Protected persons: Processing applications for permanent residence – application intake and completeness
This section contains policy, procedures and guidance used by IRCC staff. It is posted on the department’s website as a courtesy to stakeholders.
On this page
- Date of the application
- Application completeness
- Approval in principle
- If an applicant fails to respond to a request
All protected persons applications for permanent residence must be submitted online or on paper to the Case Processing Centre in Mississauga (CPC-M).
Protected persons in Canada are encouraged to submit complete applications for themselves and all their dependent family members (both in Canada and abroad) at the same time through the Permanent Residence Portal or on paper. Once eligibility of the principal applicant is assessed, the primary office will e-transfer the applications for overseas dependants to the appropriate visa office, so that the visa office can commence with processing or request applications for permanent residence if they have not yet been submitted.
If documents are incorrectly submitted to CPC-M instead of the visa office, or to the visa office instead of CPC-M, the receiving office will accept the documents, ensure they are uploaded to the Global Case Management System (GCMS), and alert the appropriate office.
Date of the application
A paper application is considered to be made on the day that it is received at CPC-M, as long as it meets the requirements of section 10 of the Immigration and Refugee Protection Regulations (IRPR) and includes evidence that the relevant cost recovery fees have been paid. An online application is considered to be made on the day it is submitted via the Permanent Residence Portal, as long as it meets the requirements of section R10 and includes evidence that the applicable cost recovery fees have been paid.
Applications and the supporting documentation must be reviewed to ensure that
- the Generic Application Form for Canada [IMM 0008E (PDF, 664 KB)] is fully completed and signed by the principal applicant;
- For online applications, this is a digital form and includes the questions from paper form IMM 0008DEP (Additional Dependants/Declaration).
- the Schedule A – Background / Declaration form [IMM 5669 (PDF, 1.52 MB)] is fully completed by the principal applicant and all family members over 18 years of age, whether accompanying or not;
- For online applications, this is a digital form.
- the Schedule 14 – Protected Persons and Convention Refugees form [IMM 0008] is fully completed by the principal applicant and all family members over 18 years of age who have also been found to be a protected person;
- the Additional Family Information form [IMM 5406 (PDF, 2.23 MB)] is fully completed by the principal applicant and all family members over 18 years of age, whether accompanying or not;
- For online applications, this is a digital form.
- the principal applicant has enclosed the following documentation:
- 1 passport-sized photograph of the principal applicant and each accompanying family member,
- photocopies of the principal applicant’s passport, travel document or identity documents, as well as those of accompanying family members, and
- documents that prove the relationship between the principal applicant and the accompanying family members;
- a photocopy of proof of protected person status is included:
- the Notice of Decision letter from the Immigration and Refugee Board (IRB) indicating the principal applicant is a protected person or the decision letter and verification of status document from a senior immigration officer indicating the principal applicant is a protected person, or
- the temporary resident permit or Minister’s permit indicating the principal applicant is a member of the protected temporary residents (PTR) class; and
- the applicable cost recovery fee has been submitted;
- if applicable, the Authority to Release Personal Information to a Designated Individual form [IMM 5475 (PDF, 1.74 MB)] or the Use of a Representative form [IMM 5476 (PDF, 1.48 MB)] is completed.
Note: Members of the PTR class are exempt from paying the cost recovery fee.
Although the principal applicant is instructed to provide a copy of the Notice of Decision from the Refugee Protection Division (RPD), the Global Case Management System (GCMS) should be checked to verify that the claimant has been determined to be a protected person. If this information is not available in GCMS, the responsible IRB office should be contacted for clarification.
Similarly, although the decision letter and verification of status document issued by a senior immigration officer is valid proof that the person is a protected person, the officer should ensure that the decision was also entered in GCMS. If the information is not available in GCMS, the office holding the file should be contacted for clarification.
Although it is not mandatory, all protected persons who apply for permanent residence in Canada and wish to include their dependent family members in their application are encouraged to submit completed application forms and required documents for their dependent family members along with their own completed application forms to the CPC-M using the online portal or on paper. The principal applicant may submit applications for family members at any point during the processing of their application for permanent residence.
If the principal applicant has not provided completed applications for their dependants abroad, CPC-M will inform the principal applicant so that they have the opportunity to submit these forms. The principal applicant provides the completed forms for their dependants abroad via IRCC Secure Account, web form, or mail.
Dependent family members who are included in a protected person’s application for permanent residence in Canada are required to sign a Use of a Representative [IMM 5476 (PDF, 1.48 MB)] form authorizing the protected person in Canada to act on their behalf for the purpose of processing their application for permanent residence. However, if there is a representative on file for the whole family, the principal applicant is not required to complete this form.
If the application meets all the criteria for completeness, the following steps are to be completed at the CPC-M:
- enter the application information in GCMS
- recover all required fees
- recover the biometric fee and send the biometric instruction letter (BIL)
- If the biometric fee was required but not paid, CPC-M requests the biometric fee, and sends the BIL once the applicant submits the biometric fee.
- send the acknowledgement of receipt
- put the application into the processing queue
Once the application has entered processing, the processing fees are no longer refundable.
Processing staff are to adopt a facilitative approach when reviewing applications for completeness where possible, and request missing information or documentation. The application should not be returned if completed application forms for declared family members overseas are not enclosed, as this is not mandatory. The principal applicant may submit applications for family members at a later stage of their processing.
If a rejection is warranted, processing staff are to return the application package with the rejection letter to the principal applicant. For online applications, processing staff are to send only the rejection letter to the principal applicant via email.
Approval in principle
Once a protected person is considered eligible to apply for permanent residence, the primary office should advise them by sending the approval in principle letter. This letter is used to request any further information required to process the case (e.g., identity or relationship documents, supplementary forms for background checks, medical information). Accompanying dependants who are in Canada should also be listed on the approval in principle letter.
If the applicant lives in Quebec, a Quebec Selection Certificate (CSQ) may be required. The IRCC office must complete and encrypt the transmittal slip (available in the GCMS T-drive) with the password provided. The IRCC office must send the encrypted transmittal slip via e-mail to the Ministère de l’Immigration, de la Francisation, et de l’Intégration (MIFI).
Note: A protected person [R175] who has been determined to be a Convention refugee by the IRB does not require a CSQ, although one is usually issued. Other protected persons residing in Quebec do require a CSQ in order to be granted permanent residence.
If an applicant fails to respond to a request
When an applicant fails to provide the information necessary for approval, whether by not providing requested documentation or by failing to attend their landing interview, their application may be refused.
Because of the significant consequences of a refusal (e.g., forfeited fees, the need to reapply), applicants should be given ample opportunity to comply. Officers should use their discretion to determine deadlines for submitting documents or information, as well as to provide extensions when requested. Landing interview no-shows should be given a second chance.
At stage two, a letter explaining how the applicant can prevent the refusal of their application should be sent to the applicant’s last known address, and a copy should be sent to their authorized representative, if applicable.
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