Change of sex or gender identifier due to a clerical or administrative error made by IRCC (identity management)

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.

This page explains what to do if an error is discovered by an IRCC officer.

Errors on historical records

Historical records, such as immigration records of landing and Confirmation of Permanent Residence (COPR) documents, are not amended unless a clerical or administrative error has been made by IRCC. If an IRCC officer discovers a clerical or administrative error made by IRCC, they must make a change to match the sex or gender identifier printed on the primary document without a request from the client, per subsection 6(2) of the Privacy Act.

If an error is detected after document issuance, the officer must do the following:

  1. Contact the client to notify them of the error and request that they return the existing IRCC document to the office that is processing their application. Ask the client to write “Admin Error” on the envelope, so the processing office can triage the request faster.
  2. Upon receiving the IRCC document, correct the sex or gender identifier in the Global Case Management System (GCMS).
  3. Ensure that a client note is entered in GCMS and that the erroneous sex or gender identifier is marked as entered in error.
  4. Cancel the previous document.
  5. Produce a replacement document and send it to the client. No fees are charged.

If the client cannot be reached, the officer must do the following:

  1. Enter a client note in GCMS indicating that the sex or gender identifier is erroneous. The data field should not be changed at this time.
  2. When the client contacts IRCC for a subsequent service, notify them and correct the sex or gender identifier in GCMS and on their new document.

If an error is discovered by a client

A client may submit an official request to amend any of the following:

  • certificate of Canadian citizenship
  • immigration record of landing
  • COPR
  • valid temporary resident document

If it is determined that IRCC made a clerical or administrative error, the officer must do the following:

  1. Correct the sex or gender identifier in GCMS.
  2. Ensure that a client note is placed in GCMS and that the erroneous sex or gender identifier is marked as entered in error.
  3. Cancel the previous document.
  4. Request that the client return the existing IRCC document. Ask the client to write “Admin Error” on the envelope, so the processing office can triage the request faster.
  5. Produce a replacement document and send it to the client. No fees are charged.
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