I have an interview coming up and part of my preparation looked into the procedures for officers during the interview to get a better sense of what will happen. For those that have gone through an interview, is this about right?
Procedure: Conducting interviews
Officers conduct interviews:
• to get information that is unavailable from the documents on file;
• to clarify information (e.g., intentions of dependent child);
• to give counselling;
• to provide applicants with an opportunity to respond to an officer’s concerns regarding elements of the application; and
• to inform applicants about decisions.
The following steps should be followed when conducting interviews.
Prepare
• Read the file in advance.
• Stay focused on why an interview is required: what is needed to make a decision
• Gather any tools that need to be consulted in order to make a decision.
Establish rapport
• Greet the applicant.
• Put the client at ease: help them through the logistics (e.g., Do they follow you? Where do they sit? Do they have special needs?).
Explain the purpose and format of the interview
• Explain the officer’s role and authority.
• Explain how the interview will be conducted.
• If using an interpreter, ensure that the applicant and interpreter understand each other.
• Ensure that the applicant understands the officer and the process.
Elicit information
• Try to put the applicant at ease: most people will be more forthcoming if they feel relaxed.
• Keep vocabulary simple and sentence structure uncluttered.
• Avoid jargon, rephrase questions if it appears that the applicant has not understood a question.
• Maintain the dignity of the applicant.
What to ask
ask only what can't be determined from the file;
use the application form as a guide;
be alert for inconsistencies, gaps and evasiveness. Personal questions are acceptable as long as the officer is respectful.
Make a provisional assessment on eligibility/ admissibility and inform the applicant
• Why is the applicant being interviewed?
• Is the necessary information available in order to make a decision?
i) Identity: Is the applicant who they claim to be?
ii) Relationship: Is the applicant related to their sponsor? Are they related to their stated family member?
iii) Eligibility: Does the applicant meet the selection criteria in the category in which they are applying?
iv) Admissibility: Does the applicant meet statutory requirements? Is the applicant described in inadmissible classes?
Give the applicant the opportunity to refute/explain
• Remember the principles of procedural fairness.
• Give the applicant reasonable opportunity to respond to the decision, clarify facts, provide new information or question the officer’s interpretation of the facts.
• Don't be reluctant to change a decision if the applicant presents new, relevant information.
• Explanation is very important if it is a refusal or if there are conditions upon acceptance.
• Explain the requirements and why the applicant does not meet them.
Explain what happens next
• If something is required of the applicant, write this down for them.
• Ask only for additional information/documentation if it is necessary in order to make a decision.
• Inform the client what will be done next.
• As applicable, inform the applicant that they will also receive a written explanation.
• Inform the applicant if humanitarian and compassionate consideration, rehabilitation, etc., will be sought.
• Make clear who has the authority to make the decision.
Answer any questions
• Give the client an opportunity to clarify what was said and make sure they understand.
• Give counseling: refer the applicant to authoritative sources.
• Avoid giving information you are not certain of.
Procedure: Conducting interviews
Officers conduct interviews:
• to get information that is unavailable from the documents on file;
• to clarify information (e.g., intentions of dependent child);
• to give counselling;
• to provide applicants with an opportunity to respond to an officer’s concerns regarding elements of the application; and
• to inform applicants about decisions.
The following steps should be followed when conducting interviews.
Prepare
• Read the file in advance.
• Stay focused on why an interview is required: what is needed to make a decision
• Gather any tools that need to be consulted in order to make a decision.
Establish rapport
• Greet the applicant.
• Put the client at ease: help them through the logistics (e.g., Do they follow you? Where do they sit? Do they have special needs?).
Explain the purpose and format of the interview
• Explain the officer’s role and authority.
• Explain how the interview will be conducted.
• If using an interpreter, ensure that the applicant and interpreter understand each other.
• Ensure that the applicant understands the officer and the process.
Elicit information
• Try to put the applicant at ease: most people will be more forthcoming if they feel relaxed.
• Keep vocabulary simple and sentence structure uncluttered.
• Avoid jargon, rephrase questions if it appears that the applicant has not understood a question.
• Maintain the dignity of the applicant.
What to ask
ask only what can't be determined from the file; use the application form as a guide; be alert for inconsistencies, gaps and evasiveness. Personal questions are acceptable as long as the officer is respectful.Make a provisional assessment on eligibility/ admissibility and inform the applicant
• Why is the applicant being interviewed?
• Is the necessary information available in order to make a decision?
i) Identity: Is the applicant who they claim to be?
ii) Relationship: Is the applicant related to their sponsor? Are they related to their stated family member?
iii) Eligibility: Does the applicant meet the selection criteria in the category in which they are applying?
iv) Admissibility: Does the applicant meet statutory requirements? Is the applicant described in inadmissible classes?
Give the applicant the opportunity to refute/explain
• Remember the principles of procedural fairness.
• Give the applicant reasonable opportunity to respond to the decision, clarify facts, provide new information or question the officer’s interpretation of the facts.
• Don't be reluctant to change a decision if the applicant presents new, relevant information.
• Explanation is very important if it is a refusal or if there are conditions upon acceptance.
• Explain the requirements and why the applicant does not meet them.
Explain what happens next
• If something is required of the applicant, write this down for them.
• Ask only for additional information/documentation if it is necessary in order to make a decision.
• Inform the client what will be done next.
• As applicable, inform the applicant that they will also receive a written explanation.
• Inform the applicant if humanitarian and compassionate consideration, rehabilitation, etc., will be sought.
• Make clear who has the authority to make the decision.
Answer any questions
• Give the client an opportunity to clarify what was said and make sure they understand.
• Give counseling: refer the applicant to authoritative sources.
• Avoid giving information you are not certain of.
