SMS guide 1
Contents
1. If you receive an error message Please make sure you enter the correct user ID and password as your previous attempt does not Note match our records this may be because you have previously entered incorrect details three times or more If you are certain that you are entering the correct details wait for 30 minutes and try again The Password reset ae confirmation screen is displayed D UK Visas amp Immigration A temporary password will be generated and sent to you You are here gt SMS user manuals gt 1 Introduction to SMS 3 immediately check your email Password reset confirmation account including junk spam mail Your password has been emailed to you and should arrive shortly for your new password and then ELEME cena we se select OK Once you have logged in with the temporary password you will have to change your password again as you did when you logged in Note for the first time Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 20 of 40 Guide 3 How to request a new Level 1 user or create a new Level 2 user Follow the step by step instructions to request a new Level 1 user or create a new Level 2 user You can appoint as many Level 1 users as you think you will need based on the structure of your business and your business needs However at least one of your Level 1 users must be a settled worker unless a you are a diplomatic mission or2. AENEIS UK Visas amp Immigration The sponsorship management system SMS manuals Step by step guide for sponsors Manual 1 of 12 Introduction to SMS Contents Additonal SMSimandalS eg atc ee bua nemi seed eve ee coe ca sce eee nette scade edd etai dat dedos 3 CIOSS ANY octo eise eiae th mie seth eh eee ete Os eto edet ee an a A ee eR Neh iid E eid Return eles aptos itas dnte tus 7 trigo re 8 ie fo P MP 8 WATS SMS dM H ae 8 Why should these manuals be used scudo epit de dedo deba uice a andes on deed d edu geieloede ede depu oodetiaa eue se Dat od hers uei aca aepo Ede dada notela Ruta nagd 8 Will SMS work on my computer eue science ine corel eed ned endende dtes dete edente eed ed nade aden ied esie cd ied emcee 8 DOUG aNd O T OR hole EE E Doe 9 User PE asRercIll eno I 9 Checking your licence CS ANS m 10 PROCESS TO MR HH 10 Navigation I tc cde M 10 Communicat M oseese E D mr etee 11 Troubleshooting eyssi RE RUEE tb pP RE FEPN E OuFeEEPECEPEPEEIUN eTUPSpEP EU PRA er EU sU EEE PORE ERE RUNSUD IER OG Fen E PAIR RUE LUE aaa AA AAN SON EE EUN IP IDUD
3. criteria and automation has been set Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 7 of 40 Introduction What is SMS SMS is an online tool that allows you to administer your day to day sponsorship duties and activities such as assigning certificates of sponsorship CoS and confirmation of acceptance for studies CAS and reporting changes to a migrant s circumstances SMS should be used for e managing your key personnel and licence details creating assigning and viewing CAS CoS applying for and assigning restricted CoS reporting activities relating to your sponsored workers and or students renewing your allocations and applying for additional CoS and or CAS applying for Premium customer service if desired applying for Tier 4 Sponsor status tracking Premium HTS and licence renewal applications and paying for and tracking the progress of action plans Why should these manuals be used The SMS manuals are designed to help sponsors with the technical aspects of SMS and feature a step by step visual guide for each function For policy related information you should read and refer to the guidance for sponsors For help completing a CAS or CoS and advice on what information is required in each field you should refer to the SMS guide 4a Creating a CAS guide for education sponsors and SMS guide 8a Creating a CoS guide for business sponsors Withi
4. Alternatively choose Back to return to the previous screen Do not use the Amend user function to create a new user to create a new user return to the previous From the User details Screen select page and add or request a new user at the level required Amend user and see Step 5 User details 4 User ID yAy9d5dp Alternatively to deactivate a user Level of user Level 2 select Deactivate user and see Step Status Active 7 Title Mr Given name John Family name Smith Email john sponsororg com Position within the organisation Training Lead Representative N OENE Deactivate user will only be available if you are not viewing your own details Amend user will only be available if you are amending your own details or those of a Level 2 user Representative reference number Note Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 32 of 40 E UK Visas amp Immigration You are here SMS user manuals 1 introduction to SMS Amend user profile Amend the user profile and choose Save to save the changes or choose Cancel to return to the previous page Do not use this function to create a new user To create a new user return to the previous screen and select to add or request a new user at the level required Please ensure that the Email address provided allows emails from the domain homeoffice gsi gov uk To amend In addition for Lev
5. User ID Password Note You may find it easier to copy and paste your password from the email if applicable Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 15 of 40 Note 5 UK Visas amp Immigration When logging in for the first time You are here gt SMS user manuals gt 1 Introduction to SMS you must change your password Change your existing password t Enter your existing password and then your new password for security you will need to Enter the password originally enter the new password twice and choose Submit emailed or provided to you In the Your password should be between 6 and 16 characters include a number from 0 to 9 and not first field then your new password contain your user name or user ID in the next two fields ensure both Change password passwords match then select Password Submit New password Confirm new password Your new password must conform to the following standards must be between six and 16 characters in length must contain at least five letters must contain at least one number cannot contain your user ID or your name use only the characters a z A Z and 0 9 and not feature any special characters Passwords are case sensitive so take care when setting your new password Ensure your password is as strong as possible Try substituting numbers for letters such as using 5 instead of S or
6. archived messages screen you Expired messages are retained in this archive for 12 months can view all expired and archived Choose Back to return to the previous screen 4 messages Help opens in a new window SMS message board archived messages Select Back to return to the SMS racic e message board active messages THIS MESSAGE IS FOR THE ATTENTION OF ALL SPONSORS 25 02 2014 screen Sponsorship IT systems and the online points calculator will be unavailable from 19 30 to 19 40 and 21 00 to 21 10 on Thursday 27 February while we carry out essential maintenance work on these services During this time users will not be able to access the sponsorship management system SMS online sponsor application or the self assessment points calculator We apologise for any inconvenience this may cause Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 40 of 40
7. 1 instead of L For example apples could be ApP1e5 Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 16 of 40 Note After confirming your change of password the Sponsorship management system SMS home screen is displayed Select Log out from the menu on the left side of the screen if you wish to log out of SMS g UK Visas amp Immigration You are here gt Sponsorship management system gt SMS i Home Licence summary applications and services Workers Students Change password Contact Sponsorship management system SMS Welcome to SMS If you are a Level 1 user you can view all applicable menu items Level 2 users are unable to view the Licence summary applications and services menu item Licence summary applications and services View your licence details including registered users key personnel addresses allocations and key dates Change your licence details including registered users key personnel and addresses Request an increase in your allocation of CoS or CAS Request renewal of your annual allocation of CoS or CAS Pay for and view status of action plans Apply to renew your sponsor licence 1 Each menu will only be visible if applicable to your licence Licence summary applications and services is visible to Level 1 users of all licences except dormant licences but not Level 2 users 2 The Worker
8. EORR oueestecguecee ONU RAE 12 SMS 9 F102 cO NO Domo 15 Guide 1 How to log in for the first time ustedes adelante tek dn du acides aea onem ehe eile ea nd d aeter hatc c tdeo dn uio und 15 Guide 2 How to reset your password M HEH 18 Guide 3 How to request a new Level 1 user or create a new Level 2 user eessssssssssssssesssse eene ennnnenenn nnn n nnn nnn ntrtiss sn nnn nnn 21 Guide 4 How to amend or deactivate a Level 1 or 2 user cccccccceeeeeeeeeeeeeeeeeeeeeeeeeteaaaaaeeaeeeeeeeeseaaaaaaeaaeeeeeeeeeaaaaaaeaaeeeeeeeeeeseecaeaeeeeeeeeeeenee 28 Guide 5 How to view the SMS message board Level 1 users OMly ccceeeeeeeeeeeseeeeeeeeeeeeeeesaaaaaeeaeeeeeeeeeeeaaaaaeaaeeeeeeeeeseesaaaeaeeeeeeeeeeeeas 37 Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 2 of 40 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 Use this manual to log into SMS change your password manage SMS users and view important messages posted by the Home Office Manual 1 Introduc
9. Hel ns in a new win Workers Manage the sponsorship of workers Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 37 of 40 Lj UK Visas amp Immigration ou are here gt SMS user manuals gt 1 Introduction to SMS Licence summary applications and services Manage Level 1 and 2 users From the Licence summary 2 applications and services screen select SMS message board Add and deactivate users Edit user profiles Help opens in a new window SMS message board View active messages that have not reached their expiry date View archived messages that have expired Help opens in a new window Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 38 of 40 E UK Visas amp Immigration ou are here gt SMS user manuals gt 1 Introduction to SMS SMS message board active messages You have active messages Choose OK to proceed to the SMS home screen or Cancel to go back to the log in page View archived messages View messages that have expired in the last 12 months From the SMS message board active messages screen you can E E view current messages we have ls enisi tds 3 posted If you wish to view archived xd a messages select View archived THIS MESSAGE IS FOR THE ATTENTION OF ALL SPONSORS You are 06 04 2014 i reminded to review your licence detail
10. details or those of a Level 2 user Level 2 users cannot use these functions Level 1 users can deactivate all other users but not themselves You must deactivate users when they no longer occupy a user role for example if they resign their position with you If you have no active Level 1 users registered on your account you must complete a Sponsor change of circumstances form which is available from our website On 6 April 2014 we introduced new functionality in SMS to automatically apply changes to the address of your existing Level 1 users If you meet the criteria changes will be applied immediately and the new details will be instantly visible on SMS We will write to you if you meet the criteria and automation has been granted Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 28 of 40 Step Instruction Screen example UK Visas amp Immigration T Sponsorship management system SMS Welcome to SMS If you are a Level 1 user you can view all applicable menu items Level 2 users are unable to view the Licence summary applications and services menu item Licence summary applications and services From the Sponsorship View your licence details including registered users key personnel addresses allocations and key management system SMS dates 1 Screen select Licence su mmary Change your licence details including registered users key personnel and address
11. email filter settings are adjusted to allow emails from noreply homeoffice gov uk Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 14 of 40 SMS manuals Guide 1 How to log in for the first time Follow the step by step instructions below to log into SMS for the first time Please note the sponsor licence application user ID cannot be used for logging on to SMS You should read the guidance for sponsors before logging into SMS for the first time Step Instruction Screen example E UK Visas amp Immigration r You are here gt SMS user manuals gt 1 Introduction to SMS SMS log in You must hold a sponsor licence to be able to log into the SMS From the SMS lo in Screen enter If you do not hold a licence or you want to add a tier or category to an existing licence please see the q J sn sponsor application the user ID assigned to you and To log into SMS enter your SMS user ID and password You MUST be an appointed Level 1 or 2 user to 1 the password either emailed to you access SMS and to use any functions in the system Misuse of SMS user IDs may lead to action being id d b A th eos taken against you or provi e y your 2 u orising If you enter an incorrect user ID or password several times your account will be locked for a short period Officer then select Log in of time If this occurs you should try again later Forgotten your password SMS log in
12. out when you have completed your actions on SMS To do this at any time select Log out from the main menu you should save any data before doing so You MUST only have one instance tab or window of SMS open at any one time to avoid system anomalies and error messages User ID and password When a sponsor licence application is approved the first log in ID for SMS is sent by post to the Authorising Officer The password is sent directly to the email address of the Level 1 user nominated in the sponsor licence application It is the responsibility of the Authorising Officer to provide the login details to the Level 1 user If your SMS account has been requested by an existing Level 1 user they can obtain your user ID from the Manage Level 1 and 2 users screen located in the Licence summary applications and services menu item in SMS Once the request is approved your password will be sent to you by email Your user ID and password are for your use only and must be kept secure You must never disclose your password to another person The details of penalties that can be imposed for disclosing your password or any other breach of your sponsor duties can be found in the guidance for sponsors If you enter an incorrect ID or password three times your account will be temporarily locked You should try logging in again after 20 minutes Both the user ID and password fields are case sensitive Document reference Introduction to SMS Version numb
13. subject to the above licence status restrictions e Level 2 users have restricted access and are unable to view and use the Licence summary applications and services menu or Restricted CoS sub menu within the Workers section They also cannot view the message screen presented to Level 1 users upon logging in to the system In additional Level 2 users can only report against or view CoS and or CAS which they own Navigation in SMS Throughout SMS fields marked with a red asterisk are mandatory and must be completed to progress to the next stage e The menu located on the left hand side of the screen which is not featured on all of the screen examples provides quick links if applicable to Licence summary applications and services Workers Students Change password Contact and Log out If a button is unavailable shown in SMS as greyed out either mandatory details have not been completed your licence status does not Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 10 of 40 allow you to perform the function or the button is time sensitive and only available at specific times for example the Next button on the Licence renewal introduction screen is only available from 90 days before your licence is due to expire e f you wish to search for an individual worker or student the passport number or CAS CoS number are the most efficient search criteria Wider search parameters w
14. 1 You can only report against a CoS CAS once it has been used in association with a migrant s application for leave to enter or remain OR 2 You are a Level 2 user and you do not own the CoS CAS i e you did not create it or have it transferred to you You are not eligible to apply for Tier 4 Sponsor status because of one or more of the following e you are not within the renewal period check Licence summary for the renewal opening date e you are B rated e you currently hold Tier 4 Sponsor status and are not within the renewal period You are not within the licence renewal period check Licence summary for the renewal opening date You are not eligible to apply for Premium customer service because your rating is not appropriate or you are already a Premium service customer If you are an existing Premium customer and you are unable to apply for any other reason please contact your Licence Manager You are a Level 2 user and you cannot view or edit CoS CAS that you have not created or had transferred to you A Level 1 user or the original Level 2 user must find the relevant CoS CAS Ensure the search parameters are correct If you are still unable the find the CoS CAS try searching using the CoS CAS or passport number or use the Advanced search function Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 13 of 40 am unable to manage live CoS CAS Error m
15. S user manuals gt 1 Introduction to SMS User deactivated To deactivate The user has been deactivated Choose OK to return to the Manage level 1 and 2 users page User summary details User ID yAy9d5dp Level of user Level 2 8 Deactivation of the user is confirmed Select OK to return to the Manage Level 1 and 2 users screen TER ERA EE Title Mr Given name John Family name Smith Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 35 of 40 Lj UK Visas amp Immigration ou are here gt SMS user manuals gt 1 Introduction to SMS Manage Level 1 and 2 users To deactivate This screen displays the user ID and status of all users of SMS current and deactivated choose Any User ID to view the users details deactivate a user or edit a level 2 user profile You can also amend your own profile by selecting your own User ID From the Manage Level 1 and 2 Request level 1 user to request a new level 1 user full SMS access users screen you can now see that Create level 2 user to create a new level 2 user limited SMS access or the user has been deactivated Back to return to the previous screen Users Once a user account has been User ID Level of user Given name Family name Rep y n Status deactivated it cannot be reinstated Level 1 DJ Don N Active A new Level 1 user request is ue c Pene required Level 2 John N Deactivated b
16. d The most common fields that cause issues are Gender please ensure this field is completed as it is often missed Main work study address this is a set of fields that require the user to select a button to access The section heading is suffixed with the phrase mandatory for assignment Gross salary use format 1234 or 1234 99 no symbols For each please ensure this dropdown menu is completed as it is often missed Tick to confirm sponsor certifies maintenance for the migrant although this tick box is not mandatory it is often missed which can lead to migrant applications for leave to enter or remain being refused Apply for additional CoS CAS by selecting the Request CoS CAS allocation increase menu item in Licence summary applications and services Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 12 of 40 am unable to report activity against a CoS CAS Error message received No CAS were found for the search criteria given cannot apply for Tier 4 Sponsor status cannot renewal my sponsor licence cannot apply for or renew Premium customer service am unable to find a CoS CAS when searching am unable to find a CoS CAS when searching CoS CAS is not at the USED status The Next button is greyed out The Next button is greyed out The Next button is greyed out Level restrictions Incorrect search parameters
17. d a Level 1 user has been submitted to us for consideration Active the user is active Refused the request to add a Level 1 user has been refused by us or Deactivated by sponsor the user has been deactivated by a Level 1 user or Deactivated by UKVI we have deactivated the user Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 24 of 40 amp UK Visas amp Immigration You are here gt SMS user manuals gt 1 Introduction to SMS Request a new level 1 user All mandatory fields are marked with an asterisk and must be completed Choose Add to request a new level 1 user or choose Cancel to return to the previous screen This page should not be used to amend an existing users details Please ensure that the Email address provided allows emails from the domain Ghomeoffice gsi gov uk From the Request a new level 1 In addition the Address to be provided is the employment address not the home address 4 user or Create a new Level 2 User details user screen enter the details of Title Please select the new user then select Add If Other give details E Given name 1 If this person is a non EEA national and is under immigration control give details Immigration status Home Office reference number fi Expiry date of leave to enter or leave to J x J remain Passport number _ ___ 1 The email address mu
18. e requests Help opens in a new window Licence summary View organisation details View Sponsor licence number View licence start expiry and renewal dates View details of Key Contact Authorising Officer and Representative if applicable View details of licensed tiers and categories Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 23 of 40 Lj UK Visas amp Immigration You are here gt SMS user manuals gt 1 Introduction to SMS Manage Level 1 and 2 users This screen displays the user ID and status of all users of SMS current and deactivated choose Any User ID to view the users details deactivate a user or edit a level 2 user profile You can also amend your own profile by selecting your own User ID From the Manage Level 1 and 2 Request level 1 user to request a new level 1 user full SMS access 3 users screen select either the Create level 2 user to create a new level 2 user limited SMS access or Request level 1 user or Create Back to return to the previous screen level 2 user button Users User ID Level of user Given name Family name Rep y n Status Level 1 Julie Smith N Active Level 1 Steve Smith N Active ni zn 2 I The status field indicates the current status of the user You can track the progress of your request to add a Level 1 user by checking the status on this screen Note Requested the request to ad
19. een saved and you TSS will be returned to the Manage Level User ID Level of user Given name Family name Rep y n Status 1 and 2 users screen bai DJ Ba N Active Level 1 Floyd White N Level 2 John Smith N H n Se oe Note The Level 1 user remains active whilst amendments are assessed by us if the changes have not taken effect automatically Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 34 of 40 E UK Visas amp Immigration You are here gt SMS user manuals gt 1 Introduction to SMS User details Details of the user are displayed below If the status of the user is Active you can choose Deactivate user to deactivate the user account deactivated accounts cannot be reactivated or Amend user to change the details of the user Alternatively choose Back to return to the previous screen Do not use the Amend user function to create a new user to create a new user return to the previous page and add or request a new user at the level required To deactivate User details z U ID Ay9d5d 7 From the User deactivation nd b n Level of user Level 2 confirmation screen select s x tatus Active Deactivate user ce M Given name John Family name Smith Email john sponsororg com Position within the organisation Training Strategy Lead Representative N Representative reference number CEE E UK Visas amp Immigration You are here gt SM
20. el 1 users the Address to be provided is the employment address not the home address 5 From the Amend user profile Help fopens in a new window screen amend the details UM accordingly then select Save Title If Other give details Given name Family name john sponsororg com Email Position within the organisation i Representative E Representative reference number Lo 1 If you are amending your own Level 1 details your request will either be sent to us to be assessed or granted automatically If you Note are amending the details of a Level 2 user the changes will be applied automatically 2 The Address required is the work address not the person s home address Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 33 of 40 E UK Visas amp Immigration You are here gt SMS user manuals gt 1 Introduction to SMS Manage Level 1 and 2 users This screen displays the user ID and status of all users of SMS current and deactivated choose Any User ID to view the users details deactivate a user or edit a level 2 user profile You can also amend your own profile by selecting your own User ID Request level 1 user to request a new level 1 user full SMS access To amend do Create level 2 user to create a new level 2 user limited SMS access or Back to return to the previous screen 6 The details have b
21. er 2 2 Published January 2015 Manual 1 of 12 Page 9 of 40 Checking your licence details You should check the Licence summary function in SMS located in the Licence summary applications and services menu item regularly to ensure your licence details are accurate If your details are incorrect you must submit a request to change them Access to SMS The status of your licence can affect your access to SMS If your licence has expired or has been revoked you will not be able to log in to SMS The access details of each other licence status can be seen below e Licensed and fully active users can access all functions of SMS relevant to the tiers and categories in which they are licensed For example a sponsor licensed in Tier 4 only can access all functions except those found in the Workers section e Suspended removed from the Tier 4 Sponsor register or Dormant users can access SMS but cannot perform some functions such as requesting additional allocations requesting renewal of a licence applying for Premium customer service and a Basic Compliance Assessment creating assigning exporting and viewing single or batches of CAS CoS providing bulk fee updates or any restricted CoS functions e B Rated if you are a Tier 2 or Tier 5 licence holder and are currently B rated you cannot apply for or assign restricted CoS Different user levels 1 and 2 also have restrictions e Level 1 users can access all applicable functions of SMS
22. es applications and services Request an increase in your allocation of CoS or CAS Request renewal of your annual allocation of CoS or CAS Pay for and view status of action plans Apply to renew your sponsor licence Apply for Premium customer service Apply for Highly Trusted Sponsor status Tier 4 sponsors only View your Premium customer service contact details if applicable a View the status of applications you have submitted Hel ns in a new win Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 29 of 40 g UK Visas amp Immigration ou are here gt SMS user manuals gt 1 Licence summary applications and services Manage Level 1 and 2 users Add and deactivate users Edit user profiles Help opens in a new window Request changes to licence details From the Licence summary H H H Ch i t includi isation details and ditati istrati 2 applications and Services screen a your circumstances including organisation details and accreditation or registration select Manage Level 1 and 2 users a Amad eg sie dude Amend key personnel details View recent and outstanding change requests Help opens in a new window Licence summary View organisation details View Sponsor licence number View licence start expiry and renewal dates View details of Key Contact Authorising Officer and Representative if applicable View details of l
23. espoke IT system in place to use BDT All sponsors Sponsors licensed in Tier 4 General and or Child Sponsors licensed in Tier 4 General and or Child Sponsors licensed in Tier 4 General and or Child Sponsors licensed in Tier 4 General and or Child Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 4 of 40 Manual 7 Manual 8 Manual 8a Manual 9 Manual 10 Miscellaneous CAS functions CAS Creating and assigning CoS CoS Creating a CoS guide for business Cos sponsors Reporting worker activity CoS Miscellaneous CoS functions CoS 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 To help sponsors create and assign individual and batches of 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 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 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 Spon
24. essage received No CAS were found for the search criteria given am unable to log in Error message received Please make sure you enter the correct user ID and password as your previous attempt does not match our records am cannot apply for annual allocations wasn t notified of expiration of CoS CAS allocations or licence No CoS CAS found when searching Invalid attempts to log in No tiers categories are displayed Automatic email was delivered to spam folder 1 You can only manage live CoS CAS before the CoS CAS is used in association with a migrant application CoS CAS available to manage will have the status of ASSIGNED OR 2 You are a Level 2 user and you do not own the CoS CAS You have previously entered incorrect details three times or more If you are certain that you are entering the correct details wait for 30 minutes and try again Either the renewal window is not yet open or the allocation has been automatically renewed To determine if an allocation has been renewed automatically check the Outstanding annual allocation requests grid located at Licence summary applications and services Request renewal of annual CoS CAS allocation To determine if the renewal window is open check the Licence summary screen for the date on which you can apply to renew You can apply for additional CoS CAS by selecting Request CoS CAS allocation increase at any time Please ensure your
25. icensed tiers and categories Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 30 of 40 E UK Visas amp Immigration ou are here SMS user manuals 1 Introduction to SMS Manage Level 1 and 2 users This screen displays the user ID and status of all users of SMS current and deactivated choose Any User ID to view the users details deactivate a user or edit a level 2 user profile You can also amend your own profile by selecting your own User ID Request level 1 user to request a new level 1 user full SMS access Create level 2 user to create a new level 2 user limited SMS access or From the Manage Level 1 and 2 Back to return to the previous screen 3 users screen select your own user ID or that of a Level 2 user Level of user Given name Family name Rep y n Status Level 1 DJ Active Level 1 Floyd i Active Level 2 John i Active LJ Request level 1 user Create level 2 user Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 31 of 40 5 UK Visas amp Immigration ou are here gt SMS user manuals 1 Introduction to SMS User details Details of the user are displayed below If the status of the user is Active you can choose Deactivate user to deactivate the user account deactivated accounts cannot be reactivated or Amend user to change the details of the user
26. ill yield a greater range of results Communication SMS will notify you by email of important events during the lifespan of your licence such as expiry of allocations and expiry of licence In order to receive these timely updates please ensure your email filter settings are adjusted to allow emails from noreply homeoffice gov uk You should also ensure that any emails from the domain homeoffice gsi gov uk are not re directed to spam or junk folders as we may contact you from other mailboxes from time to time Failure to act on emails sent to you by SMS or from other Home Office sources could result in the loss of your sponsor licence or your being unable to assign CoS or CAS Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 11 of 40 Troubleshooting Most system problems can be resolved simply by logging out of SMS closing and restarting your browser and logging back into SMS If this does not resolve your issue please see below for help with other common issues Issue Error message Cause cannot assign a CoS CAS The Assign button is greyed out cannot assign a CoS CAS Error message received The assignment could not be processed due to there being insufficient remaining CoS in your allocation or similar Insufficient remaining CoS in your allocation Resolution One or more fields in the CoS CAS have been overlooked or have been incorrectly complete
27. international organisation licensed under Tier 5 International Agreement or b your Authorising Officer is a person with valid leave as a 1 Representative of an Overseas Business or 2 Tier 1 Graduate Entrepreneur migrant or 3 Tier 1 Entrepreneur migrant All user IDs can be found in the Manage Level 1 and 2 users screen As the AO is responsible for the actions of all SMS users it is advisable to keep the number of Level 1 users to the minimum necessary for the effective maintenance of your licence You can appoint as many Level 2 users as you need although Level 2 users have a restricted range of permissions A Level 2 user can assign CoS CAS to migrants and report migrant activity on CoS CAS that they have personally created and assigned for example report that a student completes their studies early or a worker does not attend If you have no active Level 1 users registered on your account you must complete a Sponsor change of circumstances form which is available from our website Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 21 of 40 Step Instruction Screen example g UK Visas amp Immigration Sponsorship management system SMS Welcome to SMS If you are a Level 1 user you can view all applicable menu items Level 2 users are unable to view the Licence summary applications and services menu item View your licence details including registe
28. n these manuals some screen examples have been shortened to fit within the guide Will SMS work on my computer SMS has been tested on a range of versions of the most popular browsers such as Internet Explorer Firefox and Safari as well as some mobile browser variants SMS should work on most browsers released in the last five years If you experience problems you should upgrade your current browser to the latest stable release or try a different browser You should not view SMS with beta versions of browsers i e the browser has not been released publicly and is not the latest stable release of the browser Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 8 of 40 Logging in and out of SMS SMS can be accessed here You should bookmark this link for ease of future access To access SMS your organisation must hold a valid licence and you must be registered on the sponsor licence as either a Level 1 or 2 user When a Level 1 user logs into SMS they will see relevant messages posted by the Home Office targeted by tier and category The Level 1 user must read these messages before using SMS Messages can also be viewed at any time by selecting the SMS message board link from the Licence summary applications and services menu For your security SMS will log you out of your current session after 20 minutes of inactivity If this occurs you can log in again as normal You should log
29. r 2 2 Published January 2015 Manual 1 of 12 Page 18 of 40 Step Instruction Screen example B UK Visas amp Immigration You are here SMS user manuals 1 Introduction to SMS SMS log in You must hold a sponsor licence to be able to log into the SMS If you do not hold a licence or you want to add a tier or category to an existing licence please see the sponsor application To log into SMS enter your SMS user ID and password You MUST be an appointed Level 1 or 2 user to From the SMS log In screen access SMS and to use any functions in the system Misuse of SMS user IDs may lead to action being select Forgotten your password taken against you If you enter an incorrect user ID or password several times your account will be locked for a short period of time If this occurs you should try again later Forgotten your password SMS log in User ID Password Li UK Visas amp Immigration You are here gt SMS user manuals gt 1 Introduction to SMS From the Password reset request screen enter your user ID and 2 your email add ress to which your Enter your user ID and email and choose Submit An email confirming your password will be MT sent to you shortly password was originally sent then select Submit Password reset request User ID and email User ID Contact email address Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 19 of 40
30. red users key personnel addresses allocations and key dates From the Sponsorship Change your licence details including registered users key personnel and addresses management system SMS Request an increase in your allocation of CoS or CAS screen select Licence summary Request renewal of your annual allocation of CoS or CAS applications and services Pay for and view status of action plans Apply to renew your sponsor licence Apply for Premium customer service Apply for Tier 4 Sponsor status Tier 4 sponsors only View your Premium customer service contact details if applicable View the status of applications you have submitted Help opens in a new window Workers Manage the sponsorship of workers i Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 22 of 40 a UK Visas amp Immigration ou are here gt SMS user manuals gt 1 Introduction to SMS Licence summary applications and services Manage Level 1 and 2 users Add and deactivate users Edit user profiles Help opens in a new window From the Licence summary Request changes to licence details applications and services screen select Manage Level 1 and 2 users Change your circumstances including organisation details and accreditation or registration status Amend organisation structure details Amend key personnel details View recent and outstanding chang
31. s menu is only visible if you are licensed under any category of Tier 2 or Tier 5 From the Workers menu the Restricted CoS sub menu is only visible to Level 1 users and only if you are licensed under Tier 2 General 3 The Students menu is only visible if you are licensed under one or both categories of Tier 4 Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 17 of 40 Guide 2 How to reset your password Follow the step by step instructions below to request a password reset If you cannot remember your user ID and are the only Level 1 user with access to SMS you should check the letter sent to your AO when your sponsor licence was granted If you are unable to locate the letter you can contact the Business or Educators Helpdesk as applicable who will be able to provide the user ID to you Please note the helpdesks will only be able to disclose licence details if the original email came from an address registered with an active member of key personnel on the licence Once they have confirmed your identity the helpline will email the user ID to the AO to forward on to the Level 1 user If you have more than one Level 1 user on SMS you should ask a different Level 1 user to obtain your user ID from the Manage Level 1 and 2 users screen located at Licence summary applications and services Manage your Level 1 and 2 users Document reference Introduction to SMS Version numbe
32. s on a regular basis The Licence messages i Alternatively select OK summary screen displays your organisation details if any of these are to view the main menu incorrect you must submit a request for change using the appropriate function in the Request changes to licence details menu option The Licence summary screen also displays the start end and renewal opening dates of your licence and any statuses held and information about your current allocations of CoS or CAS The Manage Level 1 and 2 users screen displays all of your SMS users including active and deactivated users and new user requests The View CoS and View CAS screens can be used to search for all CoS CAS that you have created and the Create and Assign screens will display all CoS CAS that you have created but not yet assigned You are also reminded that you should provide migrants last known addresses when you report to us that you have withdrawn sponsorship Note If you select Cancel you will be logged out of SMS Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 39 of 40 L UK Visas amp Immigration You are here gt SMS user manuals gt 1 Introduction to SMS SMS message board archived messages Displayed below are messages relevant to the tiers and categories in which you are currently From the SMS message board licensed which have reached their expiry date
33. sors licensed in Tier 4 General and or Child Sponsors licensed in any Tier 2 or Tier 5 category Sponsors licensed in any Tier 2 or Tier 5 category Sponsors licensed in any Tier 2 or Tier 5 category Sponsors licensed in any Tier 2 or Tier 5 category Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 5 of 40 Manual 11 Manual 12 Tier 5 Creative and Sporting groups of CoS Restricted CoS To help sponsors create and manage groups of CoS Groups of CoS are only available t 2PONSors licensed uS sponsors licensed in Tier 5 Creative and qi Meee ier 5 category Sporting To help sponsors apply for restricted CoS Sponsored CoS track applications for restricted CoS and once licensed in Tier 2 granted create restricted CoS General Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 6 of 40 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 On 6 April 2014 we introduced new functionality in SMS to automatically renew CoS allocations and to apply Automation changes to your organisation address or the address of your AO and KC We will write to you if you meet the
34. st belong to an individual not a shared mailbox as the new user s password will be sent to this address and must not be shared with anyone else Note 2 The Address required is the work address not the person s home address Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 25 of 40 E UK Visas amp Immigration If you are creating a Level 2 user ou are here gt SMS user manuals gt 1 Introduction to SMS the new user account is created Request for new level 1 user submitted automatically The request has been sent Ensure you provide the user ID below to the requested new Level 1 user immediately Choose OK to return to the Manage Level 1 and 2 users page to check the status of your request If adding a Level 1 user your 5 request is submitted to us for M ets User ID kkNgt6v4 assessment Level of user Level 1 Status Requested Select OK Title Mr Given name Flloyd Family name Rose Note You should note the new user ID and pass it to the proposed new user Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 26 of 40 5 UK Visas amp Immigration You are here gt SMS user manuals gt 1 Introduction to SMS If your request has been approved Manage Level 1 and2 users the new user s password Will be This screen displays the user ID and status of all users of SMS current and deac
35. tion to SMS Common All sponsors 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 To help sponsors manage their key personnel Manual 2 Managing your licence Common change their licence details and apply for All sponsors allocations of CoS CAS Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 3 of 40 Manual 3 Manual 4 Manual 4a Manual 5 Manual 6 Applications renewals and services Common Creating and assigning CAS CAS Creating a CAS guide for education CAS sponsors Reporting student activity CAS Bulk Data Transfer of CAS CAS To help sponsors apply for Premium customer service apply or decline to apply for a Basic Compliance Assessment renew or decline to renew their sponsor licence and manage action plans To help sponsors create and assign individual and batches of CAS This manual contains supplementary information on completing a CAS Use this guide to determine what information is necessary in each field of the 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 To help sponsors use the bulk data transfer BDT functions of SMS You must have a b
36. tivated choose emailed to the address provided Any User ID to view the users details deactivate a user or edit a level 2 user profile You can also amend your own profile by selecting your own User ID Request level 1 user to request a new level 1 user full SMS access Create level 2 user to create a new level 2 user limited SMS access or You can review a request to add a Back to return to the previous screen 6 Level 1 user by referring to the Users Manage Level 1 and 2 users User ID Level of user Given name Family name Rep y n Status screen and checking the Status Level 1 Julie Smith N Active field Level 1 Steve Smith N Active Level 1 Flloyd Rose N Requested d n Ez Note If the status is Active the request has been granted and the password will be sent by email to the new user If the status is Hefused we will write to the AO to advise them why the request has refused Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 27 of 40 Guide 4 How to amend or deactivate a Level 1 or 2 user Follow the step by step instructions to amend or deactivate Level 1 and Level 2 users You must not use the Amend function to request a new Level 1 user or create a new Level 2 user If you use this function to add a new user we will reject your request and you will have to apply again using the Request Level 1 user function A Level 1 user can only amend their own
37. y sponsor n LE Request level 1 user Create level 2 user Document reference Introduction to SMS Version number 2 2 Published January 2015 Manual 1 of 12 Page 36 of 40 Guide 5 How to view the SMS message board Level 1 users only Follow the step by step instructions to revisit messages posted by the Home Office When a Level 1 user logs into SMS they will see the SMS message board The Level 1 user must read these messages before using SMS Step Instruction Screen example UK Visas amp Immigration Sponsorship management system SMS Welcome to SMS If you are a Level 1 user you can view all applicable menu items Level 2 users are unable to view the Licence summary applications and services menu item View your licence details including registered users key personnel addresses allocations and key dates From the Sponsorship management system SMS screen select Licence summary applications and services Change your licence details including registered users key personnel and addresses Request an increase in your allocation of CoS or CAS Request renewal of your annual allocation of CoS or CAS Pay for and view status of action plans Apply to renew your sponsor licence Apply for Premium customer service Apply for Highly Trusted Sponsor status Tier 4 sponsors only View your Premium customer service contact details if applicable View the status of applications you have submitted
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