Study in Canada: Off-Campus Work Permit Program (OCWPP) and the Electronic Notification System (ENS)

July 2013

Overview

This guide has two main sections.

  • The Off-Campus Work Permit Program (OCWPP):
    • explains how the program works, and the duties of students and designated institutional representatives (DIRs).
  • The Electronic Notification System (ENS):
    • explains how to access ENS and how to use the system to process eligibility requests.

Off-Campus Work Permit Program (OCWPP)

1. Definitions

1.1 Eligible institution

A post-secondary school (institution) is eligible if it:

  • is in a province or territory that has signed a memorandum of understanding (MOU) on the OCWPP with Citizenship and Immigration Canada (CIC),
  • has signed an MOU with its provincial or territorial government, and
  • is listed in Annex 1 of that MOU.

Participating publicly funded post-secondary schools either:

  1. are public post-secondary schools, such as a college or university, or a collège d'enseignement général et professionnel in Quebec, or
  2. are private college-level schools in Quebec that operate under the same rules as public schools and get at least half their overall financing from government grants.

    and

  3. have signed an off-campus work agreement with their provincial or territorial government.

Participating privately funded post-secondary schools:

  • are in a province or territory that has signed an MOU with CIC,
  • have signed an off-campus work agreement with their provincial or territorial government, and
  • are approved by their provincial or territorial government to grant specific degrees.

Not all programs offered by private schools qualify.

1.2 Qualifying program and level of study

Publicly funded schools

To qualify for the OCWPP, students must:

  • attend an eligible school and
  • be enrolled in a post-secondary program that leads to a recognized post-secondary degree, diploma or certificate.
Privately funded schools

To qualify for the OCWPP, students must:

  • attend an eligible school and
  • be enrolled in a post-secondary program that leads to a degree, diploma or recognized certificate that the school is legally allowed to grant.

Note: International students who are:

  • enrolled in an English or French as a second language (ESL/FSL) program, or
  • enrolled in general interest courses or
  • visiting or exchange students

are not eligible to apply for a work permit under this program.

1.3 Participating institution

A participating institution is any eligible school that has signed the MOU on the OCWPP for international students with its provincial or territorial government.

1.4 Designated institutional representative (DIR)

A designated institutional representative (DIR) is an employee who manages the OCWPP at a school. This work includes:

  • processing requests to verify a student's academic eligibility,
  • transferring eligibility verification requests and
  • reporting once a year to the provincial/territorial coordinator about students who are no longer eligible for the program due to their academic performance.

1.5 Signatory

A signatory is a school employee who works with a DIR, whom the DIR has authorized to process the above requests. Signatories are sometimes known as sub-DIRs.

1.6 Provincial/territorial coordinator

A provincial/territorial coordinator is an employee of a provincial/territorial government who:

  • oversees the program,
  • makes sure the program is put in place in all schools within the province/territory that take part in the program,
  • submits reports,
  • monitors the program and
  • reports once a year to CIC on cases where students are no longer eligible for the program.

1.7 International student

An international student is a person who is authorized by a study permit or by the Immigration and Refugee Protection Act to study in Canada, and who is studying or plans to study in Canada.

1.8 Satisfactory academic standing

Each school decides on its own satisfactory academic standing. Earning a satisfactory academic standing means achieving a satisfactory mark or grade point average for a certain study program, or completing specific program requirements.

1.9 Full-time study status

Each school decides the course load needed for a student to be considered a full-time student in a study program.

Note: Final session (term, semester, etc.): Students in their last session may still be eligible for the program, even if they are no longer full-time students. For example, students may need to be enrolled in at least four classes to have full-time status, but in the last session of the study program, they may only need to take two more classes to get their Canadian credential.

Students will still be eligible for a work permit under the OCWPP, but they can still work no more that 20 hours per week during this time.

2. Student eligibility criteria for the Off-Campus Work Permit (OCWPP)

Students are eligible if they:

  • have a valid study permit,
  • attend a school that takes part in the program,
  • have kept an acceptable academic standing,
  • have studied full time for at least six months out of the 12 months before they apply,
  • have agreed in writing that the school, the provincial/territorial government and CIC can exchange their personal information (signing the consent is part of the online request to verify they are eligible),
  • continue to fulfill the terms and conditions of their study permit and work permit, as they apply, and
  • continue to meet the eligibility requirements while being part of the program.

Examples of six months of full-time studies:

  • Students who begin full-time studies in September and continue through to the end of February (with the exception of the December break) would be eligible to apply for a work permit in March (September to February totals six months), as long as they are still enrolled in full-time studies and have an acceptable academic standing when they apply.
  • Students who begin full-time studies in January but are not enrolled in full-time studies during certain summer months are not eligible to apply for a work permit until they finish a full six months of studies. Students studying full time from January until the end of April who take a four-month summer break and then resume full-time studies in September would be eligible to apply in November (January to April, plus September and October totals six months).
  • A student who studies from September to December and then does a co-op work term from January to April may be eligible to apply for a work permit. If the school considers students on co-op work terms to have full-time status and if the student follows the school's co-op rules, the student will be eligible to apply for a work permit as early as March (September to February totals six months).

Students are not eligible under the program if they:

  • held an off-campus work permit before but did not stay eligible under the program and did not follow the terms and conditions of their work or study permit,
  • have a full or partial scholarship or award from
    • the Canadian Commonwealth Scholarship Plan,
    • the Government of Canada Awards Program funded by Foreign Affairs, Trade and Development Canada (DFATD), or
    • an award or internship program funded by DFATD,
  • have taken part in or received
    • the Equal Opportunities Scholarship Program, Canada-Chile,
    • Canada-China Scholars' Exchange Program or
    • the Organization of American States Fellowships Program,
  • are registered in programs made up mostly or only of ESL/FSL study, or
  • have finished studying and are no longer full-time students.

Note: An off-campus work permit (C25) is not the same as a work permit for internships or co-op placements (C30). If students want to take part in both programs, they must apply for a work permit under each one.

3. Conditions of the work permit

Both study permits and student work permits are usually issued for the length of the study program, plus 90 days.

Moving to post-graduation work: Students who have earned their degree, diploma or certificate, and who are within the 90-day period allowed for moving to post-graduation work, are still eligible to work off campus, as long as they have a valid study permit and a valid off-campus work permit.

Implied status: If students are finished studying and have applied for a post-graduation work permit, and have a valid study permit and a valid off-campus work permit, they may keep working off campus until CIC makes a decision on their application.

Short-term study or work permit: Some students have short-term study or work permits that they must renew each year. They are normally valid for a year or less. To take part in the program, students must renew their work permit each time.

3.1 Number of working hours

Students approved for a work permit and registered as full-time students can work up to 20 hours a week during the regular school year and full time during scheduled breaks (e.g., winter or summer holidays, reading week).

Although there is no law or policy keeping students from working 20 hours a week on campus and 20 hours a week off campus, DIRs should discourage students from working more than 20 hours a week. DIRs should remind students that they must study full time and keep an acceptable academic standing to stay eligible for the program.

Some intensive programs may not have scheduled breaks or may have a break specific to that program. Students in these programs cannot work more than 20 hours a week at any time during the entire period.

3.2 Medical requirements

If they plan to work in certain jobs, students need a medical exam. For example, if students plan to work in health care, childcare, or primary or secondary education, they need to pass a medical exam before they can get a work permit. There are a few other reasons they might need a medical exam.

Students who have already had an immigration medical exam done by a CIC panel physician, or who will not be working in one of the jobs that need one, do not need a medical exam.

Students who need a medical exam should contact the nearest CIC panel physician.

3.3 Social Insurance Number

International students who want to work in Canada must get a Social Insurance Number (SIN) from Service Canada. By law, employers must see the SIN within three days of the student starting work. Students should apply in person for a SIN. It may take 10 working days to get the SIN card in the mail. The SIN card expires on the same day as the permit.

Note: Students with a work permit do not need a contract from their employer. Students with a study permit who are working on campus need a valid contract with an on-campus employer. The period it states they will be working must fall within the period of the permit.

3.4 Other conditions

Although CIC issues open work permits to students, an immigration officer may set terms for the type of job a student may have.

4. Student duties

Students must understand their duties when they agree to take part in the OCWPP. If they do not follow the terms and conditions of their work or study permit or Canada's immigration law, they may have to leave Canada. They may also be unable to apply for other immigration programs.

4.1 Staying eligible

Students with a work permit must respect the terms and conditions of the permit and stay eligible for the OCWPP. To do this, they must:

  • stay registered full time at a school that takes part in the program,
  • keep an acceptable academic standing and
  • follow all the other terms and conditions of the program and their work permit.

If at any time students are not sure if they are still eligible for an off-campus work permit, they should check with their school's DIR.

Note: Students in their last session before getting their degree, diploma or certificate are still eligible for the program, even if they are no longer studying full time.

4.2 Dealing with failure to stay eligible

If at any time students become ineligible for the program, they must tell their employer that they are no longer allowed to work. The students must then immediately return their work permit to the nearest local CIC office. They may re-apply if they become eligible again later (e.g., at least six months after the initial six-month eligibility period has passed).

When returning their work permit, students must also provide a note explaining their situation. This note will help CIC officers record that the student complied with the program. Students can bring these documents (the work permit and note) in person or mail them to the nearest CIC office.

4.3 Transferring schools

Students with an off-campus work permit who transfer from one school to another must request a transfer of their eligibility verification. If they do not, their former school will report them to be ineligible, since they no longer attend.

Students who do not have an off-campus work permit but got an electronic verification number (EVN) at their previous school cannot transfer this EVN. They have to apply for a new EVN at their current school. Students who do not have an EVN, but who have done six months of full-time studies at more than one Canadian school, should request eligibility verification (with transfer) at their new school.

4.4 Renewing or extending permits

Students who:

  • are due to renew or extend their study permit,
  • hold a valid off-campus work permit and
  • want to keep working off campus

must re-apply to extend both permits.

5. Designated institutional representative (DIR) duties

DIRs:

  • refer international students to CIC's website for information about the OCWPP,
  • process students' requests to have their academic eligibility verified and to transfer their eligibility verification, and
  • report once a year on students who are no longer eligible.

DIRs must also delegate authority for ENS to signatories (sub-DIRs) at their school. The ENS portion of this guide covers the system, its functions and its processes.

This portion of the OCWPP guide is for:

  • DIRs,
  • signatories and
  • provincial/territorial (P/T) coordinators and their delegates.

It explains how to access the Partner Portal and ENS, and how to use the system to carry out tasks for each of the OCWPP management roles.

6. Overview of the Electronic Notification System (ENS)

ENS lets students verify online that they are still eligible. The system also allows DIRs to:

  • review requests from students at their school,
  • generate the Annual Report on Ineligible Students for the OCWPP for their school and
  • transmit it to their P/T coordinator for the OCWPP.

The P/T coordinator can review and submit all annual reports from schools in their province or territory to CIC within ENS.

6.1 Definitions

Provincial/territorial (P/T) coordinator
The person designated by a province or territory to deliver the OCWPP, as outlined in the OCWPP memorandum of understanding (MOU).
Delegate
A person to whom the P/T coordinator has delegated authority to perform some OCWPP-related tasks for them.
Designated institutional representative (DIR)
An employee of a school that takes part in the OCWPP, who manages the program at that school. Duties include processing students' requests to verify their academic eligibility, transferring these requests, and annually reporting students who no longer meet program requirements to the P/T coordinator.
Signatory
An employee of a school that takes part in the OCWPP, whom the DIR has authorized to carry out OCWPP-related duties for the school.

7. Enrolment and access

To use ENS, you must first enrol in the Partner Portal. Below are the steps you must follow to enrol.

Step 1: Getting a personal identification number (PIN)

The PIN is a code that CIC sends by registered mail to P/T coordinators of the OCWPP and DIRs at schools that take part in the program. A P/T coordinator or DIR gives PINs to their signatories and delegates. You need the PIN to enrol.

Designated institutional representatives

DIRs must complete and sign the Institution Identification Form (IMM 5592), available only on request. They must also include a signed copy of the Acknowledgment of Terms and Conditions for the Partner Portal and ENS. DIRs must return all these forms to CIC.

Note: If the DIR changes, the new DIR must fill out a new Institution Identification Form (IMM 5592) and, if they were not a signatory before, the Acknowledgment of Terms and Conditions of Use for Partner Portal and ENS. They must return both forms to CIC to get their PIN. DIRs should do this a month or two before the former DIR leaves so they do not disrupt request processing.

If a DIR will be absent for a long time, a new DIR may be nominated. It is best if a signatory is promoted to the DIR position. This means that the school will complete an IMM 5592 form to appoint them as the replacement DIR.

When CIC gets the information, it will promote the signatory to the role of DIR and take away the former DIR's access to ENS. When the former DIR returns, the school must complete the IMM 5592 form to reinstate the former DIR as the current DIR. When CIC gets the information, we will give the former DIR their access rights again and return the replacement DIR to their role as a signatory.

Signatories

Signatories get their PIN from the DIR at their school. The DIR will generate the PIN using the "Manage Access" option in the Partner Portal.

Note: For instructions on how to issue a PIN to your signatories, see Manage institution access: Manage provincial/territorial access.

Signatories must also send CIC a signed copy of the Acknowledgment of Terms and Conditions for the Partner Portal and ENS. If CIC does not get the form, we may cancel the signatory's access to ENS.

OCWPP provincial/territorial coordinators

Provincial/territorial (P/T) representatives must send CIC a signed copy of the Acknowledgment of Terms and Conditions for the Partner Portal and ENS.

Note: If the P/T coordinator changes, the new representative must send CIC a signed copy of the Acknowledgment of Terms and Conditions for the Partner Portal and ENS to get their PIN. They should do this a month or two before the former P/T coordinator leaves to ensure a seamless transfer.

Delegates

Delegates get their PIN from their P/T coordinator, who will generate the PIN using the "Manage Access" option in the Partner Portal.

Note: For instructions on how to issue a PIN to your delegates, please see Manage institution access: Manage provincial/territorial access.

Delegates must send CIC a signed copy of the Acknowledgment of Terms and Conditions for the Partner Portal and ENS. If CIC does not get the form, we may take away the delegate's access to ENS.

Forward completed forms to:

Temporary Resident Program Delivery–International Student Unit
Operational Management and Coordination Branch
Citizenship and Immigration Canada
365 Laurier Avenue West, 14th Floor
Ottawa ON K1A 1L1
Fax: 613-952-5382
Email: OMC-GOC-Immigration@cic.gc.ca

Step 2: Accessing the Partner Portal

Go to the Partner Portal

To access the Partner Portal from the home page of the CIC website:

  • in the top menu, click "Study," then click "Participate as an educational institution,"
  • click "Partners in the International Student Program," then
  • click "Partner Portal."

7.1 Accessing the Partner Portal for the first time

The first time you use the Partner Portal, you will need to enrol. You can log in with a sign-in partner or create a GCKey account, if you do not already have one.

GCKey is an electronic identification that gives you access to the Government of Canada's online services. If you already have one, enter your user ID and password, and you will be able to enrol.

If you do not have a GCKey, you will need to get one. Choose "Register" at the GCKey login screen and follow the on-screen instructions.

After you register, you will have to answer a few questions before you get to the enrolment page of the Partner Portal.

7.2 Upgrading to GCKey

Citizenship and Immigration Canada has upgraded to GCKey for secure login.

If you used to use epass or Access Key to access the Partner Portal, you will need to re-enrol to GCKey.

7.3 Enrolling in the Partner Portal

The enrolment page will ask you to enter your given name, your family name and the PIN you got from CIC (or from your school's DIR or P/T coordinator). Make sure you enter this information correctly.

The system will validate your information to make sure the PIN matches the information CIC has on record. If it does not, you will get an error message and will not get access.

If you forget your PIN or if you have problems enrolling, contact the person who gave you the PIN:

  • DIRs and P/T coordinators should email CIC at question@cic.gc.ca, putting "OCWPP PIN" in the subject field, and
  • signatories and delegates should contact their DIR or their P/T coordinator.
Log into the Partner Portal

After enrolling, go to the Partner Portal page. There, you can log into GCKey and then log into the Partner Portal welcome page.

This page has three sections that all users can see:

  • welcome information,
  • a page called "What would you like to do today?" that leads to
    • "Access the Electronic Notification System (ENS)" and
  • the left navigation menu.

DIRs and signatories will also see:

  • institution information.

P/T coordinators and delegates will also see:

  • provincial/territorial information.

DIRs and P/T coordinators can also manage institution access.

Welcome information

The Partner Portal welcome page shows your user name as you entered it when you enrolled. As a security feature, it displays the date and time you last accessed your account. If this information is not correct, you must tell CIC. It could mean that your login information is unsafe.

Institution information

This box has the information given to CIC before you enrolled. If any of the information in this box is not correct, contact your provincial/territorial coordinator, who will tell CIC.

Note: The address listed should be the school's mailing address, not your personal address.

Provincial/territorial information

This box has the information given to CIC before you enrolled. If any of the information is not correct, email Temporary Resident Program Delivery, Operational Management and Coordination Branch, at OMC-GOC-Immigration@cic.gc.ca.

Contact name: This is the name displayed on the Partner Portal page. It is either the name of the DIR or the name of the P/T coordinator, depending on the access link.

Alert email address: Email alerts will be sent to this address. Only one email address can be entered per school or province/territory. All users in either group should have access to the email so that they can read alerts regularly. The DIR or P/T coordinator can change the email address at any time. To do so, enter a valid email address and click "Save."

Note for schools: Email alerts will only go to the email address if the user subscribes to this service. Signatories cannot choose whether or not to receive email alerts.

Note for P/T coordinators: You cannot shut off the email alerts function.

Receive email alerts: If the DIR subscribes to this service, email alerts will go to the address provided to let users know about new requests, successful and failed transfers of eligibility verification, and expiring requests. Alerts will be sent no more than once a day. To subscribe to this service, select "Yes" and "Save." If you do not want to get email alerts, select "No" and "Save." This selection can be changed at any time.

8. Using the Partner Portal: Schools and representatives

8.1 Designated Institution Representatives (DIRs) and signatories

Access ENS

When DIRs and their signatories access ENS, the system will bring them to the OCWPP queue of requests.

Accessing the OCWPP Annual Compliance Report

DIRs and their signatories can view the Annual Compliance Report. It lists the students whose verification of eligibility needs to be reviewed to confirm their good academic standing and full-time status. When the review is done and the compliance report completed, they can then generate the Annual Report on Ineligible Students.

To access the OCWPP Annual Compliance Report, follow these steps:

  • go to the Partner Portal,
  • Sign in and then click "Access the Electronic Notification System (ENS)" and
  • from the "OCWPP request" queue, click the "Compliance reporting" tab at the top of the page.

Note: DIRs and their signatories can both complete the Annual Compliance Report and generate the Annual Report on Ineligible Students for the OCWPP, but only the DIR can submit the latter to the P/T coordinator.

8.2 Provincial and Territorial (P/T) coordinators and their delegates

Access compliance reporting

P/T coordinators and their delegates can access all the submitted annual reports from each of the schools in their province/territory.

To access the annual reports from the schools within your province/territory, follow these steps:

Note: Only P/T coordinators can submit the Annual Report on Ineligible Students for the OCWPP to CIC.

View all ENS users in my province/territory

To access the list of ENS users, follow these steps:

  • click "Access the Electronic Notification System (ENS)," then
  • click the "View ENS Users" tab.

This link allows P/T representatives and delegates to view ENS users in their province/territory.

Manage institution access: Manage provincial/territorial access

DIRs and P/T coordinators control access to ENS at their school or within their province/territory. They can create or remove a signatory or delegate at any time. Schools that have campuses, colleges or affiliates at different addresses with separate registrars may have several DIRs (one for each campus, college or affiliate). Signatories and delegates get a PIN to access ENS.

Note: DIRs and P/T coordinators must make sure that only active signatories and delegates have access to ENS.


Note: Signatories and delegates are not allowed to manage institution or provincial/territorial access.

Granting access (issuing PINs) to signatories and delegates

Step 1: DIRs and P/T coordinators should make sure that their signatories or delegates sign the Acknowledgment of Terms and Conditions for the Partner Portal and ENS, and mail it to CIC. They can fax a copy first, which CIC will use until we get the mailed copy.

Step 2: Enter the signatory's or delegate's given and family names where asked.

Step 3: Check the "I confirm" box to show that you allow the signatory or the delegate to perform duties or access information in ENS on behalf of the school or the province/territory. You are also confirming that the signatory or delegate has completed the Acknowledgment of Terms and Conditions for the Partner Portal and ENS, and that it will be sent to CIC.

Step 4: Click "Create." The signatory's or delegate's name and PIN will be shown.

Step 5: Click "Continue" to return to the list of signatories or delegates for your school or province/territory.

Note: The PIN will expire after 45 days if not used. Once the signatory or delegate has enrolled with the Partner Portal, the PIN will not be shown. The signatory's or delegate's given name and family name will still be shown.

Deactivating signatory access

Step 1: Identify the signatory or delegate whose access you wish to remove.

Step 2: Click "De-activate" beside the name of the signatory or delegate. The signatory's or delegate's name will be removed.

Step 3: Click "Continue" and return to the Partner Portal.

Annual Report on Ineligible Students for the OCWPP

This link gives P/T coordinators and delegates access to the Annual Report on Ineligible Students for the OCWPP created by schools in their province/territory.

Note: Only P/T coordinators can send CIC the Annual Report on Ineligible Students for the OCWPP.

Left navigation menu

The Partner Portal welcome page for all users–DIRs and their signatories, and P/T coordinators and their delegates–has a left navigation menu with the options below.

OCWPP guide: The Guide for Designated Institutional Representatives and Provincial/Territorial Coordinators of the OCWPP.

ENS problems: Information on whom to contact about problems with the system.

Links: Links to websites that may be useful in processing requests.

Note: Leaving this page will start the 20-minute time-out period.

Security: Details about the security of information you share.

Privacy: Background on access to information and privacy.

System requirements: Information on browser requirements for using the system.

Log out: Lets you log out of the Partner Portal. When you log out, you will be redirected to the "Information for educational institutions" page.

9. Processing requests in the Electronic Notification System (ENS)

9.1 Electronic Notification System (ENS) and Off-Campus Work Permit Program (OCWPP) request queue

This queue includes all requests sent to the school. DIRs and their signatories can search for, sort and filter requests in the queue.

  • Once you enter search and/or sort criteria, click "Refresh list" to see the results.
  • To return to the complete list of requests, click "View all requests."
  • To select a request, click the "Student ID" link of the request you wish to view. If no student ID was provided, a "N/A" link will be shown instead of a student ID.
Searching for requests

Users can search by given name, family name, student ID, electronic verification number (EVN) and/or request status.

Sorting requests

You can sort requests by student ID, family name or date received, by choosing an option from the dropdown menu in the search box and clicking "Refresh list."

Filtering requests

You can filter requests by activity status and/or date transmitted. For a list and explanation of activity statuses, see Appendix A.

Expiry of Requests

Requests will stay active in the queue for 28 calendar days before they expire. Expired requests cannot be re-activated. If this happens, students must complete a new online request.

If the DIR has signed up for alerts, users (DIRs and signatories) will get an email reminder that requests are about to expire. Students will be told if their request expires.

Notification to institution of expired request:

Subject: Expiring Request(s)

Good day,

You have request(s) in your Electronic Notification System (ENS) Designated Institution Representative (DIR) Queue that will be expiring in 5 days. For further information, check your Electronic Notification System (ENS) Designated Institution Representative (DIR) Queue and action the requests, where required, prior to expiry. If requests expire, students may contact you for further information.

If you require assistance, please contact Citizenship and Immigration Canada.


Notification to students of expired request:

Subject: Expired Request

Good day [client name],

Your request has not yet been completed by your Designated Institutional Representative (DIR) and has expired. To resolve this situation contact your DIR for more information.

After consulting your DIR, you may, at any time, complete another request.

If you need further explanation, contact Citizenship and Immigration Canada.

9.2 Processing requests

This section describes how to process all types of requests using ENS, including the following:

  • requests for eligibility verification,
  • requests for eligibility verification (with transfer) and
  • request for the following transfers of eligibility verification
    • transfer out and
    • transfer in.

Each request gives you the following options.

Save: When you click "Save," the system will save all changes made to the request. You can return to the request at any time. Saving one will not affect the expiry date. A request can only be saved until it expires.

Reject: When you click "Reject," an alert will be sent to the student telling them that the request was rejected. Use the "Reject" button when you cannot confirm who a student is with the information in the request.

Choosing a request

To process a request, click the "Student ID" link of the request you wish to view. If no student ID was provided, a "N/A" link will be shown instead in the "Student ID" field.

You will then see a box called "Student information from request." This box has the information the student gave when they made the request.

DIRs or signatories processing requests must verify the student ID, study program and level of study. This information must match the information in the school's records for this student. If it does not match, update the fields with the information on record.

Note: Students will be told when their DIR or signatory changes their information.

If you are doing a transfer of eligibility verification, you will also need to verify the EVN. The EVN will appear in two places: at the top of the request (the EVN on file, which cannot be changed) and in the student information section. If the EVNs are not the same, you should correct the second one to match the EVN at the top of the request.

You cannot change the "CIC client ID number" and "Date of birth" fields. CIC uses the CIC client ID number to identify a client. The date of birth reflects CIC's record for each student. It may not match the school's records, but the student has confirmed it.

Note: If you cannot confirm who a student is based on the information in the request, reject the request. The student will be told to contact the DIR at the school.

Student consents

Each request type will show you a list of consents the student has electronically signed when they sent their request. The student's signature shows that they understand and agree with the consents.

9.2.1 Completing an eligibility verification request

The eligibility verification request is the most common request in ENS. Students use it to confirm they are still eligible for the OCWPP and have attended only one school in the last six months.

After verifying the student information, DIRs and signatories must complete their portion of the request.

To answer questions about programs and full-time study status, click the correct answer; it will be highlighted in blue. To answer the question about months of full-time study, click the correct box and a checkmark will appear.

Note: Default settings do not let you issue an EVN.

9.2.2 Completing an Eligibility Verification Request (with Transfer)

Students use this request to confirm their academic eligibility for the OCWPP if they:

  • attended two Canadian OCWPP-participating schools within the past 12 months and
  • need to verify time spent at both schools to make up their six months of eligibility.

As the DIR at the student's current school, you must verify that the student information in the request is correct for the student's time at your school. You must also confirm with the DIR at the last school that the student is eligible for the time spent there.

Note: Default settings do not let you issue an EVN.

9.2.3 Request for Transfer of Eligibility Verification

Students transferring to another school can request this type of transfer online.

9.2.4 Request for Transfer of Eligibility Verification (Out)

When a student requests a transfer in ENS, their last school gets a transfer of eligibility verification (out) request. The DIR at the last school must process the request by answering the questions and then sending the request through ENS.

The request status now appears as "Pending" in the ENS queue, until the DIR at the new school processes the request.

9.2.5 Request for transfer of eligibility verification (in)

When the DIR at the last school finishes processing a transfer of eligibility verification (out) request, a transfer of eligibility verification (in) request goes to the student's current school. The DIR at the student's current school must confirm that the student is registered and academically eligible for the OCWPP.

If the DIR at the current school accepts the request, the student's file will be transferred from the last school to the current school. In ENS, the request status will show as "Transferred out" for the last school and "Transferred in" for the current school.

If the current school rejects the request, the file will remain at the last school. In ENS, the request status will show as "Transfer rejected" for both schools.

Note about IMM 5581 transfers done through ENS: If the student's current school has accepted the transfer, the DIR at the last school should remove the student's name from the list of students they have to review as part of the Annual Report on Ineligible Students for the OCWPP.

If the eligibility verification was done through ENS, the DIR of the last school does not have to take any action. The system will automatically transfer the file to the current school.

Once the current school processes and sends the student's transfer of verification (in) request, the student will get a message with the result.

Sending a request

To send a request to CIC, click "Confirm submit." By doing so, you accept that you are responsible for the decision and certify that all the information in the request is correct.

The name and phone number of your school are already entered in the request.

To send the request, enter your names (given and family) and the current date. The system will validate this information to make sure the names match those you gave when you enrolled and that the date is right. The system will also show the result of the request based on the answers you gave.

For instance, within an eligibility verification request, the system will show if an EVN will be issued.

You can also print a request, if you need to.

Sample positive message displayed:

Based on the information you entered, an eligibility verification number will be issued. If you need to make changes, click "Return to request." To complete the request, click "Confirm submit." Once you do that, no more changes will be possible.

An alert will be sent to the student telling them the result of their request.

10. Processing the annual verification in ENS

Annual verification for students using ENS

ENS enables a DIR to compile, complete and transmit the Annual Compliance Report to their P/T coordinators online. P/T coordinators can receive, view and submit their reports online as well.

Note: Students who got their verification through the IMM 5581 paper process should be verified using the process "Annual verification for students using an Off-Campus Work Permit Verification Form (IMM 5581)."

Part 1: Accessing the Annual Compliance Report

To access the OCWPP Annual Compliance Report in ENS, the DIR or signatory must first log into the Partner Portal using their GCKey client ID and password.

Then, within the Partner Portal:

  • click "Access the Electronic Notification System (ENS),"
  • from ENS OCWPP queue, click the "Compliance reporting" tab, then
  • click "View complete list."

You will then see the list for the current year.

ENS will create the list on the first day of the compliance reporting period. All students who need to have their OCWPP eligibility verified in ENS will appear on the list at this time.

Before the first day of the reporting period, the information in the OCWPP Annual Compliance Report will come from the previous year's reporting exercise.

You can export the OCWPP Annual Compliance Report to a Microsoft Excel spreadsheet for future use. However, you must manually input the results of the reporting exercise into ENS.

Use these fields to search student records or sort the list:

  • "Given name,"
  • "Family name,"
  • "CIC client ID" and
  • "Student ID."

Part 2: Completing the reporting process

The DIR or signatory must note in ENS if a student has maintained their good academic standing and their full-time status since last verified. The last verification would have been done during the last year's reporting exercise or when the student made their most recent ENS request.

The DIR or signatory must choose a record and, using the dropdown lists at the bottom, choose the correct options for the student's full-time status and academic standing. The DIR or signatory must then choose "Apply to selected rows and save."

Once the information is saved, the system will apply the business rules for the OCWPP to determine if the student should be on the ineligible student list. The system will put the results into the "Eligibility result" column when you save.

Within ENS, you can give the same value to many records at once. To do so, select multiple records, then use the dropdown menus at the bottom of the screen. Once you choose "Apply to selected rows and save," the system will assign the value you chose (either "Yes" or "No") to all of the selected students. The results will show in the "Eligibility results" column.

The OCWPP Annual Compliance Report function also lets you update all unactioned items at once. To do so, click "Update all items not yet actioned." You will see a new screen. On it, click the correct options from the dropdowns ("Full-time status" and "Good standing"), then click "Update all items not yet actioned." The system will apply the values to all of the records.

Note: The system will allow more than one DIR or signatory to access the OCWPP Annual Compliance Report, but it does not update in real time. If more than one person is reporting, their actions will only be shown once they save their work. You should develop procedures to ensure work is not duplicated.


Note about redundancies: During compliance reporting, schools will have both a reporting list of IMM 5581 students and a list produced by ENS. If a student appears on both lists, they do not have to be reported twice. The DIR should remove the student from the IMM 5581 reporting list and only report the student through ENS.

Part 3: Generating and sending the Annual Report on Ineligible Students for the OCWPP to P/T coordinators

After verifying each student on the list, the DIR or signatory can generate the Annual Report on Ineligible Students for the OCWPP.

Note: A value must be given to every student in the list before the report can be generated.

To generate the report, click "View report of ineligible students." The system will apply the business rules and show the report. While signatories may view the report, only the DIR at the school can submit it to their P/T coordinator.

To send the report, the DIR must first verify that the list is correct, noting the number of ineligible records that will be sent to the province/territory. Once the DIR confirms the information in the report is correct, they must click "Submit ineligible report to provincial/territorial representative."

The DIR will then enter their given and family names, and the date, then click "Confirm submit." The report will be sent to the province/territory, where the P/T coordinator will confirm it.

Note: If none of the students on the list have become ineligible, you still need to submit a "nil" report in ENS. When you submit a "nil" report in ENS, the system will show that no records are being sent.

Part 4: Correcting or amending the ineligible student list after it has been sent

If corrections need to be made to the Annual Report on Ineligible Students for the OCWPP after the DIR has sent the initial report to the province/territory, the DIR and signatories can make these corrections in ENS.

To make a correction, the DIR or signatory must first access the OCWPP compliance reporting list. The list will appear as it did when last saved, with a note at the top of the page showing that the report has already been committed. The DIR or signatory must then change the list (i.e., John Smith changed from full-time status "Yes" to full-time status "No") and save the report. The DIR or signatory must then select "View ineligibility report."

Once the system has generated the report, it will be presented to the DIR, who must confirm that the updated report is correct and verify the changes are there. The DIR must once again enter their given and family names, and the date, and click "Submit modification to provincial or territorial representative." The new report is digitally signed and sent to the province/territory and CIC.

Note: The initial Annual Report on Ineligible Students for the OCWPP is sent to the P/T coordinator, who will then commit the report to CIC. Changes to the annual report go directly to the CIC regional program advisor responsible for the province/territory and do not need to be committed by the P/T coordinator.

11. Annual verification for students using an Off-Campus Work Permit Verification Form (IMM 5581)

Some students received an Off-Campus Work Permit Verification Form (IMM 5581) to take part in the OCWPP. DIRs must verify these students once a year by a date set by the province/territory–usually after the school's or province/territory's drop/add dates.

DIRs must verify that the student has:

  • been enrolled in full-time studies at their school during the regular school year (scheduled breaks excluded) since last verified or since the school issued the form, and
  • kept an acceptable grade average since last verified or since the school issued the form.

A DIR must use the same process for any student who transferred to their school, if the DIR has the student's verification form and the Student Acknowledgment and Consent Form from the student's former DIR.

[SAMPLE REPORT
for students who were verified via an IMM 5581]

(School's name)

Institutional Annual Verification Report: Cases of Academic
Ineligibility Under the Off-Campus Work Permit Program
as of (date),Footnote 1 (year)

No Family name Given name Date of birth CIC
client ID number
Status
Full-time
(F)
Part-time
(P)
Not
regis-
tered (NR)
Academic Stan-
ding
Satis-
factory
(S)
Not satis-
factory (NS)
Explan-
ation of ineligi-
bility (optional)Footnote 2
Moved
to another institu-tion
Gradua-
ted
(check if YES)
1. Smith John 1920/02/30 1111-1111 P S   No  
2. Tremblay Eric 1925/02/31 2222-2222 F NS Failed two classes No  
3. Brown Mike 1930/02/29 3333-3333 NR NS No longer registered at this institution University of Canada YES

Footnotes

Footnote 1

To be set by the province.

Return to footnote 1 referrer

Footnote 2

If the student's status is "Graduated," give the date the student was notified, as the study permit and the off campus work permit may be valid for 90 days after they finish their study program.

Return to footnote 2 referrer

If none of the students who got a verification form or EVN have become ineligible, DIRs must still submit a "nil" report to the provincial/territorial coordinator.

The provincial/territorial coordinator must inform CIC of all ineligible students from all participating schools in the province/territory. If none of the students who got a verification form or EVN in the province/territory have become ineligible, the provincial/territorial coordinator must still submit a "nil" report to CIC.

Reporting students who become ineligible

Every year, DIRs must report any students who received an Off-Campus Work Permit Verification Form (IMM 5581) and who have not kept up their academic eligibility. DIRs must email this report to their provincial/territorial program coordinator, in the form of a spreadsheet (e.g., Microsoft Excel), using the column titles and example above.

Submitting the Annual Report on Ineligible Students for the OCWPP

The P/T coordinator will send the Annual Report on Ineligible Students for the OCWPP electronically to CIC for any students who were verified electronically (through ENS). The report should be in a spreadsheet (Microsoft Excel) for students who used the paper verification form (IMM 5581).

How to use the Electronic Notification System (ENS) to view the school's reports or submit the Annual Report on Ineligible Students for the OCWPP to CIC

OCWPP P/T coordinator queue

This queue contains the list of schools in your province/territory that take part in the OCWPP. From it, you should get an Annual Report on Ineligible Students for the OCWPP.

Search function

Users can search by school name, report type, date received and whether the school has sent the report, by entering the information into the search field and clicking "Refresh list." For instance, if a user clicks the University of Guelph in the "Educational institution" search field, and clicks "Refresh list," they will see all the reports and changes from the University of Guelph.

Sorting function

To sort, select the type of sort desired from the dropdown menu in the search box above the queue and click "Refresh list." Users can sort by school or by whether the school has sent the report.

Submit the Annual Report on Ineligible Students for the OCWPP to CIC

Before you send the annual provincial/territorial report to CIC, you must first choose the reports you want to submit. It is best to wait until all schools in your province/territory have sent their reports before you send your report to CIC. You can use the "select all" feature to select all of the records.

First, enter your name as you did when you enrolled in the Partner Portal. Then enter the current date, click "Submit to CIC" and click "Confirm submit." The report will go to CIC.

Note: P/T coordinators do not have to send CIC updates from schools in their province/territory. The P/T coordinator, their delegates and CIC can all simultaneously access updates done by DIRs.

The Annual Report on Ineligible Students for the OCWPP must be signed and sent in the same session. If not, the signature information (name and date) will be discarded and you will need to re-enter it before you can send the report.

Saving to Microsoft Excel

You can save each report that the DIRs in your province/territory send you. When you access a school's report that you wish to save as a Microsoft Excel file, click the "Save to Excel file" button.

 
 
 
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