Obtaining your Global Case Management System (GCMS) notes is just the first step; understanding and extracting actionable insights out of it is equally important. Whether you’ve recently requested your GCMS notes or plan to do so in the near future, this comprehensive guide will take you through the process of decoding and utilizing information from your GCMS/CAPIS notes effectively.
In this guide, you’ll learn about:
Let’s begin with understanding what are GCMS notes.
GCMS notes, or Global Case Management System notes, provide a behind-the-scenes look into the processing of immigration applications in Canada.
They are written by Immigration, Refugees, and Citizenship Canada (IRCC) officers as they analyze and make decisions about immigration applications.
In essence, these notes provide a detailed narrative or a behind-the-scenes explanation of why an application was processed in a certain way.
GCMS notes are also sometimes referred to as CAIPS notes. You can have a look at sample GCMS and CBSA notes here.
If you have made an application to come to Canada (temporary or permanent residence), you can request GCMS notes to find out how your application was assessed. If your application is still pending decision, you can use GCMS notes to find out which stage it is at.
Redactions often happen when parts of a file have information about people who didn’t provide signed consent at the time of GCMS request.
GCMS notes contain sensitive client information. Sometimes, there are sections that appear redacted or missing. The primary reason for this is privacy protection. The Canadian law particularly respects the privacy of third parties and confidential sources. By extension, it also guards national security interests.
The Immigration, Refugee Protection Act (IRPA) in section 15(1) asserts the need for these redactions. They happen in compliance with the Privacy Act and the Access to Information Act. These acts protect personal information from being revealed without consent, and any data posing a threat to individual/societal security is kept undisclosed.
Also, some internal methods and sensitive particulars of officers making the decisions might be hidden. This is to protect the integrity of the decision-making process and the IRCC officers’ unique identifiers.
And so, while GCMS notes help decipher the progress of your application, they also operate within boundaries laid out by law. Redactions, while potentially confusing, are pivotal in balancing transparency and confidentiality in immigration proceedings.
Start by checking your application status. If you’re waiting for a decision, it should say ‘Open’. Otherwise, the status would be ‘Closed’.
After you check your immigration application status, go to the ‘Notes’ section. This part has details about how your application was or is being looked at. Read the notes to see what’s happening with your application.
GCMS notes are divided into several sections, including personal information, history of the application, notes from officers, and final decision.
Use the search option below to learn more about each GCMS notes section.
Item | What it means |
---|---|
APPLICATION: S0000000 | Immigration application file number |
Created Date: 2023/07/28 | Date application was received by IRCC |
Updated Date: 2023/09/13 | Date/Time of last application update |
Primary Office: CORR | Office that will assess your application. This might change |
Secondary Office: Nairobi | Supporting office that will assess your application |
App #: S0000000 | Application number. Learn more about application numbers here |
App Status: Closed | Open/Closed |
App Status Reason: Refused | In-progress, approved, or refused |
Rec'd Date: 2023/07/28 | Date when the Primary Office received the application |
Rec'd Via: On-line Category: PE | On-Line/Mail (How the application was received at the Primary Office) |
Subcategory: | Immigration application category (Student, Family class, Skilled worker) |
NOC Version: NOC 2021 | |
Counterfoil Category: S-1 | Visa counterfoil/sticker category. List of different Canadian visa types |
Case Type: 30 | |
Restoration: N | Yes/No |
Special Program(s): | |
Special Event: | |
Ministerial Instructions: Correspond Lang: English Cost Recovery: Complete | |
Overpayment: N | Yes/No |
Restricted Notes: N | Yes/No |
High Profile: N | Yes/No |
Prospective App Delete Date: | |
Preferred Correspondence Channel: Online | |
Name: | Name of principal applicant |
DOB: | Date of birth of principal applicant (yyyy/mm/dd) |
Travel Doc Expiry: 2026/11/11 | Date of passport expiry in most cases |
# of Entries: MULTIPLE | |
CAO#: | |
CAO Valid To: | |
Province of Destination: ON | |
City of Destination: | City where PA plans to arrive or reside |
Available Funds (CAD): 75340 | Total available funds for stay |
Stay/Program - From Date: 2023/09/07 | Duration of specific program |
Stay/Program - To Date: 2024/08/31 | |
Travel Itinerary: | |
FOSS Doc#: | |
Associated App: | |
Pre-Assessment Notes: | |
BIOMETRICS | |
IRCC # | |
Assessment: Complete | Summary of the application |
Other Description: | |
Info: Received - | |
Review: | |
TRV | |
Purpose of Visit: | |
Other Description: | |
STUDY PERMIT | |
School: Designated Learning Inst-ON | Institution where the applicant has enrolled |
DLI Name: Trent University | |
Level of Study: University - Other Studies | |
Authorization Level: Tout etabl. d'enseignement postsecondaire designe | |
Field of Study: Business/Mgmt/Marketing | Area of study the applicant has chosen |
Compliance Verification: Required | |
Year of Study: 1 | Duration of Study |
Length of Study: 1 | |
Tuition (CAD): 22000 | Tuition Fees |
Room & Board (CAD): | Funds available for stay |
Other Costs (CAD): | |
Expenses Paid: PA/Parents | Who is paying for expenses |
Other Description: | |
WP Required: | Co-Op requirement |
Funding Program Name: | Scholarship |
Money Received (CAD): | Scholarship amount |
WORK PERMIT | |
Exemption Code: NOC: | |
Intended Occupation: Salary (CAD): | Planned or desired job or profession |
LMIA/LMIA Exempt#: | |
Employer: | |
Type of Care: | |
ASSESSMENTS | Summary of the application |
Eligibility: | Not started, started, complete |
Security: | Not started, started, complete, cancelled |
HIRV: | Not started, started, complete, cancelled |
Criminality: | Not started, started, complete, cancelled |
Org Crime: | Not started, started, complete, cancelled |
Medical: | |
Misrep: | |
Other Req: | |
Info Sharing: | |
Final: | Approved, Refused, or blank |
Counterfoil Req: Y | Yes/No |
PAPER FILE | |
Office: | |
#: | |
Location: | |
CASE TYPE | |
CASE TYPE: 1 | |
Type: PE | |
SPECIAL PROGRAM | |
SPECIAL PROGRAM: 0 | |
TYPE OF CARE | |
TYPE OF CARE: 0 | |
CLIENT DETAILS | |
CLIENT DETAILS: 1 | For Primary applicant or Sponsored Person |
Created Date: 2023/07/28 | Date application was received by IRCC |
Updated Date: 2023/07/31 | |
UCI/Party ID: | Unique Client Identifier number or Party ID |
ClientParty: PA | Principal applicant (PA) |
Relationship: | Spouse, Common-law partner, Child, Parent, etc |
Other Relationship Descrip: Name: | Name of Principal Applicant |
Gender: Male | Male/Female |
DOB | Date of birth of Principal Applicant |
Effective Date: | Date when IRCC opened the application |
Expiry Date: | |
Citizenship(s): Nigeria | |
CoR: Nigeria | |
Place of Birth (City/Town): | |
Country of Birth: Nigeria | |
Marital Status: Single | Spouse, common-law, conjugal, etc |
Background Info: N | Yes/No |
Travel Doc#: | Passport number of Principal Applicant |
Travel Doc Expiry Date: 2026/11/11 | Passport expiry date of Principal Applicant |
Travel Doc Country of Issue: Nigeria | Country where passport was issued for PA |
Official Language: English | English/other language |
Can Communicate in English: Yes | Yes/No |
Can Communicate in French: No | Yes/No |
Official Language Proficiency Test: Yes | Yes/No |
Non Canadian Visa | |
#: | |
Country of Issue: | |
ADDRESS | |
Type: Residence Country: Nigeria | |
Apartment #: | |
Street#: | |
Street Address: | |
Street Address 2: | |
PO Box: | |
City/Town: | |
Province/State: | |
District: | |
PARTY DETAILS | |
PARTY DETAILS: 0 | Details of your representative |
ELIGIBILITY | |
IEC: 0 | |
ADMISSIBILITIES | Eligibility criteria for the immigration program (FSW / CEC / FST / PNP) you applied for, or the eligibility for the visa application (visitor’s visa/work permit/study permit) you applied for |
SECURITY | |
SECURITY: 0 | |
HIRV | |
HIRV:0 | |
CRIMINALITY | |
CRIMINALITY: 1 | If the criminality assessment has not yet started, it will show as blank. If it is in progress or passed, then the same will be reflected accordingly |
Created Date: 2023/07/28 | Date of creation of file |
Updated Date: 2023/08/02 | |
UGI#: | Unique Client Identifier number |
Family Name: | Family name of Principal Applicant |
Given Name: | Given name of Principal Applicant |
Type: Criminality | Criminality |
Status: Passed - Bio | Started, not started, complete |
Validity Date: | 2 years after Created Date |
Status Updated Date: 2023/08/02 | Date of status update |
ATTACHMENTS | |
ATTACHMENTS: 0 | |
CRIMINALITY HISTORY | |
CRIMINALITY HISTORY: 0 | |
POLICE CERTIFICATES | Official documents verifying an individual's criminal record status. |
POLICE CERTIFICATES: 0 | |
SUB ACTIVITIES | |
SUB ACTIVITIES: 1 | |
Created Date: 2023/07/28 | |
Updated Date: 2023/07/31 UGI#: | |
Family Name: | |
Given Name: | |
Type: Biometrics - RCMP | |
Country: | |
Status: Received - | |
Validity Date: | |
Status Updated Date: 2023/07/31 | |
Due Date: 2023/08/12 | |
BIOMETRICS | |
Previous Result: | |
RCMP Purge: | Removal or deletion of records by the Royal Canadian Mounted Police. |
Biometrics#: | Biometrics number |
Biometrics Review: | Examination of unique physical characteristics for identification purposes. |
ENROLMENT: | |
IRCC #: | |
Biometrics#: | |
Location: | |
Name: | |
Country: Nigeria | |
Code: | |
Type: VAC | |
Date: 07/31/2023 09:13:55 | |
By: | |
Fingerprint Quality | Regarding the quality of the fingerprint |
Fingerprint Quality: Good | Assessment of fingerprint clarity and detail |
UGI/FOSS ID: | Unique identification number or system identifier |
Photo: Y | |
RCMP RESULTS: | Findings from the Royal Canadian Mounted Police |
New IID: Y | |
IID: | |
Ref#: | |
New FPS#: N | |
FPS#: | |
UGI/FOSS ID: | |
RCMP #: | |
NAME(S): 1 | |
Name(s): | |
Name: | |
DOB: | |
Gender: Male | |
Country of Birth: Unknown | |
Source: RCMP | |
ORGANIZED CRIME | Criminal activities coordinated by groups |
ORGANIZED CRIME: 0 | 0 |
MEDICAL | Pertaining to health or healthcare |
MEDICAL: 0 | 0 |
MISREPRESENTATION | Misrepresentation can result due to submitting fraudulent documents, falsifying documents, providing incorrect or misleading information, purposefully failing to disclose relevant details etc.] |
MISREPRESENTATION: 0 | |
MINISTERIAL RELIEF | |
MINISTERIAL RELIEF: 0 | |
INFO SHARING | Info-sharing is done based on the requirements of an application. If applicable, the field will show the status of info-sharing as “in progress,” “complete” or “not started“ |
INFO SHARING: 1 | |
Created Date: 2023/07/28 | Date of creation of file |
Updated Date: 2023/07/31 | |
UCI #: | Unique Client Identifier number |
Family Name: | Family name of Principal Applicant |
Given Name(s): | Given name of Principal Applicant |
Clien/Party: PA | PA/DEP (Principal Applicant/Dependent) |
Relationship: | Spouse, Common-law Partner, or blank |
Type: Biometric - FCC | Biometric - FCC/Biographic |
Partner: USA | USA, NZL, AUS, GBR |
Status: | No Reportable Trace, Complete, Complete - Not Reviewed, Exempt - Member - Partner CIT |
Validity Date: 2023/10/29 | |
Status Updated Date: 2023/07/31 | |
Due Date: 2023/07/29 | |
Correction Ref#: | Blank |
Correction Date: | Blank |
Urgent: N | Yes/No |
MATCHED RECORDS | |
REQUEST INFO | |
Family Name: | |
Given Name(s): | |
DOB: | |
Visa#: | |
Travel Doc#: | |
Travel Doc Country of Issue: | |
FINALISE APPLICATION | |
DOCUMENT ISSUANCE | |
DOCUMENT ISSUANCE: 0 | |
REFUSAL GROUNDS LEGACY | Historical reasons for denial |
REFUSAL GROUNDS LEGACY: 0 | |
REFUSAL GROUNDS | foreign national does not meet the obligations of the Immigration and Refugee Protection Act and its Regulations, including those listed under ,subsection A11 , paragraph A20(1)(b) ,subsection R179 or paragraphs R200(1)(b) or R216(1)(b) |
REFUSAL GROUNDS DETAILS: 1 | |
Created Date: 2017/05/24 | |
Updated Date: 2022/06/16 | |
Refusal Grounds: R216(1)(b) Intro Paragraph | |
Print Sequence: 1 | |
Description: | |
Comments: | |
Expiry Date: | |
REFUSAL GROUNDS DETAILS: 2 | |
Created Date: 2017/05/24 | |
Updated Date: 2022/06/09 | |
Refusal Grounds: R216(1)(b) Assets | |
Print Sequence: 2 | |
Description: | |
Comments: | |
Expiry Date: | |
REFUSAL LETTER DETAILS | Details of the all the visa refusals before this |
REFUSAL LETTER DETAILS: 1 | |
Created Date: 2017/05/24 | |
Created By: | |
Updated Date: 2022/06/09 | |
Updated By: | |
Description: | |
Paragraph Type: Refusal Letter Intro | |
Selected: Y | |
APPEALS AND LITIGATION | Details of the appeals made against the refusals |
IAD | |
IMMIGRATION APPEALS DIVISION: 0 | |
LITIGATION | |
LITIGATION: 0 | |
OTHER REOS | |
A39/A41 | |
A39/A41: 0 | |
VERIFICATION | |
VERIFICATION: 0 | |
EVENTS | |
EVENTS: 0 | |
EMPLOYMENT DETAILS | Information about an individual's work or job history. |
LMIA EXEMPT | |
LMIA EEXMPT: 0 | |
NOTES | |
NOTES | [All notes arranged from the most recent to oldest] |
NOTES: 1 | |
Created Date: 2023/09/13 | [Date of note creation] |
Updated Date: 2023/09/13 | |
Restricted: N | [Yes/No] |
Label: General | [General, EE Eligibility, Criminality, etc] |
Office: CORR | [GCMS-System, Centralized Intake Office, etc] |
Text: I have reviewed the application. | [Information/assessment written by Immigration Officer] |
I have considered the following factors in my decision. | |
NOTES: 2 | |
Created Date: 2023/09/13 | |
Updated Date: 2023/09/13 | |
Restricted: N | |
Label: General | |
Office: CORR | |
Text: Indicator: N/A | |
Processing Priority Word Flag: N/A | |
NOTES: 3 | |
Created Date: 2023/09/13 | |
Updated Date: 2023/09/13 | |
Restricted: N | |
Label: General | |
Office: CORR | |
NOTES: 4 | |
Created Date: 2023/08/01 | |
Updated Date: 2023/08/01 | |
Restricted: N | |
Label: General | |
Office: CORR | |
Text: RROC Mission Support application pre-check completed./ CORR Soutien aux missions a complete | |
le polissage de cette demande. | |
NOTES: 5 | |
Created Date: 2023/07/31 | |
Updated Date: 2023/07/31 | |
Restricted: N | |
Label: General | |
Office: SMGC-systeme | |
Text: Name on Application changed: | |
Old Value(s): | |
New Value(s): | |
NOTES: 6 | |
Created Date: 2023/07/28 | |
Updated Date: 2023/07/28 | |
Restricted: N | |
Label: General | |
Office: SMGC-systeme | |
Text: Signed By/ Signe Par: |
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