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Visa Compliance Team University of Hull Hull, HU6 7RX United Kingdom
T: +44 (0)1482 462222 | E: [email protected] w: www.hull.ac.uk
The University of Hull International Student Policy
Version: 1.0
Date: April 2019
Approved By: Home Office Compliance Committee
Summary This document details the University of Hull’s procedures undertaken to maintain the University’s Tier 4 Sponsor Licence, as per the Tier 4 element of the United Kingdom Visa and Immigration Service (UKVI) Points Based System (PBS). Responsibility for maintaining the document resides with the Visa Compliance Team (VCT) and will be submitted to the University’s Home Office Compliance Committee (HOCC) for approval whenever deemed appropriate, based on a major change to UKVI Tier 4 policy guidance, or relevant University legislative changes. This document serves as a reference point for all University staff and students requiring immigration permissions to study in the UK. It is to be used in conjunction with existing University codes of practice and academic processes.
UKVI Policy References https://www.gov.uk/government/publications/sponsor-a-tier-4-student-guidance-for-educators
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Contents Glossary ........................................................................................................................................................ 4
Admissions ................................................................................................................................................... 6
Course Eligibility for Tier 4 Sponsorship Purposes ..................................................................................... 6
Documentation Required for Tier 4 Sponsorship Purposes ........................................................................ 6
English Language Requirements ................................................................................................................ 7
Tuition Fees & Deposits ............................................................................................................................. 7
Pre-Sessional English Language Courses ....................................................................................................... 8
Entry Requirements .................................................................................................................................. 8
Academic Technology Approval Scheme (ATAS)............................................................................................ 9
Deferring Studies ...................................................................................................................................... 9
Already Studying in the UK ........................................................................................................................ 9
Issuing CAS Statements ............................................................................................................................... 10
Students Requiring a CAS Statement to Extend Their Tier 4 Visa ............................................................. 10
CAS Statements for Postgraduate Taught Students Requiring an Academic & Visa Extension .................. 11
CAS Statements for Postgraduate Research Students Requiring an Academic & Visa Extension .............. 11
Refusing to Issue a CAS Statement .......................................................................................................... 11
Visa Refusals ............................................................................................................................................... 12
Enrolment (Including Late Enrolment & BRPs) ............................................................................................ 13
New Students .......................................................................................................................................... 13
Continuing Students ................................................................................................................................ 13
Late Enrolment ....................................................................................................................................... 14
BRPs at Enrolment .................................................................................................................................. 14
Police Registration ............................................................................................................................... 14
Students Applying for their Visa outside the UK ................................................................................... 14
Students Applying for their Visa inside the UK ..................................................................................... 14
Students who are Required to Register ................................................................................................ 15
Documents & Record-Keeping Duties (Including Visa/Passport Expiry) ....................................................... 16
Academic Engagement ............................................................................................................................... 17
Undergraduate Student Academic Engagement ...................................................................................... 17
Postgraduate Taught Student Academic Engagement ............................................................................. 18
Postgraduate Research Student Academic Engagement .......................................................................... 18
Absence from Studies ................................................................................................................................. 20
Authorised Absences (Holidays) .............................................................................................................. 20
Research Leave ....................................................................................................................................... 21
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Maternity Leave ...................................................................................................................................... 21
Student Progress ........................................................................................................................................ 23
Repeat Period of Study ............................................................................................................................ 23
Failure to Progress .................................................................................................................................. 23
Tier 4 Student Reporting Responsibilities .................................................................................................... 24
Working During & After Studies .................................................................................................................. 25
Working During Studies ........................................................................................................................... 25
Working After Studies ............................................................................................................................. 25
Doctorate Extension Scheme ...................................................................................................................... 26
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Glossary
Admissions Service (AS)
The central department responsible for processing all main degree programme applications to study at the University of Hull, for Undergraduate, Postgraduate Taught and Postgraduate Research students. Applications to study courses such as Postgraduate Certificate in Education (PGCE) and Study Abroad (Exchange) programmes are processed in Faculties and the Student Services Directorate (SSD), respectively.
Academic Technology Approval Scheme (ATAS)
Students requiring immigration permission to study in the UK intending to study specific courses must apply for ATAS clearance from the Foreign & Commonwealth Office (FCO) and be issued with an ATAS certificate upon acceptance. https://www.gov.uk/guidance/academic-technology-approval-scheme
Biometric Residence Permit (BRP)
The card issued to an individual by the UKVI confirming their right to reside in the UK for the period clearly defined on the card, denoted by the start and expiry date. This is the card, or visa, that all Tier 4 students will be issued when they are studying a course in the UK greater than 6 months in length.
Confirmation of Acceptance for Studies (CAS)
This is an electronic code generated by the UKVI which is issued to the University, and communicated to the student for use during their Tier 4 visa application. It acts as confirmation that the University is sponsoring the individual as a Tier 4 student.
Joint Confirmation of Acceptance for Studies (JCAS)
A joint CAS statement refers to a CAS which has been issued to a student undertaking a Pre-Sessional English course and the CAS also includes their main degree course at the University of Hull, so they do not need to make two visa applications.
Single Confirmation of Acceptance for Studies (SCAS)
A single CAS statement refers to a CAS which has been issued to a student undertaking a Pre-Sessional English course, and must achieve the required standard of English language proficiency in their Pre-Sessional English course, before they can be assigned a CAS for their main degree course.
Cambridge Educational Group (CEG)
ONCAMPUS, part of CEG, offer foundation level courses at the University of Hull. Tier 4 students are sponsored on the CEG Tier 4 sponsor licence, not the University of Hull’s.
Doctorate Extension Scheme (DES)
Students completing a PhD at the University can apply for a DES visa, before being awarded the PhD, which allows them to seek work in the UK for a period of 12 months after they have been awarded. This visa cannot be extended.
European Economic Area (EEA)
An area of free movement comprised of 27 of the 28 European Union member states, plus Iceland, Liechtenstein and Norway. Students studying in the UK who are EEA-nationals do not require a visa to study in the UK.
Higher Education Assurance Team (HEAT)
A team based within the UKVI responsible for undertaking compliance visits/audits at Higher Education Institutions holding a Tier 4 sponsor licence.
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Home Office Compliance Committee (HOCC)
The University of Hull’s committee which meets three times per academic year to oversee matters relating to the administration of University processes key to maintaining the University’s Tier 4 sponsor licence, in conjunction with continuously exploring avenues to enhance the overall student experience.
Hull York Medical School (HYMS)
Partnership with the Universities of Hull and York, regional NHS Trust providers and community healthcare providers. Courses delivered by the University of Hull, at the Hull campus, are administered by HYMS, which is part of the Faculty of Health Sciences.
International Office (IO)
Responsible for international student recruitment and oversight of the use of referral partners/agents.
International Engagement Team (IET)
The University’s specialist team based within the Student Services Directorate, qualified to give student immigration advice and support, utilised especially for assisting with Tier 4 visa applications and highlighting potential refusal risks.
Points Based System (PBS)
The UKVI immigration policy. The University can sponsor individuals under 4 of the 5 elements (Tier 1, 2, 4 and 5).
Registry Services (RS)
Responsible for the majority of student administrative processes during the student’s University lifecycle. The Visa Compliance Team are a part of Registry Services.
Sponsor Management System (SMS)
The UKVI’s IT system used by Higher Education Institutions to create and update student CAS statements and also for reporting specific student activity, as per the University’s Tier 4 sponsor licence obligations.
Students For the purpose of this document all applicants, new and continuing students are referred to as students.
Student Progress Committee (SPC)
The Student Progress Committee is the internal University process in which students who are requesting repeat years, appeals or mitigating circumstances are considered.
Student Wellbeing, Learning & Welfare Support (SWLWS)
Forming part of the Student Services Directorate to which students requiring wellbeing, health or careers advice and learning support in order to help with their studies can be referred. The International Engagement Team are also based within this service area.
Universities & Colleges Admissions Service (UCAS)
A central service based in the UK for undergraduate student applications to study at UK universities.
United Kingdom Visa & Immigration Service (UKVI)
Part of the Home Office directly responsible for implementing UK government policy relating to visas and immigration. The University of Hull can contact the UKVI directly via the Premium Customer Service Team, to obtain specific information regarding student cases.
Visa Compliance Team (VCT)
Part of Registry Services, in the Student Services Directorate. The team is responsible for overseeing administrative processes relating predominantly to Tier 4 visa students, and has record-keeping responsibility for all students requiring immigration permission to study in the UK.
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Admissions The Admissions Service is responsible for assessing applications from international students to study at the University of Hull. To proceed with making an offer to study, the University must be satisfied that:
The individual is a genuine student;
They can satisfy the academic entry criteria for the course; and
They hold the relevant immigration permission to study in the UK (or can be issued a CAS statement
to make a Tier 4 visa application).
The University will also assess whether the student qualifies for Home Fee Status, or whether they would be considered to have Overseas student fee status. If there is any doubt regarding a student’s Tier 4 sponsorship eligibility the Admissions Service should refer the case to the Visa Compliance Team for guidance and the overall decision regarding the University’s ability or inability to sponsor an individual.
Course Eligibility for Tier 4 Sponsorship Purposes
In conjunction with UKVI Tier 4 sponsorship guidance, the course a student is studying on a Tier 4 visa must meet the following requirements:
The course level must be at NQF 3/CEFR B2 or above;
The course must lead to an approved qualification as detailed in the Tier 4 Sponsor Guidance;
The course can be a short-term Study Abroad programme in the UK as part of the Tier 4 (General) student’s qualification at an overseas university, as long as the qualification is confirmed as being at the same level as a UK degree by UK NARIC;
Any work placement must not exceed 50% of the course unless there is a statutory requirement requiring it to be higher than 50%; and
Tier 4 visa sponsorship will only be given to students admitted onto University of Hull validated programmes taught on the University of Hull campus.
Documentation Required for Tier 4 Sponsorship Purposes
Electronic copies of the following documents must be received prior to an unconditional offer and CAS statement being issued for Tier 4 students:
Academic qualifications (not applicable for students who have completed a degree level course at the University of Hull and are progressing to a new course);
English language qualifications;
References (where applicable);
Personal statement demonstrating study intentions;
Passport (bio data page and any relevant stamps);
Copies of any previous/current UK visas (which are used to evaluate the University’s ability to sponsor Tier 4 students);
Details of courses previously studied in the UK (if applicable);
If the student is under 18, parental consent will be required;
A copy of the students ATAS certificate (if required); and
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Any other documents which the University deems pertinent to the student’s application.
English Language Requirements
Students must demonstrate that their English language ability is at the required level to successfully complete the intended course of study. Tier 4 students must be at CEFR B2 or above (unless studying a pre-sessional English course, where the requirement is CEFR B1). Certain courses may require a specific level of English language proficiency higher than CEFR B2. This will be stipulated in the information provided on the individual course’s page on the University’s website. A list of acceptable English language qualifications and the level that must be obtained can be found here: https://www.hull.ac.uk/choose-hull/study-at-hull/admissions/english-language-requirements.aspx
Tuition Fees & Deposits
Tuition fees charged to students considered to have Overseas fee status will be stated on the course information page on the University website. Tier 4 students studying a course at RQF Level 7 or 8 (postgraduate taught and/or research) will be required to pay a deposit of £2000.00 before their CAS statement can be issued to them, unless they meet the agreed exemption criteria. In the event that a student pays their deposit but does not enrol on a course at the University, the University website confirms the policy regarding tuition fee deposits here: https://www.hull.ac.uk/choose-hull/study-at-hull/admissions/tuition-fee-deposit.aspx Upon enrolment Tier 4 students will be expected to pay at least 50% of their outstanding tuition fees for the academic year for which they are enrolling.
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Pre-Sessional English Language Courses The University of Hull English Language Programme (UHELP) is designed for students who do not currently meet the English language requirements for the degree course they wish to study. The English language course the student needs to apply for will be determined by the student’s current level of English and the specific level of English required to undertake the course. The English language course is divided into three 12 week semesters. There are also two summer study programmes, an 8 week programme starting in July, and a 4 week programme starting in August.
Entry Requirements
3 Semester Course IELTS 4.5 (Nothing below 4.5)
2 Semester Course IELTS 5.0 (Nothing below 4.5)
1 Semester Course IELTS 5.5 (Nothing below 4.5)
1 Semester Fast Track Course
IELTS 5.0 (Reading and writing to at least 5.0; listening and speaking to at least 4.5)
Mainland Chinese students with reading and writing scores below 5.0 can apply for the 12 week Summer China Pre-Sessional English Language Programme. Mainland Chinese students with an overall IELTS score of 5.5 (with no individual skill element below 5.0) can apply for the 8 week Summer China Pre-Sessional English Language Programme. Both programmes are delivered in Shanghai, China.
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Academic Technology Approval Scheme (ATAS) The Academic Technology Approval Scheme (ATAS) requires all international students subject to existing UK immigration permissions, who are applying to study for a postgraduate qualification in certain sensitive subjects, to apply for an Academic Technology Approval Scheme (ATAS) certificate before they can study in the UK. The requirement for an ATAS certificate applies to all students whose nationality is outside the European Economic Area (EEA) and Switzerland, irrespective of country of residence at the point of application. International students applying to study for a postgraduate qualification in the UK need an ATAS certificate. The UKVI will check a student’s ATAS certificate as part of the visa application process, or alternatively, a student wanting to extend their stay in the UK by making a new visa application will be required to provide their new ATAS certificate as part of the visa application. UK immigration law does not allow universities to enrol international students for an ATAS applicable course until the student has supplied the university with all the relevant ATAS certificate details for their application. When a course requires ATAS clearance the University must be in receipt of it before a CAS statement can be issued. A student who receives their ATAS Clearance Certificate can email a copy to the University, however, the University also receives a copy directly from the Foreign & Commonwealth Office. For the avoidance of any doubt the University will always ensure the FCO copy of the certificate has been received before proceeding to issue the student a CAS statement.
Deferring Studies
If a student applies to study on a course which requires ATAS clearance and circumstances prevent them enrolling on the original scheduled start date, and they are required to defer their course enrolment to a date more than three calendar months in the future, they must apply for new ATAS Clearance Certificate to reflect the new course start and end dates. For example, if a student received ATAS clearance for a PhD Chemistry course starting in September, but had to defer their entry until the following January, they would require a new ATAS Clearance Certificate to reflect the January start date.
Already Studying in the UK
Students already in the UK on a student visa need an ATAS certificate which accurately reflects the University studied at, and the course and modules being studied. If the provider and/or course details change (including changes to a research proposal or research techniques), or the course end date is postponed for a period of more than three calendar months, the student must apply for a new ATAS Clearance Certificate within 28 calendar days of being notified of the change in course, regardless of when their visa expires. Further information about ATAS clearance, when it is required and guidance on how to apply can be found here: https://www.gov.uk/guidance/academic-technology-approval-scheme
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Issuing CAS Statements The University of Hull has responsibility for assigning CAS statements to students to make their visa application. The UKVI have confirmed there is no requirement for the University or student to provide a paper copy of a CAS statement. A student must check their draft CAS statement for accuracy and accept it, before their final CAS statement will be made available to them. If there are any errors on the draft CAS statement the student must notify the University before accepting the draft CAS statement, so that the error can be rectified before the final CAS statement is issued. A CAS statement for a new student can be issued in the following circumstances:
The student has accepted an unconditional offer of study at the University;
The student has paid any tuition fee deposits (if applicable);
The student has provided a copy of their ATAS certificate (if applicable);
The student has provided evidence of their current UK immigration status, or previous immigration
history in the UK (if applicable);
It is not more than 4 months before the expected course start date; and
The University is satisfied they are a genuine student and their visa application does not pose a
significant risk of being refused.
Prospective students will not be charged the £21.00 administration fee for the CAS statement that the University is charged by the UKVI for each CAS statement it assigns. However, those students wishing to extend their Tier 4 visa to cover a period of academic extension, or for repeating a period of study, will be charged the £21.00 administration fee for the CAS statement. Students wishing to switch immigration category to Tier 4 must, having started their course on a different visa, will also be required to pay the £21.00 administration fee for the CAS statement.
Students Requiring a CAS Statement to Extend Their Tier 4 Visa
The University can assign CAS statements to students who have been granted an academic extension, repeat year or are required to undertake re-sit examinations, and the expected end date of the further period of study is beyond their current visa expiry date. If a further period of study is approved but the expected end date is still before the student’s current Tier 4 visa expiry date, no further CAS statement will be issued. The University will assign a CAS statement for a visa extension if the following conditions are satisfied:
An extension to the student’s period of study has been approved by the relevant faculty/Graduate School/SPC and the new expected course end date is after the student’s current Tier 4 visa expires;
Confirmation that there are no outstanding tuition fees owed by the student and/or financial sponsor for the most recent academic year;
There are no concerns regarding the student’s attendance or academic engagement;
The University is satisfied that a further Tier 4 visa application would not be at risk of refusal based upon the extension resulting in the student exceeding any UKVI study limit rules;
If the course requires an ATAS certificate the student must provide a copy of the ATAS certificate before the CAS statement can be issued;
There are no causes for concern regarding the student’s ability to make a Tier 4 visa application (and as a result believe it could be refused); and
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There is a genuine requirement for the student to be in the UK to complete their programme of study (for students who are not required to attend scheduled teaching events, such as postgraduate taught students in the dissertation stage or postgraduate research students, written confirmation from their supervisor will be required as evidence that they are required to remain in the UK to complete the course and that the student and supervisor will continue to record the student’s progress).
A student making a Tier 4 visa application to extend their stay in the UK must email the Visa Compliance Team a copy of their visa application Document Checklist within 5 working days of submitting the visa application, or before their visa expires (whichever is sooner), to evidence submission of their application.
CAS Statements for Postgraduate Taught Students Requiring an Academic & Visa Extension
If a Masters student receives an extension to their dissertation submission deferral which is to a date before their visa expires, the University will not issue a new CAS statement to make an application to extend their Tier 4 visa. If a Masters student receives an extension to their dissertation submission deferral to a date which is after their visa expires, the University will not normally issue a new CAS statement as there is not deemed to be a requirement to remain in the UK for the completion of the dissertation. In exceptional circumstances the Visa Compliance Team can consider requests for a new CAS statement and in such circumstances will make the final decision regarding the University’s ability to offer the student further Tier 4 sponsorship. In such cases, the student’s supervisor must confirm, in writing, that they agree to continue supervising the student and that they will meet regularly (at least once a month) with the student. There must be a copy of the meeting record, signed by both supervisor and student, submitted to the student’s Faculty Hub, which can be used to evidence the student’s ongoing academic engagement.
CAS Statements for Postgraduate Research Students Requiring an Academic & Visa Extension
A postgraduate research student requiring an academic extension should approach the Graduate School to request a Special Cases form, through which they can request an extension to the period of study. In the case of students requiring immigration permission to study in the UK, the form must be submitted to the Visa Compliance Team
Refusing to Issue a CAS Statement
In any case when an individual’s UK immigration history cannot be confirmed or provided by the individual, the student must give the Visa Compliance Team permission to contact UKVI to ascertain their immigration status before deciding whether a CAS statement can be issued. If the University has any cause for concern regarding the student’s ability to make a successful Tier 4 visa application the student will be asked to provide copies of the documents they intend to use for their visa application to the University. The University will assess the documents and advise on the likelihood of the application being refused. If there is deemed to be a risk of refusal based on the evidence provided, the University will either recommend that no CAS statement be issued, or advise on alternative documents to be provided. In all cases the University reserves the right to not offer Tier 4 sponsorship to an individual who does not meet any of the above criteria for assigning a CAS statement, or who it deems faces a serious risk of their Tier 4 visa application being refused. In such cases the University reserves the right to not issue a CAS statement, or withdraw a CAS statement if relevant information is provided.
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Visa Refusals If a student’s visa application is refused, they must notify the University as a matter of urgency and send a copy of all pages of the refusal letter to [email protected]. The International Engagement Team will liaise with the student regarding the reasons for the visa refusal and ascertain whether it would be appropriate for the student to submit an Administrative Review, to appeal against the refusal. This will only be recommended when there is a belief that the UKVI have made an error when making their decision. In such cases, the University would usually insist that the student does submit an Administrative Review as opposed to issuing a new CAS statement immediately. If the student is submitting an Administrative Review they must provide evidence of this, and provide regular updates regarding its progress to the Visa Compliance Team. The Visa Compliance Team will not report the visa refusal to the UKVI whilst the Administrative Review is ongoing. If the Administrative Review is successful, there will be no requirement for the student to be issued a new CAS statement and the Visa Compliance Team will not report the original refusal to the UKVI. If the Administrative Review is unsuccessful, the Visa Compliance Team will report the original refusal to the UKVI. In cases when an Administrative Review is not appropriate, or it is unsuccessful, the Visa Compliance Team will decide whether the University can re-sponsor the student and assign a further CAS statement. If it is considered that a further CAS statement can be issued, the student must provide evidence of all documentation they will be required to provide for the visa application, so the University can make a decision on whether a further CAS statement can be issued. In cases when the Visa Compliance Team do not feel it is appropriate to offer the student further sponsorship, this will be communicated via email to the student and any other relevant University departments. In the case of a prospective student who has paid a tuition fee deposit in order to obtain a CAS statement, they would be referred to the University’s policy on tuition fee deposit refunds: https://www.hull.ac.uk/choose-hull/study-at-hull/admissions/tuition-fee-deposit.aspx
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Enrolment (Including Late Enrolment & BRPs)
New Students
Any new student requiring immigration permission to study in the UK will have the following right to study documents copied by the Visa Compliance Team during the enrolment process:
Passport (Biodata page)/Travel Document (if their immigration status means they do not have a
passport);
Entry Clearance Vignette in passport (if applicable);
Biometric Residence Permit (BRP); and/or
Any other recent (dated within the last 2 calendar months) UKVI correspondence confirming the
student’s right to study in the UK.
If a new student is unable to provide any of the above documents they will not be able to enrol until the Visa Compliance Team have received confirmation of their right to study from the UKVI. The student will be required to give the Visa Compliance Team permission to request this information. Students may also be asked to provide the original copies of the academic qualifications used to asses that the student satisfied the academic entry criteria for the course. The student will be notified of any original documents they are required to provide, prior to enrolment. The student must provide the documents in order to enroll on their course. Subject to current UKVI Tier 4 sponsor guidance and immigration rules at the time, the University may also enrol Tier 4 students (and those subject to other immigration control) covered by Section 3C leave, meaning the student can provide evidence they made a new visa application before the expiry of their current visa. This allows the student to enrol, or continue studying in the UK whilst their visa application is considered. This will be considered as an ‘in-time’ application, and evidence of this must be provided to the Visa Compliance Team in the form of a visa application Document Checklist. Evidence of Section 3C leave must be provided prior to, or at enrolment. Students transferring to the University of Hull from another UK institution can also confirm their continuing 3C leave by providing evidence of their ‘in-time’ visa application, in the form of a Tier 4 visa Document Checklist. When students are allowed to enrol on the basis of Section 3C leave, they must provide their passport and BRP/visa at the Central Hub, as soon as they receive them from the UKVI. Students will be contacted by the University to provide this information as soon as it is received; if a student fails to provide such documentation the University does reserve the right to suspend their status as a student. In the case of a Tier 4 student this could also result in the withdrawal of the University’s Tier 4 sponsorship of the student.
Continuing Students
Any student requiring immigration permission to study in the UK and continuing their course will need to re-enrol. This will be an online process and they do not need to provide their immigration documentation unless there is a specific visa-related issue preventing re-enrolment. The student will not usually be expected to provide their immigration documents again, if complete and current records are already held on the University of Hull’s student records system.
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Late Enrolment
Tier 4 students who are unable to enrol on or before their latest date of enrolment and require an extension to their latest date of enrolment must request this (before their latest date of enrolment) via their academic faculty. If granted, the faculty will inform the student and the Visa Compliance Team of the decision and update the student’s record on SITS. The Visa Compliance Team will notify the UKVI, where appropriate. If a request to extend a student’s enrolment period is rejected by the faculty, the Visa Compliance Team will withdraw the University’s Tier 4 sponsorship on SMS and notify the student via email, usually recommending that they defer their studies to the next academic year. Any new Tier 4 student failing to enrol on their course before the Latest Enrolment Date and subsequently fails to request an extension to the Latest Enrolment Date will have their Tier 4 sponsorship withdrawn by the Visa Compliance Team, within 10 working days of the Latest Enrolment Date.
BRPs at Enrolment
The University of Hull is recognised by the UKVI as an Alternative Collection Location (ACL), which means students can opt to have their Biometric Residence Permit (BRP) delivered directly to the University, as opposed to a local Post Office. The University’s ACL code is 2HE437. The Visa Compliance Team takes responsibility for storing and recording delivery of BRPs and are the only team in the University authorised to distribute the BRPs to students. During the main enrolment period in September, students will be able to collect their BRPs when they enrol on their course. They must have completed enrolment before collecting their BRP, unless authorised by the Visa Compliance Team in exceptional circumstances. To collect a BRP, the student must have their current passport, which contains their 30 day visa (entry clearance vignette). They should also bring their visa application decision letter, which confirms when their application was successful, and where they are due to collect their BRP. If they are collecting Dependant visa BRPs for family members, they do not need to be present. However, the student must present the travel documents (passport) of everyone whose BRP they want to collect. The Visa Compliance Team will check that the entry clearance vignette in each family members’ passports are explicitly linked to the student, by a printed remark in the vignette.
Police Registration
Some people need to register with the police after arriving in the UK with a visa, or after getting permission to stay for longer in the UK.
Students Applying for their Visa outside the UK
The requirement to register with the police will be stated on their Entry Clearance Vignette in their passport. They must register if it has ‘Police registration’ or ‘Register with police in 7 days of entry’ on it.
Students Applying for their Visa inside the UK
Students must check the letter they received from the UKVI confirming their application has been approved, as the requirement to register will be confirmed on that letter if they must register.
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Students who are Required to Register
If a student is required to register with the police this will be identified when they bring their visa documentation and passport to their enrolment event, or when they bring the documentation to the Central Hub to be scanned. At this point the Visa Compliance Team will send an email to the student with instructions on how to register with the police, which can be done online at: https://www.humberside.police.uk/overseas The University arranges for police staff to attend the Central Hub to complete the registration process, so there is not usually a requirement for students to attend the police station in person, however this option is also available to students should they wish to do so. Further information regarding an individual’s requirement to register with the police can be found on the UKVI website: https://www.gov.uk/register-with-the-police
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Documents & Record-Keeping Duties (Including Visa/Passport Expiry) The following section summarises the University’s duties as a Tier 4 sponsor to ensure it has evidence of specific information relating to a student, as per Part 6 of the following UKVI document: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/725906/Appendix_D_07-2018.pdf The Visa Compliance Team will oversee the record-keeping element of the University’s Tier 4 obligations (as listed in Appendix D of the Tier 4 sponsor guidance), by keeping clear, full colour electronic copies of the following documents, on a student’s record:
Copy of each sponsored student’s current passport pages showing all personal identity details including biometric details, leave stamps, or immigration status document including their period of leave to enter/remain (permission to stay) in the UK. This must show the student’s entitlement to study with a licensed sponsor in the UK. In the absence of an entry stamp, other evidence such as the travel ticket to the UK or boarding card should be kept;
Copy of the student’s Biometric Residence Permit (BRP);
Record of the student’s absence/attendance. Depending on the student’s level of study this could either be recorded on SEAtS, or through regular supervisory meetings which demonstrate academic progress;
A history of the student’s contact details to include UK residential address, telephone number and mobile telephone number, which must be updated regularly;
Where the student’s course of study requires them to hold an Academic Technology Approval Scheme (ATAS) clearance certificate, an electronic copy of their current approval confirmation certificate must be held; and
Copies, or originals where possible, of any evidence assessed by the University as part of the process of making an offer to the student; this could be copies of references, or examination certificates, for example. These documents must be stored on the associated Admissions records.
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Academic Engagement The University of Hull will monitor the attendance and academic engagement of all Tier 4 students throughout their enrolment, in accordance with UKVI Tier 4 Sponsor attendance monitoring responsibilities. This will be overseen by the Visa Compliance Team.
Undergraduate Student Academic Engagement
Tier 4 undergraduate students will have their attendance monitored in the SEAtS electronic tap-in system. Students are encouraged to attend, where possible, all scheduled teaching events (including lectures, seminars, tutorials and group work projects) and must use their student card to tap-in at each teaching event, to confirm their attendance. If a student attends the teaching event but does not have their student card, they must make their presence known to the academic member of staff delivering the event, so their attendance can be manually recorded in the SEAtS system. Student attendance is categorised into stages 0-5 of a workflow, depending on the percentage of teaching events the student has attended over the previous 7 consecutive days. Students at stage 0 are considered to have no current attendance issues (for Tier 4 students, this equates to 50% or higher attendance) and generally do not require any action to be taken by the Visa Compliance Team. The SEAtS ‘UKVI Workflow’ is automated at stages 1 and 2 for Tier 4 students whose attendance is between 1-49%. This means that all Tier 4 students whose attendance falls within this range will receive automated emails and text messages regarding their attendance. Students whose attendance is 0% for 7 consecutive days will be identified via a manual report run by the Visa Compliance Team every week. These students will also be escalated straight to stage 3 in the SEAtS ‘UKVI Workflow’ and reviewed as a priority. If a student reaches stage 3 of the workflow, the SEAtS system will put them ‘on hold’. They will remain there until the Visa Compliance Team has reviewed the student’s attendance and manually updated the SEAtS record. Actions that the Visa Compliance Team may take include:
Booking an attendance review meeting with the student;
Sending the student an email;
Manually resetting the student’s stage.
If the student’s 0% attendance is part of a wider attendance issue, or there are no other engagement signals on the student’s calendar view, the student should be booked in for an attendance review meeting with the Visa Compliance Team. If the student’s 0% attendance is an isolated occurrence, and there are other engagement signals on the student’s calendar view and/or subsequent attendance, it may be appropriate to send the student an email to establish whether there was a particular reason for the lack of attendance (such as wellbeing issues, illness, etc.). Students whose attendance does not improve following stage 3 manual intervention will be progressed to stages 4 and 5 by the Visa Compliance Team, as appropriate.
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On a weekly basis, the Visa Compliance Team will manually review all students who are at stages 3-5. The student will be contacted via SEAtS with information or an action they are required to take to improve their attendance. In the event that a student’s attendance does not improve to a satisfactory level, the Visa Compliance Team will invite the student for formal meetings to discuss their attendance, and members of their academic faculty will also be invited to attend. If such actions do not result in improved attendance and the student is deemed to have missed 10 consecutive contact points (which can include non-attendance at attendance meetings with the Visa Compliance Team) - as per the UKVI Tier 4 sponsor guidance - the Visa Compliance Team will withdraw the student’s Tier 4 sponsorship and their enrolment status as a student will be suspended with immediate effect. The decision to withdraw sponsorship will be made in conjunction with the student’s academic faculty and the Student Services Head of Business & Systems. The University reserves the right to withdraw Tier 4 sponsorship from any student who does not meet satisfactory attendance expectations, whether this is due to consecutive missed contact points, overall poor attendance and engagement and/or unauthorised absence from the course.
Postgraduate Taught Student Academic Engagement
During the first two trimesters, the attendance of Tier 4 postgraduate taught students is monitored by the Visa Compliance Team, in exactly the same way as the attendance of Tier 4 undergraduate students. During the third semester, when the student has progressed to the dissertation stage, the continued academic engagement will be monitored through the monthly meetings they undertake in person, with their dissertation supervisor and/or academic support tutor. A postgraduate taught student in their dissertation stage is expected to demonstrate their continued academic engagement at at least three points; namely at least two supervision meetings and the submission of their dissertation. A report summarising the content of the discussion should be written and signed by both the student and academic, and submitted to the Faculty Hub.
Postgraduate Research Student Academic Engagement
The attendance of postgraduate research students will be monitored through the monthly meetings they undertake with their PhD supervisor(s). In the case of candidates registered as full time students, meetings with supervisors shall be no fewer than twelve times per academic session, which would equate to at least one meeting per calendar month. A report summarising the content of the discussion should be written and signed by both the student and academic, and submitted to the Faculty Hub. For the purposes of Tier 4 academic engagement monitoring, the supervision meetings must be conducted in person, at the University, as opposed to being conducted on Skype or via email/text message. Skype and email/text message communication between a student and supervisor would be acceptable if the student was undertaking a period of research outside the UK, or in another part of the UK. If a student should be absent from the University during a period of sickness, authorsied absence (including maternity) or research leave for more than half of the calendar month, a Tier 4 student’s sponsorship would not be impacted if they and their supervisor were unable to conduct a supervison meeting during the rest of the month. A report summarising the content of the discussion should be written and signed by both the student and academic, and submitted to the Faculty Hub.
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In the case of PhD students who choose to live outside the Hull area, they must be able to demonstrate they are travelling to Hull to attend the University campus, access the University facilities, such as the library or laboratories, and meet with their supervisor. If a student has decided to live outside the Hull area, this is not an acceptable reason to not undertake in-person supervision meetings, and persistent failure to adhere to this could result in the withdrawal of Tier 4 sponsorship. The Visa Compliance Team will liaise with each faculty to confirm that each Tier 4 student and their supervisor are undertaking their meetings, as stipulated above. Part of this process will include receiving confirmation that in each case, the University’s standardised supervision meeting record documenting the student’s PhD progress has been completed and signed by the student and supervisor, and specifies the date(s) that each meeting has taken place.
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Absence from Studies
Authorised Absences (Holidays)
Students wishing to take absence from their course must complete a Tier 4 Authorised Absence form, which must be approved and signed by their supervisor and Faculty Hub prior to being submitted for authorisation by the Visa Compliance Team. In all cases this should be submitted at least 7 days before travel, except in the case of an emergency when providing less notice cannot be avoided. An absence should only be agreed by the student’s academic representative (e.g. PhD supervisor or Academic Support Tutor) and/or Faculty Hub, if the student’s ability to complete their course in the expected time is not effected by taking the absence. The University reserves the right to refuse a student’s absence request or suggest an alternative time when this may be more appropriate. Absence requests must be returned with flight booking confirmations/reservations for absences outside the UK. During term time, all dates of the absence will be recorded and counted towards the student’s absence allowance for the academic year, including weekends and Bank Holidays. In the case of undergraduate and postgraduate taught students, the dates of the absence period will be added to SEAtS and SITS by the Visa Compliance Team so that the period of authorised absence does not negatively impact on the student’s overall attendance percentage. Each Tier 4 student is entitled to take a maximum of 42 days of authorised absence per academic year. The academic year is the one in which the student is currently studying and for the majority of students this will begin in September, which is the month they originally enrolled on the course and are due to re-enrol in subsequent years of study. However, some students (such as PhD or nursing students) may begin their academic year in January or May, and in this case the student’s academic year will be the 12 months following their enrolment. A Tier 4 student does not need to complete an authorised absence request if their period of absence is exclusively during the official University vacation periods (Christmas and Easter). If the absence extends beyond the official University vacation period by one or more day(s), at the beginning or end, the student will need to submit an absence request form. Only the day(s) which do not fall within the vacation period will be counted towards the student’s allowance of 42 days absence for the academic year. Absences over the weekend immediately prior to the commencement and at the conclusion of the vacation period will not contribute towards a student’s absence allowance, including if the absence overlaps either, or both of those weekends (only the weekdays before or after will be included). Undergraduate students who are not required to attend teaching events during the summer do not have to complete an absence request form if they wish to be absent if it falls exclusively after the examination period and before their re-enrolment for the subsequent academic year. Some undergraduate students (such as nursing students) may still have teaching events during the summer and would need to complete an absence form should they wish to be absent from a period of teaching. Postgraduate students (taught and research) do not receive an official summer break as their course continues on a full time basis so these students must request authorised absence if they wish to take a break from their studies during this period. Unused balances of allowance cannot be carried over to the following year and it is up to the individual student to manage their absences throughout the academic year to ensure they do not exceed 42 days. In exceptional circumstances a student may be allowed to exceed the 42 day authorised absence total, based on their personal situation. These cases should be referred to the Visa Compliance Team at the earliest available opportunity.
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If a student wishes to extend their absence, they must email their supervisor to request their authorisation to do so. The student must then send a copy of this emailed agreement to the Faculty Hub and Visa Compliance Team; there is no requirement for a further absence request form to be completed.
Research Leave
Postgraduate students are entitled to undertake periods of absence from their course to undertake research which will contribute towards them successfully completing their course. This is considered to be a change of study location, which can be inside or outside the UK, and must be reported to the UKVI by the Visa Compliance Team. Masters students (Taught and Research) can undertake a maximum of 6 weeks research leave away from the University during their course. PhD students (Postgraduate Research) can undertake a maximum of 12 months research leave away from the University during their course. In all cases, students and their supervisors must agree the method and frequency of remaining in contact with each other whilst the student is absent from the University campus, to ensure the student is progressing as intended and records of supervision meetings (via Skype/email) will continue to be maintained. Research leave requests must be signed by the student’s supervisor and submitted to their Faculty Hub (preferably at least 7 days before travel). The Tier 4 Research Leave form will be forwarded to the Visa Compliance Team and must include a copy of flight booking confirmation/reservations for absences outside the UK. The Visa Compliance Team will notify the UKVI of the student’s change of study location and the date they left the UK. The Visa Compliance Team will email the student to confirm the UKVI have been notified and will request that the student informs the team of their return to the UK via email within 48 hours of their expected return date. At this point the team will report a further change of study location to the UKVI, confirming the student has returned to the University campus. If a student wishes to extend their absence, they must email their supervisor to request their agreement to extending the absence. The student must then send a copy of this emailed agreement to the Faculty Hub and Visa Compliance Team; there is no requirement for a further absence request form to be completed.
Maternity Leave
It is important that the University is notified about a pregnancy as there may be elements of the programme that may present a risk to the health and safety of the student and/or child. In addition, arrangements may need to be put in place to support the student during the period of pregnancy and maternity.
A Tier 4 student must take a break of two weeks (14 days) immediately after giving birth. After which, they will be expected to request a period of authorised absence, if they wish to extend their absence. Depending on the level and nature of the course, and whether the student has support from other family members in the UK, it may be in the student’s best interest to apply for a suspension of study. In which case, they would need to leave the UK and their Tier 4 sponsorship would be withdrawn. When the
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student was able to return to the University they would need to apply for a new CAS statement from the Visa compliance Team, to make a new visa application. Further information about the University’s student maternity policy can be found here: https://share.hull.ac.uk/Services/Governance/_layouts/15/WopiFrame.aspx?sourcedoc=/Services/Governance/PolicyDocuments/Student%20Pregnancy%20and%20Maternity%20Policy.docx&action=default&DefaultItemOpen=1
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Student Progress
Repeat Period of Study
Students who have had a repeat period of study approved, need to undertake re-sit examinations, or changed to a course which is longer than the original course they applied for can request a CAS statement to apply for a Tier 4 visa extension to cover their academic extension period, if it ends after their current visa expires. The University can provide further Tier 4 sponsorship and issue a new CAS statement to apply for a new Tier 4 visa when the following conditions have been satisfied:
It is not too late for the student to enrol on the course and undertake the further period of study;
The required visa extension does not result in the student breaching any Tier 4 study time limits, as
per the UKVI’s policy at the time of applying;
If required the student can provide evidence of their financial documentation required to make the
Tier 4 visa application;
Provide copies of their flight booking confirmation to state they have left the UK to make their
application, if they have to do so under the UKVI’s academic progression rules at the time; and
Provide a copy of their ATAS certificate if the course they are transferring to, or the course they are
extending their period of study for requires ATAS clearance.
Failure to Progress
Undergraduate and postgraduate students who do not pass the examination stage(s) of their course are notified that they have not been permitted to progress to the next year of the course (in the case of undergraduate students), or the dissertation stage (in the case of postgraduate taught students). In both cases, students have 15 working days from the date they were notified, during which to submit an appeal against the decision. In the case of Tier 4 students the Visa Compliance Team will not report the academic failure to progress until the affected students have been given the full period of 15 working days to submit an appeal, should they wish to do so. If a Tier 4 student does not submit an appeal the Visa Compliance Team will notify the UKVI and withdraw Tier 4 sponsorship on the 16th working day. In exceptional circumstances students may be permitted to submit an appeal after the 15 working day deadline. If a Tier 4 student does so, and the Visa Compliance Team has already withdrawn Tier 4 sponsorship, the Visa Compliance Team will withdraw the withdrawal of sponsorship notification, if the UKVI has not already undertaken visa curtailment action. If visa curtailment action has already been undertaken the student will need to apply for a new Tier 4 visa, if their appeal is granted and they are permitted to continue with their course. If a Tier 4 student does submit an appeal within 15 working days of the decision the Visa Compliance Team will not withdraw sponsorship until the outcome of the appeal has been heard, if the outcome is to uphold the decision to prevent the student progressing to the next stage of their course. If the student is permitted to progress with their course the Visa Compliance Team will take no further action at this stage. If the Visa Compliance Team withdraw sponsorship when a student is not permitted to progress the student will be notified of the withdrawal of Tier 4 sponsorship via email.
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Tier 4 Student Reporting Responsibilities The Visa Compliance Team are required to notify the UKVI via an electronic notification on their Sponsor Management System (SMS) regarding the following student activity:
When a Tier 4 visa application is refused;
When a student fails to enrol on their course;
When a student suspends their studies for any reason;
When a student stops attending the University campus to undertake research leave (considered a
change of study location);
When a student transfers their programme of study at the University;
When a student changes immigration category;
When a student fails to progress to the next academic stage of the course (e.g. from year 1 to year
2 of the course);
When a student completes their course early (more than 60 days before the stated academic end
date on the CAS statement used to apply for the current Tier 4 visa); and
When the student withdraws or is withdrawn.
Reports will be made to the UKVI within 10 working days from the date the University becomes aware of an occurrence of any of the above changes.
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Working During & After Studies
Working During Studies
Tier 4 students can undertake work during term time, as stipulated on their Entry Clearance Vignette or BRP. Typically, a Tier 4 student studying a full time degree level course will be allowed to work 20 hours per week during term time and the UKVI state that the working week is defined as Monday to Sunday. However, it is important that a student checks the working entitlement on their visa and contacts the Visa Compliance Team if they believe there to be an error. It is the student’s responsibility to ensure they are not breaching the conditions of their visa. A Tier 4 student who is studying a part-time degree level course, on a Tier 4 part-time visa, cannot undertake any employment. All Tier 4 students at the University of Hull are entitled to the Christmas and Easter vacation period, during which they could increase their working hours to more than 20 hours, should they wish. The University’s term dates, specifically the teaching periods, are when a Tier 4 student cannot work in excess of 20 hours per week, and are stated on the University’s website: https://www.hull.ac.uk/choose-hull/study-at-hull/need-to-know/key-dates.aspx Undergraduate students can work in excess of 20 hours during the summer break, which starts when the exam period ends and finishes when the main enrolment period for the subsequent academic year begins. Postgraduate Taught and Research students do not receive this break period as they are continuing to study on their dissertation/thesis. Therefore, term time work restrictions as stated on their visa apply during this period. Postgraduate Research students who have submitted their thesis are not considered to have finished their course, so cannot work in excess of the hours stipulated on their visa. Their course will only be considered complete when they have submitted any post-thesis amendments and have been awarded their PhD, at which point they could seek work in excess of the hours stipulated on their visa. A Tier 4 student cannot apply for a period of authorised absence away (outside the official vacation periods) from their course in order to take up employment of more than 20 hours per week during that period. The student would be expected to be undertaking their course and the period would be considered a period of teaching. Further advice about the different types of work a student can undertake can be found here: https://www.ukcisa.org.uk/Information--Advice/Working/Can-you-work
Working After Studies
Tier 4 students can work full time in the period between completion of their course and their visa expiry. However, they must leave the UK before, or on the day their visa expires, if they have not applied for further leave to remain in the UK. Further advice about working in the UK after a course has finished can be found here: https://www.ukcisa.org.uk/Information--Advice/Working/How-many-hours-can-you-work#layer-3764
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Doctorate Extension Scheme The University has the right to offer further Tier 4 sponsorship to suitable PhD candidates for a further 12 months, under the Doctorate Extension Scheme (DES). Candidates must apply to the Visa Compliance Team for a DES CAS statement, which can be used to apply, if successful, for a Tier 4 DES visa. This allows the individual to remain in the UK for 12 months after being awarded their PhD, to look for work in their chosen fields. The University charges individuals a fee of £55.00 to apply for a DES CAS statement. The application to be sponsored under the DES will be processed by the Visa Compliance Team, and the overall University decision to sponsor and issue a CAS statement to apply for the DES visa will be made by the Visa Compliance Team, International Engagement Team and Graduate School. The individual must submit their visa application before they are awarded their PhD (but no more than 60 days before) and provide the Visa Compliance Team with evidence of their visa application Document Checklist, within 5 working days of submitting it. The Visa Compliance Team will be notified by the University’s Graduate School when the PhD has been awarded, at which point the Visa Compliance Team will update the CAS statement on the Sponsor Management System to confirm the award has been made. If the PhD award date is delayed for any reason the Graduate School will notify the Visa Compliance Team so that a sponsor note can be added to the Sponsor Management System. If an individual is awarded the PhD before they have submitted their Tier 4 DES visa application, the Visa Compliance Team will withdraw the CAS statement and they will not be able to proceed with their application for a the DES visa. Successful DES candidates are not considered to be students at the University. However, they must present their DES visa (BRP) to the Visa Compliance Team within 10 working days of receiving it. A copy sent by the individual will not be deemed satisfactory. An individual holding a DES visa will not be registered on the University’s student record system, they will not have a student card, or have access to their student email address. The individual would not be constrained to the working conditions (typically 20 hours per week during term time) that Tier 4 (General) visa students are. However, under DES visa, there are restrictions as to the type for work that cannot be undertaken. For further details please refer to https://www.ukcisa.org.uk/Information--Advice/Working/Working-after-studies#layer-3780. Under the University’s Tier 4 DES sponsor obligations with the UKVI, the Visa Compliance Team will contact the individual twice during the 12 month period of the DES visa, to establish the individual is still in the UK and whether they have switched to another immigration category (such as a Tier 2 visa). If an individual fails to respond to the Visa Compliance Team’s emails, the University reserves the right to withdraw DES visa sponsorship. If an individual sponsored by the University under the DES changes immigration category or leaves the UK, they should notify the Visa Compliance Team immediately. The Visa Compliance Team will report this change to the UKVI on the Sponsor Management System within 10 working days of being notified, thus withdrawing the University’s sponsorship of the individual under the DES. The DES visa cannot be extended beyond its expiry date, which is 12 months after the date the candidate was awarded their PhD.
