In November 2019, the Immigration and Refugee Board of Canada (IRB) launched a secure, online, self-service portal project called My Case. On October 26, 2020, the IRB issued a
practice notice and began phase 2 of the pilot, adding secure document exchange to My Case. On April 15, 2021, the Board launched phase 3, introducing delegate functions to My Case.
Registering for the My Case portal
When we released phase 2, registration for My Case became available to all counsel who have an active case before the Board.
Phase 3 of the My Case portal introduces delegate functions, offering counsel the convenience of registering up to 4 delegates to their My Case accounts. Registered delegates can view and download documents and send documents to the IRB on behalf of counsel.
Additional functionalities that we are exploring include:
- Access to be extended to clients and designated representatives.
- Submission of case specific enquiries
- Support for exhibition list
- Access to audio transcriptions
- Forms completion and e-signatures
We strongly recommend that all counsel with an active case register for My Case by contacting us by phone at the My Case help desk at 1-833-777-2433 or by email at:
Please note that the contact information listed above is for questions related to the My Case portal only. For other tribunal matters, contact the
where the case is being processed.
How to register
- Fill out the registration form that you received with your invitation and return it to us.
- We will contact you to schedule a remote meeting by MS Teams or Cisco Webex where we will formally confirm your identity.
- We will send you the My Case portal URL and an invitation code you will need to use later in the registration process.
- The first time you sign in to the My Case portal, you will need to create a GCKey, use an existing GCKey or select one of the Sign-in Partners. Once you have signed in, you will be asked to enter the invitation code received at Step 3.
- You will receive an access code via SMS. Enter this code to confirm your identity.
The next time you sign in to the My Case portal, you will only need your GCKey or Sign-in Partner.
Delegating case access and document submission
You may register up to four delegates at a time. To do so, go to your profile and choose “Add a new delegate”. Fill in the required information and agree to the conditions. Your delegate will receive an invitation by email to register for My Case.
Submitting documents to the IRB
You can submit up to five attachments with each submission. My Case accepts documents no larger than 50 MB each. Documents must be provided in PDF format. Please note that other formats, including audio, are currently not accepted by the portal.
Documents that can be provided using My Case
The following are examples of documents that can be exchanged using My Case:
- divisional forms
- disclosure of documents
- written submissions
Any document, including those containing personal or private information, may be exchanged using My Case. The portal is rated for the exchange of documents classified up to and including Protected B.
For disclosure, combine all documents into one (1) PDF document with numbered pages. Add a table of contents at the beginning of the document and number your documents if there are more than one. Don't include documents that are not part of the disclosure in your PDF file.
Documents other than disclosure
Upload one PDF document per subject. For example, don't combine an application to change the date and time of a hearing with a change of address. These must be sent as two separate PDF documents.
Notice of Appeal
Documents can only be shared through the My Case portal once an appeal has been filed. Therefore, the Notices of Appeal cannot be submitted through the My Case portal.
Statement of service
Divisional rules are clear on when to serve the Minister and/or another party. Please
verify if you are not certain. When you submit the document electronically, complete the Statement of Service section if it's required by the Rules of the Division.
Date of receipt
A document is considered received on the date of receipt indicated by the electronic time stamp in My Case. The electronic time stamp is in Eastern Time. A document will be considered to have been filed on time based on the equivalent local time for the regional IRB office that is processing the case file. For example, a document filed for a Vancouver case file that is stamped 2021-04-02 01:00, will be considered to have been received at 2021-04-01 22:00.
If the document(s) submitted do not follow procedures, are uploaded to the incorrect file or contain information about multiple unrelated cases, the submission may be rejected. If this happens, you will receive an automated email instructing you to resubmit correctly.
Documents that are submitted correctly in My Case but do not meet the requirements of the Divisional Rules may be rejected by the Division. The Division will notify you if your document has not been accepted for filing.