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A Certificate of Sponsorship is an electronic document issued by a licensed employer to a foreign worker who needs a visa to work in the UK. This page provides information on how to request one.
To request a Certificate of Sponsorship (CoS) through UCL, as a licensed employer, you must use our Immigr8 portal. Immigr8 is a bespoke case management system, that has been built for UCL specifically and CoS requested are processed by Eversheds our supplier. All documentation will be managed via the Immigr8 portal and no information should be exchanged via email or stored locally.
You will require access to the Immigr8 portal which can be requested via MyServices. Once you have madew the request an access link will be provided via email within two working days, please keep an eye out for the access email, you may need to check your Junk folder. Guidance on what to do once you have received the Immigr8 link is available, applicants should follow the Applicant Immigr8 User Guide and Individuals responsible for raising a CoS request should follow the Faculty Immigr8 User Guide.
Further informaton on using the Immigr8 portal is available through training and guides:
- Training on using the Immigr8 platform
- Training sessions on compliant CoS packs and documentation
- Guidance on saving a new case as a draft
The Immigr8 platform supports UCL in three ways:
- Role capable of Sponsorship assessment: This is where an individual has been identified for a role but you require an assessment of the job description and salary to see if it is capable of sponsorship under the Skilled Worker route. If an individual has not been identified for a role and you require the job description/salary to be assessed, please raise this via a ticket on MyHR Services’.
- UCL support: Departments are able to send all sponsorship related documents to Eversheds, who will review with compliance before they assign a CoS. There is no additional cost for accessing this service.
- UCL and applicant support: This is a service that is provided both to UCL and the Applicant. As Eversheds will be working with the Applicant directly, they will be responsible for uploading their documents onto Immigr8 themselves, removing the burden from UCL. Eversheds will then review and assist the applicant with their visa application and will be communicating with the applicant directly as well as any dependents if they are instructed to do so. Departments who require applicant support with non standard or unsure CoS applications will incure an additional cost and will need to raise a PO, a decision tree is available to help departments identify what these costs may be.
Frequently Asked Questions
- When was Immigr8 introduced?
The platform was launched on 3rd February 2025, from that date all CoS requests should be initiated through Immigr8.
- What will happen to the cases on Newland Chase’s Portal?
Anything in progress until the 2nd February 2025 will remain on the Immigo portal and any initiated cases before 3rd Febraury 2025 will remain with Newland Chase until closed.
- Can ATAS queries be raised through the Immigr8 portal?
Any general ATAS queries should be raised via MyServices.
- Will departments be charged for using Immigr8?
Departments who require applicant support with non standard or unsure CoS applications will incure an additional cost and will need to raise a PO, a decision tree is available to help departments identify when costs may be incured.
- Is there an additional cost for Eversheds to support an applicant directly?
Yes, departments with applicants who require direct support will incure a cost. A PO number is required, the process for gaining a PO for Eversheds remains the same as it did for Newland Chase.
- Will the departments need to cover the cost for applicant services?
There has been no change to the Guidance on the payment of immigration costs applicants who require direct support will incure a cost.
- How do I get access to Immigr8?
Access to Immigr8 can be requested via MyServices.
- For initiating a straightforward CoS application, should I select 'Applicant & UCL Support'?
This depends on the level of support you would like to offer as a department to the individual. If you have the budget available, then the benefit of selecting ‘Applicant and UCL Support’ is that the Applicant will be responsible for uploading their documents and they will receive Eversheds guidance throughout their application process, however, this service comes at an extra cost and a PO will need to be raised.
‘UCL Support’ option is standard with no extra charge to the department. In this option, the department is responsible for completing the form and uploading all the relevant documents.- What will the Applicant be asked to upload?
Applicants will be asked to upload:
- Current home address
- Their Qualifications
- Evidence of English Language
- Passport
- ATAS
- Tradable Points
- TB Certificate
- Criminal Records
- Details about dependents, if any
- Draft Visa application form
- What will UCL departments need to upload?
UCL departments will need to upload any recruitment details.
- Would we need to enter a Standard Occupational Classification Code (SoC) code?
Yes, the SOC code will need to be added, and a review will be completed to ensure the appropriate SOC code for the role is used.
- If I have a query but am not yet ready to initiate a case do I use the Immigr8 system?
Queries not related to a specific case should be raised to the Visa Compliance team through MyServices.
- What route should be used to raise a query regarding the eligibility of a role for a CoS?
The role capable of sponsorship assessment option on Immigr8 can be used if an individual has been identified for the role. If there has not yet been an individual identified, please raise this via MyHR services as a ticket and the assessment of the role/salary can be undertaken by the team.
- Does the Immigr8 system accept all file types?
The Immigr8 system will accept Images, Excel spreadsheets, Word documents, PDFs and more.
- As documents should no longer be kept locally, once uploaded to the Immigr8 system, can UCL access these at a later point?
Yes, once on Immigr8 documents can be accessed later as they will be stored there.
- Can an employment contract request be made before a Right to Work (RTW) is in place?
Yes, all contracts are subject to RTW, which needs to be checked and in place before the start date of employment. This does not affect applying for a CoS as the contract is issued on this basis.
- Does the requester have to send the Right to Work (RTW) evidence via MyServices or just add to the Immigr8 system?
You will need to upload RTW evidence to both the Immigr8 system and DT/MyServices. Onto Immigr8 as part of the CoS request process and via DT / MyServices as part of the standard UCL RTW process, to establish a statutory excuse against a civil penalty.
- Is there a function to filter by drafts on Immigr8?
Yes, there is.
- For skilled worker contract requests, will the start date on the contract be moved automatically if the CoS is taking longer than expected?
If there is a change in new starter information including the start date, please follow the normal process and raise the change to a new starter on MyServices.
- Assuming everything is submitted properly, what is the expected timeframe for completion?
As long as all documents are submitted and processed the expected timeframe would be within 4 business days or if the visa is expiring that month within two business days of initiation.
- Upon changes of circumstances, how long does it take to update the home office?
Any change of transaction needs to be reported 3 weeks prior to the change occurring or as soon as practically possible. Examples of change of transactions can be promotions, maternity/ paternity leave, etc.
- If the applicant is already in the country and has been for years, do we still need to upload when they entered the country?
Yes, if they were first sponsored by UCL to come into the UK, then we do require the date of entry. However, if they were sponsored to come in as a student or as someone else’s employee, then no this will not be required.
- How can I get technical support with using the Immigr8 system?
You can access Tech Support directly through Immigr8, scroll to the bottom, and click on Tech Support. Or you can send an email to their team on elptech@eversheds-sutherland.com Please add ‘Immigr8 UCL - Technical Support’ to the subject line. However, Eversheds can only be contacted for Technical Support queries, for all other queries please raise a ticket on MyService.
- If the VISA is a change (e.g. from student Visa to SWV), and a RTW/Share Certificate is already in place, can it be uploaded from the start? Or that is always requested after ‘Assigned CoS and Guidance Notes Received’?
If you have documents available already, these will help with the case review and can be uploaded at the case initiation stage. These can be uploaded to the ‘Other documents’ Tab.
- Who should the PO for 'UCL and applicant CoS support' be raised to?
Eversheds Sutherland LLP in Manchester
- What text do I need to send to individuals to obtain their consent before sharing their personal details with Eversheds for CoS applications?
“UCL engages an appointed immigration provider, Eversheds, to support applications for Skilled Worker Certificates of Sponsorship to enable applicants to receive a visa to legally entitle them to work in the UK.
On your acceptance of this offer and receipt of your ATAS certificate, contract of employment, and evidence of your English language proficiency (if required for your visa application) we will be instructing Eversheds to commence a Certificate of Sponsorship application on your behalf and we will be providing some of your personal details to them (e.g., your name, email address and nationality).
Your information will also be shared with government immigration bodies such as the Home Office, UK Visas & Immigration and corresponding country government bodies, for example border control, immigration authorities, consulates, embassies, visa offices, etc if required.
Before we begin your COS application, please confirm you are willing to provide your consent to UCL sharing your data with Eversheds. Please note we will not be able to process your application without this information being provided.
Your information will be used in accordance with our General Privacy Notice- Can I contact the Eversheds team member directly?
UCL staff must not contact personal contacts at Eversheds directly by email (e.g. Fiona, Esyllt, or other team members). All queries should be submitted either via MyServices > HR > Compliance or through the support options available on the Immigr8 platform.
Direct contact increases the team’s workload and makes it difficult to track queries, particularly if a team member is out of the office. Submitting requests through the correct channels ensures that UCL queries are managed within the agreed SLA.- Why haven't my updates been picked up on Immigr8 by the Eversheds Team?
When individuals upload documents to the portal for their cases but do not leave a comment in the ‘UCL Support Comments’ tab, the Eversheds Team does not receive a notification that documents have been added. Unfortunately, due to system limitations, automatic notifications for uploads are not possible.
To help clarify this, the Eversheds Team has added two notes in the system—one under the ‘Appendix D’ drop-down and another in the ‘UCL Support Comments’ tab (see below for reference).
To ensure timely action and to remain within SLA timelines, it is essential that UCL staff leave a comment in the ‘UCL Support Comments’ tab whenever documents are uploaded.
- What details/ documents do I need to complete a CoS pack?
The informtion to be included in the CoS pack includes personal information, passport / travel informaiton and address details. A full list is avaliable in the Pre CoS checklist document.
- When should I apply for an ATAS extension?
As soon as possible prior to the date of expiry.
- When will Eversheds assign a CoS for an ATAS about to expire?
1 week before the date of expiry.
- Can a file be changed from UCL support to Applicant and UCL support at a later date?
Yes, it can. You just need to go into the file you wish to change the support type for and indicate the support you wish to receive in the drop-down menu.
- Can I request dependent only support? If yes, what would this cost the department?
You cannot request ‘Dependent only’ support without applicant support for new cases. However, if the applicant is already in the UK and they require dependant visa support only, this would need to be reviewed as an individual case and the fee would be assessed by Eversheds and communicated to you.
- What if I am leaving UCL, changing faculties, or taking an extended period of leave?
Please ensure that you have a designated UCL contact in place for any ongoing cases you have initiated on Immigr8, so they can continue to progress in your absence. This includes arranging cover during annual leave if there is an urgent case that requires attention
- Can I delete my comments from the portal after submitting them?
Please DO NOT delete comments from the portal. These comments are essential for maintaining a complete audit history and for tracking the progress of each case. Your cooperation helps ensure transparency and continuity for all ongoing cases.
- What should I do if a sponsored employee’s circumstances change?
It’s essential that you notify the HR team immediately of any changes to a sponsored worker’s circumstances. This is part of UCL’s obligations as a sponsor and ensures we remain compliant with UK Visas and Immigration (UKVI) requirements. Sponsors must report certain changes within 10 working days, and failure to do so can have serious implications.
Please inform HR without delay if you become aware of any of the following:
- Any changes to a sponsored worker’s UK residential address or contact details, including mobile phone number. Please also remind the individual to notify HR directly.
- A sponsored worker fails to attend work on their first day of employment.
- A sponsored worker is absent from work without permission.
- A sponsored worker leaves UCL for any reason
- There is any impact on the worker’s employment due to TUPE.
- You are considering a new role or change in duties for a sponsored worker – there are strict limitations on the type of work a sponsored individual may carry out, so no changes should be made without prior consultation with HR.
- You are considering a period of unpaid leave (e.g. sabbatical).
- You suspect or are aware that the individual may be breaching the conditions of their UK visa.
- You are considering extending or making permanent a fixed-term contract.
- The individual has been arrested or has committed a criminal offence.
- You are aware of any significant changes to the worker’s circumstances, including:
- A promotion, change in job title, or alteration of core duties;
- A salary reduction for any reason;
- Changes in salary due to maternity, paternity, adoption leave, or long-term sickness (lasting one month or more);
- A change in location of employment
Proactive and timely communication with HR helps us meet our legal obligations and protect both the individual and the University’s sponsor licence.
