Pre-employment Screening

If you are selected for the post, employment with the University will be conditional upon you satisfying some or all the following requirements as applicable to the post.

Please note that you will need to provide original documents and where any documents are not in English a certified translation will be required. Do not include these documents with your application. You will be sent a request for the relevant information at the appropriate point in the selection process, usually after a conditional offer of employment has been made.

Eligibility to Work in the UK

Successful applicants will be required to provide proof of their entitlement to work in the UK, or be able to provide sufficient information to the University to demonstrate that they will be able to get the required immigration status before commencing employment.

If an offer of employment is made to you in a case where the post qualifies for a Tier 2 work visa, the University will apply for a Certificate of Sponsorship to facilitate the visa application and can assist in identifying the appropriate visa route for your dependants, if required.

Detailed information about the Points Based System (BSP) and the UK's other immigration categories can be found on the Home Office's website. The following links might also be particularly helpful to you:

  • Visas and immigration– features: an online tool to help decide whether or not you require a UK visa, visa application guidance and visa fees.
  • Work visas - detailed guidance on the different types of work visas available to foreign nationals. Please read the eligibility requirements for your chosen work visa type before making an application.
  • Tier 2 – University of Oxford guidance in relation to the process and requirements when applying for a Tier 2 Certificate of Sponsorship and Tier 2 visa.

Identity

You will be required to provide:

  • Proof of identity - in the form of a passport, birth certificate, or other acceptable document; and
  • Proof of address - in the form of a recent utility bill or bank statement. Please contact the recruiting department offering you the post for advice on what to do if you have only recently moved or have not got established accommodation.

Qualifications

You will be required to provide proof of any qualifications required for this post - in the form of original certificates or transcripts.

Professional Registration

For clinical appointments your professional registration status will be validated.

Medical Clearance

Once a conditional job offer has been made, you will be asked to complete a pre-employment health questionnaire that the University’s Occupational Health Service will use in order to assess your medical fitness to undertake the duties of the post.

The information provided on the questionnaire will be used (i) to assess your medical capability to do the job for which you have applied; (ii) to determine whether any reasonable adjustments may be required to accommodate any disability or impairment which you might have; and (iii) to ensure that none of the requirements of the job for which you have applied would adversely affect any pre-existing health conditions you may have.

References

We will ask you to give us details of at least two people who have agreed to give a reference for you (the number of referees required will be stated in the job description for the position you are applying for). If you have previously been employed your referees should be people who have direct experience of your work through working closely with you for a considerable period, and at least one of them should be your formal line manager from your most recent job. Otherwise they may be people who know you from recent college, school, or voluntary experience, and who have ideally acted in a supervisory capacity to you. It is helpful if you can tell us how each referee knows you. Your referees should not be related to you.

Your referees will be asked to comment on your suitability for the post and to provide details of the dates of your employment and any disciplinary processes which are still ‘live’. 

We will assume that we may approach your referees at any stage unless you tell us otherwise, so please state clearly if you wish to be contacted before a referee is approached.

If you have been previously employed by the University of Oxford, basic details, such as employment dates and the reason for leaving will be verified with your last employing department / unit.

All appointments are made strictly in accordance with the University’s Equal Opportunities Policy and Code of Practice and applications are welcomed from a wide range of candidates.

Criminal record checks - Disclosure and Barring Service (DBS)

The University does not discriminate unfairly against applicants who might have a criminal history. Employment of individuals with a criminal record will depend on the nature of the position for which they have applied and the circumstances of their offences.

In order to protect certain vulnerable groups within society, there are a number of posts within the University that are exempt from the provisions of the Rehabilitation of Offenders Act 1974 by virtue of the Rehabilitation of Offenders Act (Exceptions) Order 1975.

Where the position involves carrying out certain activities or regulated activities with children and other vulnerable groups in the course of normal duties, the successful candidate will be required to have a criminal record disclosure through the Disclosure and Barring Service (DBS). This will check for any previous criminal convictions, cautions, reprimands or warnings, and where applicable, the appropriate ‘barring’ list that prohibits work with vulnerable groups. Any offer of employment will be conditional on a satisfactory disclosure certificate from the DBS. The job advertisement/job description will indicate if this is applicable to the post you are applying for.  If you have registered for the DBS Update Service, you may be able to provide an existing DBS disclosure. Please contact the recruiting department for further information.

The University of Oxford complies fully with the DBS Code of Practice. Disclosures are handled in the strictest of confidence and only by staff who have been designated and trained in handling such information.

Some posts may be eligible for other types of security screening, where basic criminal history may be checked. Please see the guidance below for further details.

Security Screening

The University does not discriminate unlawfully against any applicant on the basis of information revealed by security screening. All appointments are made strictly in accordance with the University of Oxford Equal Opportunities Policy and Code of Practice and applications are welcomed from a wide range of candidates.

Appointment to certain posts within the University, e.g. those working in high-risk areas, e.g. with hazardous materials, will be subject to security screening, which is intended to protect the University’s staff and property. Any offer of employment to such posts will be conditional upon satisfactory security screening. It may be necessary for candidates to be screened for basic criminal information through the Disclosure Scotland service, and in some limited cases via a credit referencing agency (to check for history of financial fraud etc). Satisfactory security screening will need to be completed before employment can commence.The job advertisement/job description will indicate if this is applicable to the post you are applying for.

Disclosures are handled in the strictest of confidence and only by staff who have been designated and trained in handling such information.

 

Employer Justified Retirement Age (EJRA) for academic and related appointments

The University of Oxford has an Employer Justified Retirement Age which applies to certain groups of staff. 

The University retirement date for all staff at Grade 8 and above is the 30 September immediately preceding the 69th birthday (ie age 68).

Please note that staff at Grades 1 - 7 are excluded from the provisions of this policy and do not have a set retirement date.