My Case portal registration and submission of documents

​In November 2019, the Immigration and Refugee Board of Canada (IRB) launched a secure, online, self-service portal pilot 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.

Registering for the My Case portal

In phase 2 of the pilot, registration for My Case is available to all counsel who have an active case before the Board.  Over the coming months we will explore additional functionalities, such as expanding registration to claimants and appellants.

Invitations to register an account will be sent directly to counsel in the coming weeks.  Invitations will be sent by email, fax and mail.  If you are counsel and would like to register early, please contact us by phone at the My Case help desk at 1-833-777-2433 or by email at:

Western Region: IRB.mycasewestern-mondossierouest.CISR@irb-cisr.gc.ca
Central Region: IRB.mycasecentral-mondossiercentre.CISR@irb-cisr.gc.ca
Eastern Region: irb.MyCaseEastern-mondossierEst.cisr@cisr-irb.gc.ca

Please note that the contact information listed above is for questions related to the My Case portal only. For other tribunal matters, contact the regional office where the case is being processed.

How to register

Steps

  1. Fill out the registration form that you received with your invitation and return it to us.
  2. We will contact you to schedule a remote meeting by MS Teams or ​Cisco Webex where we will formally confirm your identity.
  3. We will send you the My Case portal URL and an invitation code you will need to use later in the registration process.
  4. 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.
  5. 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.

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
  • applications
  • 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.

Disclosure

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.

Document rejection

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.