Temporary Right to Work Check Arrangements (due to Covid19) 

Temporary Adjustments to Right to Work Checks due to Covid will end 30 September 2022.

Since the start of the COVID-19 pandemic, and in line with the Home Office guidelines, we have been operating temporary remote arrangements in the way we carry out these checks.   Normally this check would involve meeting you in person and taking relevant copies of your right to work documents (passport and visa, if applicable) however, due to the current COVID-19 situation, in line with Home Office guidelines, we are temporarily adjusting the way we carry out these checks and will arrange the check via a video call through Microsoft Teams.  

Please note that as a result of the government’s announcement on 14 June 2021 to extend the date for the easing of lockdown restrictions and social distancing measures, the temporary COVID-19 adjusted right to work checks that have been in place will end on 30 September 2022. This means that from 1 October 2022, we will revert back to standard face-to-face and physical document checks or initiate the use a third party Identity Service Provider (IDSP) to complete the digital identity verification element of right to work checks for British and Irish citizens who hold a valid passport as set out in legislation and guidance. Further details on the right to work check/face to face on campus service nearer the time. 

From 6 April 2022, we are required to complete online immigration status checks for BRP, BRC and FWP holders via the gov.uk online checking service.  

Remote right to work check (temporary Covid arrangements)

• Send a photograph (from a phone) or attach a scanned copy of your passport - a legible copy of 1. ) the photo page, 2.) Front cover and 3.)  First inner page of the passport for checking to HumanResources@napier.ac.uk . Please include in the email Subject Title –Right to Work Documents and include & print your Full Name. This documentation must be sent to the HR mail box prior to your online right to work appointment.
• Click here to Book Appointment   (must be before your start date), add your name, email address and telephone number and click the BOOK button to confirm this appointment. A member of the HR team will conduct the online right to work in UK check and verify your documents. The appointment will take no longer than 10 minutes. The appointment/ remote check will be conducted via Microsoft bookings and can be accessed via a PC or mobile phone.  If you are unable to access Microsoft bookings and need to use an alternative video method, please let us know and we will be happy to make an alternative arrangement.
• Once booked you will receive an automated email confirming the appointment details with a link to access the online appointment.  
• Keep your original passport/documentation handy for the online call as you MUST bring this to the appointment as the HR member of staff must see you on the call with your original documentation and then can validate this against the copies sent.

What will happen during the online right to work appointment

1. The HR staff member will ask you to hold up the original documents to the camera and will then check them against the digital copy of the documents received and validate the documents.
2. They will record the date they carried out this check and mark the scanned documentation and noting that an adjusted right to work check has been carried out due to Covid -19
3. A copy of this documentation will be retained on your employee file.

Note: If you have been granted your immigration status digitally, you will be able to provide evidence of your right to work in UK by using the Home Office’s online right to work checking system.  You can use this government online right to work check service if you have : Biometric Residence Permit, Biometric Residence Card, Pre-Settled or Settled status under EU Settlement Scheme.

Using the Home Office online right to work checking service:

• Have your documents handy and follow the instructions outlined by  View and prove your immigration status - GOV.UK  to view your Home Office record and retrieve your unique ‘share code’. The code only remains valid for 30 days, after which time it will lapse and a new code will be required.

• Send your share code to the HR Services Team by email to humanresources@napier.ac.uk alongside scanned copies of the following documents  1.) Passport page, 2.) Front and back of Biometric Residence Permit /Card (if you have one)  3. ) (student visa only) -term dates/confirmation of study letter. Please include in the email Subject Title – Right to Work Share Code and include &  print your Full Name. This documentation must be sent to the HR mail box prior to your online right to work appointment.
• Click here to Book Appointment   (must be before your start date), add your name, email address and telephone number and click the BOOK button to confirm this appointment. A member of the HR team will conduct the online right to work in UK check and verify your documents and share code. The appointment will take no longer than 10 minutes. The appointment/ remote check will be conducted via Microsoft bookings and can be accessed via a PC or mobile phone.  If you are unable to access Microsoft bookings and need to use an alternative video method, please let us know and we will be happy to make an alternative arrangement.
• Once booked you will receive an automated email confirming the appointment details with a link to access the online appointment.  
• Upon receipt of your email with your unique share code and confirmation of appointment a member of the HR Services team will then use your unique share code ( in conjunction with your date of birth)  to access the ‘'employer’ part of the portal to view your right to work status . Employers must access the employer portal to complete the check.
• Keep your original passport/documentation handy for the online call as you MUST bring this to the appointment as the HR member of staff must see you on the call with your original documentation and then can validate your share code

What will happen during the online right to work appointment

4. The HR staff member will ask you to hold up your documents and then they will check that you are the same person as the person appearing on the photo on the online check.
5. They will record the date they carried out this check on the ‘profile’ page confirming an individual right to work (this page includes the individuals photo)  and then save this it in an un-editable format , for example PDF and include their name and signature confirming they carried out this verification check .
6. A copy of this documentation will be retained on your employee file.

Alternatively, if you wish to discuss any of the above with a member of the HR Services Team or arrange an appointment direct, please email: humanresources@napier.ac.uk  add in the email title ‘Request for Right to Work Check’ or call 0131 455 3344 to speak to a member of the HR Services Team, who will be happy to make the necessary arrangements.