Guidance

SMS manual 11: Temporary Work – Creative Worker groups of CoS (accessible version)

Updated 17 July 2024

Additional SMS manuals

There are 12 SMS manuals available, plus a supplementary policy guide for completing a 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	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, manage PAYE references, and apply for allocations of CoS/CAS.	All sponsors
Manual 3	Apply for Premium customer service, Basic Compliance Assessment and manage Action plans	Common	To help sponsors apply for Premium customer service, Basic Compliance Assessment and manage action plans.	All sponsors
Manual 4	Creating and assigning CAS	CAS	To help sponsors create and assign individual and batches of CAS.	Sponsors licensed in the Student Route
Manual 4a	Creating a CAS – guide for education sponsors	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.	Sponsors licensed in the Student Route
Manual 5	Reporting student activity	CAS	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.	Sponsors licensed in the Student Route
Manual 6	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 the Student Route
Manual 7	Bulk Data Transfer of CAS	CAS	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.	Sponsors licensed in the Student Route
Manual 8	Creating and assigning CoS	CoS	To help sponsors create and assign individual and batches of CoS.	Sponsors licensed in any Worker or Temporary Worker route
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 Worker or Temporary Worker route
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 Worker or Temporary Worker route
Manual 11	Temporary Work – Creative Worker Group of CoS	CoS	To help sponsors create and manage groups of CoS. Groups of CoS are only available to sponsors licensed in Temporary Work - Creative Worker	Sponsors licensed in the Temporary Work - Creative Work Route
Manual 12	Defined CoS	CoS	To help sponsors apply for defined CoS, track applications for defined CoS and once granted, create defined CoS.	Sponsors licensed in Skilled Worker

Glossary

Term	Meaning
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 organisation address, or the address 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.

As seen in SMS	Meaning
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 in SMS and is ready to use 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 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.
CANCELLED	The CoS has been cancelled as your licence has been revoked or has expired, or you have surrendered the relevant routes / your whole licence prior to the CoS being used.

SMS guides

Guide 1: How to create and assign a group of CoS

Follow the step by step instructions below to create and assign a group. This function may be useful if you wish to create a group of CoS for an event, such as a concert. A group is similar to a batch but only applies to the Temporary Work – Creative Worker route.

A group of CoS can be based either on a lead applicant (such as a lead singer) or as a group without a lead applicant. The key question to ask in deciding which option to choose is ‘will the event go ahead if the lead applicant does not enter the UK?’ You should identify a lead applicant on whom to base the CoS group if the answer to this question is ‘no’.

You should read the  Sponsorship policy guidance before creating and assign a group.

Step	Instructions
1	From the Workers screen, select Create and assign.
2	From the Create and assign CoS screen, use the Select the route drop-down menu to select Temporary Work - Creative Worker, then select Next.
3	From the Create and assign CoS select Create new group of certificate(s), then select Next.
4	From the Create and assign CoS screen, enter the name of the group you wish to create in the Group name text box, then select the type of group from the drop-down menu. Select Next.
Note	A group of CoS can be based either on a lead applicant (such as a lead singer) or as a group without a lead applicant. The key question to ask in deciding which option to choose is ‘will the event go ahead if the lead applicant does not enter the UK?’ You should identify a lead applicant on whom to base the CoS group if the answer to this question is ‘no’.
5	From the Create a group of CoS screen, enter the group’s purpose in the UK and further details in the appropriate fields, then select Add CoS.
Note	The Save group button only needs to be selected when changes have been made to the Group details (lead applicant, purpose, etc). You do not need to save the group when adding a CoS.
6	From the Create a CoS screen, enter the details of the first member of the group. When all mandatory fields have been completed, select Save.
7	From the Create a group of CoS screen, the Group table now displays that the first member has been added to the group. - To add more CoS to the group, select Add CoS and repeat the steps above. - To assign and pay for the group, select Assign group. Before you can assign the group, you must ensure that the Group details have been completed.
8	On the Confirm group before assigning screen read the declaration and tick to indicate your agreement. Select Assign group.
9	If a fee is charged, the Online payment screen is displayed. Select OK to proceed with the transaction. This will open a third party payment service (Worldpay). If no fee is charged the Group CoS assigned screen is displayed. See below.
10	From the Group CoS assigned screen, you can see that the group has been assigned and each CoS has been given a unique CoS number.

Guide 2: How to link and unlink an individual CoS to or from a group

Follow the step by step instructions below to link or unlink a single Tier 5 CoS to or from a group. This function is useful if you have previously created a CoS as part of a group but the individual would now enter or remain in the UK in their own right, or vice versa.

Step	Instruction
1	From the Workers screen, select Create and assign.
2	From the Create and assign CoS screen, use the Select the route drop-down menu to select Temporary Work – Creative Worker, then select Next.
3	From the Create and assign CoS screen, select Find an existing single certificate, then select Next.
4	From the final Create and assign CoS screen, enter the details of the CoS you wish to link to a group, 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 link or unlink. If your search parameters are specific, you will be presented with the screen below.
5	From the Amend a CoS screen, ensure you have identified the correct CoS, then select Save. If it is not the CoS you want to link to a group select Cancel and perform another search.
6	From the Confirmation of saved CoS screen, select Link to group.
7	From the Link single CoS to group screen, enter the name of the group to which you wish to link the CoS in the text box, then select Next.
8	From the Link CoS to a group screen, ensure you have identified the correct group, then select Link to group.
9	The CoS has been linked to the group. To unlink a CoS: From the Create a group of CoS screen select Unlink next to the CoS you wish to unlink.
10	From the Unlink CoS from group screen, confirm that you have identified the correct CoS, then select Unlink CoS. If you have selected the wrong CoS, select Cancel to return to the previous screen.
11	The CoS has been unlinked from the group.

Guide 3: How to find a group, add CoS and then assign the group

Follow the step by step instructions below to find an existing group of CoS, add further CoS and then assign the group.

You should read the Sponsorship policy guidance before preparing a group.

Step	Instructions
1	From the Workers screen, select Create and assign.
2	From the Create and assign CoS screen, use the Select the route drop-down menu to select Temporary Work – Creative Worker, then select Next.
3	From the Create and assign CoS screen, select the radio-button Find an existing group of CoS, then select Next.
4	From the Create and assign CoS screen, enter the name of the group you wish to find in the Group name text box, then select Next.
Note	If your search parameters are not specific, you will be presented with a list of groups. This screen is not featured in this guide. Select the group you wish to retrieve. If your search parameters are specific, you will be presented with the screen on the next page.
5	To add a CoS to the group On the Create a group of CoS screen, select Add CoS.
Note	The Save group button only needs to be selected when changes have been made to the group details (lead applicant, purpose etc). You do not need to save the group when adding a CoS.
6	From the Create a CoS screen, enter the details of the new member of the group. When all mandatory fields have been completed, select Save.
7	From the Create a group of CoS screen, the Group table now displays that the new person has been added to the group. - To add more CoS to the group, select Add CoS and repeat the steps above. - Select Save group to save the group without assigning. - To assign and pay for the group, select Assign group.
8	From the Confirm group before assigning screen, select Assign group.
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).
10	From the Group CoS assigned screen, you can see that group has been assigned and each CoS has been given a unique reference number.

Guide 4: How to transfer a group of CoS to another SMS user

Follow the step by step instructions below to transfer ownership of a group to another SMS user. This function is useful if a user is no longer in a role that requires them to use SMS, or if a second SMS user is taking ownership of another SMS user’s workload.

You should read the SMS guide 8a – Creating a CoS – guide for business sponsors and Sponsorship policy guidance before transferring ownership of a group.

Step	Instruction
1	From the Workers screen, select View CoS.
2	From the View CoS screen, select Transfer group of CoS.
3	From the Transfer group of CoS screen, enter the name of the group, then select Next.
Note	The text entered must match the group name precisely, including any spaces, although the search is not case sensitive.
4	From the Transfer group of CoS screen, select the user to whom you wish to transfer the group from the Select user to transfer group to drop-down menu, then select Transfer.
5	The group has been transferred. Select OK to return to the View CoS screen.