Immigration Compliance Exercise
January-March 2014
Vanessa Howe, Head of Recruitment and Employee
Development
David Dongworth, Head of Work Permits Team
Anne Morris, Director, Davidson Morris Ltd
Immigration Compliance Exercise
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Introductions
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Aims of the compliance exercise
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Background
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PwC Audit and Audit and Scrutiny Committee
Immigration Compliance Working Group
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Future Plans
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Logistics of the Audit – Anne Morris
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Questions and Discussion
Background – Risks of Non Compliance

Attraction and retention of global academic talent

32% of academic teaching and research staff from overseas, 16%
from outside EEA
 47% of research staff from overseas, 23% from outside EEA
 Academic staff from c 100 countries
Background – Risks of Non Compliance

Attraction and retention of global academic talent

32% of academic teaching and research staff from overseas, 16%
from outside EEA
 47% of research staff from overseas, 23% from outside EEA
 Academic staff from c 100 countries

Oxford has some 890 sponsored migrants on tier 2 and 5 visas
we have to comply with Home Office requirements – or risk:

Fines
 Sponsorship licence downgraded , or lost
 Reputational damage
 Illegal employment can carry prison sentence

One licence for University and Colleges – Musketeer effect
Aims of Immigration Compliance Exercise

Provide Assurance to the Collegiate University of compliance
with UKBA requirements for Tier 2 and Tier 5 visas

Check each individual staff file for the c 890 staff in colleges and
departments with tier 2 and 5 visas
 Work closely to support departments and colleges throughout the
exercise
 Learn from the experience so that processes can be improved and
good practice shared
 Report to Audit and Scrutiny Committee in March 2014

Anne Morris of Davidson Morris will explain logistics today
Working Group – 8 areas for action
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On going compliance monitoring
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Training for Departments and Colleges
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Documentation and Guidance
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Record keeping requirements
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Recording Absence
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Recruitment documentation
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Opportunities for centralisation
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Communicating the importance of compliance
Draft Aims and Action Plan for 2014 - from
the 8 areas for action
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Provide assurance of compliance with UKBA

Improve efficiency – people into post more quickly

Support and Communications to Colleges and Departments

Full Service on Immigration
Provide Assurance of compliance with UKBA
requirements – both immediately and ongoing

Compliance Exercise – report to Audit and Scrutiny in March

Review our processes and data holding

Identify good practice at Oxford and externally
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Use of CORE and review Central/Local locus
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Plan continuous / ongoing audits
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Plan to reduce other potential risks - students, visitors

Leadership communications
Improve Efficiency – People into Post

System review / best practice from Oxford and outside
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Identify time saving/parallel process possibilities
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Reduce advertising errors – use CORE to help/training
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Engage with candidates/sponsored individuals

Support departments on in country visa process
Support and Communication to
Departments and Colleges

User group/working group from Departments and Colleges
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Training –Inductions and workshops
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Identifying and Sharing good practice
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Communications and outreach with departments and colleges
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Documentation and Guidance

Leadership communications
Full Service – provide support on full range
of immigration matters

Indefinite Leave to Remain, Spouse visas

In country application process

Consider external support in short term
Summary

Thank you for your co-operation in compliance audit – aim to
make it supportive and helpful

Will provide a high level of assurance

2014 Action Plan to support long term compliance and support
to colleges and departments
Tier 2 & Tier 5 Compliance Audit
Agenda

Welcome
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Dates for the Audit
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Site visits
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Drop in sessions
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Divisional and Departmental Meetings
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Documents to be reviewed
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Monitoring & recording absences
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Next Steps
Welcome
13 – 22 January
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Chemistry (all laboratories)
Engineering Science
Physics (all sub-departments)
Mathematical Institute
Physiology, Anatomy and Genetics
Materials
Zoology
Biochemistry
Computer Science
Earth Sciences
Geography
Sir William Dunn School of Pathology
Plant Sciences
Pharmacology
Wellcome Trust Centre for Human Genetics
13 – 22 January
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Nuffield Department of Orthopaedics, Rheumatology and
Musculoskeletal Sciences
Clinical Neurosciences
Oncology
NDM Experimental Medicine
Oxford Centre for Diabetes, Endocrinology and Metabolism
Weatherall Institute of Molecular Medicine
Cardiovascular Medicine
Clinical Trial Service Unit
Said Business School
Economics
Politics and International Relations
Oriental Studies Faculty
Philosophy Faculty
File Checking / Surgery Sessions
21 January: 9.30 - 12
Meeting Room, Medical Sciences Divisional Office Level 3 JR Hospital
21 January: 1.30 – 4.30pm
Room 4 Wellington Square
22 January: 1.30 – 4.30pm
Oriel College Harris Seminar Room
Academic Files
Humanities
MPLS
Social Sciences
Medical Sciences
Documents to be reviewed
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Full list of Tier 2 and Tier 5 visa holders, including leave to enter
and expiry dates (word or excel sheet format)
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Copy of ID section of the passport
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Copy of entry clearance visas and/or biometric cards
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Evidence of recording employees contact details inc telephone,
address and email
Documents to be reviewed
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Screen shot of the advert and evidence of recruitment and short
listing procedure
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Contract of employment
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Job description
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Salary details
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Evidence of annual right to work checks
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If there have been changes to an employee’s status such as visa
extension, salary, change of working location or advising the WP
team of any other matters, details of the changes reported to the
team
Missing documents
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Don’t panic
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Advise us when we’re checking
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Can you locate them or are they missing in action!
Absences
To: Anne Morris
Subject: RE: Query re Sponsor record-keeping requirements
Dear Ms Morris,
Thank you for your email.
A Sponsor Licensing Unit Compliance Officer would normally expect to see all absences
recorded, regardless of whether the absence is authorised or not, as this is standard practice
for almost all employers. The sponsor has to be able to demonstrate through their record
keeping that they are aware of the whereabouts of their sponsored employees.
Regards,
Daniel Hartley | Business Helpdesk | Home Office | Vulcan House - Iron | Sheffield | S3 8NS |
Absences
?
How you currently check that all employees arrive on the first day
of work
?
How do you monitor absences such as illness
?
Do you have written policy in the contract of employment
?
How do you monitor attendance at conferences, exchange visits