Sample Visa Officers' Notes From CAIPS Files

The notes entered by visa officers when processing applicants' files vary widely depending on the issues relevant to the individual application, the visa type applied for, and even the visa office handling the application. For example, skilled worker applications will be scrutinised to ensure that the applicants' have the necessary education and experience for their chosen profession - this may include checking educational transcripts and following up with employment references.

A Typical Well Presented Application

Here are the visa officers' notes from the CAIPS notes for a straightforward, successful, well presented skilled worker application for a computer programmer. 

IMM8 RECEIVED WITH FEE $ 500.00 CAS BANK DRAFT.ONCE FEE TAKEN AND PI DONE,
CHARGE TO PPS PLS FOR DISTRIBUTION.

** NO RPRF RECEIVED WITH THIS APPLICATION **
** NO MEDS RECEIVED WITH THIS APPLICATION **

** PLEASE NOTE THAT THIS FILE IS X-REF'D * ATTACHED TO FILE
BELONGING TO APPLICANT'S COMMON LAW PARTNER. ***
=============================== MJS 04-JUL-2006 ===============================
FEE PAID.WHITE CARD SENT.FILE TO PPS. 
=============================== RPR 11-JUL-2006 ===============================
APPLYING AS A COMPUTER PROGRAMMER.NOC 2163. 73 AT PPS. 

P/C FOR UK IS CLEAN.

EDUCATION.AWARDED 15 FOR Bsc (MATHS).THERE IS A CERTIFICATE BUT NO
TRANSCRIPT FOR THIS COURSE.

EXPERIENCE.PI HAS WORKED SINCE 90 AS A COMPUTER PROGRAMMER.AND SINCE 93 AT 
ABC BANK.THERE ARE REFERENCE FOR THESE JOBS.
SINCE 3/00 PI HAS WORKED  AT HIS OWN COMPANY AS A COMP PROG.THERE IS A LETTER
FROM PIs ACCOUNTANT SHOWING THAT THIS COMPANY EXISTS.
PI APPEARS TO HAVE GOOD EXPERIENCE.

ENGLISH.9
FRENCH.0

FUNDS. FILE CONFIRMS IMM8.C$320,000.

RECOMMEND WAIVER OF INTERVIEW AS PI APPEARS TO HAVE GOOD EDUCATION AND GOOD
EXPERIENCE.
POSSIBLY NEED TO CLARIFY IF PI IS INTENDING TO START OWN COMPANY IN CANADA. 
FILE SENT TO OFFICER FOR REVIEW.
=============================== MTS 24-SEP-2006 ===============================
COMMON-LAW SPOUSE HAS BEEN RECOMMENDED FOR WAIVER OF INTERVIEW
=============================== MTS 24-SEP-2006 ===============================
FILE REVIEW
WELL PRESENTED APPLICATION.PI & XREF HAVE INVESTIGATE MOVE THOROUGHLY.PI
HAS EX OF PROGRAMMER,SUBSTANTIATED BY NUMEROUS LETTERS ON FILE (COMBINES
THIS W.FINANCIAL ANALYST WORK)-PLANS TO START WORKING AS PROGRAMMER.MAY ASSESS
AS ND

RE:SCC
NO OBV CONCERNS
CLEANS P/C ON FILE.

INT WAIVED,PINK CARD MAILED, TO CBL TO ISSUE MEDS/F/WEB
=============================== MRK 02-OCT-2006 ===============================
CORRECTION...PINK CARD TO BE SENT W/MED INSTRUCTIONS
=============================== MRK 03-OCT-2006 ===============================
MEDS AND RPRF REQUESTED. PINK CARD SENT.
=============================== MCH 03-OCT-2006 ===============================
FOSS CHECK:NO RECORD OF APPLICANT(S)OTHER THAN OF THIS CURRENT APPLICATION
IN PROCESS.
=============================== MCH 03-OCT-2006 ===============================
RPRF PAYMENT RECEIVED X 1(BANK DRAFTS $975.) FILE TO ICR TO TAKE FEE.
=============================== DGM 23-OCT-2006 ===============================
RPRF PAID
=============================== LBW 23-OCT-2006 ===============================
PHEP ISSUED -RECORDED X1, 92 WATFORD ROAD, WATFORD, WD19 5BJ, ENGLAND.
=============================== DMM 12-NOV-2006 ===============================

Once entered, the notes cannot be changed or deleted - so the notes provide an indelible history of the processing of the application. The initials of the visa officer and the date is included at the bottom of every entry.

Normally the notes start with some basic information during the original file creation regarding the inclusion of processing fees and medicals, and sometimes on what documents have been included.

The first significant stage of processing is 'paper screening', this is identified often by the initials "PPS" (e.g. "73 AT PPS" means 73 points at paper screening stage). The paper screening was completed by visa officer "MTS" on 24-Sep-2003. This officer, most likely a program assistant, recommends a interview waiver which must be confirmed by a senior visa officer.

A senior officer "MRK" reviews the file on 02-Oct-2003 and confirms the waiver.

Mostly the files are very straightforward, but a few abbreviations are used which we will explain as part of the service. For example, in this example "PI" is used for "principal immigrant", "MEDS" for medicals, "XREF" for cross referenced applicant (the common law spouse is applying separately, concurrently), and "FOSS" is a central database of applications which is used in this case to verify that the applicant has not been refused a visa from other visa post.

Typical Example of Interview Requirement

Here is a typical example of notes from a file that requires an interview. The visa officers almost always put a clear explanation of their concerns, and the reasons for calling the applicant to an interview. This is invaluable for preparing for an interview. 

EDUCATION. AWARDED 13 FOR 3 YEAR DIPLOMA (AGRICULTURAL STUDIES). THERE IS A 
CERTIFICATE FOR THIS COURSE.
THIS DOES NOT MEET NOC REQUIREMENTS.
PI HAS COMPLETED AN MSCE COURSE. 

EXPERIENCE. PI HAS WORKED SINCE 98 IN THE FIELD OF COMPUTERS. (00-01 
SELF-EMPLOYED). THERE ARE REFERENCES FOR THESE JOBS. 
DUTIES ARE NOT KNOWN SO WILL NEED TO BE ASSESSED AT INTERVIEW.

RECOMMEND INTERVIEW TO ASSESS PIs ABILITY TO MEET NOC EMPLOYMENT REQs, ALSO TO
ASSESS LANGUAGE SKILLS, ALSO TO ASSESS LEVEL OF EXPERIENCE. 

PINK CARD SENT

FILE SENT TO CPT INTERVIEW Q. B1 LTR.
=============================== MTS 15-OCT-2006 ===============================

It is vital to study the NOC (National Occupation Classification) description of the occupation that you are applying under. The NOC lists several characteristics for each occupation, including :-
  • Typical job titles
  • Typical main duties
  • Employment requirements
  • Typical education
The visa officer will review the application against these characteristics in the NOC and will write notes in the CAIPS file as to the degree to which they feel the application matches the NOC description or not. Failure of the applicant to prove they meet the NOC requirements, or have a sufficient high level of experience, is the most common reason for triggering an interview, or for refusing a visa application.