FORMAT OF GCMS NOTES:
APPLICATION: <immigration file#>
Created Date: <date local embassy received files from CIC>
Created by: <vo codename>
Updated Date: <time/date when the apps is last updated>
Updated by: <vo codename>
Primary Office: <local embassy>
Secondary Office:
App#: <immigration file number>
App Status: <open, or close>
App Status Reason: <In- progress, close,open>
Rec'd Date: <date when the local embassy received the application>
Rec'd Via: <Mail>
Lock-In Date: <date when CIC received/open the apps>
Category: <FC1,FC3,FC4, FC6, FCC,FCE,FCH, etc> Family class category
< Latest VO assessment goes here>
Special Programs
Corrspond Lang: <english, other language>
Interview Lang: <english, other language>
Cost Recovery: <complete, deferred, etc>
RPRF: <complete, deferred, etc>
Overpayment: <no, yes,...>
Restricted Notes: <no, yes..>
Prospective App Delete Date: < if withdrawn>
Name: <Name of sponsored applicant>
DOB: <date of birth>
# of Client: <no. of applicants>
# of Potential Visas: <depend on # of client>
Province of Destination: <destination declared in apps>
City of Destination:
CSQ File#:
FOSS Doc#:
Associated App:
FAMILY CLASS SPONSORSHIP
SPR Correspond Lang:
CSC Date:
If eligible:
Misrepresentation:
Family Size:
SA's Met for:
Status:
REFUGEE
Processing Priority
Financial Support
Access Via:
Referral #:
ECONOMIC
HRSDC File#:
Available Funds (CAD):
Net Worth (CAD):
Sub Eval:
Facilitator:
Ministerial Instruction Criteria:
Ministerial Instruction:
PNC INFORMATION
PNC#:
Issuance Date:
Valid To:
Stream:
Other Stream Description:
ASSESSMENTS → this is the summary of the application. You can see the overall status here if completed or not.
Eligibility: <not started, started, complete>
Security: <not started, started, complete>
HIRV: <not started, started, complete>
Criminality: <not started, started, complete>
Org Crime: <not started, started, complete>
Medical: <passed, failed, complete>
Misrepresentation: <not started, started, complete>
Other Reqs:
Final:
PAPER FILE
Office:
Paper File #:
Location: <visa office>
APPLICATION ASSIGNMENT
Assigned To: <VO code name>
Assigned By: <VO code name>
Due Date:
SECONDARY OFFICE(S)
SECONDARY OFFICE(S): 0
SPECIAL PROGRAM
SPECIAL PROGRAM: 0
MINISTERIAL INSTRUCTION CRITERIA
MINISTERIAL INSTRUCTION CRITERIA: 0
CLIENT DETAILS
CLIENT DETAILS:1 ( for sponsored person)
Created Date: <date when apps was received by CIC>
Create By: <Vo code name>
Updated Date:
Updated By: <Vo code name>
Client/Party: <PA>
UCI/Party ID:
Relationship:
Other Relationship Desc:
Acc:
Name: <name of sponsored person>
Gender: <male, female>
DOB: <date of birth>
DEP Type:
Dep Type Other Desc:
Effective Date: <date when CIC received apps>
Expiry Date:
Disassoc Reason:
Other Disassoc Desc:
Counterfoil Required: <yes, no>
Security: <started, not started, complete >
HIRV:
Criminality: <started, not started, complete >
Medical : <passed, failed>
Misrepresentation:
Min Relief - Security:
Min Relief - HIRV:
Min Relief - Org Crime:
Citizenship: <country of citizenship>
CoR: <country of origin>
Place of Birth (City/Town):
Country of Birth:
Marital Status: <spouse, common-law, conjugal>
Country of Refuge:
Sponsor Lenght (months):
Searched By: <vo code name>
Searched Date:
Travel Doc #: <passport number>
Travel Doc Expiry Date: <passport expiry date>
Travel Doc Country of Issue : <country where passport was issued>
Official Language: <english, or other language>
Can Communicate English:
Can Communicate French:
# of Years of Education:
Level of Education:
NOC:
Occupation:
Telephone #:
Fax #:
E-mail:
CSQ INFORMATION
Individual Ref#:
Issuance Date:
Valid To:
ADDRESS
Type: <mailing>
Country:
Apt/Unit#:
Street #:
Street Address:
Streer Address2:
PO Box:
City/Town:
Province/State:
District:
Postal Code:
CLIENT DETAILS: 2 (for sponsor)
Created Date: <date when apps was received by CIC>
Create By: <VO code name>
Updated Date:
Updated By: <Vo code name>
Client/Party: <PA>
UCI/Party ID:
Relationship:
Other Relationship Desc:
Acc:
Name: <name of sponsor>
Gender: <male, female>
DOB: <date of birth>
DEP Type:
Dep Type Other Desc:
Effective Date: <date when CIC received apps>
Expiry Date:
Disassoc Reason:
Other Disassoc Desc:
Counterfoil Required: <yes, no>
Security: <started, not started, complete >
HIRV:
Criminality: <started, not started, complete >
Medical : <passed, failed>
Misrepresentation:
Min Relief - Security:
Min Relief - HIRV:
Min Relief - Org Crime:
Citizenship: <country of citizenship>
CoR: <country of origin>
Place of Birth (City/Town):
Country of Birth:
Marital Status: <spouse, common-law, conjugal>
Country of Refuge:
Sponsor Lenght (months):
Searched By: <vo code name>
Searched Date:
Travel Doc #: <sponsor's passport number>
Travel Doc Expiry Date: <passport expiry date>
Travel Doc Country of Issue : <country where passport was issued>
Official Language: <english, or other language>
Can Communicate English:
Can Communicate French:
# of Years of Education:
Level of Education:
NOC:
Occupation:
Telephone #:
Fax #:
E-mail:
CSQ INFORMATION
Individual Ref#:
Issuance Date:
Valid To:
ADDRESS → Address of sponsor
Type: <mailing>
Country:
Apt/Unit#:
Street #:
Street Address:
Streer Address2:
PO Box:
City/Town:
Province/State:
District:
Postal Code:
PARTY DETAILS
PARTY DETAILS: 0
Details of ASSESSMENT goes here.
ELIGIBILITY
ELIGIBILITY ASSESSMENT
ELIGIBILITY ASSESSMENT: 1
Created Date:
Created By: <Vo code name>
Updated Date:
Updated By: <Vo code name>
UCI:
Family Name: <surname of sponsored person>
Given Name: <name of sponsored person>
Type: Eligibility
Status: <started, not started, complete>
Status Updated by: <vo code name>
Status Date:
Updated By: <vo code name>
Due Date: < 1 year from when the application was filed> ⇐deadline
Assigned To: <vo code name>
Assigned Date:
Assigned By: <vo code name>
Activity # :
Total Points:
WORK EXPERIENCE
WORK EXPERIENCE: 0
ARRANGED EMPLOYMENT
ARRANGED EMPLOYMENT: 0
ADMISSIBILITIES
SECURITY
SECURITY:1
Created Date:
Created By:
Updated Date:
Updated By:
UCI #:
Family Name: <surname of sponsored person>
Given Name: <name of sponsored person>
Type: Security
Status: <started, not started, complete>
Validity Date:
Status Updated by: <vo code name>
Status Updated Date:
Assigned By: <vo code name>
Assigned To: <vo code name>
Due Date: < 1 year from when the application was filed> ⇐deadline
Activity # :
ATTACHMENTS
ATTACHMENTS: 0
SUB ACTIVITES
SUB ACTIVITIES: 0
HIRV
HIRV: 0
CRIMINALITY
CRIMINALITY
CRIMINALITY:1
Created Date:
Created By:
Updated Date:
Updated By:
UCI #:
Family Name: <surname of sponsored person>
Given Name: <name of sponsored person>
Type: Security
Status: <started, not started, complete>
Validity Date:
Status Updated by: <vo code name>
Status Updated Date:
Assigned By: <vo code name>
Assigned To: <vo code name>
Due Date: < 1 year from when the application was filed> ⇐deadline
Activity # :
ATTACHMENTS
ATTACHMENTS: 0
CRIMINALITY HISTORY
CRIMINALITY HISTORY: 0
POLICE CERTIFICATES
POLICE CERTIFICATES: 0
SUB ACTIVITIES
SUB ACTIVITIES: 0
ORGANIZED CRIME
ORGINAZED CRIME: 0
MEDICAL
MEDICAL: 1
Created Date:
Created By:
Updated Date:
Updated By:
UCI #:
Family Name: <surname of sponsored person>
Given Name: <name of sponsored person>
Type: Medical
App Status: PASSED
Validity Date:
Status Updated by: <vo code name>
Status Updated Date:
Assigned By: <vo code name>
Assigned To: <vo code name>
Due Date: < 1 year from when the application was filed>
Activity #:
IME #:
UMI:
Assessed For: PR
Reason For Closure:
RMO:
M Profile:
Description: <EDE, ED, IMA, IME, EFE,EFC> → Medical decision by VO
S Profile:
Description:
MOF Rationale Exist: <yes, no>
MOF Review:
Valid Until: <1yr from date of medical exam>
MISREPRESENTATION
MISREPRESENTATION: 0
MINISTERIAL RELIEF
MINISTERIAL RELIEF: 0
FINALIZE APPLICATION
DOCUMENT ISSUANCE
DOCUMENT ISSUANCE: 0
REFUSAL GROUND
REFUSAL GROUND: 0
CORRESPONDENCE
OUTGOING → Document request come from CIC to applicant
OUTGOING: 1
Created Date:
Created By:
Updated Date:
Updated By:
Create Office: <local embassy>
UCI #:
Request to Issue: <Letter>
Document Type: <AOR>
Status: <sent>
Assigned To: <vo code name>
Assigned By: <vo code name>
Due Date:
All Rec'd: <yes, no>
Via:
Via Details:
Name: <name of sponsored person>
Status Updated by: <vo code name>
Status Updated Date:
Sent By: <vo code name>
Sent Date:
Printed By:
Printed Date:
ITEM(S) REQUESTED
ITEM(S) REQUESTED: 0
ATTACHMENTS
ATTACHMENTS: 0
INCOMING → Documents received by CIC/visa office from applicant
INCOMING: 1
Created Date:
Created By:
Updated Date:
Updated By:
Create Office: <local embassy>
Item: <Passport/Travel Documents>
Item For: <PA>
Comments:
Due Date:
Status: <started, not started>
Via:
Via Details:
Received By:
Received Date:
Replied By:
Replied Date:
Status Updated By: <vo code name>
Status Updated Date:
Letter ID:
OTHER REQS
H & C
H & C: 0
A39-A41
A39-A41:0
VERIFICATION
VERIFICATION: 0
MATCHING CENTRE
MATCHING CENTRE: 0
EVENTS
EVENTS: 0
PAYMENTS
PAYMENTS: 0
FEES
FEES: 1 ( for processing fee FPC)
FEES: 2 ( for RPRF)
ASSOCIATIONS
APPLICATIONS & CASES
APPLICATION & CASES : 0
ORGANIZATIONS & ENTITIES
ORGANIZATION & ENTITIES: 0
GROUPS
HISTORY
APPLICATION STATUS Remarks: application sequence is arrange from very recent Apps1 to
oldest - Apps N.
APPLICATION STATUS: 1
App Status: <open, close>
App Status Reason: <In progress, completed>
Other Reason Desc:
Leave Decision:
Leave Decision Date:
Decision:
Decision Date:
Office:
Updated Date:
Updated By: <vo code name>
APPLICATION STATUS: 2
App Status: <open, close>
App Status Reason:
Other Reason Desc:
Leave Decision:
Leave Decision Date:
Decision:
Decision Date:
Office:
Updated Date:
Updated By: <vo code name>
APPLICATION:
APPLICATION:1
Field Name: <medical>
Action: <Updated>
Old Value: In Progress
New Value: PASSED
Updated Date:
Updated By: <vo code name>
Office: <visa office>
APPLICATION:2
Field Name:
Action:
Old Value:
New Value:
Updated Date:
Updated By: <vo code name>
Office: <visa office>
APPLICATION:3
Field Name:
Action:
Old Value:
New Value:
Updated Date:
Updated By: <vo code name>
Office: <visa office>
APPLICATION: 4..... TO ..APPLICATION : N
(Remarks: Activities is in order from very recent Activity1 to oldest - Activity N )
ACTIVITY
ACTIVITY: 1
UCI:
Name: <name of sponsored person>
Sub Activity/Activity Type: <Medical>
Status: <Passed>
Updated Date:
Updated By: <vo code name>
Office: <visa office>
ACTIVITY: 2
UCI:
Name: <name of sponsored person>
Sub Activity/Activity Type: <Medical>
Status: <In-Progress>
Updated Date:
Updated By: <vo code name>
Office: <visa office>
ACTIVITY: 3 to.... ACTIVITY: N
UCI:
Name: <name of sponsored person>
Sub Activity/Activity Type: <Medical>
Status: <In-Progress>
Updated Date:
Updated By: <vo code name>
Office: <visa office>
PAPER FILE
PAPER FILE: 1
Created Date:
Create By: <vo code name>
Updated Date:
Updated By: <vo code name>
Primary: <yes, no>
Office: <visa office>
Paper File#:
Location:
App Status: <open, close>
Archive Date:
FOSS: <yes, no>
(Remarks: Paper File History is arrange from very recent- History 1 to oldest- History N)
PAPER FILE HISTORY
PAPER FILE HISTORY: 1
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Office: <visa office>
Paper File#:
File Status:
Location: <registry>
Archive Date:
Transfer ID:
Transfer Outcome: <received>
PAPER FILE HISTORY: 2
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Office: <cpp ottawa>
Paper File#:
File Status:
Location: <In transit>
Archive Date:
Transfer ID:
Transfer Outcome: <transferred>
Remarks :
- Arrange from very recent - Notes1 to the oldest - Notes N
- The “TEXT” in the last line of NOTES are information/assessment written by VO
- Every inquiry or follow-ups on the application are log as notes in the application file.
NOTES
NOTES: 1
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: < xxx & xxx where here for follow-up on application and to submit additional docs. Advised that apps is currently queued for review by an officer.> - Follow-up by applicant noted in apps
NOTES: 2
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: < any information coming from vo related to application>
NOTES: 3
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: <emailed recvd date CIC confirming receipt of RPRF payment. Updated in GCMS.
Post Original Message---- From: xxxx Sent: xxx
NOTES: 4
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: Docs received <date> . Informing payment of RPRF
NOTES: 5
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: Doc received <date> - passport, appendix A, police clearance, advisory of marriage
NOTES: 6
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: INITIAL REVIEW ***** APPLICATIONS: FC1 x1, <nationality>, overseas, with 2x dependent,
include lock-in date: 2011/xx/xx <<RPRF : deferred>>
SPONSOR: Previous sponsorships/relationship/children declared: NONE, Sponsor landed on
XXXX/XX/XX as XXX. Now CC.
( Assessment of VO written here based from the application submitted)
NOTES: 7
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: Electronic Record Check Results: No FOSS Hit, No Previous Record in CAIPS that is not
reflected in FOSS. No prior GCMS record.
NOTES: 8
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: File received in XXXX from CPP-O by XXX in XXX/xx/xx. AOR/DOC rerequesting following
documetation: Appendix A, Orig. passport, police clearance & advisory of marriage.
Medicals in GCMS. Filed refer to PA review team for initial Screening review.
NOTES: 9
Created Date:
Created By: <vo code name>
Updated Date:
Updated By: <vo code name>
Restricted: <no, yes>
Label: <general>
Office: <visa office>
Text: <Application received date by CIC goes here>
https://docs.google.com/document/d/17KrJmBgFUS4UakcSu8ecSQnZn0z9UGmxc9oJ7WOP4LM/mobilebasic?pli=1
Might be helpful for interpreting the codes
