Policy on the Recording of Academic Visitors

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Dear University of York,

I would like information on the policies (or draft policies) and guidance on the recording of academic visitors to the university.
1. Are academics (inc students, researchers, invited speakers) that visit for the purpose of giving a seminar, presentation, workshop (or similar) recorded for the purpose of reporting to the home office?
2. What information is recorded about the visit?
3. Is there a policy on what should be recorded when a visitor (inc students, researchers, invited speakers) attends the university for the purpose of giving a talk, presentation, seminar, workshop (or similar activity)?
4. Can we have a copy of the policy?
5. Are their guidance notes for departments or staff on what should be recorded when a visitor (inc students, researchers, invited speakers) attends the university for the purpose of giving a talk, presentation, seminar, workshop (or similar activity)?
6. Can we have a copy of the guidance notes?
7. How is the data recorded, and stored?
8. How long is the data stored for?
9. Are visitors (inc students, researchers, invited speakers) informed prior to arriving at the University of York informed that this data is collected and stored?
10. Is this activity part of a visa monitoring process for international academics?
11. Are all academic visitors recorded in this way or only those visiting, or working, in the UK on a visa?

Yours sincerely,

Seth Greenlane

Freedom of Information, University of York

Dear Mr Greenlane
Freedom of Information Request 
I acknowledge receipt of your email dated 4 June 2018 requesting
information from the University of York.
Please be advised that the University will respond as soon as possible and
in any event by 2 July 2018. 
Yours sincerely, 
Graham Hughes
Freedom of Information Officer
Information Services
University of York
Heslington
York YO10 5DD
Web: [1]www.york.ac.uk/records-management/
Email disclaimer: [2]http://www.york.ac.uk/docs/disclaimer/em...

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Freedom of Information, University of York

Dear  Mr Greenlane
Thank you for your request for information from the University of York.
Please see our response below.
I would like information on the policies (or draft policies) and guidance
on the recording of academic visitors to the university. 

1. Are academics (inc students, researchers, invited speakers) that visit
for the purpose of giving a seminar, presentation, workshop (or similar)
recorded for the purpose of reporting to the home office? 
No.  It should be understood that there is not a formally defined class of
‘visitors’ at the University.  People visit the University for many
purposes, but often for study or work.

Everyone coming to undertake study or work at York - regardless of
nationality or visa status, or whether they are visiting from another
employer or education institution - is subject to some pre-study or
pre-employment checks. This will include confirmation that they are
permitted to study or work, as required by UK legislation. This
information is not routinely reported to the Home Office, although UK
Visas and Immigration (UKVI), a division of the Home Office, can and do
ask us to check our right to work documentation for named individuals. 
The University may also be subject to audit by UKVI. 

In addition, we have some ongoing responsibilities under UK law as a
sponsor of visas.  These responsibilities require us to report to the UKVI
when certain events - such as an extended period of unauthorised absence -
occur.  This applies to all education institutions and employers who
sponsor individuals and information about these duties is published by the
UK government.
See [1]https://www.gov.uk/government/collection...
further details.  

2. What information is recorded about the visit? 
This will depend on the purpose of their visit.  Data protection
statements for staff and students are available
at [2]https://www.york.ac.uk/records-managemen....

We are currently preparing new data protection statements for casual
workers and for researchers working at the University under the UK’s Tier
5 visa programme.

3. Is there a policy on what should be recorded when a visitor (inc
students, researchers, invited speakers) attends the university for the
purpose of giving a talk, presentation, seminar, workshop (or similar
activity)? 

4. Can we have a copy of the policy? 

5. Are their guidance notes for departments or staff on what should be
recorded when a visitor (inc students, researchers, invited speakers)
attends the university for the purpose of giving a talk, presentation,
seminar, workshop (or similar activity)? 

6. Can we have a copy of the guidance notes? 
In response to questions 3, 4 5 and 6: there is no specific policy or
guidance for visiting staff or students.  

7. How is the data recorded, and stored? 
Please see our data protection statements.

8. How long is the data stored for? 
We are currently preparing data retention schedules for publication. 

9. Are visitors (inc students, researchers, invited speakers) informed
prior to arriving at the University of York informed that this data is
collected and stored? 
Any visitors who need to provide data should be informed of how their data
is collected and stored at the point of collection.  Our data protection
statements are part of this process.

10. Is this activity part of a visa monitoring process for international
academics? 
See response to Question 1.

11. Are all academic visitors recorded in this way or only those visiting,
or working, in the UK on a visa?
See response to Question 1.

I hope this information is useful. 
Yours sincerely,
Graham Hughes
Freedom of Information Officer
Information Services
University of York
Heslington
York YO10 5DD
Web: [3]www.york.ac.uk/records-management/
Email disclaimer: [4]http://www.york.ac.uk/docs/disclaimer/em...

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