Visa sponsorship policy

1. Purpose and scope

1.1 This policy sets out the rules around visa sponsorships which will allow RoS to hire from a broader range of locations, thereby helping to fill vacancies and increasing diversity.

1.2 This policy applies to colleagues on sponsored Visas, hiring managers, and the line manager of the sponsored employee. It will be implemented by the RoS Talent Acquisition team.

2. Guiding principles

2.1 RoS will sponsor a candidate or employees under specific conditions. RoS will pay the cost to sponsor a candidate, but the visa application fee must be paid by the candidate/employee. Initially, RoS will sponsor for 3 years, with an option to extend or apply for permanent settlement.

2.2 Talent Acquisition will check whether a role is eligible for Sponsorship before it is advertised. A candidate can request Sponsorship at the application stage of the process when applying for a role on the Applicant Tracking system.

2.3 RoS sponsors only candidates already residing in the UK.

2.4 Current employees who have a temporary visa can request Visa sponsorship if the role is eligible, which will be determined by Talent Acquisition.

2.5 RoS will only apply to sponsor a candidate if they meet the following criteria:

• the applicant/ candidate must be at least 18 years old on the date of application
• the job role, including salary, meets the eligibility requirements for sponsorship which will be checked by Talent Acquisition
• the applicant/candidate was previously an officially sponsored student, and have the consent of that sponsor to make the application
• the applicant/candidate meets the criminal records certificate requirement, where relevant
• the applicant/candidate meet the requirements relating to entry to the UK, extension of permission or ‘switching’, as appropriate.

3. Visa sponsorship process for candidates

• Talent Acquisition (TA) determines eligibility of the job role
• candidate requests sponsorship when applying for a role
• candidate is successful in a recruitment campaign through a fair, open and on merit process
• TA sponsors candidate on Sponsor Management system
• TA provide candidate with Certificate of Sponsorship code (CoS) within 5 working days
• candidate uses CoS code to apply for Visa which can take up to 8 weeks to process
• candidate provides TA with a Share Code and normal Right to Work checks are completed.

4. Visa sponsorship process for current employees

• employee requests Visa Sponsorship by emailing talent@ros.gov.uk
• Talent Acquisition (TA) checks if the role is eligible for Visa Sponsorship
• TA sponsors the employee on the Sponsorship Management System
• TA provides the employee with a Certificate of Sponsorship code (CoS) after 5 working days
• employee uses the CoS code to apply for a Visa, which can take up to 8 weeks to process
• employee provides TA with a Share Code and normal Right to Work checks are completed.

5. Reporting and record keeping

5.1 Employees must cooperate with RoS’ reporting and record-keeping requirements, including providing updates on their visa status and any changes in their circumstances.

5.2 RoS will inform the relevant immigration authority of any changes in the employee's circumstances as required by law.

5.3 Any changes to their visa must be reported to talent@ros.gov.uk immediately, failure to do so may result in disciplinary action.

5.4 Employees are required to possess a valid visa in order to maintain their employment with RoS.

6. Costs and fees

6.1 RoS will cover the costs associated with obtaining a sponsor license, assigning a Certificate of Sponsorship (CoS) and skills charge.

6.2 Employees are responsible for paying their visa application fees, biometric card fee and any immigration healthcare charges.

7. Duration of sponsorship

7.1 RoS will initially sponsor employees for a period of three years, with an option to extend.

7.2 Employees may apply for permanent residency in the UK after the standard qualifying period. This is subject to any changes in relevant legislation which may impact the duration of this period.

7.3 The above clauses will not apply if the colleague is appointed on a fixed term contract. In this case, the sponsorship time will be for the length of the contract.

8. Responsibilities

8.1 Talent acquisition is responsible for the content of this policy, its approval and review. They are responsible for ensuring its implementation in practice and for monitoring this over time. They are responsible for ensuring that appropriate procedures, guidelines or standards as are required to support this are maintained and ownership for these assigned appropriately.

9. Candidates and employee responsibilities

9.1 Candidates and employees must meet the eligibility criteria for visa sponsorship, including the requirement to already be residing in the UK, and requirements for the Skilled Worker route.

9.2 Candidates requesting visa sponsorship must state this at application stage. If they are the successful candidate, then Talent Acquisition will apply for Visa Sponsorship.

9.3 For current employees looking for visa sponsorship, they must speak to the Talent Acquisition first.

9.4 Talent Acquisition can assign a Certificate of Sponsorship (CoS) to the prospective employee or current employee if the role is eligible for sponsorship. The CoS is a unique reference number that the employee will need to include in their visa application.

9.5 The prospective employee or current employee uses the CoS to apply for a Visa, submitting various documents, including proof of identity, qualifications, and successfully complete B2 level English language test (equivalent of A-level). It is the individual’s responsibility to apply for a Visa after being provided with a CoS code, submit all relevant documentation, attend a Visa interview (if required) and provide Talent Acquisition with a share code.

9.6 Once a Visa application has been granted, the share code issued by the Home Office must be provided to Talent Acquisition who will conduct Right to work checks.

9.7 The share code must be sent to Talent Acquisition as soon as possible. Although a Visa application may take up to 8 weeks to process, the share code must be provided within 10 weeks of the CoS code being issued to the employee/candidate.

9.8 Employees must ensure their Visa remains up to date to maintain valid right-to-work documentation for employment at RoS.

10. Talent acquisition responsibilities

10.1 Talent Acquisition is responsible for identifying and managing the visa sponsorship needs of the organisation.

Their responsibilities include:

• assessing the eligibility of candidates for visa sponsorship based on their qualifications and the requirements of the role
• applying for visa sponsorship via Sponsorship Management System (SMS)
• coordinating with legal and immigration advisors to ensure compliance with all relevant laws and regulations
• maintaining accurate records of all sponsored employees and their visa statuses
• providing support and guidance to employees throughout the visa sponsorship application and renewal process
• checking right to work documentation
• maintaining our Visa sponsorship licence
• managing any audit requirements.

11. Hiring manager responsibilities

Hiring managers play a crucial role in the visa sponsorship process.

Their responsibilities include:

• ensuring candidates are assessed fairly during the recruitment process and collaborate with TA if a successful candidate requires Visa sponsorship
• supporting sponsored employees providing necessary documentation and information for their Visa applications.

12. Line manager responsibilities

12.1 Line Managers are responsible for supporting sponsored employees throughout their employment.

12.2 Line managers are required to promptly inform Talent Acquisition of any changes in the employment status of sponsored employees, as this information must be reported to the Home Office and may impact Visa Sponsorship.

This includes reporting:

• any changes to office locations
• change of home address
• if worker is absent from work without permission
• changes to responsibilities
• if the worker is absent from work for more than 10 days without informing us
• if the worker doesn't start a role
• if a worker declines an offer
• changes of circumstances of your sponsored workers, including withdrawal of sponsorship or change of role
• a sponsor’s salary is reduced from the level stated on Certificate of Sponsorship
• there are significant changes to details in employment e.g. level transfer.

13. Approval and review

13.1 This policy will be reviewed and approved by Strategic People Authority (SPA) bi-annually, unless earlier review is appropriate. (Any review should include assessment against policy aims and consider appropriate awareness raising in event of revisions or cessation).