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