Designated Learning Institution Portal: Compliance Reporting

Note: This guide was last updated on October 28, 2016.

1. Introduction

This Guide provides step-by-step instructions for Designated Learning Institutions (DLI) to complete compliance reporting requests from Immigration, Refugees and Citizenship Canada (IRCC) through the DLI Portal.

1.1. International Student Program regulatory changes

Regulatory changes to the International Student Program (ISP) came into force on June 1, 2014. These changes aim to strengthen the integrity of Canada’s immigration program by:

  • limiting the issuance of study permits to those destined to an institution designated by their province or territory to host international students,
  • requiring study permit holders to actively pursue their studies, and
  • facilitating the entry of foreign nationals into Canada who sincerely want to get a Canadian education.

Learning institutions in Canada play an active role in the promotion, recruitment, and admission of international students. DLIs are a key source of information on the enrolment status of international students. Compliance reporting by DLIs supports the objectives of IRCC’s regulatory changes.

1.2. Overview of the designated learning institution Portal (DLI Portal)

The DLI portal was developed in consultation with a working group made up of representatives from

  • IRCC,
  • provincial and territorial authorities,
  • and learning institutions.

These representatives provided valuable input on the frequency and timing of reporting, and on the design of the portal.

Information collected from the portal helps IRCC to identify students who may not be complying with their study permit conditions. The DLI Portal lists international students who:

  • have applied for a study permit as of June 1, 2014, and
  • are enrolled in a program of study of at least six months in duration.

DLIs need to complete the compliance verification requests for these students.

There are two types of compliance verification requests:

  • Periodic verification: Twice a year (spring and fall), DLIs are asked to report on the enrolment status of their international students, as of the date when the compliance reporting request is sent. DLIs have 60 days to complete the compliance report through the DLI portal.
  • Ad-hoc verification: IRCC may send an ad-hoc verification request. DLIs are required to complete the request within ten business days of receipt, and tell IRCC by email: DLI-list-liste-EED@cic.gc.ca.

If you are a DLI and you don’t have a DLI portal account, see the step-by-step instructions.

1.3. Accessing the Portal

Users should access the DLI Portal using Google Chrome, and clear their browser history and cache before signing in to the DLI Portal.

The DLI Portal may also be referred to as “IRCC’s Portal” or “Partner Portal”.

Visit the DLI Portal.

To sign in:

  1. Click on “Continue to GCKey”.
  2. Sign in using your GCKey Username and password.
  3. Click on Continue.
  4. Review the Terms and Conditions. Click I Accept to continue. Answer the identity validation questions (you provided this during enrolment).
Image of portal Log-in screen.

1.3.1. Primary and Secondary Users

Primary and secondary users can complete, save and submit ad-hoc and periodic verification reports to IRCC.

The primary user is the main contact for IRCC. The primary user must be the employee who is the authorized Primary Representative, as designated by the province/territory.

The primary user is responsible for managing their DLI’s secondary user access. It’s recommended that primary users add secondary users to the account.

Primary users must keep their contact information (email address) up-to-date to so the DLIs receive all notifications sent by IRCC.

Note: DLIs must tell their province/territory and IRCC if there are any changes to the contact information of DLI and/or Primary Representative.

Primary and secondary users are responsible for keeping their GCKey username and password safe. Usernames and passwords can’t be recovered.

Contact the DLI mailbox if you need technical support, additional instruction and questions about access to the portal. Requests are processed within ten business days. If the situation can’t be resolved within ten business days, you will be advised of the expected resolution date.

Contact the provincial/territorial government for authorization to change the DLI’s Primary Representative.

2. How to complete a compliance reporting request

The periodic and ad-hoc verification requests are completed in the same way.

2.1. Verification requests notification

The Primary user at the DLI will get an email from IRCC telling them that they have a new pending request in their Designated Learning Institution Compliance Reporting Queue.

2.2. Accessing ad-hoc and periodic verification requests

Follow these steps to see the request sent by IRCC:

  1. After signing in, click on Continue.
  2. Review the Terms and Conditions and click on I Accept.
  3. Answer the identity validation questions using the answers provided during enrolment.
  4. Under the title “What would you like to do today?” click on Access Compliance reporting
Image of the “Access Compliance Reporting” button as described above.

Under the Request Type you will see an Ad Hoc Verification or Periodic Verification link depending on the type of the request.

Image of the “Compliance Requests from IRCC” screen showing the location of the Ad Hoc Verification link.

Note: In the above screenshot, there are three ad-hoc verification records.

  1. Click on the verification request link.

A list of students will be displayed.

Image of an example list of students.

Notes:

  • DLIs can’t add students to this list. DLIs should report only on the students that show in their list.
  • If there is a duplicate student record, select the same status each time the student appears.

Under “Search”, you can find a student record by using the:

  • Family Name
  • Given Name
  • Student ID
  • DOB
  • UCI
  • Status

Users can:

  • sort search results by clicking on the arrow at the top of the column;
  • add or modify the Student ID number of each student.

Note: Student ID numbers will be saved into the system. The Student ID number isn’t a mandatory field. Student ID numbers may only contain digits 0-9 and letters A-Z. If there is a special character in the Student ID field, remove it before saving.

Tip: Users can change the number of records displayed on the table by clicking on Show … entries found above the Select column.

2.3. Entering the status of a student

Primary or secondary users must select, for all students on their request, the value that best describes their academic/enrolment status at the DLI on the day you received the Compliance Reporting Request from IRCC.

The options are:

Note: Save frequently as you will be automatically logged out after 15 minutes of inactivity.

The system will pre-populate the Status and Student ID fields with the information submitted during the previous round. To make sure this information is still accurate, select and save the pre-populated statuses.

For new student records, or if the DLI didn’t submit compliance reporting before, the status will show as Please select.

To enter the status of a student

  • Select a value under the Status column.
  • Click on Save.
Image showing the “status” dropdown menu options in the example list of students.

To enter the same status for more than one student

If the same status applies to all of the students that show in your current search results:

  • Scroll down to the bottom of the page.
  • Click on Select All.
  • Select the Status.
  • Click on Apply to selected rows.
  • Click on Save.

The system will apply the status to all of the selected student(s). The results will show in the Status column.

After updating all the student records being displayed,

  • click on Select All
  • click on Save.

If the report includes more than 250 records, click on Next to view the following page of student records.

Tip: DLIs can use the Select All function to choose the status that reflects the majority of their students, and then change the status of the students with different status manually.

2.4. Completing and submitting an ad-hoc or periodic verification report to IRCC

Once you have selected a status from the drop down menu for each student, you can submit the report to IRCC.

Note: Users can review their compliance report to make sure it’s correct and save a copy for their records by using the Export to excel function.

Image showing the “Export to excel” function above the example list of students.

To submit:

  • Click on Select All and then Save at the bottom of each page of the list.
  • Click on Return to Queue (found at the top left of the page) to go back to the Compliance Requests from IRCC page.

Make sure that the numbers under the columns Total Records and Records Ready to Transmit are the same. If they are different, you must go back to the report and look for records that weren’t updated.

  • Click on Transmit to IRCC.
Image of the “Compliance Requests from IRCC” screen as described below.

 

Once you have clicked on Transmit to IRCC under the Action column, you will be prompted to confirm that you are ready to submit the report. Click on Transmit to IRCC to proceed.

Image of the “Transmit to IRCC” confirmation page as described above.

Note: If you click Cancel, the system will bring you back to the Compliance Requests from IRCC page.

When transmission of the report to IRCC is successful, the DLI’s primary user will receive a confirmation email.

Once the report has been transmitted, DLIs can’t make changes through the DLI Portal. If you need to change the information, DLIs can contact the DLI mailbox.

Glossary

Academic break (regularly scheduled break)
The student is on a regularly scheduled break between academic sessions (such as winter/summer holidays) as determined by the DLI.
Academic suspension

The student is suspended from the DLI due to poor academic performance or violation of the institution’s policies and is allowed to return to the DLI after the period of suspension.

Note: If your DLI doesn’t track Academic Suspension, indicate the student’s status as No longer registered/enrolled.

Authorized leave

The student has formally requested and received an approval to be temporarily absent from the institution, such as medical leave, maternity leave or any other type of leave where the student has a formally authorized leave by the DLI.

Note: If your DLI doesn’t track Authorized Leave, indicate the student’s status as No longer registered/enrolled.

Deferred enrolment

The student is registered or enrolled at your learning institution but they aren’t enrolled in a program of study as the start date of their program has been postponed. The delayed start date of the program must be imposed or approved by the DLI.

Reasons for deferral may include:

  • program of study has been postponed by the DLI; or
  • at the request of the student.
Full-time studies
The student is registered at the DLI and enrolled in a program of study. Each institution determines the minimal course load required for a student to be considered as having full-time status.
No longer registered/enrolled

The student:

  • is dismissed and they no longer have registration or enrolment status at your institution or their admission has been revoked; or
  • has withdrawn (i.e. doesn’t have registration or enrolment status at your institution); or
  • has transferred to another DLI.
No show
The student was issued a letter of acceptance from your institution but hasn’t registered at the DLI or enrolled in a program of study.
Not started
The student hasn’t started their program yet. This status is intended for students who may not have entered the country, but were issued a study permit to attend the DLI.
Part-time studies
The student is registered at the DLI and enrolled in a program of study. Each DLI determines the minimal course load required for a student to be considered as having part-time status.
Program/degree completed
The student has been issued a formal notification of completion of their degree, diploma or certificate from your institution indicating that they have met all of the requirements for graduation.
Unknown/no record
Your institution doesn’t have a record of a letter of acceptance issued to this person.

Frequently asked questions

I reported during the last round of DLI compliance reporting. Do I have to report this round?

Yes. Starting with the fall 2016 reporting, all DLIs are required to complete their reports every period (spring and fall).

There are international students attending my DLI who don’t appear in the compliance report. How can I add them?

DLIs don’t need to add students to their report. For this report, we only need information on the enrolment status of the students appearing on your list.

Some student records appear multiple times in the DLI compliance report. Can I delete these duplicates?

No. DLI Portal users can’t delete duplicate records. If you find a duplicate, provide the same status for each one.

I can’t complete and submit my DLI compliance report before the due date. Can I get an extension?

No. We can’t extend the compliance verification report due date.

If you have questions about the implications of not submitting your compliance, contact your province or territory.

Make sure you have access to your account before the start of the compliance reporting session. Primary users can add as many secondary users as needed to help with the reporting process.

There is a change in the primary representative/contact information for my DLI. Who should I contact?

Contact your designating province or territory as soon as any changes in contact information happen, including:

  • primary representative/user,
  • location and address, and
  • DLI name.

If your institution wants to become a DLI or has stopped operating, contact your province or territory.

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Designated Learning Institutions

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