QORAX and all seniors and members help pls CAIPS confusing!!!

[ItsBeenLongNow]

Aspire, did you received your caips? what was ur points creak down

 

[staralihaider]

Aspire i also submitted my documents to chc london in may 2010 and got 2nd aor on aug 2010 and in my caipsnotes it shows IMM1017s requested on 10 aug 2010.Age 10 and all others showing zero. and my bfd date is 10 aug 2010. i also didnot understand chc london way of working. today is 13 dec 2010 and i didnot receive anything from chc london and my status still showing received by visa office but i hope inshallah all will be clear in jan and feb 2011.

 

[CanadianLove]

buddy, from my caipsnotes experiance, i think IMM1017S is for document updates received date
seniors may comment

 

[Kanamen]

Aspire i also submitted my documents to chc london in may 2010 and got 2nd aor on aug 2010 and in my caipsnotes it shows IMM1017s requested on 10 aug 2010.Age 10 and all others showing zero. and my bfd date is 10 aug 2010. i also didnot understand chc london way of working. today is 13 dec 2010 and i didnot receive anything from chc london and my status still showing received by visa office but i hope inshallah all will be clear in jan and feb 2011.

Appendix B – Additional information about CAIPS Release 40.2

The purpose of this message is to provide missions with background information and additional guidelines related to the implementation of CAIPS Release 40.2 (January 2009).

Please note that the CAIPS user guide – Permanent Residents was updated to reflect the changes in release 40.2. The following sections were updated:

Section 2: File Creation
Section 5: Paper-screening
File Management – section 2: Changing File Details

You may wish to consult the CAIPS user guide for additional technical details about the Release.

RELEASE 40.2 – WHAT’S NEW

* At Centralized Intake Office (CIO): When the CIO creates a B-file in CAIPS, the system automatically populates the first X-REF field with the same CIO B-file number. The x-ref field then becomes locked and cannot be modified by the user.
* At Visa Offices: When the Visa Office enters a FSW file created in Sydney, CAIPS prompts the user to change the file number from the CIO B-file number to a local B-file number. This is not compulsory – the user is not forced to change the file number. Changing the file number has the effect of “re-opening” the file, clearing it of all previously entered decisions. The CIO’s B-file number is retained and locked in XREF.

WHO DOES WHAT – FROM CIO-SYDNEY TO THE VISA OFFICE

The following section outlines the procedures that apply to the applications that the CIO recommends for processing.

PROCEDURES AT CENTRALIZED INTAKE OFFICE (CIO) – SYDNEY, NOVA SCOTIA:

* Applicants applying under the Federal Skilled Worker category must submit their applications directly to the Centralized Intake Office (CIO) in Sydney.
* The CIO reviews applications for completeness, recovers fees, creates files in CAIPS and assesses eligibility for processing under the Ministerial Instructions.
* If the CIO determines the applicant may be eligible for processing, the applicant is sent a letter requesting that a full application and supporting documents be sent to the visa office within 120 s.
* CIO enters the following information in the relevant CAIPS fields: PILOT=M01, PSDEC= 4, BFTO= A87,
BFdate = T+120, effectively closing the CIO’s CAIPS file.
* At the beginning of each week, CIO electronically transfers all the applications recommended for processing the previous week to the appropriate visa offices. The CIO will send an email to the receiving office’s email address once the file transfer is complete. Given the volume of cases, it may take the CIO several days to complete all of its file transfers.
* Once the file is transferred, the file is removed from the CIO’s IMMIG database and becomes a miscellaneous (MISC) record at the CIO.
* CIO will check the status of the file transfers by checking their night job logs (report BATFTX.LPT)

PROCEDURES AT THE VISA OFFICE:

* The files e-transferred from the CIO appear in the visa office’s night job report (BATFTM.LPT). Visa offices should verify that the night job report against the list of files provided by the CIO. Please note that the transferred files may appear at the visa office as late as Wednesday due to time zone differences.
* The transferred files now form part of the IMMIG database in the receiving mission. Since they were transferred from the CIO with PSDEC 4, they are considered “closed” files and remain closed (with PSDEC=4) until the file is re-numbered or re-opened at the visa office.
* Until the CAIPS file is accessed at the visa office, the LOC, BF and BFdate entered by the CIO are retained, allowing easy tracking of these files through CAIPS command mode. Visa offices should run overdue BF lists using BFTO= A87 to identify C‑50 files where the applicant has not complied with the request to submit a complete application and supporting documentation within 120 s.
* IMPORTANT: The moment the B-file from the CIO is accessed or viewed at the visa office, the information in the LOC, BFTO, BFDATE fields entered by CIO will be overwritten with LOC= PA, BFTO= RET, BFDATE = T + 2 years, the default for closed files. This will occur even if NO changes are made to the data. The only exception is when the file is accessed through F12 – Case Summary screen. Therefore, it is best NOT to access the transferred file until you are ready to re-number or re-open the file.

WHEN TO RENUMBER THE B-FILE FROM THE CIO: FULL APPLICATION RECEIVED

Files transferred from the CIO for processing are only re-numbered if and when the applicant submits a full application.

Upon receipt of a full application and supporting documents, the visa office re-numbers the file to a local B-file number and enters its own PSDEC.

I. Re-number the file:

This is new functionality implemented in CAIPS Release 40.2. It permits the visa office to re-number files that have the following pre-conditions: IMMCAT = SW1 (Federal Skilled Worker), Pilot code = M01, originating from the CIO, with PSDEC = 4.

This function can only be accessed through the F6 – Immigrant Create / Edit / View screen. Users who try to access the file through F7 – Paperscreening will be prompted with the following message:

“C‑50 case originating in SYDNEYNS, FILE NUMBER must be renumbered at F6”

STEPS for re-numbering the file:

1. From the F6- Immigrant Create / Edit / View screen, visa office enters the B-file number assigned by the CIO to locate the file in CAIPS. The applicant will provide this B-file number when they submit their complete application.
2. CAIPS prompts user to change the file number:
“C50 case originating in SYDNEYNS, change FILE NUMBER? (Y/N)”
3. The user enters “Y”, which allows the user to overwrite the CIO file number with a local B-file number. Note that the first X-REF field is automatically populated with the original CIO file number. This field is locked and un-editable.
4. When a file is re-numbered, the PSDATE, screener and decision code previously entered at the CIO are cleared. The PSDEC is re-set to 0. CAIPS will automatically enter a note in the PF2 notes screen as follows:

***** 14/01/2009 ** C50 FILE NUMBER CHANGED FROM B001000020 TO B001000031 ****
=========== C50 – B001000031 CDB 14/JAN/2009================

*** IMPORTANT NOTE: CAIPS will prompt users to change the file number in F6 until either the file is re-numbered or re-opened. User may choose to re-open the file without going through the re-numbering process. HOWEVER, once the file is re-opened, CAIPS will not permit any changes to the file number.

II. Determine eligibility for processing (enter PSDEC):

Once the visa office reviews the applicant’s submission, the decision about eligibility for C‑50 processing is captured in the F7 Paperscreening screen with PSDECs 1 (eligible) and 2 (ineligible).

REMINDER: F7 – Paperscreening should only be used to capture decisions about eligibility for processing under the Ministerial Instructions, not whether the applicant meets Selection criteria.

WHEN TO RE-OPEN THE B-FILE FROM THE CIO

A. No application received – BF date has elapsed:

As outlined in OB 089, if the applicant does not submit a completed application within 120 days, the visa office will close the file. In this situation, the visa office will not re-number the CIO B-file number.

These files can be easily extracted through a CAIPS command mode query using BFTO = A87
with BFdate < current date.

STEPS:

1. In the F7 Paperscreening screen, enter the CIO B-file number.
2. CAIPS prompts user to return to F6 to re-number the file.
3. User opts to proceed without re-numbering the file and presses “enter” to continue. CAIPS asks if user wishes to re-open the file.
4. User re-opens the file and records a PSDEC = 3. (June 2009 – This instruction is revoked. Please record this as PSDEC = 2)
5. User records notes in CAIPS notes and sends the applicant a letter informing him that the file is closed.
6. Visa office sends email to CIO to initiate refund of processing fees.

B. Applicant withdraws the application

If the applicant submits a written request to withdraw the application, the visa office will re-open the file (as described in section A above) and enter PSDEC = 3 to close the file. The file is not re-numbered. Visa office sends the applicant an acknowledgement of withdrawal.

** ONE FINAL REMINDER: PILOT CODE = M01 **

Pilot code “M01” was implemented as part of CAIPS Release 40.1 (Nov 2008). The Pilot Code identifies which set of Ministerial Instructions apply to the case. To ensure accurate reporting and evaluation, pilot code M01 must be entered for all C‑50 FSW cases, whether the file is originally created at mission or at the CIO.

Missions will have created many C‑50 cases without entering the M01 pilot code, which was introduced in November. Please ensure the M01 code is entered when you review these cases for eligibility for processing.

Q & A:

Why are files re-numbered at the visa office? Why is this function necessary?

Although the CIO transfers the electronic file, the physical file is retained at the CIO. Unlike other file transfers currently undertaken by visa offices, the physical file is not transferred. The re-numbering function allows visa offices to retain their numbering system and use their pre-numbered B file jackets.

Why does the CIO need to close the file by entering PSDEC 4?

The CIO needs to be able to perform the full range of operational reporting as well as monitor staff productivity and performance. The use of existing PSDEC codes 2 and 4 allows the CIO to track outcomes and performance.

What information appears in the file transferred from CIO?

All data entered in CIO is retained including biodata, NOC codes and dates, and CAIPS notes entered by CIO.

Can I access the re-numbering function through the F7 Paperscreening screen?

No. CAIPS will prompt user to return to F6 – Immigrant Create / Edit / View screen in order to re-number the file.

What if I re-open a CIO file without re-numbering?

Before a CIO file is re-opened, CAIPS provides numerous prompts to the user to re-number the file. However, once the file has been re-opened, CAIPS will not allow any changes to the file number. A new B-file will need to be created if the visa office wishes to use a local B-file number/jacket.

Will file re-numbering result in two records for the same file in the Visa Office’s CAIPS database? What does this mean for operational reporting?

No. The re-numbered visa office B-file replaces the CIO file record. The local CAIPS database retains only 1 record of the file. Whether the file is re-numbered or re-opened, the decision entered by the CIO is re-set to 0, allowing the visa office to record its decision on the file. All files transferred from the CIO will eventually have a decision recorded by the visa office. In terms of operational reporting, this means that the Visa Office will be able to continue to monitor its decision volumes and outcomes. The CIO will perform its own operational reporting to monitor volumes and outcomes at its office.

CAIPS does not allow me to enter a PSDEC 2 – what’s wrong?

If RPRF has been paid, CAIPS will not allow you to enter a negative decision until the RPRF field is changed to an acceptable refund code, ie. RFR.

Why does the visa office need to enter its own PSDEC?

The CIO recommends FSW cases for processing but it is the visa office that is ultimately responsible for determining eligibility for C‑50 processing. The Visa Office decision is based on a review of the full application and supporting documentation, which was not available to the CIO. Once the visa office decides the application is eligible for processing, processing begins and the applicant is no longer able to obtain a refund of processing fees.
Appendix C – Procedures for missions: refunds by CIO-Sydney

This document details the procedures for cases where a refund by the CIO-Sydney is required. These procedures are intended to ensure that duplicate refunds do not occur and the appropriate level of financial controls is maintained.

These procedures apply to the following cases:

1. Uncreated cases sent from missions to the CIO:
Description: Cost recovery fee taken at mission, sent to CIO-Sydney for file creation and review. CIO recommends application for further assessment and e-transfers the file to the visa office. POS+ receipt remains at CIO-Sydney.
2. New applications received at the CIO directly from applicant:
Description: File created and cost recovery fee taken in Sydney. CIO recommends application for processing and e-transfers the file to the visa office. SAP (cost recovery) receipt remains at CIO.

Current holder
of e-file Location of cost
recovery receipt
1. “Uncreated” files Visa office CIO-Sydney
2. New applications Visa office CIO-Sydney

NOTE: In both cases, the Visa Office is the current “holder” of the electronic B-file but the actual cost recovery receipt (POS+ or SAP) is at the CIO-Sydney.

TRIGGERS:

These refund procedures are triggered by one of the following events:

1. Applicant submits a request to withdraw the application (before processing begins);
2. Applicant does not submit complete application package (including supporting documents) within the 120 s and visa office determines the application is NOT eligible for processing; or
3. Visa office determines the application is NOT eligible for processing upon review of applicant’s submission.

NOTE: It is possible that the applicant will send their withdrawal request directly to CIO-Sydney. If this occurs, CIO-Sydney will notify the visa office so that the following steps can be taken. Visa offices are reminded that in all cases where processing has not begun, withdrawals will result in a refund of processing fees.

VISA OFFICE will:

1. Change the Cost Recovery Code to RPC.
In most cases, the fees will have been recovered in Canada and will be set at FPC. However, there will be cases where fees were originally processed at the mission and will be set at FPA.
2. Enter PSDEC 2 (“failed”) or 3 (“withdrawal”) in the paperscreening screen
– If the application is NOT ELIGIBLE for processing, enter PSDEC 2.
– If the applicant requests a withdrawal, enter PSDEC 3.
3. Update CAIPS notes
Enter CAIPS notes to reflect action taken on the file.

Suggested CAIPS notes – INELIGIBLE:
File reviewed: does not meet MI – not eligible for processing. PSDEC entered and cost recovery code changed to RPC. Processing has not begun. Applicant is eligible for refund of processing fees. Refund request sent to CIO-Sydney.

Suggested CAIPS notes – withdrawal:
Withdrawal request from applicant received. Application withdrawn this date. Processing has not begun. Applicant is eligible for refund of processing fees. Refund request sent to CIO-Sydney.

Suggested CAIPS notes – 120 s have elapsed. No submission from applicant:
Reviewed: Applicant was provided with 120 s to submit complete application kit and supporting docs. 120 s have elapsed and applicant has not submitted complete kit. Based on review of info available, not satisfied appn is eligible for processing. Processing has not begun. Applicant is eligible for refund of processing fees. Refund request sent to CIO-Sydney.

** CAIPS notes above are suggestions only. As in all cases, CAIPS notes should accurately reflect action taken on the file. CAIPS notes must indicate why a refund is warranted. Missions may wish to copy and paste an extract of their outgoing email to CIO-Sydney **
4. Notify CIO-Sydney:
Once steps 1-3 are complete, copy and paste the CAIPS notes, the F12 screen and F14 screen into an email.

Send the email to CIO-Sydney: CPC-Sydney-FSW@cic.gc.ca to request that refund be initiated.
5. Notify applicant:
Visa office will send the applicant one of the following letters:
1. Withdrawal confirmation: see Appendix D
2. Negative eligibility assessment: refer RIM 08-042

The above letters inform the applicant that the refund has been initiated through the CIO and will be sent in 8 to 12 weeks. The letters also inform the applicant that all further communication regarding refunds must be directed to CIO-S.

Where no paper file exists, visa office will copy and paste the negative determination letter into CAIPS notes.

CIO-SYDNEY will:

1. CIO will receive the refund request from the Mission, confirm that it meets the requirements of the policy on refunds and perform section 20 of the FAA on the request. To authorize under section 20 of the FAA, Sydney must have a confirmation that fees were paid (cost recovery receipt – POS+ or POS) and that fees are still refundable (For FSW applications, fees are no longer refundable when processing of the application has started).
2. The Finance section at CIO-Sydney will initiate the refund in the departmental financial management system.
3. Once the refund is initiated, CIO-Sydney (Beth Keough or Denise O’Keefe) will notify the visa office by email. Email will be sent to mission email account.
4. Upon receipt of the email from CIO-Sydney, the Mission will copy and paste relevant portions into CAIPS notes.

The above procedures do not apply to the following situations:

1. CIO-Sydney is the holder of the physical & electronic file.
Example: ineligible” application sent to CIO by missions and currently in Sydney.

If a withdrawal request is received for a file already transferred to the CIO, the mission will forward it to the CIO (CPC-Sydney-FSW@cic.gc.ca) and the CIO will take all necessary steps.
2. C50 applications created, retained and assessed at missions:
Refunds will be processed at mission in accordance with existing refund procedures.
3. Applicant is UNABLE to cash a cheque issued by Canada – refer to Table A
Missions will refund fees in these cases. Please refer to Table A.

Refunds for fees paid at visa office for accompanying family members after initial assessment at CIO-Sydney:
All fees paid to the visa office will be refunded by the visa office in accordance with that office’s existing refund procedures. The CIO-Sydney will refund the fees for which it holds the receipt and the visa office will do the same.

Table A

The table below is a list of countries where no cheque can be issued from Canada – either in Canadian or in foreign currency. The above procedures therefore do not apply to these countries.

** Note this list may be modified by the Receiver General of Canada at any point in time
Country
Cuba
Iceland
Iran
North Korea
Libya
Myanmar / Burma
Sudan
Syria

Refunds for applicants residing in these countries will be refunded by the responsible visa office following the procedures below:

Scenario 1:

Current holder of e-file: CIO-Sydney

Location of cost recovery receipt: CIO-Sydney

Description: CIO makes a negative determination of eligibility or receives a withdrawal request from the applicant.

CIO will complete the same steps as outlined for visa offices in the procedures above: change cost recovery code to RPA, enter PSDEC, update CAIPS notes, notify visa office, notify applicant. CIO will inform the applicant to contact the visa office for refund instructions.

Visa office will create a miscellaneous file in CAIPS to track the refund of the file. Miscellaneous file number will be the same as the CIO B-file number.

Once refund is complete, visa office send an email to the CIO. CIO updates its CAIPS notes.

Scenario 2:

Current holder of e-file: Visa office

Location of cost recovery receipt: CIO-Sydney

Description: CIO recommends the application for further assessment at the visa office. Visa office makes a negative determination of eligibility or receives a withdrawal request from the applicant.

Visa office will complete steps 1-3 and 5 as outlined in the procedures above: change cost recovery code to RPA, enter PSDEC, update CAIPS notes, notify applicant and include refund instructions. Since the visa office is the holder of the active file and will process the refund, the CIO does not need to be notified.

** Please note that the above procedures may be extended to applicants from other countries who will require refund at mission.