Refugee Protection Division Rules — 20
Duty of counsel or officer to notify 20 (1) If counsel for a party or if an officer believes that the Division should designate a representative for the claimant or protected person because the claimant or protected person is under 18 years of age or is unable to appreciate the nature of the proceedings, counsel or the officer must without delay notify the Division in writing. Exception (2) Subrule (1) does not apply in the case of a claimant under 18 years of age whose claim is joined with the claim of their parent or legal guardian if the parent or legal guardian is 18 years of age or older. Content of notice (3) The notice must include the following information: (a) whether counsel or the officer is aware of a person in Canada who meets the requirements to be designated as a representative and, if so, the person’s contact information; (b) a copy of any available supporting documents; and (c) the reasons why counsel or the officer believes that a representative should be designated. Requirements for being designated (4) To be designated as a representative, a person must (a) be 18 years of age or older; (b) understand the nature of the proceedings; (c) be willing and able to act in the best interests of the claimant or protected person; and (d) not have interests that conflict with those of the claimant or protected person. Factors (5) When determining whether a claimant or protected person is unable to appreciate the nature of the proceedings, the Division must consider any relevant factors, including (a) whether the person can understand the reason for the proceeding and can instruct counsel; (b) the person’s statements and behaviour at the proceeding; (c) expert evidence, if any, on the person’s intellectual or physical faculties, age or mental condition; and (d) whether the person has had a representative designated for a proceeding in another division of the Board. Designation applies to all proceedings (6) The designation of a representative for a person who is under 18 years of age or who is unable to appreciate the nature of the proceedings applies to all subsequent proceedings in the Division with respect to that person unless the Division orders otherwise. End of designation — person reaches 18 years of age (7) The designation of a representative for a person who is under 18 years of age ends when the person reaches 18 years of age unless that representative has also been designated because the person is unable to appreciate the nature of the proceedings. Termination of designation (8) The Division may terminate a designation if the Division is of the opinion that the representative is no longer required or suitable and may designate a new representative if required. Designation criteria (9) Before designating a person as a representative, the Division must (a) assess the person’s ability to fulfil the responsibilities of a designated representative; and (b) ensure that the person has been informed of the responsibilities of a designated representative. Responsibilities of representative (10) The responsibilities of a designated representative include (a) deciding whether to retain counsel and, if counsel is retained, instructing counsel or assisting the represented person in instructing counsel; (b) making decisions regarding the claim or application or assisting the represented person in making those decisions; (c) informing the represented person about the various stages and procedures in the processing of their case; (d) assisting in gathering evidence to support the represented person’s case and in providing evidence and, if necessary, being a witness at the hearing; (e) protecting the interests of the represented person and putting forward the best possible case to the Division; (f) informing and consulting the represented person to the extent possible when making decisions about the case; and (g) filing and perfecting an appeal to the Refugee Appeal Division, if required.