The Processing of Confirmation of Permanent Residence Documents (CoPRs)

Operational Bulletin 545 – October 07, 2013

The Processing of Confirmation of Permanent Residence Documents (CoPRs)

Summary

This Operational Bulletin instructs officers of Citizenship and Immigration Canada (CIC) and the Canada Border Services Agency (CBSA). It provides guidelines on the manner in which these officers would need to process a Confirmation of Permanent Residence (CoPR) document properly.

Background

Officers typically issue a Confirmation of Permanent Residence (CoPR) document to applicants i.e. IMM 5688E or IMM 5292B. Applicants need to present this document at:

• A Port of Entry (POE) or,
• An inland Citizenship and Immigration Canada (CIC) office

On presenting this document for processing, the applicants typically take the next step towards becoming permanent residents. This is in accordance with the Immigration and Refugee Protection Act (IRPA).

The Confirmation of Permanent Residence (CoPR) document certifies that at the time of issuance, the foreign national named in the document was:

• Admissible and,
• Met the selection criteria and complied with the requirements of the Act and Regulations

Some applicants might have applied for and obtained a Permanent Resident (PR) visa and a Confirmation of Permanent Residence (CoPR) document from a Canadian visa office outside Canada. They would need to present their document to a Border Services Officer (BSO) upon arrival in Canada.

Similarly, some applicants might already be having legal status in Canada. These individuals would need to go to:

• A Port of Entry (POE) or,
• An inland Citizenship and Immigration Canada (CIC) office (after calling the Citizenship and Immigration Canada (CIC) Call Centre for a landing appointment)

These sites would provide the necessary assistance in finalising the processing of the applicant’s Permanent Resident (PR) application. This is in accordance with R71.1 (2).

However, regardless of whichever of the two locations these applicants go to, they would need to have:

• A Permanent Resident (PR) visa counterfoil or,
• An exemption from this specific requirement

The Guidelines for Port of Entry (POE) or Inland Processing

This process commences when a foreign national with a Confirmation of Permanent Residence (CoPR) seeks to obtain Permanent Resident (PR) status. The applicant would need to present the Confirmation of Permanent Residence (CoPR) document at:

• A Port of Entry (POE) or,
• An inland Citizenship and Immigration Canada (CIC) office

The Border Services Officer (BSO) at Immigration Secondary or the inland Citizenship and Immigration Canada (CIC) officer would need to compare the details mentioned on the Confirmation of Permanent Residence (CoPR) document with the applicant’s travel document or passport. The details the officers would need to check include:

• The Bio data
• The Travel Document number
• The applicant’s height and,
• The applicant’s eye colour

The last two details are necessary for the production of the Permanent Resident (PR) card.

The Procedure for Making Corrections

Situations might arise where officers find that the IMM 5688E or IMM 5292B contain clerical errors. In this scenario, the officers would need to must correct the IMM 5688E or the IMM 5292B appropriately. The officers would need to ensure that they bring these documents into agreement with:

• The bio data given in the passport or,
• Any other travel document

Thereafter, they would need to make the correction on all copies of the Confirmation of Permanent Residence (CoPR) document by:

• Placing an asterisk beside the error and,
• Annotating the correction in the remarks section

The officers would also need to ensure that any corrections they make must also reflect in the Field Operations Support System (FOSS) and/or the Global Case Management System (GCMS).

The officers hold the final responsibility for:

• Ensuring data integrity and legibility of the Confirmation of Permanent Residence (CoPR) document and,
• Reprinting the replacement document from the Field Operations Support System (FOSS) and/or the Global Case Management System (GCMS) in case of significant changes

The Procedure for Making Corrections to the Document Number in the Field Operations Support System (FOSS)

In certain cases, the document number (also known as the T number) on the printed Confirmation of Permanent Residence (CoPR) document could differ from the T number listed on the Field Operations Support System (FOSS).

In this scenario, the officers at the Ports of Entry (POEs) would need to confirm the T number by checking the Global Case Management System (GCMS). If they find the valid T number on the Field Operations Support System (FOSS), they would need to make the necessary corrections by:

• Placing an asterisk beside the incorrect document number and,
• Annotating the correct T number in the remarks section

Taking this action would prevent errors from occurring when officers:

• Process the Permanent Resident (PR) card and,
• Use the Confirmation of Permanent Residence (CoPR) document as a proof of status document

In some situations, the officers might find that two document numbers exist in the Field Operations Support System (FOSS). In this scenario, the officers would need to ensure that they never land the client on both the numbers. Instead, they would need to ensure that the client only uses the valid document number for landing purposes.

Similarly, situations could arise where:

• The Field Operations Support System (FOSS) displays an invalid T number or,
• The Confirmation of Permanent Residence (CoPR) document does not show up in the Field Operations Support System (FOSS)

In this scenario, the officers would need to:

• Defer the examination (this is in accordance to the guidelines specified in A23) and,
• Refer the client to an inland Citizenship and Immigration Canada (CIC) office for completing the landing

In addition, the inland Citizenship and Immigration Canada (CIC) office would also need to contact the issuing office. This would enable them to:

• Correct the error and,
• Close the application in the Global Case Management System (GCMS) (if necessary)

Note:

• The authorities plan to decommission the Field Operations Support System (FOSS) and replace it with the Global Case Management System (GCMS) by the end of 2014
• This would nullify future occurrences of these kinds of cases

The Guidelines Prescribed for Photographs

The officers would need to verify that the Confirmation of Permanent Residence (CoPR) document has an affixed photograph. In addition, they would need to check that this photograph bears a clear resemblance to the photograph on the passport or travel document. Typically, they would be able to find this photograph:

• On the Citizenship and Immigration Canada (CIC) copy of the IMM 5688E or,
• On Copy 1 of the IMM 5292B

The officers would also need to check that the photograph also meets the prescribed specifications. Otherwise, the applicant would need to submit another photograph.

For retakes of photographs, the applicant would need to attach the new photograph to a separate Supplementary Identification Form (IMM 5455B). This is because removing the photograph affixed to the Confirmation of Permanent Residence (CoPR) document could end up damaging the form.

In addition, the applicants would need to attach the photo using a standardised photo patch. This is useful if they are using the fillable and downloadable version of the IMM 5455B. To order photo patches, applicants would need to use the IMM 1389 (Requisition for Non-controlled Immigration Forms). Then, they would need to select the item CIC 0108B – Photo Patch. Thereafter, they would need to enter the number of packages they require.

The Guidelines Prescribed for Updating an Address

In some situations, the officers might find that the Confirmation of Permanent Residence (CoPR) document already indicates an address. In this scenario, the officers would need to confirm with the client that the addresses listed on the Confirmation of Permanent Residence (CoPR) document are correct.

If the addresses listed on the Confirmation of Permanent Residence (CoPR) document are incorrect, the officers would need to cross out the incorrect address. Then, they would need to update the new address in the Field Operations Support System (FOSS) and/or the Global Case Management System (GCMS). They would typically do this based on the system used by the department.

Similarly, the officers might find that the department is using the Global Case Management System (GCMS). In this situation, the officers would need to:

• Verify that the address in the Field Operations Support System (FOSS) is also correct and,
• Make the necessary changes (if required)

This is because the Permanent Resident Card Centre (PRCC) uses the information found in the Field Operations Support System (FOSS) to generate a Permanent Resident (PR) card. Hence, the officers would need to update the address on all the systems used.

Some clients might not have a permanent address. Therefore, officers would need to inform these clients to send their permanent address whenever it becomes available. Typically, officers would need to inform the clients that the clients must send their permanent address details within 180 days. Only then would the clients be able to receive their Permanent Resident (PR) card.

In case the department is using the Field Operations Support System (FOSS), the officers would need to:

• List “Address to follow” in the street space and,
• Leave the postcode field vacant or blank

Clients could update their address in Canada by:

• Contacting the call centre
• Using the online Address Notification tool on the Citizenship and Immigration Canada (CIC) website
• Completing the form titled Address Notification – Permanent Resident Card (IMM 5456B) and transmitting it to the fax number shown

At a Port of Entry (POE), officers might come across some clients who provide a third party address in Canada. This address could be the address of a friend, relative, paid representative etc. This is perfectly appropriate because the clients, as new immigrants, might not have a permanent address in Canada. Thus, by providing the address of a third party in Canada, these clients would simply be facilitating the processing and the issuance of their Permanent Resident (PR) card following their arrival in Canada.

However, some cases could provide clear indications that the client’s stay in Canada is for a short span only. Therefore, officers would need to check whether the client provided a third party address to forward the Permanent Resident (PR) card outside Canada.

In these situations, officers would need to flag these cases with a Non-Computer Based Entry (NCB) 22. This flag indicates that the client resides outside Canada. Officers would need to brief clients planning to leave Canada before receiving their Permanent Resident (PR) card. They would need to inform these clients about the requirements under A31 (3). These requirements typically relate to travel documents issued at a visa office abroad.

The Guidelines Prescribed for Completing Fields on the IMM 5688E and the IMM 5292B

Officers would need to complete the following fields on the IMM 5688E and the IMM 5292B. In particular, they would need to use a black pen for this activity.

• Last Entry at:
• Officers would need to complete this field if the Confirmation of Permanent Residence (CoPR) document originated from a visa office overseas
• Officers would need to fill in the location where permanent resident (PR) status was granted
• Last Entry Date / Original Entry Date:
• Officers would need to complete this field if the Confirmation of Permanent Residence (CoPR) document originated from a visa office overseas
• Officers would need to fill in the date when permanent resident (PR) status was granted
• Became Permanent Resident (PR) at: Officers would need to fill in the location where permanent resident (PR) status was granted
• This could be either a Port of Entry (POE) or an inland Citizenship and Immigration Canada (CIC) office
• Became Permanent Resident (PR) on: Officers would need to fill in the date when permanent resident (PR) status was granted
• Conditions: The client would need to write their initials alongside any specified imposed conditions
• Have you ever been charged/convicted of a crime or offence; refused admission to Canada or required to leave Canada?: The client would need to mention their initials alongside a ‘Yes/No’ answer (This would be NA for minors)
• Dependent(s) Information: The client would need to mention their initials alongside a ‘Yes/No’ answer.
• If the client’s answer is a ‘Yes’, the officers would need to add the dependent’s information only if:
• The client has included the names of the dependents in the application and,
• The officers have examined the dependents
• Signatures: The client and the officer granting permanent resident (PR) status will sign and date all copies of the Confirmation of Permanent Residence (CoPR) document
• This is only applicable for clients who are 14 years of age or older
• Parents would need to sign for children under 14 years of age

Note:

• Citizenship and Immigration Canada (CIC) officers would need to remember to stamp the client’s passport or travel document during the landing appointment
• They would need to do this only if the client is not a refugee
• The stamp would typically include details like:
• The date on which the authorities granted permanent resident (PR) status and,
• The location of the Citizenship and Immigration Canada (CIC) office
• The officers would also need write their initials beside the stamp on the passport page or the travel document
• In some situations, the officers might require additional port stamps
• In this scenario, the local Citizenship and Immigration Canada (CIC) office would need to contact Paul Geoffroy at Corporate Security

The Guidelines Prescribed for Counselling New Permanent Residents

Officers would need to counsel all new permanent residents about:

• The residency obligation
• The Permanent Resident (PR) status conditions imposed and:
• How to comply with them and,
• Apply for their removal
• The procedures for applying for and obtaining:
• A Permanent Resident (PR) card
• Provincial health coverage and,
• A social insurance number
• Settlement Assistance (if applicable)

The Guidelines Prescribed for Distributing the Confirmation of Permanent Residence (CoPR) document

Officers would need to distribute the Confirmation of Permanent Residence (CoPR) document appropriately. This is especially so after the authorities have granted permanent resident (PR) status to clients.

• For Confirmation of Permanent Residence (CoPR) documents printed on the IMM 5688E, officers would need to give:
• The client copy to clients
• The Citizenship and Immigration Canada (CIC) copy to the Permanent Resident Card Centre (PRCC) at the Case Processing Centre in Sydney (PRCC-Sydney), Nova Scotia
• For Confirmation of Permanent Residence (CoPR) documents printed on the IMM 5292B, officers would need to send:
• Copy 1 with affixed photograph to the Permanent Resident Card Centre (PRCC) at the Case Processing Centre in Sydney (PRCC-Sydney), Nova Scotia for scanning and production of the Permanent Resident (PR) Card
• Copy 2 to the National Headquarters (NHQ), Document Management for microfilming (CIC Records-Microfilm Unit, Jean Edmonds Tower North, 2nd floor, 300 Slater Street, Ottawa, Ontario, K1A 1L1)
• Copy 3 to the client for informational purposes

The officers would need to send copies sent to the Permanent Resident Card Centre (PRCC) at the Case Processing Centre in Sydney (PRCC-Sydney), Nova Scotia as quickly as possible. Doing so would enable the Permanent Resident Card Centre (PRCC) at the Case Processing Centre in Sydney (PRCC-Sydney), Nova Scotia to initiate the processing of the Permanent Resident (PR) card.

Depending on the mode of delivery, officers would need to send the Confirmation of Permanent Residence (CoPR) documents to one of the following addresses:

Regular Mail

Case Processing Centre – PR Card

PO Box 10020

Sydney, NS

B1P 7C1

Courier

Case Processing Centre – PR Card

49 Dorchester Street

Sydney, NS

B1P 5Z2

The Guidelines Prescribed for Processing Confirmation of Permanent Residence (CoPR) documents in the Global Case Management System (GCMS)

In some cases, inland Citizenship and Immigration Canada (CIC) officers might process the Confirmation of Permanent Residence (CoPR) documents. These officers would need to change the status of the Confirmation of Permanent Residence (CoPR) documents to ‘Confirmed’.  Dong this would ensure that officers can download the information to the Field Operations Support System (FOSS).

It is worth noting that the Field Operations Support System (FOSS) allows officers to carry out this step in advance. However, officers would need to avoid implementing this step in advance i.e. before the client appears for the landing appointment. This is because carrying out this step in advance would:

• Transfer the information to the Field Operations Support System (FOSS) prematurely before the client receives Permanent Resident (PR) status
• Prevent the system from downloading the information to the National Case Management System (NCMS), as this system does not record the disposition for landing dates in the future (or in advance)

Reminders for Citizenship and Immigration Canada (CIC) Officers

The Citizenship and Immigration Canada (CIC) officers would be issuing the Confirmation of Permanent Residence (CoPR) documents to applicants. Therefore, they would need to provide clients with the correct version.

Situations could arise where officers cancel a Confirmation of Permanent Residence (CoPR) document for making changes once they have already generated the Confirmation of Permanent Residence (CoPR) document.

In this scenario, the officers would need to print the new Confirmation of Permanent Residence (CoPR) document for the client. In particular, the officers would need to ensure that the valid T number in the Global Case Management System (GCMS) matches the T number on the printed Confirmation of Permanent Residence (CoPR) document.

In addition, situations could also arise where the officers would require a Certificate of Selection for Quebec. In this scenario, the officers would need to ensure that this certificate is valid. Only after confirming this must the officers issue the Confirmation of Permanent Residence (CoPR) document.

However, officers would need to note that clients do not need to renew the Certificate of Selection for Quebec. This is especially so if, at the time of landing, the officers find that the certificate has expired.

 

Source: Citizenship and Immigration Canada (CIC)