Refugee sponsorship application: Joint assistance sponsorship (IMM 5493)

Table of Contents

• Overview
• Before You Apply
• Step 1. Gather Documents
• Step 2. Complete the Application
• Step 3. Mail the Application
• What Happens Next?
• Need help?
• Appendix A – Start-up Costs

Before you apply

Who can use this application?

This application package contains the forms and information necessary for Sponsorship Agreement Holders (SAH) and their Constituent Groups to sponsor a refugee(s) living outside Canada under the Joint Assistance Sponsorship (JAS) Program.

What is the Joint Assistance Sponsorship (JAS)?

JAS refers to a joint undertaking by the sponsoring group and IRCC to sponsor a refugee(s) requiring special assistance and whose admissibility depends upon the additional support of a sponsor.

In order to resettle successfully, these refugees may require more than a 12-month sponsorship. Consequently, a JAS is valid for up to 24 months. In exceptional cases, the visa office may request an extended sponsorship period of up to 36 months. In these cases, the sponsor must agree before the case is processed.

What is a SAH?

A Sponsorship Agreement Holder (SAH) is an incorporated organization that has signed a sponsorship agreement with the Minister of Immigration, Refugees and Citizenship. A SAH can authorize Constituent Groups to sponsor under its agreement and provide support to the refugee(s).

Each SAH sets its own criteria for recognizing Constituent Groups (who collectively will be referred to as the sponsoring group in the remainder of this application kit). The sponsoring group or its representatives must be located in the community where the refugees are destined.

Letter of approval

Before submitting a sponsorship undertaking, Constituent Groups must obtain a letter of approval from their SAH indicating that they have been given the authority to submit a sponsorship on behalf of the SAH and that their Settlement Plan has been reviewed and approved by the SAH.

Quebec residents

This application kit does not apply to the province of Quebec. Sponsors living in the province of Quebec must contact the Ministère de l’Immigration, de la Francisation et de l’Intégration (MIFI).

Before you start, ensure you are using the correct application kit. Separate application kits are available for:

• Sponsorship Agreement Holders (SAH) and their Constituent Groups (CG)
• Groups of five individuals (G5s)
• Community Sponsor (CS): Organizations which do not have a sponsorship agreement with IRCC and which are not partnered with a SAH or their CG

For more information. The other application kits may be obtained by visiting our website or by consulting the Help Centre. See “Need Help?” at the end of this guide.

Program description

Under the JAS Program, IRCC provides financial assistance to cover the cost of food, shelter, clothing and essential household goods and settlement support through funded community agencies.

The sponsor’s role is to provide orientation, significant settlement assistance and emotional support.

Refugees with special needs

Refugees sponsored under the JAS program are identified as having special needs that will likely result in a longer or more difficult period of integration.

These special needs include:

• Emotional problems resulting from the refugee experience which could include incidents of trauma or torture;
• physical or mental disability which could require treatment in Canada;
• unusual family configuration such as elderly parents, single-parent families with several young children or families consisting only of siblings, one or more of whom has assumed parental responsibilities;
• separated minors

How does it work?

JAS refugees will be matched to communities where their needs would best be met. Information considered before matching includes (but is not limited to):

• specialized services available and/or special requirements of one or more family members
• location of any family members in Canada
• location of same or similar ethnic communities in Canada
• size of family
• employment
• language skills

JAS refugees will not be matched to communities that cannot provide required settlement services (such as programs or services to address the needs of refugees who have medical disabilities etc.). There should be a Service Provider Organization (SPO) available in the community to provide financial and basic orientation.

Role of the local IRCC centre

The local IRCC centre is responsible for deciding whether to approve the match of a sponsoring group with a special needs case. Thus it is the officer who decides whether a match is “successful” or not. Sponsoring groups are advised to demonstrate that they have sufficient experience to accommodate the refugee’s special needs and that their community offers settlement services that are well-suited to the particular needs of the refugee applicant.

Matching a Sponsoring Group with a Refugee(s)

The Resettlement Operations Centre – Ottawa (ROC-O) assembles and co-ordinates an inventory of refugees who require a Joint Assistance Sponsorship. These refugees have already been interviewed by a visa officer and are determined to be eligible for resettlement in Canada.

ROC-O posts the refugee’(s) profiles on a secure Web site accessible only to Sponsorship Agreement Holders (SAHs), the ROC-O and local IRCC centres in order to facilitate the matching process.

Using the secure Web site

• SAHs may check the secure website for a suitable profile and may provide the downloaded profile(s) to their sponsoring groups for consideration (where applicable).
• If after reviewing the profile the group is interested in sponsoring a particular case, the next step is for the sponsoring group to request a more detailed profile from the local IRCC centre.
• The SAH may be instructed to contact the Resettlement Operations Centre – Ottawa (ROC-O) for additional settlement information.
• The sponsoring group will make its final decision based on a review of the detailed profile. They must inform their local IRCC centre as soon as possible whether they are committed to sponsoring the particular case.
• The final step is to complete the JAS sponsorship undertaking (IMM 1324), attach the detailed refugee profile to the application and submit all necessary documents to the ROC-O.

The matching process at the Resettlement Operations Centre – Ottawa

If no suitable profile is found on the Web site or if a sponsoring group does not access the Web site, the completed Request for a Joint Assistance Refugee Profile (IMM 5504) should be submitted to the local IRCC who will forward the request to the Resettlement Operations Centre – Ottawa (ROC-O) to keep in their inventory until a match can be made. The Request for a Joint Assistance Refugee Profile contains information on the sponsoring group’s community and on the type of refugee case the group wishes to sponsor.

• The ROC-O assembles and co-ordinates an inventory of sponsoring groups requesting a refugee profile and attempts to match the sponsoring groups with a refugee(s).
• When the ROC-O is able to make a potential match, they will refer the detailed profile to the local IRCC centre who will refer the profile to the SAH for discussion with the sponsoring group (where applicable).
• The sponsoring group should review the detailed profile and notify their local IRCC centre as soon as possible whether they are committed to sponsoring the particular case. Prior to confirming their commitment, the sponsoring group must confirm with the local IRCC centre that the case is still available.
• The final stage is for the sponsoring group to complete the JAS sponsorship undertaking (IMM 1324), attach the detailed refugee profile to the application and submit all necessary documents to the ROC-O.

Matching Process – General

Sponsoring groups are encouraged to arrive at a decision as soon as possible. More than one sponsoring group may review a particular detailed profile at a time. However, before confirming a commitment to accept the case, sponsoring groups must confirm with their local IRCC office that the case is still available.

• Profiles must be matched with a sponsoring group within six months or they will be referred back to the visa office for referral to another country for resettlement.
• Delays in obtaining medical or security results or difficulties making travel arrangements can delay the arrival of the refugee(s).
• On average, refugee(s) under the JAS program will arrive in Canada within seventeen weeks from the date the sponsorship is approved by IRCC.

Step 1. Gather documents

What documents are required?

The section below outlines the documents that you need to include with your application. You may also use the Document Checklist (IMM 5495) which you can find in this package to assist you gathering the necessary documentation.

Note: If any of the required documents are missing, or photocopies are not clear, your application may be returned to you.

Document #1 - Letter(s) of approval from the Sponsorship Agreement Holder (if applicable)

Constituent Groups must obtain a letter of approval from their SAH indicating that they have been given the authority to submit a sponsorship on behalf of the SAH and that their Settlement Plan has been reviewed and approved by the SAH.

Format: Original

Step 2. Complete the application

The following are the forms that must be filled out and submitted:

• Undertaking/Application for a Joint Assistance Sponsorship [IMM 1324] (PDF, 2.37 MB)
• Settlement Plan – Joint Assistance Sponsorship [IMM 5494] (PDF, 0.651 MB)
• Sponsor Assessment [IMM 5492] (PDF, 1.23 MB)
• Document Checklist – Joint Assistance Sponsorship [IMM 5495] (PDF, 0.10 MB)

Optional:

• Request for a Joint Assistance Sponsorship Refugee Profile (IMM 5504) (PDF, 604.41KB)
• Use of a representative (IMM 5476) (PDF, 648.31KB)

Note: It is a serious offence to give false or misleading information on these forms. The information you provide on your application may be subject to verification.

Complete all sections. If any section is not applicable to you, write “N/A” (“Not applicable”). If your application is incomplete it may be returned to you and processing may be delayed.

• the name of your group,
• the name of the principal refugee applicant,
• the form number (e.g. IMM 1324), and
• the number and/or letter of the section you are completing.

Undertaking/Application for a Joint Assistance Sponsorship (JAS) – Sponsorship Agreement Holder and Constituent Groups (IMM 1324)

Who must fill out this application form?

Complete this form after your group has received and reviewed the profile of a refugee(s) and is committed to sponsoring that refugee(s).

This form must be completed by the:

• The Sponsorship Agreement Holder (SAH)
• The Constituent Group (CG) (if applicable)

Section A – Sponsorship Agreement Holder

Write the name of the organization that has signed a Sponsorship Agreement with the Minister of Immigration, Refugees and Citizenship including the:

• SAH representative’s last name (surname/family name), given name
• other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames)
• date of birth
• address of the SAH, complete with the postal code
• contact details (telephone, fax and e-mail)

Section B – Constituent Group (if applicable)

Write the name of the Constituent Group and the name of the person authorized to sign the undertaking and represent the sponsoring group (if applicable), including the:

• group representative’s last name (surname/family name), given name
• other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames)
• date of birth
• address of the group representative, complete with the postal code
• contact details (telephone, fax and e-mail)

Section C – Refugee(s) Being Sponsored

This information is supplied in the refugee profile. Attach the Refugee Profile that you received.

Sponsoring groups are required to commit to sponsor the principal refugee applicant along with all family members (defined below), both accompanying and non-accompanying, at the same time of submitting the original undertaking/application.

Principal refugee applicant:

Write the:

• last name (surname/family name) – do not use initials
• given name(s)
• marital status
• date of birth
• sex
• country of birth, including the name of the town or city
• country of citizenship

Family members: spouse or common-law partner of the principal applicant, and/or any dependent children, and/or any dependent children of dependent children. See the definition of family members in the table below.

Write the:

• last name (surname/family name) – do not use initials
• given name(s)
• relationship to the principal refugee applicant- (spouse, common-law partner, son or daughter, child of son or daughter)
• marital status
• date of birth
• sex
• country of citizenship
• country of birth, including the name of the town or city

Non-accompanying family members

Sponsoring groups may wish to confirm with their local IRCC centre whether the principal applicant listed any non-accompanying family members on their application for permanent residence (IMM 0008) since the sponsorship undertaking also extends to non-accompanying family members who are eligible under the terms of the “one-year window of opportunity”.

Section D – Identification of Special Needs

Based on the information and identification of any special needs provided in the refugee profile, indicate how your group and community can assist the refugee(s) with these particular needs.

Section E – Obligations

Read this section carefully as it outlines the obligation of the sponsor. All Joint Assistance Sponsorships are for a period up to 24 months. In exceptional cases, the visa office may request an extended sponsorship period of up to 36 months. In these cases, the sponsor must agree before the case is processed.

Section F – Declaration by the Sponsor

Each party to the sponsorship must sign and date the application. By signing, the sponsoring groups declare that they understand and commit to upholding the terms outlined on the undertaking.

Section G – Relatives of Refugee(s) Living in Canada (To be completed by IRCC)

The ROC-O should complete this section based on the information given in the refugee profile. An officer will ask the refugee(s) if they have any relatives or friends in Canada. A refugee(s) is encouraged to provide this information so that a sponsoring group can be located where the refugee(s)’ friends or relatives are located.

Section H – Special Needs (To be completed by IRCC)

The refugee profile will indicate which category of special needs the refugee(s) fall under. Using this information the Resettlement Operations Centre – Ottawa (ROC-O) should check off the relevant category.

Settlement Plan– Joint Assistance Sponsorship Form (IMM 5494)

Who must fill out this application form?

This form must be completed by the:

• Sponsorship Agreement Holder (SAH)
• Constituent Group (if applicable)

What is it?

The Settlement Plan and Financial Assessment (PDF, 650.8KB) is a planning tool for sponsoring groups to formulate how they intend to deliver the various aspects of settlement assistance needed to help the refugee applicant(s) establish successfully in Canada. Where practicable, the planned arrangements should be in place before the refugee arrives.

In those instances where refugee applicants intend to live together in Canada as a family unit but are named on separate Undertakings only one Settlement Plan encompassing the entire household is required. It must, however, reflect the resettlement needs of each individual being sponsored.

Submission of Settlement Plan

Sponsorship Agreement Holders must complete a Settlement Plan for each JAS undertaking they sign but are not required to submit the form to the ROC-O (note exception below).

Constituent Groups must also complete a Settlement Plan for each JAS undertaking they sign and must submit it to their Sponsorship Agreement Holder. The SAH assesses the overall application and, when satisfied, issues a letter of approval authorizing the group to sponsor under their agreement. Both the SAH and the Constituent Group are required to retain a copy of the Settlement Plan in their files.

Section A – General information

Write the complete name of the:

• principal refugee applicant
• Sponsorship Agreement Holder
• Constituent Group (if applicable)
• Contact person

Write the details of your contact person (complete address, telephone, fax and e-mail, mailing address complete with the postal code).

Section B – Settlement Needs – Checklist

Check the box to indicate that you acknowledge that your sponsoring group is aware of all refugees’ settlement needs and will be providing the necessary settlement assistance for them.

Identify who will be providing for the settlement needs of the refugee(s) by checking the relevant box.

Where more than one party is providing for a particular need, check all boxes that apply.

Section C – Settlement Needs – Details

Answer each question in a detailed yet concise manner.

This assistance will be provided by the service providers in partnership with sponsoring groups.

Question 1

If temporarily staying with relatives, provide information on family composition of the family relatives that the sponsored refugee(s) will be staying with and what current accommodation arrangements the relatives have. Also, provide details on the time frame when you anticipate that permanent accommodation will be found and what type of accommodation you are looking for e.g. house or apartment.

Question 2

Indicate the names of the individuals that will be volunteering and what tasks they will be assisting with e.g. arrival, Social Insurance Number (S.I.N.) application, Health card application, medical appointments, etc.

Question 3a

Upon indicating the settlement agency, indicate what service(s) the refugee(s) will be obtaining from that agency e.g. Language training, translation of documents, etc.

Question 3b

If you have not contacted any agencies to provide settlement support, indicate when you plan on making this contact. If you have contacted some agencies, indicate the date, the name of the person you made contact with and in regards to what services.

Also, indicate if you have dealt with these agencies in the past and what type of services your sponsored refugees have accessed from them.

Question 4

Some contingency plans can include scenarios such as the refugee(s) was or were originally supposed to reside with a relative in Canada upon arrival; however, they choose to reside on their own for the duration of the sponsorship period. Provide some details as to how you will provide support for the additional costs that will occur. Another scenario could be that the refugee(s) choose to move to a different city. Provide some details as to how you will continue to provide the required assistance.

Section D – Signatures

All group representatives (if applicable) must sign the Settlement Plan.

Note: By signing this form, the sponsoring group is indicating that it is aware of the terms of the settlement arrangements and is committed to fulfilling them.

Sponsor Assessment (IMM 5492)

Who must fill out this application form?

This form must be completed by the:

• Sponsorship Agreement Holder (SAH) – (unless the form is kept on file with IRCC)
• Constituent Group (if applicable)

What is it?

All persons who intend to sponsor refugees must meet the sponsor eligibility criteria established by the Immigration and Refugee Protection Regulations. Each party to the sponsorship (those who sign the undertaking) must complete the Sponsor Assessment (PDF, 1.23 MB) to confirm their eligibility.

Individuals who are deemed ineligible to sponsor will have their applications returned to them. If you wish to clarify your response to a certain question, provide details on a separate sheet.

Group members may wish to submit their Sponsor Assessment in a sealed envelope to ensure confidentiality. Be advised that the local IRCC office reserves the right to require official documentation to support any aspect of your Sponsor Assessment.

Section A

Write the name of the sponsoring group (print clearly).

Section B

Write the last name (surname/family name) and given name(s) of the sponsor representative or individual sponsor (print clearly).

Section C

Write any other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames) of the sponsor representative or individual sponsor (print clearly).

Section D

Check the box to indicate if you are at least 18 years of age or older.

Section E

Check the box to indicate if you are a Canadian citizen, a registered Indian or a permanent resident.

Section F

Check the box to indicate if you or your representatives reside in the expected community of resettlement.

Section G

Check the box if you have been convicted, in Canada of the offence of murder or an offence set out in the schedule I or II of the Corrections and Conditional Release Act.

Or

Check the box if you have been convicted of an offence outside Canada that, if committed in Canada would constitute one of the offences referred to above.

Section H

Check the box to indicate if you are in default of any court-ordered support payment obligations.

Section I

Check the box to indicate if you are currently detained in any penitentiary, jail, reformatory or prison.

Section J

Check the box to indicate if you have ever been ordered to leave Canada.

Section K

Check the box to indicate if you are subject to any revocation proceedings under the Citizenship Act.

Note: You must sign and date the application.

Request for a Joint Assistance Sponsorship Refugee Profile (IMM 5504)

Who must fill out this application form?

Complete this form if your group would like to receive a refugee profile(s). If you are a Constituent Group, consult with your Sponsorship Agreement Holder before you request a profile of a refugee(s).

This form must be completed by the:

• The Sponsorship Agreement Holder (SAH)
• The Constituent Group (CG) (if applicable)

A – Type of Family/Individual You Wish to Sponsor

In this section your group can indicate limitations you have regarding family size, composition, and country of origin of the refugee(s) you can accommodate. Indicate the reasons for your limitations and/or preferences (for example: Spanish-speaking because your group has a number of people who can act as interpreters).

The Resettlement Operations Centre – Ottawa (ROC-O) will do its best to match refugees using the information provided by your group. Be aware that the more flexible your group is regarding the refugee(s) you can settle, the more quickly a potential profile can be sent to you.

B – Information on Sponsoring Group

Share relevant background information (personal and professional) about your group that will facilitate the matching process. Helpful information would include any experience or skills group members have with special needs.

C – Information on Your Community

Provide information about the receiving community. This information is essential in finding refugee applicant(s) who will adapt quickly and successfully to life in the community.

Step 3. Mail the Application

Send the document checklist

Make sure you use the document checklist and include it with your application.

What happens next?

Application process

Upon receipt of a completed and signed JAS sponsorship application, your group can expect:

• a letter from the Resettlement Operations Centre – Ottawa (ROC-O) advising if the JAS sponsorship application is approved or refused. This letter will be sent to you within 30 working days of IRCC receiving the sponsorship application.
• If the processing of your application has not been finalized within those 30 days, you will receive a letter with the estimated processing time.

If the sponsorship application has been approved, the group will receive a letter that includes:

• an IRCC file number
• information regarding the approximate time it will take to process the application abroad

Checking application status on line

You can check the status of your application on-line by doing the following:

1. Go to our website;
2. Select Check Application Status;
3. Follow the instructions provided.

To obtain details on how to remove your application status information from the Internet, visit the “Frequently Asked Questions” (FAQ) section.

Email address for the Resettlement Operations Centre – Ottawa (ROC-O):

IRCC.INROCO-CORORI.IRCC@cic.gc.ca

Appendix A – Start-up costs

Sponsoring groups might find it useful for their own planning purposes to be aware of the financial assistance we provide to government-assisted refugees in order to cover standard household start-up costs. The following information describes some of the various needs that are considered when we establish the amount for the initial start-up cheque. Individual start-up costs with established maximums:

Clothing: a one-time basic clothing allowance is provided.

• $325 per adult
• $250 per dependent child

Winter Clothing: winter coat, winter boots, mittens, scarf, snow pants for children, etc.

• $175 per adult
• $125 per dependent child

Basic Household Needs Allowance: Suggested items include: beds, table and chairs, bed linens, basic window coverings and common household products such as kitchen utensils, pots, pans, brooms, mops, detergents and cleansers.

The following maximum allowance rates apply:

• Per single without accompanying dependents $1,330
• Per single plus one dependent $2,340
• Per single plus two dependents $2,665
• Per couple without accompanying dependents $1,960
• Per couple plus one accompanying dependent $2,455
• Per couple plus two accompanying dependents $2,945
• Per couple plus three accompanying dependents $3,515
• For each additional dependent $350

Food Staples: flour, sugar, rice, spices and condiments, etc.

• $175 for the first person in each household
• $75 for each additional dependent (no maximum)

School Start-Up allowance: an allowance of $150 for school-age children and young adults attending K-13, between the ages of 4-21 to defray costs for school supplies, activity fees, gym clothing, etc.

It is normally issued on a one-time basis and should be included in the entitlement payment for the month of August or later during the school year. However, some families may require this amount twice if the entitlement period covers two school years. This allowance does not apply to those in LINC or ESL-related classes.

Assistance Loan: The initial start-up cheque could include an assistance loan for the security deposit or last month’s rent, for telephone deposit and for a deposit to the utility company where required.

Maternity Allowance: On receipt of a physician’s letter confirming pregnancy, a one time $200 additional clothing allowance and $75 per month allowance to assist with special dietary needs may be approved. This allowance may be issued for a maximum of nine months within the entitlement period or until the birth of a baby, whichever comes first.

Newborn Allowance: About two months prior to the expected due date, the client may be issued $750 to purchase clothing, furniture, etc. for the baby. This allowance can be issued if the due date (provided in writing from a physician) is not more than 3 weeks after the last date of the entitlement period.

Special Diet Allowance: This allowance is paid to individuals who provide a letter from a physician. The maximum allowable is $100 per month above the normal food and incidental rate.

Transportation Allowance: An allowance for transportation may be provided based upon the current cost of monthly public transportation. The transportation allowance is determined on a case-by-case basis depending on the needs of the client. For example, depending on where the client lives, they may require either a single or multi-zone pass. Only those clients who are of the age of majority in the province/territories of residence are eligible to receive a transportation allowance. In areas where public transportation is not available, a maximum rate of $50 per month per eligible client can be used as the basis for calculating the allowance.

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