Guide 5496 - Request for a Refugee Profile

Table of Contents


This is not a legal document. For legal information, refer to the Immigration and Refugee Protection Act and Regulations or the Citizenship Act and Regulations, as applicable.

This publication is available in alternative formats upon request.


Overview

Application package

This application package has:

  • an instruction guide, and
  • the forms you need to fill out.

The instruction guide:

  • has information you must know before you submit your application, and
  • explains how to fill out the forms and gather your supporting documents.

Read the instruction guide completely and then fill out each of the applicable forms.

The forms are designed with questions that will help the processing of your application.


Symbols used in this guide

This guide uses these symbols to draw your attention to important information:

Required step
What you must do to have your application processed.
Important information

Important information that you need to know to avoid delays or other problems.

Get more information

Where to get more information.

Note:

Tips that will help you with this application.


Before you apply

Who can use this application?

This application kit contains forms and information to complete a Request for a Refugee Profile. These groups can use this application:

  • Sponsorship Agreement Holders (SAH)
  • Constituent Groups of SAHs (CG)
  • Groups of Five (G5) and
  • Community Sponsors

This application package does not provide general information about private sponsorship of refugees. For more details, including definitions, roles and responsibilities, refer to the Guide to the Private Sponsorship of Refugees Program.

This guide may be obtained by visiting the Media and Publications section of our website.


Quebec residents

This application kit does not apply to the province of Quebec. Sponsors living in the province of Quebec should contact the Ministère de l’Immigration, de la Diversité et de l’Inclusion (MIDI).


What is a Request for Refugee Profile?

The information that a group can expect to receive on a refugee profile includes:

  • family size and description
  • community affiliation
  • language ability
  • work experience or special skills
  • connections to Canada and location
  • case type (e.g. JAS, Visa office-referred, Blended, Urgent Protection)
  • if the case is ready to travel to Canada or not
  • special medical requirements (if applicable)

Note: Refugees who are referred by the visa office have already been interviewed by an officer and have been determined to be eligible for resettlement in Canada.


What is a SAH and a Constituent Group?

A Sponsorship Agreement Holder 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).

The SAH or Constituent Group may also choose to formally partner with an individual (for example, a family member of the sponsored refugee living in Canada) and/or another organization in carrying out settlement duties. The partner is herein termed the “cosponsor”.

Each SAH sets its own criteria for recognizing Constituent Groups and cosponsors (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.

Note: Under the Charter of Rights and Freedoms a refugee has the right to live and move anywhere in Canada. Sometimes the refugee(s) may choose to leave the community where the sponsor resides. In rare cases, the refugee(s) may not arrive in the community to which they were destined.


What is a Group of Five?

A Group of Five (G5) is any group of five or more Canadian citizens or permanent residents who are 18 years of age or older and who live in the community where the refugee is expected to settle.

Group members act as guarantors that the necessary support will be provided for the full duration of the sponsorship, which is generally 12 months. The group is expected to show that they have the necessary financial resources, expertise and commitment required to fulfill the terms of the sponsorship undertaking.

Note: Under the Charter of Rights and Freedoms a refugee has the right to live and move anywhere in Canada. Sometimes the refugee(s) may choose to leave the community where the sponsor resides. In rare cases, the refugee(s) may not arrive in the community to which they were destined.


What is a Community Sponsor?

A Community Sponsor is an organization, association or corporation that undertakes to sponsor refugee(s). The Community Sponsor must be located in the expected community of resettlement and undergoes an assessment of its finances and settlement arrangements for each sponsorship submitted.


Matching a Sponsoring Group with a Refugee(s)

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

The Resettlement Operations Centre – Ottawa (ROC-O) posts the refugee profiles on a secure Web site accessible only to Sponsorship Agreement Holders (SAHs), local IRCC offices and ROC-O in order to facilitate the matching process.


Using the secure Web site

SAHs may check the secure Web site 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 ROC-O.

The sponsoring group will make its final decision based on a review of the detailed profile. They must inform ROC-O as soon as possible whether they are committed to sponsoring the particular case so that other groups may have the opportunity to review the unmatched case.

The final step is to complete the sponsorship undertaking, attach the detailed refugee profile to the application and submit all necessary documents to ROC-O.


Using matching services at Resettlement Operations Centre – Ottawa (ROC-O)

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 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.

  • 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).
  • Refugees will be matched to communities where their needs are most likely to be met.
  • Information considered before matching includes but is not limited to: location of any family members in Canada, location of same or similar ethnic communities in Canada, size of family, employment and language skills of the refugee(s).

Matching Process – JAS Cases

  • When ROC-O is able to make a successful match, they will refer the detailed profile to the local IRCC 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 as soon as possible whether they are committed to sponsoring the particular case. Prior to confirming their commitment, the sponsoring group must confirm with ROC-O that the case is still available.
  • The final stage is for the sponsoring group to complete the sponsorship undertaking, attach the detailed refugee profile to the application and submit all necessary documents to ROC-O.

Contact information for your local IRCC can be found in the Guide to the Private Sponsorship of Refugees Program.


Matching Process - VOR Cases

  • When the Resettlement Operations Centre – Ottawa (ROC-O) is able to find a potential match, they will refer the detailed profile to the ROC-O 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 as soon as possible whether they are committed to sponsoring the particular case. Prior to confirming their commitment, the sponsoring group must confirm with ROC-O that the case is still available.
  • The final stage is for the sponsoring group to complete the sponsorship undertaking, 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 the Resettlement Operations Centre – Ottawa (ROC-O) 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).

Step 1. Complete the application

Filling out the application

Follow the step-by-step instructions below to complete the application forms.

This is the form that must be filled out and submitted:

Request for a Refugee Profile (IMM 5438) (PDF, 572.45KB)

Optional:

Use of a Representative (IMM 5476) (PDF, 648.31KB)

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



Important information

Be complete and accurate

Complete all sections. If a section does not apply to you, write “Not Applicable” or “NA”. If your application is incomplete it may be returned to you and this will delay the processing of your application.

If you need more space for any section, print out an additional page containing the appropriate section, complete it and submit it along with your application.


Request for a Refugee Profile (IMM 5438)

Who must fill out this application form?

This form can be completed by:

  • the sponsor

Section A – Visa Office-Referred Cases

There are various types of visa-office referred cases. Indicate which type of case your group is interested in, according to the descriptions given below. You may select more than one case type.

Visa office-referred

An officer determines if a refugee(s) meets the eligibility and admissibility criteria and then sends a request to ROC-O to find a sponsor.

The sponsorship is normally signed for a 12-month period and requires the sponsor to provide financial and settlement assistance. Visa office-referred cases have been interviewed and are ready to travel to Canada once a sponsor is found.

Urgent Protection case

Refugee cases that are identified by the UNHCR as being in need of urgent protection receive expedited processing under the Urgent Protection program. Most Urgent Protection cases arrive in Canada within 3-5 days of being referred by the UNHCR. If you are a group that may be able to respond to a case quickly, indicate if you are interested in this type of profile.

Section B – Type of Family/Individual You Wish to Sponsor

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

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.

Section C – 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.

Section D – 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.


Use of a Representative (IMM 5476)

Who may use this form?

Complete this form only if you:

  • are appointing a representative;
  • have to update contact information for your previously appointed representative; or
  • are cancelling a representative’s appointment.

If you have dependent children aged 18 years or older, they are required to complete their own copy of this form if a representative is also conducting business on their behalf.

Who is a representative?

A representative is someone who provides advice, consultation, or guidance to you at any stage of the application process, or in a proceeding and, if you appoint them as your representative by filling out this form, has your permission to conduct business on your behalf with Immigration, Refugees and Citizenship Canada (IRCC) and the Canada Border Services Agency (CBSA).

You are not obliged to hire a representative. We treat everyone equally, whether they use the service of a representative or not.

When you appoint a representative:

  • you also authorize IRCC and CBSA to share information from your case file with this person in place of you. Please note the representative will receive all correspondence from IRCC or the CBSA, not the applicant;
  • your application will not be given special attention nor can you expect faster processing or a more favourable outcome;
  • the representative is authorized to represent you only on citizenship or immigration matters related to the application you submit with this form; and
  • you can appoint only one (1) representative for each application you submit.

Important information: You must notify IRCC if your representative’s contact information changes, or if you change your representative, or cancel the appointment of your representative. For more information on updating IRCC with your representative’s information, please see below section - Notify IRCC about any changes.

There are two (2) types of representatives.

Uncompensated Representatives:

Uncompensated representatives do not charge fees or receive any other form of consideration or compensation for providing advice or services to represent you before IRCC or the CBSA.

Uncompensated representatives include:

  • Friends, family members or other third parties who do not, and will not, charge a fee or receive any other consideration for their advice and services;
  • consultants, lawyers and Quebec notaries, and students-at-law under their supervision, who do not, and will not, charge a fee or receive any other consideration to represent you.

Note: You do not have to pay someone for them to be your representative. IRCC will conduct business with an uncompensated representative if an applicant appoints them on their behalf.

Compensated representatives:

Compensated representatives charge a fee or receive some other form of consideration in exchange for the representation that they provide.

It is important to know that anyone who represents or advises you for payment - or offers to do so - in connection with IRCC proceedings or applications is breaking the law unless they are an authorized representative or they have a specific agreement or arrangement with the Government of Canada that allows them to represent or advise you. This applies to advice or consultation which happens before or after a citizenship or an immigration application is made or a proceeding begins.

IRCC will only conduct business with compensated representatives who are in good standing with their designated regulatory body. For more information see - Find out if your representative is authorized.

Note: If a representative is being paid or compensated by someone other than you, the representative is still considered to be a compensated representative.

Authorized representatives are:

  • consultants who are members in good standing of the Immigration Consultants of Canada Regulatory Council (ICCRC);
  • lawyers and paralegals who are members in good standing of a Canadian provincial or territorial law society and students-at-law under their supervision;
  • notaries who are members in good standing of the Chambre des notaires du Québec and students-at-law under their supervision.

If you appoint a compensated representative who is not a member in good standing of one of these designated bodies, your application will be returned. Learn about using a representative.

General Application Information

Appoint a representative
  • Check box to indicate if you are appointing a representative to represent you with your application process. Complete sections A, B and D.
Cancel a representative
  • Check box to indicate if you are canceling a representative. Complete sections A, C and D; and
  • Check both boxes and complete all sections if you are cancelling a representative and appointing a new one at the same time.

Section A – Applicant Information

Question 1

Write your last name (surname or family name) and given name(s).

Question 2

Write your date of birth.

Question 3
If you have already submitted your application, write:
  • the name of the office where the application was submitted; and
  • the type of application you have submitted.
Question 4

Write your IRCC’s Identification (ID) or Unique Client Identifier (UCI) number (if known). If you have not dealt with IRCC since 1973, you will not have a UCI or a Client ID.

Section B – Appointment of Representative

Question 5

Write your representative’s full name.

If your representative is a member of the Immigration Consultants of Canada Regulatory Council (ICCRC), a law society or the Chambre des notaires du Québec, print their name as it appears on the organization’s membership list.

Question 6

Check one box to indicate if your representative is uncompensated or compensated.

If your representative is compensated, write the membership ID number of:
Question 7

Write your representative’s contact information.

If you are appointing a student-at-law to represent you, include their supervising lawyer’s information including their membership ID.

Note: By indicating your representative’s e-mail address, you are hereby authorizing IRCC to transmit your file and personal information to this specific e-mail address.

Question 8

To accept responsibility for conducting business on your behalf, your representative must:

  • sign the declaration; and
  • date the declaration.

Section C – Cancel the Appointment of a Representative

Question 9

Fill in this section if you wish to cancel the appointment of a representative. Write the representative’s full name.

Complete all sections of the form if you wish to both cancel a representative and appoint a new one.

Section D – Your Declaration

Question 10

By signing, you authorize IRCC to complete your request for yourself and your dependent children under 18 years of age.

For sponsorship application, your spouse or common-law partner does not have to complete a separate request. If your spouse or common-law partner is included in this request, they must sign in the box provided.

Release of information to other individuals

To authorize IRCC to release information from your case file to someone other than a representative, you will need to complete the form Authority to Release Personal Information to a Designated Individual (IMM 5475) (PDF, 593.57KB).

The person you designate under that form (IMM 5475) will be able to obtain information on your case file, such as the status of your application. However, they will not be able to conduct business on your behalf with IRCC.

Where to submit the form

Immigration and citizenship applicants
If you have not yet submitted your immigration or citizenship application:

Send this form along with your application to the office listed in the guide of your application.

If you have already submitted your immigration or citizenship application:

You may use this Web form to upload the IMM 5476.

or;

If you know which IRCC office is processing your immigration or citizenship application, send the completed form to the office mailing address. Consult IRCC office mailing addresses.

Notify IRCC about any changes

You must let IRCC know if any information changes regarding the person you authorized to represent you on your application.


Step 2. Mail the Application

Where to mail the application

Mail your completed application in a stamped envelope to the address shown below:

Affix sufficient postage (top right of the envelope)
Sender (top left of the envelope)
(Your name)
(Your Address)
(Your Postal Code)
Recipient (centre of the envelope)

Immigration, Refugees and Citizenship Canada
Resettlement Operations Centre in Ottawa (ROC-O)
365 Laurier Avenue West
Ottawa, ON
K1A 1L1


Send the document checklist

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



Note

Sign the form

The forms must be signed and dated before they are mailed. If they are not signed and dated, your application will be returned to you.


Submitting Your Application

Mail your application to the Resettlement Operations Centre – Ottawa (ROC-O). Send a copy of your application to your SAH (where applicable).

If there are changes to the information provided after you have mailed the application, advise the ROC-O and your SAH (where applicable).


What happens next?

Application process

Upon receipt of a completed and signed form by ROC-O, your group will:

  • Receive an acknowledgement of receipt of your request for a refugee profile which will include a file number from ROC-O
  • Depending on the inventory of Visa office-referred cases, you can expect a profile within 30 days.

Note: ROC-O does not maintain an inventory of Urgent Protection cases. If you requested an Urgent Protection case, you will be contacted shortly after the case is referred to the visa office and will be asked to receive the case within three to five days.



Important information

Updating your contact information

While your application is in process, you must tell us if you change your address, email address, or telephone number. Use the Change your address tool to give us your new contact information.


Checking application status

In Canada and the United States

You may Contact Us or go online to see the current status of your application:

  1. Click on Check application status, and
  2. 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.

If you are outside Canada and the United States:

Contact the Canadian embassy, high commission or consulate responsible for your region


Protecting your information

Your personal information is:

  • available to IRCC and the Canada Border Services Agency (CBSA) employees who need to see it to provide the services to you, and
  • not disclosed to other organizations except as permitted under the provisions of the Privacy Act or the Citizenship Regulations.

For more information. For more information about the protection of your data, visit the Help Centre.


Quality Assurance Program

Our quality assurance program randomly chooses applications for a special review. If chosen, we will ask you to attend an interview with an IRCC official to:

  • verify that the documentation and any other information you submitted is accurate,
  • verify that your application has been completed properly.

Note: We will notify you in writing if your application is chosen.


Need help?

If you need help, you can find answers to your questions by visiting the Help Centre.

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

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

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