Employment Practices: New Employees

Policies and Procedures Manual Section 3

Employment eligibility verification (Form I-9)

  1. The Immigration Reform and Control Act of 1986 requires employers to verify that all new employees, including student employees, are legally eligible to work in the United States. A properly completed Form I-9 is used to provide this verification.
  2. The Immigration Reform and Control Act also prohibits discrimination against any individual (other than an unauthorized alien) in recruiting, hiring or discharging because of national origin or citizenship status.


  1. The Form I-9 process is triggered by appointment form entry. Appointments must be received by Human Resources prior to the employment begin date for all employees.
  2. Employees must complete the employee verification and information section of the Form I-9 on or before the first day of employment.
  3. Employees must bring their original, unexpired documents to Human Resources for verification within three business days of their first date of employment.
  4. Detailed Form I-9 instructions are located on the Human Resources website.

W-4 Forms

All new Western Michigan University employees must complete a W-4 form (withholding exemption certificate), in compliance with the U.S. Department of Treasury. This form also provides payroll with necessary tax and withholding information. For additional information about completing a W-4 form, see payroll deductions in Direct Compensation: Hours Worked and Pay, Policies and Procedures Manual Section 5.

New employee orientation

See new employee orientation in the employee handbook.


  1. Human Resources sends an email to the new employee inviting them to participate in a new employee orientation session. The employee's supervisor is copied on this email. Supervisors must arrange for the new employee to attend this orientation session.

Probationary period

  1. All new hires to the University serve a six-month probationary period.
  2. During probation, management may release the employee with or without cause, and with or without notice, at management's sole discretion.
  3. See probation period in the employee handbook for more information.


The employee's immediate supervisor completes a staff compensation system probationary report at two months, four months, and six months after the employee begins the new job. The probationary report form is available at Forms: Probation.

  1. At the time of hire, Human Resources sends an email message to the employee's immediate supervisor with probationary report due dates.
  2. The email message contains the Web address for probationary reports and instructions for completion.

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