This toolkit is designed to assist hiring departments by consolidating information needed to fill vacant position(s) and resources for the selection and placement of employees. Employment Services looks forward to partnering with you throughout the hiring process to help identify the best qualified candidates.

 Advertising the Position

As part of the request to post a vacant position, advertisements for external sources must be submitted as an attachment for central HR Services review. Departments are responsible for funding and placing external advertisements, once approved.

Advertising beyond the NMSU job posting site (which applicants view at https://jobs.nmsu.edu/) should target audiences with a goal of obtaining a diverse qualified applicant pool. There is no specific advertising requirement; however, your goal should be to make a good faith effort in obtaining a qualified applicant pool by placing advertisements in media sources that target applicants with the functional-specific areas for your position. Generally for exempt positions, regional (Las Cruces, El Paso, Albuquerque etc.), local (Las Cruces, NMSU website, Dept. of Labor etc.) or internal to NMSU (Job Search site).

• Be aware of how language in the advertisement may adversely impact a diverse pool of candidates if the requirements are too restrictive.
• All advertising must include: department name, position title, requisition number, link to full posting and Equal Opportunity and Affirmative Action Statement.
  • Short Version of Equal Opportunity and Affirmative Action Statement for Job Advertisements. All electronic job ads must include a link to the position announcement on the NMSU website, which contains instructions for requesting disability accommodation.
    • NMSU is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff.  Women, minorities, people with disabilities, and veterans are strongly encouraged to apply.

OR

• • • NMSU is an equal opportunity and affirmative action employer.  Women, minorities, people with disabilities and veterans are strongly encouraged to apply.

OR

• • • NMSU is an equal opportunity and affirmative action employer.
• Resources: Sample Ads | Recruitment Publication Resources

NMSU has become an E-Verify employer effective 03/01/2020.

E-Verify

E-Verify is the federal government system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify uses federal databases to validate the identity and work eligibility from the information gathered in the Form I-9.

Federal regulations require organizations that hold contracts with the federal government to use E-Verify to verify the employment eligibility of their employees, regardless of citizenship.

Compliance with the E-Verify requirement requires the cooperation of all units and campuses receiving contract funding. Failure to comply can jeopardize contract funds received university-wide.

Currently, NMSU uses the E-Verify system to conduct employment authorization checks for new employees and any existing employees performing work under qualifying federal contracts.

What does this mean for NMSU?

Who does this affect?

All new or rehired employees completing new hire paperwork after March 1, 2020, must complete the Form I-9 electronically.

E-Verify does not apply to existing employees. (Unless on a contract requiring E-Verify)

What are we doing?

Effective March 1, 2020, all NMSU locations will use a Web-based I-9 service to enter electronic I-9’s and to ensure employment eligibility for new hires (E-Verify).

When will we be implement this change?

Go-live on 03/01/2020

Why are we making this change?

There are many reasons, including:

• Ability to hire STEM OPT students
• Mandatory in several states (Not NM yet)
• Improves the accuracy of wage and tax reporting
• Protects jobs for authorized workers, and helps U.S. employers maintain a legal workforce
• Assists in prevention of fraud and identity theft

Important Notes

• HR Liaisons will serve as the unit/college liaison with HRS in the successful implementation and communication of the Electronic I-9 System.
• Electronic I-9 must be completed within three (3) days of the first day of work
• With the Electronic I-9 system NMSU is self-reporting I-9 compliance to E-Verify, which can result in large fines for non-compliance.
• Employees without a Social Security Number can complete the Electronic I-9 Section 1, and will have 90 days to provide the SSN.
• USCIS has training and guidelines for issues that may arise in the E-Verify process.
• Ensure that all Form I-9 ‘List B’ identity documents have a photo.

Federal Notices are Displayed in all the Regional I-9 Centers and Are Available here for Optional Display in Your Unit

• “This Employer Participates in E-Verify” English language version
• “This Employer Participates in E-Verify” Spanish language version
• “If You Have the Right to Work” English language version
• “If You Have the Right to Work” Spanish language version

Social Security Number

Employees must have a Social Security number (SSN) to be verified using E-Verify. SSNs are also used to report an individual’s wages to the government and to determine a person’s eligibility for Social Security benefits. You need a Social Security number to work, collect Social Security benefits and receive some other government services. A fact sheet is available below to assist you with obtaining a SSN. Departments hiring Foreign Nationals will need to provide them with the information on how to obtain a Social Security Number in order to complete Section 2 of the Electronic I-9.

• How to Apply for a Social Security Number
• SSN Electronic Fact Sheet- For International Students
• Social Security Administration website

E-Verify Compliance

In compliance with Executive Order 12989, NMSU uses the E-Verify system to conduct employment authorization checks for new and existing employees performing work under qualifying federal contracts.