For Temporary Resident Applicants
The officers would initially need to determine whether the Ministerial Instructions (MIs) describe the applicant. Once they determine that this is indeed the case, they would need to cancel the application in:
- The Global Case Management System (GCMS) and,
- The Field Operations Support System (FOSS)
Thereafter, the officers would need to make and keep copies of all documents provided by the applicants. They would need to keep these documents on file for two years. This is applicable even if the officers make the refusal to process at the initial stage. After making the necessary copies, the officers would need to return the originals to the applicants. This is the process that officers would need to follow in all cases of refused Temporary Resident (TR) applications.
In addition, the officers would need to return or refund the fees for cancelled applications as specified in the Ministerial Instructions (MIs). It is worth mentioning that the applicants might need to pay certain Visa Application Centre (VAC) fees. They would typically pay these fees for services provided by the Visa Application Centre (VAC) and not by Citizenship and Immigration Canada (CIC). In this scenario, the applicants would need to contact the Visa Application Centre (VAC) if they want to obtain details about the Visa Application Centre (VAC’s) policy on refunds.
For Permanent Residence – New Applications
As was the case with Temporary Residence (TR) applications, the officers would initially need to determine whether the Ministerial Instructions (MIs) describe the applicant. Once they determine that this is indeed the case, they would need to cancel the application in:
- The Global Case Management System (GCMS) and,
- The Field Operations Support System (FOSS)
Then, the officers would need to send letter A to the applicants. In addition, they would need to retain these applications for a span of two years. The officers would also need to return or refund the fees for cancelled applications as specified in the Ministerial Instructions (MIs). However, the officers would need to ensure that they do not return any sponsorship fees taken.
For Permanent Residence – Existing Applications
The officers would initially need to determine whether the Ministerial Instructions (MIs) describe the principal applicant or any accompanying family member. Once they determine that this is indeed the case, they would be able to process the application up to the point where the authorities need to make a final decision. However, they would not be able to issue the visa.
When the authorities are ready to make a final decision, the officers would need to check whether the decision appears to be a refusal. If they find that this is the case, they would need to refuse the application in accordance with the regular procedures. However, if they find that the decision appears to be an approval, they would need to reassess the principal applicant and all accompanying family members against the Ministerial Instructions (MIs).
If, after the reassessment, the officers find that the Ministerial Instructions (MIs) describe the principal applicant and all accompanying family members, they would need to:
- Place the application on hold
- Inform the applicant of this and,
- Avoid returning any fees to the applicant
Situations could arise where the applicant might contact Citizenship and Immigration Canada (CIC) subsequently. These individuals could inform Citizenship and Immigration Canada (CIC) that they have not been in Ebola Affected Countries (EAC) during the last three months. In this scenario, the officers would need to request the applicants to provide:
- Any documentary evidence of when the applicants resided in an Ebola Affected Country (EAC)
- The date the applicants left the Ebola Affected Country (EAC) and,
- Any documentary evidence of where the applicants have lived since they left the Ebola Affected Country (EAC)
On receiving these details, the officers would need to examine the information provided. If the officers are satisfied that the principal applicants and all accompanying family members have not been in an Ebola Affected Country (EAC) during the last three months, they would need to approve the application in accordance with the existing procedures. On the contrary, if they find that the principal applicants and all accompanying family members have been in an Ebola Affected Country (EAC) during the last three months, they would need to keep the applications on hold.
The authorities want officers to follow the procedures given above at any point in processing before they send the physical visas to the applicants. Situations could arise where the officers might find that they need to cancel the visa counterfoils given in a passport. Typically, this would take place in situations where the officers find new information coming to light that indicates that the Ministerial Instructions (MIs) describe the applicant before they give the visa to the applicant. In this scenario, the officers would need to place the application on hold. This is in accordance with the provisions specified in the Ministerial Instructions (MIs).
Source: Citizenship and Immigration