IMMICASEStudy Permit Case Tracking Software
Purpose-built case tracking for Canadian study permit applications. Manage LOAs, DLI verification, GIC deposits, SDS eligibility, provincial attestation letters, and every IRCC milestone from initial consultation to student arrival -- all in one platform.
The Study Permit Application Process in Canada
Canada's study permit allows international students to attend designated learning institutions (DLIs) for programs longer than six months. The application process begins when a student receives a Letter of Acceptance (LOA) from a DLI and involves demonstrating financial capacity, genuine intent to study, and in many cases, language proficiency. With recent policy changes around provincial attestation letters (PALs), program caps, and post-graduation work permit eligibility, managing study permit files has become significantly more complex for immigration consultants.
Study permit applications are heavily seasonal, with September and January intakes creating massive surges in workload. A consultant may handle 50 to 100 or more student files simultaneously during peak periods, each with unique DLI requirements, financial thresholds, and country-specific processing timelines. Without systematic case tracking, critical documents get missed, deadlines slip, and client communication becomes chaotic.
LOA Tracking and DLI Compliance
The Letter of Acceptance is the foundation of every study permit application. It must come from an institution listed on IRCC's designated learning institutions list and contain the DLI number, program details, start date, and tuition information. Immicase records the LOA details for each case and helps verify DLI status, ensuring you never submit an application referencing a non-compliant institution.
DLI compliance extends beyond the initial application. Institutions must maintain their DLI status throughout the student's enrollment. If a DLI loses its designation, it affects every student enrolled there. Immicase tracks DLI numbers across your caseload so you can quickly identify affected clients if a DLI status changes. The LOA expiry date is also tracked, with alerts before the LOA becomes invalid for application purposes.
Provincial Attestation Letters (PALs)
Since 2024, most provinces require a provincial attestation letter confirming the student's spot counts against the province's allocation cap. PAL processing varies by province and adds a new tracking layer. Immicase tracks PAL applications as linked milestones within the study permit case, flagging cases where the PAL is blocking the main application submission.
Program Cap Monitoring
Federal and provincial caps on study permits mean that timing matters more than ever. Consultants need to track which programs still have available spots and advise clients accordingly. Immicase helps you organize cases by province and program type so you can prioritize submissions before caps are reached.
SDS vs. Regular Stream: Managing Both Pathways
The Student Direct Stream (SDS) offers faster processing -- typically targeting 20 calendar days -- for applicants from eligible countries who meet upfront requirements. These include a Guaranteed Investment Certificate (GIC) deposit, an upfront medical exam, qualifying language test scores (IELTS Academic 6.0+ in all bands or equivalent), and first-year tuition paid in full. The regular stream has fewer upfront requirements but longer processing times that vary widely by country of residence, sometimes extending to 16 or more weeks.
Determining which stream is best for each client requires evaluating language scores, financial capacity for the GIC, willingness to complete upfront medicals, and processing time sensitivity. Immicase lets you select the stream when creating a case and automatically loads the correct document checklist, milestone sequence, and processing timeline. If a client's eligibility changes mid-process, you can switch streams and the checklist updates accordingly.
Study Permit Document Checklist
Immicase pre-populates the correct document checklist based on the stream and country of origin. Every item is tracked with status indicators, expiry dates, and upload timestamps.
Letter of Acceptance & Institutional
- Valid LOA from a designated learning institution (DLI)
- Provincial Attestation Letter (PAL) from the relevant province
- Proof of tuition payment or deposit confirmation
- Program details including start date, duration, and credential
- Quebec Acceptance Certificate (CAQ) for Quebec-based DLIs
GIC & Financial Proof
- Guaranteed Investment Certificate (GIC) from an approved institution (SDS)
- Bank statements showing sufficient funds for tuition plus living expenses
- Education loan approval letter (regular stream alternative)
- Scholarship award documentation (if applicable)
- Affidavit of support from financial sponsor with income proof
Academic Transcripts & Records
- Official transcripts from all previous post-secondary institutions
- Degree or diploma certificates with certified translations
- Secondary school completion certificate (if applicable)
- Course completion letters for prerequisite programs
- Professional or vocational training certificates
Statement of Purpose & Supporting
- Detailed statement of purpose explaining study plans and career goals
- Language test results (IELTS Academic 6.0+ for SDS)
- Upfront medical exam results from a panel physician (SDS)
- Valid passport with at least 6 months remaining validity
- Digital photographs meeting IRCC specifications
How Immicase Streamlines Study Permit Case Management
Immicase provides study permit-specific workflows designed for the unique demands of international student immigration. From seasonal intake surges to post-graduation pathway planning, the platform handles every aspect of your student practice.
Stream-Specific Case Templates
Select SDS or regular stream when creating a case. Immicase loads the correct document checklist, milestone sequence, and expected processing timeline. Switch streams mid-case if a client's eligibility or strategy changes.
Batch Processing for Peak Seasons
During September and January intake surges, use batch views to see all pending study permit cases. Filter by DLI, stream, province, or document status. Identify which cases need attention first and process efficiently at scale.
Client Document Portal
Students upload documents directly to their case file through a secure portal. No more scattered email attachments or shared drives. Every document lands in the correct case with automatic labeling and status tracking.
GIC and Financial Milestone Tracking
Track GIC purchase status, deposit confirmation receipt, and bank statement collection as distinct milestones. For regular stream cases, monitor the accumulation of financial evidence over the required documentation period.
DLI and PAL Status Monitoring
Record DLI numbers for every case and track PAL applications as linked milestones. If a DLI's status changes or a provincial cap is approaching, see immediately which cases in your portfolio are affected.
Post-Graduation Pathway Notes
Many student clients ultimately want permanent residence. Add long-term notes about PGWP eligibility, Express Entry pathway planning, and future milestones. When the student graduates, their file already contains the context for the next application.
Related Resources
Explore the full Immicase platform
PGWP Case TrackingTrack post-graduation work permit applications
Express Entry ManagementFor students transitioning to PR via EE
Work Permit ManagementPost-study work permit and LMIA tracking
PNP Case ManagementProvincial pathways for international graduates
PricingPlans for solo practitioners to large firms
Track study permit cases at scale
From SDS to regular stream, Immicase helps you manage LOAs, PALs, GICs, and every document across hundreds of student files. Built for peak intake season.