Roles and responsibilities of offices processing in Canada applications for permanent residence

Most applications for in-Canada processing for permanent residence are submitted to a Case Processing Centre (CPC) in Canada. The office processing the application is responsible for reviewing the application and making a determination on whether the principal applicant and dependents meet the required program eligibility criteria and is not inadmissible. In order to render a decision on the application, this may require that the processing office refer an overseas dependent to an overseas migration office for processing.

H&C applications are an exception and are processed entirely in Canada by Humanitarian Migration (HM) offices. HM offices do not refer non-accompanying overseas dependants to the overseas migration office for examination. Assessments are initiated and completed in Canada.

On this page

• Referring overseas dependents to the overseas migration office
• Role and responsibilities of the CPC
• Role and responsibilities of the in Canada IRCC office
• Role and responsibilities of the overseas migration office
• Learn more

Referring overseas dependents to the overseas migration office

In order to ensure that resources are focused on applications which require the most attention after assessing the application of the principle applicant and dependents for eligibility, the CPC or in Canada IRCC may request that the overseas migration office conduct an assessment of the overseas dependents if:

• the processing office has concerns regarding fraud or misrepresentation;
• the case is complex;
• the processing office is unable to verify the relationship between the overseas family members and the in-Canada applicant;
• specialized knowledge is required from the overseas migration office or
• there are serious criminality or security concerns, as described in section A34, A35, A36(1) or A37

If processing at an overseas migration office is required the CPC or the in Canada IRCC will notify the appropriate overseas migration office with details of all eligible family members to be processed for each case by creating a verification activity in the Global Case Management System (GCMS) and assigning it to the responsible overseas migration office.

The application of the principal applicant in Canada cannot be finalized without the results of the processing of any family members residing abroad except for protected persons.

Role and responsibilities of the CPC

Most in-Canada applications for permanent residence, including sponsorship applications, are submitted to a CPC in Canada. Applications for certain smaller programs are received by the Domestic Network. All applicable processing fees are also submitted with the application, although, in some instances, the principal applicant may choose to pay the right of permanent residence fee (RPRF) at a later date, or, in exceptional circumstances, to have family members pay their RPRF through the overseas migration office. The CPC will:

• review all applications for completeness (including correct payment of fees for both the principle applicant and for family members to be processed concurrently;
• issue medical instructions for principle applicant and overseas dependants;
• initiate background examination (security and criminality);
• scan and upload into GCMS the family members' application forms (including Schedule A) and documents (police certificates, marriage certificates, birth certificates, etc.), include up-to-date contact information for family members, (a telephone number, an email address and a physical address if possible;
• triage applications for processing – for most categories straightforward non-complex applications are processed at a CPC;
• transfer applications that require an interview or additional processing to an in Canada IRCC;
• for applications processed at a CPC, asses program eligibility and admissibility, confirm identity and verify relationship between the principal applicant and family members;
• for applications processed at a CPC, make a final decision about the eligibility and admissibility of the primary applicant and dependent family members;
• where required request concurrent processing of family members overseas;
• send letters (procedural fairness, refusal, etc.) to the principal applicant if required;
• send a “ready for visa” letter, using the appropriate overseas migration office’s letterhead, to the dependant or representative instructing them to submit a passport-sized photograph meeting departmental specifications and (if a visa is required) their passport to the visa office;
• advise the overseas migration office when the PA and any family members in Canada have been granted permanent residence in Canada so it can issue visas to the accompanying family members abroad.

Role and responsibilities of the in Canada IRCC office

When an application has been transferred to a local in Canada IRCC for additional processing or an interview the local IRCC will:

• interview applicants, where necessary
• conduct investigation as deemed appropriate
• asses program eligibility and admissibility, confirm identity and verify relationship between the principal applicant and family members;
• where necessary request concurrent processing of the family members overseas;
• send letters (procedural fairness, refusal, etc.) to the principal applicant if required;
• make a final decision about the eligibility and admissibility of the primary applicant and dependent family members;
• send a “ready for visa” letter, using the appropriate overseas migration office’s letterhead, to the dependant or representative instructing them to submit a passport-sized photograph meeting departmental specifications and (if a visa is required) their passport to the visa office;
• advise the migration office when the principal applicant and any family members in Canada have been granted permanent residence so it can issue visas to the accompanying family members abroad;
• After the landing, local office will make sure that the COPR is in the correct print-queue and that the RFV is sent.

Role and responsibilities of the overseas migration office

When the overseas migration office receives an application from the CPC or an in Canada IRCC for concurrent processing for any family members who are to be assessed abroad for eligibility and admissibility, it will do the following:

• contact the family members directly and request any additional documentation, if required;
• assess eligibility, confirm identity and determine relationship and whether or not they are family members;
• complete inter-office verification in GCMS to advise the CPC or in Canada IRCC of the outcome of any interview, medical examination, or criminality and security checks or to inform the CPC or in Canada IRCC if any applicants are found to be ineligible or inadmissible
• in exceptional circumstances, collect the RPRF for family members abroad, if it has not yet been paid to the CPC in Canada;
• issue visas to the accompanying family members abroad who meet all the requirements.