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Tips for completing the application forms for Constituent Groups and Sponsorship Agreement Holders

Are you a member of a Constituent Group or a Sponsorship Agreement Holder organization? Are you working on a refugee sponsorship application? Are you worried about a rejection or return of your application? Do you want some advice and insights?

If you answered ‘yes’ to the questions above, you may find the following tips useful.

When completing the forms, first download and save all the required forms, follow the instruction guides and pay attention to the following:

TO BE COMPLETED BY YOU, THE SPONSOR

Undertaking/Application (IMM5373)

  • You have checked the box for ‘SAH or Constituent Group (CG)’ at the top of page 1
  • Section A: Complete thoroughly and make sure you have provided a current email address – CIC will use this email address to communicate with you, so make sure someone checks it regularly!
  • Section B: filled out by the SAH
  • Section E: ALL of the applicant’s family members (i.e.: spouse, children, other dependants) are listed even if they are NOT coming with the family to Canada or their whereabouts are unknown
  • Section E: the check box for ‘accompanying’ or ‘non-accompanying’ is selected for each family member
  • Section G is completed only IF you are also submitting applications for other people who are not immediate family members of the refugee applicant but should be resettled together
  • Section H is completed
  • The refugees’ name is spelled the same on all forms and supporting documents!
  • All the fields have been filled out
  • Both the SAH rep and the Cg rep have signed and dated the form – original signature required!

Sponsor Assessment (IMM5492)

  • Only completed by the SAH or CG (if applicable) if this is not already on file at the CPO-W from previous sponsorship application submissions

Settlement Plan (IMM5440)

  • This form must be completed – CG must submit their plan to their SAH
  • SAH are not required to submit this to the CPO-W – unless they have signed a SAH Agreement less than 2 years ago, in which case it must be submitted with the application to the CPO-W
  • Provide the same group email address as on the IMM5373
  • Section B: make sure the total monetary support and in-kind donations is not less than the amount required according to the Sponsorship Cost table (see instructions guide)
  • Section B: you can check more than one box per row
  • Complete sections B and C in detailed and concise way – avoid being vague: identify who will be responsible for what settlement task (pick more than 1 person per task); provide details for each task including a back-up plan; provide detailed availability.
  • Section C, Q3: you can consult the settlement services page to identify and contact service providers. You should be planning to introduce newcomers to such service providers where available as they can supplement the support you provide through group programming, language courses, job search workshops, etc.
  • Section C: use the sponsorship cost table and the financial information in Appendix A to help you answer questions 4 and 5 – be careful: not all supports should be in-kind donations!
  • Make sure the CG and SAH representatives have signed and dated in section D (photocopies are not accepted!)

The Document checklist is filled out and included

TO BE COMPLETED BY THE REFUGEE APPLICANT

Generic Application (IMM8000)

  • Make sure you help the refugee with filling out this form and validating and printing it, if needed!
  • Section ‘Application Details’ – that refugee has picked ‘Refugee’ for question #1 and ‘outside Canada’ for question #2
  • for question #4 check which Canadian visa office is responsible for processing permanent residence applications (look up by country of asylum)
  • province and city of where your group is has been selected for #6
  • skip question #7 (unless going to Quebec)
  • if refugee wants to indicate a ‘current’ or ‘present date’, enter the date of signature
  • make sure contact information is complete and current
  • use ‘Additional dependants’ form if principal refugee applicant has more than 5 dependants
  • the refugee applicant’s name is spelled the same on ALL the forms
  • it has been validated and that a print out of the bar code with signatures has been included
  • the refugee applicant has signed all required forms (original signatures!)

Schedule A

  • Principal refugee applicant, spouse (or common-law partner), and children aged 18 and over must EACH complete a copy – even if not accompanying to Canada!
  • Make sure the dates and activities in section 7 match those in sections 8 – 12 (pay attention to cities, addresses and activities) – do not leave any gaps in your history!

Schedule 2

  • Principal refugee applicant, spouse (or common-law partner), and children aged 18 and over must EACH complete a copy
  • Since being sponsored through your group, should check box beside ‘identified for private sponsorship by a Canadian group’!
  • Skip part C if you are the principal refugee applicants or an accompanying family member
  • For questions 3 – 7, the refugee should be providing a very clear and detailed account – avoid generalizations and vague answers!
  • For question 10, list any skills and personal qualities to illustrate your adaptability to a new situation, resourcefulness, initiative and motivation
  • For question12, be truthful – the amount of money you have or don’t have does not determine your case.
  • Make sure part D is properly signed, checked and dated

Make sure all supplementary and supporting documents have been included (check Appendix A) and that no signatures are missing or photocopied.

Make sure that any children of the Principal Applicant who are 19 years of age or older, and children under 19 who are married, have not been included in the Application. Any children who are 19 and older (unless they have had a medical or physical condition that makes them dependent on the PA since before the age of 19) will need to apply as a Principal Applicant and meet the eligibility criteria in their own right in order to be sponsored to Canada. For more information visit: www.rstp.ca/en/refugee-sponsorship/latest-policy-program-update/lowering-age-dependants-august-1/

Mail ALL of the forms and supporting documents together to the Centralized Processing Office in Winnipeg