IMMICASEPGWP Case Tracking Software
Never miss the 180-day PGWP deadline. Immicase provides purpose-built case tracking for post-graduation work permit applications, helping your firm manage eligibility verification, document collection, and IRCC submission timelines for international graduates across Canada.
PGWP Eligibility: Who Qualifies and What Has Changed
The Post-Graduation Work Permit (PGWP) is one of Canada's most important immigration pathways, allowing international graduates to gain Canadian work experience after completing their studies. This work experience is often the bridge to permanent residence through Express Entry's Canadian Experience Class (CEC) or provincial nominee programs. However, PGWP eligibility has become increasingly complex with recent policy changes that consultants must carefully navigate.
To be eligible for a PGWP, the graduate must have completed a program of study at a designated learning institution (DLI) that is at least eight months in duration. The program must lead to a degree, diploma, or certificate. The student must have held a valid study permit at the time of the PGWP application or must have been authorized to study without a permit. Critically, the application must be submitted within 180 days of receiving written confirmation of program completion from the institution.
Recent changes have introduced additional eligibility criteria. Graduates from certain programs -- particularly those at private career colleges with public college curriculum licensing arrangements -- may no longer be eligible. Language proficiency requirements have also been added for certain PGWP applications. For consultants, verifying eligibility now requires checking the institution type, program type, program duration, and language proficiency status before advising the client to proceed.
The 180-Day Application Window
The 180-day deadline is the single most critical timeline in PGWP case management. The clock starts when the institution issues written confirmation that the student has completed their program -- typically appearing on the official transcript or a program completion letter. If the graduate does not submit a complete PGWP application within 180 days of that date, they lose their eligibility permanently. There is no extension, no appeal, and no second chance.
For immigration consultants, this means identifying the exact completion date and tracking it rigorously. The completion date is not always the convocation date or the last day of classes -- it is the date the institution formally confirms all program requirements have been met. Some institutions issue this confirmation on the transcript, others issue a separate completion letter, and the two dates may differ. Immicase records the completion date for each PGWP case and runs a prominent countdown timer that every team member can see.
Critical Deadline Alert
Immicase begins alerting your team well before the 180-day window closes. At 90 days, 60 days, 30 days, and 14 days remaining, the case is flagged with escalating urgency. Outstanding documents are highlighted so you can focus collection efforts on what is still needed. The countdown is visible on the case dashboard, in team views, and in notification emails.
Required Documents for PGWP Applications
PGWP document requirements are specific and must be gathered within the 180-day window. Immicase pre-populates the checklist when you create a PGWP case and tracks each document's collection status.
Program Completion Documents
- Official program completion letter from the DLI
- Final official transcript showing all courses completed
- Degree, diploma, or certificate (if already issued)
- Confirmation of DLI number and program PGWP eligibility
- Letter confirming program duration and full-time status
Study Permit & Status Documents
- Copy of current or most recent study permit
- Valid passport with sufficient remaining validity
- Proof of maintained full-time enrollment throughout program
- Evidence of any authorized leave or part-time study periods
- Prior study permits if the student changed institutions
Application Forms & Identity
- Completed IRCC application forms for work permit
- Digital photographs meeting IRCC specifications
- Biometrics (if not previously provided or if expired)
- Language proficiency test results (if required under new rules)
- Medical examination results (if applicable based on field of study)
Supporting Documentation
- Proof of fee payment ($255 work permit fee plus $100 open work permit holder fee)
- Explanation letter for any gaps in study or status issues
- Co-op or internship confirmation letters (if program included work terms)
- Transfer credit documentation (if student transferred between DLIs)
- Provincial attestation documentation (if applicable under new requirements)
How Immicase Manages PGWP Cases
Immicase provides PGWP-specific case management that addresses the unique challenges of post-graduation work permit applications -- from eligibility verification to the 180-day countdown.
180-Day Countdown Timer
Enter the program completion date and Immicase calculates the exact 180-day deadline. A prominent countdown appears on the case dashboard, visible to your entire team. Escalating alerts at 90, 60, 30, and 14 days ensure no PGWP deadline is ever missed.
Eligibility Pre-Screening
Before creating a full PGWP case, record the DLI type, program category, program duration, and language proficiency status. Immicase flags potential eligibility issues early -- including programs at institutions that may not qualify under the latest IRCC policy changes.
Study Permit to PGWP Case Linking
If the student's study permit was managed in Immicase, link the PGWP case to the original study permit file. All historical documents, notes, and DLI information carry forward, eliminating duplicate data entry and providing full context for the PGWP application.
Document Collection Workflow
The PGWP document checklist is pre-populated when the case is created. Track completion letters, transcripts, and study permit copies as they are collected. Clients upload documents through the secure portal directly into their PGWP case file.
PGWP Duration Calculation
PGWP validity depends on program length. Programs of 8 months to 2 years receive a PGWP equal to the program length. Programs of 2 years or more qualify for a 3-year PGWP. Immicase records the expected PGWP duration based on the program details you enter.
Post-PGWP Pathway Tracking
Many PGWP holders are building toward permanent residence through CEC or PNP. Immicase tracks the PGWP expiry alongside PR pathway milestones, ensuring your client transitions from work permit to permanent residence before the PGWP expires.
Common PGWP Case Management Challenges
Identifying the Correct Completion Date
The 180-day clock starts from the date of written confirmation of program completion, not the graduation ceremony or the last day of classes. Some institutions issue completion letters weeks after the final grades are posted, while others note it on the transcript. Getting this date wrong can mean the difference between a timely application and a missed deadline. Immicase prompts you to verify and record the exact date from the official institution documentation.
Evolving Eligibility Requirements
IRCC has introduced significant changes to PGWP eligibility in recent years, including language requirements and restrictions on certain program types. Graduates from private college curriculum licensing arrangements, for example, may no longer qualify. Consultants must verify eligibility against the current rules at the time of application, not the rules in place when the student began their program. Immicase helps you document the eligibility assessment for each case.
Status Maintenance During Processing
Students who apply for a PGWP before their study permit expires receive implied status to remain in Canada and may begin working full-time while the PGWP is processed. Those who apply after their study permit expires but within the 180-day window have implied status to stay but cannot work until the PGWP is issued. Tracking these status nuances across multiple clients requires careful case management.
Related Resources
Explore the full Immicase platform
Study Permit TrackingManage the study permit that precedes PGWP
Express Entry ManagementCEC pathway after gaining PGWP work experience
Work Permit ManagementOther work permit types and LMIA tracking
PNP Case ManagementProvincial nominations for international graduates
PricingPlans for solo practitioners to large firms
Never miss a PGWP deadline again
Immicase tracks the 180-day window, documents, and eligibility requirements for every PGWP case. From program completion to work permit issuance, manage the entire process in one platform.