If you are invited to a hearing

You have the right to have a representative there during your hearing. Your representative can be anyone you want to help you during the process.

There are 2 types of representatives.

An unpaid representative can be a trusted friend or community member.

A paid representative that is charging you for their help must be

• a registered immigration consultant
• a lawyer who is a member in good standing with their professional organization
• In Quebec, a notary in good standing with their professional association can also represent you.

Learn more about immigration representatives.

You can also ask to have observers join your hearing. This can be a family member or support person. Instructions on how to submit a request for an observer are included in the “notification of hearing” letter you’ll receive. We’ll review your request to have this person join and let you know if we approve it.

You can’t bring witnesses, unless an officer needs to hear from someone else to confirm evidence.

If you need an interpreter, complete the “interpreter and observer” request form that comes with your “notification of hearing” letter. The officer must arrange for an interpreter for you if you submit this form. Before and during your hearing, the interpreter is under contract with us.

We hold remote virtual hearings using Microsoft Teams. You can use Microsoft Teams either:

• on your desktop using a web browser like Google Chrome, Apple Safari, or Microsoft Edge
• in the Microsoft Teams app on Windows, MacOS, Android or iOS

  Download Microsoft Teams

If it isn’t possible for you to take part in a remote virtual hearing, you can request

• an on-site virtual hearing or
• accommodation for an in-person hearing

Request an on-site virtual hearing

If you have concerns about taking part in a remote virtual hearing (for example, if you don’t have the equipment needed or a private place to do it) you can ask for an on-site virtual hearing. With this option, you’ll use a secure computer at an IRCC office to take part in your virtual hearing.

For instructions on how to ask for an on-site virtual hearing, refer to your “notification of hearing” letter. You don’t need to give reasons for requesting an on-site virtual hearing.

Request accommodation for an in-person hearing

We can accommodate an in-person hearing if necessary

• for fairness and natural justice
• to protect your health, safety, or security
• for other reasons, like vulnerabilities not already covered

You must explain to us why you need an in-person hearing. For instructions on how to submit your request, refer to your “notification of hearing” letter.

We’ll review each request on a case-by-case basis.

Before the day of your hearing, you should try using the Microsoft Teams application. There are many options in the application. It would be helpful to know what they are and what they can do.

To test Microsoft Teams, open the link and make sure:

• you can connect through the link properly
• your microphone and camera are recognized and will work for your hearing

Practice

• raising your hand (if you want to speak when someone else is already talking)
• viewing the list of people who are connected to the hearing
• sharing your screen (for example, if you want to show a digital document)
• turning your camera and microphone on and off

When you click Join Microsoft Teams Meeting, you’ll be directed to a page on your default web browser with these 2 options:

• Go to the Microsoft Teams application

  Choose this option if you already have the Microsoft Teams application installed on your device.

• Join on the web

  Choose this option if you want to connect through your web browser. If your browser is not supported this page will let you know and will suggest another browser to use.

You must:

• type in your full name (first and last name) to join the meeting and
• give Microsoft Teams access to your camera and microphone

You’ll wait in a virtual lobby until an IRCC office employee accepts you into the hearing room. If you join the meeting too early, you’ll be removed from the virtual lobby after 15 minutes. If this happens, you can reconnect to your hearing again through the link in your email.

Learn more about joining a Microsoft Teams meeting.

• Use a phone to connect to your hearing’s audio and a computer to view the video.
• Ask anyone else sharing your internet connection to stay off the internet during your hearing.

You must let us know right away if you get disconnected or have problems hearing or seeing the video. To do this:

• write in the chat or raise your hand in Microsoft Teams (if you’re still connected)
• contact your representative (if you’re disconnected)

If the problem continues:

• try to reconnect through the link in your hearing invitation email
• switch to another device and connect again through the link
• call in using the telephone number in your hearing invitation email

If you still have problems or can’t rejoin the hearing:

• tell your representative (if you have one)
• send an email to the email address in your notification of hearing letter

The officer will pause your hearing until you can reconnect

If these problems can’t be fixed you can ask to reschedule your hearing for another day. The officer may also decide to reschedule the hearing.