The sponsorship management system (SMS) manuals Step by step guide for sponsors Manual 12 of 12: Restricted CoS
Contents Additional SMS manuals... 3 Glossary... 6 SMS guides... 7 Guide 1: How to apply for a restricted CoS... 7 Guide 2: How to apply for a restricted CoS based on a previous application... 13 Guide 3: How to view and withdraw an application awaiting a decision... 18 Guide 4: How to create and assign restricted CoS... 21 Guide 5: How to view previously refused, withdrawn or rejected applications... 29 Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 2 of 30
Additional SMS manuals There are 12 SMS manuals available, plus two supplementary policy guides 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 Manual 1 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 Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 3 of 30
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 Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 4 of 30
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 Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 5 of 30
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 Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 6 of 30
SMS guides Guide 1: How to apply for a restricted CoS Follow the step by step instructions below to apply for restricted CoS. You must apply for a restricted CoS if you want to recruit a migrant under Tier 2 (General) who will be applying for leave to enter the UK from overseas and will be paid less than 154, 500 a year, or who is currently in the UK as the dependant of another migrant who was last granted permission to stay as a Tier 4 student. You must be A-rated in Tier 2 (General) to apply for restricted CoS. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before applying for restricted CoS. Step Instruction Screen example 1 From the Workers screen, select Restricted CoS. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 7 of 30
2 From the Apply for restricted CoS screen, select Apply for restricted CoS. Note You can check the tiers and categories in which you are licensed, and your current rating on the Licence summary screen (located at Licence summary, applications and services/licence summary). Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 8 of 30
3 From the Apply for restricted CoS screen, select the restricted category in which you wish to apply (Tier 2 New hires under 150k or Tier 4 dependants switching to Tier 2) and the number of CoS you require, then select Next. Note You can apply for more than one CoS in a single application, but the employment details on each CoS must be the same. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 9 of 30
4 From the Application for restricted CoS - employment details screen, enter the details of the employment and select Next. Note The salary period drop-down list is pre-selected to Year, as this is the only option available for restricted CoS applications. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 10 of 30
5 From the Application for restricted CoS - confirmation screen, ensure the details are correct, read the declaration and tick the box to agree to the terms. When complete, select Submit. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 11 of 30
6 From the Application for restricted CoS - submitted screen, select OK. Note We will consider your application, as set out in the guidance for sponsors and contact you if we need any further information. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 12 of 30
Guide 2: How to apply for a restricted CoS based on a previous application Follow the step by step instructions below to apply for restricted CoS based on a previous application. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before applying for restricted CoS. Step Instruction Screen example 1 From the Apply for restricted CoS screen, select Apply for restricted CoS based on a previous application. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 13 of 30
2 From the Apply for restricted CoS based on a previous application screen, select the radio button next to the application on which you wish to base a new application and select Next. 3 From the Apply for restricted CoS screen, select the number of CoS required and select Next. Note When you are applying for a restricted CoS based on a previous application the Restricted category drop-down menu is pre-selected and cannot be changed. If you need to create a restricted CoS in another category, return to the Restricted CoS screen and select Apply for restricted CoS. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 14 of 30
4 On the Application for restricted CoS - employment details screen, the CoS details are already populated. However, you can amend any details, as required, and select Next. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 15 of 30
5 From the Application for restricted CoS - confirmation screen, ensure the details are correct, read the declaration and tick the box to agree to the terms. When complete, select Submit. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 16 of 30
6 From the Application for restricted CoS - submitted screen, select OK. Your application has now been submitted. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 17 of 30
Guide 3: How to view and withdraw an application awaiting a decision Follow the step by step instructions below to view and withdraw a single restricted CoS application. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before viewing and withdrawing restricted CoS. Step Instruction Screen example 1 From the Apply for restricted CoS screen, select View applications that are awaiting a decision. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 18 of 30
To withdraw an application: 2 From the Applications that are awaiting a decision screen, select Withdraw next to the appropriate application. Note 1. This screen will only display applications that are pending a decision or are under review. Applications that have been granted can be viewed on the Granted applications - create and assign restricted CoS. Applications that have been withdrawn, refused or rejected can be viewed on the View previously refused, withdrawn or rejected applications screen. 2. The Application status field will be PENDING if the application is still under consideration or under review, for instance if we have contacted you for further information. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 19 of 30
3 From the Withdraw application for restricted CoS screen, select Withdraw. If you do not wish to withdraw this application, select Cancel. 4 The Application withdrawn screen is now displayed. Select OK to return to the Applications that are awaiting a decision screen. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 20 of 30
Guide 4: How to create and assign restricted CoS Follow the step by step instructions below to create and assign a single restricted CoS. You must first apply for a restricted CoS before you can create and assign it. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before creating and assigning single restricted CoS. Step Instruction Screen example 1 From the Apply for restricted CoS screen, select Granted applications - create and assign restricted CoS. Note You can only assign a restricted CoS once we have granted your application. Any Level 1 user can create and assign a restricted CoS, even if they did not submit the original application. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 21 of 30
2 From the Granted applications create and assign restricted CoS screen, select the relevant radio button and select Next. Note The Granted applications create and assign restricted CoS screen will also display details of previously granted restricted CoS that you have returned to us, as well as restricted CoS that we have reclaimed. You must assign a restricted CoS by the Use by date otherwise it will expire and you will be unable to assign it. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 22 of 30
3 From the Granted applications - create and assign restricted CoS screen, review the application summary and select Create. Note 1. If you applied for more than one CoS on the same application, you will need to repeat the steps that follow for each CoS. The Number of CoS created will increase for each CoS you assign. 2. If the Create button is not visible, you have created the maximum restricted CoS available. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 23 of 30
4 From the Create a CoS screen, enter the migrant s details and select Save. Note The employment details are pre-populated and can only be amended in limited circumstances, which are set out in the guidance for sponsors. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 24 of 30
5 From the Confirmation of saved CoS screen, select Assign. If at this stage the restricted CoS is no longer required, you can delete the CoS by selecting Delete. Note If the Assign button is unavailable (greyed out), you may not have completed all the mandatory fields on the previous screen. Select Amend to return to the Create a CoS screen. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 25 of 30
6 From the Confirm CoS details before assigning screen, review the details and select Assign CoS. If any details are incorrect, select Back. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 26 of 30
7 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 Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 27 of 30
8 From the Single CoS assigned screen, you can see that the CoS has been assigned a unique reference number. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 28 of 30
Guide 5: How to view previously refused, withdrawn or rejected applications Follow the step by step instructions below to view previously refused, withdraw or rejected restricted CoS applications. You should read the SMS guide 8a Creating a CoS guide for business sponsors and guidance for sponsors before viewing and withdrawing restricted CoS. Step Instruction Screen example 1 From the Apply for restricted CoS screen, select View previously refused, withdrawn or rejected applications. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 29 of 30
2 The Previously refused, withdrawn or rejected applications screen is now displayed. Select Back to return to the Apply for restricted CoS screen. Note If the Application status is REJECTED or REFUSED the Decision date shows the date we made the decision. If the Application status is WITHDRAWN, the Decision date will show the date that you withdrew the application. Document reference Restricted CoS Version number 3.0 Published April 2015 Manual 12 of 12 Page 30 of 30