Report by Ali Yousefi, Ph.D., RCIC-IRB (Licence No. R535117) – Founder & CEO, Elegant Immigration Services
On Friday, October 16, 2026, the Office of the Director of Regional Operations of the Immigration and Refugee Board of Canada (IRB), Western Region, held a stakeholder engagement session with immigration counsel. The Board invited counsel who carry a large number of files before it or who have long experience appearing before its Divisions. The purpose was to discuss directly the challenges in processing refugee claims and related matters. This report summarizes the presentations and the question-and-answer period.
Watch the live videos about this session on Instagram: Video 1 | Video 2
Session Details
- Date: Friday, October 16, 2026
- Time: 9:00 a.m. to 12:00 p.m. (Pacific Time)
- Place: Library Square Tower, 300 W Georgia St, Vancouver, BC – 2nd Floor, Boardroom 214
- Host: Office of the Director of Regional Operations – Western Region and Task Forces, National Registry Branch, Immigration and Refugee Board of Canada
- Purpose: To update stakeholders on current operations of the Refugee Protection Division, the Refugee Appeal Division, the Immigration Division, the Immigration Appeal Division and the Registry in the Western Region, to discuss best practices for counsel appearing before the Divisions, and to hold a question-and-answer period
Agenda:
- 8:30 – 9:00 a.m.: Guest sign-in
- 9:00 – 9:10 a.m.: Introductions
- 9:10 – 11:00 a.m.: Divisional presentations
- 11:00 – 11:15 a.m.: Break
- 11:15 – 11:45 a.m.: Questions and answers
IRB presenters:
- Jesse Davidson, A/Assistant Deputy Chairperson, Immigration Division (ID)
- Linda Taylor, Assistant Deputy Chairperson, Immigration Appeal Division (IAD)
- Alice Tang, Assistant Deputy Chairperson, Refugee Protection Division (RPD)
- Paula Faber, Assistant Deputy Chairperson, Refugee Appeal Division (RAD)
- Kirstin Johnson, Director of Regional Operations, Western Registry and Expedited Claims Team Registry
Attending for Elegant Immigration Services: Dr. Ali Yousefi, RCIC-IRB, together with other immigration counsel attending in person and online.
Part 1: Overview of the Session
The session opened with introductions of the IRB Western Region representatives and their areas of responsibility.
Caseload and limits on artificial intelligence: The Board’s representatives described the very high volume of claims and documents before the Board. They explained that the use of artificial intelligence in reviewing files and making decisions is subject to legal limits, so files continue to be reviewed by people.
Review methods and portal changes: The representatives gave an overview of current review methods and of changes coming soon to the IRB portal.
Use the portal, not email: The Board asked counsel to send correspondence through the IRB portal instead of by email. Elegant Immigration Services has used the portal for its correspondence for several years.
Not limited to one nationality: Before the session, it seemed that issues such as processing delays mainly affected Iranian claimants. The session made clear that claimants from many countries face the same issues.
After a short break, the session continued with questions and answers.
Part 2: Questions and Answers
About 80 percent of the questions concerned the length of time it takes to process refugee claims. Most focused on Front-End Security Screening, which Canada’s security agencies, including the Canada Border Services Agency (CBSA), carry out. Counsel in the room and online repeatedly raised their concerns on this point.
1. Can the Board speed up security screening?
The Board gave the same answer to every question on this topic: the IRB has no jurisdiction over Front-End Security Screening. The results and clearances must come from the security agencies, such as CBSA.
2. Is there a set timeline for completing security screening?
No. The Board’s representatives stated that there is no set timeline for this stage.
3. Why do follow-ups with CBSA and the Board not produce results?
Counsel explained that they have written many times, both to the Board and to CBSA email addresses, about files waiting for security screening. In many cases they received no reply. Where replies came, they gave no timeline and no specific stage of the file.
Board’s response: The IRB has no access to this process. It cannot require security agencies such as CBSA to respond faster and has no legal authority over their work.
4. Is anyone from CBSA present?
No. The session was an IRB Western Region event, and no one from CBSA attended. However, the session lead stated that all concerns and comments raised would be recorded and sent to CBSA in formal correspondence.
5. Questions from Dr. Ali Yousefi (RCIC-IRB)
a) The cost of security screening delays: more Mandamus applications
Dr. Yousefi informed the Board that, because the IRB has no jurisdiction over Front-End Security Screening, a growing number of claimants are applying to the Federal Court for an order of Mandamus. He explained that this is costly for claimants and far more costly for the Government of Canada:
- The government must assign counsel to respond to these applications and appear in court, and that cost is paid by taxpayers.
- Each Federal Court hearing before a judge of that Court carries a significant cost to the government.
In Dr. Yousefi’s view, all of these costs could be avoided through a more precise process and better management of security screening at CBSA.
b) Delayed decisions in Less Complex Claims with full security clearance
Dr. Yousefi then turned to claimants who have no security screening issue at all. The IRB portal shows that their Front-End Security Clearance has been received. Their files have moved into the Less Complex Claims process, which decides refugee claims without a hearing. Their documents and written submissions have been filed in full. Even so, in some cases one to two years have passed since filing and no decision has been made.
Dr. Yousefi stated that he is currently awaiting decisions for about 180 families, nearly 300 people. Some of these files have been at this stage for almost two years, with repeated follow-ups.
Board’s response:
- A Board representative first asked whether these claimants were waiting for a hearing.
- Dr. Yousefi explained that about 90 percent of them had received a Less Complex letter and had responded to it, but no decision had yet been made.
- The representative expressed surprise, noting that the main purpose of the Less Complex process is to produce faster decisions.
- Dr. Yousefi stated that he had given his contact information to the session lead and offered to send a written report on the number and status of these files.
- The representative committed to look into the matter and report back.
c) Students and children in family claims: separating claims
Dr. Yousefi explained that, in the past, there was a practical option for claimants in special circumstances, such as international students or students about to enter university, for whom a decision is urgent. When a family file was delayed because of issues related to other family members, the Board itself would suggest separating that person’s claim from the family claim. With the family’s consent, and following a clear administrative and legal procedure, an application to separate was filed and the decision-maker granted it. The decision-maker could then decide the claim of that person, who had no security issue, on its own.
For several months now, however, when families make such requests, the Board’s reply has been to ask the client to remain patient because this is not currently possible.
Board’s response: The representatives acknowledged the importance of this issue, said they would follow up, and committed to report back if anything changes.
d) One decision in eleven months
Dr. Yousefi reported that from November 2025 to the date of the session, a period of eleven months, only one decision had been received out of the roughly 180 families awaiting decisions. That decision followed a hearing held on September 14, and the claim was accepted. During this time, despite repeated correspondence and follow-ups with the Board, no other results were received.
Other counsel agreed: Many counsel present confirmed that their clients from many different countries face the same situation, and asked the Board to deal with these files faster.
Board’s response: The representatives stated that all of these matters will be reviewed and followed up, and that the results will be communicated.
What This Means for Refugee Claimants
- Security screening delays are outside the IRB’s control. Security agencies such as CBSA carry out this stage, and no timeline has been announced.
- The problem is not limited to one nationality. Claimants from many countries face the same delays.
- Delays in Less Complex Claims have been raised with the Board. The Board has committed to look into the issue.
- Follow-up continues. Elegant Immigration Services is sending the Board a written report on the affected files.
- For files with long delays, depending on the circumstances of each case, a Mandamus application to the Federal Court may be an option to consider. That decision should be made after a professional assessment of the file.
Conclusions and Next Steps
Why attending these sessions matters
Some colleagues ask what the benefit of attending such sessions is. The answer is clear: these sessions make sure that decision-makers hear directly about the problems and gaps in the system. That awareness is the first step toward any change. Everyone working in this field has a duty to take whatever action they can.
This issue will not be dropped
Elegant Immigration Services is preparing a formal report. Using the contact information received at the session, we will send it to the Immigration and Refugee Board of Canada and to higher authorities, with the aim of bringing real change to how these files are processed. We will share the results with our clients through this website and our social media channels.
Our commitment
We will continue to do everything we can to serve our valued clients and the wider community.
To have your refugee claim reviewed by our team, you can book a consultation. You can also visit our refugee claim services page.
