Last updated: April CIC Portal Enrolment Guide: Authorized Paid Representatives

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1 Last updated: April 2013 CIC Portal Enrolment Guide: Authorized Paid Representatives

2 Table of Contents Introduction... 2 Secure Credential... 3 CIC Portal User ID and Password... 4 GCKey Credential... 4 Registering for a GCKey... 4 SecureKey Concierge... 4 Using SecureKey Concierge... 4 Accessing and Enrolling in the CIC Portal... 5 Accessing the CIC Portal... 5 Submitting an Enrolment Request... 5 To submit an enrolment request... 5 After an Enrolment Request is Processed... 7 Approved Enrolment... 7 Refused Enrolment... 7 Additional Documents Required

3 Introduction The CIC Portal for Authorized Paid Representatives is a secure environment which enables users to electronically conduct business, on behalf of clients, with Citizenship and Immigration Canada (CIC). An Authorized Paid Representative is an individual who is a member, in good standing, of a provincial or territorial law society, the Chambre des notaires du Québec, or a body designated pursuant to subsection 91(5) of the Immigration and Refugee Protection Act (IRPA), and who are paid for the immigration service(s) they provide to clients. This guide provides step-by-step enrolment instructions for users enrolling to use the CIC Portal for Authorized Paid Representatives. 2

4 Secure Credential The secure credential service is provided by the Government of Canada to allow users to securely conduct business online with CIC. When users enrol with the CIC Portal, their unique secure credential identity is linked to their CIC Portal account. Each time a user attempts to access the Portal, they are required to input their secure credential User ID and password. If a user forgets their secure credential User ID, it cannot be retrieved by the secure credential service or CIC. In addition, if a user has forgotten or misplaced their password, the security measures do not allow the secure credential service to recover the password. However, users can create a new password by correctly responding to the recovery questions that were created by the user at the time of registration. Note: If a user loses their secure credential User ID or responds incorrectly to their recovery questions, they must register for a new secure credential User ID and re-enrol in the CIC Portal. 3

5 CIC Portal User ID and Password Before accessing the CIC Portal for the first time, you must register for a GCKey credential or use SecureKey Concierge. GCKey Credential A GCKey is a unique credential that protects your communications with online government programs and services. Registering for a GCKey 1. From the CIC home page ( click My Application from the top menu bar. 2. Under Tools and resources, click the CIC Portal: Authorized Paid Representatives hyperlink. Users are directed to the CIC Portal: Authorized Paid Representative page. 3. Click the GCKey Log In hyperlink. Users are directed to the GCKey homepage. 4. Click the Register hyperlink from left-hand menu bar. 5. Read and accept the Terms and Conditions of Use. 6. On the Create Your Registration Information page, complete all fields and click Continue. Your GCKey credential has just been created. SecureKey Concierge The SecureKey Concierge service allows users to access Government of Canada online services using their existing User ID and password that they have with one of the current Sign-in Partners. Users who have an existing online User ID and password with select financial/banking institutions may use this service. Using SecureKey Concierge 1. From the CIC home page ( click My Application from the top menu bar. 2. Under Tools and resources, click the CIC Portal: Authorized Paid Representatives hyperlink. Users are directed to the CIC Portal: Authorized Paid Representative page. 3. Click the Sign-In Partner Log In hyperlink. Users are directed to the SecureKey Concierge homepage. 4. Select a participating Sign-In Partner from the list. 5. Enter your financial/banking institution s User ID and Password. 4

6 Accessing and Enrolling in the CIC Portal Once a user has obtained a GCKey, or has accessed the CIC Portal using SecureKey Concierge, users are required to submit an enrolment request to CIC to enrol as an Authorized Paid Representative. Accessing the CIC Portal 1. From the CIC home page ( click My Application from the top menu bar. 2. Under Tools and resources, click the CIC Portal: Authorized Paid Representatives hyperlink. Users are directed to the CIC Portal: Authorized Paid Representative page. 3. Click the GCKey Log In hyperlink. Users are directed to the GCKey homepage. 4. Enter your GCKey User ID and password into the appropriate fields and click Log In. Note: GCKey User IDs and passwords are case sensitive and cannot be recovered. 5. Users are presented with a GCKey Welcome page, which displays a user s User ID and last log-in information (date and time). 6. Click Continue. 7. Read and accept the CIC Portal Terms and Conditions of Use. Submitting an Enrolment Request The enrolment process consists of a short series of questions which populates a portion of the CIC Portal Enrolment Form for Authorized Paid Representative (IMM 5661). Users are not able to proceed to the next question until the previous question is answered. After answering a question, click Next to proceed to the following question. The Modify my Answers button allows users to review and modify answers prior to submitting their enrolment request to CIC. If a user modifies a previous answer, and depending on the new answer(s), users may need to answer different or additional questions. Note: The information provided by users is used to verify that the membership information matches what appears on their governing body s website, as well, to verify that users are in good standing with their identified governing body. To submit an enrolment request 1. Click the Authorized Paid Representative Enrolment Application hyperlink. 2. Complete the online enrolment questionnaire. 5

7 3. Click Print IMM5661 to print the CIC Portal Enrolment Form for Authorized Paid Representative (IMM 5661). 4. Complete and sign all necessary fields on the IMM 5661 form. Ensure that the Attestation of Identity section is complete and signed. 5. Click Continue to upload the signed IMM 5661 form and supporting documents. Documents that are successfully uploaded have a status of Provided. 6. Click Submit. Users have 30 days to submit an enrolment request. If the request is not completed and submitted within 30 days, users will have to start a new enrolment request. Note: Users must provide two (2) pieces of valid identification. The first must be a valid photo ID (ex. driver s license). The second piece of ID must include a user s name (given and family names) and another piece of personal information, such as a date of birth and/or home address. Important: Users who submit an incomplete or false IMM 5661 form may be refused access to the CIC Portal. Individuals signing the Attestation of Identity section of the form must also be members in good standing with their identified governing body 1. 1 A governing body is a provincial or territorial law society, the Chambre des notaires du Québec or a body designated pursuant to subsection 91(5) of the Immigration and Refugee Protection Act (IRPA). 6

8 After an Enrolment Request is Processed Once a user s enrolment request is processed by CIC, they receive an message notifying them of the result. A user may be notified that their enrolment request was approved, refused, or that additional documents are required. Note: s sent to CIC Portal users are sent from donotreply@cic.gc.ca. Users will want to ensure that this address is on their safe sender list and not automatically re-routed to a junk mail or delete folder. Approved Enrolment If a user s request is approved, an is sent notifying them that their enrolment request to access the CIC Portal is complete and that their account is active. When this is received, users are able to log back in to the CIC Portal and begin submitting online applications on behalf of clients. Refused Enrolment If a user s request is refused, it is recommended that the user contact their governing body as there may be a problem with their membership status on the governing body s website. To ensure that an enrolment request is not refused, make sure that: 1. Membership number is correct. Immigration Consultants of Canada Regulatory Council (ICCRC) members should ensure that they are listed as a full member on the ICCRC website and not a transitional member. 2. Include valid supplementary/secondary pieces of identification. Credit cards, bank cards, and SIN cards are not accepted as pieces of identification. 3. Correctly complete and/or attach the IMM 5661 form (CIC Portal Enrolment Form for Authorized Paid Representatives). The IMM 5661 form must be signed by the user requesting access to the CIC Portal, as well as, by another member (in good standing) of a provincial or territorial law society, the Chambre des notaires du Québec, or a body designated pursuant to subsection 91(5) of the Immigration and Refugee Protection Act (IRPA). 7

9 Additional Documents Required If additional documents are required, users receive an notifying them that there is a message in the My Messages section of the CIC Portal. To view messages, log-in to the CIC Portal and click on the message under the My Messages heading on the CIC Portal Welcome page. To upload additional documents 1. Log-in to the CIC Portal. 2. Click View Checklist beside your submitted enrolment request. 3. On the Documents Submitted by the Client page, click Upload. Documents that are successfully uploaded have a status of Replacement Provided. 4. When the document(s) are uploaded, click Submit. Users receive a confirmation page when documents have successfully been submitted to CIC. 8