Right to Work checks for UG External Examiners

Verified Right to Work checks for Undergraduate External Examiners – DUE by 6 May 2025

For any 2024-25 External Examiner nominations and appointments, please submit confirmation of the right to work check by Tuesday 6 May 2025. This will ensure the appointment is completed in time for the 2024-25 Exam Board period. Any delay may result in the External Examiner not being able to attend the Exam Board or payment of their annual fee being delayed.

Recent training materials now available: The Eversheds RTW training video, slides and FAQs is available on the HR RTW procedure page within the useful links box.

For ease, below are three submission options that have been extracted from the HR Guidance webpage:

1. For UK and Irish Nationals with a current in-date UK or Irish passport: use the IDVT Online Request Form (for appointments outside of Talent Link)* or a manual right to work check. Once the RtW check is complete you must submit a copy of the IDVT email confirmation via the following form https://forms.office.com/e/6WH4XP4CQB.
   
   *You will need to enter the following information to request the IDVT.
   • Start date of employment: enter ‘1 June 2025’
   • Employee number: this is not required
   • Name of the employing department: enter your Department name
   • Your details and signature: enter your details (usually the board administrator)
   • Legal name as it appears on the External Examiner’s passport, mobile phone number and email address: note that you may need to request this information from the external examiner before starting the IDVT check.
2. For UK and Irish Nationals without a current in-date UK or Irish passport or for whom an online check is not appropriate: conduct a manual right to work check following HR guidance for acceptable Right to Work documentation and undertaking Right to Work verification checks guidance. Once complete you must submit a clear and legible scanned copy of the passport to via the following form https://forms.office.com/e/6WH4XP4CQB ensuring you have clearly added your verification statement with your full name and date.
3. For all other categories e.g. oversees nationals, please refer to your Department’s HR Contact for advice and read the HR guidance for acceptable Right to Work documentation and undertaking Right to Work verification checks. We may need copies of the documentation so please contact us once discussed with Department’s HR Contact.

• Reminder that it is a UCL requirement to undertake right to work (RTW) checks before an employee, a paid worker, and some volunteers and visitors (including honorary staff) undertake any paid or unpaid work for UCL. For External Examiners, this must be completed in their first year of appointment and before they engage with any tasks required for the programme and exam board.
• If you have any queries about Right to Work documentation or the verification process, please ask your Department’s HR Contact for guidance or raise a ticket for the Compliance team via MyServices.

Expenses for RtW checks: Education Services will cover External Examiners’ expenses for one in-person visit to check Right to Work which should take place early in the Academic Year (as is feasible).

• You are advised to combine the External Examiner’s in-person Right to Work check visit with, for example, a departmental induction event/meeting with students and the wider team. Please refer to our Fees and Expenses FAQs on what expenses are paid centrally.
• NB: Right to Work checks are not required for post-graduate external examiners appointments however Board teams must arrange for Permitted Paid Engagement letter if the EE is required to enter UK. More details are available on HR website on Immigration. 
• If your EE will be on multiple Boards, it is advisable to submit a nomination for the UG level to ensure the Right to Work checks are conducted prior to the start of their appointment. We will then add the additional Board(s), especially PGT level Board, to their record once formally appointed.

Please refer to the relevant section in Chapter 9 (4.4.1) of the Academic Manual for further details.

Contact details for further information: 

• Own Faculty Education Teams / department HR contact in the first instance.

• externalexaminers@ucl.ac.uk