Important information for Student Visa holders
Resits and your student visa
If you are an international student visa holder and you have a resit or resits to do before progressing with your studies, there might be implications on your immigration status within the UK. We would advise you to either submit a query for the Visa Advice and Compliance team through the Student Portal by clicking ask HWU or booking an appointment with our Global Student Advisor to discuss your situation.
Conditions of your Tier 4 or student visa
When you enter (or re-enter) the UK you must commence your studies at the institution that sponsored your visa and issued your CAS. If you do not enrol as expected then the institution will cancel their sponsorship and notify the Home Office.
It is a condition of your Tier 4 or student leave that you study full-time and do not work more than the hours permitted on your visa. If you plan to leave the UK during your studies you should notify your academic school to ensure you remain compliant with your Tier 4 or student visa conditions.
In addition to any conditions that are printed on your vignette or BRP visa, there are also some requirements and obligations related to the immigration rules, and related to your studies and your Tier 4 or student visa sponsor.
Information about protecting your Tier 4 or student visa can be found on the UKCISA website.
Who needs to register?
If your Tier 4 or Student visa has the condition 'Register with the Police within 7 days', then you will need to apply for a police registration certificate as soon as possible after you arrive in the UK. This may not be clear on the visa itself and you should check the visa grant letter that was issued with your visa in case it is written there.
Students from the following countries studying in the UK for six months or more will need to register with the police:
Countries subject to the Police Registration Scheme
- North Korea
- Saudi Arabia
- Holders of stateless documents
How to register
Foreign Nationals who reside in Edinburgh and are required to register with the police need to make an appointment to attend the Overseas Visitors Registration Office based at Fettes Avenue, Edinburgh, EH4 1RB:
The appointments at Fettes Avenue are only if you require to register for the first time, if you have to replace a lost/stolen certificate or obtain a continuation for a full certificate.
To book an appointment please email SCDOVROEast@Scotland.pnn.police.uk with the following information;
- Full name
- Place of Residence
- Date of arrival into the UK, which country you started your journey and details of any quarantine
- If you have registered with the police in the UK previously, where and when this was.
You will then receive an appointment via email along with all the relevant information you require for your appointment.
Directions to Police Scotland Nationality Department:
Take the 25 bus from Riccarton Campus to the Frederick Street stop on Princes Street. Walk onto Frederick Street and take the 24 or 29 bus going North (heading uphill, away from Edinburgh Castle). Ask the driver to let you know when to get off the bus close to Police Scotland at Fettes Avenue. Look out for the large Waitrose supermarket on the junction of Fettes Avenue and Comely Bank.
Students studying at the Scottish Borders Campus who need to register with the police should do so at the local Police Station in Bridge Street, Galashiels.
What you should take with you
The email will advise you of what documents will be required to register but below is a list in advance of what will be required:
- your passport;
- your BRP (visa card) if you have one;
- two recent passport size photographs;
- the appropriate fee in cash (£34);
- your acceptance letter from the University; and
- proof of your UK address
After registration, it is important that you inform the police if you:
- change your address
- receive an extension to your visa
- move to another institution
- are issued with a new passport.
- any absence from the UK for more than 2 months
- change of studies.
You can notify these changes at your local police station.
Tier 4 and Student visa Attendance Recording
What is attendance recording?
The University has a duty to record students' attendance on campus and it is a condition of your Tier 4 or student visa to participate in attendance recording.
UKVI can ask for any Tier 4 or student visa, student's attendance data at any time. Students who do not meet minimum attendance requirements will have their Tier 4 or student visa sponsorship withdrawn and their visa will be cancelled*.
The 'Check-in' and 'Check-out' function SafeZone app for smartphones can be used by Tier 4 and student visa students to record their attendance for UKVI compliance purposes.
Students are required to record their attendance for UKVI compliance purposes at least once each week to show that they are attending the University campus for study.
Tier 4 students or students under the new route must record their attendance each week as well as making sure that they go to all their timetabled classes.
Overseas tudents who do not want to use the SafeZone app for their attendance recording may record their attendance in person each week at the Student Service Centre (Edinburgh Campus) or Administration Office (Scottish Borders Campus).
Most students choose one way of recording their attendance for UKVI compliance purposes, but students can use the app in some week and record their attendance in person in other weeks if they wish.
*The University will attempt to communicate with overseas students with Heriot-Watt University visa sponsorship who are not meeting minimum attendance requirements before sponsorship is withdrawn.
How and when do I check in? (SafeZone users)
Read more about downloading and using SafeZone.
If you need support accessing or using SafeZone, SafeGuarding can be contacted on +44 (0) 131 451 3500 or SafeGuarding@hw.ac.uk
Please use the manual check-in function and do not use the automatic check-in for attenance purposes. The manual check-in gives you more control and confidence about when your attendance is recorded for UKVI compliance purposes.
You should check in for attendance purposes, during normal study hours, when you arrive at the classroom, lab or office at the start of at least one taught session or appointment each week. You do not need to remain checked in for the whole session. SafeZone will record the date, time and location where you check in and check out.
PGR students can check-in and out during office hours (Monday – Friday) at their own office, desk, school research office or supervisor's office.
Checking in from outside or residences, the sports centre and other non-academic buildings will not be counted for recording purposes.
Check-ins and check-outs before 08:30, or after 17:30, or at any time on Saturday and Sunday will not be counted for attendance recording purposes (but will still be seen by Safeguarding Services for 'lone worker' safeguarding).
You must remember to check out at the end of a session, but if you forget to check out, the system will do this for you when you leave the University academic buildings.
How and when do I check-in? (In person)
You can only check in at the Student Service Centre or Scottish Borders Campus Administration Office during the normal opening hours of those locations. You must speak with a member of staff in these locations and ask about attendance, in order to have your Student attendance recorded correctly. Logging your arrival using the Queue Manager system then walking away is not sufficient.
How often should I check in?
Tier 4 and students and students under the new route must remember to complete valid check-ins and check-outs every working week.
Students who are writing up dissertations or theses and who do not have a lesson or appointment during a working week should come to an academic building on campus and check in and check out at least once during that working week to show that they are engaged with study.
Tier 4 students and students under the new route are not required to check in and out during vacation periods and authorised absences, placements and fieldwork.
What should I do if I am unable to check in one week?
In exceptional circumstances, students may forget or be unable to check-in, for example due to emergencies or illness. However, repeated missed attendance will lead to the withdrawal of sponsorship.
Can I check in a friend, or ask a friend to check me in?
You must only check in for yourself, not for other people. If this happens, disciplinary action will be taken against both people – the person who checks in for someone else, and the person who allows someone else to check in on their behalf.
What will my data be used for?
Access to Student attendance data will be seen by staff for the purpose of UKVI compliance. Tier 4 and Student attendance data will not be used for academic assessment decisions. Tier 4 attendance and Student data will be treated very carefully in line with the University data protection policies.
Change of address
If you change your address you must update the following people:
- Heriot-Watt University – visit the Student Service Centre
- The Police (if you have a Police Registration Certificate) - visit your local police station
- The Home Office (if you have a Tier 4 or Student visa) - If your visa is in the form of BRP card then you will need to complete and return the MCC form. If your visa is a vignette inside your passport then you should complete the online form.
You will not be able to enrol on a Tier 4 or student visa that was issued for a course at another university. You should make a new visa application before your new course starts and consult your new university about whether you can remain in the UK between courses.
Changing course at Heriot-Watt University
Changing to a longer course
If you are switching to a course that is longer than the one you were issued a visa for, before issuing you a new CAS letter, the University will have to check that you are still eligible for a Student visa and may ask you to provide information about previous visas you have held for the UK and the courses that you have studied. The University will need to check that you are continuing to progress academically, and that you have not reached the maximum time period permitted. For further details on the maximum time permitted please refer to the UKCISA Study caps website.
You will need to make a new visa application for the new course. It is recommended that you do this before the new course starts and it is always best to check with us to confirm that your visa application can be made from within the UK.
Changing to a shorter course
If you are switching to a course that is shorter than the one you were issued a visa for then we advise you to contact us to discuss what you need to do before switching course.
Starting a new course at Heriot-Watt University
If you have completed a course with Heriot Watt University and have decided to start a new course then you can enrol for the new course using your current visa. You must however apply for your new visa within six weeks of the start of your course, or before your current visa expires, whichever is earlier. Please be aware that there are restrictions regarding who can apply for a visa inside the UK. Please contact the student information desk if you have any concerns about this.
Withdrawing or finishing studies early
If you decide to withdraw from the University, change institutions, or have finished your studies early, the University is required to report this to the Home Office.
In these circumstances your visa will be curtailed by the Home Office and they will write to or e-mail you to notify you of this. It is therefore essential that they have your up-to-date address.
If you have more than 60 days left on your visa then this will be reduced to 60 days. If you have less than 60 days immigration permission then it is likely that the length of your leave will be left as it is. You must either leave the UK within this period before your leave expires, or make an application to remain in the UK on another basis.