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Interim right to work check process (COVID-19)

How to carry out the necessary checks to ensure workers are eligible to work in the UK during the COVID-19 pandemic.

Right to work checks

In line with UKVI advice published on 30 March 2020, the University’s normal right to work check process will be temporarily adjusted due to the COVID-19 pandemic until 5 April 2022.

Any queries in relation to right to work checks should be directed to the relevant HR Recruitment or Operations Co-ordinator in the first instance who can escalate as necessary on a case-by-case basis.

If you are able to carry out the right to work check as normal i.e. face-to-face, seeing their original ID in person then please ignore the guidance below. Each document should be photocopied and/or scanned separately and include the following normal declaration 'Date on which this right to work check was made'. The declaration must be signed and dated by the person conducting the check and their name written legibly so it is clear who has completed the check. All documents should be uploaded to Stonefish as part of the hourly paid worker request.

How to conduct a right to work check by group

Group 1 – Non-EEA citizens who hold a Biometric Residence Permit/Card and EEA citizens who have either been granted status under the EU Settlement Scheme or hold a work visa and have not been issued with a vignette in their passport as they have proven their identity via the 'UK Immigration: ID Check' app and not in person at a visa application centre

Undertake the right to work check using the Government’s Online Right to Work Check Service where possible and relevant declaration form (FORM 1).

Group 2 – Candidates unable to undertake the Government's Online Right to Work Check above (e.g. British/Irish citizens)

Individuals who are unable or do not wish to undertake the Government's Online Right to Work Check (as above) will be treated as an exception during the COVID-19 period. The below process should be followed:

  • Ask individual to provide a copy (either scan or photograph) of their passport, BRP or other acceptable right to work documentation which we will accept as an interim measure as proof of their right to work.
  • The copy passport will be checked to ensure name/DOB/nationality match the individual’s job application.
  • Carry out a visual verification via Microsoft Teams/Zoom and ask that they also show their original passport during the video call. If this matches, we will allow the individual to start work (as per their contract which should have been signed).
  • Similar to the normal declaration that we include on right to work checks (i.e. the ID Stamp), you will need to include the following declaration ‘Adjusted check undertaken on [INSERT DATE] due to COVID-19’ electronically signed and dated by yourself and uploaded to Stonefish along with the individual’s ID (FORM 2).

If an individual is working at the University on a Skilled Worker Visa, or a Temporary Worker Visa (T5), you must also ask the individual to provide you with a copy of their current passport for HR to keep on file in addition to their visa (guidance on how to carry out a manual check can be found under our Right to Work webpages).

After the COVID-19 measures end

The Government has confirmed that retrospective (‘prescribed’) checks will no longer need to be carried out within 8 weeks of the COVID-19 measures ending as long as the check that has been undertaken has been done in the prescribed manner or as set out in the COVID-19 adjusted checks guidance.