2137 calgary highlanders · 4.08 temporary issue card (dnd 638) 4.09 logistik unicorp orders 4.10...
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2137 CALGARY
HIGHLANDERS
STANDARD OPERATING PROCEDURES
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2137 CALGARY HIGHLANDERS STANDARD OPERATING PROCEDURES Issued by: B. Wood Captain Commanding Officer 1. These SOP’s apply to all Corps personnel, including attachments. 2. These orders are not exhaustive; any suggestions for improvement or changes to these orders should be submitted to the Commanding Officer through the appropriate channels. 3. All staff and cadets are required to read and be familiar with these orders as they apply to them. Questions regarding these orders will be directed to the Commanding Officer. 4. These standing orders are effective 12 May 2003. B.Wood Captain Commanding Officer
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DISTRIBUTION LIST CO Trg O A/Trg O Admin O Pers O Fin O Sup O A/Sup O Band O Biathlon O Pioneers O Marksmanship O RSM Cadet Liaison Officer Affiliated Unit Sponsor Committee Parent Committee Post File
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RECORD OF AMENDMENTS
DATE AMENDMENT SIGNATURE
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TABLE OF CONTENTS
CHAPTER 1
GENERAL
1.01 AIM 1.02 JURISDICTION 1.03 DISTRIBUTION AND AMENDMENT 1.04 UNIT ORGANISATIONAL CHART 1.05 COMMANDING OFFICER’S GUIDANCE 1.07 LEADERSHIP 1.08 DRESS 1.09 DEPORTMENT 1.10 COMBAT CLOTHING 1.11 PUBLIC RELATIONS/LIAISON 1.12 SECONDARY DUTIES ANNEX A
CHAPTER 2
DISCIPLINE & CONDUCT
2.01 GENERAL 2.02 CONDUCT 2.03 FOLLOWING OF ORDERS 2.04 PAYING OF COMPLIMENTS 2.05 SMOKING POLICY 2.06 UNLAWFUL DRUG USE 2.07 ALCOHOL USE 2.08 BANNED ITEMS 2.09 RESTRICTED ITEMS 2.10 DISCIPLINE 2.11 DISCIPLINARY PROGRESSION 2.12 DISCIPLINARY PROCESS 2.13 DEFAULTER'S PARADE 2.14 COUNSELLING 2.15 VERBAL AND WRITTEN WARNINGS 2.16 SUSPENSION 2.17 REDUCTION IN RANK 2.18 PERSONAL HARASSMENT 2.19 ABUSE 2.20 UNIT HUMAN RIGHTS ADVISOR (UHRA) 2.21 GRIEVANCE POLICY
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2.22 FRATERNISATION ANNEX A
CHAPTER 3
ADMINISTRATION
3.01 GENERAL 3.02 CORPS NOMINAL ROLL 3.03 STAFF NOMINAL ROLL 3.04 PHONE LIST 3.05 MEDICAL LIST 3.06 SELECTION FOR SUMMER COURSES 3.07 SICK PARADE 3.08 INJURIES/FIRST AID 3.09 ATTENDANCE 3.10 CHANGE IN PERSONAL INFORMATION 3.11 PARADE STATE 3.12 PLANNED ABSENCES 3.13 LEAVES OF ABSENCE 3.14 MAIL 3.15 DISTRIBUTION LISTS 3.16 FILE MAINTENANCE 3.17 INTAKE PROCEDURES 3.18 EXHAUST PROCEDURES 3.19 COMPUTER PROCEDURES 3.20 CORPS ANNUAL EFFICIENCY REPORT ANNEX A PARADE STATE ANNEX B ANNEX C ANNEX D
CHAPTER 4
SUPPLY 4.01 GENERAL 4.02 EXHAUST PROCEDURES 4.03 KIT CARD MAINTENANCE 4.04 EXCHANGES 4.05 ORGANIZATION 4.06 EQUIPMENT MAINTENANCE 4.07 WEAPON MAINTENANCE
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4.08 TEMPORARY ISSUE CARD (DND 638) 4.09 LOGISTIK UNICORP ORDERS 4.10 SUPPLY PURCHASING 4.11 REGIMENTAL KIT 4.13 EXERCISE & TRAINING EQUIPMENT 4.13 INVENTORY PROCEDURES 4.14 LIAISON WITH RQMS 4.15 LOAN PROCEDURES BETWEEN CORPS 4.16 INSURANCE OF NON-PUBLIC KIT AND EQUIPMENT 4.17 RECOVERY PROCEDURES 4.18 FILE MAINTENANCE 4.19 CADET RESPONSIBILITIES FOR CORPS UNIFORMS
AND EQUIPMENT 4.20 CHANGING AND FITTING POLICY 4.21 SECURITY OF CORPS STORES
CHAPTER 5
PERSONNEL
5.01 GENERAL 5.02 CHAIN OF COMMAND 5.03 PROMOTION 5.04 PROMOTION & APPOINTMENT BOARDS 5.05 EVALUATION 5.06 TERMS OF REFERENCE 5.07 ATTACHMENTS 5.08 CAREER MANAGEMENT ANNEX B
CHAPTER 6
TRAINING
6.01 GENERAL 6.02 ORGANISATIONAL CHART 6.03 AWARDS 6.04 MEDALS 6.05 TRAINING EXERCISES 6.06 EXERCISE/ACTIVITY OIC’S 6.07 LEVEL OFFICERS 6.08 ADHERENCE TO TIMINGS
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6.09 ADVANCING NEW RECRUITS DUE TO AGE 6.10 OPTIONAL TRAINING 6.11 CONDUCT OF AIR RIFLE RANGE 6.12 CITIZENSHIP 6.13 SPORTS PROGRAM 6.14 SUMMER TRAINING 6.14 TRAINING RECORDS 6.15 REPORTS AND RETURNS 6.16 CADET HARRASSMENT AND ABUSE PREVENTION
PROGRAM (CHAP) TRAINING 6.17 STAFF ORGANIZATION 6.18 NSCE PROGRAM 6.19 NEW RECRUITS 6.20 ANNUAL CEREMONIAL REVIEW 6.21 TRAINING ABSENCES 6.22 EXEMPT DRILL AND TRAINING 6.23 TRAINING AIDS 6.24 CORPS ANNUAL TRAINING PLAN 6.25 REFERENCE MATERIALS 6.31 TRAINING EQUIPMENT
CHAPTER 7
SECURITY & SAFETY
7.01 GENERAL 7.02 COMMANDING OFFICER’S SAFETY POLICY 7.03 CRISIS MANAGEMENT 7.04 EMERGENCY PHONE NUMBERS 7.05 CORPS SECURITY ORDERS 7.06 CORPS FIRE ORDERS 7.07 CORPS ENVIRONMENTAL ORDERS 7.08 KEY AUTHORISATION 7.09 WEAPON/AMMUNITION ACCESS 7.10 ACCESS TO CORPS AREAS 7.11 CONDUCT OF TRAINING 7.12 FIRST AID 7.13 SUPERVISION ANNEX A
CHAPTER 8
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FINANCE 8.01 GENERAL 8.02 FINANCE OFFICER 8.03 ANNUAL BUDGET 8.04 SPENDING FORECAST 8.05 SPENDING AUTHORITY 8.06 PURCHASING AND ORDERS
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CHAPTER 1 GENERAL 1.01 AIM The aim of these Standard Operating Procedures is to define for the information of all ranks of the Corps the standard procedures and orders that will be in force throughout the training year, and will not change frequently.
1.02 JURISDICTION These orders are issued under the authority of the Commanding Officer of the 2137 Calgary Highlanders. These orders have effect on all ranks on strength with the Corps, as well as any attachments in the same way as any order that is legally issued. 1.03 DISTRIBUTION AND AMENDMENT These orders are effective from the date of promulgation and will be given the necessary distribution, including posting on notice boards, to ensure that all ranks become familiar with them. Such knowledge and familiarity will be assumed from the date of promulgation and lack of such will not constitute excuse or contravention. Amendments as necessary will be promulgated in the same way as the Orders, and all the above references will apply equally to them. 1.04 UNIT ORGANISATIONAL CHART The Organisational Chart for the Corps is attached at Annex B. 1.05 COMMANDING OFFICER’S GUIDANCE From time to time, the Commanding Officer may issue a document that is intended to serve as a guide to all staff and cadets of the unit. This document is to be treated in the same fashion as Routine Orders in as much as the Guidance is a written version of the wishes of the Commanding Officer with regards to training and other Corps operations. This document will be a supplement to Corps Monthly Routine Orders. 1.06 SUPERVISION 1. Any activity that is on Corps Monthly Routine Orders will be supervised by an Officer, or another member of the Staff. There will be no exceptions unless authorised in writing by the Commanding Officer. 2. All staff and Non-Commissioned-Officers will make a vested effort to ensure
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that an appropriate level of supervision over subordinates is maintained at all times during training and other unit activities. This will ensure that accidents are few, that orders and regulations are being adhered to, and that the goals of the Corps Annual Training Plan are being achieved. 1.07 LEADERSHIP 1. All staff and NCO’s of the Corps are expected to practise a high level of leadership. It must be remembered that good leaders are made, not born. As well, in order to be a good leader, one must first be a good follower. 2. Any person in a leadership position in the Corps is expected to remember their obligations to the Corps, and to their subordinates. It is the responsibility of all ranks to develop the leadership potential of their subordinates. 1.08 DRESS 1. A high standard of dress is to be maintained at all times in accordance with the appropriate regulations and orders. Uniforms will be pressed and shone as appropriate. 2. The Training Officer is responsible for setting the dress for training activities. The only exceptions to this will be where the dress is set in Orders by the OPI. 3. The Company Sergeant-Major through the NCO’s, is responsible for ensuring that a high standard of dress is maintained. 1.09 DEPORTMENT 1. As members of the Canadian Cadet Movement (CCM), all members of the Corps are expected to maintain a high level of behaviour at all times. During all Cadet activities, Cadets will behave in a manner that reflects well on the CCM, the Affiliated Unit, and the Canadian Forces. 2. This standard of behaviour will be maintained at all times while in uniform. This means that from the time a Cadet leaves their home, until they return they are expected to behave as well trained Cadets. Any reported behaviour that fails to meet this standard may be subject to disciplinary action regardless of the location or time of the incident. When a Cadet is in uniform, they will act as a Cadet. 1.10 COMBAT CLOTHING 1. Combat Clothing is authorised for Field Training only. Exceptions to this must be approved by the Commanding Officer on recommendation from the Trg O.
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2. Cadets are not authorised to wear Regimental Slip-ons 1.11 PUBLIC RELATIONS/LIAISON All Corps personnel will keep in mind that the Commanding Officer is the only person with the authority to deal with the public, or to liase with outside groups such as the Sponsor. However, in the normal course of business the Commanding Officer will delegate the authority to other members of the staff. With this in mind, those who have been delegated such authority must keep the Commanding Officer regularly informed, and will under no circumstances commit the Commanding Officer or the Corps to anything without prior approval from the Commanding Officer. 1.12 SECONDARY DUTIES 1. The following secondary duties may be assigned to members of the staff on an annual basis:
a. Security Officer, b. Sports Officer, c. Unit Environmental Officer, d. Recruiting Officer, e. Public Information Officer (PIO), and f. Unit Human Rights Advisor (UHRA). 2. The following secondary duties may be assigned to NCO’s:
a. Sports N.C.O., b. Environmental N.C.O., and
c. Recruiting N.C.O. 3. These duties will rotate depending on availability and competence of staff and NCO’s.
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ANNEX A CHAPTER 1 2137 Cal High STANDING ORDERS CO’S DRESS WALKING OUT COMBAT PT GEAR OFFICERS Glen
Green CF Shirt Regimental Tie Cut-A-Way CIC Collar dogs CIC Shoulder titles Regimental buttons Name tag CIC Broach (Commissioned) Plaid (Commissioned) Argyll Kilt Kilt Panel w/ rosettes (Commissioned) Badger sporran (Commissioned) Purse sporran (Non Commissioned) Diced Hose Red flashes White spats Oxfords
Winter Glen Green CF shirt Dress sweater Name tag Slip-ons Argyll Kilt Black belt Purse sporran Lovett Hose Red Flashes Oxfords
Summer Glen Green CF shirt - short sleeve Name tag Slip-ons Argyll Kilt Black belt Purse sporran Lovett Hose Red Flashes Oxfords
Balmoral TOS Beret T-shirt Shirt Slip ons Name tag Pants Boots - Approved from the CO
T-shirt Shorts Socks Runners - Warm clothing depending weather
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SNR NCM’S Glen Green CF Shirt Regimental Tie or green Cut-A-Way Collar dogs Regimental buttons Name tag Brooch (RSM) Plaid (RSM) Argyll Kilt Badger sporran (RSM) Purse sporran (all other ranks) Diced Hose Red flashes White spats Oxfords
Winter Glen Green CF shirt Dress sweater Name tag Slip-ons Argyll Kilt Black belt Purse sporran Lovett Hose Red Flashes Oxfords
Summer
Glen Green CF shirt - short sleeve Name tag Slip-ons Argyll Kilt Black belt Purse sporran Lovett Hose Red Flashes Oxfords
TOS Beret T-shirt Shirt Slip ons Name tag Pants Boots - Approved from the CO
T-shirt Shorts Socks Runners - Warm clothing depending weather
JNR NCM’S Glen Beret Green CF Shirt Green tie Cadet Jacket w/ belt Cadet pants Wool or black socks Parade boots Name tag
Glen Beret Green CF Shirt - short sleeve Slip-ons Cadet pants Wool or black socks Parade boots Name tag
TOS Beret T-shirt Shirt Slip ons Name tag Pants Boots - Approved from the CO
T-shirt Shorts Socks Runners - Warm clothing depending weather
CIVILIANS Business casual Business casual T-shirt Shirt Slip ons - Civilian Name tag Pants Boots - Approved from the CO
T-shirt Shorts Socks Runners - Warm clothing depending weather
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CHAPTER 2 DISCIPLINE & CONDUCT 2.01 GENERAL 1. The Commanding Officer is responsible for the good order and discipline of the Corps. However, authority for the maintenance of discipline will be delegated to the members of the staff, and in selected cases to Senior NCO’s of the Corps. 2. No member of the Corps will “pass a fault”. It is the responsibility of all ranks to ensure that when a fault is noticed, that it is mentioned and corrected. All Officers and N.C.O.s will see that faults in subordinate ranks are corrected, while those of equivalent rank will make note to one another so as to advise fellow Officers and N.C.O.s of the situation. This is very important as large problems in a Corps very often begin as small ones. 3. The above principles will be adhered to in the maintenance of discipline. Any questions regarding discipline will be directed to the Commanding Officer. 2.02 CONDUCT All Unit personnel will conduct themselves in a manner to reflect credit upon the Cadet Corps, and the Canadian Cadet Movement whether in, or out of uniform. Improper conduct may result in the termination of Cadet service, reduction in rank, extra duties, or other action as ordered by the Commanding Officer. 2.03 FOLLOWING OF ORDERS All Staff and Cadets are responsible for following lawful orders quickly and efficiently. If a Staff member or a Cadet has a complaint, follow the order and then complain to the appropriate authority. Do not argue unless it is grossly unreasonable or inappropriate. In that case do not follow the order, and proceed directly to the appropriate authority.
2.04 PAYING OF COMPLIMENTS The following rules will apply with regards to the paying of compliments:
a. All staff will report to the CO at the beginning of each training night, and prior to departure,
b. Cadets will salute when entering or leaving the orderly room, stores,
or any other office space occupied by an Officer,
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c. Group/room will be called when an Officer or Civilian Instructor enters or leaves the classroom prior to and after instruction,
d. Group/room will be called during a lesson only for the Commanding Officer, or any Senior Officer, e. All persons will be referred to by their rank and surname at all times,
though NCO's may be referred to by their rank only,
g. Cadets are required to salute Officer Cadets by order of the Commanding Officer. They are Officers in training and will be respected accordingly,
d. Eyes right will only be called when practising for a parade, or when
paying compliments to a Senior Officer, and
e. It is the responsibility of all ranks to ensure that the paying of compliments is enforced. This is of prime importance in maintaining good order and discipline in the Corps.
2.05 SMOKING POLICY 1. There is no smoking by Cadets. 2.06 UNLAWFUL DRUG USE Cadets who are found to be in possession of, using, or distributing illegal drugs, i.e. Marijuana, will have their membership in the CCM terminated under the "Zero Tolerance Policy". 2.07 ALCOHOL USE 1. No member of the Corps shall consume alcohol during Cadet training. 2. Under no circumstances are Staff to consume alcohol in the presence of Cadets, or to deal with Cadets while under the influence of alcohol. 3. No member of the Corps shall arrive for training under the influence of alcohol. 4. No Cadet will attend an activity where alcohol is present. Exceptions will only be made in writing by the Commanding Officer. 5. Any contravention of this order will result in immediate disciplinary action to be determined by the Commanding Officer.
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2.08 BANNED ITEMS The following items are banned from the Local Headquarters unless permission is given by the Commanding Officer: a. radios of any kind, and b. knives. 2.09 RESTRICTED ITEMS The following items are banned from all cadet activities: a. drugs, b. alcohol, and
c. weapons of any description. Knives may be an exception if they are 4" or less, and are being used during a Day Exercise, or a Field Training Exercise.
2.10 DISCIPLINE GENERAL 1. From time to time the Commanding Officer and Staff must deal with disciplinary matters involving Cadets. Disciplinary matters can be one of the largest challenges for an Officer, and must be carefully thought out and properly implemented in order to ensure a fair and defensible process of discipline. 2. In order to ensure that disciplinary infractions are handled appropriately, all Staff must be familiar with this Standing Operating Procedures, as well as the PAI’s, and the appropriate action must be administered in consultation with the Commanding Officer. 3. Disciplinary infractions can be deemed to be of various levels of severity. While not all disciplinary infractions can be detailed in these SOP’s, the Commanding Officer will evaluate each infraction individually and thoroughly prior to taking action. Any infraction that puts the safety of an individual at risk will be handled expeditiously in order to ensure that safety is not further compromised. Staff must use their common sense in evaluating a situation and determining an appropriate course of action. 4. In matters of discipline all will keep in mind that discipline: a. is related to misbehaviour, b. deals only with the misbehaviour, c. does not humiliate, d. is thoughtful, e. represents no threat to the youth’s well being,
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f. uses action, g. means youth accepts responsibility for youth’s actions, h. is based on equality and respect, i. encourages youth to problem solve, j. demonstrates caring, and
k. teaches the good behaviour. 2.11 DISCIPLINARY PROGRESSION 1. The disciplinary process for our Corps will be as follows:
a. Informal warning, b. Defaulter’s Parade, c. Verbal Warning, d. Written Warning, e. Suspension, f. Reduction in Rank, g. Disciplinary Release from the Corps.
2. As a general rule, the above progression will be followed whenever possible. However, it is understood that depending on the situation the above process may be modified to fit with the individual case. But to do this the supervisor must be prepared to justify it. The Disciplinary Progression has been well thought out and prepared and it will only be altered if it can be justified.
2.12 DISCIPLINARY PROCESS 1. From time to time the Commanding Officer and Staff are required to deal with matters of misconduct. In the interest of implementing a fair process in disciplining Cadets, the following must be done:
a. the Cadet must be made clearly aware of the behaviour which has been found to be inappropriate and/or contrary to regulations, orders or instructions that have been issued,
b. specific details of when this behaviour was observed must be given, c. if the allegation is not clearly understood, explanation must be repeated
as often as necessary in language appropriate to the age and understanding of the Cadet,
d. the Cadet is to be asked to explain their understanding in their own words to confirm clear comprehension of the concern/allegation,
e. the Cadet must be given reasonable opportunity to consult with their parent/guardian in responding to disciplinary matters of a serious nature (defined in paragraph 3 below),
f. the Cadet must be given a reasonable opportunity to respond, and g. the Cadet must be assured that their explanation of the incident will be
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taken into account in the decisions to follow. 2.13 DEFAULTER'S PARADE 1. A defaulter's parade will be administered by the RSM every parade night as necessary, to be supervised by the Corps Duty Officer. The Duty Officer will make periodic checks to ensure that standards are being maintained, and that the administration of extra duties is not being abused. The following may be assigned as extra duties: a. litter pick up on the grounds of the Local Headquarters, b. shining the Corps flag poles, and c. any others as approved by the Commanding Officer. 2. These extra duties may only be assigned by the Regimental Sergeant-Major or Company Sergeant-Major, as recommended by the Platoon Warrants. Also, any member of the Staff may assign extra duties, but in co-operation with the RSM. 3. Extra duties are not to be over used. Every effort must be made to solve the problem using other means. Extra duties are only to be assigned once all other options have been exhausted. 2.14 COUNSELLING 1. The purpose of the counselling form is to provide a useful framework for structuring the counselling process, and for allowing the Commanding Officer a method for keeping track of who is being counselled and why. The Commanding Officer and the Administration Officer will be the only ones who have access to the completed counselling forms on file. 2. When a Cadet is counselled for either a positive, or a disciplinary reason, a Counselling form shall be used. Sections (1), (2), (3), and (4) are to be filled out by the Supervisor initiating the action. Section (5) is for the Cadet’s version of the incident or events. Upon completion of these sections, the form is to be submitted to the Commanding Officer for action. 3. Once the form is completed, the Commanding Officer will confirm or change the disposition as recommended by the Supervisor. The Commanding Officer will then pass the form back to the Supervisor to be actioned. This form will be kept on file for future reference. 4. Staff or Senior NCO’s (Platoon Warrant and above) may administer this form.
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2.15 VERBAL AND WRITTEN WARNINGS 1. Verbal and Written warnings may be issued to Cadets if counselling does not yield the desired results. The purpose of these warnings is to provide a framework that will allow the staff to provide a structured response to disciplinary problems, to make every effort to properly train Cadets, and to deal with problems before they get out of hand. As well, these warnings allow the Commanding Officer to keep track of disciplinary problems, and to take action when necessary. The Commanding Officer will action Written Warnings. 2. Staff or Senior NCO’s (Platoon Warrants and above) may issue Verbal and Written Warnings. 3. The following rules are to be followed:
a. The Verbal Warning is issued first. The Supervisor fills out the Verbal Warning form, referring to the procedure in Standing Order 2.11;
b. The Written Warning is issued last. The Supervisor fills out the
Written Warning form, as per the procedure outlined in Standing Order 2.11. At this stage the Cadet will be made aware by the Commanding Officer that any further action could result in loss of rank, position, or other consequences, and
c. if any further action is necessary, the supervising officer is to discuss
the case with the Commanding Officer who will decide the final disposition regarding the Cadet.
2.16 SUSPENSION
1. As a general rule, a Cadet may be suspended from the Corps after the following disciplinary measures have been taken and have not resulted in a change in behaviour:
a. Defaulter’s Parade, b. Counselling, c. Verbal Warning, and d. Written Warning.
2. This suspension will be no less than two weeks, and no more than four. As with other disciplinary measures, suspensions can be issued when deemed necessary depending on the seriousness of the infraction.
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2.17 REDUCTION IN RANK 1. Cadets may be reduced in rank by the Commanding Officer for many different reasons. If a Cadet is reduced in rank, then they will be told by the Commanding Officer in writing the reasons for the reduction in rank, and what can be done (if anything) to regain their previous rank or position. Ideally, this should be a learning experience, where the Cadet will have the opportunity to regain what they lost through hard work and dedication. 2. Any reduction in rank will be well thought out, and the Staff and Senior NCO’s will be consulted as applicable. 2.18 PERSONAL HARASSMENT The Canadian Cadet Movement has a no tolerance policy against all forms of harassment. Personal harassment includes, but is not limited to: sexual, physical, and verbal, in any form. All personnel are obligated to report any witnessed or suspected harassment to the Unit Human Rights Advisor (UHRA) or another member of the Staff. Suspected harassment will be investigated by the UHRA, and disciplinary action will be taken as necessary by the Commanding Officer on the advice of the UHRA. 2.19 ABUSE The Canadian Cadet Movement has a no tolerance policy against all forms of Abuse. Abuse includes, but is no limited to: sexual, physical, emotional, and neglect. All personnel are obligated to report any witnessed or suspected abuse to the Unit Human Rights Advisor (UHRA), or another member of the Staff. The UHRA will report suspected Abuse to the appropriate external agency for investigation.
2.20 UNIT HUMAN RIGHTS ADVISOR (UHRA) 1. The Unit Human Rights Advisor is responsible for the administration of the Cadet Harassment and Abuse Prevention Programme (CHAP) within the Corps, and for advising the Commanding Officer on all matters pertaining to Abuse and Harassment. 2. Any questions or problems regarding Abuse, Harassment, or the CHAP programme are to be directed to the UHRA. 2.21 GRIEVANCE POLICY 1. Within the Corps a Cadet may complain to their supervisor if they perceive that they have been wronged, and have not been given a satisfactory explanation. All supervisors will afford the grieving Cadet an opportunity to present their case prior to reaching a decision. The Cadet may request to see the next level supervisor (up to and including the Commanding Officer), should the supervisor’s decision not be favourable.
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Cadets should feel free to talk to any of the Staff if they have a problem. 2. However, not withstanding the above, no member of the Corps shall use the grievance process as an opportunity to appeal routine decisions. This process is meant only for those individuals who have a legitimate complaint. Petty complaints will be discouraged. 3. Finally, within the Corps, the Commanding Officer is usually the final avenue of appeal. However, if a Cadet still feels that they their grievance has not been satisfied, then they have the opportunity through their parents to have their grievance heard by the Corps Sponsoring Committee, and by the Chain of Command at the Regional Cadet Support Unit Pacific. As well, the Commanding Officer is always willing to hear the concerns of the parents directly. 2.22 FRATERNISATION 1. There is “Zero Tolerance” for fraternisation. Each case will be dealt through the CO.
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ANNEX A
2137 CAL HIGH COUNSELLING
Rank: _________ Surname and Initials: ____________________ Platoon: _____ 1. Reason(s) for Counselling: [ ] Misconduct [ ] Good Conduct [ ] Unsatisfactory Attitude [ ] Good Attitude [ ] Unsatisfactory Performance [ ] Good Performance [ ] Unsatisfactory Progress [ ] Good Progress [ ] Other (specify): ______________________________________ 2. Occurrence: [ ] First [ ] Second [ ] Third 3. Supervisor Explanation: 4. Recommendations for further training: ________ ____________________ Date Supervisor
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5. Cadet’s Remarks: 6. Commanding Officer’s Remarks: [ ] Approved [ ] Not Approved [ ] Other: ________________ __________ ______________ _____________________ Date Cadet Commanding Officer
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CHAPTER 3 ADMINISTRATION 3.01 GENERAL The proper administration of a Corps is very important to its’ success. For any Corps activity or function to happen the proper paperwork must be done. Therefore, this chapter is intended to provide a framework for the successful Administration of the Corps. 3.02 CORPS NOMINAL ROLL 1. A Nominal Roll will be kept containing the following information on every Cadet member of the Corps:
a. Surname, b. First name, c. Middle names, d. Full mailing address, e. E-Mail address, f. Home phone numbers, g. Work phone numbers of parents, h. Birth date, i. Rank, and j. Position in the Corps.
2. This Nominal Roll is to be kept as up to date as possible. This information is to be made available only as per need. 3.03 STAFF NOMINAL ROLL 1. A Staff nominal roll will be maintained with the following information:
a. Surname, b. Middle names, c. Full Mailing Address, d. E-Mail address, e. Home phone numbers, f. Work phone numbers, g. Rank, and h. Position in the Corps.
2. The Staff Nominal Roll is restricted to the Staff only. Other distribution will be determined by the Commanding Officer.
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3.04 PHONE LIST 1. A Phone List will be maintained with the following information:
a. Surname, b. First name, c. Middle Name, d. Rank, e. Position in the Corps, f. Platoon, and g. Section.
2. This list is to be maintained as up to date as possible. Updated lists should be distributed as per established distribution lists on a regular basis. 3.05 MEDICAL LIST 1. A Medical List will be maintained with the following information:
a. Surname, i. Health number, b. First Name, j. Family contact. c. Middle Name, d. Rank, e. Medications taken, f. Medical Problems, g. Allergies, and h. Special Medical needs,
2. This list is to be maintained as up to date as possible. This list will only be distributed as per established distribution lists. 3.06 SELECTION FOR SUMMER COURSES 1. Cadets will be nominated by the Commanding Officer to attend Summer Courses based on their:
a. performance in Star Level Training, b. percentage of attendance at Corps Activities, c. conduct, d. behaviour, e. attitude, and f. willingness and ability to attend the course.
2. Attendance at Summer Courses is a reward and a privilege, not a right.
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3.07 SICK PARADE At the beginning of each training night any Cadets who are feeling sick, or have a medical problem that will prevent them from fully participating in training will report to the Platoon Warrant for sick parade. The PL WO will report to the Admin O. After the third consecutive time on sick parade the Cadet will be required to provide a note from their parents. 3.08 INJURIES/FIRST AID 1. A First Aid kit will be present for all training conducted away from the local headquarters (LHQ). For LHQ training, a First Aid kit will be located in the Orderly Room, and in Supply. 2. Any injury is to be reported to the OPI of the activity immediately, so that a CF98 can be filled out if necessary, and the appropriate First Aid given. 3.09 ATTENDANCE 1. The following are mandatory activities that all cadets are required to attend:
a. Parade nights, b. All Mandatory Field Training Exercises, c. Poppy Tagging, d. Remembrance Day, e. The Annual Ceremonial Review, f. And any other activities that the Commanding Officer may
periodically designate as mandatory. 2. Attendance at all other Cadet activities is optional. However, all personnel should keep in mind that if they wish to participate in the optional activities, i.e. band, biathlon, pioneers, they need to attend this training as regularly as they would a Parade Night. 3. Any Cadet who is absent without leave (AWOL) from a Mandatory Activity may expect disciplinary action to result at the discretion of the Commanding Officer. 3.10 CHANGE IN PERSONAL INFORMATION All Personnel are expected to report any changes in personal information to the Administration Officer as necessary, i.e. phone number, postal address. This must be done to ensure the proper administration of the Corps.
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3.11 PARADE STATE A Parade State will be filled out nightly by the Company Sergeant Major/RSM, to be turned in to the Administration Officer no later than (NLT) 2000hrs nightly. 3.12 PLANNED ABSENCES If any Cadet is aware that they will be absent from regular Parade Nights for more than a week but less than three, they will inform the Administration Officer immediately. This will allow the Administration Officer to excuse them from training for the period to be missed. Otherwise, the Cadet will be considered to be AWOL and disciplinary action may result. 3.13 LEAVES OF ABSENCE If a Cadet is aware that they will be absent from training for more than three weeks, they will inform the Administration Officer immediately. This will allow the Administration Officer to excuse them from training for the period to be missed. Otherwise, the Cadet will be considered to be AWOL and disciplinary action may result. As well, this period of time missed may result in lost opportunities such as Summer Courses and promotion. 3.14 MAIL 1. Incoming mail is to be place in the incoming mailbox in the Orderly Room. Nightly, the Administration Officer will place the mail in the incoming correspondence folder and place in the Commanding Officer’s in box for action. 2. The Commanding Officer will process the mail and minute it as necessary, then pass it back to the Administration Officer. The Administration Officer will then distribute and file it as necessary. This will be done prior to 2000hrs nightly. 3. All staff are expected to check their mailboxes at the beginning and the end of each training night. This will ensure the proper flow of paper with in the Corps and that each member of the Staff is fully informed. 4. Any outgoing mail is to be put in the Administration Officer’s outgoing mailbox prior to the end of the training night. The Administration Officer will log the mail in the outgoing correspondence log and will mail it the next day. NO correspondence will leave the Corps unless it is logged out through the Administration Officer. 3.15 DISTRIBUTION LISTS The Administration Officer will maintain standardised distribution lists.
29
These lists will be updated as necessary and posted in the Orderly Room. All Corps Staff are to make use of the Distribution Lists when engaging in Administrative Correspondence. 3.16 FILE MAINTENANCE 1. The following files will be created upon enrolment of a Cadet:
a. personnel file, b. training file.
2. The Personnel Officer is responsible for the creation and maintenance of the Personnel files for every member of the Corps. The information in these files will be verified every September and January, and will be updated as necessary throughout the rest of the training year. 3. The Training Officer is responsible for the creation and maintenance of the training files. A training file will be kept on each cadet from the time they enrol until they leave the Corps. The Training Officer will determine the contents of the file. 3.17 INTAKE PROCEDURES 1. When a new recruit shows up at the Corps the cadet and parent will be
referred to the Pers O. The Pers O will be responsible for the new recruit until assigned to a Section, Platoon. The Pers O will be responsible for the following process:
a. introduce yourself, b. ask them how they found out about the CCM, c. ask them how old they are. If the prospective recruit is over 16 years
of age, then refer them to the Commanding Officer. It is not Corps policy to accept kids over 16 since they are too old to complete much of Cadet training. However, under some circumstances they will be allowed to join, but as always the Commanding Officer will make the final determination,
d. point out that membership in the CCM is free, and that we meet Monday Nights from 1815hrs to 2130hrs,
e. give them the joining package which shall include:
(1) A recruiting page, (2) Joining Papers, (3) A copy of the current Monthly Routine Orders, and
(4) An Exercise kit list. f. explain to the Parent/Recruit how to correctly fill out the joining
papers properly,
30
g. be sure to tell the Parent/Recruit that we require a photocopy of their health care card and their birth certificate, be sure to point out that we will copy them if they bring the cards in on a Parade Night, and
h. be sure to answer any questions that the Parent/Recruit has and if you do not know the answer then ask another member of the Staff.
2. Once the above has been completed, be sure to offer the prospective recruit a look at the Corps Photo Albums. As well, it is acceptable for the new recruit, or potential recruit (and parents) to watch training. However, the new recruit may not participate in training until their paperwork has been fully processed. As well, prospective recruits may only observe for a maximum of two training nights before they must make a decision. 3. Once the cadet has decided to join the process can continue as follows: a. The Pers O will then size the cadet for a uniform, b. then the Cadet goes to supply and gets sized for a uniform. Once
the cadet is sized by the Rec O the paperwork will then be handed to the Clothing O to be ordered.
c. then the Cadet goes back to the Pers O to get assigned to a Section in a Platoon. The Pers O will tell the new recruit the section and platoon they are in and the section commander’s name and phone number.
d. then the Pers O will add the new Cadet to the nominal role and Phone list. Then the Pers O will print off a new phone list and distribute it accordingly.
e. then the Rec O will take the Cadet to the Platoon Warrant and hand the new cadet over.
4. The Pers O will ensure that the in-clearance portion of the pers file is signed accordingly.
3.18 EXHAUST PROCEDURES 1. When a Cadet is ready to quit or age out, the following needs to occur:
a. the Cadet must receive an interview with the Commanding Officer prior to any release action being taken,
b. the checklist on Personnel File must be followed, c. no Cadet is to be Struck off Strength (SOS) until the cadet is
completely cleared out. 3.19 COMPUTER PROCEDURES 1. The following procedures will be followed with regards to the Corps
31
Computer:
a. no disk will be used on the Corps Computer until it has been checked for viruses,
b. users will not save any Protected material on the hard drive. It must be saved on Disk and properly secured,
c. all Protected files on Corps disks will be password protected, d. all Corps disks will be locked up after use, e. the Administration Officer will keep a list of all passwords, f. any unused material that is printed will be recycled as scrap paper,
and g. Unused Protected material is to be shredded.
2. The following procedures will be observed with regards to Internet use on the Corps Computer as per CATO’s:
a. the Internet will only be accessed with the permission of the Administration Officer,
b. the Corps Computer will not be used to access pornographic or other restricted or offensive materials,
c. all Corps personnel should be advised that Internet use on the Corps Computer will be monitored by the Computer tech.
d. any unauthorised use of the Computer may result in disciplinary action.
3. Use of the Corps Computer is for the benefit of all personnel. If used properly, and with in the guidelines listed above, the Computer can be of great benefit in the operation of the Corps. 3.20 CORPS ANNUAL EFFICIENCY REPORT 1. The Administration Officer is responsible for compiling the information necessary to complete the Corps Annual Efficiency Report that is due in June of every calendar year. The following information must be compiled over the course of the training year to be available in May:
a. attendance figures for each Cadet in for the entire training year, b. an accurate nominal roll for each month of the year, c. the number, ages, and gender of each Cadet that attended Summer
Courses the previous calendar year, as well as the courses that they attended,
d. the courses attended by the Staff over the previous calendar year, and
e. budget information for the previous year, specifically how much money was raised, and by what sources.
32
2. See CATO’s for further details.
33
ANNEX A Chapter 3
2137 Calgary Highlanders
PARADE STATE Date: __________________
Status Ranks
Maj Capt Lt 2Lt OCdt CI CWO MWO WO Sgt MCpl Cpl Pte Rec Total
1. Enrolled strength from previous Parade state:
2. Taken on strength (TOS):
3. Struck off strength (SOS):
4. Total Cadet Corps Strength:
5. Leave of absence:
6. Excused:
7. Absent without leave (AWOL):
8. On Parade:
______________________ ______________________ Tabulated by Verified by
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ANNEX B Chapter 3
STANDARDIZED DISTRIBUTION LISTS
List A List B List C Senior Appointments Officers Staff CO CO CO TRG O TRGO TRG O LHQ O LHQ O OPS O OPS O ADMIN O ADMIN O FTX O PERS O PIO/REC O FIN O SUP O CLOTHING O FTX O PIO/REC O List D List E Internal NCO Appointments CO RSM TRG O CSM LHQ O 1 PL WO OPS O 2 PL WO ADMIN O PERS O FIN O SUP O List F CLOTHING O FTX O External PIO/REC O RSM CO OF AFFILIATED UNIT CSM SPONSORING COMMITTEE 1PL WO REGIONAL CADET SUPPORT UNIT (PRA) 2PL WO
35
ANNEX C Chapter 3
NEW RECRUIT CHECKLIST Section 1 – Administration Officer Signature: _________________ [ ] Send name to CSM for placement in a Section [ ] Introduce the Recruit to the Recruiting Officer Section 2 – Recruiting Officer Signature: __________________ Introduce Recruit to: [ ] Recruiting NCO [ ] Supply Officer [ ] Training Officer [ ] Band Officer (as available) [ ] Other Staff [ ] Section Commander [ ] Platoon Warrant [ ] Company Sergeant-Major Section 3 – Training Officer Signature: _________________ [ ] Star Training File [ ] Conduct Initial Interview [ ] Place in Star Level Section 4 – Unit Human Rights Advisor Signature: _________________ [ ] Explain CHAP Program to Recruit [ ] Schedule time to conduct CHAP Training
36
Section 5 – Recruiting NCO Signature: _________________ [ ] Give Recruit tour of the Local Headquarters [ ] Show Recruit the notice board [ ] Schedule time to teach Recruit how to care for and maintain their Uniform Section 6 – Section Commander Signature: _________________ [ ] Introduce Recruit to the rest of the Section [ ] Ensure that Recruit reads Monthly Routine Orders [ ] Show Recruit pertinent sections of Corps Standing Orders [ ] Ensure Recruit has your phone number [ ] Ensure that Recruit knows to call you with problems/questions/concerns Section 7 – Supply Officer Signature: _________________ [ ] Conduct initial kit issue when appropriate [ ] Ensure Recruit is aware of responsibilities for their Uniform and other Corps Equipment. [ ] Pass checklist to Administration Officer for filing. Section 8 – Administration Officer Signature: _________________ [ ] Ensure that the form is complete [ ] File N.B. – This form is essential! All who are responsible for administering this checklist must insure that it is completed in a prompt and thorough fashion.
37
ANNEX D Chapter 3
EXHAUST CHECKLIST Section 1 – Commanding Officer Signature: _________________ [ ] Conduct Final Interview Section 2 – Administration Officer Signature: _________________ [ ] Ensure completion of the Out Routine Checklist on the Cadet Personnel File [ ] Take care of any outstanding Administrative Details Section 3 – Training Officer Signature: _________________ [ ] Ensure that Cadet does not owe any Training Equipment [ ] Take care of outstanding training details Section 4 – Unit Human Rights Advisor Signature: _________________ [ ] Ensure no outstanding business Section 5 – Supply Officer Signature: _________________ [ ] Conduct de-kit [ ] Ensure no uniform parts or other equipment are outstanding [ ] Pass checklist to Administration Officer for further action Section 6 – Administration Officer Signature: _________________ [ ] Verify completion of this form [ ] Complete a Cadet Certificate of Service
38
[ ] Give Cadet a copy of the Training page of their Personnel File [ ] Strike Off Strength N.B. – The Administration Officer is not to strike a Cadet off strength (SOS) until this Checklist has been completed in full and returned for filing.
39
CHAPTER 4 SUPPLY 4.01 GENERAL The organization and maintenance of Corps equipment and supplies is essential to the smooth running of the Corps. It is essential that all be properly accounted for, issued, and returned on a regular basis. These orders are intended to ensure that this occurs under the supervision of the Corps Supply Officer. 4.02 EXHAUST PROCEDURES 1. The following procedures are to be observed when processing a Cadet through Supply upon the termination of their Cadet service:
a. The Supply Officer will ensure that all of the kit and equipment on the Cadet’s kit card is returned in the condition in which it was issued. Any deficiencies or missing kit are to be noted on the kit card for further action by the Administration Officer.
b. Upon receiving the kit card, the Administration Officer will SOS the Cadet as per the Standing Order 3.18, and
c. No Cadet will be Struck Off Strength until all kit and equipment has been returned, or permission is given in writing by the Commanding Officer.
2. The kit that has been received by the Cadet will be inspected to determine if it is worthy of re-issue. If not, then the kit is to be tagged as NS (non-serviceable) and destroyed or disposed of in an appropriate fashion at a later date. 4.03 KIT CARD MAINTENANCE
The following rules will be observed with regards to the use of kit cards:
a. when slip-ons are issued the rank will be noted, b. kit cards will be used for all issues of personal kit from Supply that will
be kept by the Cadet or Staff member for any long period of time, c. kit cards will be kept secured when not in use, and d. only the Supply Officer and A/Sup O are authorized to maintain and
keep kit cards. 4.04 EXCHANGES 1. The following rules will be observed regarding exchanges:
40
a. when a Cadet changes rank, they must return all but one of their old rank badges prior to being issued with new ones,
b. old rank slip-ons will be returned prior to the issue of new ones, c. all kit exchanges will be on a one for one basis. That is, the old item is
to be returned prior to receiving the new item, d. when kit is exchanged, the Sup O must inspect it for serviceability prior
to returning it to the shelf, and e. when a Cadet is issued a pace stick, they must first return the Drill
Cane. This change must be noted on their kit card prior to the issue.
4.05 ORGANIZATION
The Supply Officer shall:
a. keep Supply in an organized and clean fashion at all times. This is so that accurate numbers can be kept in regards to uniform pieces, and so that things may be readily found for issue and use,
b. keep tidy and accurate records and files on all matters pertaining to Supply. The method of filing is optional, though easy and accurate access to materials should be observed,
c. have a “bring forward” system. This is to allow the Supply Officer to ensure that deadlines are known and observed, and
d. make recommendations to the Commanding Officer with regards to the organization of Supply.
4.06 EQUIPMENT MAINTENANCE 1. All equipment must be kept clean and serviceable at all times. It is the responsibility of the Supply Officer to inspect kit that is returned to Supply for cleanliness and damage. Any defects are to be noted immediately and actioned with the individual involved. 2. The Supply Officer shall maintain a schedule of maintenance and cleaning for all kit and equipment belonging to the Corps. This schedule will be carried out in concert with the regular training year. Work parties may be attached to supply from time to time to assist in these duties. 3. The Supply Officer will be responsible for giving a report every January and June, in writing, regarding any loss or defects regarding Corps kit and equipment. 4.07 WEAPON MAINTENANCE 1. The Supply Officer is responsible for ensuring that regular approved maintenance occurs on the Weapons belonging to the Corps. This will include:
41
a. the creation and maintenance of a monthly cleaning schedule, b. the creation and maintenance of a monthly repair schedule, c. ensuring that weapons are inspected on a monthly basis to ensure
serviceability, and d. ensuring that an adequate supply of materials for weapon maintenance
and cleaning is maintained. 2. The Supply Officer will inform the Commanding Officer, in writing, of any defects with the Weapons as soon as they are noticed. 4.08 TEMPORARY ISSUE CARD (DND 638) 1. A DND 638 will be kept on file for all Staff members and Cadets appointments. These will be used when issuing kit on a temporary basis for training and other uses. 2. Signatures on DND 638’s will be renewed every five months if kit is to be retained for this length of time, or will be transferred to the individuals kit card. 4.09 LOGISTIK UNICORP ORDERS 1. The Supply Officer is responsible for:
a. ensuring that an adequate supply of materials for these orders are maintained,
b. completing the orders for the approval of the Commanding Officer, c. ordering bulk items in advance to ensure that a minimum supply is
always on hand, and d. ensuring that the Corps Budget is managed properly to ensure that
money is available throughout the training year for the purchase of uniforms for New Recruits.
2. The Commanding Officer is to be immediately informed if the Logistik Unicorp Budget falls below twenty-five percent of the original total. 4.10 SUPPLY PURCHASING The Supply Officer is responsible for purchasing supplies and equipment on behalf of the Commanding Officer. With permission by the CO, other members of the staff may also be authorized to purchase stores and equipment on behalf of the Supply Officer. 4.11 REGIMENTAL KIT 1. Regimental Kit is an important and visible aspect of the heritage of our
42
Affiliated Unit, and our Corps. It is important that the kit we possess is properly maintained and accounted for at all times.
2. The following rules will be observed with regard to the issuing of Regimental Kit:
a. Regimental Kit will be apportioned according to rank and position, and b. all Regimental kit will be issued as supplies permit. No non-
serviceable kit is not to be issued under any circumstances. 3. Regimental kit will not be disposed of without the written permission of the Commanding Officer. 4. Any Regimental Kit that is to be issued for a special occasion will be issued on a DND 638, and be returned immediately after the activity. 5. The Band Officer is responsible for the setting of issuing standards with regards to Band specific Regimental Kit. These standards will be in writing and will be distributed to the Supply Officer, with a copy to the Commanding Officer. 4.13 EXERCISE & TRAINING EQUIPMENT 1. The Supply Officer in concert with the Training Officer is responsible for maintaining standardized kit lists for all Exercises and training to be conducted by the Corps on a regular basis. This will ensure that when needed, the standard set of equipment will be ready. This will reduce the amount of preparation time needed by Supply, and will ensure that the Training Staff has the equipment they need to conduct training. 2. It is the responsibility of the Training Officer to advise the Supply Officer of any special requirements beyond the standard list. The Training Officer will advise the Supply Officer of kit and equipment requirements a minimum of two weeks prior to any training activity. The Supply Officer is the responsible for ensuring that all is available on time. 4.13 INVENTORY PROCEDURES 1. A full inventory of Supply will be conducted during the month of June every
year. 2. An inventory of all kit and equipment on belonging and on loan to the Corps will be maintained at all times. This inventory will consist of the following categories:
a. DND Kit, h. Biathlon, b. Regimental Kit, i. Pioneers,
43
c. Band Kit, j. Adventure. d. Training Equipment, e. Field Stores, and f. Any other miscellaneous kit belonging to the Corps.
3. Any new stores will be added to the inventory immediately, while any old stores that are disposed of will be deleted immediately. This inventory is to be maintained on the Supply Computer, with a hard copy being printed and filed after any changes are made. 4.14 LIAISON WITH RQMS 1. It is the responsibility of the Supply Officer to liase with the RQMS of the Affiliated Unit on matters pertaining to Supply. These would include:
a. kit on loan from the Affiliated Unit for an extended period, i.e. Regimental Kit,
b. kit on loan for training, c. access to Corps areas for maintenance and other purposes, and d. anything else that may come up.
2. No kit or equipment belonging to the Corps will be issued to the Affiliated Unit with out the written permission of the Commanding Officer of the Corps. Under no circumstances will the Affiliated Unit be authorized to remove kit or equipment from Corps areas without the permission of the Commanding Officer.
4.15 LOAN PROCEDURES BETWEEN CORPS 1. No kit or equipment will be loaned to another Cadet Corps without the written permission of the Commanding Officer. 2. From time to time stores may be issued on a temporary basis to another Corps for a short period of time. Any such issues will occur on a DND 638, to be signed by a Commissioned Officer from the receiving Corps. 3. Weapons or ammunition may not be loaned between Corps.
4.16 INSURANCE OF NON-PUBLIC KIT AND EQUIPMENT Insurance for non-public stores belonging to the Corps is the responsibility of the Corps Sponsoring Committee, in consultation with the Commanding Officer. The Supply Officer will advise the Commanding Officer in these matters.
44
4.17 RECOVERY PROCEDURES 1. From time to time a Cadet may not readily return the kit and equipment that they were issued as a member of our Corps. The following procedures are to be observed in attempting to recover these stores:
a. phone the parent or guardian of the Cadet, reminding them that they agreed to return the kit and equipment when their son/daughter left the CCM,
b. if the parent or guardian is not willing to take the time to return the kit, then offer to go pick it up at their residence,
c. if after one phone call the parent or guardian does not produce the kit, then send a letter with a final request for the kit.
2. If the above procedure fails to produce the kit then refer the file to the Commanding Officer for further action. 3. If there is any confrontation with a parent or guardian at any time, inform the Commanding Officer immediately. 4.18 FILE MAINTENANCE There is nothing more important in Supply than the proper keeping of records. It is essential that the movements of every piece of kit in and out of Supply be properly documented. As well, any correspondence, inventories, orders and other paperwork must be properly accounted for and filed for easy reference. Any questions regarding administrative procedures are to be directed to the Administration Officer, and the Supply Officer’s handbook. 4.19 CADET RESPONSIBILITIES FOR CORPS UNIFORMS AND EQUIPMENT 1. Cadets are responsible to maintain and account for all the uniform parts and equipment that they are issued by the Corps. Uniforms and Kit should be taken care of, and not misplaced. Any cadet who damages or loses a part of the uniform or Corps equipment will see the Supply Officer immediately to inform them of the loss or damage. 2. Upon the cessation of cadet service, the individual Cadet is responsible for turning in all uniform parts and equipment to the Supply Officer, ensuring that it is in the same condition as when it was issued. The Cadet may be held liable for any loss or damage.
4.20 CHANGING AND FITTING POLICY 1. If a fitting room is available, Cadets are to use this room for changing, or for trying on kit. If a fitting room is not available, then the Supply Officer will absent
45
themselves from the Supply while the Cadet changes. Under no circumstances is a Cadet to change in Supply with the Supply Officer, or another member of the Staff present. 2. When practical, if the Supply Officer is dealing with a Cadet of the opposite sex for fitting or exchanges, a Staff member of the same sex should assist. 4.21 SECURITY OF CORPS STORES It is the responsibility of the Supply Officer to ensure that at no time shall anyone without key access be left in Supply unattended. As well, the Supply Officer shall ensure that the number of Cadets granted access to Supply at any one time should not exceed the ability of the Supply Officer to ensure that they are properly supervised.
46
CHAPTER 5 PERSONNEL 5.01 GENERAL There is no greater resource than the members of the Corps. Therefore, it is important to ensure that personnel matters are attended to in a regular, organized, and fair manner. This chapter is intended to ensure that members of the Corps understand their duties and responsibilities, the method of their evaluation, and other matters of individual importance. 5.02 CHAIN OF COMMAND 1. All members of the Corps must use the Chain of Command when dealing with routine matters. It is the responsibility of everyone to be aware of who is immediately above them in the Chain of Command. In order for the Corps to function properly, information must flow easily from the newest Recruit to the Commanding Officer, and vice versa. 2. All personnel are encouraged to problem solve at the lowest level. Within the bounds of Standing Orders, all members of the Corps are expected to deal with issues and to meet challenges at their level. However, all must ensure that the Chain of Command is used to keep the appropriate NCO’s and Officers informed as to the status of the Corps. Deal with problems, but ensure that your superiors are aware of the situation. 3. Lastly, any member of the Corps that feels that they have a problem or issue that they cannot discuss with the individual immediately responsible for them in the Chain of Command, they should feel able to jump one level up the Chain of Command. However, it should be stressed that this option should not be abused. Personnel are to skip the Chain of Command for serious or personal issues only, not for routine matters. 5.03 PROMOTION 1. From time to time Cadets may be promoted to fill Corps vacancies. Promotions are based on merit and course prerequisites in consultation with the promotion board. Those Cadets who have earned promotion, and are qualified for the rank will receive it. 5.04 PROMOTION & APPOINTMENT BOARDS 1. Promotion boards will be held every October, January, and April. Each board will be chaired by the TRG O, and will consist of all of the Staff and Senior NCO appointments as members. All members of the board may nominate a Cadet for
47
promotion or change in appointment, or conversely for reduction in rank. Nominations will be made at least two weeks prior to the board sitting. The following resources will be present for consideration by the board: a. Personnel files, b. Training files, and c. Any other supporting documentation as required. 3. Any acting rank that was conferred during the last board, will be confirmed, removed, or extended until the next board. 4. The Commanding Officer reserves the right to make the final decision in all matters related to promotion, appointment, and reduction in rank regardless of the position of the board. 5.05 EVALUATION 1. In order to progress as leaders, it is important that all personnel in leadership positions in the Corps receive regular evaluation. This evaluation will occur a minimum of twice a year: a verbal evaluation in January, and a written evaluation in June. The Written Evaluation will be done using the PER form found at Annex A to this Chapter. Junior NCO’s will receive verbal evaluations only. The PER completion guide can be found at Annex B to this Chapter. 2. The written evaluations will be kept on file, and will be used as part of any future promotion boards. 5.06 TERMS OF REFERENCE The Terms of Reference for the NCO positions in the Corps are at Annex to this Chapter. 5.07 ATTACHMENTS 1. Any member of the Regular Force or Primary Reserve that wishes to volunteer with the Corps must be made aware of the following prior to any contact with cadets:
a. the CHAP Program, b. that QR&O (Cadets), CATO’s, and PAI’s apply to them, c. that while working with the Corps they must abide by Standing Orders,
and d. that while working with the Corps, they are answerable the Commanding
Officer of the Cadet Corps for their behaviour and performance.
48
2. Attachments will receive a letter of performance prior to the termination of their service with the Corps. 5.08 CAREER MANAGEMENT 1. It is the responsibility of the Commanding Officer and the Training Officer to ensure that there is a clear progression and career path for all Cadets in the Corps. This progression will be used to assist in the selection of Summer Training Courses, and other special activities that the Cadet may be eligible for from time to time. 2. This career path will be formulated in consultation with the Cadet, and will be modified as necessary throughout the time the Cadet remains in the Corps. This will ensure that the Cadet takes the path in Cadet Training that they wish to pursue, i.e. Band versus Leadership, versus Marksmanship, in concert with the needs of the Corps.
49
PROTECTED B
2137 Calgary Highlanders - PERFORMANCE EVALUATION REPORT
SN
RANK
NAME
INT
ELEMENT
ARMY
UNIT
2137 Calgary Highlanders PLATOON
SECTION
APPOINTMENT
FROM
TO
1. QUALITATIVE ASSESSMENT
NOT OBSERVED
UNSATISFACTORY
MINIMUM REQUIREMENTS
COMPETENT
ABOVE AVERAGE
OUTSTANDING
1. INSTRUCTION
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2. SUPERVISION
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3. RESPONSE TO DIRECTION
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4. INITIATIVE
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5. COOPERATION
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6. MOTIVATION
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7. ATTITUDE
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8. LOYALTY
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9. CONCERN FOR SUBORDINATES
�
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10. PLANNING AND PREPARATION
�
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11. PERSONAL CONDUCT
�
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12. DRESS AND DEPORTMENT
�
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13. APPLYING ELEMENTAL/SPECIALIST KNOWLEDGE
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2. OVERALL PERFORMANCE
�
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�
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3. SUPERVISOR LEADERSHIP POTENTIAL
�
�
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�
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4. NARRATIVE OF SUPERVISOR (All marks of "UNSATISFACTORY" and "OUTSTANDING" section 1 must be substantiated in the narrative)
* THE ABOVE EVALUATION HAS BEEN READ
DATE
MEMBER
50
4. NARRATIVE OF SUPERVISOR (All marks of "UNSATISFACTORY" and "OUTSTANDING" section 1 must be substantiated in the narrative)
DATE
SUPERVISOR
RANK
APPOINTMENT
5. REMARKS OF THE COMMANDING OFFICER DATE
COMMANDING OFFICER
RANK
APPOINTMENT
PROTECTED B
51
ANNEX B
TERMS OF REFERENCE: NON-COMMISSIONED OFFICER (NCO) 1. All NCO’s in the Corps are responsible for the following:
a. setting a high example in dress, drill, deportment and discipline, b. contributing to a high standard of morale, c. carrying out duties as detailed by Officers, Staff, and the Regimental Sergeant-
Major, d. reporting all problems with subordinates up the chain of command, e. keeping a positive and enthusiastic attitude when faced with adversity, f. making every effort to use and to enforce the Chain of Command, g. ensuring the good welfare of subordinates, h. enforcement of all Standing and Routine Orders, i. taking responsibility for one’s actions, and the actions of one’s subordinates,
and j. being responsible to the RSM for matters of dress, drill, deportment, and
discipline.
52
TERMS OF REFERENCE: REGIMENTAL SERGEANT-MAJOR
1. The Regimental Sergeant-Major (RSM) is responsible to the Commanding Officer for the supervision of all other ranks in the Corps. The RSM will at all times set a high standard of dress and deportment as an example for all in the Corps. The RSM, by virtue of the appointment, is the senior cadet in the Corps. The duties of the RSM will vary in their details depending on their relationship with the Commanding Officer. 2. The Regimental Sergeant-Major is to advise the Commanding Officer in:
a. Garrison – All matters relating to dress, drill, deportment, discipline, and daily routine, and
b. Field – planning, erecting, and maintaining the Corps Bivouac Area. 3. As well, the RSM is responsible for:
a. detailing Platoons, Sections, and Individuals for Garrison and Field Orderly Duties and ensuring that these are posted on the Corps notice board,
b. maintaining Corps Duty rosters as required to ensure a fair and equitable distribution of duties,
c. preparing and submitting all Corps parade states and strength returns to the Administration Officer,
d. reviewing platoon nominal roll books for forwarding to the CO quarterly, e. inspecting all other rank duty personnel, guards (both formed and single), and
any other recreational, tour, or advance parties provided by the Corps in sufficient time to rectify minor irregularities prior to commencement of duty or departure,
f. ensuring all orders, instructions, and other information are produced, posted, and enforced,
g. ensuring that all Corps Personnel are made aware of Corps Standing Orders, Fire Orders, Routine Orders, and other instructions and SOP’s as required,
h. accompanying the Commanding Officer on all Corps inspections, noting any damages, deficiencies and irregularities,
i. ensuring that Corps NCO’s are being properly trained, j. assisting the CSM as required, k. supervising the CSM in the performance of their duties, l. supervising the daily routine throughout the Corps, with particular emphasis on
Parade nights, and m. other duties and responsibilities as detailed by the Commanding Officer.
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TERMS OF REFERENCE: COMPANY SERGEANT-MAJOR 1. The Company Sergeant-Major (CSM) is responsible to the Regimental Sergeant-Major for the supervision of all other ranks in the Corps. The CSM will at all times set a high standard of dress and deportment as an example for all in the Corps. The CSM, by virtue of the appointment, is the next senior Cadet in the Corps. The duties of the CSM will vary in their details depending on their relationship with the RSM. 2. The Company Sergeant-Major is responsible for:
a. ensuring that a sick parade is conducted on a nightly basis, b. ensuring all orders, instructions, and other information are produced,
posted, and enforced, c. ensuring that all Corps Personnel are made aware of Corps Standing
Orders, Fire Orders, Routine Orders, and other instructions and SOP’s as required,
d. accompanying the RSM on all Corps inspections, noting any damages, deficiencies, and irregularities,
e. ensuring that the Corps NCO’s are being properly trained, f. supervising the Platoon Warrant Officer’s in the performance of their
duties, g. supervising the daily routine throughout the Corps, with particular
emphasis on Parade Nights, and h. other duties and responsibilities as detailed by the Regimental
Sergeant-Major. 3. The Company Sergeant-Major will understudy the Regimental Sergeant-Major and be prepared to assume that position if required.
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TERMS OF REFERENCE: PLATOON COMMANDER 1. The Platoon Commander is responsible to the Commanding Officer for the training, leadership, discipline, efficiency, and administration of their Platoon. 2. Specifically, the Platoon Commander is responsible for the following:
a. ensuring the proper flow of information within the Platoon, b. setting the example for subordinates in dress, drill, and deportment, c. interviewing all platoon members at least twice a year, d. knowing the whereabouts of all Cadets under their command during
training activities, e. ensuring new recruits are integrated into the platoon, f. ensuring a high level of attendance for cadet activities, g. for developing the leadership potential of NCO’s within the platoon, h. instructing Cadets, i. supervising cadet training, j. maintaining a Platoon Commander’s book with pertinent information on
all Platoon members, k. knowing and following all applicable training and safety regulations, l. counselling Cadets on their shortcomings, m. contributing to the morale, Esprit-de-Corps, well-being, and discipline of
the Platoon, n. providing evaluation reports on Cadets and attending promotion boards
for Cadets within the Platoon, o. leading the Platoon during field training, p. solving Platoon problems and concerns, and if not able, passing them
up the Chain of Command, and q. any other tasks as assigned by the Commanding Officer.
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TERMS OF REFERENCE: PLATOON WARRANT OFFICER 1. The Platoon Warrant is responsible to the Platoon Commander for the following: a. ensuring a high standard of dress, drill, deportment, and discipline, b. supervising the Section Commanders, c. developing the leadership potential of the Section Commanders, d. ensuring a high level of attendance at all Cadet Activities, e. maintaining Platoon and Section Nominal Roll’s, f. keeping the Platoon Commander informed of the status of the Platoon, g. ensuring the proper flow of information up and down the Chain of Command within the Platoon, i. being prepared to assume the duties and responsibilities of Platoon Commander, j. developing the leadership potential of the Section Commanders, k. being prepared to assume the duties and responsibilities of the Company Sergeant-Major, l. maintaining and accounting for Platoon Stores and Equipment, m. inspecting Cadet’s issued, personal, and field clothing for serviceability and completeness prior to the conduct of training, n. ensuring good eating habits of the platoon during field training, o. submitting names to the CSM for duties, p. ensuring that cadets are contacted prior to each training session, q. preparing platoon parade states for the CSM, r. ensuring good personal hygiene of the platoon during field training, s. other duties as detailed by the Platoon Commander. 2. The Platoon Warrant will understudy the Platoon Commander and be prepared to assume that position if required.
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TERMS OF REFERENCE: SECTION COMMANDER 1. The Section Commander is the first point of contact for Cadets in the Chain of Command. Therefore, the demands placed upon this position are great. The Section Commander will be responsible to the Platoon Commander for the following: a. the command and control of the section, b. the conduct, good order, and discipline of the section, c. ensuring the section duty roster is properly kept and followed, d. knowing the whereabouts of each member of the section, e. ensuring the section meets all timings and is prepared for all training and taskings, f. the passage of all pertinent information from Orders groups to all section members, g. ensuring that all sections areas of responsibility (in field or garrison) are clean and maintained, h. ensuring that all section equipment is properly cleaned and maintained, i. maintaining all section members’ dress, drill, deportment, and discipline, j. ensuring the personal health and welfare of the section, k. ensuring the section attends all meals, l. maintaining a section nominal roll book and submitting it to the Platoon Commander for review every month, m. knowing each member’s personal history and background, n. maintaining a Section Book, o. briefing the Section Second in Command (2I.C.) to take over the Section when necessary, and p. performing all other tasks as detailed by the Platoon Commander 2. The Section Commander will understudy the Platoon Warrant Officer and be prepared to assume that position if required.
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TERMS OF REFERENCE: TRAINING OFFICER 1. The Trg O is responsible to the CO for the training, leadership, discipline, efficiency, and administration of the training department. 2. The Training Officer will carry out the duties as listed in CATO 11-36 Annex U Volume I. 3. Specifically, the Trg O is responsible for the following: a. the development and implementation of the training plan. b. ensure a warning order is produced before each Mandatory activity. c. develop weekly event sheets d. ensure all training meets the CATO standard e. ensure all training is conducted in a safe manner 4. Any other duties assigned by the CO.
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TERMS OF REFERENCE: A / TRAINING OFFICER 1. The A/Trg O is responsible to the Trg O for the training, leadership, discipline, efficiency, and administration of Monday night training. Specifically, the A/Trg O is responsible for the following: a. implementation of Monday Trg b. make weekly timetables and assign instructors c. ensure attendance is taken for the night and class d. update trg as necessary e. course reports f. know the cadets g. keep a standard list for the requirements for promotions 3. Any other duties assigned by the CO or the Trg O.
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TERMS OF REFERENCE: SUPPLY OFFICER
1. The Sup O is responsible to the CO for the training, leadership, discipline, efficiency, and administration of the units Supply. 2. The Supply Officer will carry out the duties as listed in CATO 11-36 Annex W 3. Specifically, the Sup O is responsible for the following: a. The organization of supply b. Ensure all supply requests are followed through c. The out and in clearance of all cadets and staff d. Signing in and out of the weapons e. Ensure a detailed list of the budget from Logistic is up to date f. All supply purchases g. Keep a hard and electronic copy of the inventory of ALL items in supply Liaison with the RQMS of the Regiment 4. Any other duties assigned by the CO.
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TERMS OF REFERENCE: A/SUPPLY OFFICER 1. The Sup O is responsible to the Supply O for the training, efficiency, and administration of the units clothing stores. 2. Specifically, the Sup O is responsible for the following: a. ensure all clothing docs are current and up to date b. ensure all orders are made in a timely fashion c. ensure all clothing is returned when personnel are SOS d. issue clothing e. organization of the clothing stores f. order all camp PT gear before 1 May g. conduct exchanges as necessary 3. Any other duties assigned by the CO.
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TERMS OF REFERENCE: ADMINISTRATION OFFICER 1. The Admin O is responsible to the CO for the training, leadership, discipline, efficiency, and administration of the units Administration. 2. The AdmO will carry out the duties as listed in CATO 11-36 Annex V 3. Specifically, the Admin O is responsible for the following: a. Receive and log in and outgoing mail. b. Unit RO’s c. Ensure a Circ file is maintained d. Submit monthly pay e. Ensure all returns are IAW the “Schedule of returns” f. Maintain the CAS program g. Maintain an accurate staff list h. Responsible for all summer camp correspondence i. Sick parade for all Mandatory activities j. Parade states k. All correspondence of AWL l. Maintaining the distribution lists m. The annual report 4. Any other duties assigned by the CO.
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TERMS OF REFERENCE: PERSONNEL OFFICER 1. The Pers O is responsible to the Admin O for the training, leadership, discipline, efficiency, and administration of the units Personnel 2. Specifically, the Pers O is responsible for the following: a. Ensure all pers files are up to date b. Maintain emergency contact sheet c. Maintain the phone lists d. Maintain the attendance electronically and by the attendance board f. The unit’s nominal role g. Fortress maintenance 3. Any other duties assigned by the CO or the Admin O.
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TERMS OF REFERENCE: FINANCE OFFICER 1. The Fin O is responsible to the Admin O for the training, leadership, discipline, efficiency, and administration of the unit’s finance 2. Specifically, the Fin O is responsible for the following: a. Maintain the units budget b. Print monthly budgets reports c. Produce yearly budgets d. Maintain the units bank account e. Have signing authority f. Write checks when necessary 3. Any other duties assigned by the CO or the Admin O
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TERMS OF REFERENCE: PUBLIC INFORMATIONS OFFICER 1. The PIO is responsible to the CO for any public relations 2. Specifically, the PIO is responsible for the following: a. All news and press releases b. Any unit displays 3. Any other duties assigned by the CO
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TERMS OF REFERENCE: RECRUTING OFFICER 1. The Rec O is responsible to the CO for the leadership, efficiency, and administration of the unit’s recruits 2. Specifically, the Rec O is responsible for the following: a. Follow the rec process b. Ensure parents and new recruits are well informed 3. Any other duties assigned by the CO
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TERMS OF REFERENCE: LEVEL OFFICER 1. The Lvl O is responsible to the Trg O for the leadership, efficiency, and training of the cadets. 2. Specifically, the Lvl O is responsible for the following: a. Maintain the trg file for your level b. Ensure all trg is conducted IAW the trg plan c. Ensure all lesson plans are complete prior to the lesson 3. Any other duties assigned by the CO or the Trg O
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CHAPTER 6 TRAINING 6.01 GENERAL The purpose of any Cadet Corps is to train Cadets. The purpose of this Chapter is to provide a framework under which Training in this Corps is to be conducted. It is important to note that this Chapter amplifies and supplements existing Regional and National training directives, regulations, and orders. 6.02 ORGANISATIONAL CHART 1. In order to execute a well supported and planned training program, it is essential to properly utilize staff resources. This is done to ensure that: specific duties are assigned to staff based on their availability, training, and abilities, staff continue to receive training, staff receive feedback on their performance, and effective communication is maintained amongst the staff. 2. It is the responsibility of the Training Officer to ensure that the training section operates smoothly. 3. There are a number of positions within the training section that need to be filled. These positions can be found at Annex A, which explains the reporting structure to be followed for the Training Year. All training staff are responsible to the Training Officer. 6.03 AWARDS There are various awards at the Corps and Regional level that are available at throughout the training year that are based on performance in the Mandatory Training Program. It is therefore essential that Training Staff maintain accurate and timely records. It is the responsibility of the Training Officer to make awards recommendations to the Commanding Officer when appropriate.
6.04 MEDALS There are two medals that are available to be awarded in each Corps, on an annual basis. These are the Lord Strathcona Medal, and the Royal Canadian Legion Cadet Medal of Excellence. It is the responsibility of the Training Officer to make recommendations to the Commanding Officer on an annual basis.
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6.05 TRAINING EXERCISES 1. In order to fulfil the requirements of the mandatory training program, and the Corps training goals, it is necessary to hold a series of day and full weekend exercises both in garrison and the field. These activities proved the opportunity to conduct training that cannot be accomplished on a regular training night. It is essential that these activities are well planned and supported. 2. From time to time the opportunity will arise to participate in joint training with another Corps. These opportunities are to be actively pursued, and taken advantage of. Joint training is an opportunity to conduct activities with an increased number of Cadets, and a large pool of qualified instructors. 6.06 EXERCISE/ACTIVITY OIC’S 1. All members of the staff are liable to be assigned to plan and conduct a training exercise or activity. OIC’s are responsible for ensuring that:
a. the staff required for the activity are issued a Warning Order a minimum
of one month in advance, b. the Supply Officer receives any request for supplies or equipment a
minimum of four weeks in advance c. an Operations Order is issued a minimum of three weeks in advance, d. the activity is run in accordance with Corps Standing Orders, and any
other relevant orders and regulations, and e. proper attendance is taken for the activity and submitted to the
Administration Officer. 2. OIC’s are responsible to the Training Officer and the Commanding Officer for all aspects of their assigned Exercises/Activities; it is essential to the success of the Corps Training Plan.
6.07 LEVEL OFFICERS In order to ensure that training runs smoothly, it is important to have Level Officers to supervise the training and administration of each Star Level. Level Officers are responsible to the Training Officer for the efficient administration and supervision of their assigned levels. 6.08 ADHERENCE TO TIMINGS It is important that the timings be met during any training conducted by the Corps. Adherence to timings will ensure that:
a. adequate time to instruct lessons,
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b. Cadets become familiar with the training night and therefore can arrive on time,
c. parents can pick their children up at the same time each week, and d. time spent at the Corps will be productive and worthwhile, not wasted.
6.09 ADVANCING NEW RECRUITS DUE TO AGE 1. When a new recruit enters the Corps, the Training Officer will conduct an initial interview. During this interview the Training Officer needs to assess the maturity and skill level of the recruit, and compare it to their age. It should be kept in mind that the ideal ages for the various star levels are as follows:
a. Green Star – 12/13, b. Red Star – 14, c. Silver Star – 15, d. Gold Star – 16, and e. NSCE 16/17.
2. Therefore, when a new recruit enters the Corps and is of a more advanced age, for example fourteen, then it may be necessary to advance them past Green Star in order to put them in a level that they should be in due to age and maturity, and to give them a chance to complete the training program. 3. The final decision rests with the Commanding Officer, however, when considering acceleration for a new recruit, the following process will be followed:
a. The Cadet will be given a choice of whether they would like to start in
Green Star or Red Star, b. If a Cadet chooses to be accelerated, the Cadet will be given the
necessary Green Star reference material and an opportunity to study (with assistance), and
c. The Cadet must successfully challenge the Green Star assessments (both written and practical).
4. Once a Cadet passes the Green Star tests, the Cadet will be allowed to start in Red Star. 6.10 OPTIONAL TRAINING 1. When Mandatory Training is finished, the schedule is such that there is ample time still available for an energetic Optional Training Program (with some activities running current to Mandatory Training). This training is vital to injecting variety to the Training Year and compliments the Mandatory Training. 2. Optional Training is meant to supplement Mandatory Training, not replace
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it. If there is a conflict between a Mandatory and an Optional Training activity, the Mandatory Training Activity must take priority. 3. Corps participation in these programs will depend on the following:
a. resources, b. qualified staff, c. local facilities, d. local training areas, and e. interest of the Cadets.
6.11 CONDUCT OF AIR RIFLE RANGE 1. The range will be located in accordance with Range Standing Orders. The following must occur:
a. “Shooting in Progress, DO NOT ENTER” signs must be posted on the doors leading to the range area,
b. an open stretcher with a first aid kit will be present before firing can commence,
c. only one firing point per backstop will be permitted, d. all non-related equipment and clutter must be removed from the range
before firing may commence, e. each relay must be given a safety briefing before firing can commence, f. no spectators will be permitted on the range, and g. the range will be run in accordance with relevant orders and regulations.
2. No Cadet shall participate in any shooting prior to their passing the Weapons Handling Test. Any Staff member with appropriate experience may conduct this test, however, the Range Safety Officer (RSO) must ensure the test has been successfully challenged prior to any Cadet being allowed to shoot. 6.12 CITIZENSHIP 1. As Citizenship is an aim of the Cadet Program, we will participate in Citizenship activities. Citizenship is also a major consideration in the awarding of the Lord Strathcona’s Medal, Legion Medal of Excellence and is a requirement of the Duke of Edinburgh’s Award Program. 3. Our Corps also needs to be a part of the community. It is the community that supports us and it is in our best interest to be visible as a positive and involved stakeholder. It is important to include opportunities for us to contribute to the success and support of the community whenever possible. Cadets Caring for Canada also provides a means of involving Cadets in a proactive manner.
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4. As these activities will most often occur in the public eye, it is imperative that our Cadets portray a positive image of the Cadet Movement. To this end only the following orders of dress will be acceptable for Citizenship activities:
a. H-1, b. C-1, or c. Appropriate civilian attire.
5. The order of dress will be determined by the OIC and will be determined by the duration, scope, and visibility of the activity. The wearing of field uniforms such as combats or foreign military patterns from surplus stores in public is inappropriate. No other orders of dress are authorized unless permission is obtained from the Commanding Officer. 6.13 SPORTS PROGRAM 1. As Physical Fitness is an aim of the Cadet Program, the Corps will run an organized and supports Sports Program to supplement mandatory training. This program will be administered and supervised 2. Safety must always be the foremost consideration when Cadets are participating in any physical training. Proper supervision is essential to ensure that due diligence is exercised to minimize the possibility of injury. A member of the staff who is qualified in First Aid must be present at all sports activities to be run by the Corps. The First Aid Attendant will be in possession of a stretcher, and a First Aid kit. 6.14 SUMMER TRAINING 1. Summer training is an essential part of the mandatory training program. It is difficult for a Cadet to be successful in the Cadet Program without also participating in the available summer courses.
2. Cadets will be given the opportunity to apply for various courses that are available at Summer Training Centres. However, the Commanding Officer, with the advice of the Training Officer, will prioritise the list of candidates submitted for each course. Cadets will be required to submit a CF-51 Application for Summer Training in order to be considered for Summer Courses. 3. Prior to stand-down, a briefing will be held for the Cadets (and their parents) selected to attend a Summer Training Centre. This briefing will ensure that:
a. Cadets are prepared to attend summer training, b. Cadets are provided with the resources they need to succeed, c. Cadets are clear on the expectations, what equipment they must bring
and what they may not bring, and
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d. Parents are clear on the details of movement orders, and have the necessary contact information they require.
6.14 TRAINING RECORDS 1. A file will be kept on each Cadet in the Star Level Program, containing the following information:
a. initial interview, b. final interview, c. Course Training Record, d. Tests and assignments that have been completed, and e. Anything else that is or may be relevant to the Cadet in that training
level. 2. At the end of the training year, this information will be required when deciding who has successfully attempted each level, and for determining any training awards that the Cadets may be eligible for (i.e. Top First Year Cadet). 6.15 REPORTS AND RETURNS 1. Well-supported and successful training is dependent upon the timely submission of requests and the subsequent distribution of information to all stakeholders. The unsuccessful delivery of training is often the result of a lackadaisical approach to the submission of necessary paperwork.
2. In order to ensure that the appropriate paperwork is submitted and processed well in advance of any training activity, the following guidelines will apply:
a. requests for support from RCSU (P) – minimum of 45 days, b. exercise kit list – 30 days, c. request for Corps supply – minimum of 45 days (or more), d. Operations Order to CO – minimum of 50 days, and e. Operations Order to staff of activity – 45 days.
3. It is reasonable to assume that not all training activities will occur without some changes. Changes may be the result of staffing, weather, equipment, or other factors. It is imperative that, when changes occur, all stakeholders are “kept in the loop”. Both local and regional headquarters, parents, and Cadets must be informed. This is especially important when transport, facilities, rations, or materiel support is affected by the change. 6.16 CADET HARRASSMENT AND ABUSE PREVENTION PROGRAM
(CHAP) TRAINING 1. CHAP training is an essential part of the Canadian Cadet Movement.
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Adequate time will be scheduled for this to occur throughout the training year. Adequate time will be scheduled throughout the training year for this to occur. It is the responsibility of the Training Officer to ensure that adequate time is scheduled for the Unit Human Rights Advisor (UHRA) to deliver this training to all Staff, Cadets, and in some cases Parents. 2. CHAP training will occur during the following times:
a. September – complete CHAP training for Staff, volunteers, parents, and Cadets,
b. December – complete CHAP training for new recruits who have joined since the last CHAP session,
c. April – Full CHAP training for new recruits who have joined since the last CHAP session,
d. As required for Staff and Volunteers. CHAP training must be conducted with a potential staff member or volunteer before they parade with the Corps. This training will be scheduled by the UHRA on an individual basis, and
e. As required for new recruits.
3. When a new recruit joins the Corps, they must be either given the full CHAP session, or the shorter briefing until the next full CHAP training. This training will have to be scheduled by the UHRA on an individual basis as necessary. 6.17 STAFF ORGANIZATION 1. In order to execute a well supported, planned, and executed training program, it is essential to properly utilized staff resources. This is done by ensuring that:
a. specific duties are assigned to staff based on their availability, training, and abilities,
b. staff continue to receive training, c. staff receive feedback on their performance, and d. effective communication is maintained amongst the staff.
2. It is the responsibility of the Training Officer to ensure that the training section operates smoothly. 3. Training staff are responsible to the Training Officer. 6.18 NSCE PROGRAM The National Star Certification Examination is a validation of the entire Star Level Program. It is important to our Corps to send as many candidates as possible to NSCE every year. More importantly, we must ensure that they pass, and do well. The
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NSCE Officer prior to December of each Training Year will develop a detailed plan for the training of NSCE Candidates. 6.19 NEW RECRUITS 1. Not all recruits arrive in September and it is therefore important that a plan be in place to deal with them. It is important to ensure that new recruits get “hooked” on Cadets. This is done by ensuring that they are properly processed into the Corps, as is normally done by utilizing the New Recruit Checklist found at Annex C to Chapter 3. 2. During the course of in-clearance, a New Recruit will be interviewed by the Training Officer. During this interview it should be determined whether the Recruit is a candidate for acceleration, as detailed under Standing Order 6.11. Once assigned to a Star Level, the Recruit will receive an initial interview as detailed in the Corps Annual Training Plan. 3. Once a New Recruit has been placed in a Star Level, it is important to ensure that they are brought up to speed as soon as possible. A New Recruit may feel that they are in over their head, because they are behind the rest of the Cadets in the level. This can be avoided by:
a. assigning a more advanced Cadet to help the New Recruit “get up to speed” in the Star Level,
b. taking the time to ensure that the New Recruit understands what is expected, and
c. making periodic checks on the Recruit over the first weeks to make sure that they are doing all right.
4. The overall philosophy of dealing with a New Recruit in training can be summarized by “do not ignore them”. It is not acceptable to simply “throw” a New Recruit into training, and let them sort things out for themselves. Extra effort will be made to ensure that the Recruit is made to feel welcome, and is assisted in becoming integrated into our training program. 6.20 ANNUAL CEREMONIAL REVIEW 1. The Annual Ceremonial Review (ACR) is the highlight of the training year. The Parade will consist of a Ceremonial Review, two demonstrations, and static displays of the various phases of mandatory and optional subjects. All of this will be followed by a reception for the Cadets, parents, and the invited guests. 2. Planning for the ACR will begin in January of each training year, culminating in an Operations Order to be finalized in February. Officers and Staff will be briefed during the first week of April on their assignments and duties. All Officers and Staff will be given an opportunity to be involved in the planning of the parade during the period of
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January to March. 6.21 TRAINING ABSENCES It is accepted that from time to time Cadets may miss training for various reasons. While this is understood, it is the responsibility of the Cadet to make the effort to make up any training that they may miss during their absence. The Cadet will still be responsible for that material when challenging the test at the end of the Course. 6.22 EXEMPT DRILL AND TRAINING It is accepted that from time to time Cadets may, due to medical and other reasons, be unable to fully participate in mandatory training activities. While this is understood, it is expected that the Cadet will be present for all mandatory training, as a reasonable benefit can still be accrued from observation. 6.23 TRAINING AIDS It is expected during the course of mandatory training, instructors will obtain or construct various, handouts, tests, and other training aids. Rather than dispose of these materials, Instructors are encouraged to submit them to the LHQ Officer for approval and archiving. By doing this, we can build up a store of training aids that can be utilized by all instructors, and consequently improve the quality of training that is delivered to the Cadets. 6.24 CORPS ANNUAL TRAINING PLAN 1. The Annual Training Plan (ATP) is a guide for conducting a successful Local Headquarters (LHQ) Training Program. This document, normally produced by the Training Officer under the direction of the Commanding Officer, will ensure the effective and efficient delivery of training in accordance with Course Training Plans and Training Directives. The Annual Training Plan clearly outlines the Corps’ training objectives and how those objectives will be met. It will be distributed as widely as possible, informing all staff and other stakeholders of the direction the Corps is taking. 2. The minimum requirements for the Training Plan are:
a. a detailed schedule listing what PO/EO periods are being taught each training day,
b. a description, including realistic dates, of weekend training (including citizenship, and any other Corps activities), and
c. a cover letter (sheet) detailing training location and time. 3. The following may also be included:
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a. a yearly training calendar, b. FTX training outlines, c. A detailed cover letter (with annexes) outlining:
(1) optional training activities, (2) the Corps’ mission statement for training, (3) the CO’s concept of training and a general plan of execution, (4) phasing of the training year, with certain training objectives or
themes throughout the year (logical progression of training), (5) detailed tasks to staff members, including secondary duties, (6) training priorities, to assist in the alleviation of training conflicts, (7) elaboration on the aim and scope of field training exercises, (8) detailed milestones for activity planning, deadlines etc., and (9) CO’s policies on safety, environment, harassment, conduct, etc.
4. As well, appropriate time must be scheduled for the UHRA to conduct the necessary CHAP Training, as well as an information session for parents regarding Summer and Adventure Training Opportunities (in Sept/Oct). 6.25 REFERENCE MATERIALS Over time our Training Section has accumulated a great deal of reference material. This material (manuals, videos, training aids etc.) acts as a resource for instructors when compiling their lessons, and directing training. The following rules will apply with regards to the use and distribution of reference material from the training library:
a. all materials will be signed out using a DND 638, b. unless prior permission is obtained by the Training Officer materials will
be signed out for a maximum of one week, c. all materials will be stored in a locking cabinet when not in use, key
access to be determined by the Training Officer, d. one copy of each manual from the Star Level Training Program will be
kept on hand for office use only, not to leave the LHQ, e. a member of the training section to be detailed by the Training Officer,
will be responsible for maintaining an up to date inventory of all Corps training materials, and
f. the reference materials storage area is to be kept clean and organized at all times so as to allow materials to be easily located.
6.01 CREATION OF TRAINING AIDS AND COURSE MATERIALS During the course of regular training many instructors will create training aids or other course materials, i.e. Tests, Overhead Sheets, and Power Point Presentations etc. Training Staff are encouraged to submit these materials to the
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Training Officer after use. Many of these materials will be of a high quality, and can be added to the Corps’ inventory of resource materials. In this fashion the training staff can contribute to the accumulation of quality training aids and reference materials that will benefit all instructors and Cadets.
6.29 CADET INSTRUCTORS Those Cadets Silver and Gold Star, and who are candidates for NSCE will be required to teach periods of instruction in order to meet the requirements of PO 409 in each level. From time to time these Cadets may be responsible for a period of instruction to one of the other Star levels (or indeed their own). The following guidelines will apply:
a. The Level Officer will ensure, in advance, that the Cadet has properly prepared for their period of instruction,
b. the Level Officer or another member of the training section will be present to supervise and assess the period,
c. the assessor will conduct a proper debrief with the Cadet Instructor immediately following the period of instruction, and failing that no later than the end of that same training night, and
d. the Level Officer will ensure that the Cadet receives extra help when necessary to prepare for their instruction.
6.30 GUEST SPEAKERS 1. Periodically throughout the training year, the Training Officer will schedule guest speakers from the local community to speak to the Corps on a variety of topics. These speakers and topics might include:
a. the local City Police/RCMP – Drugs, Gangs, Police work, the Criminal Justice System,
b. the local Fire Department – Fire Safety, c. a representative of the local RCMP Office – the Court System/Criminal
Justice System, d. local Service Clubs (i.e. The Royal Canadian Legion, Kinsmen) – what
they do, Veteran’s, e. the local Health Unit – Smoking, Drug use, and f. many others.
2. Inviting Guest Speakers from local community groups is an excellent opportunity to enrich the regular weekly training, to introduce the Corps to new information, and to raise the public profile of the Corps. 6.31 TRAINING EQUIPMENT With the assistance of the Training Officer, the Supply Officer will maintain a store of Training Equipment in the Corps Supply. This equipment will be available to
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training staff upon request. However the following rules will apply when requesting the use of training equipment:
a. training staff will submit a written request for the equipment to the Training Officer a minimum of two weeks in advance (when possible),
b. the Training Officer will correlate the requests, and balance any conflicting requirements, and
c. forward one summarized request to the Supply Officer a minimum of one week in advance.
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CHAPTER 7 SECURITY & SAFETY 7.01 GENERAL This Chapter is intended to ensure that all personnel are informed of the Security and Safety Orders within the Corps. All personnel are required to be familiar with these orders, and every member of the Corps is required to enforce these orders as necessary. Safety is every one’s business. 7.02 COMMANDING OFFICER’S SAFETY POLICY 1. All training and activities run by the Corps will be planned with an eye towards safety. All relevant safety concerns must be satisfied prior to any activity going ahead. Safety is not an accident; it requires careful advanced planning and concern. 2. All personnel are responsible for safety in the Corps. Any member of the Corps that sees a safety problem, or has a safety concern can stop any activity at any time. The OPI must then address the safety concern before continuing the activity. However, this duty should not be abused. Training and other activities should only stopped if there is an actual safety concern. Abuse of this will be subject to disciplinary action. 3. This Safety policy will be posted in all Corps areas. 7.03 CRISIS MANAGEMENT 1. A crisis situation is any situation that involves the injury or loss of a Cadet. Under normal circumstance, the Commanding Officer will determine whether a situation is indeed a crisis. In the absence of the Commanding Officer the Officer in Charge will make this determination. In the event of an emergency or crisis situation, the Officer in charge will take the following actions:
a. take control of the situation, b. follow first aid procedure if necessary, c. account for the whereabouts of all Corps Personnel, d. inform the Commanding Officer immediately, and e. if the Commanding Officer is not available then take appropriate action.
2. In the event of serious injury to a cadet or other serious situations, the Regional Cadet Officer will be informed of the details of the situation; the following contact numbers will be used:
a. Regional Cadet Officer at 1-800-982-2338
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7.04 EMERGENCY PHONE NUMBERS A list of emergency phone numbers is to be maintained by the Corps Security Officer and posted in all Corps areas for easy reference. This list is to include the following:
a. Police, Non-Emergency number, b. Fire Department, Non-Emergency number, and c. Provincial Poison Control Centre.
7.05 CORPS SECURITY ORDERS INTRODUCTION 1. All personnel are to take a direct interest in the security of the Corps. Every effort must be made to ensure that all Corps areas are secured and controlled at all times. 2. These Security Orders are to be posted in all Corps areas. MOVEMENT CONTROL 3. No one except Corps staff are allowed in the following areas without the permission of the Officer responsible for that area:
a. Orderly Room – Administration Officer, b. Supply – Supply Officer, and c. Band/Biathlon Room – Supply Officer/Band Officer/Biathlon Officer.
4. No Corps area is to be left unlocked if there is no one present. The last person to leave the space is to ensure that it is properly secured. 5. Any visitors to the Local Headquarters (LHQ) are to be challenged, and directed to the Orderly Room. No one is to be allowed to wander the LHQ unescorted. If any Cadet is uncomfortable with a visitor, or if there are any problems then inform the Duty Officer, or another member of the Staff immediately. DOCUMENTS 6. All staff will ensure that Protected material is secured prior to securing the office space. PHYSICAL SECURITY 7. All staff with key access to any of the Corps areas is to ensure before
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leaving each area that:
a. Orderly Room – the Administration Cabinet is locked, key press is locked, lights are off, and that all lock’s are secured before leaving,
b. Supply – the Weapons Cabinet is secure, all other lockers and cabinets are secure, the lights are off, and the lock is secured when leaving, and
c. Band / Biathlon Room – the light is off, and the door is secured. 8. As well, if a member of the Staff makes use of their access to the LHQ on a night other than a parade night, they are to ensure that the building is secured before leaving. For details see Annex A. VISITORS 9. Do not assume that anyone that you come across on a training night belongs in the LHQ. Politely ask any strange person why they are there and ascertain who they are. If they are a visitor to the Corps escort them to the Orderly Room, where one of the Officers will deal with them. If they are not, them promptly inform the Duty Officer who will deal with the situation. RESPONSIBILITY 10. The Corps Security Officer is responsible to the Commanding Officer for the Security of the Corps. All other Officers in turn are responsible to the Security Officer for the Security of their area. The Security Officer will make regular reports to the Commanding Officer, and any breach of Security Orders will be viewed seriously. As well, the Security Officer will make periodic security checks to ensure compliance with Security Orders. 11. On a nightly basis, the Corps Duty Officer will enforce the Security Orders as a part of their regular duties. See Annex A for the Duties and Responsibilities of the Corps Duty Officer. LOCAL HEADQUARTERS SECURITY 12. As a major user of the LHQ, it is our responsibility to ensure that positive security is maintained at all times. It is the responsibility of every member of the Corps to ensure that the LHQ is secure, and clean. 13. The Corps Duty Officer is responsible to the Commanding Officer for the security and cleanliness of the LHQ during their tour of duty. 14. The Corps Duty Officer will ensure that a sentry is posted at the front door to the LHQ where a visitor’s log is to be maintained. No one is to be allowed access to
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the LHQ without being logged in. Terms of Reference for Sentries can be found at Annex H to these orders. 15. It is the responsibility of all Corps personnel to report any actual or suspected security breaches or problems with the LHQ or grounds to the Duty Officer immediately upon discovery. All security breaches or problems are to be noted in the Security Log, at Annex O to these orders. Failure to report suspected security breaches or problems may result in disciplinary action. 7.06 CORPS FIRE ORDERS 1. These orders are to be posted in all Corps Areas. 2. For the purposes of this order, the Fire Rally Point is located - South West
parking lot. 3 All members of the Corps shall be made aware of the location of all fire exists, pull stations, and fire extinguishers. 4 Upon discovering a fire, a member of the Corps shall yell FIRE! FIRE! FIRE!. Upon hearing this all personnel shall immediately make their way to the Fire Rally Point via the nearest exit. Once at the rally point, Corps will form up, and quietly await further instructions. 5 The Staff will then personally ensure that the building has been completely evacuated prior to leaving (if safe to do so). All Staff will report to the Commanding Officer, or Officer in Charge, upon arriving at the Fire Rally Point. 6. Upon arriving at the Fire Rally Point, the Duty Officer will conduct a head count to ensure the presence of all Staff and Cadets. This head count is to be reported to the Officer in Charge. 7. Cadets and Staff are to remain at the Fire Rally Point until the all clear has been given by the: Fire Department, Commanding Officer, Officer in Charge, or Duty Officer (in that order). 8. Under no circumstances shall any Cadet or member of the Staff re-enter the building until the all clear has been given. 7.07 CORPS ENVIRONMENTAL ORDERS 1. The purpose of these orders is to ensure that our Corps makes every effort to take environmental considerations into account for all activities in keeping with CATO 11-08.
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2. It is the duty of all personnel to make every effort to ensure that waste and energy consumption is reduced where practicable. This includes such things as turning off the lights when a room is not in use. As well, if any member notices an area where waste or energy consumption can be reduced or eliminated, make your suggestion to the Commanding Officer who will implement it if practical. 3. The Environment is everyone’s business; all personnel should be encouraged to participate in making the Corps environmentally friendly. 4. Environmental Assessments shall be completed for all training areas in use by the Corps (if it is a non-DND area), and shall be updated when there is a change of location, change of season, change in type or scope of activity, or any other change that would impact on or alter the risk of harm to the environment (CATO 11-08). 5. Contingency plans shall be in place for all Corps activities that may result in an environmental incident (CATO 11-08). These plans will be reviewed on an annual basis, and updated as necessary. 6. The following rules will be observed for all Day Exercises, and Field Training Exercises:
a. no live trees, plants, or bushes shall be intentionally harmed, b. when provided, pre-cut logs shall be used as fire fuel, and when not
provided only dead fall shall be collected for the fire, c. Cadets shall use existing toilet facilities when possible, d. no Cadet shall conduct ablutions within fifty metres of any creek, stream,
river, lake, or other water course, e. a thorough garbage sweep shall be conducted of any area that is used
by the Corps, and the area shall be left clear of garbage or any other litter,
f. all garbage and waste shall be packed out of any area used by the Corps for training,
g. “field stripping” of cigarette butts shall not be permitted, h. no holes shall be dug unless permission is given by the Environmental
Officer, or Exercise OIC, i. on Day Exercises, all stoves shall be fuelled and tested prior to going to
the field, no extra fuel shall be carried during the activity, j. on exercises, all water shall be poured as needed above the drip pan
provided, k. any waste water is to be poured into the Jerry Cans marked “Grey
Water” and be transported out of the training area for proper disposal, l. all vehicles on an FTX shall be equipped with a drip pan, to be placed
under the vehicle oil pan when the vehicle is parked, with the drip pan tied to the side view mirror on the drivers side of the vehicle by way of string or rope,
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m. the number of vehicles present during an FTX will be kept to an absolute
minimum, and n. a spill kit shall be part of the required equipment for an FTX.
7. The Corps Environmental NCO shall be responsible to the Environmental Officer for the following:
a. ensuring that all N.C.O.s have read the Corps Environmental Orders and understand them,
b. spot checking throughout an FTX to ensure that Environmental Orders are being adhered to,
c. ensuring that the garbage point, P.O.L. point, and ablution areas are properly constructed when on FTX,
d. assisting the Environmental Officer in updating the Environmental Orders, and
e. anything else assigned by the Environmental Officer.
7.08 KEY AUTHORISATION 1. Any personnel authorized by the CO. 2. The Commanding Officer may from time to time authorise the issue of keys to those other than listed above. This will be done only when the number of qualified staff is not available to follow the authorisation in para 6. 3. The Security Officer is not authorised to issue keys to anyone unless they are in receipt of the letter detailed in para (3). The original shall be kept on file by the Security Officer, with a copy to be given to the Staff member upon issue of keys. 4. The Supply Officer shall maintain a key log as per Annex G. In addition to Annex G, keys are to be issued on a DND 638. 7.09 WEAPON/AMMUNITION ACCESS 1. The following personnel have access to the keys to the weapons and the ammunition lock-up:
a. Commanding Officer, b. Supply Officer, and c. Training Officer when one of the above is not present.
2. Upon appointment to one of the positions detailed in para (1), the Commanding Officer will approve access by letter according to Standing Order 708.3.
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3. No one else has access to the keys, or those lock-ups. Unauthorised access will be subject to disciplinary action.
4. The Supply Officer shall maintain a Key Register as per Annex containing the following information:
a. which keys were signed out, b. who signed them out, c. purpose, d. time out, e. time in.
4. Any unauthorised access to either Weapons or Ammunition may be subject to severe disciplinary action by the Commanding Officer. 7.10 ACCESS TO CORPS AREAS 1. This order is intended to ensure that Corps areas are properly used in accordance with appropriate regulations and orders. Corps areas are restricted to authorised personnel only. 2. Access to the Orderly Room on a regular basis is restricted to the following personnel:
a. Officers and staff of the Corps, b. Senior NCO appointments, and c. Others invited by those listed in (a) or (b).
3. Other personnel may access the Orderly Room, but only during the course of the Duties and Responsibilities of their Rank and Position. No one is authorised access to the Orderly Room when a member of the Staff is not present. 4. Access to Supply is restricted to the following personnel:
a. Commanding Officer, b. Supply Officer/Supply Staff, c. Security Officer, and
5. No other personnel are authorised access to Supply unless accompanied by those listed in para (4). 6. No more than four Cadets are authorised to be in Supply at any given time on a training night. The only exception is during special activities where help is required.
7. Access to the Band/Biathlon Room is restricted to the following personnel:
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a. Commanding Officer, b. Supply Officer, c. Band / Biathlon Officer, and d. Others as delegated by (a) through (c).
7.11 CONDUCT OF TRAINING 1. Training is the reason for the existence of any Cadet Corps. Therefore, it is very important that a challenging, interesting, and fun training programme is maintained. In implementing such training there are many guiding rules and regulations that must be followed, these include (but are not limited to):
a. Queens Regulations and Orders for Cadets (QR&Os (Cdts)), b. Cadet Administrative and Training Orders (CATOs), and c. Pacific Region Cadet Instructions (PRCIs).
2. In order to ensure that training is conducted in a safe manner, the OIC/OPI of the activity needs to ensure that proper planning occurs prior to an activity being run. No training will be conducted in the Corps that has not been planned in advance. 3. The following must occur when planning an activity:
a. a Warning Order must be issued well in advance, either in writing or verbally,
b. a minimum of 45 days prior to an activity an Operations Order will be issued, either in writing,
c. safety concerns must be clearly expressed and planned for prior to the commencement of an activity,
d. supervision requirements must be met before an activity can commence, and
e. appropriate safety and security regulations must be addressed and met prior to the commencement of any activity.
4. Lastly, the OIC/OPI of an activity must be sure to maintain a clear and objective view of the feasibility of conducting the training. If circumstances change that impede the practicality or feasibility of an activity, then allowances need to be made. However, if allowances cannot be made, then the OIC/OPI must be prepared to cancel or reschedule the activity. It is safer to do so than to run the risk of accident or mishap as a result of inadequate supervision, planning, resources, or other deficiencies. All Officers and Staff of the Corps must be sure to avoid “summit fever”, that is moving to achieve a goal at all costs, regardless of the risks.
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7.12 FIRST AID 1. A First Aid kit must be present during all training. At the LHQ, it is sufficient to have one available in the Orderly Room. However, during Field training there must be one present at the HQ, and in the Field with the cadets. In the Field a stretcher must also be present. It is the responsibility of the OPI to ensure that the appropriate First Aid kits are available.
2. As well, it is the responsibility of the Exercise OPI to ensure that there is a qualified First Aider present. The OPI must ensure that all know this person, and that this person is in possession of, or has access to the First Aid Kit.
3. All injuries (however minor) will be reported to the First Aider for action. The First Aider will keep the Exercise OPI informed as necessary, as well as maintain a First Aid Log. 4. The Exercise OPI and/or First Aider will be in possession of CF98’s at all times. In event of an injury, these will be filled out without delay. All Staff are to be aware of the proper use of a CF98. 7.13 SUPERVISION 1. Supervision is very important to the proper and safe running of any Cadet Corps. It is when an Officer or other member of the Staff is not present that accidents and incidents occur. Therefore, any activity that is on Corps Monthly Routine Orders will be supervised by an Officer or by a Civilian Instructor. There are no exceptions unless authorised in writing by the Commanding Officer. 2. No member of the Corps shall practice the “Delegate and Disappear” method of Supervision. Every member of the Corps is under supervision at all times, the only question is at what level a person is to be supervised. A basic rule of thumb is to adjust the level of supervision in direct relation to past performance. The following points need to be considered when deciding at what level to supervise someone:
a. Qualifications as they relate to the task, b. Past experience relating to the task at hand, c. Competence at the task at hand, and d. Past performance at the task at hand.
3. In learning good supervision skills, all members of the Corps should feel free to see any of the staff with questions regarding supervision. In practising supervision, the following quote should be kept in mind: “Supervision is not easy to learn, and like Leadership requires practice and experience. No one is born a good Supervisor.”
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ANNEX A TERMS OF REFERENCE: CORPS DUTY OFFICER
1. The Corps Duty Officer is an Officer or Civilian Instructor who is the representative of the Commanding Officer during all Corps activities. All Officers and Civilian Instructors will be liable for this duty. The Duty Officer is detailed through Monthly Routine Orders, with the tour of duty consisting of specific parade nights and other activities as listed 2. The Duty Officer is responsible to the Commanding Officer for the following:
a. to arrive one half hour before parade time to brief and inspect duty personnel, b. to inspect all areas for cleanliness/damage before training commences, during
training, and after training, noting any deficiencies in the Duty Officers Report, c. to meet any guests, speakers, or visitors and introduce them to the
Commanding Officer, d. to command at the scene of an Emergency until help arrives, e. to conduct a security check of the entire building prior to and after all training
activities, f. to secure the Orderly Room, ensuring all file and key cabinets are locked, with
all attractive items secured, g. to ensure the security of the Band Room and Supply, h. to be the last one out on a Parade Night, ensuring that the building is secure
and the gate is locked, i. to enforce Security and Safety Orders (Ch.7 Corps Standing Orders), j. to arrange for a replacement if an absence is known, k. to supervise the Duty N.C.O., l. to complete a Duty Officer Report and submit it to the Commanding Officer at
the end of the tour of duty, ensuring to add any incidents that occur that evening, and
m. all other duties as assigned by the Commanding Officer. 3. Dress for the Duty Officer will be the dress of the day. 4. It must be stressed that the role of Duty Officer is a very important one and is not to be treated lightly. Any dereliction of this Duty will be viewed seriously by the Commanding Officer
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CORPS DUTY OFFICER REPORT Name: Rank: Date: Duty N.C.O.: *THIS REPORT IS TO BE COMPLETED AND SUBMITTED IMMEDIATELY * Time Duty 1. Report to Commanding Officer at 1800hrs for instructions.
*To occur prior to 1830hrs* ______ 2. Check building security. This will include:
- all entrances and exits 3. Check Cleanliness of:
- all classrooms: 145, 212, 218 - male and female washrooms
4. Deliver Instructions to Duty N.C.O. 5. Supervise raising of the National Flag. 6. Take opening parade. Inspect Cadets. 7. Conduct periodic checks throughout the night to ensure:
safety, security, cleanliness, and proper levels of supervision. 8. Take closing parade. Make announcements as necessary. 9. Supervise lowering of the National Flag. 10. Conduct security check of building at the end of the night. 11. Last one out, ensuring that the building and grounds are secure.
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Notes: (add sheets if necessary)
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TERMS OF REFERENCE: CORPS DUTY NCO 1. The Corps Duty NCO is the personal representative of the Corps Duty Officer. All NCO’s and selected Privates are liable for this duty. The Duty NCO is detailed through Monthly Routine Orders, with the tour of duty lasting one week. 2. The Duty NCO is responsible to the Duty Officer for the following:
a. arriving no later than 1800hrs on the evening of duty, b. reporting to the Duty Officer immediately upon arrival, c. opening the classroom and setting up all classrooms with tables and
chairs, d. e. ensuring that cadets are prepared for the opening parade, f. conducting Roll Call, g. collecting any phone lists, permission forms, or other administrative
issues, h. ensuring that all class areas are taken down and the LHQ is clean
before closing parade commences, i. j. turning the Closing Parade over to the Company Sergeant-Major, k. conducting the lowering of the National Flag, l. filling out a Corps Duty NCO report, m. reporting to the Duty Officer prior to departure, and n. anything else assigned by the Duty Officer.
3. Dress for the Duty NCO will be the dress of the day. 4. It must be stressed that the role of Duty NCO is an important one, and is not to be treated lightly. Any dereliction of this duty will be viewed seriously by the Commanding Officer.
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CORPS DUTY NCO REPORT Name: Rank: Date: Duty Officer: *THIS REPORT IS TO BE COMPLETED AND SUBMITTED IMMEDIATELY * Time Duty 1. Report to Duty Officer at 1815hrs for instructions. 2. Set-up class rooms with tables and chairs.
3. Conduct raising of the National Flag. 4. Ensure cadets are ready for Opening Parade. 5. Initiate Opening Parade. ______ 6. Conduct Roll Call. ______ 7. Collect Phone Lists, Permission Slips, and other details. ______ 8. Turn parade over to CSM. 9. Supervise breaks between Periods. 10. Ensure all tables and chairs are put away, and all rooms are clean. ______ 11. Initiate Closing Parade. ______ 12. Turn parade over to CSM. 13. Conduct lowering of the National Flag. 14. Complete Duty N.C.O. Report. ______ 15. Report to the Duty Officer prior to departure.
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Notes: (add sheets if necessary) Duties were completed as per Corps Standing Orders. Signature:
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FIRE MAP
- insert map of all exits, pull stations, fire extinguishers, and the Fire Rally point here.
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KEY REGISTER Name:
KEY DATE/TIME OUT
INIT. CO/SUP O INIT.
DATE/TIME IN
INIT. CO/SUP O INIT.
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WEAPON REGISTER
DATE & TIME OUT
SPECIFY WEAPONS
INTIAL CO/SUP O INTIAL
DATE & TIME IN
INTIAL CO/SUP O INTIAL
Weapon Serial Numbers are as follows: #1 - #2 - #3 - #4 – #5 - #6 – #7 - #8 – #9 - #10 - #11 -
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AMMUNITION LOG
DATE & TIME
AMOUNT OUT
INITIAL AMOUNT IN
EXPENDED INT REMAINING
Ammunition Verification – to be completed every three months
DATE/TIME IDEAL COUNT
ACTUAL DIFFERENCE NEW TOTAL
INTITIAL
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WEAPON CLEANING LOG
DATE
SPECIFY WEAPONS
INTIAL SUP O INTIAL
Weapon Serial Numbers are as follows: #1 - 1013899 (Anchutz, .22) #2 - 966826 (Anchutz, .22) #3 - 1262458 (Anchutz, .22) #4 – 1111780 (Anchutz, .22) #5 - 1072870 (Anchutz, .22) #6 – 1030352 (Anchutz, .22) #7 - 1197 00434 (853C, .177) #8 – 0198 00092 (853C, .177) #9 - 1197 00605 (853C, .177) #10 - 0198 00982 (853C, .177) #11 - 1197 00051 (853C, .177) N.B. – This is just an example. Substitute own serial #’s.
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TERMS OF REFERENCE: LHQ SENTRY 1. The LHQ Sentry is responsible to the Duty Officer for ensuring that no one enters or leaves the LHQ with out being logged in and out. The Duty Officer on a nightly basis will detail the LHQ Sentry during opening parade. All staff and Cadets are liable for this duty. 2. The LHQ Sentry is responsible to the Duty Officer for the following:
a. taking post at the area assigned, and leaving only in case of emergency, b. maintaining the Sentry Log in full detail, c. ensuring that no one enters or leaves the point of entry without logging in or out
as appropriate, d. ensuring that anything unusual is noted in the Sentry Log, and, e. anything else as assigned by the Duty Officer.
3. Dress for the LHQ Sentry will be the dress of the day. 4. It must be stressed that this is an important duty, any dereliction of which will be viewed seriously by the Commanding Officer.
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SENTRY LOG Date: Name: Duration: Duty Officer:
NAME REASON TIME IN TIME OUT SIGNATURE
*Any extra notes are to be taken on a separate sheet of paper and attached* Page of
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SECURITY LOG
DATE & TIME
INCIDENT CORRECTIVE ACTION TAKEN
SIGNATURE
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CHAPTER 8 FINANCE 8.01 GENERAL 1. In administering a Corps it is necessary to expend both Public, and Non-Public Funds. It is essential that all staff understand the rules and regulations with regards to the spending of these funds. The purpose of this Chapter is to detail these rules as they apply to the day to day running of the Corps. 2. Any member of the Staff that will be responsible for expending funds must ensure that they are familiar with the contents of this Chapter, and the rules as they apply to them. Any questions should be directed to the Finance Officer, or the Commanding Officer. 3. As well, it should be remembered that there are opportunities for misuse and problems whenever money is involved. Therefore, it is imperative that staff take a proactive approach to the use of Corps funds, and ensure that they are above reproach at all times. 8.02 FINANCE OFFICER A Civilian of the Corps will be assigned the duties of Finance Officer as a Primary duty. 8.03 ANNUAL BUDGET TBD 8.04 SPENDING FORECAST TBD 8.05 SPENDING AUTHORITY TBD 8.06 PURCHASING AND ORDERS 1. Normally if the Finance Officer approves a purchase, they will assign the necessary funds to the Staff member to execute it. As well, from time to time it may be necessary for members of the staff to carry a miscellaneous expense on behalf of the Corps. If the purchase was approved in advance, or was a reasonable exception to the rule, then the Staff member will be reimbursed by Cheque.
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2. Whenever possible all expenditures of Corps funds will be done by Cheque. When an expense is approved, the Finance Officer will issue a cheque payable to the specific business or individual, detailing the exact amount of the purchase. Once the expense has been paid, the receipt must be turned in to the Finance Officer for their records.
3. Lastly it must be kept in mind that all members of the Corps, the Parents, and the Sponsoring Committee work hard to raise funds. All who are approved to expend
these funds must make every effort to achieve the greatest value for the money.