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The University of Southampton
Human Resources

Right to work checks

The University is an international institution with a global reputation for excellence. To enable us to continue to welcome international employees to the University, we are obliged meet certain requirements in line with relevant UK Government legislation.

In respect of right to work, the University of Southampton has a legal obligation to: 

Failure to check an employee's right to work is a breach of Home Office guidance and could result in a civil penalty if the University is found to be employing an illegal worker. This risks losing our licence to sponsor anyone requiring a visa (this applies to staff and students). 

A right to work check can be conducted via either:

Face to face manual check

The face to face manual check consists of three steps:

1. Obtain the original document

2. Check the original documents in the presence of the holder

3. Take a verified copy and retain securely

Further information on conducting a face to face manual check is available in the ‘How to conduct a right to work check’ guidance document below.

To undertake a face to face manual check with HR, an appointment must be booked using the below Appointment form. Appointments are available Mondays and Thursdays at Building 26, Highfield Campus, subject to availability.

Once an appointment has been booked, you will receive an email confirmation to confirm the time, date and additional information including COVID-19 related details. Please ensure you arrive no earlier or later than your appointment time.

Book an appointment with HR for a face to face manual check: University of Southampton Identity Verification ( 

Home Office online right to check

If your permission allows, you can use the Home Office online service to prove your right to work. This service is not mandatory and if you do not wish to use this system or are unable to, a face to face manual check must be completed. Currently, this service can be used for those who hold the following:

This check can only be conducted by a member of the HR Operations Recruitment, Transactions or UniWorkforce teams.

If you would like to prove your right to work using the online system, please email or raise a ticket via ServiceNow and a member of the HR Operations team will be in contact with the next steps. Alternatively, if you are already in contact with a member of the HR Operations team regarding your right to work as a new starter or continued employment, please liaise with your HR contact.

GOV.UK Prove your right to work to an employer

Policy and Guidance

Guidance - How to conduct a right to work check


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