This section contains details on policy, procedures and guidance that Immigration, Refugees and Citizenship Canada (IRCC) staff typically use. The authorities have posted this on the Immigration, Refugees and Citizenship Canada (IRCC) website as a courtesy to stakeholders.
The officers are responsible for carrying out completeness checks on the applications they receive. After a positive completeness check, the Case Processing Centre in Vegreville (CPC-V) would need to:
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Create a file in the Global Case Management System (GCMS)
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Enter “CG” for a caring for children class application or “HMN” for a caring for people with high medical needs class application in the Category field in the Global Case Management System (GCMS)
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Carry out the appropriate cost recovery of the applicable processing fees and enter the confirmation in the Global Case Management System (GCMS)
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Record the Global Case Management System (GCMS) file number on the paper file and,
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Send an acknowledgement of receipt to the applicant informing the applicant that the officers have placed their file into processing
It is worth highlighting that the ‘application received’ date at the Case Processing Centre in Vegreville (CPC-V) is the lock-in date. Therefore, processing offices would need to ensure that they do not change the ‘application received’ date that the Case Processing Centre in Vegreville (CPC-V) has entered at the time of creating the file.
Note:
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There is nothing that precludes an applicant from having more than one application in process at the same time
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For instance, an individual could choose to submit applications under both the live-in caregiver class and the caring for children class (as long as the applicant meets the requirements for both classes)
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However, in some situations, it is possible that the authorities accept the applicant under more than one class
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In this scenario, the applicant will need to choose the one under which the applicant stands a better chance of receiving permanent status
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The authorities permit applicants to withdraw applications and obtain refunds in case the officers have not commenced processing the applications
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In case the officers have commenced processing the other applications submitted by the applicant, the applicant can choose to withdraw one of their applications
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For instance, consider a situation where an applicant has received the approval in principle under the live-in caregiver class
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In this scenario, the applicant could choose to withdrawn an application that remains in process under the caring for children class
The Guidelines for Processing Family Members
The Case Processing Centre in Vegreville (CPC-V) typically processes the applications for any family members in Canada. It processes the applications for family members overseas that the visa office in Manila services as well – refer to Appendix A. However, in some cases, a great deal of complexity could typically surround these overseas dependents. In this scenario, the officers usually transfer the files of these dependents to the Manila visa office for processing.
It is worth mentioning that the responsible visa office would need to continue processing all other family members outside Canada. In these cases, the Case Processing Centre in Vegreville (CPC-V) would need to send a memo or an e-mail to the visa office. This memo or e-mail would typically initiate the concurrent processing of the family members. Thereafter, the Case Processing Centre in Vegreville (CPC-V) would need to:
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Enter the required information from the application in the Global Case Management System (GCMS) i.e. medical admissibility
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Add the visa office as the secondary office
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Scan and upload the application forms (including the Schedule A forms) and other documents (such as police certificates, marriage certificates, birth certificates etc.) of all the family members into the Global Case Management System (GCMS)
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Provide a confirmation that the applicant has paid the fees for the family members who require processing concurrently and,
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Provide up-to-date contact information for family members (including a telephone number and e-mail address – if possible)
The visa office would then need to contact the family members directly. It would need to request for any additional documentation as well, if required.
Note:
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It is worth highlighting that the physical file will continue to remain at the Case Processing Centre in Vegreville (CPC-V)
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This is because the authorities require visa offices to use scanned copies of the documents for verification purposes when possible, rather than the original documents
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Situations could arise where a document is missing from the Global Case Management System (GCMS)
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In this scenario, the visa office would need to request the Case Processing Centre in Vegreville (CPC-V) to scan and upload the missing document in the Global Case Management System (GCMS)
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However, it is worth highlighting that in some cases, where the visa office deems fit, the visa office can also request the Case Processing Centre in Vegreville (CPC-V) to provide the original documents
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In addition, the visa office would need to send an e-mail to the Case Processing Centre in Vegreville (CPC-V) requesting for a transfer of the original documents
Appendix A – The Visa Office in Manila, Philippines
The visa office in Manila, Philippines, is responsible for permanent resident applications from:
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Caroline Islands
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Guam
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Japan
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Johnston Atoll
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The Republic of Korea
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Kosrae
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Marianas
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The Marshall Islands
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Micronesia
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Midway Island
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Northern Mariana Island
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The Pacific Islands
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Palau (Belau)
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The Philippines
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Ponape
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Truk Island
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Wake Island and,
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Yap Island
The visa office in Manila, Philippines, is responsible for processing permanent resident applications including self-employed, start-up visa, Quebec selected skilled workers, Provincial Nominee Program (PNP) and family sponsorship.
Note:
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Some individuals might want to apply for permanent residence under the Federal Skilled Worker, Federal Skilled Trade, Canadian Experience Class or some Provincial Nominee Programs
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These individuals would need to apply online via Express Entry
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In addition, applicants would need to mail all new family sponsorship applications to the Case Processing Centre in Mississauga, Ontario, Canada
In addition, the visa office in Manila, Philippines, is responsible for temporary resident applications too from:
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Caroline Islands
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Guam
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Japan
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Johnston Atoll
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The Republic of Korea
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Kosrae
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Marianas
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The Marshall Islands
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Micronesia
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Midway Island
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Northern Mariana Island
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The Pacific Islands
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Palau (Belau)
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The Philippines
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Ponape
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Truk Island
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Wake Island and,
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Yap Island
The visa office in Manila, Philippines, is responsible for processing temporary resident applications including visitors, students, temporary workers and permanent resident travel documents.
Clients would need to use the web form provided on the website of Citizenship and Immigration Canada (CIC) for making enquiries. They could use the web form for:
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Asking about applications that have passed the normal processing times
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Provide additional information about their applications and,
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Report various technical issues
The general e-mail id they could use is: MANILIMMIGRATION@international.gc.ca
Clients would need to note that the closest Visa Application Centres (VACs) comprise:
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Manila and Cebu in the Philippines
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Tokyo, Japan and,
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Seoul, South Korea
It is worth highlighting that Visa Application Centres (VACs) typically accept applications for:
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Study permits
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Work permits
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Visitor visas i.e. temporary resident visa and,
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Travel documents for permanent residents
