Special processing measures: Persons directly affected by the 2023 wildfires throughout Canada

These program delivery instructions (PDIs) provide operational instructions related to temporary special measures for Canadian citizen, protected persons, temporary residents and permanent residents of Canada directly affected by the 2023 wildfire season in Canada.

These measures apply to temporary resident clients applying to replace a status document, restore status or extend their status, effective June 9, 2023 and are in place until November 30, 2023. For Canadian citizens or permanent residents seeking to replace a passport, citizenship certificate or permanent resident card, these measures are retroactive to the reported first sightings of the fires and/or declarations of a state of emergency in each affected area: May 6, 2023, for Alberta, May 11, 2023, for British Columbia, May 26, 2023, for Ontario, May 28, 2023, for Nova Scotia, May 29, 2023, for New Brunswick, and June 1, 2023, for Quebec—and remain in place until November 30, 2023.

To be eligible for consideration under these special measures, applications to replace documents or to extend or restore status must be made on or before November 30, 2023. For the purposes of these special measures, the postmark on envelopes containing paper applications may be considered as the date the application was made. If submitting an electronic application, the date the electronic application is submitted to IRCC will be considered the received date.

Applications submitted under these special measures should be processed on a priority basis, if deemed urgent based on existing specific line of business criteria.

Applicant instructions: Wildfires in Canada: Temporary immigration, passport and citizenship measures

On this page

• Background
• Affected area
• Priority processing
• Program-specific special measures
  • Temporary residents
  • Proof of citizenship
  • Canadian passports, certificates of identity or refugee travel documents
  • Permanent resident cards
  • Replacement of an immigration document (verification of status)
• Incomplete applications
• Immigration medical examinations

Background

The 2023 wildfire season in Canada has already set a precedent, with devastating fires in Alberta, Quebec, British Columbia, and Nova Scotia. Thousands have been forced to evacuate their homes and well over a million hectares of forest have been destroyed. Canada has sought help from the international firefighter community, and the Canadian Armed Forces. As it is still early in the season, it is expected that severe fires will continue to imperil communities and forests throughout Canada in the coming months.

Wildfires are tracked by the Canadian Interagency Forest Fire Centre (CIFFC), which is a not-for-profit registry owned by federal, provincial and territorial wildfire management agencies to help monitor wildfires and coordinate resources where needed. Key information about each reported wildfire is published regularly on the CIFFC website, which was recommended as a reference tool by Natural Resources Canada.

As a result of this crisis situation, Canadian passports and other documents belonging to Canadian citizens, protected persons, temporary residents and permanent residents may have been lost, destroyed or damaged. In addition, foreign workers may be temporarily out of work, and international students may be temporarily unable to continue their studies if their designated learning institution is not accessible. Their transfer to another designated learning institution could also be delayed pending the issuance of official documentation from a designated learning institution in the affected area.

With respect to these potential disruptions in the status and authorizations of persons and the loss of immigration documents due to the emergency situation, under section 25.2 of the Immigration and Refugee Protection Act, the minister has authorized the Temporary public policy for foreign nationals directly affected by the 2023 wildfires throughout Canada (public policy) with special measures for temporary residents in Canada.

Affected area

The geographical area affected by this emergency remains in a fluid and active situation. For the purpose of these operational instructions, these special measures are intended to be facilitative, and officers can use their discretion to assess how a client may have been impacted. In addition to the client’s attestation, officers may refer to the CIFFC’s wildfire tracking website for an updated and accurate indication of the affected area to assist in determining client eligibility under these special measures.

For example, a client could have been traveling with their passport outside of their area of residence and lost their documents as a result of the wildfires.

To determine if a fire occurred in the location provided by the client and to verify information about the fire (including dates), the following steps can be followed:

If it is an active fire:

1. If it is an active burning fire (e.g., out of control, under control, or being held), access the interactive map feature on the Home page of the CIFFC’s website.
2. Zoom in to see the location of active fires, to determine if they correspond with the address provided by the applicant.

If the fire is out:

1. If the fire is out, search the longitude and latitude of the address provided by the applicant on Google Maps.
2. Access the National Fires Database, filter for the applicable province or territory under “Agency” and for fires listed as “Out” under “Stage of Control.”
3. Search (Ctrl+F) for the relevant longitude and latitude to find evidence of a fire.

These special measures do not limit the authority of officers under section A25.1, and all applications are to be dealt with compassionately and assessed on a case-by-case basis.

It remains the responsibility of clients to identify themselves as being directly affected by this emergency situation by using the webform.

Priority processing

All crisis-related applications from the affected area (including requests for replacement documents) and requests for information or guidance should be processed on a priority basis, if deemed urgent based on existing specific line of business criteria, and all requests should be considered in a compassionate and flexible manner on a case-by-case basis. Clients are instructed to do the following to flag their application for priority processing:

• For paper applications submitted between the specified state of emergency dates for affected areas, and November 30, 2023, clients are instructed to write “Wildfires23” on the cover of the envelope and first page of their application or covering document.
• For new online applications, after the application is submitted, clients are required to submit an IRCC web form and include the keyword “WFF2023” in the text box to request priority processing.
• For online and paper applications submitted between the specified state of emergency dates for affected areas and before the implementation of these instructions on June 9, 2023, clients are instructed to submit an IRCC web form and include the keyword “WFF2023” in the text box to request priority processing.

The Client Support Centre agents will review those requests and add an urgent incoming correspondence for the responsible office, or send an urgent referral to the responsible office if the application is not yet in the system.

Program-specific special measures

Each program has their own eligibility and document requirements for these special measures. Refer to the appropriate line of business for further information.

Temporary residents

Fee waivers: Under these special measures, the following fees related to processing and temporary residence documentation replacement are waived:

• extension of temporary resident status ($100)
• restoration of temporary resident status ($200)
• replacement of temporary resident document ($30)
  • work permit, study permit, visitor record or temporary resident visa counterfoil
• work permit fee ($155)
• open work permit privilege fee ($100)
• study permit fee ($150)
• biometrics fee ($85)
• biometrics fee – maximum fee for family ($170)

Renewal of work or study permits: The public policy provides an exemption from the requirement in paragraphs 201(1)(a) and 217(1)(a) of the Immigration and Refugee Protection Regulations (IRPR) for affected foreign nationals to submit an application to renew their work or study permit prior to the expiry of their present document, if an application is submitted by November 30, 2023. This applies to

• foreign nationals who had valid temporary resident status and a work permit valid on May 6, 2023, but whose work permit will expire by November 30, 2023
• foreign nationals who had valid temporary resident status and a study permit valid on May 6, 2023, but whose study permit will expire by November 30, 2023

Visitors: To identify themselves as “affected visitors,” applicants should provide evidence such as

• a signed letter (attestation) explaining how the wildfires affect them or
• if applicable, a copy of their proof of residence or temporary stay in an affected area, such as
  • a government-issued identity document or
  • a utility bill showing a residential address located in the affected area
  • a hotel receipt

Workers: A worker’s residence or workplace may be impacted by the wildfires. To identify themselves as “affected workers,” applicants should provide evidence such as

• a signed letter (attestation) explaining how the wildfires affect them
• if applicable, a copy of their proof of residence or temporary stay in an affected area, such as
  • a government-issued identity document or
  • a utility bill showing a residential address located in the affected area
  • a hotel receipt
• a document with the name and address of their employer
• if applicable, proof that their workplace in the original work permit is not operational due to the wildfires, for example
  • a signed letter from their employer on company letterhead
  • a media article showing their workplace is not operational
  • a copy of a notice posted on their company’s website

Existing work permit holders: As the public policy provides more time for foreign nationals to renew their work permits, those who have submitted a renewal application and have requested consideration under the public policy will be authorized to continue working under paragraph R186(u) as long as they continue to work under the same conditions of their expired permit.

Students: A student’s residence or designated learning institution (DLI) may be impacted by the wildfires. To identify themselves as “affected students,” applicants should provide evidence such as:

• a signed letter (attestation) explaining how the wildfires affect them
• if applicable, a copy of their proof of residence or temporary stay in the affected area, for example
  • a government-issued identity document
  • a utility bill showing a residential address located in the affected area
  • a hotel receipt
• the name and address of their DLI
• if applicable, proof that their DLI is not operational due to the wildfires, for example
  • a signed letter from the DLI on school letterhead
  • a media article
  • an email to students stating that classes are suspended
  • a copy of a notice posted on the institution’s website

The client must continue to have valid status as a student in Canada to be able to return to class once the school has re-opened. If the client needs to apply to extend their study permit, they must include a letter from the registrar of their designated learning institution explaining the situation.

Restoration period: Under these special measures, the minister has waived the requirement under section 182 for an affected visitor, worker or student who had valid status on May 6, 2023 and which expires by November 30, 2023 to apply for restoration within 90 days after losing temporary resident status. Further, affected applicants are exempt from the requirement to pay the fee for restoration of status under subsection R306(1), for restoration applications made between the date the public policy takes effect and November 30, 2023.

Applicants whose status expires before September 2, 2023, have until November 30, 2023, to apply to restore their status.

Applicants whose status expires on or after September 2, 2023, have the standard 90 calendar days to apply to restore their status.

The objective is to provide those affected by the wildfires with more time to restore their temporary resident status, if needed.

Proof of citizenship

Affected Canadian citizen: These special measures apply only to persons directly affected by this emergency situation and it remains the responsibility of those persons to identify themselves as such. To identify themselves as “affected persons,” applicants should provide

• a signed letter (attestation) explaining how the wildfires affect them
• a copy of their proof of residence or temporary stay in an affected area, such as
  • a government-issued identity document or
  • a utility bill showing a residential address located in the affected area
  • a hotel receipt

Citizenship certificate replacement: To request replacement citizenship certificates, affected Canadian citizens must follow standard procedures, but the proof of citizenship application fee ($75) for the replacement should not be charged to the applicant.

Applications submitted online through IRCC Secure Account (MyAccount) require clients to pay the proof of citizenship application fee upfront. As such, if the officer determines that the client is eligible for a replacement proof of citizenship under these special measures, a refund may be issued for the paid fee only once a remission order is obtained. Refer to Fee waivers and refunds for further guidance.

Fee waivers: Under these special measures, the following fees related to citizenship documentation replacement will not be collected:

• Replacement Certificate of Citizenship (proof) ($75)

Canadian passports, certificates of identity or refugee travel documents

These special measures also apply to Canadian passports, certificates of identity and refugee travel documents. For further information on the Passport Program’s eligibility and document requirements, officers should refer to the instructions provided in Passage.

Fee waivers: Under these special measures, the following fees related to passport and identity documentation replacement will not be collected:

• adult certificate of identity ($235)
• child certificate of identity ($141)
• adult refugee travel document ($95)
• child refugee travel document ($57)
• expedited services – call back ($ 335)
• urgent service ($110)
• express service ($50)
• pick-up service ($20)
• replacement of lost or stolen passport or travel document ($45)
• transfer fee (to transfer passport application from one office to another) ($45)
• consular fee levied on adult passport or travel documents ($25)

Permanent resident cards

Affected permanent residents of Canada: These special measures apply only to persons directly affected by this emergency situation and it remains the responsibility of those persons to identify themselves as such. To identify themselves as “affected persons,” applicants must provide a completed Solemn declaration concerning a lost, stolen, destroyed or never received permanent resident card (PDF, 2.17 MB) in addition to their completed application for a PR card.

PR card replacement: These special measures apply only to applications to replace lost, damaged or destroyed PR cards for clients who have had a PR card issued in the last 5 years. To request replacement PR cards, affected Canadian permanent residents must follow standard procedures, but the application fee ($50) should not be charged to the applicant. Refer to Fee waivers and refunds for further guidance.

Initial PR applications and renewal applications for existing PRs are not covered by these special measures and are to be processed under regular procedures. Standard fees and requirements apply.

PR card priority processing procedures: When an application is received under these special measures and the client requested priority processing, the officer must

• add the following note in the GCMS: “Priority Processing: Wildfires 2023”
• follow the usual “urgent” process to notify Canadian Bank Note accordingly, including:
  • restrict auto-approval, where necessary
  • manual approval of the application
  • use of “Urgent” flag in GCMS
  • manual submission of card request

Fee waivers: Under these special measures, the following fees related to permanent residence documentation replacement will not be collected:

• permanent resident card ($50)

Biometrics requirement: Permanent resident applicants may be required to provide their biometrics when they apply for a replacement PR card if they were previously exempt because they were under the age of 14 years at the time of their application. However, they are not required to pay the biometric collection fee. Refer to Fee waivers and refunds for further guidance.

Fee waivers: Under these special measures, the following fees related to biometric collection will not be collected:

• biometrics fee ($85)
• biometrics fee – maximum fee for family ($170)

Replacement of an immigration document (verification of status)

These instructions apply to those needing to replace a

• record of landing (IMM 1000)
• confirmation of permanent residence (IMM 5292 or IMM 5688)
• valid temporary resident document (work permit, study permit, or visitor record)
• temporary resident visa
  • temporary resident visas must be valid for 30 days or more

Affected persons: These special measures apply only to persons directly affected by this emergency situation and it remains the responsibility of those persons to identify themselves as such. To identify themselves as “affected persons,” applicants should provide evidence such as

• a signed letter (attestation) explaining how the wildfires affect them
• a copy of their proof of residence or temporary stay in an affected area, such as
  • a government-issued identity document or
  • a utility bill showing a residential address located in the affected area
  • a hotel receipt

Immigration document replacement: To obtain a VOS document or replacement of a valid temporary resident document, affected clients must follow standard procedures, but the application fee ($30) is waived under these measures. Refer to Fee waivers and refunds for further guidance.

Incomplete applications

If the client indicated in their application that they are unable to provide documentation to demonstrate that they were affected by the wildfires, the officer can provide an extension for the client to provide the documents, on a case-by-case basis.

Non-compliance for non-reply to requests for additional information: People have been displaced as a result of this crisis and may not be reachable through the contact information they originally provided to IRCC in their applications or by other means. Decisions should not be made based on the fact that applicants in the affected area have not replied to requests for additional information from June 9, 2023, onwards (until the expiry of these special measures). In these instances, files should be put aside until contact with the applicant has been re-established or until these special measures expire (whichever comes first).

Immigration medical examinations

New immigration medical examinations are not required for replacement of lost or destroyed documents, nor are they required specifically as a result of this crisis situation. Standard screening requirements apply, and applicants must complete an immigration medical examination for officers to finalize an application where required. A complete list of panel physicians is available on the IRCC website. Panel physicians are independent from IRCC, and the department does not control whether they charge or how much they charge for an immigration medical examination.