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Operational Bulletin 486 - December 17, 2012
Global Launch of Electronic Applications (e-Apps) for Temporary Residents
Issue
The global launch of Electronic Applications (e-Apps) (also known as Online Submission of Applications (OSAP)) for Temporary Resident programs will take place on December 15, 2012. This Operational Bulletin (OB) provides information on changes and procedures for both in-Canada and visa offices abroad.
Summary
E-Apps will provide clients worldwide with an additional option to submit an application for a Temporary Resident Visa, Study Permit or Work Permit using the Come to Canada Wizard [Note 1] and the MyCIC portal. E-Apps moves all of the information submitted with an application into an electronic format. This will help Citizenship and Immigration Canada (CIC) to manage its workload more efficiently by allowing the Department to transfer temporary resident applications electronically to offices within the global network where capacity exists.
Background
With the deployment of the Global Case Management System (GCMS) Release 4.0 for e-Apps on December 15, 2012, applicants for Temporary Resident Visas, Visitor Extensions, Study and Work Permits, whether they are in Canada or abroad, will be able to submit their applications electronically. Applicants will be able to pay online, submit their applications online and upload their supporting documents. Applicants for other lines of business such as permanent residence, permanent resident travel documents and temporary resident permits, are not eligible to apply online at this time.
The new e-Apps system will not be mandatory. All clients will still be able to submit paper applications to a Case Processing Centre (CPC), visa office or Visa Application Centre (VAC). E-Apps complements the global roll-out of GCMS and allows CIC to be more efficient, cost-effective, and innovative in leveraging the global network of offices and decision makers. It will also provide clients with consistent information which will assist them in completing their application correctly. This standardization will reduce errors that can cause processing delays and assist the Department in achieving its service standard goals.
Since 2009, in-Canada applicants have been able to apply online for Study and Work Permits, as well as extend visitor status using the current e-Application system which directly feeds into the CPC System. In addition, since 2011, the Visa Exempt Study Permit Abroad (VESPA) program has been available to applicants from fourteen visa-exempt and medically-exempt countries. The former e-Apps will be phased out with the introduction of the new, global e-Apps program. With the launch of the new e-Apps, applicants from all countries will be given the option to apply using the new online system and therefore the VESPA pilot program effectively ends.
Transition
The old system used to process original e-Apps and upload to the CPC system, will be phased out. Clients will not be able to initiate a new application in the current form after December 14, 2012; however, they will have 60 days to complete and submit an application they started prior to the release of the new e-Apps version.
While individual clients will no longer have access to the old electronic system after December 14, 2012, authorized paid representatives will continue to have access to the old system until the new Third Party Portal is fully operational. The old portal will be phased out in due course.
NOTE: This transition does not apply to the Electronic Notification System (ENS). Clients who wish to apply for an Off-Campus Work Permit (OCWP) will continue submitting Eligibility Verification Number (EVN) requests to the Designated Institutional Representatives using ENS. Once their EVN request is approved, they will need to go through the Come to Canada Wizard (Wizard) and MyCIC to submit their OCWP application electronically.
Requirements for clients to use the new e-apps
In order to use e-Apps, applicants must meet ALL of the following requirements:
•Be able to pay the application fee via the e-Payment system (credit card only – no payment at a financial institution). For example, some countries do not permit their citizens to use a credit card that can make an international transaction for the fee; therefore, unless they have someone to pay on their behalf, they would have to submit a paper application by mail or through a VAC.
•Have a valid email address.
•Have access to a scanner or camera to make electronic images of their documents, which can be uploaded to their computer. Clients may scan documents (up to 4 MB/file) in the following file formats: PNG, DOC, DOCX, JPEG and PDF. These requirements are outlined in the online instructions to the client.
•E-Apps can support up to 6 family members in one MyCIC submission. Families of more than 6 persons should make two submissions or apply on paper.
•Online applications must be completed in English or French. If the application is submitted in any other language, it will be refused. Documentation issued in any language other than Canada’s official languages, must be submitted with an official English or French translation.
•Applicants under the age of 16, who wish to use the online application, will require a Parent or Legal Guardian to submit the online application on their behalf through the Parent or Legal Guardian's MyCIC Account. The signature is recorded in the e-Application system and then inserted into the Notes area of GCMS under the client’s application. The 2 Dimensional (2D) Bar Code application form contains the child’s personal information and therefore the Temporary Resident Visa/Study Permit will be issued based on this information.
NOTE: For those applicants who do not meet the requirements to apply online, the Come to Canada Wizard will direct them to apply on paper to the appropriate office.
NOTE: Applicants, who require a Temporary Resident Permit (TRP), are not eligible to use e-Apps as this line of business is not yet supported by e-Apps. It is anticipated that TRP applicants will be able to apply online in a future GCMS Release.
Steps for online processing
Steps pertaining to applicant’s process
1.Clients will complete a series of questions in the Come to Canada Wizard. Based on the client’s answers, the Wizard will determine in which category they may be eligible to apply. Applicants are then asked to answer some very specific questions that will generate a tailored, streamlined document checklist which the applicant will need to follow whether submitting an online or paper application. The document checklist will request applicants to provide standard documents, such as the relevant 2D barcode application form (completed and validated), a digital ID photo, and a scan of their passport (bio-data page and all non-blank pages). They will also be requested to provide supporting documents specific to the category for which they will be applying, and will also have the option to provide one additional document if needed.
2.The system will ask the applicant to verify they meet the minimum requirements to submit their applications online. For those clients who are able to submit an online application, they will be provided a Personal Checklist Code (PCC). NOTE: Families may apply together using one MyCIC account. However, due to system constraints, a maximum of 6 family members may apply under one MyCIC account. Delegations of visitors, performing artists, business associates, sporting personnel and other groups are not able to apply together using e-Apps because online accounts may only be held by an individual. Groups who are eligible for a group fee may wish to apply on paper.
3.Clients submitting an online application for the first time will be directed to register and log in using the secure “GCKey” or “Sign-in Partner” (a.k.a.: Secure Concierge) AND then enrol in their MyCIC account. With any subsequent visit, the client will only have to log into GCKey or Sign-in Partner to access MyCIC. See Appendix A for further information on MyCIC, GCKey and Sign-in Partner.
4.Applicants will complete and upload the application forms and supporting documents to CIC, according to the document checklist which was generated in Step 1 above. Should they not be able to complete the application right away, they will have 60 days to complete their application and submit all of the required documents.
5.Once the application is complete, applicants will be required to provide their credit card information to pay the applicable fees to the Receiver General of Canada portal. Applicants will then be automatically directed back to their MyCIC account. Clients who are fee exempt, and can upload proof of why they are fee exempt (i.e. an explanation), will bypass the e-Payment step.
6.Once they submit their application, clients will receive an instant confirmation of receipt. Subsequently, they will automatically receive an acknowledgement of receipt generated by GCMS which contains their application number. The date and time of transmission of the client’s application will be the date and time that CIC receives the online application in Eastern Standard Time (EST).
7.When an e-Application is submitted, the system will send the online application form with the 2D barcode information directly to the appropriate fields within GCMS. This will help minimize data entry at offices.
hi po mga ka'forumates! Pasensya na now lang ako nakapag'update. I received an email from CEM last saturday stating that my visa application has been approved.. Sobrang nagpapasalamat ako sa Diyos! Almost 10 months ang application ko bago na'approved ng CEM.. Sobrang dami ko pinagdaanan sa application na yan.. Halos mawalan na ako ng pag'asa.. August applicant ako., at ako ang isa sa mga applicant na talagang nahirapan sa further medical exam., I undergone sputum exam and repeat xray sa st.lukes medical center. At nghintay ng matagal (4months) bago na'forward ang further medical result sa CEM. Kaya sobrang nagtagal din ang application ko. Nag'follow up ako ng january 2013, then nag'respond sila ng February na, asking for my further medical result. Nag'update ako agad sa CEM right after mg'email sila sa akin. Kaya lang ang March and April month, waiting mode ako. Halos mawalan na ako ng pag'asa.. Thanks God, after almost 10 month, dated May 25, 2013 nakatanggap ako ng email na approved na visa ko.. Ngayon waiting mode ako sa delivery ng visa ko.. Kaya wag kayo mawawalan ng pag'asa.. God answer our prayers in three ways: Yes, Later, or I have better plans for you.. Always pray., at ipagkakaloob din sa inyo yan ni God! God bless everyone!!
