Study in Canada: Off-Campus Work Permit Program and the Electronic Notification System

July 2011

Overview

Overview

This guide is divided into two main sections: the Off-Campus Work Permit Program (OCWP) and the Electronic Notification System (ENS). The first section describes the OCWP program, its requirements and conditions, as well as the responsibilities of the students and the Designated Institutional Representatives (DIRs) in the eligibility verification process. The second section explains how to access the ENS and how to use the system to process eligibility requests.

Off-Campus Work Permit Program

This portion of the guide (formerly the Designated Institutional Representative or DIR Guide) is for DIRs of post-secondary institutions participating in the Off-Campus Work Permit (OCWP) Program for International Students. It describes this program process as well as the responsibilities of the DIR and the Student concerning the program.

1. Definitions

1.1 Eligible institution

A post-secondary institution is considered eligible if:

  • It is located in a province or territory that has signed a Memorandum of Understanding (MOU) on the OCWP with Citizenship and Immigration Canada (CIC) and has signed a Memorandum of Agreement its provincial or territorial government
  • and is listed in Annex 1 of that MOU.

Participating publicly funded post-secondary educational institutions:

  • are public post-secondary institutions, such as a college or university or a collège d’enseignement général et professionnel in Quebec; or
  • are private post-secondary institutions that operate under the same rules and regulations as public institutions, and receive at least 50 percent of their financing for their overall operations from government grants (currently only private college-level educational institutions in Quebec qualify); and
  • have signed an off-campus work agreement with their provincial or territorial government.

Participating privately funded post-secondary institutions:

  • are located in a province or territory that has signed a memorandum of understanding with CIC; and
  • have signed an off-campus work agreement with their provincial or territorial government; and
  • have approval from their provincial or territorial government to grant specific degrees.

Please note that not all programs offered by private post-secondary educational institutions qualify.

1.2 Qualifying programs and levels of study

In the case of publicly funded post-secondary educational institutions, students must attend an eligible institution and be enrolled in a post-secondary program that leads to a recognized post-secondary degree, diploma or certificate upon completion.

In the case of a privately funded post-secondary institution, students must be attending an eligible institution and be enrolled in a post-secondary program that leads to a degree, diploma or recognized certificate upon completion, in accordance with a public or private act of the provincial/territorial legislature and a government mandated quality assurance mechanism.

Note: International students who are enrolled in an English or French as a Second Language (ESL/FSL) program or in general interest courses or who are visiting or exchange students are not eligible to apply for a work permit under this program.

1.3 Participating institution

“Participating institution” means any eligible institution that has entered into the Memorandum of Agreement on the Off-Campus Work Permit Program for International Students with its provincial or territorial government.

1.4 Designated Institutional Representative (DIR)

The Designated Institutional Representative (DIR) is an employee of a participating institution who is responsible for implementing the OCWP program at the institution. This includes processing student academic eligibility verification requests and transfer of eligibility verification requests, and reporting once a year to the provincial/territorial coordinator regarding students who have become academically ineligible for the program.

1.5 Signatory

The employee of an OCWP participating institution who works alongside a DIR and has been delegated authority by the DIR to process student academic eligibility verification requests and request for transfer of eligibility verification. In some institutions, they may also be known as sub-DIRs.

1.6 Provincial/territorial coordinator

A provincial/territorial coordinator is an employee of the provincial/territorial government who is responsible for overseeing the program, including ensuring consistent program implementation at all participating institutions within the province/territory, submitting reports, monitoring the program, and submitting a reporting once a year to CIC on cases where students have become academically ineligible for the program.

1.7 International student

An international student means a person who is authorized by a study permit or by the Immigration and Refugee Protection Act to engage in studies in Canada and who is studying or intends to study in Canada

1.8 Satisfactory academic standing

Each participating institution will define satisfactory academic standing for its institution. Satisfactory academic standing means achieving a satisfactory mark or grade point average for a particular program of study, or the completion of certain program requirements as specified by the program of study.

1.9 Full-time study status

Each institution identifies the course load required for a student to be considered full-time in a specific program of study.

Note: Final session (term, semester, etc.): If students meet all the eligibility requirements, with the exception of full-time status, but are in their last session, they will still be considered to be eligible for the program. For example, at an institution, students are required to be enrolled in at least four classes to be considered to have full-time status. A student in the last session of the program of study needs to take only two additional classes to receive a Canadian credential from that institution. That student will still be eligible for the work permit under the OCWP. They will, however, still be restricted to working a maximum of 20 hours per week during this period.

2. Student eligibility criteria for the OCWP Program

Students are considered eligible if they:

  • possess a valid study permit;
  • attend a participating educational institution;
  • have maintained a satisfactory academic standing;
  • have studied full-time for at least six months out of the 12 months preceding their application;
  • have signed consents authorizing the exchange of personal information between the institution, the provincial or territorial government, and CIC. The signing of the consent occurs as part of the online request for verification of eligibility;
  • continue to fulfill the terms and conditions of their study permit and work permit, as applicable; and
  • continue to meet the eligibility requirements while participating in the program.

Examples of six months of full-time studies:

  • Students who begin full-time studies in September and continue through to the end of February (with the exception of the December break) would be eligible to apply for a work permit in March (September to February = six months), provided that they are still enrolled in full-time studies and are in satisfactory academic standing at the time of application.
  • Students who begin full-time studies in January but are not enrolled in full-time studies during certain summer months would not be eligible to apply for a work permit until they had completed a full six months of studies. Students studying full-time from January until the end of April, who take a four month summer break and then resume full-time studies in September, would be eligible to apply in November (January to April, plus September and October = six months).
  • A student studying from September to December followed by a co-op work term from January to April. If the institution considers students of co-op work terms to have full-time status and if the student continues to comply with the institution’s co-op rules, the student will be eligible to apply for the work permit as early as March (September to February = six months).

Students are not eligible to apply for a work permit under the program if they:

  • have previously held an Off-Campus Work Permit, failed to maintain their eligibility under the program (see 4.2 Failure to maintain eligibility) and failed to comply with the terms and conditions of their work or study permit;
  • have a full or partial scholarship or award from the Canadian Commonwealth Scholarship Program, the Government of Canada Awards Program funded by the Department of Foreign Affairs and International Trade (DFAIT), or an award or internship programs funded by the Canadian International Development Agency (CIDA);
  • are participants or recipients of any of the following: the Equal Opportunity Scholarship Program, Canada-Chile; Canada-China Scholars Exchanges Program; or the Organization of American States Fellowships Program;
  • are registered in programs that consist either exclusively or primarily of ESL/FSL instruction;
  • have completed their studies and are no longer considered full-time.

Note: An off-campus work permit (C25) is not interchangeable with a work permit for internships or co-op placements (C30). However students wanting to participate in both programs must apply for a work permit under each program, as there is no restriction on holding more than one work permit.

3. Conditions of the work permit

A study permit is usually issued for the duration of study, plus 90 days. The work permit will follow the same rule: duration of study, plus 90 days.

Transition to post-graduation employment: Students who have completed all degree, diploma or certificate requirements and who are within the 90-day period allowed for transition to post-graduation employment will still be considered eligible to work off-campus, provided they are in possession of a valid study permit and a valid off-campus work permit.

Implied status: Students who have completed their studies and have submitted an application for a Post- Graduation Work Permit, when they are in possession of a valid study permit and a valid Off-Campus Work Permit, may continue to work off-campus until a decision on their application has been made.

Short term study or work permit: Some students have short-term (normally valid for no more than a year) study or work permits that must be renewed each year. In order to participate in the program, these students would need to apply for a renewal of the work permit each time.

3.1 Number of working hours

If approved for a work permit, students will be entitled to work up to 20 hours a week during the regular academic year, as long as they are registered as full-time students; and full-time during scheduled breaks (e.g., winter or summer holidays, reading week).

Although there is no legislation or policy preventing students from working 20 hours a week on campus and 20 hours a week off-campus, DIRs should discourage students from working more than 20 hours a week, reminding them that they must study full-time and maintain satisfactory academic standing in order to remain eligible for the program.

Some intensive programs may not have scheduled breaks or may have a break specifically for that program. Students participating in such programs would, therefore, be limited to working a maximum of 20 hours a week during the entire period.

3.2 Medical requirements

The type of work a student intends to perform will determine whether or not they require a medical examination. For example, if a student intends to work in health care, child care, or primary or secondary education, they will need a medical examination and a satisfactory medical assessment before a work permit can be issued. Other situations may also require a medical examination.

Students who have previously had an immigration medical examination conducted by a CIC Panel Physician, or who will not be working in one of the designated areas, will not require a medical examination.

Students requiring a medical examination should contact the nearest CIC Panel Physician.

3.3 Social Insurance Number

International students wanting to work in Canada must obtain a Social Insurance Number (SIN) from Service Canada. By law, employers are required to see the SIN within three days of the start date of employment. Service Canada recommends that students apply in person to obtain the SIN and allow ten (10) working days to receive the SIN card in the mail. The SIN card expires on the same day as the permit.

Note: Students presenting a Work Permit do not require a Contract of Employment. However, those students that are engaging in work On-Campus and presenting a Study Permit must have a valid Contract of Employment with an on-campus employer and the employment period must fall within the period of the permit.

For more information on the application process for a SIN, consult Service Canada’s website.

3.4 Other conditions

Although students are issued an open work permit, an immigration officer may impose conditions with respect to the type of employment in which a student may be engaged.

4. Student responsibilities

Students must understand their responsibilities in agreeing to participate in the OCWP. Failure to comply with the terms and conditions of their work or study permit or with the requirements of the Immigration and Refugee Protection Act and the Immigration and Refugee Protection Regulations may result in enforcement action by the Canada Border Services Agency. It may also negatively affect other future applications under the Immigration and Refugee Protection Act.

4.1 Maintaining eligibility

Students who receive a work permit must respect the terms and conditions of the work permit and continue to meet the eligibility requirements of the OCWP. To maintain eligibility, students must:

  • continue to be registered full-time at a participating institution;
  • continue to maintain satisfactory academic standing; and
  • continue to comply with all other terms and conditions of the program and their work permit.

If at any time participating students are unsure of their academic eligibility for an Off-Campus Work Permit (e.g., full-time studies, satisfactory academic standing), they should inquire with their institution’s DIR in order to verify their academic eligibility.

Note: If a student meet all the eligibility requirements, with the exception of full-time status, but are in their last academic session prior to the granting of their Canadian credential, they will still be considered eligible for the program.

4.2 Failure to maintain eligibility

If at any time a participating student becomes ineligible for the program, they must inform their employer that they are no longer authorized to work. The student must then immediately surrender their work permit to the nearest local CIC office. They may re-apply if they meet the eligibility requirements at a later date (e.g., at least six months after the initial six month eligibility period has passed).

When surrendering their work permit, students must also provide a note explaining their situation. This note will assist CIC officers in recording their compliance. Students can submit these documents (work permit and the note) either in person or by mail to the nearest local CIC office. (Call 1 888 242 2100 to find out where the nearest local CIC office is located).

4.3 Transferring institutions

Participating students with an Off-Campus Work Permit who transfer from one participating institution to another must request a transfer of their Eligibility Verification. Failure to do so will result in the student being reported ineligible by the former institution as the student is no longer attending that institution.

Students who do not have an OCWP but have been issued an Electronic Verification Number (EVN) at their previous school cannot transfer this EVN. They have to apply for a new EVN at their current school. Students who do not have an EVN yet, but who have done their 6-months of full-time studies at more than one Canadian school should request eligibility verification (with transfer) at their new school. See 5.1 Verification of Eligibility.

4.4 Renewing or extending permits

Students who are due to renew or extend their study permit and hold a valid Off-Campus Work Permit and want to continue working off-campus must re-apply for an extension of both their study permit and their Off-Campus Work Permit.

5. DIR responsibilities

DIRs are responsible for:

  • informing international students about the OCWP and how to apply;
  • processing students’ requests for verification of their academic eligibility and for transfers of their eligibility verification; and
  • submitting reports once a year on students who received a confirmation of academic eligibility but are no longer eligible.

With the introduction of the Electronic Notification System (ENS), an additional responsibility will be required from DIRs managing the delegation of authority to signatories (sub-DIRs) at respective educational institution. ENS also involves changes to the former paper process. The ENS portion of this guide will cover this system, its functions, and the processes required to carry out any new responsibilities using the online system (See Section  8 – The Electronic Notification System).

This portion of the guide is for Designated Institutional Representatives (DIR), Signatories, Provincial/Territorial Representatives (P/T) and their delegates for the Off-Campus Work Permit Program (OCWPP). It explains how to access the Partner Portals, the Electronic Notification System (ENS), and utilize the functionalities within the system to carry out responsibilities of each of the roles outlined herein and as enumerated within the respective arrangements established in order to administer the program.

6. Overview of ENS

ENS allows students to request a verification of their academic eligibility online, replacing the paper Off-Campus Work Permit Verification Form (IMM 5581), Student Acknowledgement and Consent Form (IMM 5582). The system also provides online functionality that enables DIRs to review requests submitted by students at their institution. ENS also provides functionality for DIRs to generate the Annual Report on Ineligible Students for the OCWPP (Annual Report) for their institution, and transmit it to the P/T Representative for the OCWPP within their province/territory. Once received, the P/T Representative can review and submit all Annual Reports submitted by institutions within their province/territory to Citizenship and Immigration Canada (CIC) within ENS.

6.1 Definitions

Provincial/Territorial Representative (P/T)

A Provincial/Territorial Representative refers to the person designated by a province/territory to fulfill the provincial/territorial responsibilities related to the delivery of the OCWPP, as outlined in the OCWPP Memorandum of Understanding (MOU).

Delegate

A Delegate refers to a person to whom the P/T Representative has delegated the authority to perform certain activities related to the delivery of the OCWPP on their behalf.

Designated Institutional Representative (DIR)

The Designated Institutional Representative (DIR) is an employee of a participating institution who is responsible for program delivery at that institution. This includes processing student academic eligibility verification requests, transferring eligibility verification requests, and reporting those students who no longer meet program requirements to their P/T Representative once a year.

Signatory

A Signatory is an employee of an OCWPP participating institution to whom the DIR has delegated authority to perform responsibilities related to the OCWPP on behalf of the institution.

7. Enrolment and Access

Enrolling in the Partner Portal is the first step towards gaining access to the Electronic Notification System (ENS). Below are the steps one must follow to complete the enrolment process.

Step 1: Obtaining a Personal Identification Number (PIN)

The PIN is an alphanumeric code provided by CIC via registered mail to P/T Representatives of the OCWPP, DIRs at participating institutions, and provided to Delegates and Signatories by a P/T Representative or DIR. The PIN is required for the enrolment process.

Designated Institutional Representatives

DIRs must complete and sign the Institution Identification Form (IMM 5592), (available only upon request) and include a signed copy of the Acknowledgement of Terms and Conditions for the Partner Portal and the Electronic Notification System (ENS), and return these forms to CIC.

Note: If there is a change to the DIR, the new DIR must complete a new Institution Identification Form (IMM 5592), and if they were not previously a signatory, the Acknowledgement of Terms and Conditions of Use for Partner Portal and the Electronic Notification System, and return both forms to CIC in order to receive their PIN. DIRs should complete this process a month or two prior to the former DIR departing to avoid disruption in processing of requests.

If a DIR will be absent for a long period, a new DIR may be nominated. It is suggested that a signatory be promoted to the DIR position. This means that the educational institution will complete an IMM 5592 form to institute a signatory as the replacement DIR. When CIC receives the information, it will promote the signatory to the role of DIR and suspend the former DIR’s access to ENS. When the former DIR returns, the educational institution will need to complete the IMM 5592 form in order to reinstate the former DIR as the current DIR. Upon reception of the information, CIC will re-establish access rights for the former DIR and return the replacement DIR to their previous role as a signatory.

Signatories

Signatories receive their PIN from the DIR at their institution. The DIR will generate the PIN using the “Manage Access” functionality within the Partner Portal.

Note: For instructions on how to issue a PIN to your Signatories, please refer to section entitled Manage Institution Access.

Signatories must also sign and submit a copy of the Acknowledgement of Terms and Conditions of Use for Partner Portal and the Electronic Notification to CIC. If the form is not received by CIC, the signatory’s access to ENS may be terminated.

OCWPP Provincial/Territorial Representatives

Provincial/Territorial Representatives (P/T) must send a signed copy of the Acknowledgement of Terms and Conditions of Use for Partner Portal and the Electronic Notification to CIC.

Note: If there is a change to the P/T Representative contact, the new P/T Representative must send a signed copy of the Acknowledgement of Terms and Conditions of Use for Partner Portal and the Electronic Notification System to CIC in order to receive their PIN. This should be done a month or two prior to the former P/T Representative departing to ensure a seamless transition.

Delegates

Delegates receive their PIN from their P/T Representative who will generate the PIN using the Manage Access functionality within the Partner Portal.

Note: For instructions on how to issue a PIN to your Delegates, please refer to section entitled Manage Provincial/Territorial Access.

Delegates must sign and submit a copy of the Acknowledgement of Terms and Conditions of Use for Partner Portal and the Electronic Notification to CIC. If the form is not received by CIC, the delegate’s access to ENS may be terminated.

Forward completed forms to:

Temporary Resident Program Delivery – International Student Unit
Operational Management and Coordination Branch
Citizenship and Immigration Canada
365 Laurier Avenue West, 14th Floor
Ottawa ON K1A 1L1
Fax: 613-952-5382
E-mail: OMC-GOC-Immigration@cic.gc.ca

Step 2: Accessing the Partner Portal

To access the Partner Portal:

  • Navigate to the main CIC Website (www.cic.gc.ca).
  • On the left hand side, select “Study”
  • At the Studying in Canada page, select “Educational Institutions, provinces, and territories.”
  • Click on Access The Partner Portal.

7.1 Accessing the Partner Portal for the first time

First time users will need to create an Access Key account (if they do not already have one) before accessing the Partner Portal.

An Access Key is an electronic credential that enables access to the Government of Canada’s online services. In the case where an Access Key already exists, enter your User ID and password to proceed to the Partner Portal for enrolment. If you do not have an Access Key, you will need to first to register with Access Key.

To register with Access Key, select “Register” at the Access Key login screen and follow the on-screen instructions.

After registering with Access Key, you will be presented with a short series of questions before being brought to the enrolment page of the Partner Portal.

Once you have created your Access Key account and successfully logged in, you will be brought to the Partner Portal Enrolment page.

7.2 Upgrading from epass to Access Key

Citizenship and Immigration Canada has upgraded to Access Key from epass for secure login. 

If you were previously registered with epass to access the Partner Portal, you will have to complete a one-time upgrade to Access Key.

To upgrade from epass to Access Key, follow these steps:

  1. Click “Login” and enter your current epass User ID and Password in the Access Key login page.
  2. You will be asked to accept the Upgrade epass to Access Key – Terms and Conditions of Use.
  3. Enter your epass information once more to complete the upgrade; you will be notified that the upgrade has taken place.
  4. Once completed, you will need to log into Access Key in order to access the Partner Portal.

7.3 Enrolling in the Partner Portal

To enrol in the Partner Portal, enter your given name, family name and PIN provided to you by CIC (or by your institution’s DIR or Provincial/Territorial Representative) into the appropriate fields. Pay careful attention to enter this information accurately. A validation will be performed to ensure that the PIN matches the enrolment information that CIC has on record. If this information does not match, an error message will be generated and access will not be provided.

In the event of a forgotten PIN or if there are difficulties experienced in enrolling, contact the individual who provided you the PIN.

  • DIRs and OCWPP P/T Representatives should contact CIC by e-mail at: question@cic.gc.ca with “OCWPP PIN” in subject field.
  • Signatories and Delegates should contact their DIR or their OCWPP P/T Representative.

Login on to the Partner Portal

Except for first time users, where the enrolment process follows the log-on, once you click on the access link you will be directed to the Access Key login screen and then to the Partner Portal Welcome Page.

For DIRs this page contains four sections:

  • Welcome Information
  • Institution Information
  • What would you like to do today?
    • Access the Electronic Notification System (ENS)
    • Manage Institution Access
  • The Left Navigation Menu

For Signatories this page contains also four sections:

  • Welcome Information
  • Institution Information
  • What would you like to do today?
    • Access the Electronic Notification System (ENS)
  • The Left Navigation Menu

For Provincial/Territorial representatives, this page contains four sections:

  • Welcome Information
  • Provincial/Territorial Information
  • What would you like to do today?
    • Access the Electronic Notification System (ENS)
    • Manage Provincial/Territorial Access
  • The Left Navigation Menu

For Delegates this page contains four sections:

  • Welcome Information
  • Provincial/Territorial Information
  • What would you like to do today?
    • Access the Electronic Notification System (ENS)
  • The Left Navigation Menu

Welcome Information

The Partner Portal Welcome Page features a personalized greeting with the user’s name as entered at enrolment. As a security feature, the date and time your account was last accessed are displayed. If this information is incorrect, it is important to notify CIC as it could indicate that your login information has been compromised.

Institution Information

This box contains the information that was provided to CIC prior to enrolment. If any of the information in this box is no longer accurate, contact your provincial/territorial coordinator, who will inform CIC.

Note: The address listed should refer to the institution’s mailing address and not the contact information for an individual.

Province/Territory Information

This box contains the information that was provided to CIC prior to enrolment. If any of the information in this box is no longer accurate, contact Temporary Resident Program Delivery Operational Management and Coordination Branch at: OMC-GOC-Immigration@cic.gc.ca.

Contact Name: This is the name displayed on the Partner Portal page and is either the name of the DIR or the name of the OCWPP P/T Representative depending on the access link.

Notification E-mail Address: Notifications will be sent to this e-mail address. Only one e-mail address can be entered per educational institution or province/territory. All users within either the educational institution or the province/territory should have access to the e-mail address to ensure that notifications are received in a timely manner. DIR and OCWPP P/T Representative can change the e-mail address at any time. To do so, they must enter a valid e-mail address and click “Save”.

Note for educational institutions: Notifications will only be sent to the e-mail address if the user subscribes to this service. Signatories do not have the option to select whether or not to receive e-mail notification.

Note for OCWPP P/T Representatives: The notification function cannot be deactivated.

Receive E-mail Notification: If the DIR subscribes to this service, notifications will be sent to the e-mail address provided to inform users at the institution of new requests, successful and unsuccessful transfers of eligibility verification, and expiring requests. Notifications will be sent no more than once a day. To subscribe to this service, select “Yes” and “Save”. If the DIR does not wish to receive e-mail notifications, select “No” and “Save”. This selection can be changed at any time.

8. Functionality within the Partner Portal for Educational Institutions and P/T Representatives

8.1 Designated Institution Representatives and Signatories

Access the Electronic Notification System (ENS)

This link provides DIRs and their Signatories access to the Electronic Notification System. The user will then be brought to the ENS OCWPP queue of requests.

Accessing the OCWPP Annual Compliance Report

In order to access the OCWPP Annual Compliance Report, the user must first select “Access the Electronic Notification System (ENS)” from within the Partner Portal. The user will be presented with the OCWPP Request queue. Within the OCWPP Request queue, the user will select the “Compliance Reporting” tab at the top of the page. This link provides DIRs and their Signatories access the Annual Compliance report to view the list of students that need their verification of eligibility reviewed for good academic standing and full-time status.

Note: DIRs and their signatories will be able to complete the Annual Compliance Report and generate the Annual Report on Ineligible Students for the OCWPP, but only the OCWPP at the institution can submit the report to the OCWPP P/T Representative.

8.2 Provincial and Territorial Representatives and their Delegates

Access Compliance Reporting

In order to access the Annual Reports from the institutions within the Province or Territory, the user must select “Access The Electronic Notification System (ENS)” from the Partner Portal. This link provides P/T Representatives and their delegates’ access to all of the submitted Annual Reports from each of the educational institutions in their province/territory.

Note: Only P/T Representatives can submit the Annual Report on Eligible students for the OCWPP to CIC.

View all ENS users in my province/territory

To access the list of ENS users, P/T Representatives must select “Access The Electronic Notification System (ENS)” and then select the “View ENS Users” tab. This link allows P/T Representatives and Delegates to view the ENS users within their province/territory.

Manage Institution Access – Manage Province/Territory Access

DIRs and P/T Representatives control access to ENS at their institution or province/territory. They can create and de-activate a signatory or delegate at any time. Institutions that have campuses/colleges/affiliates located at different addresses and using separate registrars may have several DIRs (one for each campus/colleges/affiliate). Access is granted to signatories and delegates by issuing a PIN.

Note: It is the OCWPPs and P/T Representatives’ responsibility to ensure that only active Signatories and Delegates have access to ENS.

Note:The option to Manage Institution Access or Provincial/Territorial Access is not available to signatories and delegates.

Granting Access (issuing PINs) to Signatories and Delegates

Step 1: DIRs and P/T Representatives should ensure that their signatories or delegates have signed the Acknowledgement of the Terms and Conditions of the Partner Portal and the Electronic Notification System (ENS) Form and returned it by mail to CIC. A fax copy may be used as an interim measure until the mailed copy is received by CIC.

Step 2: Enter the Signatory or the Delegate’s given and family names in the appropriate fields.

Step 3: Check the “I confirm” box to indicate that you are authorizing the signatory or the delegate to perform duties or access information in ENS on behalf of the institution or the Province/Territory. You are also confirming that the Signatory or the Delegate has completed the Acknowledgement of Terms and Conditions for the Partner Portal and the Electronic Notification System (ENS) form and that it will be forwarded to CIC.

Step 4: Select “Create”. The signatory or delegate’s name and PIN will be displayed.

Step 5: Select “Continue” to return to the list of Signatories or Delegates for your educational the institution or province/territory.

Note:The PIN will expire after 45 days if not used. Once the Signatory or Delegate has enrolled with the Partner Portal, the PIN generated will no longer be displayed. The Signatory or Delegate’s given name and family name will continue to be displayed.

Deactivating Access Signatory Access

Step 1: Identify the Signatory or Delegate whose access you wish to de-activate.

Step 2: Select “De-activate” beside the name of the Signatory or Delegate. The Signatory’ or Delegate’s name will be removed.

Step 3: Select “Continue” to de-activate the selected Signatory or Delegate and return to the Partner Portal.

Annual Report on Ineligible Student for the OCWPP

This link provides P/T Representatives and Delegates access to the Annual Report on Ineligible Student for the OCWPP generated by educational institutions in their province.

Note: Only P/T Representatives will be able to submit the Annual Report on Ineligible Student for the OCWPP to CIC.

View all ENS users in my province/territory

This link provides P/T Representatives and Delegates access to view all ENS users in their province/territory.

Left Navigation Menu

All users’ (DIRs and their Signatories; P/T Representatives and their delegates) Partner Portal Welcome Page features a left navigation menu with the following options.

OCWPP Guide: Click here to access the Guide for Designated Institutional Representatives and Provincial/Territorial Representatives of the Off-Campus Work Permit Program

ENS Problems: Click here to access the document ENS-related Problems – Who to Contact? which indicates who to contact according to the problem experienced.

Links: Click here to be redirected to a page containing a list of links to websites that may be useful in processing requests.

Note: Navigating away from these pages will start the 20-minute time-out period, regardless of activity.

Security: Click here to be redirected to a page containing information regarding the security of the information shared.

Privacy: Click here to be redirected to the CIC webpage on access to information and privacy.

System Requirements: Click here to be redirected to a page containing the browser requirements to use the system.

Log Out: Click here to log out from the Partner Portal. Following a log out, individuals will be redirected to the Information for Educational Institutions Page.

9. Processing Requests in ENS

9.1 ENS OCWPP Queue of Requests

This queue contains all requests submitted to the educational institution. DIRs and their signatories have the option to search for requests, sort requests, and filter requests within the queue. Once search and/or sort criteria have been entered, select “Refresh List” to display results. To return to the complete list of requests, select “View All Requests.” To select a request, select the Student ID hyperlink of the request that you wish to view. If no Student ID was provided, a “N/A” hyperlink will be displayed instead of a Student ID.

Searching for Requests

Users can search by Given Name, Family Name, Student ID, EVN and/or Request Status by entering the information desired into the corresponding search field and clicking on “Refresh List” to display results.

Sorting Requests

Requests can be sorted by Student ID, Family Name or Date Received. To sort requests, select the type of sort desired from the dropdown menu in the search box above the queue and click on “Refresh List”.

Filtering Requests

Requests can be filtered by Activity Status and/or Date Transmitted. For a list and explanation of the Activity Statuses, please consult Appendix A.

Expiry of Requests

Requests will remain active in the queue for 28 calendar days, prior to expiring. Expired requests cannot be re-activated. In such cases, to have their requests processed, students are required to complete a new online request.

If the DIR has signed up for notifications, users (DIR and signatories) will receive an e-mail reminder that requests are approaching expiry. Students are notified when the request they submitted expires.

Notification to institution of expired request:

Subject: Expiring Request(s)

Good day,

You have request(s) in your Electronic Notification System (ENS) Designated Institution Representative (DIR) Queue that will be expiring in 5 days. For further information, check your Electronic Notification System (ENS) Designated Institution Representative (DIR) Queue and action the requests, where required, prior to expiry. If requests expire, students may contact you for further information.

If you require assistance, please contact Citizenship and Immigration Canada.


Notification to students of expired request:

Subject: Expired Request
Good day [client name],
Your request has not yet been completed by your Designated Institutional Representative (DIR) and has expired. To resolve this situation contact your DIR for more information.
After consulting your DIR, you may, at any time, complete another request.

If you need further explanation, contact Citizenship and Immigration Canada.

9.2 Processing Requests

This section describes how to process all types of requests using ENS.

  • Request for Eligibility Verification
  • Request for Eligibility Verification (with transfer)
  • Request for Transfer of Eligibility Verification
    • Transfer Out
    • Transfer In

Each request will feature the following functions:

Save: When you click “Save”, the system will save all changes made to the request. You can return to the request at any time. Saving a request will not affect the expiry date. Requests can only be saved until it expires.

Reject: When you click “Reject”, a notification will be sent to the student informing them that the request was rejected. The Reject button is primarily to be used when you cannot positively identify a student with the information provided by the student in the request.

Selecting a Request

To begin processing a request, select the Student ID hyperlink of the request you wish to view. If no Student ID was provided, a “N/A” hyperlink will be displayed instead in the Student ID field.

Regardless of the request type, you will be presented with a box of information entitled Student Information from Request. This box contains the information provided by the student when the request was completed.

DIRs or signatories processing requests are required to verify the student ID, program of study and level of study. This information must match the information that is on the institution’s records for this student. If the information does not match, update the fields with the information on record.

Note: Students will be notified when information is modified by their DIR or signatory.

In the case of a request for Transfer of Eligibility Verification, you will also be required to verify the EVN. The EVN will be displayed in two places. The EVN at the top of the request is the EVN on file and is not modifiable. If the EVN within the student information section differs, then it should be corrected to match the EVN at the top of the request.

You will notice in all request types that the fields for CIC Client ID Number and Date of Birth are not modifiable. The CIC Client ID Number is a number that CIC uses to identify a client. The Date of Birth reflects what CIC has on record for this student. It may not match the institution’s records, but has been confirmed by the student.

Note: If you cannot positively identify a student based on the information provided in the request, the request should be rejected. The student will be advised to contact the DIR at the institution.

Student Consents

Each request type will show you a list of consents the student has electronically signed when they submitted their request. The student’s signature indicates that he has understood and is in agreement with the consents.

9.2.1 Completing an Eligibility Verification Request

The Eligibility Verification request is the most common request in the ENS. Students who want to confirm their academic eligibility for the OCWPP and have attended only one educational institution in the last six months submit this type of request.

After completing the verification of student information, DIRs and Signatories must complete their portion of the request.

To answer the questions regarding Programs and Full-time Study Status, simply click on the appropriate answer; the answer will be highlighted in blue. To answer the question in the section concerning the months of Full-time Study, simply click in the appropriate boxes; a checkmark will be displayed.

Note: Default settings do not permit the issuance of an EVN.

9.2.2 Completing an Eligibility Verification Request (with Transfer)

This request type is submitted by students who want to confirm their academic eligibility for the OCWPP and who attended two Canadian OCWPP participating institutions within the past twelve months, and require verification of time spent at both schools to constitute their six months of eligibility.

As the DIR at the student’s current school, you are required to verify the accuracy of the student information within the request pertaining to time spent at your institution, and confirm with the DIR at the previous educational institution the student’s eligibility for the period spent at the other institution.

Note: Default settings do not permit the issuance of an EVN.

9.2.3 Request for Transfer of Eligibility Verification

Students who are transferring to another OCWPP participating educational institution submit this request. Starting October 2009, student can request this type of transfer online regardless of the method used to receive their Eligibility Verification (IMM 5581 or EVN).

9.2.4 Request for Transfer of Eligibility Verification (Out)

When a student submits a transfer request within ENS, the student’s previous institution receives a Transfer of Eligibility Verification- Out request. The DIR at the previous institution must process the request by answering the questions posed to them within the request; once they have completed the request, the DIR will submit the request in ENS. The request status now appears as “Pending” within the ENS request queue, until the DIR at the new school processes the request.

9.2.5 Request for Transfer of Eligibility Verification (In)

Upon completion by the previous institution, a Transfer of Eligibility Verification–In request is sent to the student’s current institution. The DIR at the student’s current institution must confirm that the student is indeed registered at the institution and academically eligible for the OCWPP. If the DIR at the current institution accepts the request, the reporting responsibilities for the student will be transferred from the previous institution to the current institution (Within their respective ENS queues, the request status will appear as Transferred Out to the Previous School and Transferred In to the current school). If the current educational institution rejects the request, the reporting responsibilities will remain at the previous institution (within the ENS queue, the request status will appear as Transfer Rejected for both institutions.)

Note: For IMM 5581 transfers performed within ENS: If the student’s current educational institution has accepted the transfer, the DIR at the previous institution should remove the student’s name from their list of students they have to review as part of the Annual Report on Ineligible Students for the OCWPP.

If the Eligibility Verification was done using ENS, no action has to be taken by the DIR as the system will automatically transfer the reporting responsibility to the current educational institution.

Once the current institution processes and submits the student’s Transfer of Verification-In request, the student will be notified of the result of their request.

Submitting a Request

To submit a request to CIC, click “Confirm Submit” and in doing so, you acknowledge responsibility for the decision and certify that all the information contained within the request is accurate.

The name and phone number of your educational institution are pre-filled.

To submit the request you must enter your name (Given and Family) and the current date. Validation will be performed to ensure that the names you entered match those provided at enrolment and that the date entered corresponds to the submission date. The system will also indicate the result of the request based on the answers that you have provided. For instance, within an Eligibility Verification Request, the system will indicate whether an EVN will be issued. To submit the request, you must enter your given and family names, the date, and select “Confirm Submit.” The request has now been submitted and processed by the system.

There is also an option to print a request. By selecting this option, a copy of the submitted request will be printed.

Sample positive message displayed:

Based on the information you have entered, an Eligibility Verification Number will be issued. If modifications are required, select “Return to Request”. To complete the request, select “Confirm Submit”. Once completed, no further modifications will be possible.

A notification will be sent to the student informing them of the results of their request.

10. How to Process the Annual Verification in the Electronic Notification System (ENS)

Annual Verification for students using ENS

The ENS is gradually eliminating the need to perform the OCWPP annual compliance reporting exercise through a paper process. ENS enables a DIR to compile, complete, and transmit the annual compliance report to their P/T Representative within a single secure online environment. P/T Representatives are able to receive, view, and submit their respective reports within the same environment as well.

Note: For students who were issued their verification with the IMM 5581 paper process please refer to the section entitled “Annual verification for students having been issued an Off-Campus Work Permit Verification Form (IMM 5581)”.

Part 1 – Accessing the Student Verification List

To access the OCWPP Annual Compliance Report in ENS, the DIR or Signatory must first log into the Partner Portal for Educational Institutions using their Access Key Client ID and password.

Within the Partner Portal, the user must select “Access the Electronic Notification System (ENS).” The DIR or signatory will then be presented with the ENS OCWPP Queue. From this screen, the user can select the Compliance Reporting tab. They will then be presented with the compliance-reporting list for the current year, once they select “View Complete List.”

ENS will populate the student verification list on the first day of the compliance reporting period. All of the students who will need to have their OCWPP eligibility verified within ENS will appear on the list at this time. Prior to the first day of the compliance reporting period, the information contained within the OCWPP Annual Compliance Report will pertain to the previous year’s reporting exercise. In the first year (2009), the reporting link will not appear until the first day of the 2009 reporting period.

The OCWPP Annual Compliance Report can be exported to a Microsoft Excel spreadsheet and used at the institution’s discretion in order to align with each institu’s respective internal procedures. However, the results of the reporting exercise must be manually inputted within ENS.

The following criteria can be used to either find a student record or sort the Student Verification List through the search function within the reporting list:

  • Given Name
  • Family Name
  • CIC Client ID
  • Student ID

Part 2 – Completing the Reporting Process

In order to complete the reporting exercise, the DIR or signatory must input whether a student has been in good academic standing and whether the student has maintained full-time status since the last eligibility verification was performed. The last verification was either during the previous year’s reporting exercise or at the time of the student’s most recent ENS request.

To input the eligibility information, the DIR or signatory must select a record, and by utilizing the dropdown lists located at the bottom of the reporting list, select the appropriate responses regarding the student’s full-time status and academic standing respectively. The DIR or signatory must then select “Apply to Selected Rows and Save” to apply the information to the selected record. Once the information is saved, the system will apply the business rules associated with the Off-Campus Work Permit Program to determine whether the student should be included on the ineligible student list. The results of the determination will be inserted into the Eligibility Result column by the system once the save has been completed.

Within the ENS compliance-reporting tool, it is possible to attribute the same value to many records at once. To do so, select multiple records, and then utilize the dropdown menus located at the bottom of the screen. Once the DIR or signatory selects “Apply to Selected Rows and Save” the system will attribute the indicated values (either yes/no for each) to all of the selected student(s). The results of the system determination will appear in the Eligibility Results column.

The OCWPP Annual Compliance Report also includes a function that enables an update to all/none/actioned items at once. By selecting “Update All Items Not Yet Actioned”, the DIR or signatory will be presented with a new screen, which will enable them to update all unactioned items at once. To do so, select the desired response in the respective dropdowns (Full-Time Status and Good Standing) and selects “Update All Items Not Yet Actioned.” The system will apply the indicated values to all of the records, which do not have any value associated to them.

Note: The system will allow more than one DIR or signatory to access the OCWPP Annual Compliance Report, however, the system does not update in real-time. Therefore, if more than one person is conducting the reporting process, their actions will only be shown once they save their work. For this reason, it is important that institutions develop procedures to ensure no duplication of work.

Note: Dealing with Redundancies – During the compliance reporting exercise, institutions will have both a reporting list of IMM 5581 students and a list that is produced within ENS. If a student appears on both lists, they do not have to be reported on twice. The DIR should remove the student from the IMM 5581 reporting list and only report on the student within ENS.

Part 3 – Generating and Submitting the Annual Report on Ineligible Students for the OCWPP Program to P/T Representatives

After completing the verification process for each student within the list, the DIR or Signatory will be able to generate the ineligible report.

Note: A value must be attributed to every student within the list before the ineligible list can be generated.

In order to generate the ineligible report, select “View Report of Ineligible Students” The system will apply the business rules and show the report for viewing. It is important to note that while Signatories may view the ineligible report, only the DIR at the institution has the ability to submit the report to their P/T Representative.

In order to submit the report, the DIR must first verify that the list is accurate noting the number of ineligible records that will be submitted to the Province or Territory. Once the DIR confirms that the information within the report is accurate, they must then click “Submit Ineligible Report to Provincial/Territorial Representative”. The DIR will then enter their given and family names, the date, and click “Confirm Submit”. The ineligible report has now been transmitted to the appropriate Province or Territory, where it will await committal by the Provincial/Territorial Representative to CIC.

Note: If none of the students who appear on your listhave become ineligible, you will still need to submit a nil report in ENS. When you submit a “nil” report in ENS, the system will indicate that zero records are being submitted.

Part 4 – Making Correction/Amendments to the Ineligible Student List after it has Been Submitted

If corrections need to be made to the submitted Annual Report on Ineligible Students for the OCWPP after the DIR has submitted the initial report to the Province, the DIR and signatories will be able to make these corrections within the ENS.

To make a correction, the DIR or signatory must first access the OCWPP Compliance Reporting List. The list will appear as it did when last saved, with additional notations at the top of the page indicating that the report has already been committed. The DIR or signatory must then make the modification(s) to the list (i.e. John Smith changed from full-time status “yes” to full-time status “no”) and save the report. The DIR or signatory must then select “View Ineligibility Report.” Once the system has generated the report, it will be presented to the DIR , who must confirm that the updated report is accurate, taking special consideration to verify that the modification has been recorded. The DIR must once again enter their given and family name, date, and select “Submit Modification to Provincial or Territorial Representative”. The changes that have been made will be reflected in the ineligible report list as modifications made to the report. The new report is digitally signed and submitted to the Province/Territory and CIC.

Note: The initial Annual Report on Ineligible Students for the OCWPP is submitted to the Province/Territory who will then commit the report to CIC. Modifications to the Annual Report are sent directly to the CIC Regional Program Advisor responsible for the Province/Territory, and do not require a committal from the Provincial/Territorial Representative.

11. Annual verification for students having been issued an Off-Campus Work Permit Verification Form (IMM 5581)

For every student who was issued an Off-Campus Work Permit Verification Form (IMM 5581) to participate in the OCWPP, DIRs must complete the following verification procedures once a year by a set date to be determined by the province/territory, and preferably after the institution or province/territory’s drop/add dates.

DIRs must:

  • verify that the student has been enrolled in full-time studies at their institution during the regular school year (scheduled breaks excluded) since the last verification or since the institution issued the Verification Form;
  • verify that the student has maintained satisfactory academic standing since the last verification or since the institution issued the Verification Form.

The same verification procedures must also be done for students who have transferred to your institution, and for whom DIRs have received an Off-Campus Work Permit Program Verification From and the Student Acknowledgment and Consent Form from the student’s former DIR.

Note: Educational institutions that took part in the reduction Summer 2009 review exercise and submitted a list of their students who requested their eligibility verification using the IMM 5581 have been provided a list by CIC of students they have to report on and the date until which they should be reported on. For those educational institutions only, the reporting requirement is not to report on every IMM 5581 issued but rather to report on students listed on the list supplied to them by CIC.

[SAMPLE REPORT
for students who were issued verification with an IMM 5581]

(Institution’s name)

Institutional Annual Verification Report: Cases of Academic
Ineligibility Under the Off-Campus Work Permit Program
as of October (date)*, (year)

* To be determined by the province
** If “graduated,” give date of notification of completion, as the study permit and the off‑campus work permit may be valid 90 days after the completion of a program of study.

No Family name Given name Date of Birth CIC
Client ID Number		 Status
Full-Time
(F)
Part-Time
(P)
Not
regis-
tered (NR)		 Academic Stan-
ding
Satis-
factory
(S)
Not satis-
factory (NS)		 Explan-
ation of ineligi-
bility (optional)**		 Moved
to another institu-tion		 Gradua-
ted
(Check if YES)
1. Smith John 1920/02/30 1111-1111 P S   No  
2. Tremblay Eric 1925/02/31 2222-2222 F NS Failed in two classes No  
3. Brown Mike 1930/02/29 3333-3333 NR NS No longer registered at this institution University of Canada YES

If none of the students who were issued a Verification Form become academically ineligible, DIRs must still submit a “nil” report to the provincial/territorial coordinator.

The provincial/territorial coordinator is responsible for informing CIC of any cases of ineligibility from all participating institutions in the province/territory. If none of the students who were issued an Off-Campus Work Permit Verification Form or EVN in the province/territory have become ineligible, the provincial/territorial coordinator must still submit a “nil” report to CIC.

Reporting students who become ineligible

Every year, DIRs are required to report any students who were issued an Off-Campus Work Permit Verification Form (IMM 5581) and who have not maintained the academic eligibility requirements. DIRs must submit this report to the province/territory’s program coordinator by email, in the form of a spreadsheet (e.g., Microsoft Excel), using the column titles and example above:
 
Submitting Annual Report on Ineligible Students for the OCWPP

Submit the Annual Report on Ineligible Students for the OCWPP to CIC will either be electronic for those students who obtained their verification electronically (ENS) or continued to be in Microsoft Excel spreadsheet format for those related to the IMM 5581 process.

Note: The provincial/territorial coordinator is responsible for informing CIC of any cases of ineligibility from all participating institutions in the province/territory. If none of the students who were issued an Off-Campus Work Permit Verification Form or EVN in the province/territory have become ineligible, the provincial/territorial coordinator must still submit a “nil” report to CIC.

How to use the Electronic Notification System ( ENS) to view educational institution’s reports / submit the Annual Report on Ineligible Students for the OCWPP to CIC

OCWPP P/T Representative Queue of educational institution Reports

This queue contains the list of schools in your province/territory that participate in the OCWPP, and from which you should receive an Annual Report on Ineligible Students for the OCWPP.

Search function

Users can search by institution name, report type, date received, and whether or not the report has been provided, by entering the information desired into the corresponding search field and clicking on “Refresh List” to display results. For instance, a user could select the University of Guelph in the Educational Institution search field, and select “Refresh List”. The user will then be presented with all of the reports and modifications from the University of Guelph.

Sorting function

To sort, select the type of sort desired from the dropdown menu in the search box above the queue and click on “Refresh List”. Users can sort by educational institution, and whether or not the report has been provided.

Submit the Annual Report on Ineligible Students to CIC

Before you submit the annual provincial/territorial report to CIC, you must first select the reports that you wish to submit. Preferably, you should wait until all of the institutions in your province/territory have submitted their reports before submitting to CIC. You can utilize the “select all” feature to select all of the records for submission.

In order to begin the submission process, you must enter your name as you entered it to enrol in the Partner Portal. You must then enter the current date and select “Submit to CIC” and then click “Confirm Submit”, the report has now been electronically transmitted to CIC.

Note: P/T Representatives do not have to submit updates from institutions within their province or territory to CIC. Updates done by DIRs are simultaneously accessible by both the P/T Representative (and their delegates) and CIC

Note: The Annual Report on Ineligible Students for the OCWPP must be signed and submitted in the same session. If not submitted, the signature information (name and date) will be discarded and will need to be re-entered prior to submission.

Saving to Microsoft Excel

It is possible to save each of the reports submitted to you by the DIRs within your province/territory. When you access the report from the school you that you wish to save into a Microsoft Excel spreadsheet format press the “Save to Excel File” button.