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Matriculation Certificate Recollection Cycle

WFS People Services Team

WFS People Services Team

SOP-DE-WFS People Services-Visa Certificates recollection project

Number of Reviews: 1

Approvers: Ester Atweh

Date of Review: 24.03.2024

INTRODUCTION

This SOP contains all the needed information to guide through the process of recollection of matriculation certificates from blue-collar employees with a student visa. This process has to be processed as a big project twice a year for the winter and summer term. Furthermore, enrollment certificates have to be recollected also on a monthly basis however the case numbers are not high.

  • People Operations

  • Payroll

  • Global Workforce Support & Compliance (Joao)

  • Shared Service Centre

  • Regional managers and Cluster leads

  • Hub Manager

  • Employees

Guidelines and Policies

  • Communication to Hub Managers only through Ester Atweh or Fabian Hardenberg

  • Communication to employees only through Fountain.

  • This is in automatic process. To explain further, employees are transitioned to the correct stages and are sent reminders automatically.

  • The WFS People Services team validates if the enrolment certificates are valid, and updates all needed tools.

  • WFS People Services team will process a contract change in case of exmatriculation and recollect needed documents.

  • The WFS People Services team will process termination in case the employee does not provide valid documents.

Useful Tools

Process Flowchart

Description of Process (Step-by-Step)


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​Note:
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​This project has to be divided into a seasonal recollection that has to be processed from February till March/April and from August till September/October. You have to calculate at least 4-5 weeks before the actual semester ends. The second part has to be processed on monthly basis as some universities have semesters end dates in May, November and etc. There are not a lot of such cases and does not require a lot of resources.


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    • 1. Preparation -
      Before starting with the recollection process make sure to have all employees who have a student contract and student visa in one sheet. It is important to know how many cases you are dealing with.
      All cases can be filled in this sheet. Joao Pedro Antunes da Silva has to be contacted for the data.
      As soon as you have all the data, it is important to inform all stakeholders who are involved in this project:


      The responsible person has to write an E-Mail to Payroll to inform them, that this project is now starting and we will keep them on track. During this process, many employees may have to be terminated and Payroll has to know how many cases they have to process.
      All other Stakeholders should get information in the next step by the project manager Ester Atweh.
      Before starting the big seasonal recollection, reminders cadency must be set and communication to Hub managers and employees reviewed.

    • 2. Information Sendout -
      Prepare the reminders and emails. Use this overview for communication. Click on Section 4 under ‘Comms to RMs/HMs’ for the right communication texts for our Hub Managers, Cluster Leads / Area Managers, and Regional Managers.
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      All communication to stakeholders has to go through Ester Atweh. Ester Atweh also sends the prepared mail final reminders to Fabian Hardenberg if needed.

      • How to contact employees:
        The employees will be informed via Fountain and also sent automatic reminders there. This is an automated process and the WFS People Services specialists should not be moving employees manually in Fountain.
        In case employees are not able to upload their documents via the Fountain recollection link, they can create a ZenDesk ticket which should worked on by the WFS People Services team.

    • 3. Check -
      After sending out the emails. Employees start uploading their documents. Make sure to use this sheet for the check ups. Joao is also the one who is updating the sheet.
      Make sure to exclude Employees who resigned or are terminated or are going to be terminated. Also separate the profiles in EU citizens and non-EU
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      ​The following information on how to work on visa list and recollection can be found in WFS Visa _ Compliance - SOP Visa Employee Sheet.

    • 4. Repeat -
      Now the cycle repeats. Every week reminders have to be sent and profiles need to be checked by the WFS People Services team.
      Make sure to keep an eye on the Payroll deadlines to avoid escalations and minimize retroactive contract changes/ terminations.

    • 5. Contract-Changes and Terminations
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      • Contract Changes:
        In case the student permit holder/ Working student finishes studies and provides an exmatriculation certificate + visa appointment/new visa type, the WFS People Services team must process the contract change to Part-time from Working student
        ​More information of contract changes due to exmatriculation can be found in SOP for contract changes- Visa and exmatriculation.


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      • Termination:
        In case the student holder does not provide a valid enrolment certificate and the current one has expired, the WFS People Services team must process termination.
        ​More information on how to process visa-related terminations can be found in SOP-DE-WFS People Services-Visa termination.

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Review History

Review #

Date

Changes

1

22.03.2024

  • Changed approver of SOP

  • Changed structure of SOP

  • Updated tools

2

24.03.2024

  • Added flowchart

  • Updated points of contact.

  • Update relevant information about the process.

  • Linked needed SOP for recollection.

  • Added” Step 5: Contract changes and terminations” and SOPs links.

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