Migrant Care Letter

Migrant duties

Important: AIESEC UK are the sponsors of the Migrant; therefore, we are required to track the Migrant throughout their internship. This means that we will be in regular contact with the Client and Migrant and will on occasions visit the Client or the Migrant in order to be satisfied that the scheme isn’t being misused. This is only one of the criteria set out by the UKVI. Please read below for sponsorship duties and please report to AIESEC UK and to the Client if the following circumstances arise. Failure to do so within five working days may result in AIESEC UK withdrawing the Certificate of Sponsorship.

  • If the Migrant does not turn up to their first day of work. The report must include any reason given by the Migrant for their non-attendance (for example a missed flight).

  • If the Migrant is absent from work for more than 10 working days without the Client’s permission.

  • If the Migrant’s contract of employment ends (including if they resign or are dismissed) or if any registration they need to work in the UK has ended.

  • If there are any significant changes in the Migrant’s circumstances. (Please refer to Appendix 2)

Upon the Migrant’s arrival to the UK the Migrant must provide AIESEC UK and the Client with:

  • A copy of Migrant’s stamped visa vignette in their passport. 

  • Migrant’s new contact details. Any subsequent changes to their contact details must also be provided within five working days of them taking effect.

  • Migrant’s employment address (if different from Client’s correspondence address). Any subsequent changes to the employment address must also be provided within five working days of them taking effect 

One month before the Migrant’s visa expires; the Migrant must supply AIESEC UK and the Client with a copy of the Migrant’s outbound ticket form the UK.

The Migrant understands that he/she:

  • Cannot claim any state benefits in the United Kingdom.

  • Cannot establish themselves in business in the United Kingdom.


The Migrant agrees to be contacted for a tracking call and to answer all questions relating to the Migrant’s living and working conditions and the Migrant’s arrival to and departure from the United Kingdom. 

For a summary of tracking and monitoring systems and duties resulting to the Migrant and the Client from these please refer to Appendix 3. Given our role as sponsors of the Migrant, AIESEC UK reserves the right to introduce new tracking and monitoring systems necessary to ensure that we remain in compliance with the Tier 5 Government Authorised Exchange Scheme.

Complaints procedure

If you have any complaints, please direct them to Amanda Goodson on (0)207 5491811 or amanda@aiesec.co.uk. If your complaint is related to an AIESEC UK member of staff, Martha Riva will take on the complaint, however if you do not wish to complain to a member of AIESEC UK you may make your complaint to our regulators the OISC (The Office of Immigration Services Commissioner) The Office of the Immigration Services Commissioner: Complaints Team 5th Floor, Counting House 53 Tooley Street London SE1 2QN. For your reference our AIESEC UK regulation number: F201000067

If your complaint is related to visa processing or timelines, please make your complaint to the Visa application centre where the application was made. In cases where AIESEC UK are at fault and the issue has not been resolved the client will be offered a full refund. 

Any questions or queries that arise can be directed towards Amanda Goodson at AIESEC UK by either calling (0) 207 5491811 or by emailing amanda@aiesec.co.uk or in writing to AIESEC UK Ltd., 1E Mentmore Terrace, London, E8 3DQ.

About the Access Tier 5 Scheme, powered by AIESEC UK LTD

The government authorised exchange category is for people coming to the United Kingdom through approved schemes that aim to share knowledge, experience and best-case practice, and to experience the social and cultural life of the United Kingdom. This category must not be used to fill job vacancies or to bring unskilled labour to the United Kingdom. Any work the Migrant will do must be skilled (at least to NVQ level 3) and must also be supernumerary to your staffing needs. 

AIESEC UK is a licensed sponsor that is an overarching body which manages the GAE Scheme. This document outlines the process of applying for a Tier 5 GAE visa and the duties of the Client, Migrant and AIESEC UK.

Pre – Application Checks

Prior to the commencement of the Certificate of Sponsorship application AIESEC UK Ltd may carry out some checks on the employer in order to be satisfied they are eligible to maintain the Migrant throughout the length of their leave.

Process

In order to process a Tier 5 GAE application AIESEC UK needs to receive the following documents from the Client:

  • Client Form & Training Plan

  • Offer Letter in support of the internship

  • Signed Client Care Letter or Global Talent Terms of Service

We will also require from the Migrant the following:

  • Signed and completed Migrant Care Letter

  • Copy of passport information page

  • Educational certificates to confirm they are educated to S/NVQ Level 3 and above, these certificates must be notary translated.

Upon reviewing the documents and forms and once AIESEC UK is satisfied that the Internship meets the requirements of our individual scheme and the UK Visa and Immigration’s (UKVI) criteria we will automatically register the employer on to the Access Tier 5 programme by uploading the information onto the UKVI Sponsor’s Management System and make an application for a Certificate of Sponsorship.

A Certificate of Sponsorship will be produced, and emailed to the Migrant. They will contain details of the Certificate of Sponsorship and confirmation of Maintenance for the first month of stay in the UK subject to exceptional circumstances. (Please refer to Appendix I)

Once the letter has been sent to the Migrant, the Migrant may make their application for the Tier 5 GAE visa at the visa application centre in their country of residence. AIESEC UK will provide a step-by-step guide in order to complete the Visa application process. There is a processing fee of £244 (General Route) or £854 (Premium Route) + £200 (Health Surcharge) made payable to the UKVI. This fee is paid upon application to UKVI and may be covered by the Migrant or the Client.

If a visa application centre refuses the application the Migrant may apply for Administrative Review. AIESEC UK can, although not obligated to, assist with complaints to either the UK Visa and Immigration or the visa application centre; however, we will not advise in an administrative review case, AIESEC UK can however refer the case to an independent adviser, subject to the approval of the Client. 

AIESEC UK’s sole responsibilities are: 

  • to ensure the relevant documents are in place

  • produce the Certificate of Sponsorship

  • write the Certificate of Sponsorship and Maintenance Letters

  • provide advice on the Visa application process

  • answer any queries from the UKVI and visa application centres

  • track the Migrant throughout their stay in the UK

AIESEC UK will not assist in any other enquiries that require advice outside of the Tier 5 Government Authorised Exchange Scheme.

Once the Certificate of Sponsorship and Maintenance letters have been provided, AIESEC UK will invoice the Client for an agreed fee. 

If the Migrant or Client provides AIESEC UK with incorrect information on the supporting application forms, AIESEC UK will report this using the UK Visa and Immigration’s Sponsorship Management System (SMS). In the case where the mistake cannot be rectified by report to UK Home Office, the Client will be required to pay the full fee for an additional Certificate of Sponsorship to be issued. 

In the unlikely event that AIESEC UK’s licence is withdrawn or the Migrants visa refused, AIESEC UK will not be able to help the Migrant with finding a new sponsor and AIESEC UK will not refund the fee in full or in part or bear liability for any consequences arising to the Migrant or the Client if an event such as this should arise.

Appendices

Appendix 1: 

AIESEC UK will, should it become necessary in exceptional circumstances maintain and accommodate the Migrant until the end of their first month of employment in the United Kingdom. The funds we will offer the Migrant will be limited to £945 pounds sterling and the Migrant agrees to reimburse the full amount to AIESEC UK Ltd. 

Appendix 2:

Examples of significant changes in Migrant’s circumstances include for example:

  • A promotion or change in job title/core duties, other than those which require a change of employment application. 

  • A change of salary from the level stated on the Migrant’s CoS, other than changes due to annual increments, bonuses or a change of employment application being made. 

  • A change of salary from the level stated on the Migrant’s CoS due to a  period of maternity, paternity or adoption leave, or a period long-term sick leave that lasted for one month or longer.


Appendix 3.

Migrant tracking system summary.

AIESEC UK will request the Migrant to supply AIESEC UK upon Migrant’s arrival into the UK with:

  • A copy of the Migrant’s stamped visa vignette in their passport. 

  • Migrant’s new contact details. Any subsequent changes to their contact details must also be provided within five working days of them taking effect.

  • Migrant’s employment address (if different from Client’s correspondence address). Any subsequent changes to the employment address must also be provided within five working days of them taking effect 

These must be mailed or emailed to AIESEC UK within five working days of Migrant’s first working day.

AIESEC UK will request on a monthly basis:

  • Details of Migrant’s employment status (especially if the Migrant’s contract has changed as outlined in Appendix 2 or have been terminated).

  • An update on how the Migrant is progressing against their Training Plan and whether the Training Plan has been updated.

The Migrant is obliged to notify AIESEC UK within five working days in the following cases. AIESEC UK also has the right to enquire about these cases at any point and the Client has to answer the query within five working days.

  • If the Migrant does not turn up to their first day of work. The report must include any reason given by the migrant for their non-attendance (for example a missed flight).

  • If the Migrant is absent from work for more than 10 working days without the Client’s permission.

  • If the Migrants contract of employment (including if they resign or are dismissed) or if any registration they need to work in the UK has ended.

  • If there are any significant changes in the Migrant’s circumstances. (Please refer to Appendix 2)

  • If the Migrant’s contact details or employment address has changed.


AIESEC UK / UKVI can request the Migrant to provide AIESEC UK with following documents and the Migrant must supply them to AIESEC UK within five working days.

  • Copy of contract of Migrant’s employment. (Please refer to Appendix 3)

  • Records of Migrant’s absence.

  • Copy of the Migrant’s payslips (if the payslips are not on headed company paper, or the Client only uses online payslips, the Client must provide a signature and stamp on a print-out to authenticate the evidence).

  • Evidence regarding the progress the Migrant is making against their Training Plan.


AIESEC UK will request the Migrant to supply AIESEC UK one month or later prior to Migrant’s departure from the UK with:

  • Copy of the Migrant’s outbound ticket from the UK.

The Migrant agrees to supply the above-mentioned information to AIESEC UK within agreed time frames. The Migrant agrees that failure to do so may result in the Certificate of Sponsorship being withdrawn.