GUIDES TO GCMS (Global Case Management System)
1. What is GCMS?
Answer: GCMS - a new case processing system by CIC that replaces CAIPS which will be fully
implemented by April 2011. Missions will process new cases in GCMS and complete
processing of existing cases in CAIPS. .
2. When is the best time to order CAIPS/GCMS?
Answer: from Caipsretriever.com
a. Before receiving your Acknowledgment of Receipt (AOR). If you have not received your AOR
then your CAIPS file will probably not have been created yet. But, requesting your CAIPS notes can
confirm whether the visa office has started processing the application or not, especially when there are
delays in sending out AORs.
b. After receiving your AOR. The preliminary points assessment will indicate whether your application
is evaluated accordingly to your expectations. For any problems, you have the opportunity to send an
additional documentation before a formal assessment. The BFD will indicate when to expect a formal
assessment of your application.
c. After receiving an invitation to an interview. The visa officers' notes will indicate why an interview is
required. During the interview it is crucial to address the visa officers' concerns, as outlined in the
notes.
d. After passing medicals and paying the Right of Permanent Residence fee (RPRF)
The normal reasons for delays after medical/RPRF are Canadian Security and Intelligence Service
(CSIS) security checks or processing errors. The CAIPS file will indicate if security checks have
been completed, and what other steps are outstanding if any.
e. Detecting and resolving processing errors. Obtaining your CAIPS notes allows you to check
your application for such errors or omissions and to resolve them early.
f. ADDITIONAL... when you already exceed the 6-9months processing time.
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>
