Procedure – English eligibility criteria requires
manual assessment
Home > Citizenship > Citizenship by grant > Process – Assess an adult or youth 1982
citizenship by grant application > Procedure – English eligibility criteria requires manual
assessment
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When to use | Mō āhea whakamahi
Use this procedure to resolve the task
English eligibility criteria requires manual
assessment at the Check Eligibility stage of processing a citizenship by grant (CBG)
application.
Information
Roles | Mā wai
Life and Identity Services Officer (CBG trained)
Official
Systems | Ngā pūnaha rorohiko
the
CCMS
Before you begin | I mua i tō tīmata
under
The automated task
English criteria check runs for adult and youth CBG applications.
It checks information provided by the applicant to determine if they meet the eligibility
criteria
8(2)(e) English language.
The automated task passes when:
•
the applicant has indicated they can have a conversation about a lot of everyday
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things in English, and
•
their country of birth is on our list of English-speaking countries, or
•
their visa category has an approved grounds code.
The task
English eligibility criteria requires manual assessment is created when the
English criteria check cannot determine the applicant meets the criteria
8(2)(e)
English language. This means:
•
the applicant has indicated they cannot have a conversation about a lot of
everyday things in English, or
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•
their country of birth is not on our list of English-speaking countries, or
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•
their visa category does not have an approved grounds code.
To resolve the task, you must determine if the:
•
applicant meets the eligibility criteria
8(2)(e) English language (also called the
English language requirement), or
•
applicant meets one of the criteria for the English language waiver schedule, or
•
application should continue as a submission. Information
Steps | Ngā mahi
1. In the
Tasks tab, scroll down to the
Automated Tasks section to view the criteria
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for the
English criteria check. This will tell you why the automated task failed.
2. Go to the
Applicant tab and check the applicant’s country of birth and countries
the
of citizenship, then refer to ‘Accepted English-speaking countries’ in
Guidelines –
Applying the English language requirement for citizenship by grant.
If the applicant...
then...
under
was born in a country on the accepted English-
language speaking country list, but there was a go to step 16 and select
Pass – Data entry
data-entry error that has been fixed
error.
has held citizenship for an accepted English-
go to step 16 and select
Pass – Documents
speaking country
provided as evidence of English ability.
was not born in and has not held citizenship
for an accepted Engl
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3. Go to the
General tab and open the latest
INZ result. In the
Travel and Visa tab,
go to the
Visa and Permit History section. Double-click the most recent
residency visa and check the
Groundscode code field, then refer to 'Visa
categories' in
Guidelines – Applying the English language requirement for
citizenship by grant.
If the applicant...
then...
was granted residency under any of the
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acceptable visa categories
AND
go to step 16 and select
Pass – Visa
groundscode acceptable.
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there is NO evidence that the applicant may
not meet the English language requirement
was granted residency
AND
go to step 4.
there IS evidence that the applicant may not
meet the English language requirement
Information
has not been granted residency under any of
the acceptable visa categories
go to step 4.
4. Check the
Supporting documents tab and the
Interactions timeline for
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documents that could be accepted as evidence of English language ability. Refer
to 'Supporting documents' in
Guidelines – Applying the English language
requirement for citizenship by g
the rant for examples.
If the applicant...
then...
provided acceptable evidence of their English go to step 16 and select
Pass – Documents
language ability
provided as evidence of English ability.
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already had their English language ability
confirmed by a cross-skilled Access LISO over go to step 16 and select
Pass – Phone call
the phone
confirmed English ability.
already provided evidence that they do not
speak English (for example, a letter from their
doctor confirming that the applicant is deaf
go to step 9.
and cannot speak English)
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provided no acceptable supporting document
and there is no recorded interaction
go to step 5.
confirming their English language ability
5. Carry out a telephone check to assess the applicant's English language ability.
Refer to 'Telephone checks' in
Guidelines – Applying the English language
requirement for citizenship by grant to make sure a phone call is appropriate.
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If...
then...
•
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you are satisfied the applicant meets the
leave an interaction note with details of the call
requirement
• go to step 16 and select
Pass – Phone cal
confirmed English ability.
you are
not satisfied the applicant meets the
•
leave an interaction note with details of the call
requirement
• go to step 7.
the applicant did not answer the phone, or a
telephone check is not appropriate or practical go to step 6.
6. Email the applicant to ask if they can provide a supporting document as evidence
of their English language ability. Refer to 'Supporting documents' in
G
Information
uidelines –
Applying the English language requirement for citizenship by grant.
If the applicant has not already nominated a representative, ask if they would like
to nominate someone to act on their behalf. Include
CIT109 Nominate a
representative.
Official
Put the application on hold with the sub-status
Waiting for customer.
See
System step – Put an application on hold in CCMS.
the
If they respond and nominate a representative, go to the
Contact info tab and
update the
Agent assisting section.
If the applicant... under
then...
•
upload the document to CCMS
provides acceptable evidence of their English
language ability
• go to step 16 and select
Pass – Documents
provided as evidence of English ability.
cannot provide acceptable evidence of their
English language ability
go to step 7.
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7. Determine if a face-to-face interview is appropriate, following the guidance in
'Face-to-face interviews in exceptional circumstances' in
Guidelines – Applying
the English language requirement for citizenship by grant.
If a face-to-face interview…
then…
• get team leader or manager sign-off using
templat
e Request for approval for an English
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is practical and appropriate
language interview.docx
• carry out the interview
• go to step 8.
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• the applicant does not meet the
English
is not practical or appropriate
language requirement
• go to step 9.
8. Once you have carried out the interview, determine if the applicant meets the
English language requirement.
If you determine that...
then...
the applicant meets the requirement
go to step 16 and select
Pass – English
Information
interview conducted.
• the applicant does not meet the English
the applicant does not meet the requirement
language requirement
• go to step 9.
9. Continue resolving remaining tasks at Check Eligibility. Once you have
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determined any other eligibility criteria the applicant does not meet, send them:
• ‘LET560 – English requirement options’
the
• 'LET562 – Fail 1st English interview', or
• a combined options letter for English and any other requirements not met.
If no templates are appropriate to the applicant's situation, modify an existing
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template or create a new one, and send it to a SLISO to check. You can find these
templates in
Citizenship email-letter templates.docx in Hukatai.
10. Put the application on hold with the sub-status
Waiting for customer. When the
applicant replies, continue as described below.
If the applicant wants to...
then...
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withdraw
withdraw the application.
attend a second interview, or have their
English language ability re-assessed
go to step 11.
request the English language requirement is
waived
go to step 13.
show public interest due to exceptional
go to step 15.
circumstances
11. The applicant has up to 6 months to attend a second interview. Put the
application on hold with the sub-status
Waiting for appointment.
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Create a task in about 5 and a half months to arrange the second interview with
the applicant.
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Once you complete the interview, determine if the applicant meets the English
language requirement.
If you determine that...
then...
the applicant meets the requirement
go to step 16 and select
Pass – English
interview conducted.
the applicant does not meet the requirement
go to step 12.
12. Send the applicant 'LET572 – Fail 2nd English interview'. Modify the template first
Information
if needed. Put the application on hold with the sub status
Waiting for
customer.
When the applicant replies, take the appropriate action.
If the applicant wants to...
then...
Official
withdraw the application.
the
withdraw
Note: No refund is due if they choose this
option.
request the English language requirement is
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waived
go to step 13.
show public interest due to exceptional
circumstances
go to step 15.
13. Determine if the applicant meets the requirements for being put on the English
waiver sched
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approved reasons for waiving the English requirement.
S
ee Guidelines – English language waivers an
d Policy – English language waiver
schedule for guidance on the pre-approved reasons and getting the information
needed.
When deciding if the applicant meets one of the criteria for the waiver schedule,
you can also consider your previous correspondence and any supporting
documents the applicant has already provided. Contact the applicant if you need
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more information.
If the applicant...
then...
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indicates they have tried to learn English and
• follow the instructions in
Guidelines – English
have low literacy levels
language waivers to get more information from
AND
the applicant and their English tutor
•
they have not already provided supporting
use the information you get to inform your
decision
documents from an English tutor that show
they meet the criteria
• continue to step 14.
Information
• follow the instructions in
Guidelines – English
language waivers to get more information from
the applicant and their doctor
• use the information you get to inform your
Official
has a medical condition or an age-related
decision
impairment that affects their ability to learn
• continue to step 14.
English
the Note: If you find information about an
AND
applicant that shows they do not meet the ful
they have not already provided supporting
capacity requirement (for example, dementia),
documents from their doctor that show they
you wil need to change the outcome of the
meet the criteria
8(1) task in CCMS and this application wil need
under
to be a submission. In this case, see a SLISO for
next steps.
S
ee Policy – Full capacity for citizenship
applicants.
14. Continue processing based on your assessment.
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If the applicant...
then...
• use the template
English waiver schedule -
meets one of the pre-approved reasons for
request for team leader sign off to request team
leader sign off
the English language waiver schedule
• continue to step 15.
does not meet one of the pre-approved
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reasons for the English language waiver
continue to step 15.
schedule and wil need to be a submission
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15. Go to the
Ceremony tab and select ‘yes’ for the
Special ceremony and
Assistance sections to show the applicant needs a private ceremony.
Include details of all relevant information and what language they speak so that a
translation of the oath or affirmation can be provided.
If the application is urgent or complex, email the Ceremonies team
([email address]) with this information as well.
Information
If…
then…
your team leader has approved this applicant
going on the English language waiver
go to step 16 and select
Pass – Applicant
schedule
meets English Waiver Criteria.
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your team leader has not approved this
applicant going on the English language
the
waiver schedule
OR
the applicant has requested the requirement
• the application must be presented to the
under
is waived but does not meet one of the pre-
Minister as a submission
approved reasons for the English language
• contact a SLISO for next steps.
waiver schedule
OR
the applicant wants to show public interest
due to exceptional circumstances
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you are unsure how to continue
• se
e Complex enquiries - Getting help with an
application for guidance about getting support
•
refer the application for review in a complex
cases meeting if appropriate.
16. Once you have all the information you need to resolve the task, go to
the
Tasks tab and double-click
English eligibility criteria requires manual
assessment. Record the outcome and criteria and write a comment explaining
your decision.
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If you...
Outcome Criteria
Example comment Act
checked the applicant’s
country of birth and are
Country of birth corrected from
satisfied they meet the
Pass
Data-entry
error
Austria to Australia at Complete
requirement
and Correct.
checked the applicant’s
Documents
countries of citizenship and
provided as
Applicant is a citizen of Singapore
Information
are satisfied they meet the
Pass
evidence of
– see passport in supporting
requirement
English
documents.
language ability
checked the applicant’s visa
Visa
Applicant has skil ed migrant visa
category and are satisfied
Pass
groundscode
grounds code, confirmed through
Official
they meet the requirement
acceptable
INZ API result.
the
checked the applicant’s
Documents
supporting documents and
provided as
IELTS certificate provided with a
are satisfied they meet the
Pass
evidence of
band score of 5.
requirement
English
under
language ability
carried out a telephone
Phone call
Applicant spoke fluent English
check and are satisfied they Pass
confirmed
when spoken to on the phone.
meet the requirement
English
Decision has been recorded as an
language ability interaction note.
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English
Applicant assessed as having
carried out a face-to-face
language
sufficient knowledge of English.
interview and are satisfied
Pass
interview
English Assessment Form has
they meet the requirement
conducted
been uploaded as a supporting
document.
Applicant has age-related hearing
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are satisfied they meet the
Applicant
loss. Form has been completed by
criteria for the English
Pass
meets English
their specialist and uploaded as a
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language waiver schedule
waiver criteria
supporting document. TL has
signed off.
Applicant has been assessed at
are not satisfied the
the interview as not meeting the
applicant meets the English
Does not meet English language requirement.
language requirement, and
English
they do not meet the
Fail
language
Applicant does not meet the
requirements for the English
requirement
criteria for the English language
Information
language waiver schedule
waiver schedule and this will be a
submission.
17. Click
Save & Close.
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Official
Next | Mahi whai ake
the
Determine the next step.
If...
then...
under
there are more Check Eligibility tasks to
for the next procedure, see
Process – Assess adult
resolve
or youth citizenship by grant application.
wait until you receive the applicant’s Police and
you have resolved all Check Eligibility tasks NZSIS checks, then assess the eligibility criteria.
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See
Process – Assess adult or youth citizenship by
grant application.
the outcome was
Fail and we have lost
contact with the applicant, or they have
see
Process – Manage and identify lost contacts or
not been able to provide the information
reluctant applicants.
we require
Related pages | Ngā tukanga pātahi
1982
Guidelines – English language waivers
Act
Policy – English language requirement for citizenship by grant
Policy – English language waiver schedule
Procedure – 8(2)(e) English language
Guidelines – Applying the English language requirement for citizenship by grant
Get help or give feedback
Information
To get help, report an error or give feedback, go to
Contacting a support team.
Official
Last updated 29 January 2025
the
under
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