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Home > Understanding GCMS Notes
The wait time for an application for immigration (temporary or permanent) to Canada, before receiving a decision, can go anywhere between a few weeks to several months, and even years in some cases. It can therefore become nerve wracking to not be able to know the progress of the application and to know if there are any problems with it. Others receive a refusal on their application, and cannot know the details that led to the decision.
The only way to know the most detailed information of an application is by ordering GCMS notes. Below is a complete guide to understanding what they are, and how to interpret them. A sample is also given as to see what the notes look like.
The only way to know the most detailed information of an application is by ordering GCMS notes. Below is a complete guide to understanding what they are, and how to interpret them. A sample is also given as to see what the notes look like.
What are GCMS Notes?
The GCMS (Global Case Management System) is a system used by Immigration, Refugees and Citizenship Canada (IRCC) to process immigration and citizenship applications. It is also used by the Canada Border Services Agency (CBSA).
The system contains a detailed record of each applicant’s file, including correspondence to and from IRCC, documents received from the applicant, detailed notes from the officers reviewing the file, and other relevant information. |
GCMS notes are considered to be the only option for applicants to get the most accurate and exhaustive view of their immigration file. With your right to get a copy of these notes, you can thus be caught up with the status of your application, and take any steps necessary to increase the chances of your application getting approved.
You can find a sample of what unfilled GCMS notes look like in the corresponding section below.
You can find a sample of what unfilled GCMS notes look like in the corresponding section below.
How to apply for GCMS Notes?
The GCMS notes are issued under the Access to Information Act or the Privacy Act, which is a federal law allowing any person to get access to information about them from the federal government.
In order to be allowed to apply for the notes, you have to be a Permanent Resident or a Canadian Citizen. If you are not, you can still get your notes, but you will have to go through a representative that is either a Permanent Resident or a Canadian Citizen. This representative will apply for an Access to Information Act or Privacy Act request on your behalf.
You can order your GCMS notes with Just For Canada.
In order to be allowed to apply for the notes, you have to be a Permanent Resident or a Canadian Citizen. If you are not, you can still get your notes, but you will have to go through a representative that is either a Permanent Resident or a Canadian Citizen. This representative will apply for an Access to Information Act or Privacy Act request on your behalf.
You can order your GCMS notes with Just For Canada.
How long does it take to receive the GCMS Notes?
Immigration, Refugees and Citizenship Canada (IRCC) and the Canada Border Services Agency (CBSA) both have 30 civil days to respond to an Access to Information Act or a Privacy Act request. However, this period may be extended for a reasonable period of time if:
A time extension may take place if consultations are necessary to comply with the request. If the required time extension is greater than 30 days, IRCC or CBSA will notify the applicant about the extension and its length. However, time extensions are rarely sent by IRCC and CBSA since the important increase in GCMS Notes requests.
There is no way to expedite the process, and hiring a lawyer or consultant does not have any value added in reducing the processing times.
With the exponential increase of requests these past few years, delays beyond 30 days are more and more common. The following data shows the percentage of completed Access to information Act and Privacy Act requests from IRCC and CBSA based on completion time (data from April 1, 2022 to March 31, 2023).
Please note that these figures only represent the past and not how IRCC or CBSA are currently processing GCMS Notes requests.
- the request is for a large number of records, or
- the request requires a search through a large number of records and meeting the original time limit would unreasonably interfere with the operations of the government institution.
A time extension may take place if consultations are necessary to comply with the request. If the required time extension is greater than 30 days, IRCC or CBSA will notify the applicant about the extension and its length. However, time extensions are rarely sent by IRCC and CBSA since the important increase in GCMS Notes requests.
There is no way to expedite the process, and hiring a lawyer or consultant does not have any value added in reducing the processing times.
With the exponential increase of requests these past few years, delays beyond 30 days are more and more common. The following data shows the percentage of completed Access to information Act and Privacy Act requests from IRCC and CBSA based on completion time (data from April 1, 2022 to March 31, 2023).
Please note that these figures only represent the past and not how IRCC or CBSA are currently processing GCMS Notes requests.
IRCC
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CBSA
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When to order GCMS Notes?
For permanent residence (PR) applications, you can order GCMS notes as soon as the R10 completeness checks stage. R10 refers to Regulation 10 of the Immigration and Refugee Protection Act, and is the phase of the processing of your application where IRCC checks that all the information and documentation is complete. This stage is usually done within 1 month of applying to IRCC.
The right time to order GCMS notes for PR applications would be around on the 2nd to 3rd months after applying.
You can also order GCMS notes after your application for a temporary residence visa or permanent residence has been processed and a decision has been reached by IRCC (positive or negative). If the decision was negative, the GCMS notes will let you in on the reasoning of the immigration case officers behind the refusal.
The right time to order GCMS notes for PR applications would be around on the 2nd to 3rd months after applying.
You can also order GCMS notes after your application for a temporary residence visa or permanent residence has been processed and a decision has been reached by IRCC (positive or negative). If the decision was negative, the GCMS notes will let you in on the reasoning of the immigration case officers behind the refusal.
Who can apply for GCMS Notes?
If you ever applied to IRCC (or CIC in the past), then IRCC and CBSA have a GCMS file on you that you can request. Immigration applications can be:
- Permanent residence: Express Entry, Family Sponsorship, Atlantic Immigration Pilot, Start-up visa, etc.,
- Temporary residence: Tourist/Visitor Visas, Study Permits, Work Permits, etc.
What do I need to apply for GCMS Notes?
To apply for GCMS notes, your application number is mandatory. The UCI (Unique Client Identifier) number is also asked for a more reliable processing of the request, but is not mandatory. Below are definitions and ways to find these two numbers:
The difference between the two numbers is that the application number is application-specific, and the UCI number is client-specific.
For example, for Express Entry, you can get your application number as soon as you enter into the pool of applicants, and can easily be found on IRCC's correspondence and directly on your online IRCC profile. For the UCI number, it will appear in your online profile around a month after the beginning of the processing of your Express Entry application.
- The application number is created as soon as you file an application with IRCC, and you can have multiple application numbers if you filed multiple immigration applications. It consists of one letter followed by a number of digits (usually 9). This is how application numbers are categorized:
- Beginning with E (such as E012345678) are economic immigration applications, including Express Entry.
- Beginning with EP (such as EP012345678) are Provincial Nominee Program (PNP) applications.
- Beginning with F (such as F012345678) for family sponsorship applications.
- Beginning with S (such as S012345678) are study permit applications.
- Beginning with W (such as W012345678) are work permit applications.
- Beginning with V (such as V012345678) are temporary resident visa (TRV), visitor record or Electronic Travel Authorization (eTa) applications.
- Beginning with D (such as D012345678) for temporary resident permit applications.
- Beginning with C (such as C012345678) for citizenship applications.
- Beginning with H (such as H012345678) are for Humanitarian and Compassionate considerations applications.
- Beginning with L (such as L012345678) for refugee claimant applications.
- Beginning with G (such as G012345678) for refugee resettlement applications.
- Beginning with RHB (such as RHB012345678) for rehabilitation applications.
- Beginning with N (such as N012345678) for removal orders.
- The UCI number is given to an applicant only after processing of their application has started, and there can only be one UCI number per applicant even if the applicant files more than one application (as opposed to the application number). The number usually consists of 8 digits separated by one hyphen (0123-4567) or 10 digits separated by two hyphens (12-3456-7890).
The difference between the two numbers is that the application number is application-specific, and the UCI number is client-specific.
For example, for Express Entry, you can get your application number as soon as you enter into the pool of applicants, and can easily be found on IRCC's correspondence and directly on your online IRCC profile. For the UCI number, it will appear in your online profile around a month after the beginning of the processing of your Express Entry application.
GCMS Notes from IRCC or CBSA?
Below is a table summarizing the main differences between applying for GCMS Notes from IRCC or from CBSA:
IRCC | CBSA | ||
---|---|---|---|
Agency | Immigration, Refugees and Citizenship Canada (IRCC) is the department of the Government of Canada with responsibility for matters dealing with immigration to Canada, refugees, and Canadian citizenship | The Canada Border Services Agency (CBSA) is a federal law enforcement agency that is responsible for border control, immigration enforcement, and customs services in Canada | |
Contents | Status update of the file, the officers electronic notes and/or the reason for refusal | Same information as IRCC but may include additional information that is usually redacted by IRCC under statutory exemptions | |
IRCC or CBSA? | There can be situations when requesting from CBSA may be a better choice: - your application is in progress and you want more information about Security Screening - you were found inadmissible and were refused entry to, or removed from Canada - you want maximum possible information about your file and want information from IRCC and CBSA |