EU Information for Staff
EU Information for Staff
The University is working to ensure it keeps its staff informed as well as supported through the uncertainty, as move towards leaving the EU at the end of March 2019. The University currently employs over 1100 non-UK EEA staff which represents circa 14.5% of our staff. 24% of our researchers are from non-UK EEA countries and Switzerland.
The information presented here is accurate at the time of publishing, however if you have any specific concerns you can seek further guidance at firstname.lastname@example.org.
Brexit Update from the Principal (12 April 2019)
Dear students and colleagues,
As many of you will be aware, the European Union has given the UK a further extension to the Brexit process - until 31st October. This is welcome news in that it will prevent the UK from crashing out of the EU without a deal this week, with all the consequences that would bring – although we are no clearer on what will be the eventual terms of departure if Brexit goes ahead as planned.
Despite the extension, I know that many of our EU staff and students will still be feeling deeply anxious about their future in the UK. I want to assure you all that the University is continuing to lobby as a member of the Russell Group, Universities Scotland and Universities UK - and also as an individual institution to make sure that our views are heard and the interests of the EU nationals who make up our University community are clearly understood. You have my guarantee that I will continue to speak out where I feel the interests of our staff and students are being jeopardised.
As part of the extension, it is now likely that the UK will take part in the European Parliament elections next month. Should this be the case, it is clearly vital that staff and students make your voices heard to ensure that your priorities are reflected in the campaign. If you are eligible – as all EU citizens are – you can ensure you are registered to vote here: https://www.gov.uk/register-to-vote
Throughout the process, we will continue to update information for staff and students who are EU nationals on our web pages. For students, information can be found here: https://www.gla.ac.uk/explore/euinformation/current%20students/ and more information for staff is available here: https://www.gla.ac.uk/explore/euinformation/staff/. Any staff who wish to make a direct enquiry to HR should not hesitate to get in touch on email@example.com.
I was pleased that so many colleagues and students attended our Brexit Open Forum on Tuesday 9 April, and we will plan to do more of these events between now and October.
I also want to reiterate that whatever the outcome of the current political crisis, we will continue to be an institution that welcomes and heralds the contribution our European students and colleagues make to our campus – and the immense social and cultural benefit they bring to our city.
We will remain a bastion of excellence, of multiculturalism and of internationalism and regardless of the outcome of the Brexit process, our European staff, students and alumni – and indeed all of our community that comes here from outside the UK – will always be able to call our campus home.
Professor Sir Anton Muscatelli
EU Settlement Scheme Now Fully Open
The EU Settlement Scheme opened fully on 30 March 2019. Please see below for full details.
Brexit - Contingency Planning (February 2019)
A report on Brexit - Contingency Planning written by Dr David Duncan, Chief Operating Officer, can be acccessed here.
Letter of Confirmation for Travel Purposes (March 2019)
If you are travelling before or immediately after Brexit, and would like a letter confirming your residency and employment status, please contact your local HR Team (contact details below).
The letter can also include details of you pre-Settled or Settled status, if you have obtained this through the EU Settlement Scheme, or details of Permanent Residency if you have been issued with this in the past.
Please contact your local HR Teams as follows:
|College of Arts HR Teamfirstname.lastname@example.org|
|College of MVLS HR Teamemail@example.com|
|College of Science & Engineering HR Teamfirstname.lastname@example.org|
|College of Social Science HR Teamemail@example.com|
|University Services HR Teamfirstname.lastname@example.org|
EU Settlement Scheme
EU Settlement Scheme
EU Settlement Scheme Now Fully Open (30 March 2019)
The Government has confirmed its intention for EU citizens living in the UK, along with their family members, to stay and continue their lives with the same access to work, study, benefits and public services that they enjoy now. It also allows existing close family members living overseas to join resident EU citizens in the future.
The EU Settlement Scheme will deliver the Government's commitment to guarantee the rights of EU citizens living in the UK.
To obtain Settlement, non-UK EU citizens, EEA nationals and Swiss nationals and their family members are required to apply for Settled status/Indefinite Leave to Remain. Non-UK EU citizens and citizens of Switzerland, Norway, Iceland and Liechtenstein and their families will have to demonstrate having been resident in the UK for five years before 31 December 2020. Those who cannot evidence five years of residency at that date, may apply for pre-Settled status and make a further application for Settled status once they have achieved five years of residency.
Following a number of pilots to test the Scheme, the EU Settlement Scheme is now fully live and open to all non-UK EU nationals, Swiss nationals and nationals from Norway, Iceland and Liechtenstein as well as their family members. The scheme is also open to non-EU family members of EU citizens. Irish nationals are not required to apply for Settled status but may do so if they wish.
All you require to know about the EU Settlement Scheme can be accessed by clicking on the link below:
UK Government - EU Settlement Scheme
The application process continues the three main stages of the previous pilot schemes:
You will need to:
- Verify your identity by using the EU Exit: ID Document Check app. This will read either your EU biometric passport or your UK residence card with a biometric chip (if you’re the non-EU family member of an EU citizen). The app will check that your identity document is genuine and that it belongs to you. At this time, only Android devices with a chip reader (Near Field Communication technology) can download the app;
- Verify your identity by post you can, alternatively, send your identity document to the Home Office by post. You will also need to verify your identity by uploading a photo of yourself directly to your online application;
- Verify your residence in the UK by providing your National Insurance number or by submitting other documentation by post. The Home Office will, via HMRC, check UK tax and certain benefits data and use those records to help work out how long you have been resident in the UK. You need only provide enough evidence to show whether you qualify for settled or pre-settled status;
- Complete a Criminality Check by declaring any criminal convictions. Only serious or persistent criminality will affect your application.
If you are a non-EU citizen you may be required to provide evidence that you are a family member of an EU citizen. Further information on applying can be found at:
UK Government - EU Settlement Scheme, Evidence of a Relationship to an EU Citizen
Applications to the Scheme are free – you will not be charged.
The deadline for applying to the Scheme is 30 June 2021.
In the event of a No Deal
Further information will be provided in due course, following the extension to the exit date. In the event of a no deal, the deadline for applying is 31 December 2020.
Current processing time (mid-April 2019) is approximately 9 days but may take longer if you submit a paper application or are requested to submit additional information. Further details can be found at:
UK Government EU Settlement Scheme - Application Processing Times
Home Office Resolution Centre and Support
If you need help or information about your application, you can contact the EU Settlement Resolution Centre helpline. Please note that the Scheme is independent of the University of Glasgow and the HR Team is unable to respond to any queries regarding individual applications.
Calling from inside the UK
Calling from outside the UK
EU Settlement Resolution Centre
Telephone: +44 203 080 0010
Monday to Friday 8:00am to 8:00pm
Saturday and Sunday 9:30am to 4:30pm
EU Settlement Scheme contact form
Get help using a computer to apply online
You can get support over the phone or in person if you need help filling in the settlement scheme application form online.
Assisted Digital Support
You can also get Assisted Digital support to use the EU Settlement Scheme online application form if you’re in the UK and do not have the appropriate access, skills or confidence to complete the form. You will need to be able to access the ID App to use this service.
Phone: 03333 445 675
Text message: text the word “VISA” to 07537 416 944
Monday to Friday 9am to 6pm
Saturday 9am to 4pm
How the University Can Assist You - Access to Android Devices and the EU Exit: ID Document Check App
We understand that not everyone will have access to an Android device that has the required capability to download the EU Exit: ID Document Check app.
You can make an appointment to access the University’s Android tablets by emailing email@example.com. The Androids are available for you and your immediate family member(s) to use – please confirm how many family member(s) will require use of the device in your email. The University will ask you to confirm the family member’s relationship with you at the time of using the device. This information will be not be retained.
The Central HR Team will contact you to offer an appointment. Please confirm if you wish to register your children and we will endeavour to offer you an appointment that is in line with the end of the school day.
The devices should only be used for the Identity Verification Stage of the process. Once this stage is complete, you are able to continue your application using a PC or laptop.
There are a number of locations offering use of an Android device: in Scotland, these include Cumnock, Edinburgh, Kilmarnock and Livingston. Full details of these locations can be found at:
EU Settlement Scheme - ID Document Scanner Locations
Recording Your Status
The Home Office will notify you of your status following your application. Once your status is granted, or if you have previously applied and been granted pre-Settled or Settled status, we would ask that you let us know. Please contact your local HR team who will record the outcome on the CoreHR system.
If you previously applied and were charged £65, the Home Office will refund the fee before 20 April 2019 directly to the credit/debit card you paid with. You will receive an email when the reimbursement has been processed.
You can read more about making an application; on eligibility and on family members at:
EU Settlement Scheme - Reimbursement by the Home Office (March 2019)
If you have applied for the EU Settlement Scheme and are to be reimbursed, following the Prime Minister's announcement to waive the £65 fee, the Home Office has confirmed that you will receive a refund after 30 March 2019.
If you are due a refund you do not need to do anything. The Home Office will automatically refund the fee to the card that was used to pay it. An email will be sent to the contact address provided in the application, confirming when the refund has been processed.
EU Settlement Scheme - Scheme Live (January 2019)
The next pilot phase of the EU Settlement Scheme is now live. This phase is open to all EU citizens living in the UK who have a valid biometric passport. It is also open to non-EU family members of EU citizens who have a valid biometric residence card or permit.
This phase of testing means that students and family members are able to apply provided they have either a biometric passport or biometric residence card.
Please note that Irish citizens do not need to apply to the EU Settlement Scheme but can if they wish to. The Home Office has confirmed that EEA and Swiss nationals are not eligible to apply during this pilot but will be able to once the Scheme is fully open by 30 March 2019.
The deadline for making an application is 30 June 2021.
Following the Prime Minister's announcement on Monday 21 January 2019 that the £65 fee required to make the application has been withdrawn, we are awaiting further details of how this will affect the process. The app still requests payment. Therefore, you may wish to defer making your application until this part of the process is amended in line with the announcement.
Making an Online Application
The online application will require you to:
- Verify your identity - You will need to have a valid biometric passport or biometric residence card (issued by the Home Office) to apply in the pilot.
- Criminality check - You will need to complete the criminality check by declaring any criminal convictions. Only serious or persistent criminality will affect your application.
- Verify your residence in the UK - You will need to provide evidence of your residence in the UK. There are a number of ways you can do this. The easiest is to provide your National Insurance number. The Home Office will then check UK tax and certain benefits data and use those records to help work out how long you have been resident in the UK. Information on the other types of evidence you can upload can be found at https://www.gov.uk/guidance/eu-settlement-scheme-evidence-of-uk-residence
- Verify your residence in the UK - Alternatively, if you have a valid permanent residence document or valid indefinite leave to enter or remain, you will need to provide proof of that status.
- Pay any application fee – see notice above.
Details of the Scheme and applicant eligibility can be found at:
Instructions on how to apply can be found at:
For more information about the EU Settlement Scheme visit GOV.UK.
Continuing an Application from the 2018 Pilot
If you were unable to complete your application to the Scheme during the pilot phase in November/December 2018, you can continue to do so by clicking on the link:
and scroll to ‘Continue your application’.
Home Office Resolution Centre and Support
The Scheme is independent of the University and the HR team is unable to respond to any queries regarding individual applications. For any questions about an application made during this pilot, contact the EU Settlement Scheme Resolution Centre by calling 0300 123 7379 (inside the UK) or +44 (0) 203 080 0010 (outside the UK). Find out about call charges at gov.uk/call-charges. You can also ask a question using the online submissions form.
You can also contact the assisted digital service We Are Digital if you require support. Contact details for We Are Digital are as follows:
Phone: 03333 445 675
Text Message: text the word “VISA” to 07537 416 944
Monday to Friday 9am to 5pm
Access to Android Devices and the EU Exit: ID Document Check App
We understand that not everyone will have access to an Android device that has the required capability to download the EU Exit: ID Document Check.
You can make an appointment to access the University’s Android tablets by emailing firstname.lastname@example.org. The Androids are available for you and your immediate family member(s) to use – please confirm how many family member(s) will require use of the device at the time of booking. The University will ask you to confirm the family member’s relationship with you at the time of using the device. This information will be not be retained.
The devices should only be used for the Identity Verification Stage of the process. Once this is complete, you are able to continue your application using a PC or laptop.
Please note that use of Android devices is by appointment only.
Recording Your Status
If you have previously applied and been granted pre-Settled or Settled status and you wish to notify us of this, please contact your local HR team who will record the outcome of your application.
Making an Application on Behalf of a Child
If you are making an application on behalf of a child, the first stage of the process (the ID Verification stage) is the same as for an adult applicant. A parent provides his/her own email address and mobile telephone number for the purpose of the child’s application. There is no limit to the number of times the same email address and mobile phone number can be used. You should provide the contact details that are easiest for the application process.
The second stage of the application process will recognise that it is a child’s application and the app will proceed to a different page. The parent is then asked to enter his/her details, including the parent’s name and any reference number issued to the parent at the time of the parent’s application to the Scheme. You will need to provide proof of your relationship to your child when making the child's application. You are not required to provide proof of their residence in the UK unless asked to do so by the Home Office.
Further information on the definition of a 'child' in relation to the Settlement Scheme can be found on the links below:
Claiming Reimbursement of £65 fee for pre-Settled and Settled Status Applications
If you applied to the EU Settlement Scheme and were charged the £65 fee, the Home Office has confirmed that it will reimburse the fee before 20 April 2019. You do not need to do anything. You will receive an email from the Home Office confirming that the payment has been made directly to the credit/debit card you used when making the application.
Instructions Email (issued 14 November 2018)
Further to my recent email, I am writing to inform you that the Home Office has confirmed that you can now register to take part in the EU Settlement Scheme pilot. The following information has been provided to us to share with our eligible staff.
This pilot applies only to people working in the higher education sector. These are
- EU citizens or
- Non-EU family members of EU citizens.
By taking part, you will be able to make an early application for your new UK immigration status so you can continue to live and work in the UK after the end of the planned implementation period on 31 December 2020.
What you need to do:
If you would like to participate in the pilot you will need to send a blank email from your own email account to [for link please contact email@example.com]. The Home Office will then respond to your email with further details on completing an online application. Please note that The Home Office will be replying to emails on a phased basis and it might take two to three weeks for you to receive your reply. Please only send one email, and make sure you check your inbox and junk mail regularly.
When you do receive a reply, it will contain a link to the online application form, and you will need to independently complete your application before 22 December 2018.
You will only be able to take part in the pilot if you are working at the University of Glasgow, and you are:
- an EU citizen and have a valid biometric passport (this is an e-passport which has a digital chip); or
- a non-EU family member of an EU citizen and have a biometric residence card with ‘EU Right to Reside’ on the back, which you applied for on or after 6 April 2015
Application process during the pilot:
To apply for status under the EU Settlement Scheme you will need to complete an online application:
- Verify your identity - You will need to have a valid biometric passport or biometric residence card (issued by the Home Office) to apply in this pilot. All applicants must use the EU Exit: ID Document Check app to verify their identity. This is currently only available to download on Android devices - if your device has the technology to make contactless payments it will be able to use this app. Information on how to access the app will be included in the application process. If you cannot access this app during the pilot, there will be alternative ways for you to verify your identity once the scheme opens fully next year. After using the app to verify your identity, you can complete the rest of the application either on that device or on any smartphone, laptop or computer.
- Criminality check - You will need to complete the criminality check by declaring any criminal convictions. Only serious or persistent criminality will affect your application. This should not affect the vast majority of EU citizens and their family members.
- Verify your residence in the UK - You will need to provide evidence of your residence in the UK. There are a number of ways you can do this. The easiest is to provide your National Insurance number. The Home Office will then check UK tax and certain benefits data and use those records to help work out how long you have been resident in the UK. You will get a result of this check straightaway. If you agree with the result, you can accept it and complete your application. If you disagree, this is not a problem, as you will be able to upload additional evidence of your residence. Information on the other types of evidence you can upload can be found on GOV.UK. Alternatively, if you have a valid permanent residence document or valid indefinite leave to enter or remain, you will just need to provide proof of that status.
- Pay any application fee – An application costs £65 for those aged 16 or over, but is free if you have a valid permanent residence document or valid indefinite leave to enter or remain.
We understand that not everyone will have access to an Android device that has the required capability. We are intending to set up access to two such devices. Once these are in place, we will add information to the EU Information page around location and availability.
Your participation in this pilot allows you to apply early to the EU Settlement Scheme and gives the Home Office an opportunity to test the application process. Successful applicants will not need to apply again for the same status once the scheme opens fully next year.
Please note that making an application during this pilot phase is entirely voluntary. There will be no change to your current rights under EU law until the end of the planned implementation period on 31 December 2020. If you choose not to apply during this phase you will be able to apply once the scheme is fully open by 30 March 2019 and at any time up until 30 June 2021, in line with the draft Withdrawal Agreement with the EU.
Irish citizens enjoy a right of residence in the UK that is not reliant on the UK’s membership of the EU. They will not be required to apply for status under the EU Settlement Scheme, but may do so if they wish.
For any questions about an application made during the pilot, contact the EU Settlement Scheme Resolution Centre by calling 0300 123 7379 (inside the UK). Find out about call charges on www.gov.uk/call-charges. You can also ask a question using the online submissions form eu-settled-status-enquiries.service.gov.uk.
An assisted digital service is available for those who do not have the appropriate access, skills or confidence to complete the online application form. If you require such support with your application, please contact We Are Digital by calling 03333 445675 (Mon-Fri 9am-5pm). Further information on this service can be found on GOV.UK once the pilot goes live.
Please note that, as the pilot is independent of the University, the HR team is not able to respond to technical or application queries. All questions relating to individual applications should be directed to the Resolution Centre or We Are Digital as above.
For more information about the EU Settlement Scheme visit GOV.UK.
Director of Human Resources
EU Settlement Scheme - Second Pilot Home Office Briefing Pack (November 2018)
Applying for Settled or Pre-Settled Status (November 2018)
The Home Office has provided an update (11 October 2018), announcing its second pilot phase of the EU Settlement Scheme. This will take place from 1 November to 21 December 2018. Our understanding is that staff at many Higher Education Institutions including the University of Glasgow will be able to participate in this from mid-November onwards.
The Scheme (please refer to the FAQs) is the process for resident EU* citizens and their family members to exchange their PR status or apply for Settled or pre-Settled status, allowing them to continue to live and work in the UK after 31 December 2020.
As far as we are aware, the new online application system for the scheme will be accessible through phones, tablets, laptops and computers. The University has confirmed that it will reimburse eligible employees the £65 cost of applying for Settled or pre-Settled status.
We will let you know as soon as we can the details of the process and what you need to do to apply during this pilot phase.
If you wish to raise questions or seek individual guidance, please speak to your local HR team or contact: firstname.lastname@example.org