Right to Work
As an employer, the University is required to operate within the UK government's rules on working in the UK.
•checking that everyone working or carrying out unpaid voluntary duties for the University has the appropriate right to work in the UK
•complying with the terms of any visas held by our employees and workers
•retaining suitable evidence of our checks so we can prove staff are working legally
Why is this important?
Failing to uphold this duty could be costly and damaging to the University's reputation. It could also disqualify the University from tendering for work and sponsoring students and staff from outside the UK.
Right to Work Check Process
The University has a legal responsibility to physically check all documents presented to us as proof of right to work in UK.
Right to work checks at the University are carried out by a member of the HR team. The check must be completed before an individual can commence any paid work or unpaid voluntary duties with the University to ensure compliance with UKVI legislation.
Normally the check would involve a member of the HR team meeting the individual in person on campus and taking relevant copies of their right to work documents (passport and visa, if applicable).
Temporary Right to Work Arrangements Due to COVID 19
Due to COVID 19 and in line with the Home Office guidelines, we have temporarily adjusted the way we carry out the right to work checks. At this time we do not expect anyone to attend the University’s campuses to complete a right to work check.
Instead of a face to face meeting, a member of the HR team will contact the individual to book a remote/online check to be carried out via a video call normally using Skype. Please note MS Teams or FaceTime can also be used. We operate an online booking system and this allows the individual to choose a suitable date/time for the remote check.
Remote Right to Work Check & In Person Follow Up
- In advance of the remote check the individual must send a scanned copy of passport (and visa if applicable) to the HR mail box: email@example.com including in the email title their name and date of online check. Please note the passport copy can be as simple as taking a photo of your documents (provided the image is legible). For passport copies we require a photo of the photo page, front cover and first page of the passport.
- During the remote check the individual will be asked to show their passport (including the photo page of the passport) to ensure this matches the copy sent.
- Within 8 weeks of the COVID 19 measures ending, in line with the Home Office guidelines the University must perform a retrospective face to face right to work check in line with normal UKVI procedures. A member of the HR team will contact individuals directly when this is required and arrange a face to face meeting on campus. At the moment once the remote check is completed individuals do not need to take any further action.
Please note that due to the UK leaving the European Union new immigration rules apply with effect 1 January 2021. For more information and guidance on all the new rules, please see the links below
If you have any questions about the above please ask the HR member of staff during your right to work appointment or call the team on 0131 455 3344 or email your question to: firstname.lastname@example.org