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Human Resources

Guidance on Right to Work Checks

The University is legal obligied to check the right to work in the UK for all potential employees before they commence employment.

Undertaking these checks ensures that the University has a statutory excuse against sanction from the Home Office.  

All right to work checks should be uploaded to i-grasp and will be checked by HR before a contract is issued.  

No-one should commence employment before a valid right to work check has been taken, or without a contract of employment.

If there are any doubts about someone’s ability to work in the UK, please contact HR prior to the person undertaking any work.

How to conduct a check

It is essential that you conduct a right to work checks before any work is undertaken. You may conduct either a physical document check or perform an online check to establish a right to work. An explanation for each method is below however, it is not necessary to do both.

Where an online check cannot be used then a physical check must be done instead. 

Physical Document Check

The eligible documents are divided into two distinct lists, List A and List B. 

  • List A documents give the University a continuious statutory excuse for the duration of the individual's employment.
  • List B documents give the University a time-limited statutory excuse for the duration the document remains valid. Additional checks will need to be undertaken for those who present documents from List B.

Only documents from these lists can be accept as evidence of a right to work. A link to Home Office checklist is below, please note that where it says current we cannot accept expired documents. 

Acceptable evidence of a Right to Work

Online Document Check

For an online right to work check (available in respect of those with a biometric residence permit, a biometric residence card, an electronic visa, or have status issued under the EU settlement scheme). The individual will need to produce a share code to allow you to access their online record.

Please ensure the individual enters the email address of the person undertaking the check, not their own email address.  

Checking for the right to work during the COVID-19 Pandemic

Since March 2020, the University has been able to accept electronic copies of right to work documents in place of undertaking in-person checks.  This allowance was made by the Home Office in order to allow employers to continue to appoint new staff during the COVID-19 pandemic.

Until 5 April 2022 the University can accept remote right to work checks as long as they have been undertaken in line with our temporary right to work policy

Those carrying out temporary adjusted checks must:

  • ask the worker to submit a scanned copy or a photo of their original documents via email or using a mobile app
  • arrange a video call with the worker – ask them to hold up the original documents to the camera and check them against the digital copy of the documents, record the date the check was made and mark it as “adjusted check undertaken on [insert date] due to COVID-19”; or
  • if the worker has a current Biometric Residence Permit or Biometric Residence Card or has been granted status under the EU Settlement Scheme or the points-based immigration system online right to work checking service can be used while doing a video call – the applicant must give permission to view their details.

End of Temporary Remote Right to Work Checks

On 5 April 2022 the concessions for remote right to work checks will end.  From 6 April 2022 all right to work checks must either be:

please note that only those with a BRP, status under the EU Settlement Scheme, or EEA nationals with an electronic visa can use the online right to work check. 

Conducting a Right to Work Check

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