[size=10pt][size=10pt]Has Your File Been Transferred To Another Officer ? Wondering Why ?[/size][/size]
Visa offices may transfer files at any stage for reasons of program integrity.
Program integrity includes issues such as ability to effectively evaluate documents: knowledge of
local security and criminality environments; or familiarity with business practices and procedures.
Other factors may be taken into account when evaluating the impact of a file transfer on program
integrity.
The issues and factors connected with program integrity are not necessarily the same at all
stages of application handling. At the final determination of eligibility stage, visa officers may be
more inclined to make a negative determination of eligibility in the absence of sufficient evidence
of eligibility. Transferring a file to another visa office for a final determination should be the
exception rather than the rule.
After a positive final determination of eligibility, more is at stake for both the applicant and program
integrity. The applicant is no longer eligible for a fee refund. If program integrity is compromised, a
visa might be issued or refused contrary to program requirements. Consequently, greater latitude
to transfer files for reasons of program integrity is desirable once an application is in process.
Visa offices are not required to transfer files for any other reasons. Such reasons include cases of
applicants who comply with subsection R11(1) for the specified visa office, at the time the
application is received at the CIO, but subsequently leave the territory of the specified visa office.
In these cases, the original visa office should proceed with a final determination of eligibility and
process the application if eligible. The visa office should not transfer the file to another visa office
unless the transfer is warranted for program integrity reasons. Leaving a visa office's territory
alone, does not warrant a file transfer. In this case, if an applicant requests a file transfer, the visa
office should inform them that the application will not be transferred and that they are required to
submit a complete application to the visa office originally specified within the 120-day deadline
allotted by the CIO.
File transfers following an administrative error
In rare cases the CIO may electronically transfer the file to the wrong visa office. This error may
come to light when:
• the applicant notifies either the visa office or the CIO; or
• the visa office (specified by the PA) receives a complete application but has not also received
a file transfer from the CIO.
In these cases either the visa office or the CIO (the first to become aware of the error) should
notify the other of the error. The CIO will coordinate a request to the IT International Helpdesk to
apply the reverse transfer utility. In addition, the CIO will inform the applicant by email that an
administrative error has occurred and that it is in the process of being corrected.
If a paper file exists, the visa office will send it to the new visa office and notify both the new visa
office and the CIO by email that the file is being transferred and why.
A paper file is a complete application that has been received at a visa office within the 120-day
deadline. The date the file was sent to the new visa office must be recorded in the CAIPS notes,
before the file is electronically transferred back to the CIO (please see more detailed instructions
below). It is not necessary for the CIO to reset the 120-day deadline.
In all cases after the transfer back to the CIO, the CIO should inform the applicant that the file is
being re-transferred to the correct visa office. If there is no paper file, the CIO will also BF the file
for 120 days and inform applicants of the new deadline for submitting the complete application to
the new visa office.
Note: The CIO and visa offices do not bear any responsibility for errors caused by the applicant or their authorized representatives (e.g. the authorized representative specifies an incorrect visa office for
processing; the applicant sends complete application to an incorrect visa office etc.). In cases of client
or representative errors the visa office will follow the procedures outlined above or, if the applicant
does not submit a complete application and supporting documents within the 120-day deadline, the
existing instructions for final determinations of eligibility based on the evidence on the file (please see
OB 120).
Visa offices may transfer files at any stage for reasons of program integrity.
Program integrity includes issues such as ability to effectively evaluate documents: knowledge of
local security and criminality environments; or familiarity with business practices and procedures.
Other factors may be taken into account when evaluating the impact of a file transfer on program
integrity.
The issues and factors connected with program integrity are not necessarily the same at all
stages of application handling. At the final determination of eligibility stage, visa officers may be
more inclined to make a negative determination of eligibility in the absence of sufficient evidence
of eligibility. Transferring a file to another visa office for a final determination should be the
exception rather than the rule.
After a positive final determination of eligibility, more is at stake for both the applicant and program
integrity. The applicant is no longer eligible for a fee refund. If program integrity is compromised, a
visa might be issued or refused contrary to program requirements. Consequently, greater latitude
to transfer files for reasons of program integrity is desirable once an application is in process.
Visa offices are not required to transfer files for any other reasons. Such reasons include cases of
applicants who comply with subsection R11(1) for the specified visa office, at the time the
application is received at the CIO, but subsequently leave the territory of the specified visa office.
In these cases, the original visa office should proceed with a final determination of eligibility and
process the application if eligible. The visa office should not transfer the file to another visa office
unless the transfer is warranted for program integrity reasons. Leaving a visa office's territory
alone, does not warrant a file transfer. In this case, if an applicant requests a file transfer, the visa
office should inform them that the application will not be transferred and that they are required to
submit a complete application to the visa office originally specified within the 120-day deadline
allotted by the CIO.
File transfers following an administrative error
In rare cases the CIO may electronically transfer the file to the wrong visa office. This error may
come to light when:
• the applicant notifies either the visa office or the CIO; or
• the visa office (specified by the PA) receives a complete application but has not also received
a file transfer from the CIO.
In these cases either the visa office or the CIO (the first to become aware of the error) should
notify the other of the error. The CIO will coordinate a request to the IT International Helpdesk to
apply the reverse transfer utility. In addition, the CIO will inform the applicant by email that an
administrative error has occurred and that it is in the process of being corrected.
If a paper file exists, the visa office will send it to the new visa office and notify both the new visa
office and the CIO by email that the file is being transferred and why.
A paper file is a complete application that has been received at a visa office within the 120-day
deadline. The date the file was sent to the new visa office must be recorded in the CAIPS notes,
before the file is electronically transferred back to the CIO (please see more detailed instructions
below). It is not necessary for the CIO to reset the 120-day deadline.
In all cases after the transfer back to the CIO, the CIO should inform the applicant that the file is
being re-transferred to the correct visa office. If there is no paper file, the CIO will also BF the file
for 120 days and inform applicants of the new deadline for submitting the complete application to
the new visa office.
Note: The CIO and visa offices do not bear any responsibility for errors caused by the applicant or their authorized representatives (e.g. the authorized representative specifies an incorrect visa office for
processing; the applicant sends complete application to an incorrect visa office etc.). In cases of client
or representative errors the visa office will follow the procedures outlined above or, if the applicant
does not submit a complete application and supporting documents within the 120-day deadline, the
existing instructions for final determinations of eligibility based on the evidence on the file (please see
OB 120).