CaipsNotes.com | Frequently Asked Questions

1. What is CAIPS
2. Can I obtain the CAIPS Notes on my own
3. When should I make a request to obtain my CAIPS Notes
4. What information will be contained in the CAIPS Notes
5. I do not have a file number, can I request my CAIPS Notes
6. Does it make a difference which visa office is processing my case
7. How long would it take to obtain the CAIPS Notes
8. How long would it take to obtain the Entire File
9. Will requesting the CAIPS file delay the processing of my Immigration application
10. I have hired a lawyer for my Immigration application, can I still use your service
11. What is CaipsNotes.com refund policy

1. What is CAIPS

CAIPS is an acronym for Computer Assisted Immigration Processing System. It is part of the Electronic Data Processing (EDP) system used by the Canadian Immigration offices to process visa applications. EDP systems are those used to gather or update the information needed for the operational support of immigration programs. From an applicants point of view, the two useful systems are CAIPS and FOSS as described below; Read about all the EDP sub-systems.

Computer Assisted Immigration Processing System (CAIPS) is an automated system for application processing outside Canada. Information is entered in the system from application forms and supporting documentation submitted by applicants for immigrant and visitor visas, returning residence permits and student and employment authorizations.

Field Operational Support System (FOSS) is the main operational support for Immigration operation in Canada.

Your CAIPS file will have valuable information on the processing of your Canadian permanent residence application. CAIPS is NOT same as the "e-Client", which only provides limited information on the status of your application. To see an e-client sample, click here

2. Can I obtain the CAIPS Notes on my own

Only a qualified individual, i.e. a Canadian Citizen, a Permanent Resident or a person in Canada, with valid documents can make a request on your behalf.

3. When should I make a request to obtain my CAIPS Notes

Recently sent your application
If you have not received your Acknowledgment of Receipt (AOR) then your CAIPS Notes will probably not have been created yet - in which case the file request will come back blank. So its best to request CAIPS Notes when you receive your AOR. However, sometimes there can be delays in sending out AOR's and obtaining your CAIPS Notes can confirm whether the Immigration office has started processing the application or not.

Received your Acknowledgment of Receipt (AOR)
The CAIPS file will normally have, at minimum, two useful pieces of information:
The bring forward date
bring forward date will tell you when your application will be put on an immigration officer's desk for formal assessment. This is when you will discover if you have been granted an interview waiver. Please note that the bring forward date is not guaranteed and should only be considered as a time frame for an interview or selection decision.

The preliminary points assessment (entered by paper screeners at the visa office) will indicate whether the visa office is interpreting your application in the way you had hoped. If a problem appears here then you have the opportunity to send additional documents in before an immigration officer formally assesses the file.

Invited to an interview
The CAIPS file will have the immigration officer's notes entered when he reviewed the file and decided an interview was required. The CAIPS notes will normally indicate to you why you need to be interviewed.

Passed medicals, and paid the Right of Landing Fee (ROLF).
The normal reason for delays after medical/ROLF are CSIS (Canadian Security and Intelligence Service) security checks or a processing error. The CAIPS file will indicate if security checks have been completed, and what other steps are outstanding if any.

4. What information will be contained in the CAIPS Notes

The CAIPS file that you receive from Ottawa, Canada will be a computer printout. The printout will have the details of the points calculations, immigration officer's notes, program assistant's notes, details of the processing stages passed, etc. See a sample.

Please note that the details in your file will depend on your individual circumstances and the stage of processing.

5. I do not have a file number, can I request my CAIPS Notes

The CAIPS file can be requested with just your full name, visa office, and the date of birth. If you have not received your file number or do not have it available, a CAIPS file can still be requested. However, it is best to request your CAIPS file with a file number. File number ensures faster processing of your request.

6. Does it make a difference which visa office is processing my case

CAIPS files can be requested for ANY visa office. All CAIPS requests are processed through the Canada Immigration office in Ottawa, Canada, not through the local visa office where you submitted your application.

7. How long would it take to obtain the CAIPS Notes

CAIPS files can normally be obtained in 4-5 weeks. The Ottawa office in Canada is required to respond to CAIPS request within 30 working days. Please note that in rare circumstances the Ottawa office may take longer to process requests.

Below is a time frame for the processing of a Caips request;

On Day 1: We receive your request for the Caips file, the payment and consent form(s)
On Day 2: We mail your request to the processing office in Ottawa, Canada
On Day 4 or 6: The Citizenship and Immigration office in Ottawa receives your request and begins processing
On Day 25 or 34: The Citizenship and Immigration office completes the processing and mails us your file
On Day 27 or 37: We receive the Caips file and notify you

Based on current processing time frame; if all 3 steps are completed today the approximate date by which we will receive your file is between;
To track the status of your order, click here

The time frame provided is only an estimate to be used for reference, actual processing time may vary.

8. How long would it take to obtain the Entire File

It takes at least 30 working days to complete the request and takes longer if Citizenship and Immigration Canada has to collect information from overseas offices.

Records held at a mission abroad are forwarded to Canada for review using mail services, couriers and diplomatic bags belonging to the Ministry of Foreign Affairs and International Trade. Reliability of such services vary from country to country resulting in frequent and uncontrollable delays in obtaining records from missions despite the best effort of the mission staff. In such circumstances CIC may require more than 30 working days required to process requests.

9. Will requesting the CAIPS file delay the processing of my Immigration application

No, requesting the CAIPS notes does not affect the processing of your Immigration application. In turn, resolving any discrepancies found in the CAIPS notes can help the processing of your application.

10. I have hired a lawyer/consultant for my Immigration application, can I still use your service

Yes, you can use our service for obtaining the CAIPS Notes, Entire File or Additional Services even if you have retained an Immigration lawyer/consultant. The above requests have very specific Consent forms, are handled by a separate office and processed independently of your immigration application.

11. What is CaipsNotes.com refund policy

CaipsNotes.com has a very simple and straight forward refund policy. Once we receive the application details, payment and consent form your request is mailed to CIC. If you decide to cancel your order and your request has not been mailed to CIC, we will refund the processing fee according to the Terms and Conditions of the payment method used. However once we mail your request to CIC, a refund can not be issued.
Please note that any transaction fees incurred to (a) process a payment may not be refunded or (b) process a refund may be deducted.

Refunds will not be issued if CIC denies your request because you had made concurrent requests from multiple sources. For example, if you made a request using our service and at the same time through another company, then CIC will deny the request which was processed later. Please wait till you receive your file before making another request.

Refunds can not be issued in case of processing delays caused by circumstances and factors beyond CaipsNotes.com's control, including but not limited to that resulting directly or indirectly from natural disaster(s), strikes, civil disturbances, government restrictions or regulations and Act(s) of God.

If you have any questions or concerns about our refund policy, please feel free to contact us.

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