Hi Bladegurd,
I am pleased to respond to your query in full detail hopefully you will be satisfied.
Once the visa office has received the paper file from the CPC-Vegreville, files for family members can be created as follows:
• One file: this may be the most convenient in the following situations:
The principal applicant’s spouse and minor child(ren) are being processed concurrently.
There is no need to create separate files for a parent accompanied by dependent children, all of whom are family members of the PA in Canada.
For cases in which family members are being examined but none is accompanying the principal applicant, the family members (regardless of age and relationship) may be included in a single file for convenience.
• Separate files for each family member is the preferred option in the following situations:
There are several minor children (a group of siblings, for instance), not accompanied by an adult. The files must be split so that the children do not appear as dependants of a sibling, whether the sibling is a minor or an adult.
Cases of family members 18 or over, or if some family members will be accompanying and some will not.
Note: Cross-referencing of these files is essential.
Note: Each family member must fill out a separate application form, even if only one file is created.
Role and responsibilities of the CPC-Vegreville
All in-Canada applications for permanent residence, including any sponsorship applications, are submitted to the CPC-Vegreville. All applicable processing fees are also submitted to the CPC-Vegreville, although, in some instances, the
principal applicant may choose to pay the right of permanent residence fee (RPRF) at a later date, or, in exceptional circumstances, to have family members pay their RPRF through the visa
office. The application of the principal applicant in Canada cannot be finalized without the results of the
visa office processing of any family members residing abroad. Therefore, when the principal applicant has listed family members living abroad in their application, the CPC-Vegreville will do the following:
• Forward a paper copy of the original in-Canada application to the visa office by diplomatic bag; this will include a copy of the principal applicant’s application form and any supplementary family information forms included with the application. A copy of form IMM 5476 “Use of a Representative” will be included when applicable.
• This paper file will be accompanied by a covering memo which must contain the following information:
the name, date of birth, and client ID number of the principal applicant;
the immigrant class/category of the principal applicant;
the date of receipt/lock-in date of the application;
the status of the principal applicant’s application for permanent residence (approved stage one, statutory requirements met, ready to receive permanent resident status, missing information, etc.);
the name(s) of accompanying and non-accompanying family member(s);
what processing fees and RPR fees have been paid or exempted.
• Advise the visa office if, at any stage of the in-Canada processing, new information is received that may be pertinent to visa office processing (e.g., fraudulent documents, ineligible in-Canada family members, etc.).
• When the principal applicant and any family members in Canada have been granted permanent residence by the local responsible CIC, this CIC will advise the visa office so it can issue visas to the accompanying family members abroad who are being processed concurrently.
Role and responsibilities of the visa office
When the visa office has received the paper file from the CPC-Vegreville for any family members who are to be assessed abroad for eligibility and admissibility, it will do the following:
• forward an Application for Permanent Residence in Canada [IMM 0008EGEN] to each family member, with a time limit by which they must respond;
• open the appropriate file for each case;
• if the completed IMM 0008EGEN and required documentation are not received within the requested time limit (as decided by each visa office, pursuant to local conditions), send a reminder letter requesting that documentation be provided (by a new date), after which the file would be closed and, in some circumstances, the applicant in Canada could be refused;
• send a copy of this letter to the principal applicant in Canada and notify the CPC-Vegreville; the visa office may try to contact the principal applicant directly at any time during this process;
• after receipt of the completed application and documentation, assess eligibility, confirm identity and determine relationship and whether or not they are family members;
• initiate medical and background examination (security and criminality);
• inform the CPC-V if any applicants are found to be ineligible;
• inform the CPC-V if any family members are found to be inadmissible;
• inform the CPC-V of the results of medical and background checks, their period of validity and the visa office file number for both accompanying and non-accompanying family members so that the CPC-Vegreville can finalize the case in Canada in exceptional circumstances, collect the RPRF for family members abroad, if it has not yet been paid to the CPC-Vegreville in Canada; after the responsible CIC has advised that the principal applicant has been granted permanent residence in Canada, issue permanent resident visas to all accompanying family members who have been included and are eligible for concurrent processing.
Good Luck
