Immigration & Eligibility to work Manual This document provides detailed guidance for employees, managers and Human Resources to ensure that appropriate staff understand their responsibilities in order to comply with Home Office legislation. This is to ensure the University operates within its sponsorship duties and that all staff are eligible to work in the UK. This guidance will be maintained by Human Resources, however due to the number of changes happening with the Home Office employees are advised to also seek advice directly from the Home Office (UKBA) website or official immigration advisors from the Home Office. This guidance covers all individuals who are engaged to undertake work in the University, whether they are deemed to be employees or not and are either paid or unpaid. Version 00.2 Human Resources Effective of January 2014 updates Immigration & Eligibility to work manual Contents 1.0 - Introduction – The Importance of Compliance .......................................................................... 4 The Points Based System ................................................................................................................ 4 The Tiers .......................................................................................................................................... 4 Changes in Immigration Law ........................................................................................................... 4 The University as a Sponsor ............................................................................................................ 4 1.1 List of EEA Countries ..................................................................................................................... 5 2.0 Eligibility to Work in the UK .............................................................................................................. 6 2.1 Initial Checks ........................................................................................................................... 6 Recruitment: ................................................................................................................................... 6 Casual / temporary / fees workers inclusive of students: .............................................................. 7 2.2 Evidence Required .................................................................................................................. 7 Evidence for those NOT requiring permission to work................................................................... 7 LIST 'A' DOCUMENTS ....................................................................................................................... 7 2.3 Enhanced Checks non EEA staff .............................................................................................. 8 LIST 'B' DOCUMENTS ....................................................................................................................... 8 2.4 Re-checks ................................................................................................................................ 9 3.0 Permission to work ......................................................................................................................... 10 3.1 Tier 1 ..................................................................................................................................... 10 3.2 Tier 2 ..................................................................................................................................... 11 3.2.1 Advertising ................................................................................................................... 11 3.2.2 Resident Labour Market Test (RLMT) .......................................................................... 11 3.2.3 Short-listing .................................................................................................................. 12 3.2.4 Interviews ..................................................................................................................... 12 3.2.5 Offers of Employment .................................................................................................. 13 3.2.6 Certificate of Sponsorship ............................................................................................ 13 3.2.7 CoS Requirements ......................................................................................................... 13 3.2.8 Length of Stay / Settlement ......................................................................................... 14 3.2.9 Cooling Off Period ......................................................................................................... 14 3.2.10 TIER 2 (SPORTSPERSON)................................................................................................ 14 3.2.11 Settlement / Indefinite Leave to Remain ...................................................................... 14 2|Page Immigration & Eligibility to work manual 3.3 Tier 4 Student Employment .................................................................................................. 15 3.4 Tier 5 ..................................................................................................................................... 16 3.4.4 Government Authorised Exchanges (including Named Researchers) ......................... 16 3.4.2 Offers of Employment .................................................................................................. 16 3.4.5 Certificate of Sponsorship ............................................................................................ 17 3.5 Other Routes (outside of the Points Based System) ............................................................. 17 3.5.1 Old Work Permits .......................................................................................................... 17 3.5.2 Other Limited Leave to Remain (LLR) ........................................................................... 18 3.5.3 Dependents ................................................................................................................... 18 3.5.4 Academic Visitors .......................................................................................................... 18 3.6 External Examiners............................................................................................................... 19 3.6.1 Permitted Paid Engagements........................................................................................ 19 4.0 Example jobs and Tiers ............................................................................................................. 19 5.0 Role and Responsibilities .......................................................................................................... 20 5.1 Human Resources Responsibilities ....................................................................................... 20 5.1.1 Eligibility to work........................................................................................................... 20 5.1.2 Sponsored Staff ............................................................................................................. 20 5.1.3 Rechecks........................................................................................................................ 21 5.1.4 Changes in terms and conditions .................................................................................. 21 5.1.5 Change in Circumstances .............................................................................................. 22 5.1.6 Reporting Duties ........................................................................................................... 22 5.2 Department Responsibilities ................................................................................................ 22 5.2.1 Initial Checks ................................................................................................................. 22 5.2.2 Monitoring .................................................................................................................... 22 5.2.3 Changes to contracts of Employment .................................................................................. 23 5.2.4 5.3 Employment of Students .............................................................................................. 23 Migrant Responsibilities........................................................................................................ 23 5.3.1 Changes in details ......................................................................................................... 23 5.3.1 Re-checks ...................................................................................................................... 23 6.0 6.1 Contacts / Useful Information .............................................................................................. 25 University Contacts ........................................................................................................... 25 3|Page Immigration & Eligibility to work manual 1.0 - Introduction – The Importance of Compliance Staff employed by the University who are from the UK or countries within the European Economic Area (EEA) have an automatic right to work in the UK. People we wish to employ/engage in work who are from outside the EEA must apply for permission to work within the UK with a appropriate permission under the points based system (PBS). Permission can be gained via a number of routes, primarily those known as ‘Tiers’. The Points Based System Those wishing to enter/work in the UK are awarded points as part of their visa application. Points are awarded to reflect their ability, age, experience, and when appropriate, the level of need in the migrant’s chosen industry in the UK. The number of points awarded is also dependant on the Tier used. The Tiers Below is a list of the Tiers as they stand currently; Tier 1 – Exceptional Talent Tier 2 – Skilled Workers with an offer of employment Tier 3 – Temporary, low skilled workers – This Tier has been closed indefinitely Tier 4 – Students Tier 5 – Specific categories of temporary workers Changes in Immigration Law There are continuous changes in legislation and guidance made by the Home Office and the Agency itself is currently undergoing a period of major reorganisation and restructure. The HR department will ensure this guidance is updated but you are strongly advised to check the Home Office website for updates and to speak to them directly. The University can provide guidance but is not legally allowed to give immigration advice to members of staff. The University as a Sponsor Durham University has a licence which allows them to be recognised as an ‘A’ Rated / Highly Trusted Sponsor, meaning they are able to sponsor migrants to work for them under Tiers 2 and 5; they are also able to sponsor students to study under Tier 4. In order to comply with the Home Office regulations the university must establish which of their prospective employees/workers have an automatic right to work in the UK and ensure 4|Page Immigration & Eligibility to work manual that they properly sponsor those who do not. This is done via the eligibility to work checks and ensuring specific data is recorded and maintained for non-EEA staff. The university is also required to ensure that data is correctly recorded and kept up to date for students. The Student Immigration and Financial Support Office (SIFSO) is responsible for maintaining student eligibility records as well as carrying out the eligibility checks for non-EEA staff. Maintenance of staff eligibility records is the responsibility of HR and the Departmental Administrators. As a “Highly Trusted Sponsor” the University is regularly audited by the Home Office from both a staff and student perspective, who will check that all of our records are correct and information has been recorded properly. If the University does not comply the Home Office can withdraw our licence. This would mean that we are no longer able to appoint staff from outside the EEA which would drastically affect the teaching and research offered by our Academic Departments. We would also lose the ability to bring in students from outside the EEA which would negatively affect our annual revenue and league table status. It is therefore vital the University ensures full compliance with the Home Office regulations. This guidance explains the processes and procedures that we must follow to ensure compliance. 1.1 List of EEA Countries Below is a list of EEA member states up to date as of March 2012 where staff have automatic rights to work in the UK. Austria Croatia Denmark France Hungary Lativia Malta Portugal Slovenia United Kingdom Belgium Cyprus Estonia Germany Ireland Lithuania Netherlands Romania Spain Bulgaria Czech Republic Finland Greece Italy Luxembourg Poland Slovakia Sweden 5|Page Immigration & Eligibility to work manual The following countries are members of the EEA but not the EU (but can still work without restriction: Iceland Norway Liechtenstein Switzerland Although Turkey is not in the EEA, if a migrant is a Turkish national who is legally employed in the UK and they already have a visa that gives them permission to work, a decision by the Association Council of the ECAA (European Community Association Agreement) has given them certain rights. A Turkish national may: • • • Apply for further permission to stay in the UK after they have worked here for 1 year, so that they can continue to work for the same employer (if a job is available) Change employers after they have been working here for 3 years, if they are continuing to work in the same occupation Work in any type of job for any employer after they have been working in the UK for 4 years. 2.0 Eligibility to Work in the UK 2.1 Initial Checks We have a duty to comply with the Civil Penalties Code of Practice to ensure that all staff and workers, both paid and unpaid are eligible to work at the University. Initial checks are the responsibility of all departments who have a responsibility to ensure that no work is carried out until these checks have been completed. This initial check can be carried out in a numbers of ways: Recruitment: Where jobs have been advertised and recruited through i-Grasp, at interview, departments are to take a copy of the interviewee’s original passport (and relevant documents) and send this to the HR Recruitment team, along with the interview notes and appointment details form. The successful candidate will have their documents scanned and stored on their personal file. 6|Page Immigration & Eligibility to work manual Casual / temporary / fees workers inclusive of students: Departments will request to see the appropriate original documents and attach a copy to the authorised new starters form, which is sent to HR. No worker or member of staff will be approved for payment through the HR system until this check has been carried out. 2.2 Evidence Required Below is a list of documents that can be provided as evidence by the new member of staff/worker in departments. A new/prospective employee/worker will fall into one of two categories: • • List A - an automatic and ongoing right to work in the UK without restrictions. (Generally EEA nationals as listed in section 1.1) List B - do not have an automatic right to work in the UK but have gained permission to do so subject to restrictions, or eligible to gain permission to do so i.e. for a time limited period. (see section 2.3) Evidence for those NOT requiring permission to work List A - an automatic and ongoing right to work in the UK without restrictions. LIST 'A' DOCUMENTS Staff/workers have an ongoing right to work in the UK and are therefore not subject to immigration control (e.g. European Economic Area (EEA)/Swiss nationals). If you are in this category the University needs to check your documents once only, before you commence employment. Documents which provide evidence for this category: One of the following: (All documents must be originals) • • • • • A passport showing the holder is a British, or UK and Colonies citizen, having the right of abode in the UK A passport containing a certificate of entitlement to the right of abode in the UK A passport, national ID card, UK residence permit or other document certifying the holder as a EEA or Swiss national A permanent UK residence permit issued by the HO or BIA showing the holder is a family member of a EEA or Swiss national A Biometric Immigration Document certifying the holder has indefinite leave or no limit to their stay in the UK 7|Page Immigration & Eligibility to work manual • A passport or other travel document showing exemption from immigration control, indefinite leave to remain, right of abode in the UK or indicating no time limit on their stay in the UK Or, two documents, as follows: One of these: • An official document containing the permanent National Insurance number and name of the individual (e.g. P45, P60, NI Card). Please note that a permanent National Insurance number does not start with TN. Plus one of these: • • • • • • • An Immigration Status Document showing indefinite leave to stay A full* UK birth certificate, at least one parent's name A full* UK adoption certificate, at least one adoptive parent's name Channel Islands, Isle of Man or Ireland birth certificate Channel Islands, Isle of Man or Ireland adoption certificate Certificate of registration or naturalisation as British citizen Letter from Home Office certifying indefinite leave to stay * A short birth or short adoption certificate is not acceptable. To obtain full certificates, see the General Register Office website at http://www.gro.gov.uk/gro/content/order_certificates/obtain_certificates/index.asp If you have different surnames on documents you must also provide proof of name change, i.e. a marriage certificate. 2.3 Enhanced Checks non EEA staff All non-EEA staff who are appointed/engaged to work at the University must attend an enhanced eligibility check before their first day of employment. New staff will be advised by recruitment how to arrange their check. LIST 'B' DOCUMENTS Members of staff/workers who do not have automatic eligibility to live and work in the UK, but have, or expect to be granted, approval to take employment in the UK for a limited period (e.g. work permit/certificate of sponsorship holders and their family members). In this category the University needs to check documents before the member of staff commences employment, and then at least every 12 months during the duration of their employment, to ensure that their eligibility remains valid. 8|Page Immigration & Eligibility to work manual Documents which provide evidence for this category: One of the following: (All documents must be originals) • • • A passport or travel document endorsed to certify the holder is allowed to stay in the UK to do the kind of work being offered, provided that it does not require a work permit/certificate of sponsorship. A Biometric Immigration Document issued by Home Office giving permission to stay in the UK to do the work being offered. A residence card or document issued by the Home Office to a EEA/Swiss national family member. Or two documents, as follows: One of these: • A work permit/or other approval to take employment, issued by Home Office. Plus one of these: • • A passport or other document (e.g. UK Residence Permit) certifying permission to stay in the UK to do the work offered. A letter from the Home Office confirming the above. There are additional documents which can provide evidence of your entitlement to take employment in the UK, such as Certificates of Application and Application Registration Cards for EEA/Swiss national family members and asylum seekers. These documents are subject to further checking via the Home Office Employer Checking Service. If you have different surnames on documents you must also provide proof of name change, i.e. a marriage certificate. 2.4 Re-checks Where someone requires permission to work in the UK (evidence from list B) then their documentation is to be re-checked every 12 months, this is a condition of their visa. HR will contact staff/workers and arrange an appointment to attend SIFSO. During this appointment their documentation will be re-checked and they will be required to sign an ‘obligations letter’ (confirming they agree to the Home Office conditions to working in the UK) and update their personal details. Failure to attend or produce the relevant documents will have an impact upon the continued employment contract with the University. 9|Page Immigration & Eligibility to work manual 3.0 Permission to work The Home Office introduced the points based system in 2008 to replace the old work permit routes. The points based system is based around 4 tiers of entry into the UK. 3.1 Tier 1 Tier 1 (Exceptional talent) is for people who are internationally recognised as world leaders or potential world-leading talent in the fields of science and the arts, and who wish to work in the UK. This route is part of the points- based system for individuals outside of the EEA. Migrants can enter the UK for a maximum of 5 years, 3 years will be granted for first instance and then extension for a further 2. Migrants do not need an offer of employment to gain access to the UK via this route. It is based on the migrants own exceptional talent rather than a job offer, therefore it is not specific to an organisation. The application process is split into two stages; stage one is the endorsement of exceptional talent by one of the competent bodies, the migrant will pay the first part of application. Stage two is after the exceptional talent has been granted, at this stage the migrant will pay the remaining balance and submit passport for the immigration decision, this is approved by the Home Office. It is essential that the migrant prepares all of the relevant documentation to support/prove their exceptional talent, as only the evidence submitted will be taken into consideration. The University currently employs some staff/workers on a Tier 1, Post Study Work visa. These are mainly former students who were able to switch to Tier 1 following the completion of their studies. As of April 2012 students on Tier 4 are no longer be able to switch to Tier 1 Post Study Work visa as access to this Tier has been restricted to ‘Exceptional Talent’ as described above. The majority of students wishing to remain in the UK to work after completing their studies would need to gain employment via a Tier 2 visa, if they satisfied the requirements. There is however an exception as detailed below. A newly introduced Tier 1 Graduate Entrepreneur route allows the University to sponsor a small number of students each year who can demonstrate they have an innovative business idea and entrepreneurial skills in order to establish a business in the UK. Although this comes under Tier 1, the Student Immigration and Finance Office manage this primarily student process. Further details can be obtained from SIFSO. 10 | P a g e Immigration & Eligibility to work manual 3.2 Tier 2 The majority of non-EEA staff who work for the University will be sponsored under Tier 2; this is for migrant’s who have an offer of employment with the University. In order to apply for a Tier 2 visa a migrant must have a valid Certificate of Sponsorship (CoS) issued to them by the University via the HR department. 3.2.1 Advertising When a vacancy is identified by a department advertising periods need to be carefully planned as strict time limits apply to enable a CoS to be obtained. Departments should always liaise with their HR Recruitment Team Contact in the first instance and discuss the possibility of appointing from outside the EEA and the advertising requirements that will follow. (Please see below) 3.2.2 Resident Labour Market Test (RLMT) When appointing staff from outside the European Economic Area (EEA) we are required to record specific information by the Home Office, the most important being the Resident Labour Market Test (RLMT). Without a valid RLMT we will be unable to obtain a CoS. In order to fulfil the RLMT, the position must be advertised for a minimum period of 4 weeks on the Durham University website, jobs.ac.uk and jobcentre plus Screenshots must be taken by the Recruitment Team for all websites on the first day of advertising for evidence. The University must be able to satisfy the Home Office requirement that no resident worker is appointable. Jobs requiring PhD-level skills, the Home Office will allow the University to recruit the most suitable person for the job, not necessarily the most suitable person from the resident labour force (if there is one), and allow recruitment to begin up to 12 months before the start date of the job, rather than the standard 6 months, the majority of University academic posts will fall under this new rule. The Recruitment Team will add an additional 4 days onto the 4 week advertising period; this is because jobs.ac.uk and jobcentre plus often outsource their web input, so it can take a little longer for adverts to become live on these websites. In addition, proof copies of all adverts in local/national publications must be kept along with screenshots from any other specialist websites used for advertising. A RLMT usually has a life-span of 6 months; this is from the first day of advertising and if required, a CoS must be obtained within this period, for example if a position is advertised on the 1st of March and closes on the 3rd of April; the RLMT will be valid until the 31st of August. With the exception of PhD level skills up to 12 months. 11 | P a g e Immigration & Eligibility to work manual 3.2.3 Short-listing Following the closing date of the vacancy the Recruitment Team will supply the Department with the necessary short-listing paperwork; this will be a copy of the short-list spreadsheet and the criteria used for advertising. Departments are required to complete the scoring for each application received, providing appropriate comments on how each applicant meets the Essential/Desirable criteria. Once completed the short-list spreadsheet must be given email approval by both the Head of Department and Chair of the interview panel/PVC. The approval emails and completed shortlist are then sent to the Recruitment Team for final checking. Interview invitations can only be sent once the Recruitment Team have confirmed the shortlist documentation is acceptable and the process can proceed. All evidence of approval and short listing documentation is required to be kept by the HR department for RLMT. This paperwork is inspected by the Home Office. 3.2.4 Interviews All interview candidates (regardless of their nationality) at Durham University are asked to bring both originals and copies of their eligibility documents with them to their interviews. The eligibility documents required are either a valid passport/visa or a full birth certificate and evidence of their National Insurance number. Candidates are also asked to bring originals and copies of their highest achieved qualifications. Candidates are given the Home Office evidence requirements prior to interview – List A & B documents. Departments are required to take the copies of the eligibility documents prior to or immediately following the candidate’s interview and sign and date these to verify that the original documents have been seen. All copies of documents must be sent to the Recruitment Team with the completed Appointment Details Form for the successful candidate. Members of the interview panel are also required to take notes on each candidate during the interview and the Chair’s notes must reflect why a non-EEA candidate is deemed appointable over an EEA candidate, the Chair’s notes must also be sent to the Recruitment Team with the completed Appointment Details Form for the successful candidate. The Recruitment Team will be unable to produce a contract of employment for the successful candidate until all eligibility documents, qualifications and interview notes have been received. All evidence is stored by HR for Home Office RLMT checking. 12 | P a g e Immigration & Eligibility to work manual 3.2.5 Offers of Employment The completed Appointment Details Form must be sent to the Recruitment Team as soon as possible after the interviews, agreed start dates must also take into account the timing issues of the RLMT and CoS when appointing an individual from outside the EEA. Offers of employment under Tier 2 are made subject to the University obtaining the CoS and the successful candidate obtaining the appropriate entry clearance. If not obtained the offer of employment will be withdrawn. 3.2.6 Certificate of Sponsorship There are currently 2 types of CoS that we can apply for under Tier 2, Restricted and Unrestricted. Unrestricted Certificates of Sponsorship The University receives an annual allocation of unrestricted certificates which we can obtain as and when required for non-EEA candidates who already have permission to live and work in the UK an unrestricted CoS is often used when someone wishes to extend their stay in the UK or when moving jobs/employers within the UK. Restricted Certificates of Sponsorship Non-EEA candidates who are based outside of the UK at the time of offer will require us to obtain a Restricted CoS. The Recruitment Team must request the CoS from a Home Office monthly panel by the 5th of the month and the outcome should be confirmed by the 13th of the same month. Success on obtaining a restricted CoS will depend on the number of points awarded. Points are based on; type of job, salary offered, qualifications, level of English language etc. For each month the Home Office has made 1500 restricted certificates available for employers within the UK across all sectors. Any certificates not requested will roll on to the following month 3.2.7 CoS Requirements Both types of CoS require the University to have carried out the Resident Labour Market Test, including the job to be normally at degree level and the salary offered to be a minimum of £20,300 per annum Both types of CoS also have a 3 month life-span from the date they are assigned. A CoS can not be obtained any earlier than 3 months before the intended start date of employment. A CoS must also be obtained within the 6/12 month RLMT period (6 months from the first day of advertising, 12 months for PhD level roles). Once a CoS has been obtained by the Recruitment Team they will send this to the successful candidate along with supporting documentation to aid them with their visa application. If 13 | P a g e Immigration & Eligibility to work manual during the visa application the candidate is required to pass the English Language Test a copy of this certificate must be sent to the Recruitment Team. 3.2.8 Length of Stay / Settlement The Home Office will grant Tier 2 General migrants no more than six years leave in total (up to three years leave to enter or remain followed by extensions or change of employment applications of up to three years). After this time, migrants will need to either apply and qualify for settlement or leave the UK, unless they qualify for leave to remain under another part of the Immigration Rules which permit an in-country application. As now, Tier 2 migrants will be able to switch employer while in the UK, but will need to submit a change of employment application. Following a successful change of employment application, the leave will be granted such that the migrant does not exceed six years in total as a Tier 2 migrant in the UK. 3.2.9 Cooling Off Period To prevent repeat grants of temporary leave, Tier 2 migrants will be subject to a ‘cooling off period’. Those who leave the UK without qualifying for settlement will need to wait for 12 months from the expiry of their leave before re-applying to Tier 2. Equally, those who switch into another category of leave while in the UK will not be able to re-apply for leave as a Tier 2 General migrant until 12 months after their last leave as a Tier 2 migrant has expired. 3.2.10 TIER 2 (SPORTSPERSON) The Tier 2 Sportsperson sub-category will be subject to the settlement pay threshold (i.e. £35,000). For most sporting professions there is no Code of Practice which applies, therefore if the migrant is a Tier 2 Sportsperson they will usually need to meet the £35,000 threshold. The limits on maximum length of stay and the ability to extend temporary leave will be the same as for the Tier 2 General sub-category. This means that the maximum total length of time migrants may stay in the UK as a Tier 2 Sportsperson will be limited to six years (up to three years leave to enter or remain followed by extensions or change of employment applications of up to three years). If a migrant wishes to remain for longer than six years, they will need to apply and qualify for settlement. If they leave the UK or switch into another category of leave they will be subject to the ‘cooling off period’ described above. 3.2.11 Settlement / Indefinite Leave to Remain When a migrant applies for settlement, it will remain the responsibility of the University to confirm in writing that they are being paid either £35,000 per annum or the appropriate rate for the job as listed in the Codes of Practice, whichever is applicable. 14 | P a g e Immigration & Eligibility to work manual They migrant will also continue to be required to provide evidence that they are being paid at the correct level. The minimum pay requirement will apply in respect of the job for which they have been issued a Certificate of Sponsorship. Additional earnings (e.g. from overtime or a second job), even where these are from permitted supplementary employment, will not count towards the threshold. The pay threshold will be held at £35,000 until early April 2018 but will be subject to review and change after that time. 3.3 Tier 4 Student Employment Students who are studying at the University under a Tier 4 visa are only eligible to the maximum number of hours specified on their visa per week in total during term time. (This normally is a maximum of 20 hours per week but in some instances may be less, therefore their visa details should be checked when engaging with them). Postgraduate students (taught and research) don’t usually have a defined vacation period. Therefore are also only allowed to work the maximum number of hours specified on their visa per week unless they have completed their studies or have an official vacation from their studies agreed by their supervisor. Departments should seek approval from the student’s supervisor to ensure that a vacation has been agreed before they commence the full time work. Departments are required to ask for confirmation from the student about what other hours, paid or unpaid they are committed to working before offering further work. Other work carried out includes departments across the university, external places of work and entrepreneurial work such as online businesses. Non paid work is also counted within the maximum hours they are allowed to work. The University has a duty to report any students found to be exceeding their weekly limit. The Home Office could then curtail the visa of the student which would have major impactions on the completion of their studies. Their eligibility to work should be checked by the department and copies of their passport and visa (if Non-EEA) sent to HR along with a New Starter Form for employment purposes. A recent change in the Home Office regulations allows completing PhD students to stay in the UK for one year beyond the end of their course to find skilled work or to set up as an entrepreneur. This change is to take effect from April 2013 and will be managed by SIFSO under Tier 4. 15 | P a g e Immigration & Eligibility to work manual 3.4 Tier 5 Tier 5 of the Points-Based System comprises the Temporary Worker and Youth Mobility Scheme categories which allow people to travel to the UK to satisfy primarily non-economic objectives. Tier 5 routes do not lead to settlement in the UK. The Temporary Worker category comprises five sub-categories: • • • • Creative and Sporting – For creative workers and sportspeople coming to work or perform in their relevant sector Charity Workers – For people coming to do voluntary fieldwork directly related to a UK Charity Religious Workers – For people coming to do religious work, for example in nonpastoral roles. Government Authorised Exchange (GAE) – For a variety of approved schemes aimed at sharing knowledge, experience and best practice through skilled work The University can currently only engage employees/workers through the Creative and Sporting category and the Government Authorised Exchange category. 3.4.4 Government Authorised Exchanges (including Named Researchers) GAE is for people coming to the UK through approved schemes that aim to share knowledge, experience and best practice. The sponsor is normally an overarching body (not the University) that has the support of a government department. An example of use of this route in the University is the ERASMUS programme. An exception to this are sponsored/named researchers who can come to the UK for a maximum of 24 months under this category. The University can sponsor such employees/workers under Tier 5. The University engages a number of researchers under this category who are specifically named on a grant from the awarding body. Often such researchers are not employees or are paid by the University but the sponsorship requirements remain the same as if they were an employee. 3.4.2 Offers of Employment Contracts of employment/engagement of work for Tier 5 staff are dealt with by the Divisional Support Team in HR, as such work, by the nature of the individual being ‘named’ does not have to be advertised. HR who will liaise with the Department to ensure that the information required to satisfy the Home Office for Tier 5 is in order Offers of employment/engagement of work under Tier 5 are made subject to the University obtaining the CoS and the individual obtaining the appropriate visa. 16 | P a g e Immigration & Eligibility to work manual 3.4.5 Certificate of Sponsorship In order for the University to obtain a Tier 5 Certificate of Sponsorship a Resident Labour Market Test is not required. The following is a list of information the University is required to obtain and record for Tier 5; • • • PLACE OF BIRTH COUNTRY OF BIRTH DATE OF BIRTH • PASSPORT NUMBER • • • • • ISSUE DATE OF PASSPORT EXPIRY DATE OF PASSPORT PLACE OF ISSUE OF PASSPORT NATIONALITY COUNTRY OF RESIDENCE • • • • • • FULL NAME HOME ADDRESS WORK START DATE WORK END DATE EVIDENCE THE INDIVIDAL IS SPECIFICALLY NAMED ON THE GRANT (official confirmation/letter head, not just from Durham University) FUNDING AMOUNT ADDITIONAL INFORMATION REQUIRED: • • • • • • • 3.5 CV Copy of Highest Qualification Certificate Outline of Key responsibilities to be carried out whilst in Durham Official agreement letter on institutions letterhead which includes dates of visit, and confirms amount of funding whilst in the UK Passport Information: Front Cover of passport, Personal details page and entry clearance page (if applicable) English Language Test Certificate Signed Obligations Letter Other Routes (outside of the Points Based System) The University also employs non-EEA staff working on other visa types or other routes to enter the UK, these are: 3.5.1 Old Work Permits Prior to the introduction of the Points-Based System in 2008, non-EEA staff would require a work permit in order to take up employment in the UK. The University still employs individuals who came to the UK under this old process. Any extensions to their employment or visa will require a switch to Tier 2 or apply for settlement. 17 | P a g e Immigration & Eligibility to work manual 3.5.2 Other Limited Leave to Remain (LLR) Some non-EEA staff currently hold temporary UK residence permits that allow them to take up employment. They are required to provide the University with evidence of any extension to their LLR or if appropriate switch to an appropriate Tier once the residence permit expires. 3.5.3 Dependents These staff are either the spouse or family member of an individual with the right to work in the UK. As a dependent they also have the right to work in the UK but they can not be contracted beyond the expiry date on their dependent visa. 3.5.4 Academic Visitors Academic visitors must be either: a person on leave from an overseas academic institution who wishes to make use of their leave to carry out their own private research here or exchange information on research techniques. This may include some collaboration with staff at the host university or use of facilities; or academics taking part in formal exchange arrangements with United Kingdom counterparts, for example where a university here is collaborating with an overseas university on research and may exchange personnel for some or all of the duration of the project. Any salary should continue to be paid by the academic's own overseas institution; In addition they must not receive funding/payment for their work from any UK source apart from reasonable expenses and must not engage in any work other than the academic activity for which they are being admitted; Those who are unlikely to qualify are: 1. recent graduates as their level of relevant expertise as an academic is likely to be insufficient, 2. postgraduate researchers entering the UK to study for an accredited academic qualification (rather than for the purpose of academic research work that does not lead to a UK academic qualification) 3. Lecturers who are coming solely to undertake a series of lectures. Academics may, however, be eligible to enter as a mainstream business visitor for a maximum of 6 months if they are coming to participate in a conference or seminar where it is a single or occasional event, and the event is not a commercial venture 4. Sponsored researchers as these fall under Tier 5. 18 | P a g e Immigration & Eligibility to work manual 3.6 External Examiners Durham University employs between 300 – 500 External Examiners every year and this is monitored by the Academic Support Office. Examiners will carry out work for either Taught or Postgraduate Research students as part of the completion of their studies. If the Examiner is from within the EEA this basic check is all that will be required. If the Examiner is from outside the EEA then an enhanced eligibility check will be required when the Examiner arrives in Durham to perform the work – Please Note: This process is for nonEEA Examiners who already have the right to work within the UK as this role will be considered to be part of the remit of their current visa. For External Examiners from outside the EEA who are not currently based in the UK there are a number of routes that can be utilised to allow them to carry out the examining work. For further information, please see Guidance on Engaging External Examiners. 3.6.1 Permitted Paid Engagements As of the 6th of April 2012 the Home Office will allow non-EEA nationals to enter and work in the UK as part of the ‘Permitted Paid Engagement’ route. This will allow a non-EEA citizen to work in the UK for a period of one month or less to perform examination of students. The Examiner will be required to provide evidence to the Home Office that they have been invited by the University to perform these duties due to their skills and expertise, they will also need to confirm that they will leave the UK at the end of their visit. The enhanced eligibility check will again be required as soon as the Examiner arrives in Durham. This route sits outside of the Points Based System. If the non-EEA examiner will need to stay in the UK for longer than one month to carry out the work required there is a provision within Tier 5 that may be used . 4.0 Example jobs and Tiers Permanent Contracted Staff Fixed Term Contracted Staff Tier 2 or Tier 1 Tier 2, Tier 5, Tier 1 Marie Curie Contracts Tier 2 or Tier 5 if ‘named’ researchers Tier 4 Dependent Casual Fees 19 | P a g e Immigration & Eligibility to work manual Tier 1 Visitors Named/Sponsored Researchers PPE Business/Academic Visitors Tier 5 5.0 Role and Responsibilities 5.1 Human Resources Responsibilities 5.1.1 Eligibility to work To ensure that all new starters (paid and unpaid) are eligible to work in the UK. Copies of original documents are to be stored on their personal files. There will be no inputting to the HR system until documentation is obtained. Where an enhanced check is required the member of staff will be advised how to arrange an appointment at SIFSO. Details of the new starter will be added to the staff database. Once they have attended and passed their enhanced eligibility check they will be entered onto the HR System. 5.1.2 Sponsored Staff In order to comply with the Home Office regulations we are required to hold specific information for a non-EEA national for the length of their employment with the University. The Recruitment Team are responsible to ensure all the correct evidence is obtained initially for all Tier 2’s advertised through i-Grasp. Divisional support is responsible for all Tier 5 applications and extensions of employment/sponsorship. The full list of information we are required to record for Home Office compliance is below, HR will store this information on the successful non-EEA staff member’s personal file; • • • Screenshots of valid RLMT – if sponsored under Tier 2 Outline of Key responsibilities to be carried out whilst in Durham – if sponsored under Tier 5 Official agreement letter on institutions letterhead which includes dates of visit, and confirms amount of funding whilst in the UK – if sponsored under Tier 5 20 | P a g e Immigration & Eligibility to work manual • • • • • • • • • • • • • • • Passport/visa copy Qualification copies – Translated into English where appropriate Copy of any Professional Accreditation Certificates – If required as part of the Recruitment process CoS copy Contract of Employment Copy of advert/job description as advertised Letter from the sport governing body – If role is sponsored under Tier 2 (Sport) All applications received for the vacancy – Recruitment will produce this via iGRasp Copy of the completed, authorised shortlist – This must clearly show the criteria matched for each candidate with comments as appropriate – if sponsored under Tier 2 Interview notes for all candidates interviewed – These must show clearly why any EEA candidates were not appointed in favour of the non-EEA candidate – if sponsored under Tier 2 References for the successful candidate – if sponsored under Tier 2 Copy of English Language Test Certificate – If required during the candidate’s visa application National Insurance Number – Will be kept on Payroll system History of contact details for the staff member – Will be kept on Payroll system History of staff absence from work – Will be kept on LAMS 5.1.3 Rechecks Sponsored staff will be invited for a re-check every 12 months and prior to the expiry of their visa. 3 months prior to these dates, a report will be extracted from the HR system identifying the affected staff. HR will then invite the members of staff to an appointment with SIFSO. Failure to attend or to attend without the correct evidence will affect their continued employment. Any potential failure will be referred to the Assistant HR Director. 5.1.4 Changes in terms and conditions Any change in terms and conditions of employment for sponsored staff should be referred to the Assistant HR Director as the Home Office may need to be informed of any changes. No change should occur prior to the referral. If approved by the Assistant HR Director then where appropriate the HR department will update the Home Office SMS system and normal contractual changes should be carried out. 21 | P a g e Immigration & Eligibility to work manual 5.1.5 Change in Circumstances Where a sponsored member of staff has updated a change in their personal circumstances then we should update the HR System, ie address etc. 5.1.6 Reporting Duties We must report the following within 10 working days: • • • • If the sponsored employee does not turn up for their first day of work. If the sponsored employees contract is terminated earlier than indicated on the CoS If we stop sponsoring the employee If there are significant changes in circumstances o Promotion/change in job title / core duties o Change of salary other than annual increments o Change in salary due to maternity, paternity or long term sick leave of one month or more o The location the migrant is employed at changes, or if the duration of their contract of/for employment/services is shortened. 5.2 Department Responsibilities 5.2.1 Initial Checks In order to fulfil Home Office compliance, prior to any work being carried out paid or unpaid Departments will be required to; • • • • 5.2.2 Check eligibility of all candidates’ original documents at the interview stage, retaining copies and signing/dating to confirm the originals have been seen – This includes the candidate’s qualifications. Retain the Chair of the interview panel’s notes from the interview for all candidates appointed via a recruitment campaign (Tier 2) - These must show why a non-EEA candidate is preferred to a candidate from within the EEA. Send the verified eligibility documents, qualifications and interview notes for all candidates to the Recruitment Team attached to the completed Appointment Details Form – HR will be unable to process a contract of employment until all relevant paperwork is received. Check eligibility of all fees based and casual employees, sending copies of original documents to HR with a completed New Starters Form. These documents will be signed to confirm the original has been seen and the date. Monitoring Line Managers will be responsible for monitoring non-EEA staff/employees, and will be required to; 22 | P a g e Immigration & Eligibility to work manual • • • • Record migrant’s absence on LAMS Report any unauthorised absences to HR within 10 days Report and changes of the migrant’s contact information or change in personal circumstances to HR immediately Ensure that non-EEA staff attend the annual re-check (when prompted by HR) 5.2.3 Changes to contracts of Employment Departments should liaise with HR prior to making any changes to sponsored employees contracts of employment. 5.2.4 Employment of Students Departments should clarify that those students who are studying under a Tier 4 visa are not to be offered work exceeding 20 hours per week across the University during term time. Departments who operate field trips should be aware of this restriction. Where students are on a post graduate programme, this is a 52 week course. 20 hours should not be exceeded. 5.3 Migrant Responsibilities 5.3.1 Changes in details Employees/Workers must notify the University of any changes to personal details or circumstances. They must notify the Human Resource Department of any changes to their circumstances that may affect their right to work in the UK, i.e. if your permission is based on a dependents entry clearance and the relationship ceases. They must also notify the HR Department of any change to your contact details such as address, phone and mobile number. 5.3.1 Re-checks All non-EEA staff will be required to attend re-check eligibility appointments on an annual basis. This is to ensure that the information we hold is accurate and up to date. If evidence supplied at the original check expires before the anniversary of appointment, the staff member will be asked to attend the re-check at an earlier date to show the new evidence. At these re-checks we will ask staff members to provide; • • • Passport/visa Updated personal details Updated qualifications – If a higher degree has been achieved since the original check 23 | P a g e Immigration & Eligibility to work manual • Staff members will also be asked to sign an obligations letter which clearly states their responsibilities to informing the University of any changes to their personal/visa status, a copy of the letter can be found below; Obligation Letter Your obligations as a holder of a visa You have an important responsibility to ensure that you always comply with the conditions of your visa. The consequences of you not complying with your visa conditions can be very serious and could lead you to committing a criminal offence or being denied entry to the UK for a number of years. The University must act responsibly as a licensed sponsor of students and staff and asks for your assistance in always keeping us informed of changes in your circumstances that may affect your visa conditions. Your responsibilities as a member of staff and what to do if your circumstances change • Please keep your contact and personal details up-to-date with Human Resources. This is a condition of the University’s sponsor licence. • If you receive a new passport or visa extension during your employment you must arrange an appointment at the Student Immigration and Financial Support Office by completing the Enhanced Eligibility Check Appointment Form. https://www.dur.ac.uk/immigration/workinginuk/staffcheck/ • Some members of staff are required to register with the police (as stamped on your visa vignette or biometric residence permit) within 7 days of arrival in the UK and then report any subsequent changes e.g. change of address, visa extension). • You must notify Human Resources of any changes to your circumstances that may affect your right to work e.g. if your permission is based on a dependents entry clearance etc. • You must attend initial and annual eligibility checks when invited and provide the following original documents. The University has a duty to check (retain scans of your documents) eligibility documents before employment commences and every 12 months. You must bring the following documents to your enhanced check. - Signed Obligations Letter (this will be sent to you via email from SIFSO). - Original English Language Test Certificate (if this is a requirement of your visa application). - Original certificates of your highest qualification (this must be translated into English) – initial check only - Passport and relevant entry clearance documentation e.g. visa / residence permit. 24 | P a g e Immigration & Eligibility to work manual Our responsibilities as your University sponsor – in addition, the University must notify the Home Office of the following: • If you fail to turn up for work on your first day • If you are absent for more than 10 days without permission • If you resign or are dismissed • If the University stops sponsoring you for any other reason • If we reasonably suspect that you are breaching your conditions of leave • We are required by the Home Office to scan your visa and passport before employment commences, every 12 months thereafter and during your employment if you obtain a new passport or visa. Name: …………………………………………………………………… Signature: …………………………………………………………….. 6.0 Contacts / Useful Information 6.1 University Contacts Date: ………………………………… Michelle Hoult HR Assistant (Immigration) (Ext 46519) Trudy Forster Assistant Director of HR (Ext 46505) Helen Symcox HR Manager (Ext 46494) Mike Parks Head of Student Immigration & Financial Support Office (Ext 46057) Student Immigration & Financial Ext 46253 / 46069 Support Office General enquires: [email protected] 25 | P a g e
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