ARCHIVED – Operational Bulletin 379 - January 31, 2012

This section contains policy, procedures and guidance used by Immigration, Refugees and Citizenship Canada staff. It is posted on the Department’s website as a courtesy to stakeholders.

Introduction of the Plain paper – Confirmation of Permanent Residence Document

Summary

The purpose of this Operational Bulletin (OB) is to introduce a new version of the Confirmation of Permanent Residence (CoPR) document, designated as IMM 5688.

Effective February 4, 2012, CoPR documents resulting from cases processed in the Global Case Management System (GCMS) will be printed on plain paper, rather than IMM 5292 stock. The new document format will require processing changes. This OB outlines the new document features and updated workflow procedures for issuance and processing of the document.

Background / Rationale

Increased reliance on plain paper documents is one element of Citizenship and Immigration Canada’s (CIC) modernization agenda. Plain paper documents reduce costs associated with the procurement, storage and tracking of commercially printed documents. They are available on demand as required, for minimum cost. Elimination of multiple copy documents and carbon paper is ecologically sound and reduces waste. Elimination of processing and handling costs associated with hard copy archiving will allow better use of CIC resources, while supporting the transition to e-storage.

Document Features

The new CoPR contains new data fields and formatting that are easier to understand. While the IMM 5292 version of the CoPR has many fields with numeric values that correspond to relevant client data, the new CoPR has all fields populated with plain language text. The data fields are designed to contain the necessary information to enable CIC and Federal/Provincial departments to provide services. Note that not all data from the previous CoPR will appear on the new version. However, the data remains available in GCMS. To maintain consistency with the current IMM 0008, the Country of Last Permanent Residence field has been renamed Country of Residence.

Issuance Procedures

Effective February 4, 2012, the CoPR document, issued to successful permanent residence applicants processed in GCMS, will be printed on legal size plain paper stock, rather than IMM 5292 stock. This applies to cases processed within Canada, as well as those processed through visa offices. Note that the scanning process requires standardized 8.5” by 14” paper. In the event that missions are unable to source this paper locally, it may be ordered through Information Management and Technologies Branch (IMTB).

Use of the IMM 5688 CoPR will apply only to cases processed through GCMS. Cases initiated in Field Operations Support System (FOSS) or Computer-Assisted Immigration Processing System (CAIPS) will continue to use the current IMM 5292 version of the CoPR. This means that there will be an extended transition period where both of these documents will be in place for documentation of new permanent residents (PR). There are no major changes to the processing of those cases processed with IMM 5292 forms.

New CoPR Form

The new CoPR form, designated IMM5688, will automatically print from GCMS with two pages, one labelled ‘CIC Copy’ and one labelled ‘Client Copy’. The issuing office will continue to mount a photo of the holder at the indicated place on the CIC Copy. Note that the plain paper version of the form does not have an integrated adhesive photo patch. A photo patch (double-sided tape) will need to be applied to the form in order to secure the photo. IMTB will be maintaining a supply of standardized photo patches as a regular stock item. Supplies are expected to be available for distribution in March 2012. CIC processing offices (domestic and international) should use standard order forms to order the patch. In the interim, glue sticks may be used to attach photos. Processing staff are asked to ensure that glue is not applied outside of the designated photo area. The photo should not be stapled to the form.

Note that specifications for the client photo are not changing. Photo specifications are attached for reference (Appendix A).

The IMM 5688 CoPR document does not include a shaded signature box. This special feature was designed to assist with digital data capture of the client signature for PR Card production. This is no longer required as PR Cards issued after February 4, 2012 will not display the client signature.

Port of Entry (POE) / CIC Processing

The officer granting PR status will complete the required data fields on both the CIC Copy and Client Copy of the IMM 5688, and will sign and date both copies. Any amendment to the CIC Copy should also be reflected on the Client Copy. Clients will also sign and date both copies of the form to verify that the information is true and to acknowledge terms and conditions. The FOSS record will be updated for those cases processed in FOSS and if the processing is being completed at a local office where the application is in GCMS, the record should be updated in GCMS and a new IMM 5688 issued to the client.

Note that the officer should follow strictly the following procedure when finding that a clerical error has been made on the IMM 5688 Confirmation of Permanent Residence document – it is the same procedure described in the Enforcement manual, Chapter 4, section 12.6, for correcting clerical errors on the IMM 5392B Confirmation of Permanent Residence document:

Both the CIC Copy and Client Copy of the IMM 5688 should be corrected to bring them into agreement with the bio data in the passport or travel document. The correction should be made by placing an asterisk beside the error and notating the correction in the remarks section of both copies of the IMM 5688. Any corrections made should also be reflected in the remarks in FOSS.

The Client Copy does not require a photo of the holder. Once PR status has been granted at the port of entry or inland CIC office, the Client copy will be issued to the client as an historical record. New PR will continue to receive their official status document (PR card) through the mail within six to eight weeks of being granted PR status. Prior to receipt of the PR Card, interim arrangements for status verification within Canada may include presentation of the Client copy of the IMM 5688 together with the passport.

Distribution

Following processing at the POE or CIC office, the CIC copy of the IMM 5688 will be forwarded to the Case Processing Centre (CPC)-PR Card in Sydney for digital data capture of the clients’ photo, as required for production of a PR Card. To avoid complications in the scanning process, it is important that the document not be folded. There will not be a National Headquarters (NHQ) copy with the IMM 5688 version of the CoPR, as the CIC Copy and GCMS record will serve as the archival record.

Existing procedures will be followed for cases where processing was initiated through FOSS or CAIPS. These cases will continue with issuance of the CoPR printed on IMM 5292 stock. The only processing change is that it will no longer be necessary to have the client sign within the green shaded signature box. The client will continue to sign the IMM 5292 CoPR in the designated places to verify that information recorded on the form is correct and to acknowledge terms and conditions. Distribution of the form will remain the same with Part 1 sent to CPC Sydney, Part 2 sent to NHQ Records for archiving, and Part 3 issued to the client.

At CPC Sydney, a quality review is undertaken to ensure the FOSS or GCMS record is complete and accurate and that the photo complies with specifications.

Contacts

For further information on these procedures, please contact Operational Information Management Division (OMC) at OMC-GOC-Immigration@cic.gc.ca.


Appendix A – Photo Requirements

The two photos must:

  • have a 35 mm x 45 mm (1 3/8 x 1 3/4″) finished size;
  • measure between 25 mm and 30 mm (1” and 1 1/5”) from chin to crown (top of head);
  • have been taken within the last 12 months to ensure an up-to-date likeness;
  • have the date the photo was taken written directly on the back of one of the photo;
  • be clear and well defined;
  • be taken against a plain light background without shadows; and
  • present a front view of the person’s head, showing the full face in the middle of the photo

    Appendix A – Photo Requirements and Date photo was taken – mesurments and instructions quoted above in the text

  • Note that photos may be either black and white or colour. Religious head coverings may be worn, as long as the full facial features are visible. Non-tinted or tinted prescription glasses may be worn as long as the eyes are clearly visible and not hidden by glare on the lens. Sunglasses are not acceptable. The face must be square to the camera with a neutral expression and with the mouth closed.
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