CSC Standards Ceremonies and Protocols

The following information is provided to support Commissioner’s Directive 266 – Ceremony and Protocol. This information is considered as the standard for all matters contained herein. Issues resulting from the information contained or not contained within this document are to be addressed to:

Chief of Protocol
Executive Secretariat
340 Laurier Avenue West
Ottawa, Ontario
K1A 0P9

or via email to:

GEN-NHQ Ceremonial

Section 1 - Funeral Services

Introduction

1. In the event of a funeral or memorial service for a Correctional Service of Canada (CSC) employee, death on duty, death of an employee outside of duty hours, or death of a retired employee, CSC will participate to the funeral or memorial service at the invitation of the family and within the protocols established in this document.
2. A flag may be presented to the family during a funeral service, as described in the funeral service outline. Further directions pertaining to flags can also be found in the Flags section. The casket should be draped with the flag before the parade procession, in private.
3. Depending on the faith, belief or traditions of the family and the deceased, there are several options for a draped casket, for example: a casket draped with the National Flag of Canada; a casket draped with the CSC ensign; a casket draped with the White Pall of Christianity; or no flag. In the event that there is no casket, but rather a framed portrait or an urn, the Chief of Protocol can be contacted to discuss flag options.

Funeral Outline

1. The process below provides guidelines for a funeral or memorial service in the case of a line-of-duty death. Timings, participants, location and event structure can be slightly modified; however, the wishes of the family should always take precedence over this outline. Portions of this outline may serve to assist in the planning of CSC participation at the funeral or memorial service in the event of the death of a CSC employee not attributed to line of duty.

Section 2 – CSC Graduation, Recognition and Change of Command Ceremonies

Introduction

1. The purpose of this section is to establish an internal procedure for the administration and presentation of a graduation ceremony, recognition ceremony or change of command ceremony for CSC. This standard applies to all CSC employees and volunteers.
2. Every effort should be made to ensure that CSC employees receive a ceremony in a timely, honourable and thoughtful manner. When a receiving employee does not want a public presentation, it is acceptable to present the award in a private manner.
3. Planning and preparations for a ceremony should occur at least 60 days prior to the scheduled date. The following determinations are required:
   
   • date
   • location of ceremony
   • presiding official
   • hospitality offerings
   • graduates/recipients.

4. The date of a Correctional Training Program (CTP) graduation ceremony is usually set within the training curriculum. Recognition and change of command ceremonies can be scheduled as required; however, change of command ceremonies should occur within six months of the announcement and recognition ceremonies should not exceed one year from the previous one held for the applicable region.
5. For all graduation, recognition and change of command ceremonies, an invitation is to be extended to the Commissioner to attend and preside. The Executive Assistant to the Commissioner should be contacted with three possible dates at minimum and this should occur before a formal invitation is sent. Once a date has been determined, a formal invitation should be sent from the Regional Deputy Commissioner to the Commissioner. If the presiding official is to be a Lieutenant Governor of a province or territory, an invitation to the Commissioner of Corrections should be extended as well. At the minimum, the Commissioner of Corrections should either be considered as the presiding official or receive an invitation for every ceremony.
6. After initial contact has been made with the presiding official’s scheduling officer and a date has been agreed upon, a save-the-date email should be sent to all participants and the hospitality process (as per "Financial Directive – Travel, Hospitality, Conference and Event Expenditures") should be immediately initiated. Since the hospitality process can take considerable time, it should be initiated immediately for all events. Once the hospitality is approved, then a formal letter of invitation should be sent. The letter should include the date, time, location and a brief summary of what the participant’s role will be. Following protocol, letters of invitation should be sent only from those listed below:
   
   • to the Governor General of Canada, from the Minister of Public Safety
   • to the Prime Minister of Canada, from the Minister of Public Safety
   • to the Minister of Public Safety, from the Commissioner of Corrections
   • to the Commissioner of Corrections, from the Regional Deputy Commissioner
   • to the Lieutenant Governor of a province, from the Regional Deputy Commissioner
   • to a Member of Provincial Parliament/Member of the Legislative Assembly of the Northwest Territories/Member of the Legislative Assembly of Nunavut, from the Regional Deputy Commissioner
   • to the Regional Deputy Commissioner, from the CSC Institutional Head/Executive Director
   • to the Mayor or a local representative of a community, from the CSC Institutional Head/Executive Director
   • to the graduate, recipient or invited guests not outlined above, from the CSC Institutional Head/Executive Director responsible for the ceremony.

7. Letters of invitation to the recipients and guests may be sent out by the event coordinator on behalf of the host of the ceremony.

Planning Overview

1. As previously indicated, planning should begin approximately 60 days ahead of the proposed date. Consideration of at least 90 days should be given when the presiding official requested is:
   • the Governor General of Canada
   • the Prime Minister of Canada
   • the Minister of Public Safety
   • the Commissioner of Corrections, or
   • the Lieutenant Governor of a province.
2. The points to be considered by the organizers are as follows:
   • where
   • when
   • hospitality process
   • who:
     • master of ceremony
     • presiding official, guest of honour
     • organizer
     • guests
     • administrator of the oaths (graduation ceremony)
   • statements, speeches, advertising, publicity signage
   • Canada Wordmark – promotional material
   • advance texts, photos
   • invitations to:
     • special and honoured guests
     • Minister(s) (Cabinet) – Senator(s)
     • other Members of Parliament
     • members of provincial/territorial legislative assembly, regional and local authorities (including local First Nations Chief), religious leaders/Elders
     • media
     • national press
     • local community leaders such as Police Chief, Fire Chief, Institutional Head/Executive Director of a local or provincial correctional service
   • photos, film projector, LCD Projector, PowerPoint presentation
   • press area
   • communications (microphone, PA equipment, power source)
   • radio, record player, tape deck, laptop
   • rehearsals
   • final briefing
   • agenda
   • any special props
   • "Royal Anthem" (if a member of the Royal Family is in attendance)
   • Vice-Regal Salute (if a Lieutenant Governor of a province is in attendance)
   • flags (Canadian, provincial, local)
   • "O Canada" (electronic, singer or musicians)
   • "The Fair Duty" (CSC official song)
   • seating of officials and guests on stage
   • protocol briefing
   • reception room where special guests will be met before the event
   • medals/awards/certificate table, size, exact location
   • podium, lectern
   • reception, coffee, lunch, number of people expected, menu selection
   • transportation of special guests, from arrival to departure
   • air or train information for out-of-town/province family
   • flowers for guest speaker if desired or for reception
   • escorts and guides
   • registration of news media
   • press kits (design, printing, material)
   • all printed material (translation, proofing, release dates for invitations, press releases, advertisements)
   • awards/certificates/rank
   • photographer
   • simultaneous translation, if required
   • floor manager
   • telephones
   • security (guards, insurance, traffic, fire regulations)
   • budget reviewing
   • monitoring and evaluation report.
3. Change of command instructions can be found in the Change of Command Reference.

Ceremonial Outline

1. The ceremony should unfold as follows:
   • rehearsal
   • seating of invited guests
   • entrance of the graduates or recipients
   • entrance of special guests other than the official party
   • entrance of the official party [if a Lieutenant Governor or the Governor General is attending, then the Vice Regal Salute is played as soon as the official party reaches their seat(s)]
   • welcoming address by master of ceremony
   • invocation or blessings by Chaplain and Elder
   • introduction of special guests
   • speech by presiding official
   • presentations (by order and with the use of a proffer)
     • service bars to medals in accordance to the Canadian Medals Chart
     • awards in accordance with the Canadian Medals Chart
     • Government of Canada awards, recognition, and special events
     • organizational awards
     • other
   • oath or solemn affirmation (graduation ceremony)
   • graduation certificates and rank presentations (graduation ceremony)
   • speech by secondary presiding official
     • Commissioner (if the Governor General or a Lieutenant Governor is present)
     • Regional Deputy Commissioner (if the Commissioner is present)
   • speech by valedictorian (graduation ceremony)
   • ”O Canada”
   • departure of the official party, followed by graduates or recipients
   • reception.

Section 3 - Ceremonial Unit

Introduction

1. The Ceremonial Unit may be referred to as:
   • Battalion – National Ceremonial Unit
   • Company – Regional Ceremonial Unit
   • Squad – Institutional Ceremonial Unit.
2. The Ceremonial Unit consists of three distinctive groups:
   
   • Guard of Honour: consists of 6-12 selected members per institution (i.e., no more than 6 members for minimum institutions and no more than 12 members for medium and maximum institutions) who are specifically trained to carry out the duties and responsibilities for flag party drill, funeral details, flag protocols, and official escorts. Overall command of formed parades may be assigned to the Institutional Squad Leader, Regional Guard Commander or National Guard Commander as long as they are indeterminate CSC employees. In the event of a clustered site, no more than 18 members are authorized between the institutions.
   • Community Pipes and Drums: comprised of CSC employees and screened community volunteers who are at least 19 years of age. The Pipes and Drums band provides musical support to the Ceremonial Unit and to the CSC community.
   • Ceremonial Guard: comprised of all Correctional Officers/Primary Workers, Correctional Managers and other designated CSC employees or retired CSC ceremonial officers who, when in dress uniform, join with the members of the Guard of Honour and Community Pipes and Drums for ceremonial functions. Ceremonial Guard members, with the exception of retired ceremonial officers, may progress to become members of the Institutional Guard of Honour by displaying proper deportment, dedication and commitment and by undergoing the approved selection process as outlined in these standards.
3. There are two identified memberships:
   • active member: a Guard of Honour member is a CSC employee who has been granted the authority to be issued with the ceremonial uniform, and has undergone the approved selection process outlined in this document. CSC Community Pipes and Drums members can be any CSC employee or a civilian volunteer of the age of majority (19 years of age or older) who has been security-screened and attends practices and performances with the band when required.
   • honorary member: any person who has contributed to the Ceremonial Unit in some manner that earns the designation of an honorary member. These members have no authority or right to vote on the affairs of the Ceremonial Unit and do not in any way represent CSC.
4. The CSC Community Pipes and Drums will be comprised of both private citizens from the community and CSC employees. All civilian musicians who wish to join and play with the band must be 19 years of age or older and must comply with CD 024 – Management of Correctional Service of Canada Volunteers and be approved for Reliability Status screening through CSC National Headquarters. The security screening process must be completed before any civilian volunteer is issued any CSC Pipes and Drums uniform or accoutrements.
5. Any member of the Guard of Honour or the CSC Community Pipes and Drums may be suspended and/or removed from membership on the recommendation of the Institutional Squad Leader, the Regional or National Ceremonial Unit Commander, the Institutional Head/Executive Director, the Regional Deputy Commissioner or the Commissioner. The Regional Ceremonial Guard Commander or the Regional Pipe Major will consider and approve as deemed appropriate any and all applications for the removal of a member from their respective group.
6. Honorary membership requests will be forwarded to the Chief of Protocol for consultation with the Commissioner, which in turn will approve or reject the application.

Command Structure

1. The command structure in place allows the organization to carry out orders, share information and have a command presence in each region. The following positions are listed according to their order in the command structure and include their respective roles:
   • The Chief of Protocol is the managing official of the Ceremonial Unit located at National Headquarters. They are responsible for the administration, services, activities and movement of the Unit as directed by the Commissioner. They provide guidance and direction to all parties in matters of ceremony and protocol and are responsible for maintaining and updating protocol documents. The Chief of Protocol shall hold an active membership in the Canadian Peace Officers’ Memorial Association.
   • The National Guard Commander (NGC) is responsible for providing leadership and direction to the Guard of Honour and the Ceremonial Guard and for submitting recommended changes to CD 266 – Ceremony and Protocol, these standards and any related standard operating directives to the Chief of Protocol. The NGC is required to be a member of the Honours and Awards Committee of the Canadian Peace Officers’ Memorial Association and must be an indeterminate CSC employee.
   • The National Pipe Major (NPM) is responsible for providing leadership and direction to the CSC Community Pipes and Drums, overseeing musical activities, and submitting recommended changes to CD 266 – Ceremony and Protocol and any related standard operating directives to the Chief of Protocol. The NPM shall further assist in the coordination of national events with the NGC and must be an indeterminate CSC employee.
   • The National Command Sergeant Major (NCSM) is responsible for providing guidance in all related documents and manuals (e.g., Canadian Forces Manual of Drill and Ceremonial [CFP 201]) to the NGC, RGC, or their Regional Sergeant Major. They are also responsible for drill movements and to provide guidance to all personnel in command positions. The NCSM shall be a member of the Canadian Police and Peace Officers’ Ceremonial Unit and must be an indeterminate CSC employee.
   • The Regional Guard Commander (RGC) is responsible for providing leadership and direction to the Guard of Honour and Ceremonial Guard within their respective region. The RGC must be an indeterminate CSC employee.
   • The Regional Adjutant (RA) is responsible to the RGC by providing assistance in the distribution of directions, plans and communication sent to them by the RGC. The RA may also assume the duties or roles of the RGC when they are not available. The RA must be an indeterminate employee of CSC. This position is not mandatory.
   • The Regional Sergeant Major (RSM) is responsible for drill movements, to provide direction to regional personnel in command positions, training and exercising as well as to replace the RGC in their absence. The RSM must be an indeterminate CSC employee.
   • The Regional Pipe Major (RPM) is responsible for providing leadership and direction to the regional CSC Community Pipes and Drums, ensuring protocol and directives given to them by the NPM are carried out within their region and bringing forth any recommendations from members within their region to the NPM. The RPM must be an indeterminate CSC employee.
   • The Regional Pipe Sergeant (RPS) or Regional Drum Sergeant (RDS) is responsible for providing direction and guidance in the absence of the RPM and for performing associated duties and responsibilities. A region may only have one or the other of these positions, not both. The Regional Pipe/Drum Sergeant may be a CSC employee or a community volunteer of either the regional band or a satellite band if one exists in the applicable region.
   • The Institutional Squad Leader (ISL) is responsible for providing leadership, direction and training to the Guard of Honour and Ceremonial Guard members at the institutional level. They are also responsible for implementing any directions sent by a regional or national command representative of the Guard of Honour. The ISL must be an indeterminate CSC employee.
   • The Institutional Band Sergeant (IBS) is responsible for providing direction to a formed satellite band within a region where another CSC band exists. A band that has either the RPM or an RPS/RDS will not be entitled to this position. The IBS must be an indeterminate CSC employee.
   • The Institutional Deputy Squad Leader (IDSL) assists and replaces the ISL in their absence and must be an indeterminate CSC employee.
2. In the event that the employee holding an applicable national or regional command position identified above is also a member of a local Guard of Honour or CSC Community Pipes and Drums, that person may also be in charge of that specific group at the local level. They may concede this responsibility to a local representative; however, roles and responsibilities must be clearly defined.
3. It is recommended that every three years a nationally recognized selection process takes place at the national, regional and institutional levels for command positions. At the direction of the Commissioner, the Regional Deputy Commissioner or the Institutional Head/Executive Director, the three-year duration may be extended or shortened. When an extension is granted, a review of the position should be conducted annually to determine if a selection process should occur.
4. In order to avoid a mass leadership loss, it is recommended that the selection process happen on opposite years. Commencing from the publication and issuance of these standards, year one will be for the institutional level, year two for the regional level and year three for the national level.
5. Appointments made in accordance with paragraphs 24, 30, 31 and 35 by the national and/or regional command positions should be considered in the beginning of the second year of their three-year term.
6. The following list details the positions that would undergo a formal selection process:
   
   • National Guard Commander
   • National Pipe Major
   • Regional Guard Commander
   • Regional Pipe Major
   • Institutional Squad Leader/Institutional Band Sergeant.

Nomination and Election

1. The organization and election process will normally be carried out by the following position (henceforth identified as the elections officer):
   
   • National Guard Commander – by the Chief of Protocol
   • National Pipe Major – by the Chief of Protocol
   • Regional Guard Commander – by the National Guard Commander
   • Regional Pipe Major – by the National Pipe Major
   • Institutional Squad Leader – by the Regional Guard Commander
   • Institutional Band Sergeant – by the Regional Pipe Major.
2. The selection process will proceed as described below and take no more than 40 days:
   1. Forty days prior to the conclusion of an appointee’s term:
      1. an email, based on the template provided in paragraph 17 of this section, will be generated by the elections officer announcing the upcoming conclusion of the term of office for the position they are responsible for
      2. the email will outline who is eligible to be nominated for the position
      3. nominees will have 10 days to respond. A PDF format letter of interest outlining the nominee's qualifications and experience will be submitted for the current appointment. A nil response will be viewed as no interest.
   2. Thirty days prior to the conclusion of the appointee's term (10 days into the process)
      1. an email, based on the template provided in paragraph 20 of this section, with electronic voting, will be sent by the elections officer to all persons eligible to vote
      2. all persons eligible to vote will have 10 days from the time the message is sent to respond via the electronic voting process
      3. any nil response will be considered as a ruined ballot and the voting ratio will be reduced.
   3. At 20 days remaining (20 days into the process), all voting shall end and all responses will be accounted for and results established.
   4. At 15 days remaining (25 days into the process), the results will be forwarded for verification and confirmation to the CSC Executive as noted below:
      1. National Guard Commander – to the Commissioner of Corrections
      2. National Pipe Major – to the Commissioner of Corrections
      3. Regional Guard Commander – to the Regional Deputy Commissioner
      4. Regional Pipe Major – to the Regional Deputy Commissioner
      5. Institutional Squad Leader/Institutional Band Sergeant - to the Institutional Head/Executive Director
   5. At zero days (40 days into the process):
      1. the applicable elections officer will announce the selection of the appointment to their respective region, whether it is the current appointee or a newly elected appointee. The elections officer will inform the Chief of Protocol by way of c.c. in their message
      2. the Chief of Protocol will ensure that all other persons who have a requirement for this information is informed of the appointment.
3. To be considered eligible for nomination and elected to the position of Institutional Squad Leader, Institutional Band Sergeant, Regional Guard Commander, Regional Pipe Major, National Guard Commander or National Pipe Major, the following criteria must be met:
   • you must be an indeterminate CSC employee
   • you must have served previously in the capacity of that position or in the capacity of the position directly below
   • you must be in good standing with the applicable group in which your nomination is being sought
   • due notice is given to all applicable members for each of the nomination process, election process and selection process
   • all positions are filled via an election and then approved or not approved by the applicable level delegate: Institutional Head/Executive Director, Regional Deputy Commissioner or Commissioner. In the event that the incumbent is not considered favourable, the Chief of Protocol should be contacted to discuss next steps.
4. Voting will be done by applicable members for the following positions:
   • Institutional Squad Leader – by the Institutional Guard of Honour members
   • Institutional Band Sergeant – by the satellite band members
   • Regional Guard Commander – by the Institutional Squad Leaders, the Regional Adjutant (if applicable) and the Regional Sergeant Major from the applicable region
   • Regional Pipe Major – by all band members of the applicable region
   • National Guard Commander – by the Regional Guard Commanders and the National Command Sergeant Major
   • National Pipe Major – by the Regional Pipe Majors.

Standard Format Announcement

1. Email templates using Outlook and the ability to add voting buttons have been created. The following is the email template for the nomination notice:

As an (institutional member/band member/Institutional Band Sergeant/Institutional Squad Leader/Regional Sergeant Major/Regional Adjutant/Regional Ceremonial Commander/Regional Pipe Major/National Ceremonial Commander/National Pipe Major), you are hereby requested to submit your intent to stand for election by your peers. Notice must be received by the undersigned by XXX (10 days from this notice) at which time a ballot will be sent out to the applicable eligible voting members only. The voting process will be completed by XXX (20 days from this notice) and then verified and confirmed. The election result will be announced by XXX (40 days from this notice) and the appointment completed.

Please indicate using the voting buttons above either “YES” that you will stand for election or “NO” that you do not wish to stand for election. Nil responses will be considered as an indication that you do not wish to stand for election. Should you wish to stand for election, you have 10 days from today to submit your CV (resume) and a letter of intent, which will be included in the call to vote email.

If you are no longer filling any one of the command positions, please indicate who has been duly elected to the position to the undersigned ASAP.

2. The following is the email template for the notice of election voting:

Thank you to everyone who has responded to this original email request. As per the original email, each of you were given the opportunity to stand for election. As of XXX (10 days from original notice), all nominations were closed and we are now able to move onto the voting process.

As of XXX (10 days from the original notice), X out of X eligible people have responded with XX standing for election. XXXX, XXXX, XXXX, and XXXX (names) have each indicated that they would stand for election by their peers to the position of XXXX. From today until XXX (20 days from the original notice), each of you are requested to vote for one of the nominees by using the voting tabs above. On XXX (20 days from the original notice) at 16:00 hrs, all voting will cease and the votes will be confirmed and forwarded to the applicable management delegate and senior command position for consultation. In the event of a tie, the voting will occur again with only the names of those tied.

Lastly, please see the attached letters provided by the individuals standing for election. Please use the voting tabs above and cast your vote.

3. The elections officer will send the following email to the Commissioner or the applicable Regional Deputy Commissioner/Institutional Head/Executive Director to advise them of the election results. Should no concerns exist, then the elections officer may proceed to the next step identified below in paragraph 20.

As you are aware, the process for the election of the XXX command position of the XXX Ceremonial Guard or the Pipes and Drums commenced on XXX (date of original email of notice).

The following is a breakdown of the process:

XXX – call out for nominations
XXX – nominations closed with X out of X eligible people standing for election
XXX – election balloting email sent to all eligible voters
XXX – elections closed with XX votes cast.

At this time, XXXX XXXX has been identified as the Institutional Band Sergeant/Institutional Squad Leader/Regional Guard Commander/Regional Pipe Major/National Guard Commander/National Pipe Major. I would ask you to accept or reject these results. Written justification is required should you not be in favour of the result and must be submitted to the undersigned within five days.

4. The following is the email template for the final notice and confirmation of the election result once it has been approved by the applicable senior manager as identified in paragraph 14d:

As you are aware, the process for the election of the XXX command position of the XXX Ceremonial Guard or the Pipes and Drums commenced on XXX (date of original email of notice). The following is a breakdown of the process:

XXX – call out for nominations
XXX – nominations closed with X of X eligible people standing for election
XXX – election balloting email sent to all eligible voters
XXX – elections closed with XX votes cast.

Final results: XXXX has been selected by their peers as the Institutional Band Sergeant/Institutional Squad Leader/Regional Guard Commander/Regional Pipe Major/National Guard Commander/National Pipe Major.

Today, I am happy to confirm and announce this appointment on behalf of the Institutional Head/Executive Director/Regional Deputy Commissioner/Commissioner. Please join me in congratulating the newly elected within our Ceremonial Unit.

Command Appointments

1. Standard criteria will be as follows:
   • All appointments will be for a period of three years and will be made by the executive at the applicable level (Institutional Head/Executive Director, Regional Deputy Commissioner, Commissioner).
   • For the positions of NGC, NPM and NCSM, the appointments will be made in consultation with the Chief of Protocol.
   • Should no one choose to stand for nomination, the appointment will be offered back to the current individual.
   • Should no one choose to stand, including the current appointee, the Institutional Head/Executive Director or the Regional Deputy Commissioner will contact the Chief of Protocol at National Headquarters for further discussion.
   • Should it be determined that a current serving member or a person in a position of command within the Ceremonial Unit is not fulfilling the responsibilities of the appointment, the applicable Institutional Head/Executive Director will contact the Chief of Protocol at National Headquarters for further direction.
2. National Guard Commander
   • Confirmation will be made by the Commissioner on the recommendation of the Chief of Protocol as selected by the regional command positions.
   • The nominee must be the current NGC, RGC, NCSM or a person who has served in this capacity in the previous term.
3. National Pipe Major
   
   • Confirmation will be made by the Commissioner on the recommendation of the Chief of Protocol as selected by the RPMs.
   • The nominee must be a CSC indeterminate employee.
   • The nominee must be the current NPM, RPM, or a person who has served in this capacity in the previous term.
4. National Command Sergeant Major
   
   • The NGC will recommend the appointment of the NCSM to the Chief of Protocol for approval.
   • The appointment will be authorized by the Commissioner.
   • The appointee must be a current member of the CSC Guard of Honour.
   • The appointee must have a good knowledge of dress, drill, deportment, protocol and ceremony.
   • The appointment must be made from the current regional ceremonial guard command positions or among members who held one of these positions in the previous term.
5. In certain circumstances, consideration may be given to a member below the rank of RGC, RA or RSM, either currently in the position or previously.
6. Prior to the selection process, a letter outlining the interested parties' desire for the position along with a resume must be submitted to the NGC by the date indicated.
7. The NGC, in consultation with the RGCs, will review all applicants and submit the chosen name along with a statement of justification and the individual's letter and resume to the Chief of Protocol. After review and consultation, the Chief of Protocol will brief the Commissioner on the selection. Once the Commissioner has approved the appointment, the NGC will in turn inform the members of the Guard of Honour.
8. Regional Guard Commander
   
   • Confirmation will be made by the Regional Deputy Commissioner on the recommendation of the NGC.
   • The nominee must be a current serving ISL, RGC, RA, RSM, NCSM (region specific), or a person who has served in this capacity in the previous term.
   • Should no one choose to stand for nomination, the appointment will be offered back to the current RGC.
   • Should no one including the current serving RGC chose to seek this position, based on recommendations of the ISLs, nominations of the DSLs or general members of the Guard of Honour may be considered.
9. Regional Pipe Major
   
   • Confirmation will be made by the Regional Deputy Commissioner on the recommendation of the NPM.
   • The nominee must be an indeterminate employee of CSC, and a member of the CSC Community Pipes and Drums from the applicable region.
   • Should no one choose to stand for nomination, the appointment will be offered back to the current RPM.
10. Regional Adjutant
    
    • The RGC, in consultation with the NGC, will recommend an individual for appointment to the Regional Deputy Commissioner.
    • The appointee must be a member of the regional Guard of Honour.
    • The position of Regional Adjutant is to assist or assume the duties of the Regional Guard Commander when they are not available.
    • This position is not mandatory.
11. Regional Sergeant Major
    
    • The RGC, in consultation with the NGC, will recommend an individual for the appointment to the Regional Deputy Commissioner.
    • The appointee must be: a member of the regional Guard of Honour; currently or recently an ISL, RGC, or RSM; and come from the same region as the RGC.
    • Should no one choose to stand for nomination, the appointment may be offered back to the current RSM. Failing that, the RGC may seek an appointment from the regional Ceremonial Guard membership.
    • The appointee must have a good knowledge of dress, drill, deportment, protocol, and ceremony.
    • Prior to the selection process, a letter outlining the interested parties' desire for the position along with a resume must be submitted to the RGC by the date indicated by them.
    • The RGC, in consultation with the region's ISLs, will review all applications and submit the chosen name along with a statement of justification and the individual’s letter and resume to the applicable Regional Deputy Commissioner and the NGC. After review and consultation, the Regional Deputy Commissioner will inform the RGC of their decision.
12. Pipe Sergeant or Regional Drum Sergeant
    
    • The RPM, in consultation with the band, will recommend an individual for appointment to the Regional Deputy Commissioner.
    • The appointee must be a member of a CSC band within the applicable region.
    • The appointee must have a good functional music ability, have sound leadership and be respected amongst their peers.
    • Prior to the selection process, a letter outlining the interested parties' desire for the position along with a resume must be submitted to the RPM by the date indicated.
    • The RPM, in consultation with the applicable Institutional Heads/Executive Directors, will review all applications and submit the chosen name along with a statement of justification and the individual’s letter and resume to the applicable Regional Deputy Commissioner.
13. Institutional Squad Leader
    
    • Confirmation will be made by the Institutional Head/Executive Director through the established voting process and on the recommendation of the RGC.
    • The nominee must be a member of the Guard of Honour of the institution in question.
    • Should no one choose to stand for nomination, the appointment will be offered back to the current ISL.
    • Should no one as identified above, including the current serving ISL, choose to seek this position, the appointment will be offered to the current IDSL.
14. Institutional Band Sergeant
    • Confirmation will be made by the Institutional Head/Executive Director through the established voting process and on the recommendation of the RPM.
    • The nominee must be a member of the satellite band of the institution in question.
    • Should no one choose to stand for nomination, the appointment will be offered back to the current IBS.
    • Should no one as identified above, including the current serving IBS, choose to seek this position, a discussion must occur between the RPM and the Regional Deputy Commissioner on the future of the band.
15. Institutional Deputy Squad Leader
    • In consultation with the Institutional Head/Executive Director, the ISL may appoint an IDSL.
    • The nominee must be a member of the Guard of Honour of the institution in question.
    • Interested Guard of Honour members must submit a letter of intent to the ISL outlining:
      • why they feel that they are most qualified for the position
      • how long and in what capacity they have served the Ceremonial Guard and any other related experience (e.g., military, police).
16. Institutional Guard of Honour Member
    
    • Be an indeterminate employee of CSC.
    • Have a ceremonial uniform in good fit and shape.
    • Have attended previous functions as a ceremonial guard participant.
    • Be recommended by a Guard of Honour member.
    • Be willing to be interviewed by the ISL and Institutional Head/Executive Director.
    • Be willing to abide by the references listed in Annex A of this document.
    • If a vacancy exists.
    • Following this process:
      • the employee must submit a letter of intent to the ISL outlining why they feel that they are qualified to serve on the Guard of Honour
      • depending on the number of interested applicants and vacant positions available, an interview may be conducted by the ISL
      • the ISL will recommend appointments to the Institutional Head/Executive Director who will make the final decision on the successful candidate(s).

Dress and Deportment

1. Personal appearance by CSC employees, civilian and/or retired members and volunteers who wear CSC uniforms will be in a consistent manner that reflects positively on the Service. The deportment and appearance of the wearer will reflect the professionalism of all CSC personnel and the effectiveness of the Service in fulfilling its mandate. If dress regulations, as described in these standards, are not complied with or the high CSC standard of deportment and decorum is not maintained, authorization may be rescinded.
2. Only the authorized ceremonial uniform and the approved accoutrements in strict compliance with this document or that of GL 351-1 – CSC Uniforms, Dress Code and Scale of Issue are to be worn. No visible additional items such as years of service pins, support pins, cause ribbons, qualification badges or awards from agencies or departments other than CSC, any other item not authorized by CSC, or substitution of “look-alike” items are permitted, unless authorized in this document. If clarification on an item is required, please contact the Chief of Protocol at National Headquarters.
3. Only those orders, decorations or medals that are listed in the Canadian Medals Chart and have been bestowed upon the wearer are authorized to be worn on any CSC uniform. No medals or other honours are to be worn on any outer garment, such as all-season coat or parka.
4. Members must maintain their uniform and equipment in a clean, neat and serviceable condition. Pursuant to GL 351-1 – CSC Uniforms, Dress Code and Scale of Issue, CSC uniforms must be worn in a manner that displays a professional approach and high standard to their assigned duties, and is representative of CSC. Questions may be directed to GEN-NHQ Employee Clothing or GEN-NHQ Ceremonial. CSC employees and civilian volunteers of the CSC Community Pipes and Drums, when dressed in any uniform belonging to or representing CSC, whether on-duty or off-duty, are subject to public scrutiny and will not:
   • participate in labour action activities
   • participate in political activities
   • engage in selling or soliciting activities
   • engage in any other action or behaviour which society would deem inappropriate for a uniformed Service employee
   • wear CSC uniforms in public, except to travel to and from work, or in special circumstances approved by the Institutional Head/Executive Director
   • mix uniform and non-uniform clothing items, for casual or other wear (e.g., baseball cap)
   • alter the original look of the uniform (work or dress) in any way.
5. Uniform and deportment inspections will be conducted by the parade commander or designate for all uniformed staff prior to any ceremonial function. Deviations from uniform and grooming standards must be corrected promptly. Any member of the Ceremonial Unit who fails to correct a deviation will be removed from the parade and reported in writing to the member’s immediate superior for additional corrective action, if deemed necessary.
6. On occasions of severe heat or cold, the member of the Guard of Honour or the CSC Pipes and Drums in charge of the event may alter the uniform to assist in maintaining proper body temperature. During periods of warm weather, the tunic may be removed by both groups, but only the Pipes and Drums may also remove their tie. During periods of cold weather, the issued parka, scarf and black insulated gloves may be worn and the forage cap may be replaced with the issued winter fur hat. Members on parade must all be dressed the same, no exceptions.
7. Members of the Guard of Honour or the CSC Community Pipes and drums who have served in a regional or national command position may wear a single metal rank "star", centered on the right breast pocket between the bottom of the pocket flap and the bottom of the pocket. Should the member accept an active command appointment, the pin must be removed. The star is only available through the Chief of Protocol or the National Guard Commander.

Ceremonial Uniform

1. There exist common features to the ceremonial dress uniforms worn by the Guard of Honour, the CSC Community Pipes and Drums and other entitled employees of CSC. The following lists those in detail:
   
   • Forage Cap – Guard of Honour and other ceremonial officers – Current issue is equipped with a blue band to provide warmth during the fall/winter (October to April) and it is removed during spring/summer. The cap is worn squarely on the head.
   • Service Tie – Shall be tied so that the bottom of the tie sits 1 cm above the trouser belt; worn with CSC-issued tie clip.
   • Lanyard – White, gold or gold/white; worn on the left shoulder under the epaulette. No portion of the lanyard should be visible under the left pocket flap.
     
     • White lanyards are worn by officers in ceremonial uniform who are not part of the Guard of Honour or by Guard of Honour members during non-ceremonial functions.
     • Gold lanyards are to be worn by Guard of Honour or CSC Community Pipes and Drums members during ceremonial functions only.
     • Gold/white braided lanyard is to be worn by those Guard of Honour or CSC Community Pipes and Drums members in command positions during ceremonial functions only.
     • Executive Group – Gold lanyard with single metal aiguillette, available only through the Chief of Protocol at National Headquarters for authorized individuals entitled to an executive uniform.
     • Aide-de-Camp Lanyard – Worn only by the Chief of Protocol when attending with or representing the Commissioner during ceremonial functions. The executive group lanyard may be worn by the Chief of Protocol when accompanying or representing the Commissioner during international events when the wearing of the international uniform is authorized.
   • Gold Braided Ceremonial Belt – All wearers of the ceremonial uniform with the exception of the CSC Community Pipes and Drums. It will be worn over the tunic, buckle to be placed between the third and forth button down, and belt to sit horizontal on the body.
   • CSC/SCC metal shoulder titles – CX recruits, Guard of Honour and CSC Community Pipes and Drums only – Affixed to each shoulder strap so that the lowest point(s) of the title will touch the seam where the strap is felled into the shoulder.
   • Rank – All wearers of the CSC ceremonial uniform with the exception of the Guard of Honour and CSC Pipes and Drums will wear the issued hard rank boards on the tunic denoting their current substantiated rank. Guard of Honour and the CSC Pipes and Drums will not wear any service rank as they represent the entire Service. Only those members of the Guard of Honour or CSC Pipes and Drums that are currently serving in a ceremonial command position will wear the rank identifiers specific to the structure that has been established for these two groups.
   • Crossed Key and Torch Collar Insignia – All wearers of the CSC ceremonial uniform, including the Pipes and Drums, will wear on the tunic jacket only the crossed key and torch. The keys will face outwards, and the whole insignia will be level and centred over the stitching that joins the upper and lower tunic collar together.
   • Name Tag – All wearers of the CSC ceremonial uniform, including the CSC Pipes and Drums – Issued by the authorized uniform provider; gold colored metal; black lettering; overall size 7.5 cm x 2.0 cm; worn directly over and centered above the right breast pocket. Civilian volunteers with the Pipes and Drums will be issued name tags procured through the Chief of Protocol.
   • Years of Service Badges – CSC employees only, if earned – Worn on the left sleeve, centered 1 cm above the gold cuff piping. Each tower will represent 5 years of completed service. The badges are produced denoting 5, 10, 15, 20, 25, 30, 35 and 40 years. Combinations of single badges are not authorized. Only CSC service time counts towards these badges; other Public Service time does not count.
   • Marksmanship Badges – CSC employees only, if earned – Worn on the left sleeve, centered 1 cm above the gold cuff piping or if years of service badges are worn, 1 cm above them.
   • Police and Peace Officers’ Memorial Ribbon – Will be worn only during designated periods. Centered on the left lapel (right lapel for members of the CSC Pipes and Drums) of the ceremonial tunic, 1 cm below the v-cut of the tunic lapel. If a poppy is worn at the same time as the Memorial Ribbon, the poppy takes precedence and the ribbon is pinned 1 cm below the poppy. The ribbon may also be worn on the CSC work dress shirt or the protective vest and is centered on the left breast pocket between the bottom of the pocket flap and the bottom of the pocket.
   • Remembrance Day Poppies – Will be worn during designated periods and in accordance with GL 351-1 – CSC Uniforms, Dress Code and Scale of Issue. It will be centered on the left lapel of the ceremonial tunic with the top of the poppy 1 cm below the v-cut of the tunic lapel. The poppy may also be worn on the CSC work dress shirt or the protective vest and is centered on the left breast pocket.
   • Canadian Honours – Only the honours listed in the Canadian Medals Chart are authorized to be worn with the CSC ceremonial uniform or the CSC work uniform.
2. No other items, except those identified in these standards, CD 351 – Employee Clothing Entitlements and GL 351-1 – CSC Uniforms, Dress Code and Scale of Issue, are authorized to be worn on the ceremonial uniform.

Uniform of the Pipes and Drums

1. The CSC Community Pipes and Drums will consist of CSC employees and civilian volunteers wearing the same kilted uniform. The kilted uniform is not a replacement for the CSC order of dress and should be worn only in conjunction with a division/directorate special event/ceremony requiring the use of pipers and drummers. Items of the kilted uniform are not to be worn with any other authorized CSC order of dress (e.g., CX work shirt or baseball cap). All issued items of the kilted uniform shall be returned to the institutional, regional or national representative of the CSC Community Pipes and Drums when an individual is no longer practicing and parading with the band.
2. Costs associated with the CSC Community Pipes and Drums may be shared between the individual member, home institution, Regional Headquarters and National Headquarters. Financial needs and requirements should be discussed with the Chief of Protocol before any purchase is made.
3. Any items purchased or supported by the Government of Canada funding is the property of CSC and must be identified as such. At minimum, an inventory of all items purchased using Government of Canada funds at any level must be completed and submitted annually to the Chief of Protocol by December 31^st.
4. The following is a list of dress items specific to the CSC Community Pipes and Drums:
   • Glengarry – black, with black and white diced border, CSC cap badge mounted, no feather
   • ceremonial tunic – CSC-issued and modified to the “Piper’s Cut” or pinned on the diagonal at no financial cost to CSC
   • CSC/SCC shoulder titles – gold metal, worn on the tunic jacket epaulette only
   • piper's belt – black leather, with silver rectangle buckle, worn over kilt only
   • kilt pin – optional, small
   • dress shirt – CSC-issued, white with CSC cloth badges sewn on the shoulders. CSC Pipes and Drums members are authorized to modify an issued dress shirt to short sleeve at their personal cost. Short-sleeved shirt must be tailored with a shelf sleeve hem and will not extend past the elbow. The Chief of Protocol will assist in procuring short-sleeved dress shirts as required (taking into account fiscal responsibility) upon request from the National Pipe Major.
   • rank and badges – members not in a command position as identified in the Command Appointments section shall wear the applicable gold embroidered pipe or drum badge on the right sleeve of the tunic only between the elbow and the top of the shoulder. No CSC operational rank will be worn by band members. The applicable blue and silver metal rank collar insignia are authorized on the collar of the shirt only.
   • slip-on shoulder sleeves – midnight blue, gold colored embroidery with only CSC. Guard of Honour and Pipes and Drums members in regional or national command appointments will wear a rank slip-on embroidered with their applicable ceremonial rank.
   • kilt – approved tartan of CSC made on the regimental set
   • sporran – evening pattern, black leather with three small tassels, metal chain and CSC cap badge secured on pocket flap
   • socks/hose – navy blue
   • garter tabs – lovat blue, cut on the square
   • skean dhus – personal choice (inserted in the top of the hose on the right leg). Skean dhus or dirks will not be worn or brought into an institution or correctional facility at anytime
   • dress shoes (black) – CSC-issued ceremonial shoes or Ghillie Brogues purchased personally may be worn; however, uniformity of the band must be maintained during any competition event.
   • pipe cords – forest green
   • bag pipe cover – forest green with gold trim, embroidered CSC badge sewn on the outside centre, 6 cm from the rear edge of the pipe bag cover
   • drum carriers – black metal, solid frame
   • animal aprons – under no circumstances shall animal aprons be used by either pipers or drummers.

Flag Party

1. A CSC flag party may be formed for local, regional or national events in which CSC participates and should be comprised of CSC Guard of Honour members whenever possible.
2. A flag party will consist of a minimum of two members carrying the National Flag of Canada and the CSC ensign. Permission must be obtained from the Chief of Protocol should there be a desire to carry additional flags. As CSC is a federal agency, the Service is not obligated to parade with a provincial or territorial flag.
3. A flag party may have an additional Guard of Honour member to serve as the flag party commander, but this is not mandatory. The member who is acting as the flag party commander is not authorized to wear any additional accoutrements, for example a sash, white belt, sword or firearm(s).
4. The wearing of gloves other than white, wrist cut gloves by any member of the flag party is not authorized.

Retired Officers/Primary Workers

1. Within the Ceremonial Unit’s history, there are some officers/primary workers who have retired from the Service but remain interested in participating in events that reflect positively on the Service. They may form up within the ranks of active employees; however, if the numbers are large enough, they will form a separate squad under the direction of the parade commander of the day.
2. Former officers/primary workers are granted authority to parade with the Ceremonial Unit when the following conditions are met:
   • Retired officers must participate knowing that they do so at their own risk. CSC will not assume any liability for any retired employee participating in any function.
   • Retired officers must seek the prior permission of the Squad Leader or Commander that will be directing the parade/function.
   • For any function/parade that requires secured access, it is the responsibility of the retired member to make the appropriate arrangements.
   • Retired officers are authorized to wear the dress uniform that they retired with regardless of era or design. The uniform must be complete and in good appearance and condition.
   • Retired officers may wear a lanyard representing the Guard of Honour if they had previously earned one.
   • The Service will not assume any financial or legal obligation for any retired member participating in any parade/function. All onus will be placed on the retired employee for any legal action or financial debt incurred while participating in any parade/function.
   • The replacement or issuing of uniform parts to retired employees is not authorized by CSC.

Ceremonial Accessories and Rank

1. Only the following ceremonial accoutrements and rank are authorized to be worn by the members of the Ceremonial Unit in command positions:
   • Sword – The approved sword pattern is the British Infantry 1822 sword and is a symbol of historical authority. It is authorized for continual ceremonial use by the Commissioner and the National Guard Commander only. A Regional Guard Commander will be authorized by the Commissioner to carry the 1822 pattern sword during Freedom of the City or a Regional Deputy Commissioner change of command ceremony only. Institutional command positions are not authorized to carry a sword at any parade, ceremony or function.
   • Drill Cane – The drill cane is a symbol and a reminder of the position status "Trust and Responsibility". The drill cane is carried by the National Command Sergeant Major only.
   • Pace Stick – The pace stick, of natural color, is carried by the Regional Sergeant Majors only. It is used to measure distance and to assist in providing direction to members on parade.
   • Shoulder Sash – Only the positions of National Pipe Major, Regional Pipe Major, Regional Pipe/Drum Sergeant, and National and Regional Sergeant Majors of the Guard of Honour are authorized to wear a sash. Regional appointments will wear a scarlet (bright red) sash, while national appointments will wear a crimson (dark red) sash. The National and Regional Sergeant Majors will wear the sash over the right shoulder, under the shoulder strap of the tunic, over the ceremonial belt, and falling over the left hip. National and Regional Pipe Majors will wear the sash over the left shoulder with it falling over the right hip.
   • Rank – National Guard Commander – Two issued gold colored metal stars above a crossed key and torch insignia above the CSC/SCC shoulder insignia. Crossed key and torch are a matching pair. A gold and white lanyard is worn on the left shoulder.
   • Rank – National Pipe Major – Four gold chevrons, centre points up, worn on the right lower cuff of the tunic. Between the shoulder and the elbow of the right sleeve, there is an embroidered gold cloth bagpipe surrounded by a wreath of ivy. A gold and white lanyard is worn on the left shoulder and the applicable metal rank worn on the shirt collar.
   • Rank – National Command Sergeant-Major – Issued badge worn on the right sleeve above the gold cuff piping, depicting the Royal Crown above a crossed key and torch, surrounded by five gold maple leaves on each side. A gold and white lanyard is worn on the left shoulder.
   • Rank – Regional Guard Commander – One issued gold colored metal star above a crossed key and torch insignia above the CSC/SCC insignia, all in a vertical line. Crossed key and torch are a matching pair. A gold and white lanyard is worn on the left shoulder.
   • Rank – Regional Pipe Major – Four gold chevrons, centre points up, worn on the right lower cuff of the tunic. Between the shoulder and the elbow of the right sleeve, there is an embroidered gold cloth bagpipe. A gold and white lanyard is worn on the left shoulder and the applicable metal rank work on the shirt collar.
   • Rank – Regional Adjutant – Three issued gold colored metal stars above the CSC/SCC insignia, all in a vertical line. A gold and white lanyard is worn on the left shoulder.
   • Rank – Regional Sergeant-Major – Issued badge worn on the right sleeve above the gold cuff piping, depicting the Royal Crown above a crossed key and torch, surrounded by a gold laurel wreath. A gold and white lanyard is worn on the left shoulder.
   • Rank – Regional Pipe/Drum Sergeant – Three gold chevrons, centre points down, worn on the right sleeve between the elbow and the shoulder. The applicable pipe/drum badge is placed between the top of the chevrons and the bottom of the CSC shoulder badge. A gold and white lanyard is worn on the left shoulder and the applicable metal rank worn on the shirt collar.
   • Rank – Institutional Squad Leader – Two issued gold colored metal stars above the CSC/SCC insignia, all in a vertical line. A gold and white lanyard is worn on the left shoulder.
   • Rank – Institutional Band Sergeant – Three gold chevrons, centre points down, worn on the right sleeve between the elbow and the shoulder with a gold cloth pipe/drum badge placed directly above and inside the “V” of the chevron. A gold and white lanyard is worn on the left shoulder and the applicable metal rank worn on the shirt collar. A sash is not authorized.
   • Rank – Institutional Deputy Squad Leader – One issued gold colored metal star above the CSC/SCC insignia, all in a vertical line. A gold and white lanyard is worn on the left shoulder.
     

      

Training, Drill and Authorized Music

1. Each member of the local CSC Pipes and Drums will make the effort to train a minimum of once every week locally. Training will be voluntary and overtime will not be compensated. Event priority is given to CSC events. If a band chooses to attend other events such as community festivals or competitions, it is at the discretion of the individual member. The band will develop a training schedule, approved by the Institutional Head/Executive Director, to bring most/all band members together simultaneously. For multiple bands within a region, it is suggested that they coordinate the training in consultation with the Regional Pipe Major so that the practices are held on different nights to allow the RPM to visit other CSC bands within the region if available.
2. Each Guard of Honour will make the effort to meet and train a minimum of once every three months locally. Training will be voluntary and overtime will not be compensated. The Institutional Squad Leader will develop a training schedule, approved by the Institutional Head/Executive Director, to bring most/all Guard members together simultaneously. Each region is encouraged to conduct a regional training day for all Guard of Honour and Pipes and Drum members available. Again, training will be voluntary and overtime will not be compensated; however, it is expected that all members of the Guard of Honour will attend as many training sessions and events as possible. Failure to commit may be cause for a membership review as outlined further below.
3. Non-Guard of Honour members (Ceremonial Guard) wishing to participate in the training offered by the local Guard of Honour Squad are encouraged to do so; however, the training of the specialized duties required of the Guard of Honour should not be put aside to allow this participation.
4. Institutional Squad Leaders must record training and attendance. Participation in ceremonial events must be recorded by the Institutional Squad Leader or Institutional Band Sergeant in the Ceremonial Event Report (CSC/SCC 1458e) which will be submitted to the Regional Guard Commander or the Regional Pipe Major for submission to the Chief of Protocol.
5. Drill and ceremony depict the coming together and marching as one in unison. When formed up on parade, the senior ranking Ceremonial Guard Commander will be in the position of Parade Commander. At all times, the Parade Commander will communicate the parade intent to the Pipes and Drums and Ceremonial Guard if they are on parade as well.
6. For the purposes of movement drills, the Canadian Forces Manual of Drill and Ceremonial (CFP 201) will be referred to, with the exception of the following chapters:
   • Chapter 4 – C7 Rifle Drill
   • Chapter 5 – C8 Carbine Drill
   • Chapter 12 – Section 6, Annex A – Naval Ceremonial Saluting
   • Chapter 13 – Procedures for use on Board Ship.
7. Authorized marches are musical compositions or other arrangements in marching form that musically identifies a unit or other organization and is played on occasions such as a March Past, when the organizational flag is marched on parade, at the end of a concert, at mess dinners, or on other ceremonial occasions where the unit or organization is to be identified. The following are the authorized marches for CSC:
   • The Fair Duty – the official marching pipe tune of CSC
   • Oft in the Stilly Night – funeral march.
8. The following music along with the selections above are the standard list expected of CSC Pipes and Drums members:
   • Flowers of the Forest (Lament)
   • Scotland the Brave
   • Rowan Tree
   • Wings
   • Green Hills of Tyrol
   • When the Battles O’er
   • A Hundred Pipers
   • Steam Boat
   • Glendaruel Highlanders (first two parts)
   • Bonnie Dundee
   • Marie’s Wedding
   • Skye Boat
   • My Home
   • Barren Rocks
   • Maple Leaf Forever
   • Malorca (Vice-Regal Salute).

Events and Attendance

1. As a member of the Guard of Honour or the Community Pipes and Drums, attendance at requested CSC-related events is extremely important. Should a member not be able to attend a scheduled event, it is their responsibility to inform the person in charge a minimum of 24 hours prior to the event of their absence.
2. All members of the Guard of Honour or the Community Pipes and Drums must participate in a minimum of 60% of all yearly activities. Squad leaders will keep an attendance register of all participation and authorized events. Repeated absences at ceremonial events and practices will be considered as justifiable cause for non-recommendation for attendance at regional or national events or dismissal from the Guard of Honour or the CSC Community Pipes and Drums.
3. The Institutional Squad Leader and the Institutional Head/Executive Director will determine which active members will participate in upcoming events. Should vacancies be identified in the Guard of Honour for a particular event, the ISL may allow, with the authorization of the Institutional Head/Executive Director, for Correctional Officers/Primary Workers with the complete ceremonial uniform to attend with them. These participants will not be entitled to wear the gold lanyard of the Guard of Honour, nor will they be entitled to compensation of travel status, paid duty or overtime benefits.
4. Subject to operational requirements and budgetary constraints, Ceremonial Unit members are expected to attend as many organized CSC-related functions as possible.
   • National and International Events – All national and international events (e.g., line-of-duty death, honours and awards, services, parades) requiring the Ceremonial Unit will be requisitioned through the Chief of Protocol for approval by the Commissioner, Regional Deputy Commissioner and Institutional Head/Executive Director. For international events, a minimum of 10 weeks’ notice must be given to members, 8 weeks' notice to the Regional Deputy Commissioner, and 6 weeks' notice to Intergovernmental Relations for approval by the Commissioner. This process can be assisted through contact with the Chief of Protocol.
   • Regional Events – All regional events (e.g., graduations, honours and awards, services, parades) requiring the Ceremonial Unit will be requisitioned through the Regional Guard Commander and the Regional Pipe Major for approval by the Regional Deputy Commissioner and Institutional Head/Executive Director.
   • Institutional Events – All institutional activities (e.g., services, honours and awards) requiring the Ceremonial Guard or the Pipes and Drums will be requisitioned through the Institutional Squad Leader for approval by the Institutional Head/Executive Director.
   • Extraordinary Events – Permission to attend extraordinary events must be given by the Regional Deputy Commissioner in consultation with the Chief of Protocol.

Flags

1. All orders and procedures for carrying, presenting and displaying flags will be conducted in accordance with the Canadian Forces Manual of Drill and Ceremonial (CFP 201), Honours, Flags and Heritage Structure of the Canadian Forces publication A-AD-200-000/AG-000 and CD 266‑1 – Half-Masting of the National Flag of Canada and Other Flags.
2. Only the National Flag of Canada and the CSC ensign (flag) will be carried on parade. Any other flag that is to be flown alongside must have the prior approval of the Chief of Protocol.
3. In the event of the death of a current serving employee or a retired employee, the presentation of a Canadian flag or the CSC ensign to the employee’s family or next of kin will normally be made by the highest-ranking CSC senior official or Guard of Honour member in attendance, at the funeral or memorial service. Who will present the flag and to whom it will be presented must be determined prior to the ceremony; however, this may be subject to change as a result of the wishes of the family.
4. In the event of a line-of-duty death, the Chief of Protocol will provide a Canadian flag that may be draped over the casket of the fallen employee if religious beliefs allow. This flag will be presented to the family or the next of kin by the Commissioner of Corrections following a flag folding ceremony by the Guard of Honour.
5. In the event of a death not classified as “line-of-duty”, the cost to purchase a flag, if one is to be presented, will be absorbed by the institution where the fallen staff member worked. The flag will be presented to the fallen staff member’s family or next of kin by the most senior ranking employee or a member of the Guard of Honour.
6. It has been common practice for an institution to present a flag that has been flown at their institution as this may be considered more appropriate. On the day of the funeral or memorial service, the National Flag or the CSC ensign, if flown, should be removed from the exterior flag pole, folded and taken to the location of the funeral service. During the presentation of the flag to the family or next of kin, the presenter should explain to them why the flag appears worn or faded.
7. The proper process for the ceremonial folding of the National Flag of Canada can be found in the Funeral Services section. For information related to the Rules for Half-Masting the National Flag of Canada, refer to the Canadian Heritage website.

Annex A - Cross References and Definitions

Cross References

• CD 060 – Code of Discipline
• CD 266 – Ceremony and Protocol
• 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 Values Statement

Standards of Professional Conduct in the Correctional Service of Canada

• 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
• Governor General of Canada Canadian Honours System
• National Defence and the Canadian Armed Forces Canadian Medals Chart
• Parliament of Canada Senators and Members of Parliament
• Process of the Ceremonial Folding of the National Flag of Canada
• Treasury Board of Canada Canada Wordmark
• Treasury Board of Canada Values and Ethics Code for the Public Sector

Definitions

Ceremonial Guard: comprised of all Correctional Officers, Correctional Managers and other designated CSC employees or retired CSC ceremonial officers who when in the dress uniform join with the members of the Guard of Honour and Community Pipes and Drums for ceremonial functions.

Ceremonial Unit: composed of the Ceremonial Guard, the Guard of Honour and the Community Pipes and Drums.

Community Pipes and Drums: comprised of CSC employees and screened community volunteers. The Pipes and Drums band is a distinctive part of the Ceremonial Unit. It provides musical support to the Ceremonial Unit and for engagements in the community.

CSC ensign: the corporate flag of CSC.

Death on duty: the death of a CSC employee while on duty and not attributed by an external force.

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.

Guard of Honour: consists of the authorized 6-12 selected members per institution specifically trained to carry out the duties and responsibilities for flag party drill, funeral details, flag protocols, official escorts and overall command of formed parades.

Institutional Head/Executive 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.

National Flag: the National Flag of Canada as approved by Parliament and proclaimed by Her Majesty Queen Elizabeth II, Queen of Canada, on February 15, 1965.

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 include, if present, the Lieutenant Governor, Commissioner, Regional Deputy Commissioner, incoming and outgoing Institutional Heads/Executive Directors/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 and the Corrections and Conditional Release Act.

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

Proffer: a ceremonial officer assigned to bring forward to the delegated official the object of presentation (i.e., the key during a change of command or the medals/honours/awards during a recognition ceremony).

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

Annex B - Terms of Agreement

Terms of Agreement Between the Correctional Service of Canada and a Member of the CSC Ceremonial Unit, Namely the CSC Guard of Honour or the CSC Community Pipes and Drums Band

I _______________________________________ (member of Guard of Honour or CSC Pipes and Drums) hereby and in witness to, fully understand the conditions, rules and regulations laid out in this document and any and all other applicable CSC policies, and my responsibility to said conditions, rules and regulations.

I agree to the following:

1.   That, I offer myself as a volunteer representative of the CSC Ceremonial Unit with no expectation of any remuneration either financially or with time credited unless it is offered to me on a case by case basis by a senior manager.

2.   That, as a volunteer and representative of the Ceremonial Unit, I am responsible for my actions and behaviour and how it may or may not be interpreted towards CSC.

3.   That I have completed and provided a full statement and testimony towards the security screening process as applied to all employees and volunteers working for CSC. Furthermore, I understand that CSC has cleared my application based on an RCMP review of my past and that any wrongdoing in the future shall be made known which may or may not cause a review or termination of my membership.

4.   That I am financially and morally responsible for any and all uniform and/or equipment loaned and/or entrusted to me by CSC or their representative. That on the ending of my participation as a member of the Ceremonial Unit, I will return all equipment and uniform items loaned to me or I shall be held financially responsible.

5.   That while I may be advanced or reimbursed funds for the authorized activities of the Ceremonial Unit, I do so knowing that a full accounting of financial expenditures may be called upon by a senior manager with the authority to do so.

6.   That I will, to the best of my ability, participate in the authorized activities of the Ceremonial Unit, and that repeated absences may be reviewed to determine my continued membership.

7.   That any behaviour that is deemed to bring CSC or the Ceremonial Unit disrespect will be grounds for immediate review and if applicable termination of membership.

Dated this _______ day of ___­­________, 20__.

Guard of Honour or CSC Pipes and Drums member: ____________________________________________

                 (print and sign)

Institutional Squad Leader or CSCCPD command representative: _______________________________________

                 (print and sign)

Institutional Head/Executive Director: _______________________________________ Facility: _____________________________________

                 (print and sign)

Original to: Institutional Head/Executive Director

Copy to: member, Institutional Squad Leader or CSCCPD representative, and Regional Guard Commander or Regional Pipe Major

Annex C - Rank Structure of the Ceremonial Unit

Guard of Honour

CSC Community Pipes and Drums