Find answers to common questions about the Refugee Protection Division (RPD) Practice notice on procedural issues (PNPI). This page explains important procedures and deadlines related to refugee claims, including personal disclosure, country conditions evidence, Basis of Claim (BOC) information, document submission, hearing dates, late disclosure, and other requirements before the RPD.
On this page
General background
1. Why did the Refugee Protection Division (RPD) issue a practice notice on procedural issues?
The RPD shares practice notices to help people understand how refugee claims are processed. The original practice notice was implemented to update procedures and make information about those procedures easier to find and understand.
2. What has changed and what has stayed the same in the updated practice notice?
Some procedures and requirements in the practice notice have been updated to reflect amendments to the
Immigration and Refugee Protection Act (IRPA) and the
Refugee Protection Division Rules (RPD Rules).
Key updates include:
- information about how to change and update Basis of Claim information or forms
- changes to time limits for disclosing personal evidence, including temporary transitional measures
- updated procedures for submitting documents electronically
Implementation date of the updated practice notice on procedural issues
3. When will the procedures set out in the updated PNPI apply to my claim?
The updated PNPI comes into force on November 3, 2026, the date that it was signed.
Personal disclosure
4. What is personal disclosure?
Personal disclosure is the evidence you provide to the RPD about you or your particular refugee claim. It includes documents such as identity documents, police reports, medical records, letters, photographs, and other evidence relating to your circumstances. It is different from country conditions evidence, which provides general information about conditions in a country.
5. When do I have to submit my personal disclosure to the RPD to support my refugee claim?
The time limit to submit personal disclosure depends on when you were referred to the RPD:
- if your claim is referred to the RPD
before November 3, 2026, personal evidence is due 10 days before the hearing
- if your claim is referred to the RPD
from November 3, 2026, through January 3, 2027, personal evidence is due 60 days after your claim is referred to the RPD
- if your claim is referred to the RPD
on or after January 4, 2027, personal evidence is due 30 days after your claim is referred to the RPD
You can find your referral date in the confirmation of referral (COR) document you received from IRCC or the CBSA.
Here are some examples to help you understand the time limit:
-
Example 1: If your claim was referred to the RPD on or before
November 2, 2026, personal evidence is due
10 days before the hearing
-
Example 2: If your claim was referred to the RPD on
November 3, 2026, personal evidence is due
60 days after the day of referral under the temporary adjustment period
-
Example 3: If your claim was referred to the RPD on
January 3, 2027, personal evidence is due
60 days after the day of referral under the temporary adjustment period
-
Example 4: If your claim was referred to the RPD on
January 4, 2027, personal evidence is due
30 days after the day of referral
If you are responding to a document provided by another party or by the RPD, the documents you submit in your response must be received at least
5 days before the hearing, even if another deadline would otherwise apply.
It is important to submit your documents as early as possible. If you miss the deadline, you must ask the RPD for permission to submit the documents late. This is called a
request for late disclosure. See
sending evidence after a deadline for more information.
6. Are the deadlines to submit personal disclosure different for an application to vacate or cease refugee protection?
Yes. For applications to
vacate or cease refugee protection, your personal documents must be received at least
10 days before the hearing.
For your information:
-
A cessation application (section 108 of the
Immigration and Refugee Protection Act) is when the Minister asks the RPD to decide whether a person should continue to have refugee protection in Canada. This may happen if the person no longer needs Canada's protection or has accepted the protection of their country of citizenship again
-
A vacation application (section 109 of the
Immigration and Refugee Protection Act) is when the Minister asks the RPD to decide whether a person's refugee protection should be cancelled because important information was not disclosed or because false or misleading information was provided when the claim was decided
Country conditions evidence
7. What is country conditions evidence?
Country conditions evidence is the evidence you provide to the RPD about the conditions in your country. For example, this could include human rights reports and research on the situation in your country.
8. When do I need to submit country conditions evidence?
Your country conditions documents must be received 10 days before the hearing. There is no change to this time limit.
Basis of Claim form and Basis of Claim information
9. What is the Basis of Claim form and Basis of Claim information?
The Basis of Claim (BOC) form or BOC information is where you provide your personal information and explain why you cannot return to your country and why you're asking for the protection of Canada. The RPD will consider the information you provide in your BOC form or information to decide your case.
If your refugee claim was referred to the RPD before November 3, 2026, you submitted a Basis of Claim (BOC) form.
As of November 3, 2026, you must submit your Basis of Claim information using the IRCC portal as part of your refugee claim application. This is referred to as your BOC information.
For more information, see
Step 2: Send your Basis of Claim form.
10. How do I change my BOC form or BOC information after I've sent it?
If you need to make changes to your BOC form or information, or if you wish to add something to your BOC form or BOC information, you must use the
Changes to the Basis of Claim (BOC) form or Basis of Claim information.
The form helps you explain:
- what information you are changing or adding
- how the new information is different from the information you originally provided
You must complete every section of the form. The RPD Member may ask you questions about the changes or additions at your refugee protection hearing.
If you do not have counsel, the RPD will be flexible about this rule.
11. What is the deadline for sending changes or additions to the BOC form or BOC information?
You should send any changes or additions to your BOC form or information to the RPD as soon as possible.
The time limit for sending changes or additions to your BOC form or information depends on when your claim was referred to the IRB.
If your claim was referred to the RPD
on or after November 3, 2026, the RPD must receive any changes or additions
no later than 5 days after the day you receive a notice to appear (NTA).
If your claim was referred to the RPD
on or before November 2, 2026, the time limit for providing changes or additions to the Basis of Claim form (BOC form) depends on when you receive the notice to appear (NTA) for your hearing.
- If you receive your NTA on or before January 3, 2027, any change or addition to the BOC form or BOC information must be provided without delay and no later
than 10 days before the hearing
- If you receive the NTA after January 3, 2027, any change or addition must be made without delay and no later than
5 days after you receive the NTA
12. How will I receive my Notice to Appear (NTA)?
If you have counsel, your counsel will receive the NTA from the RPD and share it with you.
If you do not have a counsel but you have access to the My Case portal or have been invited to sign-up to use the My Case portal, your due date is
no later than 5 days after you receive the Notice to Appear. This is because you will receive the NTA immediately after it is sent to you via the My Case portal.
If you do not have a counsel and you have not been invited to use the IRB's My Case portal, the RPD will mail the NTA to you:
- the NTA will show the date it was sent
- we allow 7 days for mail delivery
- this means you must reply within 12 days of the date on the NTA. If the 12th day falls on a weekend or holiday, your deadline is the next business day
For example, if the date on the NTA is January 5, your reply is due January 17. This includes 7 days for mail delivery and 5 days to submit your reply. Since January 17 is a Sunday, your reply is due on the next business day, on January 18.
Joined claims
13. When do I need to submit my personal disclosure if my claim is joined with another claim?
Sometimes, after your claim has been referred to the RPD, it may be joined with another claim. For example, this can happen if a family member's refugee claim was referred before you made your claim, and your claim is later referred to the RPD.
If your claim is joined to a claim that was referred
before November 3, 2026, personal evidence is due 10 days before the hearing.
If your claim is joined to a claim that was referred
on or after November 3, 2026, personal evidence is due 30 days after your claim is referred to the RPD.
If this happens, the RPD will send you a letter to let you know the time limit to send us your documents.
Providing documents to the RPD
14. How do I send documents to the RPD?
The RPD encourages you to use electronic means to communicate because electronic delivery is generally faster, safer and allows the sender to keep a record of transmission.
If you
have counsel or a designated representative, they must send documents using the IRB's
My Case portal.
If you
do not have a counsel or designated representative, you can
email your documents to the RPD until you receive an invitation to use the My Case portal.
15. How do I need to present my documents?
The RPD has strict rules for how you present documents. See
How to submit documents electronically or by fax to the RPD and the RAD. The RPD may not accept documents that do not meet the requirements.
Key instructions to follow:
- Send each document only once, by one delivery method. Using more than one method will cause delays
- Include the RPD file number or your UCI number and a short description of the document
- Send each type of document in a separate PDF
- If you're sending several documents in a single PDF, number the pages and include a table of contents. This
List of claimant's documents can help you organize your documents
- Follow the file size limits listed in the how to submit documents electronically to the RPD
- Do not send internet hyperlinks
- For audio or video files, refer to
how to submit documents electronically or by fax to the RPD
- If your documents are not in English or French, include a translation
- If you do not have counsel and you use email, your subject line should include:
- your RPD file number or UCI number
- document type
- your hearing date, if you have one
Do not send questions, applications, disclosures, or requests in the body of the email. The RPD will not accept them.
16. Do I need to sign my documents?
You must sign and date your documents sent to the RPD, including:
- a declaration that a representative is not receiving a fee
- an interpreter's or translator's declaration
Find more information on
how to send evidence to the RPD.
17. What if I have trouble completing a mandatory application form?
You can access the
forms. You can contact the RPD office to ask questions about the forms. A representative can answer general questions, but they cannot provide advice about what you should put into the form (legal advice). If you experience difficulties with accessing the technology to complete an application form, you should contact the
RPD office right away. The RPD can mail or fax you a copy of the form. You can also request to pick up a copy of the form at an IRB office.
Documents for the Minister
18. How do I know if the Minister is a party to my proceedings?
If the Minister participates, they will send you a document called Notice of intent to intervene. The Minister is represented by a person from the Canada Border Services Agency (CBSA) or Immigration, Refugees and Citizenship Canada (IRCC), and is sometimes referred to as the Minister's counsel. The Minister's counsel usually participates if they don't agree with your claim.
If you get the Notice of intent to intervene letter, the Minister will send documents and arguments to you and the RPD in writing, and they may attend your hearing. If the Minister's counsel attends your hearing, they will:
- ask you questions about your claim and documents you sent
- say why your claim should not be accepted
19. What do I have to do if the Minister is participating in my claim?
If the Minister's counsel is participating in your claim, you must:
- send the Minister a copy of your evidence package. Their address will be on the Notice of intent to intervene
- let the RPD know when and how you sent your evidence to the Minister's counsel (for example, by mail, or in-person)
If you send new evidence to the RPD or communicate in writing with the RPD, make sure you also send a copy to the Minister's counsel.
Translations
20. Do I need to translate my documents?
Yes. If you have a document that is not in English or French and you want to use it at your hearing, you must translate it into English or French. You do not need to use a certified translator.
If you send translated documents, include:
- a copy of the document in the original language
- the translation of the document into English or French
- a translator's declaration
The translator's declaration is a written statement and must include:
- the translator's name
- the translated language and dialect (if any)
- a statement that the translation is accurate
Important: Translation software, including online tools or artificial intelligence, may assist the translator, but software output alone is not sufficient. A human translator must review the translation, provide the declaration of accuracy, and disclose in the declaration if artificial intelligence was used to assist with the translation.
See
Practice notice: Use of artificial intelligence in IRB proceedings.
Change of date and time
21. How do I ask to change my hearing date?
You can apply to change the date or time of your hearing but must:
- apply as soon as possible in writing
- answer all the questions on the form
You must use the
Application to change the date or time of a proceeding. If you do not have counsel, the RPD will be flexible about this rule.
The RPD must get your form at least 3 working days before your hearing unless it is for medical or emergency reasons. Weekend days do not count.
If you submitted the form on time, but you do not get a response before your hearing date, you must attend your hearing at the time and date listed on your Notice to Appear and be ready to proceed.
22. What if my hearing is very soon?
If you cannot send the application form at least 3 working days before your hearing, you must attend your hearing at the time and date listed on your Notice to Appear and be ready to proceed.
At your hearing, you can ask the RPD member to change the date or time. They will only change the date or time for special reasons, like medical problems or situations beyond your control.
Find out
how to get ready for your hearing.
23. Do I need to provide alternate dates with my change of date and time application?
No. You are no longer required to provide 3 alternate dates. If the RPD approves your application, the RPD will contact you or your counsel to reschedule your hearing.
Find out
how to change the date or time of a proceeding.
Medical certificates
24. Do I need to submit a medical certificate if I need to postpone my refugee hearing due to illness?
No. You do not need to send a medical certificate with your application to change the date and time of your hearing, but you can send a medical certificate with your application if you want.
An RPD member can still ask you to submit a medical certificate. If so, they will write to you or your counsel, if you have one, with instructions.
Affidavits and statutory declarations
25. Do I need to provide an affidavit or statutory declaration with my applications, responses, and replies?
No. The RPD no longer requires that evidence be given in an affidavit or statutory declaration. A party can still give an affidavit or statutory declaration if they want to.
An RPD member may ask you to submit an affidavit or statutory declaration. If so, they will write to you or your counsel if you have one, with instructions.
Late disclosure
26. What is late disclosure?
Late disclosure is any evidence to support your refugee claim that you send to the RPD after the time limit set out in this practice notice or RPD Rules.
27. Can I send late disclosure?
You can apply to send late disclosure. Apply as soon as you can.
Do not wait until the day of the hearing to present documents to the RPD.
To apply, you must use the
Application to submit late disclosure to the Refugee Protection Division form. If you do not have counsel, the RPD will be flexible about this rule. If the Minister has intervened on your claim, you must also send a copy to them.
When deciding whether they will accept the evidence, the RPD will consider whether it:
- was sent as soon as it reasonably could
- brings new information to support your claim
- proves or demonstrates something relevant to your claim
Important: If your hearing date changes, or if another hearing is scheduled, you can send more documents before your next hearing date.
Find more information on
how to send your application to the RPD.
28. How will I know if my late disclosure is accepted?
After the RPD member reviews your application and documents, the RPD will let you know whether you can use the documents at your hearing.
Sometimes, the member can tell you at the beginning of your hearing whether your documents are accepted or refused.
If your application is refused:
- you will have to go ahead with your hearing
- you won't be able to use the documents you sent late
- an IRB’s office representative will dispose of these documents if they were sent electronically, but will return them to you if they were delivered by mail, courier, fax, or in person
29. Why do I have to apply to send late disclosure?
The RPD sets a time limit to provide most documents that will be used as evidence to allow the RPD and the Minister, if they are intervening, to prepare for the hearing. When documents are filed late, it can cause hearings to be postponed at the last minute, among other impacts. The RPD is implementing this procedure because it receives a lot of late disclosure which has many negative impacts, including longer wait times to have a hearing for all claimants.
While RPD Rule 36 sets out factors for a member to consider when deciding whether to accept late disclosure, neither this Rule nor any other Rule sets out a procedure for submitting late evidence. The
PNPI brings clarity by laying out a procedure that includes a new form.
Voluminous disclosure of country conditions evidence
30. What is voluminous disclosure of country conditions evidence?
Evidence presented before the RPD generally falls into 2 broad categories:
- personal documents (for example, identity documents, police reports, etc.)
- country conditions evidence (for example, human rights reports, research on the situation in the country, etc.)
The RPD defines voluminous disclosure as documents that deal with
country conditions evidence that add up to over 100 pages.
31. Is there a page limit for personal documents?
No. There is no limit on the number of personal documents you can submit that are relevant to your claim. You do not need to make an application if they are more than 100 pages. The new procedures only apply to country conditions documents.
32. What is the page limit for voluminous disclosure of country conditions evidence?
The page limit for
country conditions documents is 100 pages per country. If you have multiple countries in your claim, the page limit is 100 pages for each country included.
The most common situations where more than 1 country is discussed in 1 file include:
- 1 or more claimants having 2 nationalities (are citizens of more than 1 country)
- the files of 2 or more claimants being heard together (joined), and they are citizens of different countries
- the Minister has intervened asking for you to be excluded under Article 1E because you have status in a third country
33. Why does the RPD limit voluminous disclosure of country conditions evidence?
RPD members have expertise in country conditions and are supported by the IRB's research directorate, which includes highly qualified researchers. The research unit prepares National Documentation Packages (NDPs) containing key information about each country, including major international human rights reports.
Large submissions of country conditions evidence often repeat information already included in the NDP or contain material that is not directly related to the claim. Reviewing unnecessary documents can lengthen hearings, cause delays, or require a hearing to continue on another date. This can increase wait times for everyone.
Check the material already available on the
Country of origin information or in our
National Documentation Packages.
Do not submit documents that are already included in the NDP. The RPD considers these documents part of the evidence for every claim. Because NDPs are updated regularly, check for the latest version before your hearing.
34. Can I send more than 100 pages of evidence about country conditions?
If you want to send country conditions evidence over the 100-page limit, you must apply using this form:
Application to submit voluminous disclosure to the Refugee Protection Division. You must use the form. However, if you do not have counsel, the RPD will be flexible about this requirement. In your application you must:
- explain how the documents provide new information.
- ensure your documents are not already included in the relevant NDPs
If the Minister has intervened in your claim, you must send them a copy.
When deciding to accept voluminous disclosure, the division considers if it is:
- relevant
- provided in the NDPs and other documents
- claims or applications heard together (for example, several claimants in one family) are considered 1 file
- when printing on both sides of a sheet, each side counts as 1 page, so a single sheet printed on both sides is counted as 2 pages
- when a claim or application involves multiple countries, the page limit is 100 pages for each country
- when a document is translated, the page limit applies only to the original pages (not the translated pages)
- if a claim is returned to the RPD from the Refugee Appeal Division or the Federal Court, you can submit an additional 100 pages of country conditions evidence per country
35. Is there a deadline for voluminous disclosure?
The RPD must receive your
Application to submit voluminous disclosure to the Refugee Protection Division at least
10 days before the hearing.
If it's less than 10 days until your hearing, send:
Presence of minor refugee claimants at a hearing
36. Do I bring my children who are under 18 years old to our hearing?
Minor children are those who are under 18 years of age. If your child will still be a minor on the date of their hearing, they do not need to attend the hearing unless they wish to attend or if
the member asks them to participate.
The RPD will notify you before your hearing if the member requires your child to attend.
If you wish to have your minor child(ren) attend the hearing, you should discuss their participation with their designated representative and counsel, if they have one, and have them notify the RPD prior to the hearing.
Members' use of electronic signatures
37. Can RPD members use electronic signatures to sign reasons for decisions?
Yes. RPD members can sign their reasons for decisions electronically by using an electronic stamp instead of an ink signature. Both signatures are valid.
Documents with graphic content
38. What is graphic content?
Graphic content includes documents, pictures, or videos that show violence, serious injuries, or sexually explicit acts.
If your evidence has graphic content, you must clearly label it with “Notice: Graphic Content.” The purpose of this procedure is to protect the health and safety of IRB staff and not to limit relevant evidence that a party wishes to submit.
The warning must be visible before the content is opened. Depending on how the material is provided, the warning should appear on the package cover, in the email subject line, in the document list or table of contents, and immediately before the graphic material.
Example: If graphic photographs appear at pages 25 to 28 of a disclosure package, the cover or document list should contain the warning, and another warning should appear immediately before page 25.
If you send graphic content to the RPD without the required notice, the documents will be returned to you or your counsel. You will need to send them again with the required notice described above.