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![]() January 30, 2007 To: Claimants, Counsel, CIC and CBSA Subject: The Simplified Information Gathering Pilot Project at the Refugee Protection Division of the IRB - Eastern Region I wish to inform you that the Refugee Protection Division (RPD) of the Immigration and Refugee Board of Canada (IRB) will conduct a pilot project called Simplified Information Gathering at its Montreal office (Eastern Region) beginning March 5, 2007 and continuing into spring. The IRB is conducting the project in conjunction with its portfolio partners, Citizenship and Immigration Canada (CIC) and the Canada Border Services Agency (CBSA). Each organization will manage the part of the project that is within its sphere of operation. Objective and overview of the pilot project The objective of the pilot project is to simplify how personal information is gathered and, as a result, make the process easier for claimants. Presently, CIC and CBSA obtain a claimant's personal information by using several forms, and the RPD obtains much of this same information by using the Personal Information Form (PIF). CIC and CBSA use the personal information they gather to assess whether a claimant is admissible under the Immigration and Refugee Protection Act and whether their claim is eligible to be decided by the RPD. The RPD uses the information to decide the claim. To simplify the process, CIC, CBSA and the IRB will use one harmonized questionnaire to obtain a claimant's personal information. It will include questions found in several forms currently used by CIC and CBSA and most of the questions in the Personal Information Form (PIF), not including the claimant's written statement of the reasons why they are claiming refugee protection and the facts that support the claim (narrative). The questions in the harmonized questionnaire have been regrouped and simpler wording has been used. Repetition has been eliminated. The RPD will use the completed harmonized questionnaire and, as a result, claimants will only be asked to provide their narrative to the Division. Claims included in the pilot project The following claims will be included in the pilot project:
Description of the pilot project CIC and CBSA will use a harmonized questionnaire entitled Harmonized Form (Pilot Project) - Background Information on Individuals Seeking Refugee Protection (IMM 5598E) (Harmonized Form) to assess claims included in the pilot project. They will use the completed Harmonized Form, along with other information, to determine a claimant's admissibility and whether the claim is eligible to be referred to the RPD.1 If the claim is referred, the completed Harmonized Form will be sent to the RPD and placed on the claimant's file, in the same manner as the forms it replaces. Claimants who wish to participate in the pilot project at the RPD must only provide the Division with their narrative. They must provide their narrative in the Simplified Personal Information Form (Simplified PIF) which contains the same question as question 31 of the PIF Claimants will not be required to complete questions 1 to 30 of the PIF All claimants participating in the pilot project at the RPD must complete a Simplified PIF2 An officer will provide the claimant with a Simplified PIF The RPD must receive the completed Simplified PIF no later than thirty-five (35) days after the claimant receives the Simplified PIF, or the RPD may decide that the claim has been abandoned. The completed Harmonized Form and Simplified PIF, along with other evidence, will be used by the RPD to decide the claim. Voluntary participation Participation in the Simplified Information Gathering Pilot Project at the RPD is voluntary. If a claimant does not wish to participate, they must complete all the questions in the PIF A PIF will be given to them by the RPD at an interview with a RPD case officer (roll call) instead of by a CBSA officer at the port of entry or by a CIC officer at the Inland Services Office. The completed PIF must be returned to the RPD no later than twenty-eight (28) days after the claimant receives it or the RPD may decide that the claim has been abandoned. Key Elements of the Simplified Information Gathering Pilot Project In summary, the key elements of the project are:
Changes to the Refugee Protection Division Rules For the duration of the pilot project, the Refugee Protection Division Rules (Rules) continue to apply except for those changes necessary for the implementation of the project. The changes are made in accordance with Rules 69(a), (b) and (c) and are temporary; they will apply only for the duration of the pilot project.
IRB's commitment to innovation and to improving its processes The IRB will implement this pilot project as part of its commitment to innovation and to improve its processes in order to continue making well-reasoned decisions in refugee protection matters. The results of the pilot project will be reviewed to determine whether they warrant further action. If you have any questions, please do not hesitate to contact Loretta Laroche of the RPD Registry, in Montreal, at 514-496-6385. Yours truly, ![]()
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