Centralised Processing of Applications for Verification of Status or Replacement of an Immigration Document

Last Updated on October 1, 2014

Operational Bulletin 465 – August 24, 2012

Centralised Processing of Applications for Verification of Status or Replacement of an Immigration Document   

Issue

Citizenship and Immigration Canada (CIC) plans to launch a new Verification of Status (VOS) or Replacement of an Immigration Document (IMM 5009) application form. This new form would replace the following existing Verification of Entry (VOE) application forms:

• IMM 5009 and,
• IMM 5541

The replacement of the old forms with the new would come into effect on August 27, 2012.

This changeover is a part of CIC’s modernisation initiative. It aims to:

• Reduce the reliance on secure forms and,
• Improve efficiency and effectiveness

Therefore, at the Query Response Centre (QRC), the authorities would centralise all:

• The intake of applications and,
• The processing of Verification of Status (VOS)

This would also come into effect on August 27, 2012.

The purpose of this Operational Bulletin (OB) is to inform staff about the new guidelines. These guidelines concern the:

• Manner in which the officers would need to process these applications and,
• Issuance of the new generic Verification of Status (VOS) document

Background

In the past, the applicants used to submit:

• Verification of Entry (VOE) application forms and,
• Requests for certified copies of immigration documents

These applicants used to submit the documents mentioned above, by mail to CIC offices both, in Canada and overseas.

The CIC office has the responsibility of:

• Collecting the fee
• Verifying that the application is complete and,
• Forwarding the completed application forms to the Query Response Centre (QRC) for processing

Officers used to enter notes of record, which acknowledged the processing, into the following systems:

• Field Operations Support System (FOSS) and,
• Computer Assisted Immigration Processing System (CAIPS)

However, neither of these two systems actually processed any of the applications. Instead, the Query Response Centre (QRC):

• Retrieved the electronic copy or a microfiche copy of the document requested by the client
• Made a copy of this document
• Certified the document and,
• Mailed it to the client

In July 2012, the authorities released the:

• Global Case Management System (GCMS) and,
• Latest e-payment release

With this, the Query Response Centre (QRC) would be able to capture and process:

• The Verification of Status (VOS) applications
• The Amendment to Records of Landing (ARL) files

The Query Response Centre (QRC) would also be able to accept fees paid via:

• Handling Public Monies (HPM) or,
• The internet i.e. online payment

The New Process

The Query Response Centre (QRC) would discontinue issuing certified true copies of immigration documents to clients. This would be effective from August 27, 2012. Instead, the Query Response Centre (QRC) would issue a plain paper, uncertified Verification of Status (VOS) document. This document would confirm various pertinent historical information retrieved from the original documents such as:

• The date of entry at document issuance and,
• The status at document issuance

The Query Response Centre (QRC) would also use the Global Case Management System (GCMS) for creating and processing all applications for:

• Verification of Status (VOS) and,
• The Amendment to Records of Landing (ARL)

They would do this for all applications submitted in Canada as well as overseas. This would also be effective from August 27, 2012.

The salient features of the new process specify that:

• The officers would return incomplete applications to applicants along with an explanatory letter
• The text of this explanatory letter follows at the end of this document
• The officers would be able to retrieve client records through the Global Case Management System (GCMS), when the authorities have digitised all the immigration documents
• The officers would no longer provide copies of the requested documents to the clients
• Similarly, the officers would no longer certify the Verification of Status (VOS) document
• The officers would instead, issue a plain paper, uncertified Verification of Status (VOS) document
• This Verification of Status (VOS) document would confirm:
• The date of entry at document issuance (based on the data retrieved from the original documents) and,
• The status at document issuance (based on the data retrieved from the original documents)
• Officers of the Query Response Centre (QRC) would also be the centralised location for applications requiring the reprinting of valid temporary resident documents that:
• Have been lost
• Have been stolen
• Have been destroyed or,
• Require an amendment
• Situations might arise where applicants provide a valid e-mail address with their application
• In this scenario, the officers of the Query Response Centre (QRC) would send the Verification of Status (VOS) documents to these applicants by e-mail, as an attachment in the PDF format
• Sending the Verification of Status (VOS) documents by e-mail would:
• Reduce postage costs and,
• Save time
• In case the applicants do not provide any e-mail address in their application, the officers of the Query Response Centre (QRC) would:
• Print the Verification of Status (VOS) documents and,
• Mail these to the applicants via regular mail

The New Form

Currently, applicants use two application forms for Verification of Entry (VOE) applications. These include:

• The IMM 5009 and,
• The IMM 5541

The authorities have consolidated both these forms into one new Verification of Status (VOS) application form i.e. IMM 5009. This form is similar to the 2-D barcode application forms. The authorities would commence using the new Verification of Status (VOS) application form with effect from August 27, 2012. The new Verification of Status (VOS) application form will come into use:

• Within Canada and,
• Overseas

The authorities would issue the new Verification of Status (VOS) document to clients for requests concerning:

• Confirmation of Permanent Residence
• Record of Landing
• Visitor Record
• Work Permit
• Amendments to Immigration Records
• Authorisation to Return to Canada
• Study Permits
• Exclusion Orders
• Deportation Orders
• Permit to Come Into and Remain in Canada
• Certificate of Departure and,
• Departure Orders

This new Verification of Status (VOS) document will only provide information retrieved from the original of the appropriate document.

The authorities have also revised the application form for the Amendment to Records of Landing (ARL). The new Amendment to Records of Landing (ARL) form also includes requests for amendments to valid temporary resident documents. This form is also similar to the 2-D barcode application forms. The new Amendment to Records of Landing (ARL) application form will come into use:

• Within Canada and,
• Overseas

The Payment of Fees

The authorities would only accept the following forms of payment for the Verification of Status (VOS) application form:

• Handling Public Monies (HPM) or,
• The internet i.e. online payments

The Transition Period

The authorities will provide a transition period of two weeks. They would do this to:

• Facilitate the implementation of these changes and,
• Permit the processing of Verification of Entry (VOE) applications submitted up to September 11, 2012

During this transition period, the local office would receive the new Verification of Entry (VOE) application forms. On receiving these, the local office would forward these immediately to the Query Response Centre (QRC). The local office would not take any further action on these applications.

Similarly, the local office or the visa office would also receive the old Verification of Entry (VOE) application forms. If the local office or the visa office receives these forms within the transition period, the local office or the visa office would:

• Receive these forms
• Review these forms and,
• Forward these forms to the Query Response Centre (QRC) until September 11, 2012, if they find the forms to be complete in all respects

Situations might arise where applicants submit a Verification of Entry (VOE) application form to a local office or a visa office prior to September 11, 2012. The officers would send a certified copy of the immigration document of these applicants, to the applicants. Similarly, some applicants might use the new Verification of Status (VOS) application form during the transition period. These applicants would receive the plain paper version of the Verification of Status (VOS) document.

The officers would need to return all applications for Verification of Entry (VOE), received after September 11, 2012. They would need to return these to the client, along with a letter. The template of this letter comes at the end of this document.

The letter would need to explain that the applicant must complete and submit the new Verification of Status (VOS) application form. On completing the new Verification of Status (VOS) application form, the applicant would need to submit it directly to the Query Response Centre (QRC) for further processing.

If the Query Response Centre (QRC) receives any Verification of Entry (VOE) application forms after September 11, 2012, the Query Response Centre (QRC) would need to return these forms to the applicant. The Query Response Centre (QRC) would also need to send a letter to the applicant. This letter would instruct the applicant to use the new Verification of Status (VOS) application form.

Local offices would no longer accept any applications after September 11, 2012. This includes applications received like:

• The Verification of Entry (VOE) application forms and,
• The Verification of Status (VOS) application form

The Notice to the Client

The template of the letter that officers need to send to the applicant, along with the application form, follows:

UCI: «UCI»
«Given_Name» «Family_Name»
Address

Dear «Given_Name» «Family_Name»:

This refers to your application for a certified true copy of your immigration document. As of August 27, 2012, the new Verification of Status (VOS) or Replacement of an Immigration Document application form (IMM 5009) replaces the previous Verification of Entry (VOE) application form(s) (IMM 5009 and IMM 5541). Please note that previous versions of this application form are no longer accepted.

The new Verification of Status (VOS) or Replacement of an Immigration Document (IMM 5009) application form is the only application form that is now accepted. This application form can be found on CIC’s website at www.cic.gc.ca/english/pdf/kits/forms/IMM5009E.pdf (PDF, 709 KB). Once completed, this application form must be submitted directly to the Query Response Centre at the following address:

Verification of Status or Replacement of an Immigration Document
Query Response Centre (QRC)
Citizenship and Immigration Canada
Ottawa, Ontario K1A 1L1
Canada

You must also ensure that all required documents listed in the Document Checklist, including the completed Document Checklist are included with your application. Incomplete applications, missing documents or failure to use the new application form will result in your application being returned to you without processing.

If you require further assistance, additional information, or wish to obtain an application package, please visit our website at www.cic.gc.ca.

Source: Citizenship and Immigration Canada (CIC)