Refugee sponsorship application: Community sponsors (IMM 5513)

Table of Contents

• Overview
• Before you apply
• The application process
• Step 1. Gather documents
• Step 2. Complete the application
• Step 3. Mail the application
• What happens next?
• How to contact CIC
• Appendix A – Citizenship and Immigration Canada Centres
• Appendix B – Financial Guidelines

This is not a legal document. For legal information, refer to the Immigration and Refugee Protection Act and Regulations or the Citizenship Act and Regulations, as applicable.

This publication is available in alternative formats upon request.

Overview

Application package

This application package consists of:

• an instruction guide and
• the required forms

The instruction guide is a tool that provides:

• the information you must know about this application before sending it to Citizenship and Immigration Canada (CIC) and
• assistance with how to fill out the forms and the required supporting documents.

Read the instruction guide thoroughly and then fill out each applicable form.

The forms are specifically designed with questions that will assist in the processing of your application.

Symbols used in this guide

This guide uses the following symbols to indicate information of particular importance.

What you must do to have your application processed.

Important information that you need to be aware of in order to avoid delays or other problems.

Where to get more information.

Note: Tips that will assist you with this application.

The application process

The instructions provided in this guide follow the basic steps you will need to know to complete your application.

Step 1. Gather documents
Step 2. Complete the application
Step 3. Mail the application

Before you apply

Who can use this application?

This application kit contains the forms and information necessary for community sponsors to sponsor a refugee(s) living outside of Canada.

What is a Community Sponsor?

A community sponsor may be:

• an organization,
• an association, or
• a corporation.

Quebec residents

This application kit does not apply to the province of Quebec. Sponsors living in the province of Quebec should contact the Ministère de l’Immigration et des Communautés culturelles (MICC).

What are the requirements?

A community sponsor must meet the following requirements:

• Must have financial capacity to fulfill the sponsorship undertaking for the duration of the sponsorship period (generally 12 months)
• Must provide evidence of settlement capacity to provide emotional and social support to a refugee and their family
• Must be based in the community where the refugee(s) are expected to live

Note: Under the Charter of Rights and Freedoms a refugee has the right to live and move anywhere in Canada. Sometimes the refugee(s) may choose to leave the community where the sponsor resides. In rare cases, the refugee(s) may not arrive in the community to which they were destined.

The community sponsor may also choose to formally partner with an individual (for example, a family member of the sponsored refugee living in Canada) and/or another organization in carrying out settlement duties. This partner is called a “cosponsor”.

Note: Community sponsors are limited to a maximum of two sponsorship applications per year.

Important information

Make sure to use the correct application

Before you start, ensure you are using the correct application kit. Separate application kits are available for:

• Sponsorship Agreement Holders (SAHs) and their Constituent Groups (IMM 5413)
• Groups of five individuals (G5) (IMM 5414)
• Sponsoring groups who wish to sponsor under the Joint Assistance Sponsorship (JAS) Program (IMM 5493)

For more information. The other application kits may be obtained by visiting our website or by contacting the CIC Call Centre. See “How to Contact CIC” at the end of the guide.

Private sponsorship

If you are interested in the private sponsorship of refugees but lack a particular refugee case to sponsor, refer to the application kit Request for a Refugee Profile (IMM 5496). You will need to fill out this application prior to submitting an undertaking to sponsor. After returning the completed application, your group should expect to receive a Refugee Profile that provides general information on a refugee case that may settle well within your community. Refugees who are referred by a visa office have already been interviewed by an officer and have been found to be eligible for resettlement in Canada.

For more details, including definitions, roles and responsibilities, refer to The Guide to the Private Sponsorship of Refugees Program which may be obtained by visiting the Publications section under “Resources” in our website in the Publications section. See “How to Contact CIC” at the end of this guide.

The application process – Community sponsors

CIC process: If yes, the local CIC office will process your application.

CIC process: If no, your application will be returned to you. End of process.

Legend

Step 1: Gather documents

What documents are required?

The table below outlines the documents that you need to include with your application. You may also use the Document checklist (IMM 5517) which you can find in this package to assist you gathering the necessary documentation.

Note. If any of the required documents are missing, or photocopies are not clear, your application may be returned to you

Note: Additional documents may be required during the processing of your application.

1. Proof of Canadian citizenship or permanent residence status

   Each party to the sponsorship (Community Sponsor representative and all cosponsors) must provide a proof of status.

   Examples include :

   • Permanent Resident Card, or
   • Immigrant Visa and Record of Landing (IMM 1000), or
   • Canadian birth certificate, or
   • Both sides of a Canadian citizenship card, or
   • Both sides of a Canadian certificate of registration of birth abroad.

   Format: Photocopy

2. Proof of funds for the Community Sponsor

   The Community Sponsor must provide proofs of funds such as :

   • Last year’s audited financial statement from the sponsoring organization (if applicable)
   • An original letter from a Canadian financial institution attesting to bank account details (if applicable)
   • An original letter from the organization guaranteeing a cash donation (if applicable)
   • Proof(s) of alternate source(s) of funding (if applicable)

   Format: Photocopies or original letter (when mentioned).

3. Proof of funds for Cosponsors who intend to use their personal income

   Cosponsors can provide proofs of funds if they intend to use their personal income. Examples include :

   Copy of :

   • A copy of your most recent T4 and/or T1; or
   • A copy of your most recent Notice of Assessment from Canada Revenue Agency;
   • An original letter or proof of annotated cheque stubs from your employer confirming Financial Profile details; or
   • If self-employed, a letter from an accountant confirming your annual income; or
   • Proof of other sources of income (pension statement, investments, etc.); or
   • Employment Insurance pay stubs.

   Format: Photocopies or original (when mentioned)

4. Additional documents

   Any other document that you wish to include with your Undertaking/Application to Sponsor.

   Format: Photocopies or original.

Translation of documents

Any document that is not in English or French must be accompanied by:

• the English or French translation; and
• an affidavit from the person who completed the translation; and
• a certified copy of the original document.

Note: An affidavit is a document on which the translator has sworn, in the presence of a commissioner authorized to administer oaths in the country in which the translator is living, that the contents of their translation are a true translation and representation of the contents of the original document. Translators who are certified members in good standing of one of the provincial or territorial organizations of translators and interpreters of Canada do not need to supply an affidavit.

Important information. Translations by family members are not acceptable.

Step 2: Complete the application

Filling out the application

Follow the step-by-step instructions below to complete the application forms.

The following are the forms that must be filled out and submitted:

• Undertaking/Application to sponsor – Community Sponsors (IMM 5514) (PDF 262 KB)
• Settlement Plan Financial Assessment – Community Sponsors (IMM 5515) (PDF 191 KB)
• Sponsor Assessment (IMM 5492) (PDF 191 KB)
• Document Checklist – Community Sponsor (IMM 5517) (PDF 99 KB)

Optional:

• Use of a representative (IMM 5476) (PDF 36 KB)

Note. It is a serious offence to give false or misleading information on these forms. The information you provide on your application may be subject to verification.

Important information

Be complete and accurate

Complete all sections. If any section is not applicable to you, write “N/A” (“Not applicable”). If your application is incomplete it may be returned to you and processing may be delayed.

Note: If you need more space for any section, use an extra sheet of paper and submit it along with your application. On the top of each additional sheet, write:

• the name of your group,
• the name of the principal refugee applicant,
• the form number (e.g. IMM 5373), and
• the number and/or letter of the section you are completing.

Undertaking and Application to sponsor – Community Sponsors (IMM 5514)

Who must fill out this application form?

This form must be completed by the:

• Community Sponsor
• Cosponsor (if applicable)

Important information

IMM 6000 Distribution Options

The principal refugee applicant and his or her family members are required to complete an application for permanent residence (IMM 6000). This application must be submitted to the visa office outside Canada before an interview can be scheduled.

Note: If a refugee applicant has been referred to your group by a visa office, you will not need to go through the process of obtaining and completing the IMM 6000.

If your group is applying to sponsor “sponsor-referred” refugee applicants, you may choose how the refugee applicant is to obtain the IMM 6000 application. Sponsor-referred refugee applicants are individuals whose names are brought forward by the sponsoring group and not by a visa office. CIC recommends that you use option 3 (see description below).

On top of the application form, check the box to indicate which IMM 6000 distribution option you have chosen for this sponsorship case.

• 1. Visa office sends IMM 6000 to refugee applicant

  The visa office mails the IMM 6000 application kit to the principal refugee applicant after receiving the approved undertaking from the Citizenship and Immigration Centre. The refugee applicant completes the application and returns it to the visa office. This is the usual process, but can often be time-consuming.

• 2. Sponsoring group sends IMM 6000 to refugee applicant

  When the sponsorship undertaking is approved by the Citizenship and Immigration Centre, the sponsoring group sends the IMM 6000 application kit to the principal refugee applicant with a copy of the approved undertaking.

  The principal refugee applicant completes the application for permanent residence and forwards both the application for permanent residence and the copy of the approved undertaking to the relevant visa office. The visa office will match the principal refugee’s application with the original approved undertaking provided by the Citizenship and Immigration Centre. Ensure that you specify which visa office the refugee applicant must send the documents to.

  Note: your local Citizenship and Immigration Centre will provide you with the address.

• 3. Citizenship and Immigration Centre submits completed application for permanent residence and approved undertaking to visa office

  The refugee applicant abroad (not the sponsoring group) completes and signs the application for permanent residence. The refugee applicant then returns the completed application to the sponsoring group so that it can be submitted to a Citizenship and Immigration Centre along with the sponsorship undertaking.

  The Citizenship and Immigration Centre will forward the approved sponsorship undertaking and the completed application for permanent residence to the visa office.

Section A – Community Sponsor

Write the name of the Community Sponsor, including the :

• Community Sponsor’s President or Executive Director’s last name (surname/family name), given name
• other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames)
• date of birth
• the relationship to the principal refugee applicant (if applicable)
• address of the Community Sponsor, complete with the postal code
• contact details (telephone, fax and e-mail)

Note: The person who has authority or ownership over the organization’s finances must sign the undertaking/application to indicate their approval of the sponsorship.

Other sponsorship undertaking of refugees or of your family members

Check the box to indicate if the individual has submitted previous refugee sponsorship(s) or sponsored or co-signed family class sponsorship(s). If the answer is “yes”, provide the following information on a separate page:

• name of sponsoring group (at time of sponsorship)
• name, date of birth, and country of birth of all persons sponsored
• the client identification numbers issued to you by CIC as a result of this sponsorship

Section B – Cosponsor – Individual

A cosponsor is the individual you are formally partnering with in the provision of settlement support. It is not mandatory to formally recognize partners. By signing the undertaking, cosponsors officially share responsibility for the sponsorship and are held to be jointly and severally liable if the terms of the undertaking are breached.

Write the details of the cosponsor including the :

• last name (surname/family name)
• other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames)
• given name(s)
• date of birth
• relationship to the principal refugee applicant (if applicable)
• address of the cosponsor, complete with the postal code
• contact details (telephone, fax and e-mail)

Note: The individual must:

• be 18 years of age
• be a Canadian citizen or permanent resident
• reside in the community where the refugee is expected to live

Other sponsorship undertaking of refugees or family members

Check the box to indicate if the individual has submitted previous refugee sponsorship(s) or sponsored or co-signed family class sponsorship(s). If the answer is yes, provide the following information on a separate page:

• cosponsor’s first and last name (at time of sponsorship)
• name, date of birth, and country of birth of all persons sponsored
• the client identification number(s) issued as a result of previous sponsorships

Section C – Cosponsor – Organization

Write the name and information of any organizations you are formally partnering with in the provision of settlement support. It is not mandatory to formally recognize partners. By signing the undertaking, cosponsors officially share responsibility for the sponsorship and are held to be jointly and severally liable if the terms of the undertaking are breached.
The organization may be:

• a corporation
• an unincorporated organization
• an association
• other (specify)

Write the details of the cosponsor organization including the:

• group representative’s last name (surname/family name), given name(s)
• other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames)
• date of birth
• relation to the principal refugee applicant (if applicable)
• address of the cosponsor organization, complete with the postal code
• contact details (telephone, fax and e-mail)

Other sponsorship undertaking of refugees

Check the box to indicate if the organization has submitted previous refugee sponsorship(s) or co-signed family class sponsorship(s). If the answer is yes, provide the following information on a separate page:

• name of sponsoring group (at time of sponsorship)
• name, date of birth, and country of birth of all persons sponsored
• the client identification number(s) issued as a result of previous sponsorships

Section D – Contact Person

Indicate who will act as the point of liaison with Citizenship and Immigration on matters pertaining to the sponsorship. CIC will only deal with the designated contact person for sponsorship inquiries.

If the information is not indicated in other sections, write the :

• last name (surname/family name), given name(s)
• other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames)
• relationship to the principal refugee applicant
• address of the contact person, complete with the postal code
• contact details (telephone, fax and e-mail)

Note: Contact persons are subject to the same privacy laws as other persons in the sponsorship group. They do not have more rights to information on a refugee applicant listed on an undertaking.

Section E – Refugee applicant(s)

Check the box to indicate if you are sponsoring a refugee applicant referred to your sponsoring group by a visa office. If it is the case, include the Refugee Profile that you received with your application.

Sponsoring groups are required to commit to sponsor the principal refugee applicant along with all family members (defined below), both accompanying and non-accompanying, at the same time of submitting the original undertaking/application. Principal refugee applicant:

Write the :

• last name (surname/family name) – do not use initials
• given name(s)
• marital status
• date of birth
• sex
• country of birth, including the name of the town or city
• country of citizenship

Note: If you are sponsoring a family, the principal applicant should be the family member who has the strongest refugee case.

Family members: spouse or common-law partner of the principal refugee applicant and/or any dependent children, and/or any dependent children of dependent children. See the definition of family members in the table below.

Write the :

• last name (surname/family name) - do not use initials
• given name(s)
• relationship to the principal refugee applicant- (spouse, common-law partner, son or daughter, child of son or daughter)
• marital status
• date of birth
• sex
• country of citizenship
• country of birth, including the name of the town or city

Family members

Family members include a spouse, a common-law partner, dependent children, and the dependent child of a dependent child:

Note: Only family members as outlined above (spouse, common-law partner and dependent children and dependent children of dependent children) can be included on the undertaking. Other persons who are considered members of the family unit, but who do not meet the definitions above, may be sponsored together with the principal refugee applicant but must be registered on a separate undertaking.

See section F – Multiple Undertakings, for further details. The sponsoring group may also link non-family sponsorship cases together in the Multiple Undertakings section.

Principal Refugee Applicant Mailing Address Outside Canada
Provide a complete mailing address outside Canada and, if possible, a telephone number and e-mail address for the principal refugee applicant. If there is an alternate contact person or organization outside Canada who will be the point of contact for the refugee applicant. This is the address that will be used by the Canadian visa office to mail correspondence to the principal refugee applicant outside Canada.
Provide:

• the name,
• mailing address and,
• a telephone number and e-mail address, if possible.

Note: If your group is sponsoring a Visa Office-Referred (VOR) case, your local Citizenship and Immigration Centre may be able to provide you with a complete mailing address outside Canada and, if possible, a telephone number and e-mail address for the principal refugee applicant. This will allow your sponsoring group to become acquainted with the refugee(s) you are sponsoring before their arrival in Canada.

Non-accompanying family members:
Sponsoring groups should be aware that the principal refugee applicant is expected to list all of his/her non-accompanying family members on the application for permanent residence (IMM 0008). This includes family members whose whereabouts are unknown.

Where names have been added to the application for permanent residence that do not appear on the sponsorship undertaking, the visa office will contact the sponsoring group to confirm that the sponsorship is still valid despite the increase in persons sponsored. Where it is possible, sponsoring groups are advised to thoroughly interview refugee applicants and/or relatives in Canada to clarify the actual number and identity of family members who are expected to accompany the principal refugee applicant or who may follow under the provision of the “one-year window of opportunity”.

The one-year window (OYW) provision facilitates the reunification of non-accompanying family members with family who have been resettled in Canada. To be eligible, it is necessary that non-accompanying family members be included on the application for permanent residence (IMM 0008) and that they make an application for permanent residence at a visa office within one year of their family’s arrival in Canada. For more information on the “one-year window of opportunity”, consult the Guide to the Private Sponsorship of Refugees Program.

Section F – Multiple Undertakings

You may use this section to link sponsorship cases together by providing the name and date of birth of the principal refugee applicant for each particular case. Filling out this section ensures that all linked sponsorships are processed at the same time by the visa office.

If you or your group decides to sponsor de facto dependents (see definition below) or family members not covered by one of the definitions of family members above (e.g.: married daughter or son with dependent children, father, mother, married sister or brother with dependent children, etc.), you will need to complete a separate Undertaking/Application to sponsor form for each unit of these family members, and list the undertakings under this section.

Note: List only the name and date of birth of the principal refugee applicant listed on each undertaking.

De facto dependents
De facto dependents include people who may or may not be blood relatives but who cannot apply as family members as defined above. To be considered a de facto dependent, a person must be dependent on the family in which membership is claimed. The dependency must be emotional or financial and will often be a combination of both factors. Such people would normally, but not exclusively, live with the principal refugee applicant as members of the same household. An officer at the visa office will determine if a person can be considered as a de facto dependent.

A separate undertaking form and IMM 0008 application for permanent residence must be filled out for each de facto dependant. De facto dependents are not eligible for family class sponsorship as they do not meet the definition of family member described above.

Section G – Relatives of the Principal Refugee Applicant(s) Living in Canada

Provide information on the principal refugee applicant’s relatives living in Canada. Include primarily close relatives such as parents, brothers, sisters, aunts, uncles and adult children. This information will allow the officer to recognize existing links to Canada that the refugee applicant may have.

Section H – Sponsorship Rationale (Optional)

Important information. If you are sponsoring a Visa Office Referred (VOR) case, you do not need to complete this section. A VOR case is when the principal refugee applicant was referred for sponsorship by a Canadian visa office abroad.

Note: Section I is optional, but you are strongly encouraged to fill it out. CIC will not return or refuse the application if you leave this section blank.
This section provides sponsors the opportunity to explain why:

• the refugee applicant is being referred for protection,
• resettlement is the only durable solution available to them, and
• Canada is the most logical choice for resettlement.

This section can assist sponsors in screening their applications so that they can determine, to the best of their knowledge, whether the applicant meets one of the refugee definitions. Ultimately, the final decision on whether an applicant is both eligible and admissible rests with the visa officer.

Question 1: Eligibility (optional)

Based on your knowledge, check the refugee class(es) (all that apply) that you feel best corresponds to the person(s) you wish to sponsor:

• Convention Refugee Abroad or
• Country of Asylum

Who may be considered a refugee?

The Immigration and Refugee Protection Regulations describe two classes of persons who may qualify as refugees for Canada’s refugee and humanitarian resettlement program. These are

• the Convention Refugees Abroad Class, and
• the Country of Asylum Class.

A Convention refugee is any person who, by reason of a well-founded fear of persecution because of race, religion, nationality, membership in a particular social group or political opinion and:

• is outside the country of his or her nationality and is unable or, by reason of that fear, unwilling to avail himself or herself of the protection of that country;
  or,
• not having a country of nationality, is outside the country of his or her former habitual residence and is unable or, by reason of that fear, unwilling to return to that country.

A Convention Refugee Abroad is any person who:

• is a Convention refugee
• is outside Canada
• is seeking resettlement in Canada
• does not have a prospect of another durable solution, within a reasonable period of time, that is:
  • cannot return to his or her country of nationality or habitual residence
  • cannot integrate in the country of refuge or the country of first asylum
  • does not have another offer of resettlement from a country other than Canada
• will be privately sponsored or assisted by the government or has adequate financial resources to support himself or herself and any dependents

A member of the Country of Asylum Class is a person:

• who is outside his or her country of citizenship or habitual residence
• who has been, and continues to be, seriously and personally affected by civil war or armed conflict or who has suffered massive violations of human rights
• for whom there is no possibility of finding an adequate solution to his or her situation within a reasonable period of time
• who will be privately sponsored or who has adequate financial resources to support himself or herself and any dependents

Under box 3, explain the reasons why you chose to sponsor the refugee applicant(s). This section allows you to explain the rationale for sponsoring refugee(s) and for CIC to better understand the links between the sponsor and the refugee(s) being sponsored.

Question 2: Durable solution (optional)

Based on your knowledge, answer the question of the durable solution you feel best corresponds to the person(s) you wish to sponsor:

• return to country of origin
• integration in the country of asylum, or
• resettlement in another country.

If you are uncertain about one or any of these 3 choices, check “unknown.”
For more information on durable solutions, consult the Guide to the Private Sponsorship of Refugees Program.

Under box 4, explain the reasons why the principal refugee applicant's preferred solution would be resettlement to Canada.

Section I – Obligations of the Sponsoring Group

Read this section carefully. Only in very exceptional cases will your group be asked to sponsor a refugee longer than 12 months (up to 36 months). The sponsoring group has the option to refuse a longer sponsorship period.

The sponsoring group is obliged to provide support to all family members listed on the undertaking, regardless of the timing of their arrival in Canada. The sponsor is responsible to support the non-accompanying family members under the same terms as in the original settlement plan unless the PA is now self-sufficient and able to provide adequately for his family members.

Section J – Declaration by the Sponsoring Group

Each party to the sponsorship must sign and date the application. By signing here, the sponsoring group declares that they understand and commit to upholding the terms outlined on the undertaking.

Settlement Plan and Financial Assessment – Community Sponsors (IMM 5515)

Who must fill out this application form?

This form must be completed by the:

• Community Sponsor;
• Cosponsor (if applicable).

What is it?

The Settlement Plan is a planning tool for sponsoring groups to formulate how they intend to deliver the various aspects of settlement assistance needed to help the refugee applicant(s) establish successfully in Canada. Where practicable, the planned arrangements should be in place before the refugee arrives. Where cosponsors are involved in the sponsorship, discuss settlement arrangements and responsibilities together and jointly fill out the settlement plan.

The Settlement Plan and Financial Assessment (IMM 5515) (PDF, 191 KB) is used by CIC to assess whether your group is able to provide the settlement assistance and financial support needed to help the refugee applicant(s) establish successfully in Canada during the validity of the sponsorship.

Assessing the Sponsoring Group’s Finances

In order for Citizenship and Immigration Canada to determine that your group has sufficient financial resources to fulfill the terms of the undertaking, you must show all sources of funding, including in-kind (See definition below) and cash donations that will be combined to provide support. You must also include the necessary documentation that confirms the availability of the committed funds.

Your group should consult the dollar figures presented in the Sponsorship Cost Table (see Appendix B). These figures represent an estimated national average for the total cost of a 12-month refugee sponsorship case, depending on the family size. In order to make its assessment, Citizenship and Immigration Canada will combine the value of all committed funds, including the dollar value of any applicable in-kind donations, to determine if the total funds committed equals (or surpasses) the amount listed on the Cost Table.

In-Kind donations

Donations made in goods, commodities or services, instead of money.

In those instances where refugee applicants intend to live together in Canada as a family unit but are named on separate Undertakings only one Settlement Plan and Financial Assessment, encompassing the entire household, is required. It must still, however, reflect the resettlement needs of each individual being sponsored. Photocopy the plan and keep a copy for your group's records.

Section A – General information

Write the complete name of the:

• the principal refugee applicant
• Community Sponsor
• Cosponsor-individual (if applicable)
• Cosponsor-Organization (if applicable)
• Contact person

Write the contact details of the Contact person (telephone, fax and e-mail, mailing address complete with the postal code).

Section B – Organization profile

The principal community sponsor must fill out this section. If there are any cosponsoring organizations, they must also complete their own organization profile on a separate sheet or make a photocopy of the form IMM 5515.

Section C – Settlement Needs – Checklist

Check the box to indicate :

• who will be responsible to provide the settlement need
• if your group will have any in-kind donations to supply certain settlement needs

If you checked the in-kind box, write the dollar value for each form of settlement assistance for which an in-kind donation is available. The total value of the in-kind donations will be deducted from the cost of the 12 month sponsorship. (Use the rates provided in the in-Kind Deduction Table on page 4).

Note: more than one party can provide for the same need.

Section D – Settlement Needs – Details

Answer each question in a detailed yet concise manner.

Question 1

If temporarily staying with relatives, provide information on family composition of the family relatives that the sponsored refugee(s) will be staying with and what current accommodation arrangements the relatives have. Also, provide details on the time frame when you anticipate that permanent accommodation will be found and what type of accommodation you are looking for e.g. house or apartment.

Question 2

Indicate the names of the individuals that will be volunteering and what tasks they will be assisting with e.g. arrival, Social Insurance Number (S.I.N.) card application, Health card application, medical appointments, etc.

Question 3a

Upon indicating the settlement agency, indicate what service(s) the refugee(s) will be obtaining from that agency e.g. Language training, translation of documents, etc.

Question 3b

If you have not contacted any agencies to provide settlement support, indicate when you plan on making this contact. If you have contacted some agencies, indicate the date, the name of the person you made contact with and in regards to what services.
 
Also, indicate if you have dealt with these agencies in the past and what type of services your sponsored refugees have accessed from them.

Question 4

The following guidelines must be followed if the sponsoring group plans to assist the refugee(s) in finding employment:

• Employment must conform to federal and provincial labour standards and regulations.
• Employment should not interfere with the refugee’s efforts to learn one of Canada’s official languages.

You need to identify the relevant resources for the adult refugee(s) to help him find an employment. Depending on the refugee(s) skills and needs, you need to find out about :

• employment counselling services and agencies that provide them
• local Canada Employment Centre and services available
• trainings on employment preparation sessions
• registration procedures foreign credential assessment agencies and procedures.

Question 5

Break down the monthly amount in categories e.g. rent, utilities, food, transportation, clothing, telephone, health, education and incidentals. Do not list just one lump sum.

In order to help you determine what financial requirements may be necessary to support the refugee applicant(s) for the validity of the sponsorship, consider the following:

• Rent: consider cost of accommodation (ensure refugee(s) will be able to afford payment after sponsorship ends)
• Utilities: include electricity, heat and water
• Food: consider the refugee(s)' need to have some of their national food in their diet
• Transportation: bus or metro passes, tickets, etc.
• Clothes: consider winter clothes as well
• Telephone: decide whether to fund long distance calls; the refugee(s) will need to communicate with family and friends back home
• Health: plan for costs not covered by the provincial health plan or the Interim Federal Health plan
• Education: school trips, day care to allow parents to attend language training, transition into work force
• Incidentals: pocket money, recreation, unanticipated expenses

To help your group establish the amount of money necessary for your group to sponsor the refugee(s) for a 12-month period, including the “start-up” costs, we have provided financial information which may be used as a guide (see Appendix B).

Question 6

Indicate where you will obtain these in-kind donations and what type of donations you are seeking.

Question 7

Some contingency plans can include scenarios such as the refugee(s) was or were originally supposed to reside with a relative in Canada upon arrival; however, they choose to reside on their own for the duration of the sponsorship period. Provide some details as to how you will provide support for the additional costs that will occur. Another scenario could be that the refugee(s) choose to move to a different city. Provide some details as to how you will continue to provide the required assistance.

Question 8

Indicate what specific roles each person will be responsible for when assisting the refugee(s).

Section E – Financial Assessment

This section will allow the group to predetermine if it has committed sufficient funds to the sponsorship. Use the dollar amount indicated on the group’s financial documents and the dollar amounts listed in the two cost tables inserted on the form in the same section.

Note: It is essential that the Total Financial Commitment equals or exceeds the Final Cost of Sponsorship.

This section features two tables:

• Sponsorship Cost Table: To determine the minimum amount of funds that your group should secure for the sponsorship, consult the dollar figures presented in the Sponsorship Cost Table. These figures include monthly expenses plus start-up costs (for more information on start-up costs, see Appendix B – Financial Guidelines). The required financial resources indicated in the Sponsorship Cost Table are roughly equivalent to local social assistance rate figures. They are approximate rates only and should be used as a guideline. The figures represent an estimated national average for the total cost of a 12-month refugee sponsorship case, depending on the family size. It is recommended to take into consideration the living costs in the community of resettlement for more accurate evaluation.
• In-Kind Deduction Table: use it to determine and report on page 1 of the form (Section B) the amount of money you can deduct from the total cost of the sponsorship, for each start-up cost and/or for accommodation.

Group Revenue
If the sponsoring group intends to use revenue from its operations towards the cost of sponsorship, the group will need to provide supporting documentation to demonstrate the viability of the financial commitment.

Acceptable supporting documents include, but are not limited to, the following:

• organization’s yearly budget for the last three years
• copy of a recent, audited financial statement for the organization
• bank account details from organization showing substantial cash balance over several months

Pledged Donation
If an organization has pledged to provide funds to contribute towards the cost of sponsorship, the group will need to provide proof such as:

• a promissory note of cash signed by the authorized representative of the organization or the organization's bank;
• copy of a recent, audited financial statement for the organization;
• a letter confirming that the money is being held in an account at a registered Canadian financial institution or documents outlining the terms and conditions of the account.

Personal Income
If personal income from individuals within the sponsoring group or from individual cosponsors is being used towards the sponsorship, the contributing individuals must provide supporting documentation to show proof of their income. The following sources are considered valid proof of income:

• copy of the most recent T4 and/or T1; or
• copy of the most recent Notice of Assessment (from Canada Customs and Revenue Agency); or
• original letter or proof of annotated cheque stubs from the employer confirming salary
• details; or
• if self-employed, a letter from an accountant confirming the annual income; or
• proof of other sources of income (pension statement, investments, etc.); or
• Employment Insurance pay stubs.

Funds Held in Trust
Funds available at the time of sponsorship application may be deposited in an account at a Canadian financial institution. The account may be in the name of the sponsoring group with a note that the money is in trust for the principal refugee applicant (this is not a “trust account” in the formal sense of the term). The account should require the signature of at least two of the group members to make withdrawals.

Note: You will need to provide a letter from the financial institution confirming the existence of the account or documents outlining the terms and conditions of the account.

Other Sources of Funds
Declare the amount of money that will be contributed from other sources of funds, and list these sources on the form. The sponsoring group must provide supporting documentation that shows the availability of these funds.

Section F – Signatures

Note. The president or executive director of the community sponsor and any cosponsors must sign the Settlement Plan and Financial Assessment. By signing this form, the sponsoring group is indicating that it is aware of the terms of the settlement arrangements and is committed to fulfilling them.

Sponsor Assessment (IMM 5492)

Who must fill out this application form?

This form must be completed by the:

• Community Sponsor
• Cosponsor(s) (if applicable)

What is it?

All persons who intend to sponsor refugees must meet the sponsor eligibility criteria established by the Immigration and Refugee Protection Regulations. Each party to the sponsorship (those who sign the undertaking) must complete the Sponsor Assessment to confirm their eligibility.

Individuals who are deemed ineligible to sponsor will have their applications returned to them. If you wish to clarify your response to a certain question, provide details on a separate sheet.

Section A

Write the name of the sponsoring group (print clearly).

Section B

Write the last name (surname/family name) and given name(s) of the sponsor representative or individual sponsor (print clearly).

Section C

Write any other name(s) used (including birth name, maiden, previous married name(s), aliases and nicknames) of the sponsor representative or individual sponsor (print clearly).

Section D

Check the box to indicate if you are at least 18 years of age or older.

Section E

Check the box to indicate if you are a Canadian citizen, a Registered Indian or a permanent resident.

Note. All members of the group must be either a Canadian citizen, a Registered Indian or a permanent resident.

Section F

Check the box to indicate if you or your representatives reside in the expected community of resettlement.

Note. All members of the group must reside or have representatives in the expected community of settlement.

Section G

Check the box if you have been convicted, in Canada of the offence of murder or an offence set out in the schedule I or II of the Corrections and Conditional Release Act.

Or

Check the box if you have been convicted of an offence outside Canada that, if committed in Canada would constitute one of the offences referred to above.

Note: the schedules I and II are attached to the form.

Section H

Check the box to indicate if you are in default of any court-ordered support payment obligations.

Section I

Check the box to indicate if you are currently detained in any penitentiary, jail, reformatory or prison.

Section J

Check the box to indicate if you have ever been ordered to leave Canada.

Section K

Check the box to indicate if you are subject to any revocation proceedings under the Citizenship Act.

Note. You must sign and date the application.

Use of a Representative (IMM 5476)

Who may use this form?

Complete this form only if you:

• used the services of a representative to help you prepare or submit your application; or
• are appointing a representative; or
• are cancelling a representative’s appointment.

If you have dependent children aged 18 years or older, they are required to complete their own copy of this form if a representative is also conducting business on their behalf.

What is a representative?

A representative is someone who has provided advice, consultation, or guidance to you at any stage of the immigration application process, or in an immigration proceeding. If someone represented or advised you to help you submit your application, then that person is your representative. A representative is also someone who has your permission to conduct business on your behalf with Citizenship and Immigration Canada (CIC) and the Canada Border Services Agency (CBSA).

When you appoint a representative:

• you also authorize CIC and CBSA to share information from your case file with this person;
• your application will not be given special attention nor can you expect faster processing or a more favourable outcome;
• the representative is authorized to represent you only on immigration matters related to the application you submit with this form;
• you can appoint only one representative for each application you submit;
• you are not obliged to hire a representative. We treat everyone equally, whether they use the service of a representative or not.

Important information. You must notify us if your representative’s contact information changes or if you cancel the appointment of a representative.

Types of representatives

Family, friends, and non-profit groups often help applicants who feel the need for support and advice on immigration matters. You can appoint a representative who does not charge fees or receive any other compensation for providing immigration advice or services to represent you before CIC or the CBSA.

There are two types of representatives.

Uncompensated representatives include:

• friends and family members who do not, and will not, charge a fee or receive any other consideration for their advice and services;
• organizations that do not, and will not, charge a fee or receive any other consideration for providing immigration advice or assistance (such as a non-governmental or religious organization);
• consultants, lawyers and Quebec notaries, and students-at-law under their supervision, who do not, and will not, charge a fee or receive any other consideration to represent you.

Compensated representatives:

Compensated representatives charge a fee or receive some other form of consideration in exchange for the advice and representation that they provide. If you want us to conduct business with a compensated representative then they must be authorized by CIC.

It is important to know that anyone who represents or advises you for payment — or offers to do so — in connection with immigration proceedings or applications is breaking the law unless they are an authorized representative or they have a specific agreement or arrangement with the Government of Canada that allows them to represent or advise you. This applies to advice or consultation which happens before or after an immigration application is made or a proceeding begins.

Authorized representatives are:

• immigration consultants who are members in good standing of the Immigration Consultants of Canada Regulatory Council (ICCRC);
• lawyers and paralegals who are members in good standing of a Canadian provincial or territorial law society and students-at-law under their supervision;
• notaries who are members in good standing of the Chambre des notaires du Québec and students-at-law under their supervision.

If you appoint a compensated representative who is not a member of one of these designated bodies, your application will be returned. For more information on using a representative, visit our website.

General Application Information

Check one box to indicate if you are appointing or cancelling the appointment of a representative.

Section A – Applicant Information

Question 1

Write your last name (surname or family name) and given name(s).

Question 2

Write your date of birth.

Question 3

If you have already submitted your application, write:

• the name of office where the application was submitted;
• location of office;
• type of application you are sending.

Question 4

Write your Citizenship and Immigration Canada Identification (ID) or Unique Client Identifier (UCI) number (if known).

Section B – Appointment of Representative

Question 5

Write your representative’s full name.

If your representative is a member of the Immigration Consultants of Canada Regulatory Council (ICCRC), a law society or the Chambre des notaires du Québec, print his or her name as it appears on the organization’s membership list.

Question 6

Check one box to indicate if your representative is unpaid or paid.

If your representative is paid, write the membership ID number of:

• the Immigration Consultants of Canada Regulatory Council (ICCRC); or
• a Canadian provincial or territorial law society; or
• the Chambre des notaires du Québec.

Question 7

Write your representative’s contact information.

Note: By indicating your representative’s e-mail address, you are hereby authorizing CIC to transmit your file and personal information to this specific e-mail address.

Question 8

Your representative must sign and date the declaration in order to accept responsibility for conducting business on your behalf.

Section C – Cancel the Appointment of a Representative

Question 9

Fill in this section if you wish to cancel the appointment of a representative. Write the representative’s full name.

Section D – Your Declaration

Question 10

By signing, you authorize CIC to complete your request for yourself and your dependent children under 18 years of age.

If your spouse or common-law partner is included in this request, he or she must sign in the box provided.

Release of information to other individuals

To authorize CIC to release information from your case file to someone other than a representative, you will need to complete the form Authority to Release Personal Information to a Designated Individual (IMM 5475) which is available:

• on our website; or
• from Canadian embassies, high commissions and consulates abroad.

The person you designate will be able to obtain information on your case file, such as the status of your application. However, they will not be able to conduct business on your behalf with CIC.

Step 3. Mail the application

Where to mail the application

Mail your completed application in a stamped envelope to the address shown below:

Affix sufficient postage (top right of the envelope)

Sender (top left of the envelope)
(Your name)
(Your Address)
(Your Postal Code)

Recipient (centre of the envelope)
Your local CIC office
The address of your CIC local office
can be found in Appendix A

Send the document checklist

Make sure you use the document checklist and include it with your application.

Note

Sign the form

The forms must be signed and dated before they are mailed. If they are not signed and dated, your application will be returned to you.

What happens next?

Application process

Upon receipt of a completed and signed sponsorship application, your group can expect:

• a letter from the local CIC advising if the sponsorship application is approved or refused. This letter will be sent to you within 30 working days of CIC receiving the sponsorship application.
• If the processing of your application has not been finalized within those 30 days, you will receive a letter with the estimated processing time.

If the sponsorship application has been approved, the group will receive a letter that includes:

• a CIC file number and a CIC contact name and fax number
• information regarding the approximate time it will take to process the application abroad
• notification that the principal refugee applicant’s application has either been approved or refused by the visa office

Note: If the principal refugee applicant’s application was approved, the sponsoring group can expect a Notice of Arrival Transmission (NAT) advising when the refugee will arrive in Canada.

The sponsorship may be monitored after the refugee has arrived. This might be an in-person meeting, a survey or a phone call.

Important information

Updating your contact information

During the application process, you must advise us of any change of address or telephone number by:

• going to www.cic.gc.ca, click on Change address in the I Need To… section on the right-hand side of the page; or 
• see “How to Contact CIC” at the end of this Guide.

Checking application status on-line

You can check the status of your application on-line by doing the following:

1. Log on to our website.
2. Go to Check My Application Status in the I Need To… section on the right-hand side of the page.
3. Then click on Client Application Status and follow the instructions provided.

Note: Your application status will only appear on-line once the initial review by CIC is completed.

To obtain details on how to remove your application status information from the Internet, visit the “Frequently Asked Questions” (FAQ) section.

Protecting your information

Your personal information is:

• only available to Citizenship and Immigration Canada (CIC) and Canada Border Service Agency (CBSA) employees who need to see it in order to provide the services to you, and
• not disclosed to anyone else except as permitted under the provisions of the Privacy Act.

For more information. You can obtain additional information on the protection of your data by visiting the “Frequently Asked Questions” (FAQ) on our website.

Quality Assurance Program

Our quality assurance program randomly selects applications for a special review. If selected you will be asked to attend an interview with a Citizenship and Immigration official so that we can:

• verify the documentation you submitted is accurate,
• verify that your application has been completed properly.

Note: You will be notified in writing should your application be selected.

How to contact CIC

Within Canada

CIC Call Centre:
1-888-242-2100 (toll-free)

Hours of operation:
Monday to Friday 8 a.m. to 4 p.m., your local time

If you are deaf, deafened or hard of hearing, or you have a speech impediment and use a text telephone, you can access the TTY service from 8 a.m. to 4 p.m. your local time by calling: 1-888-576-8502 (in Canada only).

Appendix A – Citizenship and Immigration Centres

• Atlantic
• Ontario
• Prairies/Northern Territories
• British Columbia/Yukon

Atlantic

• Charlottetown
  Jean Canfield Government of Canada Building
  191 University Avenue
  Charlottetown, PE  C1A 4L2
  Fax: (902) 566-8355
• Fredericton
  495 Prospect Street
  Fredericton, NB  E3B 9M4
  Fax: (506) 452-3392
• HaliFax
  1741 Brunswick Street, Suite B110
  HaliFax, NS  B3J 3X8
  Fax: (902) 426-4241
• Moncton
  860 Main Street, 6^th Floor
  Suite 602
  Moncton, NB  E1C 1G2
  Fax: (506) 851-2240
• St. John’s
  North Atlantic Building, 2^nd floor
  31 Pippy Place
  P.O. Box 13667, Station “A”
  St. John’s, NL  A1B 4G1
  Fax: (709) 722-2929
• Saint John
  189 Prince William Street
  3^rd Floor
  Saint John, NB  E2L 2B9
  Fax: (506) 636-5073

Ontario

• Hamilton
  55 Bay Street North – Ground Floor
  (Market Street entrance)
  Hamilton, ON  L8R 3P7
  Fax: (905) 572-2626
• Kingston
  86 Clarence Street
  Kingston, ON  K7L 1X3
  Fax: (613) 545-8574
• London
  417 Exeter Road
  London, ON  N6E 2Z3
  Fax: (519) 691-8175
• Niagara Falls
  6080 McLeod Rd. Unit 12
  Niagara Falls, ON  L2G 7T4
  Fax: (905) 354-4497
• Oshawa
  78 Richmond Street W., 2^nd Floor
  Oshawa, ON  L1G 1E1
  Fax: (905) 721-5025
• Ottawa
  200 Catherine Street, 5^th Floor
  Suite 101
  Ottawa, ON  K2P 2K9
  Fax: (613) 995-1304
• Sudbury
  Rainbow Centre
  40 Elm street, Suite 281
  Sudbury, ON  P3C 1S8
  Fax: (705) 671-0749
• Thunder Bay
  Suite 108-221 Archibald Street North
  Thunder Bay, ON  P7C 3Y3
  Fax: (807) 624-2151
• Toronto Central
  25 St. Clair Ave. E., Suite 200
  Toronto, ON  M4T 1M2
  Fax: (416) 954-6579
• Kitchener
  29 Duke Street East 1^st Floor
  Kitchener, ON  N2H 1A2
  Fax: (519) 571-6819
• Windsor
  1250 Walker Road
  Windsor, ON  N8Y 4T4
  

Prairies / Northern Territories

• Calgary
  210 – 220 4^th Avenue S.E.
  Calgary, AB  T2G 4X3
  Fax: (403) 292-4172
• Edmonton
  Canada Place
  9700 Jasper Avenue Suite 240
  Edmonton, AB  T5J 4C3
  Fax: (780) 495-6739
• Lethbridge
  706 – 4^th Ave. S., Room 403
  P.O. Box 2050
  Lethbridge, AB  T1J 4K6
  Fax: (403) 382-3163
• Regina
  1783 Hamilton Street, Room 220
  Regina, SK  S4P 2B6
  Fax: (306) 780-8745
• Saskatoon
  660 – 410 22nd St. E.
  Saskatoon, SK  S7K 5T6
  Fax: (306) 975-4525
• Winnipeg
  400 – 25 Forks Market Road
  Winnipeg, MB  R3C 4S9
  Fax: (204) 983-3176

British Columbia / Yukon

• Kelowna
  202 – 1635 Abbott Street
  Kelowna, BC  V1Y 1A9
  Fax: (250) 470-4877
• Prince George
  250 – 177 Victoria Street
  Prince George, BC  V2L 5R8
  Fax: (250) 561-5502
• Vancouver
  1148 Hornby Street
  Vancouver, BC  V6Z 2C3
  Fax: (604) 666-6582
• Victoria
  816 Government Street
  Room 377
  Victoria, BC  V8W 1W9
  Fax: (250) 363-3669

Appendix B

Financial guidelines

• Sponsoring groups will not accept the payment of funds from the refugees for the submission of a sponsorship, either before or after their arrival in Canada. However, the refugee’s relatives in Canada may contribute funds to the resettlement.
• Refugees have no legal obligation, and cannot be made to enter into a legal or informal obligation, to prepay or repay their sponsoring groups for lodging, care, and settlement assistance and support. However, the refugee’s relatives in Canada may contribute funds to the resettlement.
• Sponsoring groups are not responsible, unless they have co-signed loans, for any debt that a refugee incurs in Canada.
• Sponsorship Groups are expected to provide the refugees with both financial and settlement support for a period of up to 12 months including the opportunity to attend English language training and acquire skills necessary to access employment in Canada. Should the refugee become financially self-sufficient during the 12-month sponsorship period, the sponsoring group is not obligated to provide income support under the terms of the undertaking for the remainder of the sponsorship period. However, the sponsoring group must maintain immediate access to adequate funds for the remaining length of the sponsorship in the event that the refugee ceases to be self-sufficient.
• Sponsored refugees who bring financial resources to Canada should manage their own finances and are expected to contribute to their own settlement costs. Sponsoring groups may expect sponsored refugees to contribute towards their settlement costs according to the same standard established for government-assisted refugees who bring financial resources to Canada. For example, a single sponsored refugee may retain up to a maximum of $1000 for personal use and a couple may retain up to $2000 plus $500 for each additional family member, with the balance of their funds being allocated towards the cost of their settlement. You may refer to The Guide to the Private Sponsorship of Refugees Program for further details.

Cost of Sponsorship

Although the cost of living varies from one region to another, the following table can assist the sponsoring group in estimating the cost involved in sponsoring a refugee family for 12 months. The required financial resources indicated in the Sponsorship Cost Table are roughly equivalent to local social assistance rate figures.

Income Support can vary depending on ages of various dependents which play a role in determining monthly income support for shelter, food, transportation and incidentals.

Start-up costs include: one time payment for household items, furniture, linens, food staples, clothing & winter clothing, deposit for utilities, phone installation and first month’s rent. These are approximate rates only and should be used as a guideline. Contact your local Citizenship and Immigration Centre (CIC) should you be interested in your local Resettlement Assistance Program (RAP) income support rates which are in line with local social assistance rates.

Several factors may reduce the amount of financial support that the sponsoring group must provide. Examples of these factors may include: in-kind donations and financial resources the sponsored refugee brings to Canada. The chart below provides an estimated value for certain in-kind donations. For more information on the cost of sponsorship, contact your local Citizenship and Immigration Centre or the Refugee Sponsorship Training Program (RSTP). For details on how to contact the RSTP, visit their website at www.rstp.ca.

The In-kind Deduction Table is based on annual costs. Start-up Costs include: bedding, linens and household items. These are approximate rates only and should be used as a guideline. Contact your local Citizenship and Immigration Centre (CIC) should you be interested in your local Resettlement Assistance Program (RAP) income support rates which are in line with local social assistance rates.

Start-Up Costs

Sponsoring groups might find it useful for their own planning purposes to be aware of the financial assistance Citizenship and Immigration Canada (CIC) provides to government-assisted refugees in order to cover standard household start-up costs. The following information describes some of the various needs that are considered when CIC establishes the amount for the initial start-up cheque. Individual start-up costs with established maximums:

Clothing: a one-time basic clothing allowance is provided.

• $325 per adult
• $250 per dependent child

Winter Clothing: winter coat, winter boots, mittens, scarf, snow pants for children, etc.

• $175 per adult
• $125 per dependent child

Basic Household Needs Allowance: Suggested items include: beds, table and chairs, bed linens, basic window coverings and common household products such as kitchen utensils, pots, pans, brooms, mops, detergents and cleansers.

The following maximum allowance rates apply:

• Per single without accompanying dependents $1,330
• Per single plus one dependent $2,336
• Per single plus two dependents $2,662
• Per couple without accompanying dependents $1,958
• Per couple plus one accompanying dependent $2,452
• Per couple plus two accompanying dependents $2,945
• Per couple plus three accompanying dependents $3,512
• For each additional dependent $350

Food Staples: flour, sugar, rice, spices and condiments, etc.

• $175 for the first person in each household
• $75 for each additional dependent (no maximum)

School Start-Up allowance: an allowance of $150 for school-age children and young adults attending K-13, between the ages of 4-21 to defray costs for school supplies, activity fees, gym clothing, etc.