The sponsorship management system (SMS) manuals. Step by step guide for sponsors. Manual 8 of 12: Creating and assigning CoS
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1 The sponsorship management system (SMS) manuals Step by step guide for sponsors Manual 8 of 12: Creating and assigning CoS
2 Contents Additional SMS manuals... 3 Glossary... 6 CoS status... 7 SMS guides... 8 Guide 1: How to create and assign an individual CoS... 8 Guide 2: How to create an individual CoS based on an existing CoS Guide 3: How to create and assign a batch of CoS Guide 4: How to amend, delete or assign a CoS Guide 5: How to find and assign an existing batch of CoS Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 2 of 48
3 Additional SMS manuals There are 12 SMS manuals available, plus two supplementary policy manuals for completing a CoS and CAS. The manuals are grouped into three categories: common, CAS and CoS. The table below describes the purpose and audience of each manual. You should read all manuals applicable to your licence before contacting the relevant helpdesk. Manual reference Manual title Type Purpose Audience Manual1 Introduction to SMS Common Use this manual to log into SMS, change your password, manage SMS users and view important messages posted by the Home Office. In addition, this manual explains who should use SMS and for what purpose. The manual features a full introduction to SMS as well as a comprehensive troubleshooting section. All sponsors Manual 2 Managing your licence Common To help sponsors manage their key personnel, change their licence details, and apply for allocations of CoS/CAS. All sponsors Manual 3 Applications, renewals and services Common To help sponsors apply for Premium customer service, apply or decline to apply for a Basic Compliance Assessment, renew their sponsor licence and manage action plans. All sponsors Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 3 of 48
4 Manual 4 Creating and assigning CAS CAS To help sponsors create and assign individual and batches of CAS. Sponsors licensed in Tier 4 (General and / or Child) Manual 4a Creating a CAS guide for education sponsors CAS This guide contains supplementary information on completing a CAS. Use this guide to determine what information is necessary in each field of the CAS. Sponsors licensed in Tier 4 (General and / or Child) Manual 5 Reporting student activity CAS To help sponsors report student activity, for example if a student s circumstances change. This manual also contains help with reporting fee updates and adding sponsor notes to CAS that have already been assigned. Sponsors licensed in Tier 4 (General and / or Child) Manual 6 Bulk Data Transfer of CAS CAS To help sponsors use the bulk data transfer (BDT) functions of SMS. You must have a bespoke IT system in place to use BDT. Sponsors licensed in Tier 4 (General and / or Child) Manual 7 Miscellaneous CAS functions CAS To help sponsors complete all other functions of CAS, such as managing batches of CAS, managing pre-stored addresses for use when creating CAS, transferring ownership of CAS, printing CAS and exporting CAS. Sponsors licensed in Tier 4 (General and / or Child) Manual 8 Creating and assigning CoS CoS To help sponsors create and assign individual and batches of CoS. Sponsors licensed in any Tier 2 or Tier 5 category Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 4 of 48
5 Manual 8a Creating a CoS guide for business sponsors CoS This guide contains supplementary information on completing a CoS. Use this guide to determine what information is necessary in each field of the CoS. Sponsors licensed in any Tier 2 or Tier 5 category Manual 9 Reporting worker activity CoS To help sponsors report worker activity, for example if a worker s circumstances change. This manual also contains help with adding sponsor notes to CoS that have already been assigned. Sponsors licensed in any Tier 2 or Tier 5 category Manual 10 Miscellaneous CoS functions CoS To help sponsors complete all other functions of CoS, such as managing batches of CoS, managing pre-stored addresses for use when creating CoS, transferring ownership of CoS, and printing CoS. Sponsors licensed in any Tier 2 or Tier 5 category Manual 11 Tier 5 Creative and Sporting groups of CoS CoS To help sponsors create and manage groups of CoS. Groups of CoS are only available to sponsors licensed in Tier 5 (Creative and Sporting). Sponsors licensed in any Tier 2 or Tier 5 category Manual 12 Restricted CoS CoS To help sponsors apply for restricted CoS, track applications for restricted CoS and once granted, create restricted CoS. Sponsors licensed in Tier 2 (General) Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 5 of 48
6 Glossary SMS CoS CAS AO KC BDT SELT.XML.PDF Automation Sponsorship Management System Certificate of Sponsorship Confirmation of Acceptance for Studies Authorising Officer Key Contact Bulk Data Transfer Secure English Language Test Extensible Mark-up Language Portable Document Format On 6 April 2014 we introduced new functionality in SMS to automatically renew CoS allocations and to apply changes to your address, or that of your AO and KC. We will write to you if you meet the criteria and automation has been set. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 6 of 48
7 CoS status The table below shows each status which can apply to a CoS. As seen in SMS WORK IN PROGRESS READY TO GO ASSIGNED WITHDRAWN USED EXPIRED CANCELLED Meaning The CoS is still in draft form as one or more mandatory details have yet to be completed. All mandatory fields are complete and the CoS is ready to be assigned to an individual. The CoS has been assigned to an individual and is ready to be used in support of an application for leave to enter or remain. You have used the 'Manage live CoS' function to withdraw the CoS. The CoS has been used in support of an individual s application for leave to enter or remain. EITHER: The individual has not made an application for leave to enter or remain by the expiry date of the CoS. A new CoS is required; OR: The individual has applied by the CoS expiry date but we have not considered their application before that date. In this case, no action is required on your part; we will change the status of the CoS from EXPIRED to USED when the application is considered. The CoS has been cancelled as your licence has been revoked or has expired, or you have surrendered the relevant category / your whole licence prior to the CoS being used. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 7 of 48
8 SMS guides Guide 1: How to create and assign an individual CoS Follow the step by step instructions below to prepare and assign an unrestricted Tier 2 or Tier 5 CoS. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before creating and assigning CoS. Step Instruction Screen example 1 From the Workers screen, select Create and assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 8 of 48
9 2 Note From the Create and assign CoS screen, use the Are you applying for a worker who is a national of a European Union accession country? drop-down menu to select if you are assigning a CoS to a national of a European Union accession country, then select Next. If you select Yes, the nationality of the migrant will automatically default to Croatia. 3 From the Create and assign CoS screen, use the Select the tier dropdown menu to select the tier of the CoS you wish to create, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 9 of 48
10 From the Create and assign CoS screen, use the Select the category drop-down menu to select the category of the CoS you wish to create, then select Next. 4 For Tier 2 (General) and Tier 2 (ICT): If you select either Tier 2 (General) or Tier 2 (ICT), an additional dropdown menu will be displayed. Use the Select the sub-category drop-down menu to select the relevant sub-category of the CoS you wish to create, then select Next. 5 From the Create and assign CoS screen, select the radio button next to Create new single certificate, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 10 of 48
11 6 From the Create a CoS screen, complete the migrant s personal details, those of the job you intend them to do and all other relevant details, then select Save. Note 1. All information must be correct and where applicable, must be the same as shown in the individual's passport. 2. You should also refer closely to the SMS guide 8a Creating a CoS guide for business sponsors document for details of the specific requirements in each Tier 2 and Tier 5 category. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 11 of 48
12 7 From the Confirmation of saved CoS screen, select Assign. If you wish to make further changes, select Amend. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 12 of 48
13 8 From the Confirm CoS details before assigning screen, ensure the details are correct and read the declaration. When complete, select Assign CoS. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 13 of 48
14 9 The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open our contracted third party payment service (Worldpay). Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 14 of 48
15 10 From the Single CoS assigned screen you can see that the CoS has been assigned and given a unique CoS number. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 15 of 48
16 Guide 2: How to create an individual CoS based on an existing CoS Follow the step by step instructions below to create a CoS based on an existing CoS. This function is useful if you wish to assign a CoS to extend their employment, as the migrant s details will be pre-populated. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before creating and assigning CoS. Step Instruction Screen example 1 From the Workers screen select Create and assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 16 of 48
17 2 From the Create and assign CoS screen, use the Are you applying for a worker who is a national of a European Union accession country? drop-down menu to select if you are assigning a CoS to a national of a European Union accession country, then select Next. 1. If you select Yes, the nationality of the migrant will automatically default to Croatia. Note 2. If you are creating a CoS for a national of a European Union accession country (Croatia), you MUST select Tier 2 (General - Switching) as the tier and category. 3 From the Create and assign CoS screen, use the Select the tier dropdown menu to select the tier of the CoS you wish to create, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 17 of 48
18 From the Create and assign CoS screen, use the Select the category drop-down menu to select the category of the CoS you wish to create, then select Next. 4 For Tier 2 (General) and Tier 2 (ICT): If you select either Tier 2 (General) or Tier 2 (ICT), an additional dropdown menu will be displayed. Use the Select the sub-category drop-down menu to select the relevant sub-category of the CoS you wish to create, then select Next. 5 From the Create and assign CoS screen, select the radio button next to Create new single certificate based on an existing certificate, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 18 of 48
19 6 From the Create and assign CoS screen, enter the search parameters for the original CoS from which you wish to copy the personal details, then select Next. Note If your search parameters are not specific, you will be presented with a long list of CoS. This screen is not featured in this guide. Select the CoS you wish to find. If your search parameters are specific, you will be presented with the screen below. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 19 of 48
20 7 On the Create a CoS screen, the migrant s information is already populated. Complete the employment details and all other relevant fields, then select Save. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 20 of 48
21 The Confirmation of saved CoS screen is displayed. The creation of a new CoS is confirmed. You can now: 8 Select Assign to assign the CoS; Select Amend to amend the CoS; Select Link to link to CoS to a batch or group; Select Exit to return to the previous screen; or Select Delete to delete the CoS if it is no longer required (you can only delete a CoS before it is assigned). Note You may receive a message alerting you that a CoS may already exist for this person. This is because you are creating a CoS based on the person details from an earlier CoS, but it will not prevent you from assigning the new CoS. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 21 of 48
22 Guide 3: How to create and assign a batch of CoS Follow the step by step instructions below to create a batch of CoS, add CoS to a batch and then assign a batch. Creating and using batches can save time as CoS can be added with pre-populated employment details. Once complete, the batch can be assigned and paid for with a single transaction. You should read SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before creating and assigning batches of CoS. Step Instruction Screen example 1 From the Workers screen, select Create and assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 22 of 48
23 2 Note From the Create and assign CoS screen, use the Are you applying for a worker who is a national of a European Union accession country? drop-down menu to select if you are assigning a CoS to a national of a European Union accession country, then select Next. If you select Yes, the nationality of the migrant will automatically default to Croatia. 3 From the Create and assign CoS screen, use the Select the tier dropdown menu to select the tier of the CoS you wish to create, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 23 of 48
24 From the Create and assign CoS screen, use the Select the category drop-down menu to select the category of the CoS you wish to create, then select Next. 4 For Tier 2 (General) and Tier 2 (ICT): If you select either Tier 2 (General) or Tier 2 (ICT), an additional dropdown menu will be displayed. Use the Select the sub-category drop-down menu to select the relevant sub-category of the CoS you wish to create, then select Next. 5 From the Create and assign CoS screen, select the radio button Create new batch of certificate(s), then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 24 of 48
25 6 From the Create and assign CoS screen, enter the name of the batch, then select Next. Note Ensure the name of the batch is memorable as you might need to retrieve it later. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 25 of 48
26 On the Batch details screen you can now add CoS to the batch. 7 Select either Add to add a new CoS, or Add pre-populated CoS to add a pre-populated (job-related details) CoS. Note The Add pre-populated CoS button will only be available when you have existing CoS in the batch from which to copy the employment details. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 26 of 48
27 8 From the Create a CoS screen, complete the details of the migrant you wish to sponsor, then select Save. Note Any details which are pre-populated can be amended, if necessary. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 27 of 48
28 9 You are returned to Batch details screen. From the Details of CoS within batch heading, you can now see the details of the CoS. Repeat the steps above to add more CoS to the batch. When you have finished adding CoS, select Assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 28 of 48
29 10 From the Confirm assignment of batch screen, select Assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 29 of 48
30 11 The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open our contracted third party payment service (Worldpay). Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 30 of 48
31 Guide 4: How to amend, delete or assign a CoS Follow the step by step instructions below to retrieve a CoS that has not yet been assigned in order to edit, assign or delete it. This function is useful if you have previously created and saved a CoS with partial information. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before editing and assigning CoS. Step Instruction Screen example 1 From the Workers screen select Create and assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 31 of 48
32 2 On the Create and assign CoS screen, you can enter either Yes or No in the Are you applying for a worker who is a national of a European Union accession country? drop-down menu. The selection made from this list does not affect the search results returned. 1. If you select Yes, the nationality of the migrant will automatically default to Croatia. Note 2. If you are assigning a CoS for a national of a European Union accession country (Croatia), you MUST select Tier 2 (General - Switching) as the tier and category. 3 From the Create and assign CoS screen, use the Select the tier dropdown menu to select the tier of the CoS you wish to retrieve, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 32 of 48
33 From the Create and assign CoS screen, use the Select the category drop-down menu to select the category of the CoS you wish to retrieve, then select Next. 4 For Tier 2 (General) and Tier 2 (ICT): If you select either Tier 2 (General) or Tier 2 (ICT), an additional dropdown menu will be displayed. Use the Select the sub-category drop-down menu to select the relevant sub-category of the CoS you wish to retrieve, then select Next. 5 From the Create and assign CoS screen, select the radio button next to Find an existing single CoS, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 33 of 48
34 6 From the Create and assign CoS screen, enter the details of the worker, then select Next. Note If your search parameters are not specific, you will be presented with a long list of CoS. This screen is not featured in this guide. Select the CoS you wish to find. If your search parameters are specific, you will be presented with the screen below. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 34 of 48
35 From the Create a CoS screen, the migrant s information is already populated. 7 If necessary, amend the details, then select Save. To delete: Select Delete. You will be asked to confirmation the deletion. If the Delete button is not visible, see Step 8 below. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 35 of 48
36 From the Confirmation of saved CoS screen, select Assign. 8 If you wish to make further changes, select Amend. To delete: Select Delete. You will be asked to confirmation the deletion. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 36 of 48
37 The Confirm CoS details before assigning screen is now displayed. 9 Ensure all the information is correct, as a CoS cannot be amended once it has been assigned. If correct, select Assign CoS. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 37 of 48
38 10 The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open our contracted third party payment service (Worldpay). Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 38 of 48
39 11 From the Single CoS assigned screen you can see that the CoS has been assigned and given a unique CoS number. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 39 of 48
40 Guide 5: How to find and assign an existing batch of CoS Follow the step by step instructions below to find a batch of CoS, add CoS to the batch (with or without pre-populated details) and assign the batch. This function is useful if you have already created a batch of CoS but now wish to add additional CoS, assign and pay for the batch. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before creating and assigning batches of CoS. Step Instruction Screen example 1 From the Workers screen select Create and assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 40 of 48
41 2 On the Create and assign CoS screen, you can enter either Yes or No in the Are you applying for a worker who is a national of a European Union accession country? drop-down menu. The selection made from this list does not affect the search results returned. 1. If you select Yes, the nationality of the migrant will automatically default to Croatia. Note 2. If you are creating a CoS for a national of a European Union accession country (Croatia), you MUST select Tier 2 (General - Switching) as the tier and category. 3 From the Create and assign CoS screen, use the Select the tier dropdown menu to select the tier of the batch you wish to find, then select Next. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 41 of 48
42 From the Create and assign CoS screen, use the Select the category drop-down menu to select the category of the batch you wish to find, then select Next. 4 For Tier 2 (General) and Tier 2 (ICT): If you select either Tier 2 (General) or Tier 2 (ICT), an additional dropdown menu will be displayed. Use the Select the sub-category drop-down menu to select the relevant sub-category of the batch you wish to find, then select Next. 5 From the Create and assign CoS screen, select the radio button Find an existing batch of certificate(s). Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 42 of 48
43 6 From the Create and assign CoS screen, enter the details of the batch, then select Next. Note If your search parameters are not specific, you will be presented with a long list of batches. This screen is not featured in this guide. Select the batch you wish to retrieve. If your search parameters are specific, you will be presented with the screen below. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 43 of 48
44 From the Batch details screen, you can now add CoS to the batch. 7 Select either Add, to add a new CoS, or Add pre-populated CoS to add a pre-populated (job-related data) CoS. Note The Add pre-populated CoS button is only available when there are CoS in the batch from which to copy the employment details. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 44 of 48
45 8 From the Create a CoS screen, complete the details of the migrant you wish to sponsor, then select Save. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 45 of 48
46 9 You are returned to the Batch details screen. From the Details of CoS within batch heading, you can now see the details of the CoS. Repeat the steps above to add more CoS to the batch. When you have added the CoS you wish to add, select Assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 46 of 48
47 10 From the Confirm assignment of batch screen, select Assign. Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 47 of 48
48 11 The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open our contracted third party payment service (Worldpay). Document reference Creating and assigning CoS Version number 3.0 Published April 2015 Manual 8 of 12 Page 48 of 48
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