or temporary worker, you will be required to complete some paperwork. Learn more about required documents below.

Required paperwork: 

All forms (Personal Data Form, Tax forms, Direct Deposit, E-Verify) are completed in Human Resources on first day of work.

Students and Temporary Student Employees

Step 1: Complete paperwork in Library Organizational Development/Personnel Office:

  • Personal Data Form is completed in Library Organizational Development Office on or at least three days before the first day of work.
  • I-9 (E-Verify) verification process is to be completed in Library Organizational Development Office on or at least three days before the first day of work.
    • Acceptable documentation to complete Section 2 of E-Verify.
    • You will need to bring original documentation (copies, fax and scanned documents are not accepted) to complete employment verification.

Step 2: Complete paperwork prior to your start date:

Step 3: Work/Study forms, if applicable:

  • Work/Study Authorization Form is completed in the Library Personnel Office. (Required for all Work/Study students, including continuing students.)
  • Request for Two Jobs Form is required only for students pursuing a second Work/Study position.


Post Hire Instructions

  • DCFS Attestation
    • Log into myHR and click on “Attestations." There you will be able to read the documentation and attest.
    • If you are unable to do so, use the printable form. This form must be completed and turned into the Library Organizational Development/Personnel Office.
  • Review the Temp Staff Handbook

Non-Students

Step 1: Complete paperwork in Library Organizational Development/Personnel Office:

  • Personal Data Form is completed in Library Organizational Development Office on or at least three days before the first day of work.
  • I-9 (E-Verify) verification process is to be completed in Library Organizational Development Office on or at least three days before the first day of work.
    • Acceptable documentation to complete Section 2 of E-Verify.
    • You will need to bring original documentation (copies, fax and scanned documents are not accepted) to complete employment verification.

Step 2: Complete paperwork prior to your start date:

Step 3: Complete your Background Check

  • After submitting the above forms to Library Organizational Development/Personnel Office, you will receive an email from Sterling Talent Solutions (noreply@sterlingts.com). Please complete as quickly as possible, the link in the email is only active for seven (7) days.
  • If you do not receive the email, please confirm it is not in your Junk or Spam Folder.

Step 4: Confirmation of Booking

  • Once you have completed all the above steps a Confirmation of Booking will be sent to your personal email. Please sign and email to DirectTemps@northwestern.edu


Post Hire Instructions

  • DCFS Attestation
    • Log into myHR and click on “Attestations." There you will be able to read the documentation and attest.
    • If you are unable to do so, use the printable form. This form must be completed and turned into the Library Organizational Development/Personnel Office.
  • Review the Temp Staff Handbook
  • NetID
    • Each department has a NetID coordinator, once your paperwork is processed, you will receive communications from the Library NetID coordinator in regards to your NetID
    • The NetID allows you to log into myHR, view your paycheck, and complete the necessary DCFS attestation.
    • Visit the Northwestern HR website for assistance with your NetID

Continuing/Returning/Transferring Applicants

Complete the Continuing/Returning/Transferring Application if you have worked in the library within the past 3-5 months.

If you have any questions regarding the hiring process, please feel free to contact the Library Organizational Development/Personnel by email at library-personnel@northwestern.edu or by phone at 847-491-7668.

Step 1: Paperwork to complete in Library Organizational Development/Personnel Office:

  • Personal Data Form is completed in Library Organizational Development Office on or at least three days before the first day of work.
  • I-9 (E-Verify) verification process is to be completed in Library Organizational Development Office on or at least three days before the first day of work.
    • Acceptable documentation to complete Section 2 of E-Verify.
    • Other documents needed in addition to passport and I-94 or I-94A
      • F-1 Visa Holder I-20
      • J-1 Visa Holder BS-2019
      • H-1B Visa Holder I-797A (includes other statuses)

Step 2: Paperwork to complete prior to start date:

Step 3: Foreign National Information System (FNIS)

  • Please complete the Foreign National Information System (FNIS) request form and bring to the Library Organizational Development Office or email the form to library-personnel@northwestern.edu.
  • Once you submit your FNIS form to the Library Organizational Development/Personnel Office, you will receive an email from the Payroll Office within 48 hours to help you log on to the Foreign National Information System website and complete your immigration information and personal history.
  • When notified by email by myHR Payroll, print your FNIS tax forms (or you print them at the Pay Office) and take them to the Payroll Office), data summary page, immigration document, passport, visa and I-94 (available on CBP website) to the Payroll Office to complete the process 
  • PLEASE NOTE: A Social Security number is required at the time of hire to receive payment for hours worked. See further information on Social Security numbers here.

Step 4: Confirmation of Booking
Once you have completed all the above steps a Confirmation of Bookings will be sent to your personal email. Please sign and email to DirectTemps@northwestern.edu.


Post Hire Instructions

  • DCFS Attestation
    • Log into myHR and click on “Attestations." There you will be able to read the documentation and attest.
    • If you are unable to do so, use the printable form. This form must be completed and turned into the Library Organizational Development/Personnel Office.
  • Review the Temp Staff Handbook

Enroll via the FASIS Self-Service Portal when you register for Multi-Factor Authentication.

Continuing/Returning/Transferring Applicants

Complete the Continuing/Returning/Transferring Application if you have worked in the library within the past 3-5 months.

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