Guidance

SMS guide 8: Creating and assigning a CoS (accessible)

Updated 6 February 2023

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 1: Introduction to SMS

Type

Common

Purpose

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.

Audience

All sponsors

Manual 2: Managing your licence

Type

Common

Purpose

To help sponsors manage their key personnel, change their licence details, manage PAYE references, and apply for allocations of CoS/CAS.

Audience

All sponsors

Manual 3: Applications, renewals and services

Type

Common

Purpose

To help sponsors apply for Premium customer service, apply for, renew or decline to renew Student Sponsor status, renew or decline to renew your licence renewal, and manage action plans.

Audience

All sponsors

Manual 4: Creating and assigning CAS

Type

CAS

Purpose

To help sponsors create and assign individual and batches of CAS.

Audience

Sponsors licensed in the Student Route

Manual 4a: Creating a CAS – guide for education sponsors

Type

CAS

Purpose

This manual contains supplementary information on completing a CAS. Use this guide to determine what information is necessary in each field of the CAS.

Audience

Sponsors licensed in the Student Route

Manual 5: Reporting student activity

Type

CAS

Purpose

To help sponsors report student activity, for example if a student’s circumstances change or submitting a graduate notification. This manual also contains help with reporting fee updates and adding sponsor notes to CAS that have already been assigned.

Audience

Sponsors licensed in the Student Route

Manual 6: Miscellaneous CAS functions

Type

CAS

Purpose

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.

Audience

Sponsors licensed in the Student Route

Manual 7: Bulk Data Transfer of CAS

Type

CAS

Purpose

To help sponsors use the bulk data transfer (BDT) functions of SMS, including graduate notifications. You must have a bespoke IT system in place to use BDT.

Audience

Sponsors licensed in the Student Route

Manual 8: Creating and assigning CoS

Type

CoS

Audience

To help sponsors create and assign individual and batches of CoS.

Audience

Sponsors licensed in any Worker or Temporary Worker route

Manual 8a: Creating a CoS – guide for business sponsors

Type

CoS

Purpose

This guide contains supplementary information on completing a CoS. Use this guide to determine what information is necessary in each field of the CoS.

Audience

Sponsors licensed in any Worker or Temporary Worker route

Manual 9: Reporting worker activity

Type

CoS

Purpose

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.

Audience

Sponsors licensed in any Worker or Temporary Worker route

Manual 10: Miscellaneous CoS functions

Type

CoS

Purpose

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.

Audience

Sponsors licensed in any Worker or Temporary Worker route

Manual 11: Temporary Work – Creative Worker Group of CoS

Type

CoS

Purpose

To help sponsors create and manage groups of CoS. Groups of CoS are only available to sponsors licensed in Temporary Work - Creative Worker

Audience

Sponsors licensed in the Temporary Work - Creative Work Route

Manual 12: Defined CoS

Type

CoS

Purpose

To help sponsors apply for defined CoS, track applications for defined CoS and once granted, create defined CoS.

Audience

Sponsors licensed in Skilled Worker

Glossary

SMS

Sponsorship Management System

CoS

Certificate of Sponsorship

CAS

Confirmation of Acceptance for Studies

AO

Authorising Officer

KC

Key Contact

BDT

Bulk Data Transfer

SELT

Secure English Language Test

.XML

Extensible Mark-up Language

.PDF

Portable Document Format

Automation

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.

CoS status

The table below shows each status which can apply to a CoS.

Work in progress

The CoS is still in ‘draft’ form as one or more mandatory details have yet to be completed.

Ready to go

All mandatory fields are complete and the CoS is ready to be assigned to an individual.

Assigned

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.

Withdrawn

You have used the ‘Manage live CoS’ function to withdraw the CoS.

Used

The CoS has been used in support of an individual’s application for leave to enter or remain.

Expired

Either:

The individual has not made an application for leave to enter or remain by the expiry date of the CoS. A newCoS 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.

Cancelled

The CoS has been cancelled as your licence has been revoked or has expired, or you have surrendered the relevant route / your whole licence prior to the CoS being used.

SMS guides

Guide 1: How to create and assign an individual CoS

Follow the step by step instructions below to prepare and assign an undefined CoS within Worker or Temporary Worker routes.

You should read the SMS guide 8a – Creating a CoS – guide for business sponsors and Sponsorship policy guidance before creating and assigning CoS.

Step 1

From the Workers screen, select Create and assign.

Step 2

From the Create and assign CoS screen, use the Select the route drop-down menu to select the route of the CoS you wish to create, then select Next.

For Skilled Worker and Global Business Mobility Routes:

If you select either Skilled Worker and Global Business Mobility Routes, an additional drop-down menu will be displayed.

Use the Select the category drop- down menu to select the relevant category of the CoS you wish to create, then select Next.

Step 3

From the Create and assign CoS screen, select the radio button next to Create new single certificate, then select Next.

Step 4

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 Worker or Temporary Worker route.

Step 5

From the Confirmation of saved CoS screen, select Assign.

If you wish to make further changes, select Amend.

Step 6a

From the Confirm CoS details before assigning screen, check to ensure ensure the entered on the CoS details are correct.

Step 6b

Read the declaration and tick to indicate your agreement with the terms and conditions

When complete, select Assign CoS

Step 7

The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open a third party payment service (Worldpay).

Step 8

From the Single CoS assigned screen you can see that the CoS has been assigned and given a unique CoS number.

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 Sponsorship policy guidance before creating and assigning CoS.

Step 1

From the Workers screen select Create and assign.

Step 2

From the Create and assign CoS screen, use the Select the route drop-down menu to select the route of the CoS you wish to create, then select Next.

For General Skilled Worker and Global Business Mobility Routes:

If you select either Skilled Worker or Global Business Mobility Routes, an additional drop-down menu will be displayed.

Use the Select the category drop- down menu to select the relevant category of the CoS you wish to create, then select Next.

Step 3

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.

Step 4

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.

Step 5

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.

Step 6

The Confirmation of saved CoS screen is displayed. The creation of a new CoS is confirmed.

You can now:

• 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.

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 the SMS guide 8a – Creating a CoS – guide for business sponsors and Sponsorship policy guidance before creating and assigning CoS.

Step 1

From the Workers screen, select Create and assign.

Step 2

From the Create and assign CoS screen, use the Select the route drop-down menu to select the route of the CoS you wish to create, then select Next.

For Skilled Worker and Global Business Mobility Routes:

If you select either Skilled Worker and Global Business Mobility Routes, an additional drop-down menu will be displayed.

Use the Select the category drop- down menu to select the relevant category of the CoS you wish to create, then select Next.

Step 3

From the Create and assign CoS screen, select the radio button Create new batch of certificate(s), then select Next.

Step 4

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.

Step 5

On the Batch details screen you can now add CoS to the batch.

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 is only available when there are already CoS in the batch.

Step 6

From the Create a CoS screen, complete the details of the migrant you wish to sponsor, then select Save.

Note

Pre-populated details can be amended.

Step 7

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.

Step 8

From the Confirm assignment of batch screen, read the declaration and tick to indicate your agreement with the terms and conditions

When complete, select Assign

Step 9

The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open a third party payment service (Worldpay).

Step 10

On the Confirmation of assigned batch screen you can see the unique CoS number of each CoS in the batch.

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 Sponsorship policy guidance before creating and assigning CoS.

Step 1

From the Workers screen select Create and assign.

Step 2

From the Create and assign CoS screen, use the Select the route drop-down menu to select the route of the CoS you wish to retrieve, then select Next.

Skilled Worker and Global Business Mobility Routes:

If you select either Skilled Worker or Global Business Mobility Routes, an additional drop-down menu will be displayed.

Use the Select the category drop- down menu to select the relevant category of the CoS you wish to retrieve, then select Next.

Step 3

From the Create and assign CoS screen, select the radio button next to Find an existing single CoS, then select Next.

Step 4

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 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.

Step 5

From the Create a CoS screen, the migrant’s information is already populated.

If necessary, amend the details, then select Save.

To delete:

Select Delete. You will be asked toconfirmation the deletion.

If the Delete button is not visible, see Step 8 below.

Step 6

From the Confirmation of saved CoS screen, select Assign.

If you wish to make further changes, select Amend.

To delete:

Select Delete. You will be asked to confirmation the deletion.

Step 7a

The Confirm CoS details before assigning screen is now displayed.

Ensure all the information is correct, as a CoS cannot be amended once it has been assigned.

Step 7b

Read the declaration and tick to indicate your agreement with the terms and conditions

When complete, select Assign CoS

Step 8

The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open a third party payment service (Worldpay).

Step 9

On the Single CoS assigned screen you can see the unique CoS number.

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 Sponsorship policy guidance before creating and assigning CoS.

Step 1

From the Workers screen select Create and assign.

Step 2

From the Create and assign CoS screen, use the Select the route drop-down menu to select the route of the batch you wish to find, then select Next.

Skilled Worker and Global Business Mobility Routes:

If you select either Skilled Worker and Global Business Mobility Routes, an additional drop-down menu will be displayed.

Use the Select the category drop- down menu to select the relevant category of the batch you wish to find, then select Next.

Step 3

From the Create and assign CoS screen, select the radio button Find an existing batch of certificate(s).

Step 4

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 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.

Step 5

From the Batch details screen, you can now add CoS to the batch.

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 already CoS in the batch.

Step 6

From the Create a CoS screen, complete the details of the migrant you wish to sponsor, then select Save.

Step 7

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.

Step 8

From the Confirm assignment of batch screen, read the declaration and tick to indicate your agreement with the terms and conditions

When complete, select Assign

Step 9

The Online payment screen is now displayed. Select OK to proceed with the transaction. This will open a third party payment service (Worldpay).

Step 10

On the Confirmation of assigned batch screen you can see the unique CoS number of each CoS in the batch.