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
Dec 24, 2015
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
Introductions Aims of the compliance exercise
Background PwC Audit and Audit and Scrutiny Committee Immigration Compliance Working Group
Future Plans
Logistics of the Audit – Anne Morris
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 On going compliance monitoring
Training for Departments and Colleges
Documentation and Guidance
Record keeping requirements
Recording Absence
Recruitment documentation
Opportunities for centralisation
Communicating the importance of compliance
Draft Aims and Action Plan for 2014 - from the 8 areas for action 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
Use of CORE and review Central/Local locus
Plan continuous / ongoing audits
Plan to reduce other potential risks - students, visitors
Leadership communications
Improve Efficiency – People into Post
System review / best practice from Oxford and outside
Identify time saving/parallel process possibilities
Reduce advertising errors – use CORE to help/training
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
Training –Inductions and workshops
Identifying and Sharing good practice
Communications and outreach with departments and colleges
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
Dates for the Audit
Site visits
Drop in sessions
Divisional and Departmental Meetings
Documents to be reviewed
Monitoring & recording absences
Next Steps
Welcome
13 – 22 January
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
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 - 12Meeting Room, Medical Sciences Divisional Office Level 3 JR Hospital
21 January: 1.30 – 4.30pmRoom 4 Wellington Square
22 January: 1.30 – 4.30pmOriel College Harris Seminar Room
Academic Files
Humanities
MPLS
Social Sciences
Medical Sciences
Documents to be reviewed
Full list of Tier 2 and Tier 5 visa holders, including leave to enter and expiry dates (word or excel sheet format)
Copy of ID section of the passport
Copy of entry clearance visas and/or biometric cards
Evidence of recording employees contact details inc telephone, address and email
Documents to be reviewed
Screen shot of the advert and evidence of recruitment and short listing procedure
Contract of employment
Job description
Salary details
Evidence of annual right to work checks
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
Don’t panic
Advise us when we’re checking
Can you locate them or are they missing in action!
Absences
To: Anne MorrisSubject: 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 absencesrecorded, regardless of whether the absence is authorised or not, as this is standard practicefor almost all employers. The sponsor has to be able to demonstrate through their recordkeeping 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