For prospective immigrants to Canada, one of the most frustrating aspects about the process is understanding where their application currently stands. Well, one document that can help is your CAIPS file.
CAIPS, which stands for Computer Assisted Immigration Processing System, is the software used by Citizenship and Immigration Canada and Canadian diplomatic missions to track visa applications.
Your CAIPS file is important because every stage of the immigration process is documented here. Every time there is movement on your file, whether a request for documents or notes being made on your medical status, immigration officials mustupdate your file.
CAIPS notes also list important information such as how many points you have been assessed, and a visa officer’s comments on your case.
The notes are especially useful if you believe your file has taken longer than normal to process, or if you have been called for an interview and you’d like to know what you are likely to be quizzed on.
The good news is that you can access your CAIPS notes. The bad news? Most of the entries are in code that make sense only to immigration officials and lawyers.
To make it easier for you to understand, we have compiled a complete list of abbreviations used in a CAIPS file, and what they stand for.
One thing you should note is that dates are always provided in the format DD-MM-YYYY. So 10-03-2005 is March 10, not October 3 as it would be in the US date system.
Obtain your CAIPS notes for free
As a prospective immigrant to Canada, you probably know that you can follow the progress of your application through your CAIPS notes, which several companies can obtain for you for a fee. It’s however less well known that you can save the fee, usually ranging from US$30-100, by ordering the notes yourself.
CAIPS, for the uninitiated, stands for Computer Assisted Immigration Processing System, the software used by Citizenship and Immigration Canada and Canadian diplomatic missions to track visa applications.
To obtain your CAIPS notes, you do need to know someone living in Canada, either a citizen or a permanent resident, who will be willing to mail the request for you. If you already in Canada, you can however send in the application yourself.
A Canadian citizen living abroad can also send in the application on your behalf, but there is a C$5 fee in this situation.
(Note: An In-Canada applicant can also obtain their FOSS notes using the same procedure as detailed here).
First off, you need to download the application form. You will find this at the Citizenship and Immigration Canada website at this link:
http://www.cic.gc.ca/english/pdf/kits/forms/IMM5563B.pdf
The form is pretty straightforward, with explanations on what needs to be provided. You will need to fill in your file number (usually starts with a “B”, “V”, “E” or an “S”), the embassy where you applied (e.g. Buffalo or New Delhi), and the address in Canada.
If you do not know your file number, you can indicate this in the form, though there may be a delay in you getting your CAIPS notes.
You need to provide a Consent Letter, authorizing release of the information to the person applying on your behalf, who will also have to write a Formal Request letter asking for the CAIPS notes. A copy of that person’s passport or other document proving legal residency in Canada also needs to be attached.
All the papers then need to be mailed to this address:
Citizenship and Immigration Canada
Access to Information and Privacy Coordinator
Narono Building
360 Laurier Avenue West, 10th Floor
Ottawa, Ontario K1A 1L1
Canada
Alternately, you can fax all the papers to CIC at 1-613-957-6517, though some applicants say there have been delays when using this method.
Standard processing time is under a month. However if there is a long delay in getting a response, you can call the CIC at 1-613-957-6512 for a follow-up.
Here is the CAIPS list of codes and abbreviations:
SEX
1 or M male
2 or F female
MARITAL STATUS
1 single
2 married
3 widowed
4 divorced
5 separated
8 common-law partner
HEIGHT CODE
(Height must be between 31 cm and 268 cm)
1 (or metric + height)
2 (or imperial + height, 0 for unknown)
EYE COLOUR CODE
0 Unknown
1 black
2 blue
3 brown
4 green
5 hazel
6 gray
7 other
HEIGHT AND EYE COLOUR VALIDATION CODE
0 not defined
1 unknown
2 confirmed
3 estimated
NAME FLAG
1 maiden name
2 son/daughter of
3 other surname or different spelling
4 other given name/different spelling or nickname
5 spouse’s surname
6 intended spouse’s surname
OFFICIAL LANGUAGE CODE
1 fluent in English
2 fluent in French
3 fluent in both
4 fluent in neither
EDUCATIONAL QUALIFICATION CODE
00 none
01 secondary or less
02 formal trade certificate, diploma or apprenticeship e.g. hairdresser
03 other non-university certificate or diploma e.g. registered nurse, denial technician
04 some university, no degree
05 bachelor’s degree of first professional degree e.g. BA B.Ed, B.Eng. LLB. MD
06 some post graduate, no further degree
07 master’s degree
08 doctorate – PhD
SYNTHETIC NOC CODES (OM OP 97-21)
9911.0 Student
9992.0 Retired
9970.0 Homemaker
9980.0 Dependant (other than student)
9914.0 New Worker
9999.0 Open Work Permit 0001.0 investor
PILOT INDICATOR COPES (PERMANENT RESIDENT ONLY)
CN1 Control – Independent Class – London
CN2 Control – Independent Class – Hong Kong
CN3 Control – Independent Class – New Delhi
PN1 Pilot – Independent Class – London
PN2 Pilot- Independent Class – Hong Kong
PN3 Pilot – Independent Class -New Delhi
CF3 Control – Family Class – New Delhi
CF4 Control – Family Class – Singapore
PF3 Pilot – Family Class – New Delhi
PF4 Pilot – Family Class – Singapore
IF3 Imaging – Family Class – New Delhi
PROVINCE
AB Alberta
BC British Columbia
MO Manitoba
NB New Brunswick
NF Newfoundland
NS Nova Scotia
NT Northwest Territories
NU Nunavut
ON Ontario
PE Prince Edward Island
PQ Quebec
SK Saskatchewan
YT Yukon
FAMILY STATUS CODE
1 principal applicant
2 dependant is spouse of principal applicant
3 neither 2, 4 nor 6 apply
4 dependant is a child over 19 or relationship to principal applicant is GRANDSON or GRANDDAUGHTER (pre-Proclamation cases)
5 common-law partner
6 dependant is child over 22 or relationship to principal applicant is GRANDSON or GRANDDAUGHTER (post-Proclamation cases)
EMP. CODE
1 designated occupation
3 arranged employment as minister or in family business
4 has EMP5056.
ARRANGED EMPLOYMENT TYPE
1. Holds Work Permit on the basis of an HRDC Confirmation -R 82(2)(a)
2. Holds Work Permit on the basis of an HRDC confirmation -R 82{2)(b)
3. HRDC permanent confirmation has been issued -R82(2)(c)
MEDICAL STATUS CODE
R Documents rec’d from physician, but not yet assessed
F Case furthered
B Pending review by Medical Advisory Board
H Pending decision by HQ
A Assessed and finalized
N No document received for this family member
MEDICAL CODES
M1 enter 01
M2 enter 02
M3 enter 03
M4 enter 04
M5 enter 05
M6 enter 06
M6 enter 06
M7 enter 07
M2/3 enter 23
M4/5 enter 45
M4/6 enter 46
M4/7 enter 47
M6/7 enter 67
IMMIGRANT COST RECOVERY
FPA fee paid abroad
FPC fee paid in Canada
FPE fee paid at Port of Entry
FPS T11 decision pending – Quebec cases only
R01 CR or DC case
R02 Citizens of Finland
R03 Application commenced before 03/02/86.
RQ4 found not to be a refugee
ROS re-opened case, no change in previous coding
RPA Refund processed abroad (appl. fee)
RPC Refund processed in Canada (appl. fee)
999 none of the above apply
RIGHT OF PERMANENT RESIDENCE FEE
LFA paid abroad
LFC paid in Canada
LFD payment deferred – non PQ
LFN not applicable
LFP partial refund
LFQ payment deferred – Quebec
LFR refund
LFS supplementary payment.
LLA landing loan approved
LXR exempt refugees (CAIPS offices only)
LFE paid elsewhere
LFT file transfer to another mission
LRC refunded in Canada on FC refused case
TYPE OF CASE
2 Ordered Landed
3 Early Admission
7 19(1)(c), Order-in-Council
8 19(2)(a), Ministerial decision
REFUGEE SPECIAL PROGRAMS
HC1 Humanitarian and Compassionate Consideration
OYW One Year Window of Opportunity
UPX Urgent Protection Program
AWR Assistance to Women at Risk
REF Convention Refugee Selected Abroad
SLB Sierra Leone Blendad Sponsorship Case
DFD De Facto Dependant
KQF Fast Track Kosovo Refugees
EXD Bosnian Ex-Detainees
REFERRAL ORGANIZATION (REFUGEE SPECIFIC)
NONE
UNHCR
FAMILY CLASS
FC1 Spouse
FC2 Fiance(e) (pre-Proclamation cases only)
FC3 Son/Daughter
FC4 All parents and grandparents
FCS Orphaned brother/sister/nephew/niece/grandchild
FC6 Child to be adopted
FC7 Other relative
FC9 Child adopted by a Canadian citizen or permanent resident (IRPA – Effective September 2002)
FCB Guardianship
FCC Common Law Partner
FCE Conjugal Partner
FCH Family Relationships – H&C
DESIGNATED CLASS
DC1 Government assistance required
DC2 Approved IMM1298 or IMM1344 on file
DC3 Sponsored by group or corporation
DC4 Self-supporting, government assistance not required
DC5 Selected under joint assistance sponsorship
DC8 Refugee claimants; designated class; backlog claimants
INDEPENDENT IMMIGRANT
AR1 Brother/sister
AR4 Son/daughter
ART Other Assisted Relatives
EN2 Entrepreneur
SE2 Self-employed
ND2 Other independent Immigrants
PV2 Provincial nominee processed abroad
SOURCE COUNTRY
RS1 Government assistance required
RS3 Sponsored by group of five or corporation for 12 months (pre-Proclamation only)
RS4 Self supporting, government assistance not required
RS5 Special needs case selected under joint assistance sponsorship
RSX Sponsored by group or corporation for 12-24 months (pre-Proclamation only)
(IRPA – Effective September 2002)
RSC Source country with a Community Sponsorship
RSG Source country sponsored by a Group of Five.
RSS Source country sponsored by a Sponsorship Agreement Holder (SAH).
ASYLUM COUNTRY
RA3 Sponsored by group of five or corporation for 12 months (pre-Proclamation only),
RA4 Self supporting, government assistance not required
RA5 Special needs case selected under joint assistance sponsorship on an exceptional basis
RAX Sponsored by group or corporation for 12-24 months (pre-Proclamation only) (IRPA – Effective September 2002)
RAC Country of asylum with a Community Sponsorship
RAG Country of asylum sponsored by s Group of Five
RAS Country of asylum sponsored by a Sponsorship Agreement Holder (SAH).
OTHER CATEGORIES
DR1 Dependant of a CRS refugee claimant who resides fn Canada and who has not been deemed to be a Convention refugee by the IRB
DR2 Dependant of a CRS refugee claimant who resides abroad and who has not been deemed to be a Convention refugee in his/her own right
RM2 Dependant residing abroad of a member of the deferred removal order class
LC1 Member of the live-in caregiver^ in Canada class and dependants in Canada
LC2 Dependant residing abroad of a member of the (live-in-caregivers in Canada class
PD1 Member of the post-determination refugee
PD2 Dependant of a member of the post determination refugee claimant in Canada class: residing abroad
Effective prior April 1, 1999
NV1 Investor in private business commercial venture/individual applicant
NV2 Investor in private business commercial venture/multiple applicant
NV3 Investor tn privately administered investment syndicate
NV4 Investor in government administered capital venture funds
Effective April 1st 1999
NV5 Investor
IRPA – Effective September 2002
SW1 Skilled Worker
CONVENTION REFUGEE
CR1 Government assistance required
CR2 App. undertaking on file as assisted relatives or family class
CR3 Sponsored by group of five or corporation for T2; months (pre-Proclamation only)
CR4 Self-supporting, government assistance not required
CR5 Special needs case selected under joint assistance sponsorship
CR8 Convention Refugees (CR) and their dependants who are recognized as Convention refugees in their own right by the IRB
CRX Sponsored by group or corporation for 12-24 months (pre-Proclamation only)
(IRPA – Effective September 2002)
CRC Convention refugee abroad with a Community Sponsorship
CRG Convention refugee abroad sponsored by a Group of Five,
CRS Convention refugee abroad sponsored by a Sponsorship Agreement Holder (SAH)
WORK IN PROCESS (WlP) EVENTS (USER ENTERED)
C1023 RPRF Requested
D1Q01 Referred to CIC
D1005 Application Forwarded to MRCI
M1004 Requested Info/Documentation Received
R1001 IMM1017- Medical Instructions issued
S1000 Letter-Missing Info – Supporting Documentation
X1002 RPRF Received.
X1004 Paper File Received
X1005 Response from MRCI Received
X1006 Response from CIC Received
X2002 Refusal Recommended
X2003 Interview Required
X2004 Refer to QA
X2007 Suspended
WORK IN PROCESS (WlP) Events (SYSTEM GENERATED)
D1020 IMM1000 Created/Updated (pre-Proclamation only)
D1062 Immigrant Case Re-opened
D1063 IMM5292 Issued/Updated
D1064 Immigrant Foil Issued/Updated
D1065 Change in immigrant Category
M1000 Application Received
X1000 Immigrant File Created
X1001 Interview Date
X1003 File Transferred
X1007 File on Loan to Satellite
X1008 File Returned to RPC
X1009 File Transferred to Portable CAIPS
X1010 File Transferred from Portable CAIPS
X2000 Paper Screening Decision Entered,
X2001 Selection Decision Entered
X2005 Security Decision Entered
X2006 Final Decision Entered
X3000 Centralized Processing ND Pilot Application
X3001 Centralized Processing ND Control Application
X3002 Centralized Processing FC Pilot Application
X3003 Centralized Processing FC Control Application
X3004 Imaging Family Class Cases for New Delhi
REGULATIONS
A92 A93 X86 J88
M92 M94 N79
J02 (June 2002. IRPA)
Decision Codes
T-11 PAPER SCREENING DECISION (PSDEC)
1 passed
2 failed
3 withdrawal
T-12 SELECTION DECISION (SELDEC)
1 passed
2 passed on discretion
3 OIC required (pro-Proclamation cases)
4 waived
5 failed
6 failed on discretion
7 withdrawn
S passed (H & C consideration) (for Refugees only)
T-13 SECURITY DECISION (BDEC)
1 passed
2 omitted – all under 18
3 incomplete
4 failed
T-13 MEDICAL DECISION (MEDDEC)
1 passed
2 Incomplete
3 failed
4 dependant failed
T-13 OTHER REQUIREMENTS (OREQ)
1 passed
2 OIC obtained
3 incomplete
4 failed
5 failed – criminal
6 failed – province
7 rehabilitation approved
8 rehabilitation denied
T-13 FINAL DECISION (FINDEC)
1 visa issued
2 permit issued/to be Issued
4 refused
5 withdrawn
SECURITY DECISION (SDEC)
1 passed
2 omitted
3 pending
4 refused
CRIMINALITY DECISION (CDEC)
1 passed
2 omitted
3 pending
4 refused
REASON FOR REFUSAL (SELDEC 5) (FOR REFUGEES)
A Not meeting the definition of CR. RA or RS
B Not having the ability to successfully establish
C Not being able to be resettled for financial reasons
D Medical Admissibility
E Security
F Criminality
OTHER ABBREVIATIONS
FILE BF’D TO : File forward to
SEC CRIM : Security criminal
SELDEC: Selection Decision
PSDEC: Paper Selection Decision
BDEC: Background Decision
OREQ: Other Requirement
MEDDEC: Medical Decision
FINDEC: Financial Decision
IMMCAT: Immigration Category
SW1: Skill Worker 1
NCR: No Criminal Record
M01-MO7 : level of Medical assessment. M01 means perfect
PS: Prescreen (another explain is Paper selection)
PA: Storage area of your file
AUTHORITY: ARW, LM seems to be officer’s name
PPS: point at paper screening stage
PI: Principle immigrant
XREF:cross referenced applicant
FOSS: is a central database of applications
NOC: National Occupation Classification
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