The Career of an Immigration Case Manager

Canadian immigration is on the rise, and approximately 13 million immigrants are expected to be residing in Canada by 2036 (Statistics Canada). In this article, we will explore the duties and obligations of immigration case managers, their essential traits, motives for selecting this career, career opportunities, and how their responsibilities vary from other professions in the Canadian immigration sector.

What are the Roles and Responsibilities of an Immigration Case Manager?

Immigration case managers are responsible for providing interpersonal and administrative support to Regulated Canadian Immigration Consultants (RCICs) and Canadian immigration lawyers. They can be employed by various institutions, such as:

• immigration law firms and consulting businesses
• independent immigration organizations
• Not-for-profit organizations
• Settlement agencies
• Companies with in-house immigration counsel

Immigration case managers specialize in immigration rules, procedures, and documents. They lighten an RCIC's workload significantly by carrying out administrative tasks and serving as a client’s primary point of contact. This allows RCICs to focus on giving clients quality, expert advice and on creating the best immigration strategy for every individual. Some key responsibilities of an Immigration Case Manager are the following:

Communication: During the immigration application process, case managers communicate with their clients frequently. Their responsibilities include providing initial information and answering clients' questions via phone calls and emails. They also request the necessary information and documents, assist clients in completing and reviewing their immigration forms, keep them informed about the status of their files, and inform them about the next steps after approval. In addition, case managers directly communicate with immigration authorities or draft letters to obtain relevant client records. They aim to ensure that the immigration application process goes smoothly and efficiently.

Document Preparation: Another primary duty of this position is to prepare and submit various immigration application forms and submission letters for study permits, permanent residency applications, and more. This task can be done either before or after the RCIC has reviewed them. Serving as a second set of eyes, the case manager ensures the accuracy of the forms and letters. Additionally, immigration case managers are responsible for performing data entry of client information.

File Organization: Immigration case managers are responsible for collecting and organizing supporting documents with labels and dates.

Deadlines: Case managers keep track of their own, their team’s, and the RCIC’s deadlines. For example, they ensure that all immigration application deadlines are met.

Others: Finally, they are responsible for a variety of other tasks, such as interpreting refusal letters, handling billing, and conducting research on immigration policies and pathways. Immigration case managers also arrange for document translation and monitor an RCIC’s files during their absence.

How Does this Profession Differ from RCICs and Immigration Legal Assistants?

The difference between RCICs, immigration legal assistants, and immigration case managers can be confusing. Immigration case managers can be but usually aren’t licensed as RCICs. Often, the role of an immigration case manager is a senior position that may supervise immigration legal assistants. Some of the main differences between RCICs and immigration case managers are the following:

• While RCICs interpret immigration laws and develop a strategy for each client, the case manager oversees document preparation, client communication, and organizational tasks.
• RCICs need to be licensed, and their profession is regulated. Getting licensed involves CICC-approved education, a licensing exam, and becoming a member of the CICC. This includes paying a membership fee, following all rules, and keeping up with Continuing Professional Development. Since the position of an immigration case manager is not regulated, none of these requirements apply.
• RCICs have the option to start their own businesses, while immigration case managers exclusively work in supporting roles.
• RCICs are legally liable for their service and any advice they give to their clients. However, despite their extensive knowledge in the field, immigration case managers are restricted from providing legal advice to clients.
• Prospective immigration case managers have the option to receive practical education from many colleges located across Canada. They only need a diploma to get started, which often takes less than a year and is relatively inexpensive. In contrast, RCICs must complete a lengthier theoretical graduate diploma program as part of the licensing process.

Why Become an Immigration Case Manager?

There are various reasons why someone may decide on a career as an immigration case manager. One major factor is the growing demand for immigration professionals in Canada. According to the Canadian government, the country is expecting 485,000 new permanent immigrants to settle in Canada in 2024 alone. Immigration lawyers and consultants need trained immigration case managers to serve this rapidly growing number of clients effectively. The high demand and job security for immigration case managers also stem from the practical, career-ready education they usually acquire. Additionally, their education is relatively affordable and can be obtained quickly, enabling them to earn a living fast. Their skills can be helpful in various office roles or advanced professions in the immigration field, offering them a wide range of job opportunities if they choose to switch careers in the future. Additionally, helping people navigate significant life events and overcome obstacles can be a fulfilling and meaningful experience for many.

What Qualities Does an Immigration Case Manager Need?

The following qualities are essential for immigration case managers:

Industry Knowledge and Research Skills: A thorough and current understanding of Canadian immigration and refugee law is critical. As a case manager, being familiar with a wide range of regulations, policies, and application procedures is crucial. In case of any uncertainties, case managers must utilize their research skills to find the correct answer quickly and effectively.

Adaptability: The field of Canadian immigration is constantly evolving with policy updates and new programs. As a result, it is crucial to stay current and avoid stagnation in this profession.

Technological Expertise: Office applications such as Microsoft Office and industry-specific software are used daily in this profession. Therefore, case managers need to have a technical aptitude and be willing to learn and keep up-to-date with rapidly evolving technology.

Organizational and Multi-Tasking Abilities: Case managers must have excellent organizational skills as they are required to set priorities daily and keep track of schedules in the deadline-driven environment of Canadian immigration law.

Attention to Detail: Immigration applications can be refused on the grounds of minuscule mistakes, which could significantly delay a client’s immigration process. This makes detail-oriented thinking and precision extremely essential when working in this field.

Being Bilingual: Naturally, many prospective immigrants to Canada do not speak English as their first language, and some do not speak English at all. Therefore, speaking a second or even multiple languages is an extremely valuable skill for client communication. Languages often spoken by immigrants to Canada, such as Punjabi or Mandarin, are especially beneficial.

Strong Teamwork and Interpersonal Skills: It's crucial for immigration case managers to have the ability to work in teams and form positive relationships at work. This helps them to effectively collaborate with RCICs or their team and create a pleasant work environment. Additionally, they must be able to collaborate with different departments and teams, such as sales and marketing, if applicable to their organization.

Communication and Customer Service Skills: In this role, it is vital to have excellent communication skills with clients, including people from diverse cultural backgrounds. You should demonstrate cultural sensitivity and a willingness to learn about different cultures. Showing empathy and a genuine interest in your clients’ experiences and conveying that you are invested in their journey are some of the most critical aspects of the role.

How to become an Immigration Case Manager in Canada

One excellent way of starting your career as an immigration case manager is the Immigration Legal Assistant Diploma program at Ashton College. The program provides comprehensive training for individuals aspiring to excel in immigration law support roles. With a strong emphasis on practical skills and industry-relevant knowledge, this program equips students with the expertise required to support RCICs.

Some of the course content includes:

• Working in a legal environment
• Legal accounting, research, and informatics
• Communications for legal professionals
• Temporary and permanent residence pathways
• Refugees and the Immigration and Refugee Board
• A practicum combining classroom knowledge and real-life work experience

The program is offered full-time and part-time in a flexible format with synchronous and asynchronous course components. All live, instructor-led classes include real-time interaction and immediate feedback. They are recorded and available for viewing for seven days after the live class. Asynchronous components such as online readings and discussion forums allow students to work at their own pace. For more information on Ashton College’s Immigration Legal Assistant Diploma, visit the following link: https://www.ashtoncollege.ca/programs/immigration-legal-assistant-diploma/

What are the Career Options for Graduates of this Program?

Upon completion of the Immigration Legal Assistant Diploma program, graduates can not only pursue advanced roles as immigration legal assistants and immigration case managers within legal departments, immigration law firms, or consulting agencies, they may also decide to take their career one step further. For instance, their extensive knowledge of Canadian immigration law makes them excellent candidates to receive an RCIC licence and potentially open their own practice.