2.A Refugees: From Eligibility to Arrival

A.2 What resources and partnerships are required to process privately sponsored refugees?

(v) How do various processing actors communicate their actions and decisions?

How Canada Does It

Effective communication between processing actors as well as sponsors and refugees is essential to successful private sponsorship and refugee resettlement to Canada. Processing actors communicate their actions and decisions through centralized points of contact in their organizations, which may include generic mailboxes, direct person-to-person contact, and information databases. 

Typically, standardized forms are used to facilitate communications between actors to ensure that all necessary and expected information is conveyed and easily understood.

Examples of communications tools used by processing actors include: 

DIRECT COMMUNICATIONS via email, telephone, or occurring in-person.

GENERIC MAILBOXES can be used by members of a team working at different times or in different locations to save information in a central location. Generally, refugees and sponsors will submit enquiries through a generic mailbox and the enquiry will be forwarded to the appropriate office within the Government of Canada.

INFORMATION DATABASES: The Government of Canada uses an internal database called the Global Case Management System (GCMS) to assist in processing applications. Information collected in the GCMS includes client identification (i.e., name, gender, date of birth, country of birth, etc.); contact information and history; education; and employment history. Visa officers also record their notes from refugee interviews and their reasons behind their ultimate decision to either approve or refuse a refugee for resettlement. Results of refugee medical examinations are also recorded in GCMS. Through GCMS, a visa officer can access case information collected by another officer working at a different location.

STANDARDIZED FORMS include:

  • The Resettlement Registration Form issued by UNHCR; or
  • Canada’s Notification of Arrival Form.

Visa officers sometimes also receive REPORTS ON CRIMINALITY/SECURITY SCREENING from security partners (see 2.A.6)