Operational Bulletin 379 (Modified) – March 08, 2013

Introduction of the Plain paper – Confirmation of Permanent Residence Document

Summary

This Operational Bulletin (OB) introduces a new version of the Confirmation of Permanent Residence (CoPR) document. The authorities have designated this new document as the IMM 5688.

The authorities have effected some changes from February 04, 2012. They have stipulated that officers would not print Confirmation of Permanent Residence (CoPR) documents concerning cases processed in the Global Case Management System (GCMS) on IMM 5292 stock. Instead, the officers would print these documents on plain paper.

The new document format would require certain processing changes. Therefore, this OB outlines the:

• Features of the new Confirmation of Permanent Residence (CoPR) document and,
• The updated workflow procedures

Officers would need to refer to these for issuing and processing the document.

Background / Rationale

Citizenship and Immigration Canada (CIC) has been pursuing an agenda that aims at modernisation. The increased reliance on plain paper documents forms one aspect of this modernisation agenda. The CIC aims to facilitate and promote the use of plain paper documents. This is because using plain paper documents reduces the costs associated with:

• Procuring commercially printed documents
• Storing commercially printed documents and,
• Tracking commercially printed documents

In comparison, plain paper documents are available on demand. That too, as and when required. In addition, plain paper documents do not have a significant cost either.

The CIC also believes that the elimination of multiple copy documents and carbon paper is ecologically sound. This would also serve to reduce the waste generated. The CIC aims to optimise the utilisation of its resources. They would be able to achieve this by eliminating the processing and handling costs traditionally associated with hard copy archiving. These initiatives of the CIC would also support the CIC’s transition towards e-storage.

The Document Features

The new Confirmation of Permanent Residence (CoPR) has several new data fields and formatting. The presence of these would make the Confirmation of Permanent Residence (CoPR) easier to understand.

The IMM 5292 version of the Confirmation of Permanent Residence (CoPR) has several fields with numeric values. These correspond to relevant client data. In contrast, the authorities have populated all the fields of the new Confirmation of Permanent Residence (CoPR) with plain language text.

The authorities have designed the data fields to contain the necessary information. This would enable the CIC and Federal or Provincial departments to provide the relevant services.

Officers would need to note that not all the data from the previous Confirmation of Permanent Residence (CoPR) would appear on the new version. Situations could arise where they would need to refer to this missing data. Therefore, in such cases, the officers would need to refer to the data available in the GCMS.

In addition, the authorities have renamed the Country of Last Permanent Residence field to the Country of Residence. They did this to maintain consistency with the current IMM 0008.

The Issuance Procedures

Earlier, officers used to issue the Confirmation of Permanent Residence (CoPR) document to successful permanent resident applicants processed in the GCMS. They used to print this document on the IMM 5292 stock.

However, officers would now print the Confirmation of Permanent Residence (CoPR) document on legal size plain paper stock. This change would be applicable to cases:

• Processed within Canada and,
• Processed through visa offices

Officers would also need to note that the scanning process requires the paper to correspond to a standard size. Therefore, the paper would need to be 8.5” by 14” in size. In some situations, the likelihood exists that missions are not able to source this paper locally. In this situation, the missions could order this paper via the Information Management and Technologies Branch (IMTB). These changes come into effect from February 04, 2012.

Officers would only use the IMM 5688 Confirmation of Permanent Residence (CoPR) to cases processed through the GCMS. In addition, officers would continue to use the current IMM 5292 version of the Confirmation of Permanent Residence (CoPR) for cases initiated in the:

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

This effectively hints at an extended transition period, where both of these documents would be in place for the documentation of new Permanent Residents (PRs). However, there are no major changes to the processing of cases, which the officers processed using IMM 5292 forms.

The New Confirmation of Permanent Residence (CoPR) Form

The authorities have designated the new Confirmation of Permanent Residence (CoPR) form as IMM 5688. The new Confirmation of Permanent Residence (CoPR) form would automatically print from the GCMS with two pages of content. These two pages would bear the labels:

• CIC Copy and,
• Client Copy

At the indicated place on the CIC Copy, the issuing office would continue to mount a photo of the holder. Officers would need to note that the plain paper version of the form does not have an integrated adhesive photo patch. Therefore, officers would need to apply a photo patch with double-sided tape to the form. This would help them secure the photo to the form.

The Forms Management department supplies standardised photo patches as a regular stock item. Therefore, officers would need to order photo patches by using the IMM 1389 Requisition for Non-Controlled Immigration Form. For this, they would need to select the item – CIC 0108B – Photo Patch/Pièce encollée pour photo. They would be able to spot this item in the drop-down menu. Thereafter, they would need to enter the number of packages they need.

In the interim, officers could use glue sticks to attach the photos to the forms. However, once they have the standardised photo patches, they would need to stop the use of glue sticks. This is because glued photos have shown a tendency to detach from the form.

The processing staff would also need to ensure that no one applies glue outside of the designated photo area. In addition, they would also need to check that no one has stapled the photo to the form.

Officers would need to note that the authorities have made no changes to the specifications for the client photo. They could refer to the photo specifications listed at the end of this document.

The IMM 5688 Confirmation of Permanent Residence (CoPR) document does not include a shaded signature box. The authorities had designed this to assist with the digital data capture of the client signature. They aimed to use it for the Permanent Resident Card production. However, this is no longer required. This is because Permanent Resident Cards issued after February 04, 2012 would not display the client’s signature.

Port of Entry (POE) / Citizenship and Immigration Canada (CIC) Processing

Officers granting Permanent Resident (PR) status would need to fulfill certain responsibilities. They would need to:

• Complete the required data fields on both, the CIC Copy and the Client Copy of the IMM 5688
• Sign and date both, the CIC Copy and the Client Copy of the IMM 5688

In addition, they would also need to check that any amendments made to the CIC Copy also reflect on the Client Copy.

Clients would also need to sign and date both copies of the form. This would indicate their confirmation that they:

• Have provided the correct information and,
• Acknowledge the terms and conditions

The officers would update the FOSS record for those cases processed in the FOSS. In some situations, officers could be completing the processing at a local office, where the application is in the GCMS. In such cases, the officers would need to:

• Update the record in the GCMS and,
• Issue a new IMM 5688 to the client

In some situations, the officer could find that someone has made a clerical error on the IMM 5688 Confirmation of Permanent Residence (CoPR) document. In this scenario, the officer would need to adhere strictly to the procedure described in Section 12.6, Chapter 4 of the Enforcement Manual. This procedure for correcting clerical errors on the IMM 5392 B Confirmation of Permanent Residence (CoPR) document states that:

Both the CIC Copy and Client Copy of the IMM 5688 should be corrected to bring them into agreement with the bio data in the passport or travel document. The correction should be made by placing an asterisk beside the error and notating the correction in the remarks section of both copies of the IMM 5688. Any corrections made should also be reflected in the remarks in FOSS.

Officers do not need to place a photo of the holder in the Client Copy. They would issue the Client Copy to the client as a historical record. However, they would only issue the Client Copy to the client once the authorities grant Permanent Resident (PR) status to the client at:

• The Port of Entry or,
• The inland CIC office

New Permanent Residents would continue to receive their official status documents via mail.  These documents would include the Permanent Resident Card (PR Card). New Permanent Residents could expect to receive these documents within six to eight weeks of receiving Permanent Resident (PR) status.

However, these individuals might require some interim arrangements, prior to their receiving the Permanent Resident (PR) Card. In these circumstances, they would need to present the Client Copy of the IMM 5688 along with the passport.

The Distribution Process

As has been mentioned earlier, the processing would take place at:

• The Port of Entry or,
• The inland CIC office

Once this has taken place, officers would need to forward a copy of the IMM 5688 to the Case Processing Centre (CPC)-PR Card in Sydney. They would need to do this for the digital data capture of the client’s photo. This is required for the production of the Permanent Resident (PR) card. Therefore, officers would need to ensure that no one folds the documents. This would help avoid any complications during the scanning process.

The CIC Copy and the GCMS record would serve as the archival records. Therefore, the officers would not have any National Headquarters (NHQ) copy with the IMM 5688 version of the Confirmation of Permanent Residence (CoPR).

Officers would need to follow existing procedures in cases where they initiated the processing through the CAIPS or FOSS. For these cases, officers would need to continue issuing the Confirmation of Permanent Residence (CoPR) after printing it on IMM 5292 stock.

There is only one processing change that officers would need to follow for these cases. The change is that henceforth, officers would no longer need to have the client sign within the green shaded signature box. However, the client would continue to sign the IMM 5292 Confirmation of Permanent Residence (CoPR) in the designated places. This would indicate their confirmation that they:

• Have provided the correct information and,
• Acknowledge the terms and conditions

The distribution process of the form would continue to remain the same. Therefore, officers would continue to send:

• Part 1 to  the Case Processing Centre (CPC)-PR Card in Sydney
• Part 2 to the National Headquarters (NHQ) for archiving purposes and,
• Part 3 to the client

At CPC Sydney, officers undertake a quality review. This is to ensure that the FOSS or GCMS record is complete and accurate. They also do this to ensure that the photo complies with the prescribed specifications.

Contacts

In some situations, officers might need further clarity or information about these procedures. Therefore, they would need to contact the Operational Information Management Division (OMC) at [email protected]

The Requirements for the Two Client Photos

Officers would need to check that the two photos of the client meet the prescribed requirements. They would need to ascertain that the two photos:

• Have a 35 mm x 45 mm finished size (or 1 3/8” x 1 3/4”)
• Measure between 25 – 30 mm from the chin to the crown i.e. the top of the head (or 1” to 1 1/5”)
• Have been taken within the last 12 months for ensuring an up-to-date likeness
• Have the date the photo was taken written directly on the back of one of the photos
• Are clear and well defined
• Have been taken against a plain light background without shadows and,
• Present a front view of the person’s head, so that the full face of the person occupies the middle region of the photos

Officers would also need to note that:

• The two photos could be either black and white or colour
• The client could wear religious head coverings, as long as the full facial features are visible
• The client could wear non-tinted or tinted prescription glasses as long as the client’s eyes are clearly visible and are not hidden or concealed by the glare on the lens
• The client cannot wear sunglasses as this is not acceptable
• The client’s face must:
• Be square to the camera
• Have a neutral expression and,
• Have the mouth closed

Source: Citizenship and Immigration Canada (CIC)