Work Authorizations Requirements

When new employees at Berkeley are hired and/or rehired , there are required documents/forms that must be completed, which are categorized as both University of California as well as federal forms. Most documents/forms are typically included in the new/rehire employee paperwork packet (via DocuSign) and administered by Berkeley Regional Services (BRS). Below is the list of forms currently used. For additional assistance or questions, contact the HR teams of HR Managers, HR Partners, and/or HR Generalists within your respective region.

Note: these webpages will be updated as needed in collaboration with the Work Authorization Quality Assurance (WAQA) Team. 

Form

Details

University of California State Oath of Allegiance

The Oath section is to be signed by UC Berkeley employees who are US citizens (only) on or before the date of their hire and they begin work.

  • Needs to be resigned at the time of rehire unless the original Oath was signed within the last 12 months.

Who is not required to complete the Oath:

  • Foreign Nationals
  • Emeritus faculty members
  • Affiliates and/or Contingent Workers

University of California Patent Policy, and Patent Acknowledgement

The Patent section is to be signed by all UC Berkeley employees, Visiting Scholars and Visiting Student Researchers, and any Affilitates or Volunteers, or anyone who is conducting research at UC Berkeley - regardless of their position.

  • Needs to be resigned after a one (1) day break in service 

Who is not required to complete the Patent:

  • Emeritus faculty members do not need to resign the form when there is a break in service

Additional resources: 

Federal Form I-9, Employment Eligibility Verification

Form I-9 is used to verify the identity and employment authorization of individuals hired for employment in the United States. It is important to know that failure to complete the I-9 may impact the timing of the new employee's first paycheck.

  • To be signed by all employees receiving remuneration (money paid for work or a service) through UC/UCPath payroll within three (3) business days of their first paid work day
  • Any new employee conducting campus business outside of the U.S. must complete an I-9 within three (3) days once they relocate to the U.S.

Who is not required to complete the I-9:

  • Anyone who is not being paid via UC/UCPath Payroll to conduct campus business
  • Anyone receiving a stipend paid via Accounts Payable (AP) would not be required to complete the I-9 though they would need to complete a W-9.
  • Any employee hired before Nov.6, 1986 who has not had a break in service within the University of California network
  • Titles of those not required to complete I-9s include: Visiting Scholars, Visiting Student Researchers, and Contingent Workers (CWRs)

Important note: Employees who were previously working outside the U.S. are required to make an appointment with the BRS Onboarding Team to complete their Form I-9 within three (3) business days from the date they return to work in the U.S. 

Additional resources on the U.S. Citizenship and Immigration Services website:

CANRA

California's Child Abuse and Neglect Reporting Act (CANRA) imposes an obligation to report child abuse or neglect on certain individuals and establishes procedures to report suspected child abuse or neglect or the suspected abuse of dependent adults and elders.

This applies to an employee who is considered a "mandated reporter" if their duties require:

  • Contact with children * on a regular basis; or
  • Direct contact and supervision of children; or
  • Supervision of other mandated reporters; or
  • Assumed full or intermittent responsibility for the care or custody of an elder or dependent adult

 * This could include a student worker or intern under the age of 18.

Who is not required to complete the CANRA form: 

Additional resources:

Criminal Background Checks (CBC) via LiveScan

To protect the campus community and its assets, the University needs to ensure that individuals assigned to certain campus positions have no history of criminal behavior relevant to their employment. Designated positions requiring a CBC are positions where job responsibilities include, for example:

  • Working with minors
  • Handling or having access to cash or personally identifiable information
  • Having access to secured or restricted areas

These types of positions require finalists to be fingerprinted and are referred to as "designated" positions.

It is important to know that before someone can be hired for a position deemed critical, Hiring Departments MUST, for each applicant, arrange to have the new employee/applicant fingerprinted at UCPolice Department (UCPD).

Livescan Fingerprinting is the only method used to review a candidate’s criminal record, including state and nationwide checks, based on the candidate’s fingerprints.

Additional Resources: