Global Case Management System (GCMS) is an electronic data management system used by Immigration, Refugees and Citizenship Canada (IRCC) to process the applications both from overseas and within Canada. Immigration officers enter their notes/concerns about applications in GCMS.

Usually, refusal letter issued from IRCC is generic and do not provide much information about officer’s concerns. GCMS notes are especially important to know the actual refusal reasons of a refused application.

The Access to Information and Privacy Act is a law that allows people to have access to Canadian Government documents. If you intend to get access to those documents, you need to place an ATIP request. To be eligible to apply GCMS notes from IRCC, you must be either a Canadian Citizen, a Canadian Permanent Resident, or an individual or corporation present in Canada.

The GCMS notes tracking system contain following information

• The correspondence to and from IRCC.
• The detailed notes of the IRCC immigration officers who reviewed the application.
• All the applicant’s supporting documents.

Why Should you request for GCMS Notes?

Depending on your situation, the primary reasons why you should get your GCMS Notes are:

• You have a better perspective of the status of your IRCC application. This is beneficial as the knowledge can help you proactively prepare for a document request from IRCC or help you prepare for any impending interview.
• In the case of a visa refusal, you will find a detailed reason for the refusal. Therefore, if you decide to re-apply, the information you have gotten from the GCMS Notes will ensure that you prepare a better application, thereby increasing the chances of your getting approval.
• With a GCMS Electronic Notes, you can cross-check if you or your representative (e.g., immigration consultant, lawyer, etc.) have not made any errors in your application.
• With a GCMS notes and/or document request, you can double-check if you or your representative have submitted/uploaded accurate application documents.

When should you apply for GCMS notes?

The best time to apply GCMS notes depends on the type and stage of application. Keep in mind that there is no limit on the number of times you can get GCMS notes. However, the following information can help you decide on the best time to order your GCMS Notes.

• If your application is taking longer than usual, you should apply GCMS notes to know what may be causing the delay?
• If your application has been refused, the GCMS Notes will give you a better perspective on the rational the IRCC immigration officer used as a basis in deciding on a denial.
• For Permanent Residence (PR) applications, it is best to request your GCMS notes immediately your application crosses the R10 completeness checks stage. R10 denotes Regulation 10 of the Immigration and Refugee Protection Act (IRPA). This is a rigorous review stage of your application’s processing, whereby an immigration officer checks that all your documentation and information is complete. Typically, this phase is done within one month of applying to IRCC. The perfect time to order GCMS Notes for PR applications would be in the second or third month after submitting your application.

How long does it take to receive the GCMS Notes?

IRCC may process the GCMS notes request in 30 days. In some situations, extensions may be taken for limited and specific reasons, listed in Section 9 of the Access to Information Act and Section 15 of the Privacy Act.

What do you need to apply for GCMS Notes?

You need to have your application number and Unique Client Identification (UCI) number (optional) to apply for GCMS Notes.