Understanding the immigration process can be complex as it involves many documents and systems. The two basic systems used by immigration authorities in Canada are GCMS (Global Case Management System) and CAIPS (Computer-Assisted Immigration Processing System).
GCMS Notes are detailed comments made by immigration officers of Canada during the processing of an immigration application. They can provide insights into the status of an application and reasons for delays. They also highlight any concerns or issues raised by the immigration officer.
CAIPS is an old system that was used by Canadian immigration officers before the implementation of GCMS. It is a computerized system. It stores information about immigration and visa applications. Like GCMS, CAIPS was designed to assist immigration officers in processing applications efficiently. It contained information such as details about the application, notes made by officers, and reasons behind decisions.
Just like GCMS, individuals can request their CAIPS notes through Access to Information (ATIP) requests. These notes give a detailed view of the application process.
In this detailed guide, we will explore the importance of GCMS and CAIPS. Additionally, we will discuss how to apply for CAIPS and access GCMS notes online. Let’s start!
What are CAIPS Notes?
The CAIPS Notes give information related to your Visa applications. They are in electronic format. The CAIPS stands for Computer-Assisted Immigration Processing System. In most cases, these notes apply in cases of refusal from the Canadian embassy. They provide details about your application and reasons why it is lacking.
As an applicant, you can access these CAIPS notes to determine the status of your file in Visa Processing. It generally gives a clear idea of why there has been a delay or decline in your application.
These notes are monitored by CIC (Citizenship and Immigration Canada). They check the documentation and authenticity of details filled in by the applicant
Who can apply for CAIPS Notes?
You can apply for CAIPS Notes if you have not received any response from the authorities or want to know why your file has been declined. You can apply for CAIPS (Computer Assisted Immigration Processing System) Notes through a registered approved consultant. They deal with student visas and temporary or permanent residence. Also, visitor visas, and employment authorization in Canada are considered.
When Can You Apply for CAIPS Notes?
You can apply for CAIPS Notes only after your visa processing has reached a particular stage. This depends on the type of visa you have applied for. For example, if you have moved an application for Permanent Residence in Canada, you can apply for CAIPS after 2 to 3 months. This is because the documents pass the R10 completeness check stage, only after a month of application.
How to apply for CAIPS Notes?
Before applying for CAIPS notes, it is advisable to be in the presence of a registered and approved consultant. They can assist you throughout the process. It is also because they can let you know of things that you might not be aware of. Nonetheless, you can apply for CAIPS notes on your own as well. The process includes:
Request CAIPS from CIC or IRCC
Download the application kit from GCMS (Global Case Management System notes).
Fill out the CAIPS file check application form along with the consent form- IMM5744 and sign it.
Send the complete form via e-mail or fax.
Make the required payments.
You must possess two numbers unique to your visa application: Application Number and Unique Client Identifier (UCI) number. The Application Number is compulsory. The UCI number is client-specific, while the application number changes from applicant to applicant.
Processing time for CAIPS Notes
Usually, it takes around 30-60 days of processing time for CAIPS Notes. However, if the IRCC (Immigration, Refugees and Citizenship Canada). has a lot of requests, they will notify you about the extension. Interpretation of CAIPS Notes is also available. This is because of the unclear and technical language of the notes. It takes 5-6 working days for interpretation after the notes arrive.
Why apply for CAIPS notes?
To determine the File Status
If you are anxious about the status of your file in Visa processing, you can apply for the notes to determine the prospects of your file and take action accordingly.
Information about the Filed Documents
In case you are unsure about your documentation, you can check the CAIPS Notes to see if you have missed anything.
Refusal and Reapplication
The CAIPS Notes tell you where your application lacks and what you can improve while reapplying.
The Immigration officers enter their notes/concerns about applications in GCMS. Global Case Management System (GCMS) is an electronic data management system used by Immigration, Refugees, and Citizenship Canada (IRCC) to process applications both from overseas and within Canada.
Usually, a refusal letter does not provide much information about the officer’s concerns. GCMS notes are especially important to know the actual refusal reasons for a refused application.
How to make a request under the Access to Information Act?
The Access to Information and Privacy Act is a law that allows people to have access to Canadian Government documents. If you want to get access to those documents, you need to place an ATIP request. However, to be eligible to apply for GCMS Notes from IRCC, you must either be a Canadian Citizen, a Canadian Permanent Resident, or an individual or company present in Canada.
The GCMS Notes tracking system usually contains the following information:
The correspondence to and from IRCC.
The detailed notes of the IRCC immigration officers who reviewed the application.
Supporting documents of the applicant.
Why Should you request GCMS Notes?
If you get access to GCMS Notes, 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 coming interview.
If the visa is refused, you will find a detailed reason for the refusal. In case you decide to re-apply, the information you get from the GCMS Notes will ensure that you prepare a better application. This increases the chances of getting approval.
With GCMS Electronic Notes, you can cross-check if you or your representative (an immigration consultant, or lawyer) have not made any errors in your application.
With GCMS notes and/or document requests, you can double-check if you have submitted 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. However, there is no limit on the number of times you can get GCMS Notes. The following information can help you decide on the best time to get your GCMS Notes.
If your application is taking longer than usual, you should apply GCMS Notes.
If your application has been refused, the GCMS Notes will give you a better idea of the reason the IRCC immigration officer used it as a basis for rejecting your application.
For Permanent Residence (PR) applications, it is best to request your GCMS Notes immediately after your application crosses the R10 completeness checks stage. R10 denotes Regulation 10 of the Immigration and Refugee Protection Act (IRPA). This is a difficult review stage of your application’s processing.
This review stage is done within one month of applying to IRCC. So the perfect time to order GCMS Notes for PR applications would be in the second or third month after you have submitted the application.
How long does it take to receive the GCMS Notes?
IRCC may process the GCMS Notes request within 30 days. However, in some situations, extensions may be taken for limited and specific reasons. These are 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.
How to apply for GCMS Notes?
You can apply for GCMS Notes online or by mail.
Difference between CAIPS and GCMS
CAIPS Notes were used before to get all the information on a visa applicant’s file. Today that system is replaced by GCMS. CAIPS is used as a database now. GCMS notes come under the Access to Information and Privacy Act.
How to Request the Access to Information Act?
You need to send a request to Immigration, Refugees and Citizenship Canada (IRCC) under the Access to Information Act (ATI) to:
Get information about IRCC
Get personal information submitted by a representative, where the client (with their consent) is not a Canadian citizen, permanent resident, or here in Canada.
The fee for requests under the Access to Information Act is $5.00. To send a request you must be a Canadian citizen, a permanent resident of Canada, or an individual or corporation currently in Canada.
How to apply for GCMS Notes CANADA?
Requests for GCMS Notes can be submitted (either by the principal applicant or an authorized representative) either online or by mail through official IRCC channels.
The fee for an ATIP request (and by extension a GCMS note) is $5 CAD, whether submitted online or by mail.
CAIPS Notes Canada Fees
The fees for CAIPS notes can vary. The fee is around CAD 5. However, fees may change, so it’s recommended to check the latest information on the official website.
CAIPS Notes Canada Fees in India
The fees for CAIPS Notes are generally consistent, regardless of the applicant’s location. You need to check with the official authorities or the visa office in India for the most up-to-date information.
How to Track CAIPS Notes Status in Canada?
CAIPS Notes status can be tracked through the official website. You can also contact the relevant visa office. However, you may need specific information from your CAIPS file to track the status effectively.
How Much Does It Cost to Get GCMS Notes Canada?
The fees for obtaining GCMS (Global Case Management System) Notes in Canada can also vary. It is around CAD 5, but fees may change. The applicant needs to check the official website or contact the appropriate authorities for the latest information.
CAIPS Notes Canada Processing Time
CAIPS processing time can vary based on factors such as the complexity of your case and the workload of the immigration office. Mostly it takes a few weeks to receive CAIPS Notes.
How to Apply for CAIPS Notes by Mail?
To apply for CAIPS notes, you generally need to submit a request in writing. This includes your details and the specific information you are looking for. The request is usually sent by mail to the appropriate visa office.
Canadian Student Visa Processing Time 2023
The processing time for Canadian student visas can keep changing. It’s influenced by factors such as the type of application, the volume of applications, and individual circumstances. You can check the official processing time on the Immigration, Refugees, and Citizenship Canada (IRCC) website or contact the visa office for the latest information.
Finally, when dealing with CAIPS Notes, GCMS Notes, or any immigration-related processes in Canada, it’s important to stay updated with the latest information from official sources. Processing times and fees may change, and it’s advisable to communicate directly with the relevant authorities for the latest details. You need to ensure that you follow the proper procedures given by the immigration office. This is done to avoid any delays or complications in your application process.
Frequently Asked Questions
GCMS, or the Global Case Management System, is an immigration tracking system used by the Government of Canada. It contains detailed information about immigration and visa applications. You need to submit a formal request through the official website of the Immigration, Refugees and Citizenship Canada (IRCC) and pay the processing fee.
CAIPS is another system that provides detailed information about your immigration or visa application for Canada. To apply for CAIPS notes, you also need to submit a formal request through the Access to Information and Privacy (ATIP) process. You can do this online through the official website of IRCC. You will be required to pay a processing fee.
The fees for obtaining GCMS and CAIPS notes are determined by the Access to Information and Privacy (ATIP) office. The fee is around $5 CAD for each request.
GCMS and CAIPS Notes provide detailed information about the status and progress of your visa application. After receiving the Notes, you can review the information to understand the reasons for any delays or denials.
While GCMS and CAIPS Notes provide valuable insights into the status of your application. They do not directly influence the processing time.
If you are not a permanent resident/citizen of Canada then you will not be able to obtain the notes by yourself. Only ICCRC immigration consultants or lawyers are authorized to order GCMS notes for a fee.
A request can be made anytime after you have received your file number. It will help you to act in advance and avoid any visa rejections.
No, without a file number, you cannot request GCMS Notes. UCI number is optional. You can find these numbers on any letter issued by CIC or in your online CIC application.