About the Student / Tier 4 Booking System
The Student / Tier 4 Booking System is an online tool to help both managers and Student / Tier 4 students work in accordance with the terms of their visa.
The system uses information about the student's visa type, course status on SAMIS and the academic calendar to determine the maximum hours they are permitted you to work in a particular week (Monday to Sunday).
The booking process
Prior to work being undertaken, managers must log into the system to book the maximum hours that they would like a Student / Tier 4 student to work in a particular position in a particular week.
Booking the hours reduces the hours available to other managers to book the same person and also sends a booking confirmation email to the student.
Student / Tier 4 students may have positions in other departments across the University, but the system will prevent other managers from booking the person for more hours than permitted by their visa status.
Each booking reduces the number of hours available for that student to work in other roles. This helps to make sure that the student is working within the terms of their visa.
Each booking generates an email to the student which includes their timesheet. This must be completed, signed and authorised in order for the student to claim payment for the work undertaken.
Please note that the information presented within the booking system is reliant on the data held on iTrent and SAMIS at that date.
Information displayed within the Student / Tier 4 booking system
The system shows the following information for each Student / Tier 4 student.
Hours allowed - calculated using the visa type and course status for each Student / Tier 4 student, in combination with the academic calendar. This shows the maximum hours that the visa holder is allowed to work in a particular week (Monday to Sunday)
Hours booked - these are the hours that have currently been booked for the Student / Tier 4 student. This spans all the positions held by the student on iTrent.
Hours available - these are the hours that are still available to be booked for the Student / Tier 4 student in a particular week (Monday to Sunday)
Student / Tier 4 working restrictions have many variables and associated complexities. As such, the 'Hours Allowed' derived from this system should only be used as a guide.
How to use the Student / Tier 4 booking system
The booking system only covers paid work completed at the University of Bath. Managers should follow this guide to using the system.
Before a student undertakes work for you, you must check whether they hold a Student / Tier 4 visa.
For hourly paid work, as the engaging manager you must first make sure that the student is set up using the University's Hourly Paid Worker System. This will include a right to work check of the student’s immigration status; this is something that must be completed before the student undertakes any work. As a Student / Tier 4 visa holder, even though they have a right to study this does not mean that they automatically have the right to work in the UK. Please follow our Right to Work Check guidance for more information on how to carry out a check using the Home Office Online Right to Work Checking Service.
Once the student is set up on the system stating that they are able to undertake hourly paid work, and having signed their contract (online), you must book the hours that you want them to work in advance using the University's Student / Tier 4 Booking System. The system will calculate whether they are able to work for the amount of hours requested. The booking system uses information about their visa type, course status and the academic calendar to determine the maximum hours that they are allowed to work in a particular week. For Postgraduate (Research) students it will also take account of when vacation time is booked. Further guidance on how to use the Student / Tier 4 Booking System is available.
Once booked, the Student / Tier 4 Booking System generates an e-mail. This contains the number of hours booked and a timesheet for the student to complete and submit for approval after the work has been completed.
The hours on this timesheet must never be changed (to do so may constitute fraud).
If there is any change to a booking, the booking must be cancelled. When the cancellation has been confirmed, the new hours may be booked (provided that they do not take the student above their maximum weekly limit).
The student must not undertake any work before receiving the email.
Once the Student / Tier 4 worker has worked the hours that have been pre-booked, they will need to login to Employee Self Service (ESS) on iTrent and log and confirm their hours using the eTimesheet. Once submitted, each timesheet will require two levels of approval, firstly by the Line Manager and secondly by the Departmental Authoriser, before then progressing to payroll for payment. If the student works in more than one department, each department will need to follow the process above using the Hourly Paid Worker System and Student / Tier 4 Booking System.
If you need to cancel a booking, you must do this on the Student / Tier 4 Booking System before the date the work is booked to start. When the cancellation is confirmed, the system will send emails to the Student / Tier 4 student, HR, Payroll and the manager. When the cancellation is actioned it will remove these cancelled hours from the week. The system can then be used for another booking.
Although unpaid / voluntary work is not booked via the system, it is considered as work for the purposes of the student’s Student / Tier 4 Visa. Students must therefore make sure that they do not do more than their permitted hours.
Please note that Student / Tier 4 students who have graduated do not appear on the booking system; they are entitled to work full-time (36.5 hours per week) until the end of their visa. Similarly, non-Bath students will not be able to use the booking system and it is advised that in these situations you contact your HR Operations Co-ordinator for further advice.