Delegations and approvals needed for a citizenship ceremony

When planning a ceremony, citizenship staff may need to submit a request for a certain kind of delegation or obtain approval to invite or work with a particular individual or organization.

On this page

• Requesting delegations for citizenship ceremonies
• Requesting approval to invite or work with an individual or organization

Requesting delegations for citizenship ceremonies

Delegation authority

As per the delegation instrument, the Registrar of Canadian Citizenship provides the necessary delegations for citizenship ceremonies.

How long approvals take

The Registrar of Canadian Citizenship responds to requests for a delegation within one business day. If an urgent delegation is required (same day), the officer should contact the Registrar of Citizenship immediately by sending an email to NHQ and including “urgent” in the subject header of the email.

What requires delegation by the Registrar

• Delegation to preside over a ceremony (administer the oath and present citizenship certificates). For more information, refer to Working with volunteer presiding officials.
• Delegation for the oath to be taken other than at a citizenship ceremony (private citizenship ceremony).
• Delegation to administer the oath in private to accommodate candidates wearing a face covering. For more information, refer to the “Accommodation for candidates wearing full or partial face coverings” section.
• Delegation to present citizenship certificates. For more information, refer to Presentation of certificates at large “mega” ceremonies.

Requesting approval to invite or work with an individual or organization

Requests for approval to invite or work with certain individuals or organizations are approved by NHQ.

Procedure for those who require approval

Officers should enter all ceremony information in the Global Case Management System (GCMS), which produces the weekly report in the ceremony list when requested by NHQ on a regular basis.

Prominent guest

Time required for approval: two business days.

• Officers should fill out the NPG form [CIT 0503] and send it to NHQ.
• Once approval has been obtained, officers should include the name of the prominent guest in GCMS.
• Exception: Although Canadian Forces members, elected officials and senators are prominent guests, officers should not fill out the NPG form for these individuals.

Refer to the definition of a prominent guest.

Non-elected representative for an elected official

Time required for approval: two business days.

• Officers should fill out the NPG form [CIT 0503] and send it to NHQ.
• Officers should indicate the non-elected representative’s title in the NPG form.
• Once approval has been obtained, officers should include the name of the non-elected representative in GCMS.

Refer to Working with elected officials.

Procedure for those who do not require approval

Elected official (i.e., member of Parliament, member of the Provincial Parliament, member of the Legislative Assembly, mayor) or senator

• No NHQ approval is necessary. Officers should not fill out the NPG form.
• Officers should include the name of the elected official or senator in GCMS.

Refer to Working with elected officials and Working with hosts and sponsors, section “Guidelines for hosts and sponsors”.

Canadian Armed Forces (CAF) member

• No NHQ approval is necessary. Officers should not fill out the NPG form.
• To invite a CAF member, officers should follow the instructions on the Procedure page, under the section “Contacting a CAF member”.
• Officers should include the name of the CAF member in GCMS.

Volunteer

• No NHQ approval is necessary if the volunteer is not speaking.
• If the volunteer is speaking at the ceremony, they are considered a prominent guest and the NPG form [CIT 0503] must be filled out.

Refer to Working with volunteers and the definition of a volunteer.

Procedure for individuals or situations that may require approval

Veteran

• In some situations, when working with veterans, officers may require approval. Officers should follow the instructions on contacting a veteran and should not fill out the NPG form.
• Officers should include the name of the veteran in GCMS.

Royal Canadian Mounted Police (RCMP) (or police member)

• When an RCMP (or police) officer is invited as a guest speaker, they are considered a prominent guest and approval is required. Officers should fill out the NPG form [CIT 0503].
• When an RCMP (or police) officer is invited to perform opening and closing ceremony duties only,
  • no NHQ approval is necessary, and officers should not fill out the NPG form;
  • officers should follow the instructions in Working with the RCMP and other police forces;
  • officers should include the name of the RCMP officer in GCMS.

Host organization

• Generally, no NHQ approval is necessary.
• Officers should include the name of the host well in advance in the ceremony list and GCMS.
• Officers should follow the instructions in the “Guidelines for hosts and sponsors” section and the “Host responsibilities” section.
• If an officer is uncertain if they should work with a particular host organization, they should contact NHQ.

Citizenship staff must inform their Regional Communications representative of all enhanced ceremonies as they

• may determine that a media advisory should be prepared;
• can provide guidance regarding gifts, posters and news releases.

Refer to Working with hosts and sponsors and the definition of a host.

Sponsors

Note: A sponsor cannot be involved in a ceremony without a host.

• Generally, no NHQ approval is necessary.
• If an officer is uncertain if a particular sponsor should be involved with a ceremony, they should contact NHQ.

Refer to Working with hosts and sponsors and the definition of a sponsor.

Gifts

• Generally, no NHQ approval is necessary if citizenship staff follow the guidelines found in Gifts and promotional products during citizenship ceremonies.
• If an officer has concerns or questions about certain gifts, they should contact NHQ.