SOP – Approve application (issue eVisa and
notify applicant)
Classification: Unclassified
Date Published: 10 August 2023
When to use
When an application is being approved after a full assessment and needs to be finalised.
This process relates to applications submitted on paper or online via Plone or IGMS and processed in
AMS. It is not applicable to other systems. For applications on ADEPT, refer to the ADEPT User Guide.
Role
•  Immigration Officer
•  Support Officer (may assist with issuing visas and sending communications once a decision has
been made)
Prerequisites
The application has been:
•  fully assessed and
•  quality checked (if applicable) and
•  any approval in principle (AIP) requirements have been met (if applicable).
Also check:
•  the Resolution Status column on the Applicant(s) screen for any pending identity resolution.
Applications must not be finalised where there is an outstanding identity resolution pending.
See SOP- Wait for Identity resolution.
•  the applicant status in AMS is IN, OUT or NEWC (i.e. not UNLI, unless the visa is being
granted under section 61 of the Immigration Act 2009).
For residence applications, also check:

•  all applicants’ passports have been scanned (either in AMS or VAC digital) and
•  correct fees have been paid including any ESOL tuition fees (if applicable) (i.e. AMS fee tab
shows no outstanding amount).
Steps
1.  Finalise the application in AMS
a.  Ensure that a full, final assessment has been completed and copied into an AMS application
note with a clear title. The decision summary should detail the visa conditions granted and
reasons for those conditions where relevant.
b.  Complete the Determination tab (if this hasn’t already been done), ensuring that all
questions are correctly answered.
•  In the Determination tab, click on the ‘edit’ icon
and confirm the relevant visa
requirements have been met by ticking the boxes. Some questions require rationale to
be entered in the pop-up box that appears, for example where a requirement is waived

or where an exception to instructions is made. In these cases, ensure that clear and
complete rationale is entered.
•  Once determination questions have been confirmed, click OK.
c.  Click the ‘decide’ button in AMS
.
d.  Confirm the visa conditions in the pop-up window AMS – Format Label for Principal
Applicant:
If granting a….
Then…
Temporary entry class visa
•  Add the visa conditions including
start and end dates and any
conditions specific to the visa
granted.
•  Check the label details are correct
then Finish.
Resident class visa including
•  Confirm conditions and label
permanent resident visa (PRV)
details are correct then click
Finish.

2.  Issue eVisa
a.  The label tab should have appeared in AMS. Select this and click on the ‘edit’ icon
or
double click on the applicant’s name to add the travel document. Enter the country of issue
and travel document number. Click Next, view the updated label details and click OK to
confirm the label.
b.  In the AMS Application Details screen, click the confirm icon to finalise the visa.

c.  In the Confirm Label dialogue box that displays, click the Yes button to finalise the visa
without a printed label.

d.  In the Confirm Label Printing pop up that appears, review the visa details and if correct, click
OK.

3. Create and send approval letter and update the AMS record as needed
See SOP - Draft and send a letter in the AMS Template Letter System (TLS).
END

Document Outline

SOP – Approve application (issue eVisa and notify applicant)