Audit of the Immigration Program
Canadian Consulate General – Seattle
5.6. Case Analysis
A random sample of 35 files was closely examined to ascertain compliance, consistency of decision making and documented support of decisions.
The audit team found that only appropriately authorized staff entered decisions in CAIPS. However, a file review revealed that the visitor files were not as complete as the immigrant files. Of the files reviewed, five out of 16 visitor files had no notes in CAIPS to support the decision made. A sixth file had some notes, but the decision to issue a visa was not supported in the notes. In some cases there were no supporting documents in the paper file. While the absence of paper documentation was in accordance with the Thin File Policy, there was an expectation that the documentation used to make the decision would be noted in CAIPS notes, regardless of whether the case was refused or accepted.
On the other hand, student, worker and returning resident files generally had very good notes that supported the decisions rendered. Returning resident notes sampled were all of very high quality.
In 14 out of 35 non-immigrant files, there were no photos in the paper file. We were informed by the IPM that this practice changed in September 2001, and that photographs are now required of each applicant.
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