Introduction of the Plain Paper – Confirmation of Permanent Residence Document

/ / Published in 2016, Immigration, Operational Bulletins

Operational Bulletin 379-A – December 06, 2016

Summary

This Operational Bulletin (OB) provides updates to the instructions issued previously for the issuance of the Confirmation of Permanent Residence (COPR) document i.e. IMM 5688.

Since February 04, 2012, the authorities had been printing documents resulting from cases they had processed in the Global Case Management System (GCMS) on plain paper. Prior to this, they had been printing these documents on the standard IMM 5292 stock. The instructions provided in this Operational Bulletin (OB) specify the new document features. In addition, they carry an updated workflow procedure that officers would need to follow for the issuance and processing of the document.

The Background and Rationale

Immigration, Refugees and Citizenship Canada (IRCC) has been pursuing an agenda that aims at modernisation. The increased reliance on plain paper documents forms one aspect of this modernisation agenda. Immigration, Refugees and Citizenship Canada (IRCC) 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 on an as and when required basis. In addition, plain paper documents do not have a significant cost either.

Immigration, Refugees and Citizenship Canada (IRCC) also believes that the elimination of multiple copy documents and carbon paper is ecologically sound. This would also serve to reduce the waste generated. Immigration, Refugees and Citizenship Canada (IRCC) aims to optimise the utilisation of its resources. They expect to achieve this by eliminating the processing and handling costs traditionally associated with hard copy archiving. These initiatives would go a long way towards supporting Immigration, Refugees and Citizenship Canada’s (IRCC)’s transition towards e-storage.

The Document Features

The Confirmation of Permanent Residence (COPR) (or the IMM 5688 form) has several new data fields and formatting. The presence of these make the Confirmation of Permanent Residence (COPR) easier to understand.

The IMM 5292 version of the Confirmation of Permanent Residence (COPR) had several fields with numeric values. These corresponded 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 Immigration, Refugees and Citizenship Canada (IRCC) 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 i.e. IMM 5688. Situations could arise where they would need to refer to this missing data. In such cases, the officers would need to refer to the data available in the Global Case Management System (GCMS).

In addition, it is worth highlighting that 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 Generic Application Form for Canada i.e. IMM 0008.

The Issuance Procedures

Earlier, officers used to issue the Confirmation of Permanent Residence (COPR) document to successful permanent resident applicants that they processed in the Global Case Management System (GCMS). Since February 04, 2012, they have been printing this document on plain paper. Prior to this, they used to print this document on the IMM 5292 stock. This applied to the cases they had process within Canada as well those that they processed through visa offices.

Officers would need to note that the scanning process requires the paper to correspond to a standard size. Therefore, the paper will 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).

It is worth mentioning that officers would only use the IMM 5688 Confirmation of Permanent Residence (COPR) for cases processed through the Global Case Management System (GCMS).

The New Confirmation of Permanent Residence (COPR) Form

The new Confirmation of Permanent Residence (COPR) form will automatically print from the Global Case Management System (GCMS) with two pages of content. These two pages would bear the labels:

  • Immigration, Refugees and Citizenship Canada (IRCC) copy and,
  • Client copy

On the Immigration, Refugees and Citizenship Canada (IRCC) copy, the issuing office would continue to mount a photo of the holder at the indicated place. 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 – IRCC 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.

It is worth highlighting that the authorities have changed the specifications for the client photo. Therefore, officers would need to refer to the details provided in Appendix A for specifications on the client photo. In case officers want additional details concerning photo retakes, they would need to refer to Operational Bulletin (OB) 545.

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 (PR) card production. However, this is no longer required. This is because Permanent Resident (PR) cards issued after February 04, 2012 would not display the client’s signature.

The Guidelines for Port of Entry (POE) / Immigration, Refugees and Citizenship Canada (IRCC) 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 Immigration, Refugees and Citizenship Canada (IRCC) copy and the client copy of the IMM 5688 form and,
  • Sign and date both, the Immigration, Refugees and Citizenship Canada (IRCC) copy and the client copy of the IMM 5688 form

In addition, they would also need to check that any amendments made to the Immigration, Refugees and Citizenship Canada (IRCC) copy also reflect on the client copy. Clients would also need to sign and date both copies of the form. This would serve to verify their confirmation that the information provided is accurate. In addition, it would serve to indicate their acknowledgement of the terms and conditions specified.

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 Immigration, Refugees and Citizenship Canada (IRCC) 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 the Global Case Management System (GCMS).

Officers do not need to place a photo of the holder in the client copy. Once the authorities provide permanent resident status to the client at the Port of Entry (POE) or the inland Immigration, Refugees and Citizenship Canada (IRCC) office, the officers would need to issue the client copy as a historical record.

New permanent residents would continue to receive their official status documents via mail.  These documents would typically include the Permanent Resident Card (PR Card). These individuals 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 for status verification within Canada, prior to their receiving the Permanent Resident (PR) cards. In these circumstances, they would need to present the client copy of the IMM 5688 along with their passports.

The Distribution Guidelines

The processing of the permanent resident application will typically take place at the Port of Entry (POE) or the inland Immigration, Refugees and Citizenship Canada (IRCC) office. Once this has taken place, officers would need to forward the Immigration, Refugees and Citizenship Canada (IRCC) copy of the IMM 5688 to the Permanent Resident (PR) Card Processing Centre in Sydney (CPC-PRC). 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. The authorities require officers to ensure that no one folds the documents. This would help in eliminating any complications during the scanning process.

The Immigration, Refugees and Citizenship Canada (IRCC) copy and the Global Case Management System (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).

At the Case Processing Centre in Sydney (CPC-S), the authorities require officers to undertake a quality review. This is to ensure that the Global Case Management System (GCMS) record is complete and accurate. They also do this to ensure that the photo complies with the prescribed specifications.

Appendix A – The Requirements for the Two Client Photos

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

  • Have been taken by a commercial photographer
  • Have a 50 mm x 70 mm finished size (or two inches wide x 2 ¾ inches long)
  • Measure between 31 – 36 mm from the chin to the crown i.e. the top of the head (or 1 ¼ inches and 1 7/16 inches)
  • Have been taken within the last six months to reflect the client’s current appearance
  • Have the date the photo was taken written directly on the back of one of the photos
  • Are clear, sharp and in focus
  • Have been taken against a plain white or light coloured background without shadows and,
  • Present a front view of the person’s head so as to show the full face in the middle of the photo

Officers would also need to note that:

  • The photos could be either in black and white or in colour
  • The client could wear religious head coverings, as long as the full facial features are visible
  • The client could wear non-tinted 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 and tinted prescription glasses as this is not acceptable

Source: Immigration, Refugees and Citizenship Canada (IRCC)