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.
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.
When undertaking a right to work check under the interim process, it is important that you make it clear to individuals that all checks will need to be followed up in person with their original ID within 8 weeks of the COVID-19 measures ending as confirmed by the Government (or before if applicable).
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 been granted status under the EU Settlement Scheme
Undertake the right to work check using the Government’s Online Right to Work Check where possible.
Group 2 – Candidates unable to undertake the Government's Online Right to Work Check above (e.g. UK citizens, EEA citizens who have not been granted status under the EU Settlement Scheme etc)
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.
- The individual will be told to present their original documentation within 8 weeks of the COVID-19 measures ending.
- A spreadsheet will be maintained by HR to document who needs to present their original ID in person to ensure this is done as a priority when the COVID-19 measures end.
If, after following this interim process, you are able to carry out the right to work check as per the normal process either prior to or upon the individual’s start date but before the Government announcement below, please let your HR Operations Co-ordinator know by emailing email@example.com. As per the below guidance 'After the COVID-19 measures end', you will need to include a scanned copy of the individual’s ID along with the relevant declaration form, electronically signed and dated by yourself in your email to your HR Operations Co-ordinator so that they can update the spreadsheet for audit purposes.
After the COVID-19 measures end
The Government will confirm in advance when these measures will end. After this date, the University will follow its normal right to work check process.
Retrospective (‘prescribed’) checks will need to be carried out within 8 weeks of the COVID-19 measures ending and will apply to existing employees/workers who:
started working for the University during these measures under Group 2 and;
required a follow-up right to work check during these measures.
The retrospective check will need to include the following declaration ‘The individual’s contract commenced on [INSERT DATE]. The prescribed right to work check was undertaken on [INSERT DATE] due to COVID-19’ electronically signed and dated by yourself and emailed to firstname.lastname@example.org along with the individual’s ID.
Both the interim check and the retrospective check will need to be kept for our records.