Sample GCMS File

(Global Case Management System)

Updated January 1, 2022

https://discord.gg/gU5sQrfJqS
APPLICATION: [Immigration application file number. Example: E123456789]

Created Date: [Date application was received by IRCC]

Created by: [Immigration officer’s code. Example: MC12345]
Updated Date: [Time/date when the application was last updated]
Updated by: [Immigration officer’s code. Example: MC12345]
Primary Office: [Office that will issue your passport request (PPR), usually your local embassy]
Secondary Office: [Office that will assess your application]
App#: [Immigration application file number. Example: E123456789]
App Status: [Open/Closed]
App Status Reason: [In-progress, approved, or refused]
Rec'd Date: [Date when Primary Office received the application]
Rec'd Via: [On-Line/Mail (How the application was received at the Primary Office)]
Lock-In Date: [Date when IRCC opened the application]
Category: [Immigration category (Family class, Skilled worker, etc)]
Sub-Category: [Usually Blank]
Group Name: [Usually Blank]
Group #: [Usually Blank]
Special Program(s): [Usually Blank]
Correspond Lang: [English/other language]
Interview Lang: [English/other language or just blank if no interview required]
Cost Recovery: [Complete, deferred, etc]
RPRF: [(Right of Permanent Residence Fee) Complete, Deferred, Outstanding]
Overpayment: [Yes/No]
Restricted Notes: [Yes/No]
Prospective App Delete Date: [Date of application withdrawal, if applicable]
Name: [Name of principal applicant]
DOB: [Date of birth of principal applicant (yyyy/mm/dd)]
# of Client: [Number of applicants (principal + dependents)]
# of Potential Visas: [Number of visas to be issued depending on number of applicants]
Province of Destination: [As declared in application]
City of Destination: [As declared in application]
CSQ File#: [Certificat de Sélection du Québec (CSQ) file number, if applicable]
FOSS Doc#:
Associated App:

FAMILY CLASS SPONSORSHIP

SPR Correspond Lang: [English/other language]
CSC Date:
If eligible:
Misrepresentation:
Family Size:
SA's Met for:
Status:

REFUGEE
Processing Priority
Financial Support
Access Via: Referral #:

ECONOMIC
HRSDC File#: [Human Resources & Skills Development Canada confirmation #]
Available Funds (CAD): [Funds you declared in your application]
Net Worth (CAD):
Sub Eval:
Facilitator:
Ministerial Instruction Criteria:
Ministerial Instruction:

PNC INFORMATION
PNC#: [Provincial nomination letter number, if applicable]
Issuance Date: [Provincial nomination letter issuance date, if applicable]
Valid to: [Provincial nomination letter expiration date, if applicable]
Stream: [Provincial stream you were nominated under, if applicable]
Other Stream Description:

ASSESSMENTS [Summary of the application]

Eligibility: [Not started, started, complete]
Security: [Not started, started, complete, cancelled]
HIRV: [Not started, started, complete, cancelled]
Criminality: [Not started, started, complete, cancelled]
Org Crime: [Not started, started, complete, cancelled]
Medical: [Passed, failed, complete, cancelled]
Misrepresentation: [Usually blank]
Other Reqs:
Final: [Approved, Refused, or blank]

PAPER FILE
Office:
Paper File #:
Location: [Immigration office]

APPLICATION ASSIGNMENT
Assigned To: [Immigration officer’s code. Example: MC12345]
Assigned By: [Immigration officer’s code. Example: MC12345]
Due Date:
SECONDARY OFFICE(S)
SECONDARY OFFICE(S): 1
Created Date:
Created By:
Updated Date:
Updated By: RC
Code: Office
Name:
SPECIAL
PROGRAM
SPECIAL
PROGRAM: 1
Created Date:
Created By:
Updated Date:
Updated By:
Primary: [Yes, no]
Description:

MINISTERIAL INSTRUCTION CRITERIA

MINISTERIAL INSTRUCTION CRITERIA: 1
Created Date:
Created By:
Updated Date:
Updated By:
Primary: [Yes, no]
Description:

CLIENT DETAILS

CLIENT DETAILS:1 [For Primary applicant or Sponsored Person]

Created Date: [Date application was received by IRCC]
Create By: [Immigration officer’s code. Example: MC12345]
Updated Date:
Updated By: [Immigration officer’s code. Example: MC12345]
Client/Party: [Principal applicant (PA)]
UCI/Party ID: [Unique Client Identifier number or Party ID]
Relationship: [Spouse, Common-law partner, Child, Parent, etc]
Other Relationship Desc:
Acc: [(Accompanying spouse or partner) Yes, No, N/A]
Name: [Name of Principal Applicant]
Gender: [Male/Female]
DOB: [Date of birth of Principal Applicant]
DEP Type:
Dep Type Other Desc:
Effective Date: [Date when IRCC opened the application]
Expiry Date:
Disassoc Reason:
Other Disassoc Desc:
Counterfoil Required: [Yes/No]
Security: [Started, not started, complete, cancelled]
HIRV:
Criminality: [Started, not started, complete, cancelled]
Medical : [Passed, failed, cancelled]
Misrepresentation:
Min Relief - Security:
Min Relief - HIRV:
Min Relief - Org Crime:
Citizenship: [Country of citizenship of Principal Applicant]
CoR: [Country of birth of Principal Applicant]
Place of Birth (City/Town):
Country of Birth:
Marital Status: [Spouse, common-law, conjugal, etc]
Country of Refuge:
Sponsor Length (months):
Searched By: [Immigration officer’s code. Example: MC12345]
Searched Date:
Travel Doc #: [Passport number of Principal Applicant]
Travel Doc Expiry Date: [Passport expiry date of Principal Applicant]
Travel Doc Country of Issue : [Country where passport was issued for Principal Applicant]
Official Language: [English/other language]
Can Communicate English: [Yes/No]
Can Communicate French: [Yes/No]
Official Language Proficiency Test:[Yes/No]
# of Years of Education: [# of postsecondary education, in years]
Level of Education:
NOC: [National Occupational Classification (NOC) number]
Occupation: [NOC code occupation name]
Telephone #:
Fax #:
E-mail:

Biometrics
IRCC#: [Biometrics number]
Assessment: [Complete]
Other Description:
 Info: [Received]
Review:

Refugee Determination
Determination Decision:
Determined by:
Determination Date:
Reference #:
IRB Office:

CSQ INFORMATION [Certificat de Sélection du Québec (CSQ) file number, if applicable]

Individual Ref#:
Issuance Date:
Valid To:

ADDRESS
Type: [Mailing]
Country:
Apt/Unit#:
Street #:
Street Address:
Street Address2:
PO Box:
City/Town:
Province/State:
District:
Postal Code:

CLIENT DETAILS: 2 [For dependants or sponsor]

This section will have the exact same sub-sections as Client Details: 1. There will be Client Details for each
dependent or sponsor.

PARTY DETAILS [Details of your representative]

PARTY DETAILS: 1
Created Date:
Created By:
Updated Date:
Updated By:
Client/Party:
UCI/Party ID: [Unique Client Identifier number or Party ID]
Relationship:
Other Relationship Desc:
 Acc:
Name:
Gener:
DOB:
Effective Date:
Expiry Date:
Disassoc Reason:
Other Disassoc Descrip:

AUTHORIZED REPRESENTATIVE
Status:
Province/Territory:
Membership #: Expiry
Date:

ADDRESS
Type:
Country:
Apt/Unit #:
Street #:
Street Address:
Street Address 2:
PO Box:
City/Town:
Province/State:
District:
Postal Code:
Telephone #: Fax
#:
E-mail:

ELIGIBILITY

ELIGIBILITY
ELIGIBILITY ASSESSMENT: 1
Created Date: [Date of creation of file]
Created By: [Immigration officer’s code. Example: MC12345]
Updated Date: [Date of update of file]
Updated By: [Immigration officer’s code. Example: MC12345]
UCI: [Unique Client Identifier number]
Family Name: [Family name of Principal Applicant]
Given Name: [Given name of Principal Applicant]
Type: [Eligibility, Selection, etc]
 Status: [Started, not started, complete]
Status Updated by: [Immigration officer’s code. Example: MC12345]
Status Date: [Date of status update]
Updated By: [Immigration officer’s code. Example: MC12345]
Due Date: [Bring forward date (date the file will be looked at again)]
Assigned To: [Immigration officer’s code. Example: MC12345]
Assigned Date: [Date the file was assigned to an immigration officer]
Assigned By: [Immigration officer’s code. Example: MC12345]
Activity # :

There will be 6 potential sub-sections such as Work Experience, PNC Details, Provincial endorsement letter,
Language(s), Education, and Job offer.

Express Entry applicants will also have sub-sections for Language(s) Employment History, and Education.

ADMISSIBILITIES

SECURITY
SECURITY: 1
Created Date: [Date of creation of file]
Created By: [Immigration officer’s code. Example: MC12345]
Updated Date: [Date of update of file]
Updated By: [Immigration officer’s code. Example: MC12345]
UCI: [Unique Client Identifier number]
Family Name: [Family name of Principal Applicant]
Given Name: [Given name of Principal Applicant]
Type: [Security]
Status: [Started, not started, complete]
Validity Date: [Blank]
Status Updated by: [Immigration officer’s code. Example: MC12345]
Status Updated Date: [Date of status update]
Assigned By: [Immigration officer’s code. Example: MC12345]
Assigned To: [Immigration officer’s code. Example: MC12345]
Due Date: [Bring forward date (date the file will be looked at again)]
Activity # :

SECURITY: 2 [For other members of the family]

This section will have the exact same sub-sections as SECURITY: 1 but for other members of the family.

HIRV
HIRV: [0 (Human and International Rights Violations)]
CRIMINALITY
CRIMINALITY:1
Created Date: [Date of creation of file]
Created By: [Immigration officer’s code. Example: MC12345]
Updated Date: [Date of update of file]
Updated By: [Immigration officer’s code. Example: MC12345]
UCI: [Unique Client Identifier number]
Family Name: [Family name of Principal Applicant]
Given Name: [Given name of Principal Applicant]
Type: [Criminality]
Status: [Started, not started, complete]
Validity Date: [2 years after Created Date]
Status Updated by: [Immigration officer’s code. Example: MC12345]
Status Updated Date: [Date of status update]
Assigned By: [Immigration officer’s code. Example: MC12345]
Assigned To: [Immigration officer’s code. Example: MC12345]
Due Date: [Bring forward date (date the file will be looked at again)]
Activity # :

CRIMINALITY: 2 [For other members of the family]

This section will have the exact same sub-sections as CRIMINALITY: 1 but for other members of the family.

ORGANIZED CRIME
Organized Crime: [0]

MEDICAL
MEDICAL: 1
Created Date: [Date of creation of file]
Created By: [Immigration officer’s code. Example: MC12345]
Updated Date: [Date of update of file]
Updated By: [Immigration officer’s code. Example: MC12345]
UCI: [Unique Client Identifier number]
Family Name: [Family name of Principal Applicant]
Given Name: [Given name of Principal Applicant]
Type: [Medical]
Status: [Started, not started, complete]
Validity Date: [1 year after medical exam date]
Status Updated by: [Immigration officer’s code. Example: MC12345]
Status Updated Date: [Date of status update]
Assigned By: [Immigration officer’s code. Example: MC12345]
Assigned To: [Immigration officer’s code. Example: MC12345]
Due Date: [Bring forward date (date the file will be looked at again)]
Activity #:
IME #: [Immigration Medical Exam Number]
UMI: [Upfront Medical Identification Number]
Assessed For: [All]
IME Status: [Assessed]
IME Status Reason: [Granted]
RMO: [Regional Medical Office]
M Profile: [Medical code] learn more
Description: [Medical code description] learn more
M Profile: [Surveillance code] learn more
Description: [Surveillance code description] learn more
MOF Rationale Exist: [Medical Observations & Furtherance Yes/No]
MOF Review: [Blank if “No” above]
Valid Until: [1 year after medical exam date]
IMM Type: [EDE/Non EDE (Excessive Demand Exempt)]
UMI Type: [Worker, etc]
Expected Date of Delivery: [Date of delivery if Principal Applicant or Spouse is pregnant]

Medical: 2 [For other members of the family]

This section will have the exact same sub-sections as MEDICAL: 1 but for other members of the family.

MISREPRESENTATION
Misrepresentation: [0]

MINISTERIAL RELIEF
Ministerial Relief: [0]

INFO SHARING
Info Sharing :1
Created Date: [Date of creation of file]
Created By: [Immigration officer’s code. Example: MC12345]
Updated Date: [Date of update of file]
Updated By: [Immigration officer’s code. Example: MC12345]
UCI: [Unique Client Identifier number]
Family Name: [Family name of Principal Applicant]
Given Name: [Given name of Principal Applicant]
Client/Party: [PA/DEP (Principal Applicant/Dependent)]
Relationship: [Spouse, Common-law Partner, or blank]
Type: [Biometric - FCC/Biographic]
Partner: [USA, NZL, AUS, GBR]
Status: [NRT, Complete, Complete - Not Reviewed, Exempt - Member - Partner CIT]
Validity Date:
 Status Updated by: [Immigration officer’s code. Example: MC12345]
Status Updated Date: [Date of status update]
Assigned By: [Immigration officer’s code. Example: MC12345]
Assigned To: [Immigration officer’s code. Example: MC12345]
Due Date: [Bring forward date (date the file will be looked at again)]
Activity # :
Correction Ref #: [Blank]
Correction Date: [Blank]
Urgent: [Yes/No]

INFO SHARING: 2 [For other members of the family]

This section will have the exact same sub-sections as INFO SHARING: 1 but for other members of the family
included in the application and for other types of info sharing.

FINALIZE APPLICATION

DOCUMENT ISSUANCE
Document Issuance: [Documents issued after application approval/blank]

REFUSAL GROUND
Refusal Ground: [Information related to the refusal of your application/blank]

CORRESPONDENCE

OUTGOING [Document, communication, or request sent from IRCC to applicant]

OUTGOING: 1
Created Date:
Created By:
Updated Date:
Updated By:
Create Office: [Local embassy]
UCI #:
Request to Issue: [Letter]
Document Type: [AOR (Acknowledgement of Receipt)]
Status: [Sent]
Assigned To: [Immigration officer’s code. Example: MC12345]
Assigned By: [Immigration officer’s code. Example: MC12345]
Due Date:
All Rec'd: [Yes/No]
Via:
Via Details:
Name: [Name of Principal Applicant]
 Status Updated by: [Immigration officer’s code. Example: MC12345]
Status Updated Date:
Sent By: [Immigration officer’s code. Example: MC12345]
Sent Date:
Printed By:
Printed Date:

ITEM(S) REQUESTED ITEM(S)

Requested: [0]

ATTACHMENTS
Attachments: [0]

INCOMING [Document, communication, or request sent from applicant to IRCC]

INCOMING: 1
Created Date:
Created By:
Updated Date:
Updated By:
Create Office: [Local embassy]
Item: [Passport/Travel Documents]
Item For: [Primary applicant (PA)]
Comments:
Due Date:
Status: [Started, not started]
Via:
Via Details:
Received By:
Received Date:
Replied By:
Replied Date:
Status Updated By: [Immigration officer’s code. Example: MC12345]
Status Updated Date:
Letter ID:

OTHER REQS

H&C
H & C: [0]

A39-A41
A39-A41: [0 (Inadmissibility on Financial or Non-Compliance Grounds)]
 VERIFICATION
Verification: [0]

MATCHING CENTRE
Matching Centre: [0]

EVENTS

EVENTS
Events: [0]

PAYMENTS

PAYMENTS
Payments: [0]

FEES

FEES: 1 [Biometrics, Right of Permanent Residence Fee, Processing Fee, etc]

ESDC

This section will contain details regarding the Labour Market Impact Assessment (LMIA) issued by Employment
and Social Development Canada (ESDC)

ASSOCIATIONS

APPLICATIONS & CASES

APPLICATION & CASES : 0

ORGANIZATIONS & ENTITIES

ORGANIZATION & ENTITIES: 0

HISTORY

APPLICATION STATUS [All status updates arranged from the most recent to oldest]
Application Status: 1
Created Date: [Usually blank]
Created By: [Usually blank]
Updated Date: [Usually blank]
Updated By: [Usually blank]
App Status: [Candidate]
App Status Reason: [Open, Application Received, Invitation Sent, Invitation Pending, etc]
Other Reason Desc: [Usually blank]
Leave Decision: [Usually blank]
Leave Decision Date: [Usually blank]
Decision: [Usually blank]
Decision Date: [Usually blank]
Office: [GCMS-System, Centralized Intake Office, etc]

Application Status: 2
This section will have the exact same sub-sections as Application Status: 1 but for other updates

APPLICATION:
Application:1
Created Date: [Usually blank]
Created By: [Usually blank]
Updated Date: [Usually blank]
Updated By: [Usually blank]
Field Name: [Medical, Eligibility, Criminality, Security, etc]
Old Value: [In Progress, Passed, Complete, etc]
New Value: [In Progress, Passed, Complete, etc]
Office: [GCMS-System]

Application: 2
This section will have the exact same sub-sections as Application: 1 but for other application types

FEES
Fees: 1
Created Date: [Usually blank]
Created By: [Usually blank]
Updated Date: [Usually blank]
Updated By: [Usually blank]
Fee ID: [Code ID of fee]
Name: [Full name of Principal Applicant or Dependents]
Field Name: [Fee Status]
Old Value: [Paid, Exempt]
New Value: [Outstanding, blank]

Fees: 2
This section will have the exact same sub-sections as Fees: 1 but for other fees

ACTIVITY
 Activity: 1
Created Date: [Usually blank]
Created By: [Usually blank]
Updated Date: [Usually blank]
Updated By: [Usually blank]
UCI: [Unique Client Identifier Number]
Name: [Full name of Principal Applicant or Dependents]
Sub Activity/Activity Type: [Medical, Eligibility, Criminality, Security, etc]
Field Name: [Status]
Old Value: [In Progress, Passed, Complete, etc]
New Value: [In Progress, Passed, Complete, etc]
Office: [Visa office

Activity: 2
This section will have the exact same sub-sections as Activity: 1 but for other members of the family and types of
activities

EDOCS

EDOCS
Edocs: 1
Document #: [Document number]
eDoc #: [Document number if uploaded online]
Attachment Name: [Name of document]
Document Type: [Form, Incoming Correspondence, Relationship, Admissibility, etc]
Document Subtype: [IMM5786, Passport, National ID, Medical, etc]
Country of Issue: [If applicable]
Issue Date: [If applicable]
Expiry Date: [If applicable]
Uploaded Date: [Date the document was uploaded]
Uploaded By: [Usually a system]
Uploaded Office: [If it wasn’t uploaded by applicant]
Uploaded Source:

EDocs: 2
This section will have the exact same sub-sections as Edocs: 1 but for other documents

NOTES [All notes arranged from the most recent to oldest]

NOTES: 1
Created Date: [Date of note creation]
Created By: [Immigration officer’s code. Example: MC12345]
Created Date: [Date of note update]
Updated By: [Immigration officer’s code. Example: MC12345]
Restricted: [Yes/No]
Label: [General, EE Eligibility, Criminality, etc]
Office: [GCMS-System, Centralized Intake Office, etc]
Text: [Information/assessment written by Immigration Officer]

Notes: 2
This section will have the exact same sub-sections as Notes: 1 but for other members of the family included in
the application and other types of activities.