Once the employing department or college is satisfied that the prospective employee has the right to work in the UK, and their document appears to be genuine, the document must be copied in its entirety.
Passports - Take a copy of the personal details page. This contains the name, date of birth, nationality, photograph, expiry date of the document, signature.
UK Biometric residence permit (BRP): Take a copy of the front and back of the visa (containing the name, date of birth, nationality, visa type, visa expiry date, signature)
UK vignette - Take a copy of the visa sticker itself and the passport. The vignette states the name, date of birth, nationality and visa type. This is sometimes a temporary entry vignette (valid up to 30 months), but can also be an older visa for Indefinite Leave to remain or a family permit. Where a valid vignette is stuck in an expired passport, please contact Staff Immigration Team to check whether it can still be used to check someone's right to work.
The following declaration must be included on copies of right to work documents as evidence of the date the check was made:
“The date on which this right to work check was made [insert date]”
The declaration above must be included on all right to work check copies. You must add this declaration, along with your name (legibly) and your signature, to the copies and retain them securely and in a format that cannot be altered (such as photocopy or CD/R) for the duration of the employment/ engagement and for a further two years after the employment/engagement ends (except for Tier 2 and Tier 5 documentation which must be retained until permission is given by the Home Office to destroy it).
Simply stating the date and signing the copy would not be accepted by the Home Office as a valid right to work check.
Departments should also ensure that the date the right to work check was completed is correctly recorded in CoreHR. Colleges should have a comparable system for recording when right to work checks have been carried out and by whom.
Please send copies of right to work checks for Tier 2 and Tier 5 sponsored visa holders to the Staff Immigration Team.
For more information on retention periods for university data which needs to be kept longer for other legal reasons, such as documentation in relation to sponsored visa holders and Personnel data relating to pay for example, please see the guidance on retention periods at: http://www.admin.ox.ac.uk/personnel/recruit/recruitproc/feedback/retention/