Category Archives: Operational Bulletin

CIC, Operational Bulletin, Permanent Residence

Mailing Permanent Resident Cards to Representatives

Mailing Permanent Resident Cards to Representatives

Modified: June 30, 2014

Summary

This Operational Bulletin (OB) summarizes and clarifies the procedures for Permanent Resident Card (PR Card) distribution by the Case Processing Centre in Sydney (CPC-S), Nova Scotia, when an applicant has indicated the address of a third party representative as their residential and/or mailing address.

Background

Since May 2012, as part of a pilot project, the majority of Phase II (replacement or renewal) PR Cards are mailed directly to permanent residents (PRs). Previously, all Phase II PRs were required to appear in person at Citizenship and Immigration Canada (CIC) offices in Canada to collect their PR Cards. By mailing PR Cards to immigration representatives, it opened the possibility that these cards may then be forwarded to the PR overseas, circumventing the Immigration and Refugee Protection Act and its Regulations.

For PR Cards issued to new immigrants upon entry to Canada (Phase I cards), it may be appropriate for clients to provide the address of a third party (friend, relative, service provider or a paid representative) in Canada in order to facilitate processing and issuance of the card following their arrival in Canada, as new immigrants may not have a permanent address.

Instructions

Phase I cards

CPC-S will continue to mail the PR Cards to the Canadian address provided by the new PR upon arrival, according to the process currently in place. However, where there are clear indications that the initial entry into Canada was only of short duration and the client provided a third party address for the purpose of forwarding their initial PR Card outside of Canada, these cases should be flagged with a note indicating that the client is outside Canada, and if relevant, the fact that the photo retake was done outside Canada and submitted to produce the first PR Card along with the date this information is recorded.

Phase II cards

When applications indicate the mailing address of a third party, with a Use of Representative (IMM 5476) form on file, CPC-S will update the Global Case Management System (GCMS) with only the residential address of the applicant. The mailing address of the third party will be recorded in GCMS as the third party address “Authorized to disclose”. The PR Card will be mailed to the client at the residential address provided.

If the application received indicates both the residential and mailing address of a third party with an IMM 5476 form on file, a letter (Appendix A) will be addressed to the applicant and sent to the mailing address of the third party provided on the application. The letter will inform the applicant that CIC does not mail PR Cards to third party addresses, and that the PR Card will be mailed to the residential address once it has been provided by the client. As PR Cards are not mailed to P.O. boxes, clients who indicate a P.O. box instead of a mailing address will have to provide justification as to the reason they do not have an acceptable mailing address.

When applications indicate the address of a known or suspected third party and there is no IMM 5476 form on file, the file will be handled in accordance with CIC’s standard procedures on unauthorized and concealed representatives, as set out in IP 9, section 7.2.

The same would apply in situations where applications appear to have the applicant’s home and mailing address but the return address on the envelope is that of an immigration consulting company or lawyer’s office.

The website, application form and guide have been updated to inform clients that PR Cards will only be mailed in Canada and will not be mailed to a third party’s address.

Appendix A

CASE PROCESSING CENTRE
P.O. BOX 9000
SYDNEY, NS B1P 6K7

[Date]

“[Client Name]”
“[Client ID]”
[Street Address]
[City, Prov. Postal Code]

Your application indicates your representative’s address as your home and mailing address. As per subparagraph 56(2)(a)(iv) of the Immigration and Refugee Protection Regulations, we require that applicants provide their personal mailing address, as Permanent Resident Cards are not mailed to third parties.

Please provide your mailing address and the information requested by “dd, mm, yyyy” to enable us to issue your Permanent Resident Card. If the information requested is not provided by the date indicated, we will consider your application as abandoned and you will have to submit a new application, including processing fees.

Once you have provided this information we will continue with the processing of your application.

Should you require further assistance, please visit our website.

Officer
Case Processing Centre
Sydney, Nova Scotia

CIC, News, Operational Bulletin

Operational Bulletin 545 (Modified) – December 30, 2013

 Processing of Confirmation of Permanent Residence Documents

Summary

The purpose of this Operational Bulletin is to provide instructions to Citizenship and Immigration Canada (CIC) and Canada Border Services Agency officers on how to properly process a Confirmation of Permanent Residence (CoPR) document.

Background

Under the Immigration and Refugee Protection Act, permanent resident (PR) applicants are issued a CoPR document (IMM 5688E or IMM 5292B), which is to be presented at a port of entry or an inland CIC office for processing in order to become a permanent resident.

 

The CoPR is evidence that an officer was satisfied that, at the time of issuance, the foreign national named in the document was not inadmissible and met the selection criteria and requirements of the Act and Regulations.

 

Most applicants for permanent residence have applied for and obtained a PR visa (if required) and a CoPR from a Canadian visa office outside Canada. These applicants are required to present their document to a Border Services Officer (BSO) upon arrival in Canada. Applicants who already have legal status in Canada, however, can either go to an inland CIC office (after calling the CIC Call Centre for a landing appointment) or a Port of Entry (POE) – if they have a PR visa counterfoil or if they are exempt from this requirement – to finalize the processing of their permanent residence application [R71.1(2)].

POE / Inland Processing

When a foreign national requests to be granted permanent resident status at a POE or an inland CIC office and is in possession of a CoPR, the BSO at Immigration Secondary or the inland CIC officer must ensure that the bio data, including the travel document number, recorded on the CoPR matches the information in the applicant’s passport or travel document. The officer should also ensure that the permanent resident’s height and eye colour are correct, which is needed for the production of the PR card.

Corrections

In cases where a clerical error has been made, the IMM 5688E or IMM 5292B should be corrected to bring it into agreement with the bio data in the passport or travel document. The correction should be made on all copies of the CoPR by placing an asterisk beside the error and notating the correction in the remarks section. Any corrections made must also be reflected in the Field Operations Support System (FOSS) and/or Global Case Management System (GCMS). Final responsibility for ensuring data integrity and legibility of the CoPR rests with the officers, including the reprinting of a replacement document from FOSS or GCMS when significant changes are required.

Document Numbers in FOSS

At the POE, should the document number (T number) on the printed CoPR differ from the T number found in FOSS, the officer should check GCMS to verify the valid T number. If the valid T number is found in FOSS, an asterisk must be placed beside the incorrect document number and the valid number must be written in the remarks section. This will prevent errors when processing the PR card and when using the CoPR as a proof of status document. If two document numbers exist in FOSS, the officer must never land the client on both numbers. Only the valid document number may be used for landing purposes.

 

Alternately, if FOSS indicates an invalid T number, or the Confirmation of Permanent Residence document does not appear in FOSS, the examination should be deferred pursuant to A23 and the client should be referred to an inland CIC office to complete the landing. The inland CIC office will need to contact the issuing office in order to correct the error and close the application in GCMS, if necessary.

Note:

Once FOSS is decommissioned and replaced by GCMS at the end of 2014, this will no longer be an issue.

Photographs

The officer must verify that the CoPR has a photograph affixed to it (either on the CIC Copy of the IMM 5688E or on Copy 1 of the IMM 5292B) and that it bears a clear resemblance to the photograph on the passport or travel document. The photo must also meet the proper specifications (PDF, 1.1 MB) and if not, the photo must be retaken. If a photo retake is required, the new photograph must be affixed to a separate Supplementary Identification Form (IMM 5455B [PDF, 560 KB]), since photos already affixed to the CoPR cannot be removed without damaging the form. If using the fillable and downloadable version of the IMM 5455B, the photo must be attached using a standardized photo patch. Photo patches can be ordered using the IMM 1389 – Requisition for Non-Controlled Immigration Forms, by selecting the item (CIC 0108B – Photo Patch) from the drop-down menu and entering the number of packages required.

Address Update

If an address is already indicated on the CoPR, the officer must check with the client to ensure that it is still applicable. If it is not, the address should be crossed out and updated with the new address. The update must also be made in FOSS and/or GCMS, depending on the system being used. If GCMS is being used, the officer must verify that the address in FOSS is also correct and make any changes if necessary, as the Permanent Resident Card Centre (PRCC) relies on the information found in FOSS when generating a PR card.

 

However, if the client does not yet have a permanent address, he/she should be told how and when to send in their permanent address when it becomes available. The client should be counselled to do so within 180 days in order to receive a PR card. If FOSS is being used, the address section should indicate “Address to follow” in the street space and the postal code field must be left blank.

 

Clients may update their address in Canada by one of the following methods:

  • Access the on-line Address Notification tool on the CIC Web site;
  • Complete the form entitled Address Notification – Permanent Resident Card [IMM 5456B] and transmit the form using the fax number indicated; or
  • Contact the Call Centre.

On occasion, at a POE, it may be appropriate for clients to provide the address of a third party (friend, relative, service provider or a paid representative) in Canada in order to facilitate processing and issuance of the PR card following their arrival in Canada, as new immigrants may not have a permanent address. However, where there are clear indications that the initial entry into Canada is only of short duration and the client provided a third party address for the purpose of forwarding the PR card outside of Canada, these cases should be flagged with a Non-Computer Based Entry (NCB) 22 indicating that the client is outside Canada. If the client plans to leave Canada prior to receiving the PR card, the officer should counsel the client with respect to the requirements under A31(3) for a travel document issued at a visa office abroad.

Completion

If using the IMM 5688E the officer must complete the fields below using a black pen. The same fields must also be completed on the IMM 5292B.

  • Last entry at: If the CoPR originated from a visa office overseas, this field must be completed; the officer may use the location of where permanent resident status is granted.
  • Last entry date / Orig. entry date: If the CoPR originated from a visa office overseas, these fields must be completed; the officer may use the date that permanent resident status is granted.
  • Became P.R. at: The officer must write the location of where permanent resident status is granted (either a POE or an inland CIC office).
  • Became P.R. on: The officer must write the date that permanent resident status is granted.
  • Conditions: The client must write his/her initials beside any imposed conditions.
  • Have you ever been charged/convicted of a crime or offence; refused admission to Canada or required to leave Canada?: The client must write ‘yes’ or ‘no’, as well as his/her initials. If the client is a minor, write N/A.
  • Dependent(s) Information: The client must write ‘yes’ or ‘no’, as well as his/her initials. If the answer is yes, the dependent’s information must be added only if they have been included in the application and they have been examined.
  • Signatures: The officer granting permanent resident status, as well as the client (14 years and older), must sign and date all copies of the CoPR. Parents must sign for children under the age of 14.

Counselling

The officer should counsel each new permanent resident on the following matters:

  • the conditions of PR status that have been imposed, how to comply with the conditions and how to apply for the removal of these conditions;
  • the residency obligation;
  • the procedure for obtaining a PR card;
  • the procedure for obtaining a social insurance number;
  • the procedure for applying for provincial health coverage; and
  • settlement assistance, where applicable.

 

Distribution

After permanent resident status is granted to the client, the officer must distribute the CoPR appropriately. If the CoPR is printed on the IMM 5688E, the client copy is given to the client, while the CIC copy must be forwarded to the PR Card Centre at the Case Processing Centre in Sydney (PRCC-Sydney), NS. If the CoPR is printed on the IMM 5292B, it must be distributed as follows:

  • Copy 1, with photograph affixed, is to be sent to the PRCCC-Sydney to be scanned for production of the PR card;
  • Copy 2 must be forwarded to National Headquarters (NHQ), Document Management, to be microfilmed (CIC Records-Microfilm Unit, Jean Edmonds Tower North, 2nd floor, 300 Slater Street, Ottawa, Ontario, K1A 1L1); and
  • Copy 3 is given to the client for information purposes.

Copies sent to Sydney should be sent as quickly as possible in order for CPC-PRC to initiate the processing of a PR card. CoPRs must be sent to one of the following addresses, depending on the mode of delivery:

Regular mail

Case Processing Centre – PR Card

P.O. Box 10020

Sydney, NS

B1P 7C1

 

Courier

Case Processing Centre – PR Card

49 Dorchester Street

Sydney, NS

B1P 5Z2

Processing in GCMS

If the CoPR is processed by an inland CIC officer in GCMS, the CoPR must be changed to a status of ‘Confirmed’ in order for the information to be downloaded to FOSS. Although it is possible, this step must not be done in advance, i.e. before a client appears for his or her landing appointment, as the information will be transferred to FOSS prematurely before the client has actually been granted PR status. Entering the information in advance also prevents the information from being downloaded to the National Case Management System, since this system does not record the disposition if the landing date is in the future.

 

Reminder for CIC officers

When issuing the CoPR to applicants, officers are reminded to provide clients with the correct version. If a CoPR is cancelled in order to make changes after it has already been generated, officers must remember to print the new CoPR document for the client. (The valid T number in GCMS must match the T number on the printed CoPR).

 

In addition, if a Certificate of Selection for Québec is required, officers must ensure that it is valid when issuing the CoPR, however, it does not need to be renewed if it is expired at the time of landing.