New Appointment Information

Welcome to Caltech! On this page you will find the information you need to begin your Professorial or Moore Distinguished Scholar appointment. Below are links to download the required check-in forms, submit your eligibility for employment, complete your federal and state tax forms and more. Please scroll down the page to find the information you need to get started.

Check-in forms

Select the links below to download the fillable PDFs of the required check-in forms. There is a Submit feature on the form that will set up an email to forward the form directly to the Faculty Records Office. Use the Submit feature before you save the form. You will be able to save a copy for your records after the form has been submitted. If the Submit feature does not function, or if the forms are not accessible, please send an email to fro@caltech.edu and we will send you the forms by email.

Equal Employment Opportunity Disclosure

Faculty Information Form

Veteran Invitation to Self-Identify

Voluntary Self-Identification of Disability

Survivor Benefit Policy and Beneficiary form (Professorial appointments only)

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.

COVID Mandatory Vaccination Policy

Caltech has implemented a mandatory vaccination policy effective October 15, 2021, requiring COVID-19 vaccinations for all employees (with Institute-approved exemptions for religious or medical contraindications only). At present, an individual is deemed "fully vaccinated" when that person has received, at least 14 days prior, either the second dose in a two-dose COVID-19 vaccine series (e.g., Pfizer or Moderna) or a single-dose COVID-19 vaccine (e.g., Johnson & Johnson). As a condition of employment, employees must submit official COVID-19 vaccine documentation. More information may be found on the Caltech Together - Coronavirus Information webpage.

It is mandatory to submit your vaccination documents to the following link prior to employment date:

https://www.imss.caltech.edu/services/administrative-applications/covid-19-vaccination-documentation-external-users\

New personnel reporting to campus whose COVID-19 Vaccination Card is not verified and confirmed within 5 business days of their access, will be entered in to the Surveillance Testing Program. Please contact your Division Office if you have any questions regarding this requirement or participation in the Surveillance Testing Program.

Optional forms - not required for check-in

Athenaeum Membership Application

Bursar's Office Personal Account Application

For Paid Appointments Only

Employment Verification

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

Click here to go to the Caltech Equifax log-in page to complete and submit your form. Note, by selecting this link you will be leaving this page. Once you have completed Section-1, please send a confirmation email to the Faculty Records Office at fro@caltech.edu.

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)
Note on completing the W-4 form: the allowances will automatically populate when the filing status is chosen. To enter a specific number of allowances, you will need to print the form and enter the allowances manually.

Click here to visit the Caltech Witholding Toolbox if you need assistance completing the W-4 withholding form.

Caltech Access Account and Email Address and ID Card

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

Caltech ID

To order your Caltech Academic Faculty ID please refer to the guidelines for photo submission and email your photo for your ID to fro@caltech.edu