IRCC to Provide Enhanced Transparency for Rejected Applications
The Global Case Management System (GCMS) is a comprehensive database used by the Immigration, Refugees and Citizenship Canada (IRCC) to manage immigration applications. Canadian citizens, permanent residents, and individuals physically present in Canada can request GCMS notes for a more detailed understanding of IRCC's decision-making process regarding their applications.
GCMS notes contain the most comprehensive information available to applicants, including application details, officer observations, and processing updates. These notes are particularly valuable for applications that receive Officer Decision Notes, which are tied to specific subjects in a procedure and concern administrative decisions related to project applications, funding applications, or other matters requiring a formal decision by an authority.
Applications that receive Officer Decision Notes include Temporary Resident Visas (excluding eTAs and TRPs), visitor records, study permits, and work permits. However, it's important to note that for applications made through the new IRCC Portal, Officer Decision Notes are not yet available.
For applicants outside Canada, requesting GCMS notes involves using a representative and providing a signed consent form. The process begins with providing relevant application details and submitting an Access to Information and Privacy (ATIP) request. A $5 fee is also required.
Once an application passes the R-10 completeness check, the earliest an applicant can request GCMS notes. It's worth noting that requesting GCMS notes after the application processing has started will usually yield more detailed notes.
IRCC and the Canada Border Services Agency are involved in the process of GCMS notes. Both organisations are generally required to respond within 30 days of an ATIP request, but can request additional time based on the complexity of the case.
Certain portions of the Officer Decision Notes may be omitted on a case-by-case basis due to security, privacy, or other concerns. However, IRCC has started including Officer Decision Notes with refusal letters for temporary resident applications, effective from July 29, 2025. Additionally, IRCC will proactively include Officer Decision Notes with the refusal letter when an application is refused.
In conclusion, GCMS notes provide applicants with valuable insights into the decision-making process of their immigration applications. By understanding the process and knowing when and how to request GCMS notes, applicants can better navigate the immigration system and make informed decisions about their applications.
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