Caring for children and caring for people with high medical needs classes: Putting an application into process

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.

Following a positive completeness check, the Case Processing Centre in Vegreville (CPC-V) does the following:

  • create a file in the Global Case Management System (GCMS);
  • enter “CG” for a caring for children class application or “HMN” for a caring for people with high medical needs class application in the Category field in GCMS;
  • cost recover the applicable processing fees and enter confirmation in GCMS;
  • record the GCMS file number on the paper file;
  • send an acknowledgment of receipt to the applicant informing them that their file has been placed into processing.

The “application received” date at the CPC-V is the lock-in date. Processing offices should therefore not change the “application received” date entered by the CPC-V at file creation.

Note: There is nothing to preclude an applicant from having more than one application in process at the same time. For example, an individual may choose to submit applications under both the live-in caregiver class and the caring for children class should they meet the requirements of both. However, if accepted under more than one class, the applicant must choose the one under which permanent status will be granted. An applicant may choose to withdraw an application and obtain a refund if processing has not started. If processing has started, an applicant may choose to withdraw one of their applications. For example, an individual who has received approval-in-principle under the live-in caregiver class may choose to withdraw an application that remains in process under the caring for children class.

Processing family members

The CPC-V processes the applications for any family members in Canada as well as any family members overseas serviced by the visa office in ManilaFootnote 1. However, when there is a great deal of complexity surrounding these overseas dependants, their files are transferred to the Manila visa office for processing.

All other family members outside Canada are processed by the responsible visa office. In these cases, the CPC-V sends a memo or an email to the visa office in order to initiate concurrent processing of the family members. The CPC-V

  • enters the required information from the application in GCMS (i.e., medical admissibility) and adds the visa office as the secondary office;
  • scans and uploads into GCMS the family members’ application forms (including Schedule A) and documents (police certificates, marriage certificates, birth certificates, etc.);
  • confirms that fees have been paid for family members to be processed concurrently;
  • provides up-to-date contact information for family members, including a telephone number and email address, if possible.

The visa office then contacts the family members directly and requests any additional documentation, if required.

Note: The physical file remains at the CPC-V. Visa offices should use scanned copies of the documents for verification purposes, when possible, rather than the original documents. If a document is missing from GCMS, the visa office may request that the CPC-V scan and upload into GCMS the document. However, if it is deemed necessary, the original documents may also be requested from the CPC-V. The visa office must send an email to the CPC-V requesting a transfer of the original documents.

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