Prepared by:
Quebec Regional Office
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TABLE OF CONTENTS

Purpose

Guiding principales

Eligibility criteria for obtaining a CIS

Grounds for refusing obtaining a CIS

Adopted persons

"A" List

Annual limit

Preliminary checks for issuing certificates

General procedures for the issuance of CISs

• Certificates issued in person :
  
  • For a person who is under 14
  • For a person who is 14 and older

• application for certificate received by mail or telephone

Pieces of identification

Destruction of former CISs

Recording CISs

Mailing blank CIS forms

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REGIONAL DIRECTIVE CONCERNING
THE ISSUANCE OF CERTIFICATES OF INDIAN STATUS (CIS)
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Purpose

To define the criteria and parameters governing the issuance of Certificates of Indian Status (CIS).

Guiding principles

Normally, a certificate is issued by an Indian Registry Administrator for the registry group (band) with which the individual is affiliated. However, a certificate may be issued by an issuing officer of the Québec regional office where the latter is satisfied as to the identity of the applicant.

Eligibility criteria for obtaining a CIS

A registered Indian who is under 14 may, upon request, obtain a certificate, provided that the parent or guardian completes and signs the Application for Certificate of Indian Status form.

A registered Indian who is 14 and older may obtain a certificate, provided that he or she completes and signs the form Application for Certificate of Indian Status form.

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Grounds for refusing a CIS

The issuing officer may refuse to issue a CIS if he or she is satisfied that it will be used for fraudulent purposes.

The issuing officer may refuse to issue a CIS to an intellectually impaired person, unless this person is accompanied by a reliable resource person (e.g.: close relative; social worker from a LCSC or a Youth Center; probation officer; etc.) who is capable of supplying specific information about the applicant.

The issuing officer may refuse to issue a certificate if the applicant does not have the required pieces of identification (see list on page 7) to prove his or her identity and a recent regulation-size photograph, and if the Indian Registry Administrator of the registry group (band) with which the applicant is affiliated was unable to verbally identify the applicant.

The issuing officer may refuse to issue a certificate to any person who has already received two (2) certificates within a period of twelve (12) months. In such cases, the issuing officer will refer this person to his or her Band council.

The issuing officer may refuse to issue a certificate to any person to whom he or she has already sent a certificate application on one or more occasions and from whom no response was ever received.

The issuing officer may refuse to issue a certificate to any applicant where the registry group (band) with which this person is affiliated refuses to authorize the officer to make such issuance.

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Adopted persons

All adopted persons who are not registered under their adoptive names in the Indian Register must send their CIS applications to the Adoption Unit at headquarters together with a copy of the Adoption Order to the following address:

Tasha Cloutier
Adoption Unit
Indian Registration and Band Lists
Registration, Revenues and Band Administration
Ottawa ON K1A 0H4

Fax/Télécopieur (819) 997-6296

Example of a request:

The applicant presents identification cards on which the names do not match those of the Indian Register (for example, birth certificate on which the names of the parents differ from those appearing on the Register) and the applicant informs you that he/she was adopted.

"A" list

No Certificate of Indian Status may be issued to minors whose name appears on the “A” list (the case of an Indian who was adopted by non-Indians). These persons do not have a Register number and must contact the Adoption Unit at headquarters directly in order to obtain a letter signed by the Registrar that confirms their registration in the Indian Register.

Persons of full age whose name appears on the “A” list must also contact the Adoption Unit at headquarters to request a Register number and to obtain a Certificate of Indian Status (refer to the above-mentioned address in the “Adopted persons” section).

Example of a request:

The issuing officer is unable to retrace the applicant in the Indian Register, but the applicant has a letter signed by the Registrar confirming the applicant’s registration.

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Annual limit (within a twelve (12) months period)

A person may not obtain more than two (2) certificates per year, unless the issuing officer is satisfied that circumstances warrant issuing an additional certificate.

Preliminary checks for issuing certificates

The applicant must schedule an appointment with the issuing officer so that the latter is able to accurately assess the applicant’s needs.

The issuing officer must verify the identity of the applicant by consulting the IRS.

The issuing officer must always verify the issuance dates of the last two (2) certificates.

The issuing officer shall contact the Indian Registry Administrator (IRA) for the registry group (band) with which the applicant is affiliated in order to verify that the applicant has not already submitted an application. This practice also applies to requests made in person, by mail or by telephone. The issuing officer is to use the form devised for this purpose.

When the IRA can not be reached, the issuing officer must use the information contained in the IRS and then forward a copy of the CIS issued to the IRA.

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General procedures for the issuance of CISs

Certificates issued in person :

For a person who is under 14 :

The parent or guardian of the applicant must complete and sign the Application for Certificate of Indian Status form.

The parent or guardian of the applicant must present two (2) pieces of identification (see list on page 7).

When the parent or guardian of the applicant has no identification cards.

for a person who is under 8, the parent or guardian of the applicant is not required to provide a photograph.

for a person who is 8 or older, the parent or guardian of the applicant shall provide a recent passport-format photograph (approximately 1½" x 1½”). The person in the photograph must not be wearing a hat, sunglasses or any other similar apparel interfering with identification.
The issuing officer shall make sure that information such as family name, given name, date of birth and Register number recorded on the pieces of identification presented match the information contained on the Indian Register. In the event of a discrepancy, the issuing officer must refer the case to the officer at Indian Registration so that the latter may take the appropriate corrective measures.

The issuing officer must write down the usual given name in bold characters or underline it and also write down any other given names recorded in the Indian Register. If there is not enough space for recording all given names, use two (2) lines. If the applicant has an Indian name that does not appear in the Register, refer the case to the officer at Indian Registration, who will take the necessary measures to add this name to the Indian Register and to the certificate in the space provided for “Alias”.

The issuing officer shall indicate a 2-year expiry date starting from the date of certificate issuance.

The parent or guardian of the applicant must sign the certificate in the space reserved for “Holder’s signature”. The child may also sign if he or she is capable of signing legibly.

Where the parent or the guardian of an applicant is unable to sign the certificate, he or she must be accompanied by a friend or relative who will serve as a witness when he or she signs with an “X” in lieu of a signature.

For a person who is 14 and over:

The applicant must sign the Application for Certificate of Indian Status form.

The applicant must present two (2) pieces of identification (see list on page 7).

The applicant must provide a recent passport-format photograph (approximately 1½” x 1½”). The person in the photograph must not be wearing a hat, sunglasses or any other similar apparel interfering with identification.

The issuing officer must make sure that information such as family name, given name, date of birth and Register number recorded on the pieces of identification presented match the information contained on the Indian Register. In the event of a discrepancy, the issuing officer shall refer the case to the officer at Indian Registration so that the latter may take the appropriate corrective measures.

The issuing officer shall write down the usual given name in bold characters or underline it and also write down any other given names recorded in the Indian Register. If there is not enough space for recording all given names, use two (2) lines.

If the applicant has an Indian name that does not appear in the Register, refer the case to the officer at Indian Registration, who will take the necessary measures to add this name to the Indian Register and to the certificate in the space provided for “Alias”.

It has been established that the issuing officer of the regional office (bands having adopted their own directive) will indicate a 2-year expiry date on the certificate starting from the date of certificate issuance for a person between 14 and 18. For a person 18 and over, the expiry date will be for five (5) years starting from the date of certificate issuance. However, if the person will turn 18 within the next six (6) months, record the expiry date for one month later than his or her date of birth (e.g.: when the person will turn 18 on December 18, 2004, record the expiry date as January 18, 2005).

The applicant must sign the certificate in the space provided for “Holder’s signature”.

However, if the applicant is unable to sign his or her own certificate, he or she must sign with an “X”, with one witness’s signature (a relative, friend or guardian). In cases of totally impaired persons, the witness’s signature will take precedence.

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Application for certificate received by mail or telephone:

1- Refer to “Preliminary checks“ on page 3.

2- After having been authorized by the IRA, the issuing officer must verify the contact information of the applicant and forward a letter requesting that the applicant provide the following documents:

a photocopy of two (2) valid identity documents, one with a photograph and/or a signature, OR a birth certificate that will allow the issuing officer to make the necessary corrections in the IRS, if necessary;

a recent passport-format photograph (1½” x 1½”). The issuing officer must advise the person in the photograph not to wear a hat, sunglasses or any other similar apparel interfering with identification;

the former Certificate of Indian Status;

when the request is made for a child, ask for a photocopy of an identification card of the parent;

in the case of a child in foster care, a photocopy of the judgment of the court (or a document from social services indicating the name of the guardian) is required;

request that the applicant return the above-mentioned documents within 30 days of the request, in the self-addressed envelope.

2- Once the above-mentioned documents have been received, the issuing officer must verify the accuracy of the provided documents. The issuing officer must then draft a second letter to which the following is attached:

the “Application for Certificate of Indian Status” form that the applicant must complete and sign;

the Certificate of Indian Status to be completed as follows:

on the front of the certificate, indicate the family name and given names according to the established procedure as well as the Register number;

on the back of the certificate, add a diagonal line in pencil along with the mention “do not fill in”;

also on the back of the certificate, place an “X” in pencil to indicate where the certificate holder is to sign specifying that the holder’s signature must correspond to the family name that appears in the Indian Register (as indicated on the front of the certificate);

the issuing officer will request that the applicant return his former Indian Certificate (if it has not already been returned).

The issuing officer must return all documents to the applicant, by priority post.

3- Once the duly completed and signed Certificate of Indian Status and “Application for a Certificate of Indian Status” form have been received, the issuing officer must:

verify all documents;

complete the back of the certificate;

have the accuracy of the information that appears on the certificate confirmed by a colleague;

if the issuing officer received authorization from the Registrar to access information in the Indian Registration System (IRS):

he may sign the Certificate of Indian Status, if not, he will forward it to the Indian Registration Advisor;
plasticize the certificate;

register the Certificate of Indian Status in the IRS.

4- Follow-up on CIS applications by mail that are late:

The issuing officer shall perform follow-up in the two (2) months following the application date of certificate applications; following this period, the officer shall again send a letter stamped “Final notice” with a deadline set for fifteen (15) days later (working days);

following the final notice, if the applicant has still not replied in connection with his or her certificate application, the issuing officer must cancel the said certificate in the Indian Register.

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Pieces of identification

The applicant shall present two (2) valid pieces of identification, one of which shall bear a photograph or signature. Such identification may include:

driver’s licence
birth certificate (Directeur de l’état civil)
birth certificate or baptismal certificate (from churches, in Québec only, prior to January 1, 1994)
passport
employee identification card
provincial identification card
social insurance card
health insurance card
student identification card
major credit card
probation/parole card from a detention center
bills (invoices) for electricity, telephone or other

If the applicant has no identification cards, the issuing officer may issue a certificate if:

1- he has verified with the Indian Registry Administrator for the registry group (band) with which the applicant is affiliated whether or not the administrator is acquainted with the applicant and is able to provide a physical description of the applicant;

2- he or she is personally acquainted with the applicant;

3- he or she is personally acquainted with someone who can confirm the identity of the applicant, preferably in the form of a statutory declaration.

Otherwise, the officer must refer the case to the Indian Registry Administrator, who will make the necessary decisions.

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Destruction of former CISs

The issuing officer must recuperate and destroy former Certificates of Indian Status when a new certificate is issued.

Recording CISs

The issuing officer must complete the Certificate of Indian Status Register following the issuance of a certificate.

The issuing officer must forward a copy of the CIS application and a copy of the new certificate issued to the registry group (band) with which the applicant is affiliated in the following cases:

bands located outside the Québec region;
IRAs who do not have access to the IRS;
IRAs who have not provided their authorization.

Mailing blank CIS forms

When an IRA requests blank CIS forms, the registration clerk must verify the following:

when was the last time the IRA received a series of blank CIS forms?
has the IRA issued all the blank CIS forms previously forwarded?

If this is satisfactory, the registration clerk forwards new CISs to the IRA as follows:

inserts the CISs in a sealed envelope addressed to the IRA ensuring that the security classification “Protected” is inscribed on the envelope;
inserts the first envelope into a second envelope addressed to the IRA without inscribing the security classification;
forwards the envelope by “priority post”.

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