Commissioner's directive 266: Ceremony and protocol

• Canadian Heritage Table of Precedence for Canada
• Canadian Heritage Commercial Use of Canadian Symbols
• National Joint Council Uniforms Directive

To establish internal procedures in accordance with Government of Canada policy and related guidelines for conducting ceremonial and protocol events and activities, as well as for using the armorial bearings, within the Correctional Service of Canada (CSC or Service)

Applies to all CSC employees and to civilian volunteers with the CSC Community Pipes and Drums

1. The Chief of Protocol will:
   1. oversee the coordination of all matters of ceremony and protocol, including the authorized activities supported by this directive
   2. provide direction, assistance and advice to management and event coordinators on all matters relating to ceremony and protocol, such as recognition ceremonies, change of command ceremonies, Correctional Training Program graduation ceremonies, half-masting and flag protocol, as well as public events
   3. create and maintain related procedures and ensure the timely dissemination of information, and program documentation
   4. act as liaison with the Office of the Secretary to the Governor General, Canadian Heritage, central agencies and other departments responsible for ceremonial and protocol programs and direction
   5. review and recommend all usages of the CSC armorial bearings to the Assistant Commissioner, Communications and Engagement, and provide advice to the Federal Identity Program (FIP) Coordinator, Communications and Engagement Sector at National Headquarters, on the FIP identifiers of CSC
   6. oversee the Ceremonial Unit
   7. assist in executive uniform ordering and provide advice to members of the Executive Committee and the Corporate Services Sector on uniform guidelines and policies
   8. provide assistance, direction and guidance to the Intergovernmental Relations Division and to international delegations from CSC in matters of protocol, flag etiquette, mementoes, uniforms, and scheduling.
2. The National Ceremonial Guard Commander, the National Pipe Major and the National Command Sergeant Major will ensure those members directly under their charge adhere to CSC’s policies and directives and will provide guidance and advice on matters of ceremonial protocol, in consultation with the Chief of Protocol.
3. Regional Ceremonial Guard Commanders, Regional Pipe Majors and Regional Sergeant Majors will ensure those members directly under their charge adhere to CSC’s policies and directives and will provide guidance and advice on matters of ceremonial protocol, in consultation with the National Ceremonial Guard Commander, the National Pipe Major or the National Command Sergeant Major.
4. The institutional Squad Leader will report all events and authorized activities to GEN-NHQ Ceremonial-Ceremonie using the Ceremonial Event Report (CSC/SCC 1458e). This form will help track events and costs as well as provide data useful for the continuing development of the Ceremonial Unit.
5. Employees referring to this directive will also refer to the CSC Standards – Ceremony and Protocol document, which provides additional instructions and direction concerning the procedures outlined in this policy.

6. In the event of a line-of-duty death of a CSC employee, the Chief of Protocol will be responsible for:
1. directing the National and Regional Ceremonial Unit Commanders as well as providing advice and guidance to National and Regional Headquarters
2. providing direction for attending CSC employees
3. providing the Canadian flag for presentation to a member of the family during the funeral or memorial service
4. assisting in the service preparation in close consultation with the family.
7. The Chief of Protocol will ensure the funeral or memorial service for a line-of-duty death respects the wishes of the family, and may refer to the approved outline for a funeral or memorial service described in the CSC Standards – Ceremony and Protocol document to facilitate the ceremony.
8. The Chief of Protocol will ensure the half-masting of flags and other flag protocols are carried out in compliance with CD 266-1 - Half-Masting of the National Flag of Canada and Other Flags and CSC Standards - Ceremony and Protocol.
9. The Chief of Protocol will recommend requests to the applicable Regional Deputy Commissioner for the participation of CSC employees at other Police or Peace Officer funeral or memorial services.
10. In the event of a CSC employee’s death, which did not occur in the line of duty, the institutional Squad Leader will be responsible for the coordination of CSC participation at the funeral or memorial service, in consultation with the Regional or National Ceremonial Commanders or the Chief of Protocol. In these cases, the institutional Squad Leader shall incorporate the wishes of the family in the direction of the ceremony or service provided.
11. In the event of a funeral or memorial service for a member of a national, provincial or municipal agency (e.g., Royal Canadian Mounted Police, Canada Border Services Agency, etc.), the CSC senior ceremonial officer present on the day of the funeral or memorial service will command the CSC delegation, and will ensure direction for attending Service personnel are followed.

12. The Chief of Protocol will coordinate the activities associated with the national ceremony.
13. In consultation with the National Guard Commander, the Regional Deputy Commissioner and, subject to their approval, the Regional Ceremonial Commanders will coordinate the participation by CSC employees at national and provincial ceremonies.

14. Participation by any Ceremonial Unit member at:
1. national or international events is coordinated by the National Ceremonial Guard Commander and/or the National Pipe Major, in consultation with the Chief of Protocol and approved by the Commissioner
2. regional events is coordinated by the Regional Ceremonial Guard Commander and/or the Regional Pipe Major, with the approval of the Regional Deputy Commissioner
3. local events is coordinated by the institutional Squad Leader for the Guard of Honour and/or the local/institutional Pipe Sergeant of the CSC Pipes and Drums, with the approval of the Institutional Head/Director.
15. The Regional Ceremonial Unit Commanders will coordinate events where more than one institution or more than one Guard of Honour squad is involved.
16. The Commissioner’s approval is required for the participation by a Ceremonial Unit member in an event outside of Canada, including the United States of America.
17. For participation in an international event, the requestor will submit the authorization to travel request to the Intergovernmental Relations Division at GEN-NHQ Intergov-Intergouv at least six weeks prior to the event or as soon as possible for a funeral or memorial service.
18. To facilitate the authorization process, the local coordinator must provide the following information as soon as possible to the Chief of Protocol for the participation of an employee or authorized civilian volunteer of the CSC Pipes and Drums in an international event:
1. date of event
2. location of event
3. purpose of event and relation to CSC’s mandate
4. number of, and if possible, names of participants
5. any cost to CSC including the backfill of scheduled rosters
6. transportation arrangements.

19. The Chief of Protocol will start the coordination of the change of command ceremonies as soon as an announcement of a change is made.
20. Should a region wish to extend an invitation to their Lieutenant Governor to preside, host or attend a CSC event, such as a recognition ceremony, the Regional Deputy Commissioner will inform the Commissioner’s office.
21. The Regional Deputy Commissioner or the Sector Head will send an invitation to the Commissioner to either preside or participate in the event.
22. The Chief of Protocol will review the event invitation, scenario note, speech by the presiding official, script of the master of ceremony and keepsake program for any ceremony in which the Commissioner, the Regional Deputy Commissioner or a Vice-Regal representative will attend.
23. Prior to the ceremony, the event coordinator or the Chief of Protocol will brief the presiding official and any other persons attending with the presiding official about their role and the expectations during the ceremony.

24. The Institutional Head/Director will authorize the attendance of an employee or authorized civilian volunteer of the CSC Pipes and Drums at any local events, such as community Remembrance Day ceremonies, annual Poppy Campaigns, food drives or other community festivals or parades.
25. The local Guard of Honour Squad Leader and/or Pipe Sergeant will consult with the Institutional Head/Director at the beginning of any event planning process.
26. The Institutional Head/Director will vet any private event to which a CSC employee or authorized civilian volunteer of the CSC Pipes and Drums has been invited where the CSC uniform would be worn. As required, the Institutional Head/Director should seek clarification with the Regional Ceremonial Guard Commander, the National Ceremonial Guard Commander or the Chief of Protocol at National Headquarters.
27. Employees or authorized civilian volunteers of the CSC Pipes and Drums who receive an invitation to participate in a local or private event will inform their Institutional Head/Director, as applicable.
28. All employees attending events wearing their CSC uniform must do so in accordance with the Values and Ethics Code for the Public Sector and CD 060 - Code of Discipline.

29. The event coordinator will consult the CSC Standards – Ceremony and Protocol document for all suggested ceremonial formats for events, as well as the Ceremonial Events page for the change of command ceremony format.
30. The event coordinator will consult the Chief of Protocol for any deviations from the suggested protocol or for clarifications.

31. The Commissioner will authorize all usages of the armorial bearings, following advice from the Chief of Protocol and the Assistant Commissioner, Communications and Engagement.
32. The FIP Coordinator, Communications and Engagement Sector at National Headquarters, will approve the use of the FIP Canada wordmark and the corporate signature, as per CD 026 - Communications.
33. The FIP Coordinator, in consultation with the Chief of Protocol, will ensure that usages of the wordmark and corporate signature are in compliance with each other.
34. Employees or individuals requesting use of the armorial bearings will ensure that the corporate or public use of CSC’s armorial bearings is consistent with the Values and Ethics Code for the Public Sector and CD 001 - Mission, Values and Ethics Framework of the Correctional Service of Canada.
35. CSC employees approved to use and/or wear the armorial bearings of CSC will do so in a consistent manner that reflects positively on themselves and on the Service, in compliance with CD 060 - Code of Discipline, and respecting the Top Areas of Interest For Federal Identity.
36. All employees will ensure any printed, web or presentation material used or shared internally or externally conforms to the Corporate Identity Templates to ensure a common look and feel, as per CD 026 - Communications.

37. CSC employees, civilian and/or retired members or volunteers who wear CSC uniforms will do so in a consistent manner that reflects positively on the Service. In accordance with CD 351 - Employee Clothing Entitlements and GL 351-1 - CSC Uniforms, Dress Code and Scale of Issue, the deportment and appearance of the wearer will reflect the professionalism of all CSC employees and its mandate.

Commissioner,

Original signed by:

Anne Kelly

CD 001 - Mission, Values and Ethics Framework of the Correctional Service of Canada
CD 003 - Peace Officer Designations
CD 026 - Communications
CD 060 - Code of Discipline
CD 265 - CSC Recognition Program
GL 265-1 - Administration of the CSC Recognition Program
CD 266-1 - Half-Masting of the National Flag of Canada and Other Flags
CD 351 - Employee Clothing Entitlements
GL 351-1 - CSC Uniforms, Dress Code and Scale of Issue

CSC Events and Hospitality
CSC Standards - Ceremony and Protocol
CSC Values Statement

Canadian Heritage Protocol for Events and Ceremonies
Canadian Heritage Rules for Flying the National Flag of Canada
Canadian Heritage Rules for Half-Masting the National Flag of Canada
Canadian Intellectual Property Office Canadian Trademark Data
Governor General of Canada Public Register of Arms, Flags and Badges
Treasury Board of Canada Directive on Conflict of Interest
Treasury Board of Canada Directive on Travel, Hospitality, Conference and Event Expenditures
Treasury Board of Canada Top Areas of Interest for Federal Identity
Treasury Board of Canada Values and Ethics Code for the Public Sector

Armorial bearings: the CSC corporate badge (six-pointed star, Royal Crown, crossed key and torch behind a red maple leaf, green ring with the words CORRECTIONAL SERVICE CORRECTIONNEL CANADA, and the motto FUTURA RECIPERE) and the CSC Ensign (or flag). The armorial bearings are registered as a trademark with the Canadian Intellectual Property Office and listed in the Public Register of Arms, Flags and Badges. The heraldic emblems found in the Register may not be reproduced in any form or in any media without the written consent of the Canadian Heraldic Authority and/or the recipient.

Authorized activities: ceremonies, services and events in which CSC participates or plays a role in coordinating, including but not limited to:

• funeral or memorial service for a line-of-duty death of a CSC employee
• CSC’s attendance at a funeral or memorial service for a line-of-duty death of a member of a national, provincial or municipal agency (e.g., Royal Canadian Mounted Police, Canada Border Services Agency, Parks Canada, etc.)
• funeral or memorial service (non-line-of-duty death) for an employee of a Canadian federal, provincial or territorial correctional facility or a retired CSC employee
• annual Canadian Police and Peace Officers’ Memorial Service in Ottawa or in the provinces
• provincial, national or international events organized by CSC or in which the organization participates which requires ceremony or protocol considerations
• national, regional and international memorials
• CSC regional ceremonies (e.g., Correctional Training Program graduations, recognition ceremonies, change of command ceremonies, etc.)
• institutional, local and community events to which CSC may have or has been invited to attend and which are in compliance with the Values and Ethics Code for the Public Sector (Public Sector Code) and CD 060 - Code of Discipline
• personal, public or private ceremonial events, as approved by a delegated authority in consultation with the Chief of Protocol.

Ceremonial Unit: selected CSC employees and screened civilian volunteers of the Guard of Honour, CSC Community Pipes and Drums Band, and the Ceremonial Guard. Their mission is to promote pride, honour and discipline as well as “esprit de corps” for and within CSC at authorized activities. The participation of the Ceremonial Unit will be of a non-partisan nature.

Death on duty: the death of a CSC employee while on duty and not attributed to any external, unrelated causes.

Death while employed: the death of a CSC employee when not at their place of work and not attributed to any reasons of employment from the Service.

Federal Identity Program (FIP): the Canada wordmark, which consists of the word Canada with the Canadian flag over it, and the corporate signature, which consists of the Canadian flag followed by “Correctional Service Canada Service correctionnel Canada”.

Institutional Head/Director: the legally appointed person in charge of the institution, parole area, or Healing Lodge.

Line-of-duty death: the death of a CSC employee, defined as a Peace Officer, that is a direct result (exclusive of all external, unrelated causes) of an accident, injury or activity occurring in the performance of their assigned duties in an institution, the community or while deployed on international operations.

Official party: a group of people that includes the presiding official who enters into the room after being announced. An official party should be no more than six and should include, if present, the Lieutenant Governor, Commissioner, Regional Deputy Commissioner, incoming and outgoing Institutional Heads/District Directors/Regional Deputy Commissioners (if a change of command), and Indigenous Elder.

Peace Officer: a CSC employee as defined under the Criminal Code of Canada, the Corrections and Conditional Release Act and CD 003 - Peace Officer Designations.

Presiding official: the main invited official who will deliver the key note address and present the awards or certificates.

Vice-regal: the duly appointed representative of Her Majesty in Canada, those that accompany that representative and the music for that representative.