Identity management: Change of sex designation due to a clerical or administrative error made by IRCC

What to do if the error is discovered by an Immigration, Refugees and Citizenship Canada (IRCC) officer

Historical records such as an immigration record of landing or a Confirmation of Permanent Residence document will not be amended unless a clerical or administrative error was made by IRCC. If an IRCC officer discovers a clerical or administrative error made by IRCC, they must make a change to match the sex designation printed on the primary document without a request from the client (per subsection 6(2) of the Privacy Act).

If the error is detected after document issuance, the officer must do the following:

  1. Contact the client to notify them of the error and request that they return the existing IRCC document, along with an application to amend it (e.g., the Application for a Citizenship Certificate [CIT 0001], Request to Amend the Record of Landing (IMM 1000), Confirmation of Permanent Residence (IMM 5292 or IMM 5688) or Valid Temporary Resident Documents [IMM 1436]).
  2. Upon receiving the application, correct the sex designation in the Global Case Management System (GCMS).
  3. Ensure that a client note is placed in GCMS and the erroneous sex designation is marked as entered in error.
  4. Cancel the previous document.
  5. Produce a replacement document and send it to the client. No fees are charged.

If the client cannot be reached, the officer must do the following:

  1. Place a client note in GCMS indicating that the sex designation is erroneous. The data field should not be changed at this time.

What to do if the error is discovered by a client

If a client submits an official request to amend their certificate of Canadian citizenship, immigration record of landing, Confirmation of Permanent Residence or valid temporary resident document, and it is determined that IRCC made a clerical or administrative error, the officer must do the following:

  1. Correct the sex designation in GCMS.
  2. Ensure that a client note is placed in GCMS and the erroneous sex designation is marked as entered in error.
  3. Cancel the previous document.
  4. Produce a replacement document and send it to the client. No fees are charged.
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