Guidance note – employing staff who require a certificate of sponsorship
Background
All UK employers have a duty to prevent illegal migrants working in the UK. The Immigration,
Asylum and Nationality Act 2006 sets out the law. The University of Surrey has a statutory duty
to check that a prospective employee has the correct eligibility to work in the UK in place
BEFORE starting or extending employment, plus carry out other regular checks.
In addition, the University is an A-rated sponsor under the Points Based System (PBS). This
means that subject to eligibility, we can sponsor migrants who are from outside the European
Economic Area (EEA) and Switzerland. The PBS is managed by the Home Office and includes
five Tiers.

Tier 1 (High-value Migrants)
Investors, entrepreneurs, exceptionally talented people and recent graduates from UK
universities can apply to enter or stay in the UK without needing a job offer – but migrants will
need to pass a points based assessment.

Tier 2 (General)
Tier 2 is for migrants who have been offered a skilled job in the UK and the prospective
employer is willing to sponsor – migrants can apply to come or remain here to do that job.
There are two different types of Tier 2 visas restricted and unrestricted. A restricted Tier 2 visa
is issued to an employee if they are not currently living or working in the country. An
unrestricted visa is issued when an employee is either extending their current leave to remain
or they are living and working for another employer in the UK. You can also issue an
unrestricted visa if you have a student who is switching from their Tier 4 visa.

Tier 3 (low skilled)
This tier is currently suspended.

Tier 4 (Students)
Tier 4 is for migrants who want to study in the UK, there are separate guidance notes that cover
this Tier and they available from the International Student office.

Tier 5 (Temporary Workers)
For specified temporary workers
Allocation
The University of Surrey is licensed under Tiers 2, 4 and 5. Most skilled workers who are coming
to the University of Surrey will require a Tier 2 (General) visa.
HR holds the licences for Tier 2 (General) and Tier 5 (Temporary workers), both of these tiers
are given an annual allocation. The annual allocation for Tier 2 (General) unrestricted visas runs
from 6th April to 5th April. In the current 2013/14 year, the University was allocated 66
certificates. There is no allocation for restricted visas as these are done on a case by case basis.
The annual allocation for Tier 5 runs from 10th August to 9th August although this can vary and
will change depending on the re-application date each year. The University was allocated 15
certificates in the current 2013/2014 year.
Under the PBS, migrants must pass a point’s assessment and meet a minimum threshold before
they can get permission to enter or remain in the UK. Points are awarded against such factors
as qualifications, prospective earnings and English language competence in order to obtain
entry clearance and leave to remain in the UK.
Roles within the University of Surrey
The UKVI requires a number of roles to be allocated to University of Surrey staff in order to
operate the Tier 2 and Tier 5 licences via the SMS.
Dr David Ashton, Registrar and Authorising Officer for Tier 4 Student visas and Executive Board
lead for all UKVI matters.
Mr Paul Stephenson, HR Director and Authorising Officer for Tier 2 (General) and Tier 5
(Temporary Workers).
Ms Karen Gooday, Deputy Director of HR (Services) Key Contact for Tier 2 (General) and Tier 5
(Temporary Workers)
Ms Karen Gooday, Deputy Director of HR (Services) Level 1 User Sponsorship Management
System (SMS)
Mrs Jill White, HR Manager, Level 1 User (SMS)
Ms Lois Moor, HR Manager, Level 1 User (SMS)
Ms Karen Griffiths, HR Manager, Level 1 User (SMS)
Mrs Claire Trussler, HR Policy and Projects Officer, Level 2 User (SMS)
Mrs Karen Roe, HR Officer (FEPS), Level 2 User (SMS)
What each role means;
Authorising Officer
The Authoring Officer is responsible for deciding how many of our staff need to have access to
the SMS and what level of permission they can have. They are responsible for the activities of
all SMS users and must comply with the Home Office requirements for using the system.
Key Contract
The Key Contract is usually the person who will act as the main point of contact between UKVI
and the University and is the person the UKVI will contact if they have any queries about our
sponsor licence application, the documents submitted or the payment.
Level 1 User
The Level 1 User is responsible for conducting our day to day sponsorship activities by using the
sponsorship management system (SMS) and for setting up accounts for any Level 2 users. Level
1 Users are able to assign Tier 2 (General) restricted and unrestricted and Tier 5 (Temporary
worker) visas, they are also able to report any changes to a migrants employment status and
report any absences.
Level 2 User
Level 2 Users can access to the SMS can only be granted by a Level 1 User. The Level 2 User is
only able to assign Tier 2 (General) unrestricted visas and Tier 5 (Temporary Worker) visas. The
University currently only has a Level 2 user in FEPS due to the larger volume of visas in that
Faculty.
The Role of the University of Surrey
The University must as a “sponsor” for migrant workers it wishes to employ, and only sponsor a
migrant where the University is satisfied that the migrant is able to do the specific skilled job at
or above the appropriate skill level as set out by the Home Office. To sponsor someone under
Tier 2 a Certificate of Sponsorship (CoS) is issued. Further details are in the Certificates of
Sponsorship section.
By issuing the sponsorship the University is confirming that a resident labour market test has
been carried out in accordance with the Home Office guidance or that the role is exempt or is
on the shortage occupation list. Further details are in the Resident Labour Market Test section.
In addition as a sponsor there are sponsor obligations placed on it by the Home Office. Further
details of these are in the Key Obligations section.
Resident Labour Market Test
A Resident Labour Market Test (RLMT) must be carried out to ensure that the vacancy has been
advertised to settled workers and cannot be filled by a suitably qualified settled worker before
offering the post to a candidate who needs sponsoring under the Tier 2.
However, when recruiting to a vacancy in defined PhD level occupations the University can
appoint the best candidate, regardless of their visa status.
A RLMT does not have to be carried out where the proposed employee is:

A named researcher.

Filling a job on the shortage occupation list.

Earning more than £150,000 per annum.

A Tier 4 migrant who is switching into Tier 2.

Where a migrant currently has permission to stay in the UK under:
o
Tier 1 (Post-study work), or
o
The international graduates scheme, or
o
The Science and Engineering Graduates Scheme
o
Graduate Visa
Whilst a RLMT does not need to be carried out, internal recruitment procedures will need to be
followed (as appropriate).
The University can only sponsor migrants where the job is at the right skill level and occupation
type and is checked before sponsorship and/or advertising is considered.
The Home Office uses Standard Occupational Classification (SOC) codes to classify job titles
and skill levels of jobs. In order to successfully assign a Certificate of Sponsorship to an
individual, the job which they will be filling must be classified within a SOC code and meet the
conditions of the code of practice (skill level and salary) within that SOC code. If the job does
not meet those conditions, we cannot issue a certificate of sponsorship. The code of practice
also tells you how you must advertise the job.
Carrying out the RLMT
The vacancy needs to be advertised for a minimum of 28 calendar days in the Jobcentre Plus
and through one other form of media as specified in the relevant Home Office code of practice.
For academic posts jobs.ac.uk is appropriate.
All jobs that fall within the defined Home Office PhD-level occupations and all jobs with a salary
of £70,000 per annum or higher do not have to be advertised in Jobcentre plus. All other
resident labour market test requirements as set out in the relevant code of practice must still be
met.
The following information must be contained in all adverts:

Job title.

Location of job.

Salary range, or indication of salary package.

Any terms of the offer, e.g. limit of contract.

Main duties and responsibilities of the job

Essential skills, qualifications and experience required to perform the role.

The closing date for applications.
Screen shots of all adverts must be printed on the date they first appear. As well as showing the
content of the advert, the printout must show the name and logo of the website, URL and date
of printing. Where printed media is used, the original page containing the advert must be
retained.
Where a Tier 2 visa is assigned all recruitment documents must be retained and kept securely
for one year or until a Home Office compliance officer has examined and approved them,
whichever is the longer period. Further details are contained in appendix D of the UKVI Tier 2,
and Tier 5 of the PBS Guidance for sponsors.
Certificate of Sponsorship
A certificate of Sponsorship is a ‘virtual document’, with a unique reference number which is
issued to a migrant so that they can apply for permission to enter the UK if they are overseas
(known as ‘entry clearance’), or permission to stay in the UK if they are already here (known as
‘leave to remain’).
The Home Office has implemented a UK- wide annual limit on the number of CoS available
under Tier 2 (General) for migrants entering the UK. These CoS’s are known as ‘restricted’
Certificates of Sponsorship.
Where a migrant is already in the UK and a CoS is required for one of the following reason, the
Certificate of Sponsorship is known as an ‘unrestricted’ Certificate of Sponsorship. The
University of Surrey applies for an allocation of unrestricted Co’S’s each year.

Extensions

Changes to Employment

Switching Immigration Category

New hires earning over £150,000.
All CoS, where restricted or unrestricted, must be used within 3 months of allocation, and a
migrant cannot apply for entry clearance or leave to remain more than 3 months before the
start date.
In addition, a restricted or unrestricted CoS must be assigned within 6 months of the date the
advert for the vacancy was first posted. If the role is defined by the Home Office as at PhDlevel, this period is extended to 12 months.
The PhD level SOC codes are
1137 – Research and Development Managers
2111 – Chemists
2112 – Biological Scientists and Research Chemists
2113 – Physicists, Geologists and Meteorologists
2311 – Higher Education Teaching Professionals
2321 – Scientific Researchers
2322 – Social Science Researchers
2119 – Researchers not elsewhere classified
A Tier 2 Certificate of Sponsorship can be issued for a maximum of three years in the first
instance and can be extended for a further three years. The maximum permitted time on a Tier
2 visa is six years. Migrants who wish to remain in the UK to work beyond six years should apply
for settlement if they are eligible to do so.
Applying for a CoS for Tier 2 (General) Sponsored Skilled Workers
The application process depends on whether the migrant is coming to the UK from overseas, or
whether they are already in the UK (in-country).
For all migrants requiring a Tier 2 visa, the application process involves two stages:

The issuing of a Certificate of Sponsorship by HR (once confirmed has been received
that the migrant will meet the points threshold);

Application by the migrant for a Tier 2 visa which provides leave to enter the UK, or
leave to remain in the UK (issued by the Home Office).
For a migrant coming to the UK from overseas there is an additional preliminary stage: the
University has to submit a formal request to the Home Office for a Certificate of Sponsorship
for the overseas migrant on a case by case basis, before it can be issued to the migrant by the
University. These requests are from a monthly national quota held by the Home Office and
issued on a monthly basis.
NB: A Certificate of Sponsorship does not give the migrant the right to work in the UK: it merely
enables the migrant to submit an application for a visa. The decision on whether to issue a visa
is not made by the University, but by the Home Office.
Points table for migrants with a certificate of sponsorship seeking entry clearance
Requirements
Points
Valid CoS held.
30
Salary meets the minimum rate detailed in the appropriate Code of Practice, or
£20,000 per annum, whichever is higher.
20
Maintenance – the equivalent of £900 of personal savings held for at least 90 days
prior to the date of visa application, plus additional savings of £600 for each
accompanying dependant.
English language: (a) national of an English-speaking country as defined by the
Home Office, or (b) has studied for a degree via the medium of English, or (c) has
passed an approved English language test.
Minimum of 70 points required.
10
10
Obligations
As a licensed sponsor under Tier 2 and Tier 5 of the Home Office points based system, the
University of Surrey has a duty to ensure that:

The University only employ staff who are eligible to work in the UK; and

It meets the sponsor duties and requirements; and

Any sponsored workers employed at the University comply with their immigration
conditions.
The Home Office may choose to audit the University of Surrey from time to time to ensure
compliance with the above duties. Failure to comply with these duties could result in the
University facing a large fine, known as a civil penalty, of up to £10,000 for each illegal worker. If
the Home Office feel we are not compliant with our sponsor duties, they have the power to
downgrade or withdraw our sponsor licence. Such a restriction would naturally impact on the
University’s ability to attract and retain high calibre staff and would impact on our Tier 4 licence.
Therefore, it is essential that these responsibilities are taken seriously and that Human
Resources informed of any concerns in respect of the matters listed above.
Generally, the Home Office requires the University of Surrey to meet the following obligations:
1.
Monitor Immigration Status
Employers must ensure that the appropriate right to work checks are carried out on all new
employees and before extensions of employment are made, regardless of their nationality,
before they start work. Annual checks are required to demonstrate eligibility to work in the UK
these are required when an employee has limited leave to remain. This is not limited to Tier 2
visas. The University carries these checks out annually in August.
2. Maintain migrant contact details
Employers are required to keep up-to-date personal contact details for all their sponsored
workers. This includes details of their home address and contact telephone numbers. These are
kept on the HR System and can be updated via self service. These details are also checked
during the annual check detailed above.
Record Keeping
Employers are also required to keep certain documents relating to the employment of Tier 2
employees for the duration of their sponsorship. This would generally include keeping copies of
pay slips, contracts of employment, relevant contracts, and documents from the resident labour
market test and other documents as specified by the Home Office. Employers must also ensure
that a migrant who is coming to work is legally entitled to do the job in question and that
he/she has the appropriate registration or professional accreditation where this is legally
required. Further details are contained in appendix D of the UKVI Tier 2, Tier 4 and Tier 5 of the
PBS Guidance for sponsors.
3. Track and monitor
Employers must also report certain information on sponsored employees on the Home Office
online sponsorship management system (SMS), in most cases within 10 working days, namely:

Failure to attend on the first day of work;

Unexplained absences of ten working days or more, or unpaid leave of one month or
more;

If employment ends either through termination or resignation or an employee
otherwise stops being sponsored.

If there are significant changes in an employee’s circumstances, such as a change of job
or salary (this does not include normal salary increases).

If the employer suspects a migrant is breaching the conditions of their leave; and/or

If there are any significant changes in the sponsor’s circumstances (for example, it has
changed address or was involved in a merger).
To meet these obligations, the HR Department, line manager, and employee have specific
obligations which are set out below:
Human Resources Responsibilities
The Human Resources department is responsible for managing the Sponsorship Management
System and to provide advice to line managers and to migrant workers. The Human Resources
team rely on information provided to them by a migrant worker’s line manager and the
migrant worker to ensure that the University complies with the regulations set by the Home
Office.

Human Resources must notify the Home Office via SMS, within 10 working days should
a migrant fail to turn up to their first day at work.

Human Resources must notify the Home Office, within 10 working days via SMS, if a
migrant workers contract of employment ends (including if they resign or are
dismissed). Human Resources must give them the name and address of any new
employee that have joined if they know it.

Human Resources must notify the Home Office within 10 working days if the University
stops sponsoring a migrant worker for any other reason (for example, if the individual
moves into an immigration category that does not need a sponsor).

Human Resources must notify the Home Office if there are any significant changes in
salary (but not an annual pay rise or a bonus), or a change of work location.

Human Resources must notify the Home Office, within 10 working days, if there is any
information about a migrant worker that would suggest that they are breaching the
conditions of their leave.

Human Resources must ensure that annual document checks are carried out with all
migrant workers. This will usually take place in August.

Human Resources will ensure that they retain copies of the individual’s eligibility to work
and other required documents.
Line Manager Responsibilities

Advise Human Resources if a ‘migrant worker’ does not attend his/her first day of work.
Human Resources are required to inform the Home Office. If possible provide the
reason given for the non-attendance (e.g. delayed or missed flight). The line manager
should contact Human Resources on the employee’s start date to confirm whether or
not he/she has commenced work. Note that if the contract start date is a non-working
day then only report non-attendance if the employee does not attend on the first
available working day.

Although we have already have seen and taken a copy of the individual’s passport
number as part of the interview process we require full copies once the employee has
commenced work. The manager should check and take a copy of the entry clearance
stamp (or other entry clearance documentation) which provides confirmation of his/her
entitlement to work in the UK. As the employee may have been issued with a new
passport since attending for interview we recommend that in addition to the entry
clearance stamp (and/or separate documents) copies are taken of the front cover of the
passport and the pages containing personal (biometric) information, signatures, etc.
Please note that if they have a biometric card both sides need to be copied and signed
by you. Once copied documents should be signed and dated the copies confirming that
they are true copies of the originals and sent to Human Resources.

The University has a statutory responsibility to report unauthorised absences of migrant
workers. Consequently, an individual that the University has sponsored is absent from
work without due prior permission, you must notify Human Resources as soon as
possible and usually by the end of the first day of absence. A member of the HR team
will follow up this matter with you and where the absence is confirmed as being
unauthorised, the Home Office will be notified.

The Human Resources department are required to notify the Home Office of any
significant changes to a migrant worker for example, a change of job (but not a change
of job title), a change of salary (but not an annual pay rise or a bonus). This must be
carried out within 10 days of any change. Human Resources should be contacted
immediately if there is potential that there will be a change of circumstances to a
migrant worker to discuss this before the changes take place. Any changed to the SoC
will require a new advert and RLMT.

A copy of the line managers responsibilities are issued to the line manager when they
employ a migrant worker.
Migrant workers responsibility

Produce evidence of their entitlement to work in the UK on or before their first day of
employment.

Keep their line manager/department administrator informed of any absences from
work, the dates of absence and the reason why (sickness, annual leave etc.). They
should be aware of the process for reporting all forms of leave and comply with the
appropriate leave procedures, any unauthorised absence may need to be reported to
the Home Office.

Inform the HR department immediately of any change to their immigration status. (For
example if they no longer need sponsorship from the University).

Inform HR if their role at the University of Surrey significantly changes from your
original contract of employment. (Permission to work under Tier 2 category is role
specific so significant changes may mean a new application under the Tier 2 category)

Ensure that their contact details are kept up to date. They must update their contact
details, including full home address, home telephone number and mobile telephone
number immediately if they move house or change your telephone number during their
employment at the University of Surrey. This can be done via Employee Self Service.

As they have limited leave to remain in the UK they are required to present their
eligibility to work documents to Human Resources on an annual basis. Human
Resources will liaise with your Department when this is due to ensure this is completed
within an appropriate timescale.

A copy of the migrant workers responsibilities are issued to every new migrant worker
on commencing employment.
Central record keeping
The University has two places where we record the data for migrant workers, one is our HR
system (peoplesoft) and the other is a centralised spreadsheet.
1.
Peoplesoft
All employees are entered onto Peoplesoft the only difference with migrant workers is that we
record the visa type and expiry date of those visas on the system. This enables HR staff to run
monthly reports from the system to check that no migrant workers visas are close to expiry.
We also record absences such as sick leave, maternity, paternity, unpaid leave, paid leave,
domestic leave and sabbatical for all employees. This also enables HR staff to run monthly
reports and to demonstrate to the Home Office that we sufficient records of leave for all
migrant workers.
2. 2013 – 14 CoS Master Final spreadsheet
This spreadsheet is used by HR staff to record when a certificate of sponsorship is issued and
what type of CoS restricted or unrestricted for Tier 2 (General). HR staff also record any CoS
that is issued for Tier 5.
The spreadsheet has a running count down from the annual allocation amount given.
There are four different tabs on the spreadsheet as we record restricted, unrestricted and Tier 5
separately. The reason for doing this is that the allocation of 66 is in relation to the Tier 2
(General) unrestricted visas. If a member of HR staff is applying for a restricted visa an initial
request has to be submitted to the Home Office for consideration by the 5th of each month.
There is a separate tab to record this initial request. If that request is granted the data will then
be moved to the second tab for the restricted visa which means it has been granted.
These are the two reports that will always be used if the University is to be audited by the
Home Office.
Training
All new HR staff are given a two hour training session on UKVI and what our responsibilities are
as an employer and University. This is an interactive session where staff are encouraged to
share what knowledge they may already have and to ask questions as we go through each Tier
and process that we need to follow as an ‘A’ rated sponsor.
There is also six monthly update training sessions to which all HR staff have to attend. This
gives us the opportunity to discuss any changes that may affect the University and our
processes for applying for and retaining staff who require a CoS.
As part of the six monthly update HR staff are given the opportunity to put forward any areas
regarding UKVI which they may not be clear on or have come across a new process that they
had not been aware of before so that training can be focused on these areas.
Audit
The University was last audited by the Home Office in September 2011 and as a result of the
audit there have been a number of improves made to the HR processes. Six monthly staff
training for HR staff has been introduced. Standardisation of forms which are now used in all
Faculty and CSAS HR departments and visa champions in each HR team have been nominated.
An annual mock audit is also carried out and HR teams are not given any notification of when
these will take place.
Regular Reporting
The HR Systems team run monthly reports one of which is for UniTemps so that any employees
working on student visas for the University are flagged to UniTemps so they do not also work
for Unitemps and exceed their 20 hour per week employment visa limit. Monthly crystal reports
are also run for each HR department and any red cased are highlighted so that action can be
taken immediately.
The HR teams in each department also run monthly reports from peoplesoft which details all
their current staff with a time limited visa. The HR staff can then monitor and inform the
employee if their visa is approaching its expiry date. If the employee is on a temporary contract
the line manager will be contacted and if the contract is to be extended the HR teams will then
contact the employee to start the process of extending the visa. If the contract is not going to
be extended the appropriate notice will be given to the employee.
Documentation
As previously mentioned above a suite of standard forms has been put together so that all HR
teams are using the same and therefore following the same procedures. Examples of all the
documents which are now used are in appendix 1.
Visa Champions Role
A visa champion has been nominated in each HR department and it is their role to feed back
any new legislation for updates to UKVI to the rest of the HR team. It is also their responsibility
to make sure the annual record keeping is run at the appropriate time of year.
The visa champion will also attend regular monthly meetings with the other visa champions and
representative for Karen Gooday (Key Contact) to discuss any issues that they have come up
against or any concerns they may have. It is also a good way of sharing best practice.
It is every member of HR staff’s responsibility to make sure that the correct processes and
procedures are being adhered to at all times.
Appendix 1 – Standardisation of forms
Contact Details
It is our legal responsibilities to check that our employees have the right to work in the UK. In
order to meet the UKBA regulations we must carry out repeat checks at least once every 12
months, if an employee has a time limit on their stay.
We would therefore appreciate it if you could kindly complete the following, which we will then
keep on your confidential personal file. Please note that these details will not be released to
anyone.
Your Details:
Surname:
Forename:
Home Tel:
Mobile Tel:
Current Address Details:
Address:
…………………………………………………………
…………………………………………………………
…………………………………………………………
………………………………………………………….
………………………………………………………….
I can confirm that the above information is accurate as of the date below.
Signed……………………………………….
Dates……………………………………….
We would be grateful if you could please ensure that you inform the HR Department of any
changes to this information during the course of your employment, in order that we ensure our
records are up-to-date.
Please return this form no later than 31st August XXXX.
Thank you for your assistance in this matter.
Invite to interview
Dear XXXXX
Vacancy Ref:
Further to your recent application for the above position, I have pleasure in inviting you to attend a
formal interview on XXXXXXX.
As part of the process we would ask that you prepare a short presentation (10-15 minutes in length)
which has been scheduled for xx.xxpm. This is an opportunity for you to give us a presentation on
your current research and a laptop will be available for you to use on the day. Following your
presentation, there will be an opportunity for you to meet with a member of the HR team, who can
answer any questions you may have.
We would ask that you report to Reception in the School of Management building (marked on the
enclosed plan) at least 10 minutes prior to your scheduled presentation time, your interview is
scheduled for xx.xx.
Please bring to interview evidence of your eligibility to work in the UK. Details of what documents
you must bring are explained in the attached appendix B. Please also being any essential
qualifications required for the role.
I enclose a copy of the University’s guidelines in relation to interview expenses, and a claim form will
be available on the day for you to complete. If you intend to come by car, please let me know so I
can arrange a parking permit for you.
Please telephone me on 01483 68XXXX to confirm whether you will be able to attend or not. An
answering service is available on this line after office hours; alternatively you can email me at XXXX
We look to meeting with you.
Yours sincerely
XXXXX
SHORTLISTING DETAILS
Name of Post………………………………………………
Post No……………………
Closing Date………………………………………………
Name /
Application
Number
Reason for Shortlisting
(All shortlisted candidates should meet
the essential criteria. Please also
indicate any relevant experience to the
post)
Actions/Recommendations
Suggested dates for Interview Board:………………………………………………………………….
……………………………………………………………………
NB: Allow at least two weeks to receive references before suggested dates.
Suggested names for Interview Board: ………………………………………………………………..
……………………………………………………………….
……………………………………………………………….
………………………………………………………………...
Signed:………………………………………… Date………………………………
Offers to those requiring a non-restricted visa:
STRICTLY PRIVATE AND CONFIDENTIAL
Position
Department
Faculty
University of Surrey
Dear xxxx,
Further to your interview on xxxx, I have pleasure in offering you an appointment to the post of xxxx within the
(name of Department), in the (name of Faculty) at this University, with effect from (date and duration of contract), at
a salary of £xxxxx per annum aligned within (level) of the (job family) Family.
Any offer will be subject to the receipt, prior to employment commencing, of references and a medical report, all of
which must be satisfactory to the University. I am enclosing a Medical Declaration of Fitness Form and I should be
grateful if you will complete and return it directly to the Occupational Health Service by post. (Please note this form
is used for all posts so please only complete what you can). Please could you confirm whether you are now happy
for me to contact your referees.
The position is also subject to you successfully being awarded an unrestricted Tier 2 visa. In order for the University
to apply for a unrestricted Certificate of Sponsorship for you for this appointment, you will need to provide the
University with evidence that you meet the minimum points requirement for working in the UK. The number of
points required is 70 which are awarded from three sets of criteria:
1) Attributes
2) English Language skills
3) Maintenance
You will also need to provide the University with the following documents (if not already supplied at interview):
• Original Qualification certificates / Diplomas / PhD, etc. (including translation if not in English)
• Your passport (please include a copy of your Current Work Permit / LTR stamp from your passport / any previous
UK Visa and entry / exit stamps, etc., if relevant)
• Evidence that you meet the maintenance points criteria
More information can be found at the below link:
http://www.ukba.homeoffice.gov.uk/workingintheuk/
Once the University has obtained a certificate of sponsorship for you, you need to apply for Leave to Enter/Leave to
Remain. The University will reimburse you for the cost of standard leave to enter/ leave to remain via an expenses
claim form with appropriate receipts/evidence of payment. If you fail to commence employment you will be
responsible for reimbursing the University for this cost.
Once we have received Home Office approval and your start date has been confirmed, we can arrange for a formal
contract of employment to be sent to you.
Please contact me by e-mail as soon as possible to confirm whether or not you would like to accept this appointment.
Yours sincerely
Xxxx
Recruitment Checklist
Job & Reference:……………………………………………………………………….
Date of Interviews: …………………………………………………………………
Recruitment Manager: ………………………………………………………………..
HR contact:………………………………………………………………………………
Notes:…………………………………………………………………………………….
ADVERTISING
Action:
Confirmation to Recruit form approved
Job Purpose approved
Advert Approved
Advert placed for 4 weeks:
 Jobs.ac.uk
 University Website
Comments:
Completed:

Job Centre Plus (not currently a

Other publications
requirement but please continue
for good practice)
Screenshots should be taken on the first
day on which the advert is the advert is
uploaded. This should include the website
address, website logo, the content of the
advert and the URL. (Please allow an extra
3 days in order for adverts to be uploaded
on to external websites.)
Screen Shots of adverts placed on
recruitment file
ARRANGEMENTS OF INTERVIEWS
Action:
Applications and shortlisting grid sent to
Manager
Shortlisting Grid/Form returned full
completed and justifications provided:
Comments:
Completed:
Do any applicants require a visa to work in
the UK? What current visa do they hold? are we
able to provide sponsorship according to the
relevant SOC code and have we met the resident
labour market test?
Interview schedule approved
Interview Invite sent
Room Booked:
Arrange External Assessor
Letter of thanks & book vouchers for
External Assessor
OHP/Data projector/laptop organised:
Catering Booked:
Nameplates
Academics Invited to Presentations
Interview in progress notice!
List of candidates to Reception
INTERVIEW PACKS
Action:
Comments:
Completed:
Interview timetable:
Interview Summary Sheets:
Copies of Application
Job Purposes
Possible interview Questions
CV’s to Dean
Expenses Forms (HR Pack Only)
Terms and Conditions (HR Pack Only)
POST INTERVIEWS
Action:
Make Offer
Comments:
Set up new starter file
Email rejections of unsuccessful
Candidates copy on file
Feedback from interviews on file which
clearly shows why the successful candidate
was appointed
Summary Sheet of interview process on
file
Update peoplesoft with rejected and
successful candidates
HR Academic Checklist on file
Close down recruitment file keeping UKBA
files separate until the next UK BA audit or
employment end whichever occurs first
(must keep all recruitment files for a
minimum of 6 months)
Interview Summary Sheet
To be completed by Chair of Interview Panel
Position: ……………………………………………………………………………….
Completed:
Date of Interview: ……………………………………………………………………
General Interview Notes:
Chairperson recommendation:
Name of Successful candidate: …………………………………………………………………………
Recommended Starting Salary: (Level and Step on scale)
………………………………………………………………………………………………………………..
Recommended Start Date: ………………………………………………………………………………
Signature of Chair: ……………………………………………………………………………………….
CoS email
Dear
Further to our application for a Certificate of Sponsorship for you, I am pleased to advise you that
your reference number is XXXXXXXX. I should like to remind you that you must keep this number
confidential and secure at all times. You will now need to apply for your leave to enter/remain in
the UK and eligibility to work. The University will reimburse you for the cost of standard leave to
remain via an expenses claim form with appropriate receipts/evidence of payment.
The University is an A rated sponsor and our sponsorship number is 479B96FX8 which will be
required when you are applying online.
Please be aware that your COS number will expire 3 months after of being issued this will fall on
XXXX.
Kindest regards.
Offers to those requiring a restricted visa:
STRICTLY PRIVATE AND CONFIDENTIAL
Position
Department
Faculty
University of Surrey
Dear xxxx,
Further to your interview on xxxx, I have pleasure in offering you an appointment to the post of xxxx
within the (name of Department), in the (name of Faculty) at this University, with effect from (date and
duration of contract), at a salary of £xxxxx per annum aligned within (level) of the (job family) Family.
Any offer will be subject to the receipt, prior to employment commencing, of references and a medical
report, all of which must be satisfactory to the University. I am enclosing a Medical Declaration of Fitness
Form and I should be grateful if you will complete and return it directly to the Occupational Health
Service by post. (Please note this form is used for all posts so please only complete what you can).
Please could you confirm whether you are now happy for me to contact your referees.
Due to the recent Immigration changes brought in by the Government we will now be required to apply
for a Restricted Tier 2 Certificate of Sponsorship (further details of the changes can be found at:
http://www.ukba.homeoffice.gov.uk/sitecontent/newsfragments/41-t2-sponsor-changes). To do this we
are required to inform the UKBA of all relevant job information. Once we have submitted the first part of
the application we will need to wait to find out if the application has been successful. We will be
informed of this around the 11th of each calendar month. If granted we will then be able to allocate the
certificate to you within 3 months. Outlined below are details of the evidence that will need to be shown
to demonstrate that you meet the minimum point’s requirement for working in the UK.
There are 70 points from the three sets of criteria which are:
1) Attributes;
2) English Language skills
3) Maintenance
You will also need to provide the University with the following documents (if not already supplied at
interview):

Original Qualification certificates / Diplomas / PhD, etc. (including translation if not in English)

Your passport (please include a copy of your Current Work Permit / LTR stamp from your passport /
any previous UK Visa and entry / exit stamps, etc., if relevant)

Evidence that you meet the maintenance points criteria
More information can be found at the below link:
http://www.ukba.homeoffice.gov.uk/workingintheuk/
Further details about this will be sent to you separately.
Once the University has obtained a certificate of sponsorship for you, you need to apply for Leave to
Enter/Leave to Remain. The University will reimburse you for the cost of standard leave to enter/ leave to
remain via an expenses claim form with appropriate receipts/evidence of payment. If you fail to
commence employment you will be responsible for reimbursing the University for this cost.
Once we have received Home Office approval and your start date has been confirmed, we can arrange
for a formal contract of employment to be sent to you.
DOCUMENTS FOR NEW STAFF FILE
NAME:
POST TITLE:
DEPARTMENT:
START DATE:
Has this person been employed by the University before?
Yes / No
(If “yes” – merge papers with existing file from Faculty or Central Department as appropriate)
Document/s
Enclosed
(please tick)
Comments
(must be completed where no enclosure)
Actions:
Hired on Peoplesoft
HESA new number issued (or inform
CW if worked in HE)
Induction Session - added to session
Diversity Training - added as user
Set up induction

Welcome Letter

Meetings with Key contacts

Payroll/pensions

IT

Library

Keys to Office
Formal/Informal Offer Letter sent
Principal Statement sent
Employee Pack sent (Including: Pay
scales; job purpose; Info: H&S/Sport;
sickness reporting; Forms: Bank details;
Personal details; Pension pack Press
release declaration ; Relocation, Staff
Charter )
CRB Form Sent (if applicable)
Occupational Health Clearance
received (department informed if
adjustments to be made/filed of PF)
Qualifications seen (Originals verified
and copied to PF)
Date of session-
Certificate of Sponsorship
documentation (if applicable)
Birth Certificate/Passport/ Eligibility
to work in the UK seen (Originals
verified and copied to Pensions/PF)
EMMA Form (fully completed, original
returned to EMMA team/copied to PF)
Probation Targets form (academic)
sent to Line Manager and Sue
Ponsford informed about Graduate
Certificate in Learning & Teaching
Filing
Recruitment Documentation: (EMMA
form, advert, job purpose; application
form, CV, interview notes/score sheets,
composition of interview panel,
correspondence with individual)
Highlight if on a visa updating
peoplesoft (yellow sticks on front of
personnel file and spine of file
highlighted)
Principal Statement received
Employee Details received/update
P/S
Update P/S with Trade Union
Recognition
References received
Any correspondence with the
employee
Migrant is absent from work, without permission, for more than 10 working days
Migrant arrives for employment
Migrant does not arrive for employment
Migrant leaves employment
Significant changes in the migrant’s circumstances
Disciplinary action
Migrant is absent from work, without permission, for more than 10 working days
Migrant arrives for employment
Migrant does not arrive for employment
Migrant leaves employment
Significant changes in the migrant’s circumstances
Disciplinary action
Please contact the Deputy Director of HR Services, if you are unsure whether or not something should be reported.
Any changes will need to be administered by a Level 1 User of the UKBA Sponsorship Management System.






WARNING: UKBA WILL NEED TO BE NOTIFIED OF ANY CHANGES IN CIRCUMSTANCES OF A NON-UK/EEA WORK. THIS NOTIFICATION MUST
BE MADE 10 DAYS PRIOR TO THE EFFECTIVE CHANGE. EXAMPLES OF MIGRANT ACTIVITY THAT MUST BE REPORTED ARE:
Please contact the Deputy Director of HR Services, if you are unsure whether or not something should be reported.
Any changes will need to be administered by a Level 1 User of the UKBA Sponsorship Management System.






WARNING: UKBA WILL NEED TO BE NOTIFIED OF ANY CHANGES IN CIRCUMSTANCES OF A NON-UK/EEA WORK. THIS NOTIFICATION MUST
BE MADE 10 DAYS PRIOR TO THE EFFECTIVE CHANGE. EXAMPLES OF MIGRANT ACTIVITY THAT MUST BE REPORTED ARE:
UKBA Compliance – Line Manager’s Checklist
The University has a responsibility to ensure that every employee has the
legal right to work in the UK. As the line manager of a migrant worker, it is important
that you are aware of the duties the University must carry out in order to stay compliant
with the UK Border Agency. Please read and initial the following points to demonstrate
your understanding, then sign and date the bottom of the form. If you have any
concerns about the employee please contact your HR Office immediately.
Duties of the University
There are a number of duties which the University is required to do in order to stay
compliant with the UK Border Agency. The University must report the following
information or events to the UK Border Agency within 10 days:
Line Manager
If the sponsored worker does not turn up for his or her
first day of work.
If they take an unauthorised absence lasting more than 10
working days.
If the sponsored worker discontinues his or her duties, or
if his or her contract is terminated (including resignation
or dismissal).
If the University stops sponsoring the worker for any other
reason
If there are any significant changes in the sponsored
worker’s circumstances such as a change of job or
address.
If there is a change of salary due to maternity, paternity or
adoption leave, or a period of sickness that lasts for one
month or longer.
Any suspicions the University may have that the
sponsored worker is
breaking the conditions of his or her leave to enter or
remain.
Line Manager
Signed
Name (Please Print)
Date
Annual Visa Audit August XXXXX
Good Afternoon,
As you may be aware, it is our legal responsibility to check that our employees have the right to work
in the UK in order to meet the regulations enforced by the UK Border Agency. In order to remain
compliant with the UKBA we must carry out repeat checks at least once every 12 months, if an
employee has a time limit on their leave to remain.
We are required to demonstrate that we have recently seen your passport and visa details and that
we have certified copies on file and therefore I would be grateful if you could bring your original
passport and current visa to your local HR Office (xx xx xx) by 31 st August XXXXX.
We also required to have up to date contact details for you (address/contact numbers). Please can
you complete the attached form and return.
If your passport is currently being held by the UK Border Agency or you are not able to provide us
with this documentation, please inform your HR office as soon as possible.
The University of Surrey takes its sponsorship responsibilities seriously and therefore we thank you
for your co-operation in this matter. If however you fail to provide this documentation or advise us on
any matters concerning the above we would need to take the necessary steps to ensure that we are
not in breach of the UK Border Agency regulations.
Please contact your HR office if you have any queries or concerns regarding the content of this email.
Please find attached a copy of the University’s Eligibility to work in the UK policy for further
information.
Best Wishes
Annual Audit August XXXX
Further to our email dated xxxxx you have failed to provide us with your current passport and visa
documentation as requested. It is your responsibility to ensure that you have the eligibility to work
in the UK whilst in employment with the University of Surrey. Please can you make contact with your
HR department as a matter of urgency. If we do not hear from you within 10 days of this letter we
will have to commence an investigation into your eligibility to work in the UK.
Kind Regards
xxxx