Recording the interview

In support of transparency efforts, this section contains policy, procedures and guidance used by CIC staff as a courtesy to stakeholders.

Good case notes are critical as a record of what transpired at an interview. You will find in this section the procedures to follow to record an interview.

Case notes

Case notes are used to:

  • prepare refusal letters
  • respond to enquiries
  • serve as the record in the case of an appeal and for court challenges.

Ensure that case notes:

  • are detailed and reflect what transpired at the interview
  • document any decisions made during case evaluation
  • reflect the process followed in reaching those decisions
  • do not contain irrelevant, inappropriate and prejudicial comments do not form part of the case notes.

How to prepare case notes

Good case notes should include the following information:

Setting the scene
  • Include the "where," "when" and "who was present," language of interview, use of interpreters, etc.
  • Identify if a decision was made on reviewing the paper file or after an interview
Use of signposts

Make it easier for anyone reading the file by using headings to guide the reader and by logically structuring case notes. You may choose to use a variety of entries/headings (e.g., paper file review, representation, pending, interview, inquiry).

Ensuring the electronic file is complete
  • Record all non-routine correspondence and telephone conversations.
  • Note all routine correspondence sent.
  • All information relevant to the case should appear in the notes.
Complete sentences/thoughts

Ensure that notes are easy to understand so that representations can be answered without asking for clarification, and avoid jargon.

Identifying interpreter used
  • Record interpreter's name and relationship to applicant (if any).
  • Record language of applicant and that of interpretation.
  • If interpreter is provided by CIC, ensure that the applicant is comfortable with the quality of translation provided and note this.
Objective facts
  • Avoid personal judgments.
  • Be sure that you are qualified to make the conclusions at which you arrive. (For example, you should not conclude that an applicant is mentally ill without the benefit of a professional opinion.)
Recording basis on which decision was made
  • Explain thought processes; (e.g., "applicant has not satisfied me that she is a genuine visitor intending to enter Canada for a temporary purpose BECAUSE...").
  • Make no assumptions.
Recording anything out of the unusual For example, note if the applicant had a seizure during the interview. Was the atmosphere hostile, was the applicant extremely nervous, sweated profusely, shook when asked about military service, etc.

Handwritten interview notes

Handwritten interview notes (where GCMS or computer is unavailable) should be dated, signed and kept in the paper file even once entered onto GCMS.

Indicate that the notes in question were created contemporaneously with the interview.

Entry of interview notes in GCMS

Visa officers are encouraged to enter notes directly into GCMS or to paste notes into GCMS immediately after an interview.

Notes that are contemporaneous with the interview are more likely to be given probative weight by the Federal Court and Immigration Appeal Division in terms of what occurred at the interview.

Any notes transferred into GCMS after the date of the interview should clearly explain the reasons for the delay and indicate when the interview took place.

Taping interviews

There is no obligation to allow applicants to tape interviews because the absence of a transcript will not violate the rule of natural justice.