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New Appointment Information

Check-In Forms

Welcome to Caltech!  On this page you will find the check-in forms to complete in order to activate your Professorial or Moore Distinguished Scholar appointment.   Please complete the forms with as much information as possible, omitting your Social Security number for security reasons.

The Submit button on the form will set up an email to forward the form directly to the Faculty Records Office (Adobe Acrobat Pro required).  If the Submit feature does not function, or if the forms are not accessible, please email send an email to fro@caltech.edu and we will send you the forms by email.

The following forms are required to activate your appointment:


There will be additional on-boarding items to complete at the start of your appointment.  We will send you instructions to access these items once your appointment has been activated.

For Paid Appointments Only

Tax Withholding Forms

The forms below are the current tax withholding forms for the State of California and the Internal Revenue Service.  For your convenience, you can fill out the withholding forms now and return them to the Faculty Records Office (fro@caltech.edu) prior to the start of your paid appointment (for security purposes, please omit your SSN on the form).


  • DE-4 Form (state withholding)
  • W-4 Form (federal withholding)
You can use the following link to assist you in completing the W-4 form: https://finance.caltech.edu/Controllers_Office/Payroll_Services/Withholding_Toolbox

I-9 Employment Verification

Paid employees must complete Section 1 of Form I-9 to verify your identity and employment eligibility. 

Please click on the URL below and complete Section 1. 

https://secure.i9express.com/preauthenticated/LoginCaptcha.ascx?Employer=17994&Location=PROV

Send an e-mail confirmation to fro@caltech.edu when you have completed Section 1 of the Form I-9.

Caltech Access Account and Email Address

If your Caltech Access account or email address has not been set up for you at this time, please email the Faculty Records Office at fro@caltech.edu to request set-up and include the following information:


  • Contact Information: (Telephone number and current e-mail address)
  • Desired Username #1:
  • Desired Username #2:
  • Desired Username #3:
  • Desired E-mail alias:  ………..@caltech.edu