Written on January 10, 2025 by Brooke Finlay
5 Tips to not get refused by a bot
Immigration has long been a cornerstone of Canada’s identity. It currently accounts for nearly 100% of labour force growth and, by 2032, will be responsible for 100% of population growth.
As the number of applications for immigration to Canada increases, Immigration, Refugees and Citizenship Canada (IRCC) has been relying increasingly on technology to process applications more quickly and decrease backlogs. However, concerns that artificial intelligence (AI) dehumanizing the Canadian immigration process are growing and frustration caused by the negative impacts of technology-implementation is skyrocketing.
Read on to learn more about the use of AI by IRCC and tips you can use to avoid the negative impacts of technology on your application for immigration to Canada.
How is AI used in Canadian Immigration?
Section 186.1(1) of the Immigration and Refugee Protection Act (IRPA) gives IRCC the regulatory authority to administer the Act (i.e. process immigration applications) using electronic means.
AI and machine learning are being used to automate certain processes, such as the processing of visa applications and the collection of biometric data. Use of these technologies is enabling IRCC to process applications more quickly and accurately. It is also being used to help IRCC officials detect fraud and other irregularities in applications.
The use of AI in Canadian immigration is not new, but its application is becoming much more widespread. Most applications are now submitted online through portals, decision letters are auto-generated, applications can be tracked online, and communication is now managed through webforms.
Examples of IRCC’s use of AI and Advanced Analytics
IRCC is using AI to automate certain tasks, such as the collection of biometric data. This can help to reduce the amount of time it takes to process applications and reduce the burden on IRCC officials.
Predictive analytics has been used in China and India to automatically triage applications based on risk. Low risk applications are automatically approved, whereas medium- and high-risk applications are sent to an officer for review. Similarly, advanced analytics and automation are being used to triage sponsorship applications, resulting in some applications processed much quicker than others.
Another tool being used, called Chinook, enables decision makers to pull data from hundreds of applications at once into an excel spreadsheet for expedited review. The tool pulls 1 row of information (like purpose of visit, activity/employer/school history, previous refusals and compliance, etc.) per application into a spreadsheet. Based on the information pulled from the application, the system makes a recommendation to refuse or approve the application. On average, officer’s using Chinook spend about 2-3 minutes making a decision on a case and it’s unclear how supporting documents are reviewed when Chinook is used.
Chinook has been in use since 2018 and is now used in almost every visa office around the world, except the USA. It has raised concerns about bias influencing the officer’s decision and, on a broader scale, the impact biased decision-making patterns may have on training AI algorithms.
How has AI changed the Canadian immigration process?
AI has had a profound impact on the Canadian immigration process, both positively and negatively.
On the positive side, it has allowed for faster processing of applications, streamlined the application process and is helping to reduce backlogs. As of November 2024, there were 2.26 million immigration applications in IRCC’s inventory. The need to explore technology to reduce backlogs cannot be disputed.
On the flip side, some argue that AI is making the process less humane and unfair. There are also concerns that AI is leading to decisions being made without proper consideration of evidence presented or made based on biased or inaccurate data. The shift towards AI is also leading to a lack of personal interaction between applicants and IRCC causing frustration and anxiety.
Tips for Avoiding Refusal by a Bot
We can all agree the use of AI, machine learning and advanced analytics are here to stay. Below are tangible tips to help you prepare your application and avoid the pitfalls of technology’s use in Canadian immigration processes:
1. Maximize every space you have on the application form
We know that technologies like Chinook pull information from the PDF application forms. Enter as much information as possible in the application fields.
2. Use submission letters
Provide explanations and as much context as possible by adding an application submission letter and including cover letters in your supporting document files. Your submission letter should include a list of all the documents included in your application. In one case, a provincial nominee program requested that we resubmit a document because it was listed in our submission letter but had not been transmitted. Thanks to the submission letter, we had the opportunity to provide the document instead of having the application refused.
3. Use clear naming conventions
Clearly label all files, including the name of each document in the file, if possible. Not only does this reduce the risk of a document being overlooked, it also helps you ensure you’ve uploaded all necessary items. We’ve heard from clients who accidently uploaded the wrong document and had their Express Entry application cancelled.
4. Save your files
Save copies of all documents uploaded to your application because you can’t access them from online application after it’s submitted. In case there are any transmission errors, you have the document readily available to resubmit.
5. Take screenshots of your application
Take screenshots of your application portal showing the documents (including file names) that you’ve uploaded. This is proof of everything transmitted to IRCC from your end. Do the same for webforms, especially, as we’ve experienced several instances where an officer didn’t receive the information submitted by webform. Our records were able to prove that the documents were submitted on time.
TL;DR
AI is becoming increasingly common in Canadian immigration, and while it can help to streamline the process and reduce the number of fraudulent applications, it can also lead to decisions being made without proper consideration of the individual’s circumstances or the evidence presented.
Balancing the need for advanced technology to meet today’s Canadian immigration demands while preserving humanity through the process is going to be a tough act. Follow the tips in this article to reduce frustration and decrease your risk of refusal.
