Canadian Armed Forces Military Personnel Instruction 01/24 - Acting Rank or Appointment (While So Employed) For Lieutenant-Colonel/Commander and Below

1. Identification

Date of Issue: 2024-01-09

Date of Modification: 2024-12-01

Application: This instruction applies to officers and non-commissioned members (NCMs) of the Canadian Armed Forces (CAF) at the substantive rank of Lieutenant-Colonel/Commander (LCol/Cdr) and below, hereinafter referred to as members. Acting rank or appointment while so employed (AWSE) requests for members at the substantive rank of Colonel/Captain(N) (Col/Capt(N)) and above that are staffed through Director Senior Appointments (DSA) are not addressed in this instruction.

Supersession: CANFORGEN 040/20, Acting While So Employed Rank Policy For LCol/Cdr And Below.

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Administrative Response Centre (ARC)

2. Definitions 

Acting Rank (grade intérimaire)

A conditional grant of rank pursuant to QR&O 3.05, Acting Rank, higher than a member's substantive or temporary rank.

Acting Appointment (nomination intérimaire)

A conditional appointment as a master corporal or master sailor in accordance with QR&O 3.08, Master Corporal Appointment.

Acting While So Employed Rank (AWSE) (grade intérimaire pendant la durée de l’affectation (GIDA))

A grant of acting rank higher than the member's substantive or temporary rank limited to the period during which the member is filling a position on an establishment for which a rank higher than the member's substantive or temporary rank is authorized.

Acting While so Employed Appointment (AWSE) (nomination intérimaire pendant la durée de l’affectation)

An appointment limited to the period during which the member is filling a position on an establishment for which an appointment higher than the member's substantive or temporary rank is authorized.

Effective Date (date d’entrée en vigueur)

The calendar date on which a change in rank occurs or is deemed to have occurred.

Employing Unit (unité d’affectation)

The unit or other element in which a member is serving while filling a position for which a higher rank is authorized. This may or may not be their home unit.

Filling a Position (occuper un poste)

Being ordered to assume the full spectrum of duties and responsibilities of an accountable or non-accountable position established at the next higher rank. This may or may not include formal assignment or posting to the position’s establishment serial number in the Human Resources Management System (HRMS).

Granting Authority (autorité approbatrice)

The officer who is authorized to approve a request for a grant of acting rank or for an acting appointment to Master Corporal/Master Seaman (MCpl/MS).

Home Unit (unité d’appartenance)

The unit or other element to which the member is permanently assigned or posted.

Note – Abbreviations of ranks and designations of rank in this Canadian Armed Forces Military Personnel Instruction (CAFMPI) are used in accordance with the DTB.

3. Policy Direction

Context

3.1 The duties and responsibilities inherent in positions and roles in the CAF are intended to be performed by officers and non-commissioned members holding specific ranks relative to others with whom they serve. For example, a leader with direct-report subordinates should typically be unambiguously senior to those members. This is customarily accomplished through promotion and assignment of individuals to positions commensurate with their substantive or temporary rank. The CAF is unique in that it must grow its leaders from within its membership. When leadership or senior positions become vacant through normal career attrition, a comprehensive analysis of institutional need and capacity is completed, and a process of determining priority among eligible members at lower ranks occurs to determine when and by whom the position should be filled. This is the primary driving factor for all promotions and appointments. This merit-based process addresses permanent changes in rank or appointment. However, on occasion there will be a need for a member to fill a position on a time limited basis. The need to fill the position in such a manner is considered a military requirement. A grant of AWSE is used to address such circumstances. This mechanism is not intended to conflict with or undermine the merit-based system of selecting members for substantive promotion. It is a management/command tool to be used to address time-limited service needs for a CAF member to hold a specific rank or appointment to meet the military requirement.

3.2 CAF members may, however, periodically be ordered to fulfill duties and responsibilities resident in a role or position established at a higher rank or appointment than their substantive rank independent from annual selection boards. In such cases, they are ordered to “act” as if they were in the position of that higher-ranked officer or NCM or appointment since there is an institutional need for these duties to be performed. When such orders exceed a reasonable period (90 days), command teams at all levels must give due consideration to recommending that the member so acting be granted the rank or appointment associated with the position for both authority and compensatory purposes.

3.3 Pursuant to QR&O 3.05(1)(b), a CAF member may be granted an acting rank or acting appointment higher than the member's substantive rank for the period during which the member is filling a position on an establishment for which a rank or appointment higher than the member's substantive or temporary rank is authorized. When substantive promotion of the member through the merit process is not practicable, they may be granted a higher Acting While So Employed rank or appointment (AWSE).

3.4 AWSE can be leveraged to encompass an acting MCpl/MS appointment, to denote supervisory authority over other CAF members or greater responsibilities. The appointment of MCpl/MS, for example, is not a higher rank pursuant to QR&O 3.08 but AWSE MCpl/MS appointment may be used if it meets the conditions and criteria in this instruction. Likewise, there are different leadership/employment levels in the Chief Warrant Officer/Chief Petty Officer 1st class (CWO/CPO1) Corps occupation indicated by different rank insignia and broader responsibilities. AWSE may be used when a CWO/CPO1 is acting as if they were in the higher employment level of the MOSID 00381 CWO/CPO1 Corps occupation.

3.5 This instruction provides direction to those listed in Sections 6 and 7 below on the granting of AWSE.

Policy Statement

3.6 The CAF is committed to ensuring wherever possible that members fill positions at the appropriate rank or appointment. When a CAF establishment position is permanently or temporarily empty, meaning no one is currently performing all the duties and responsibilities of the position, AWSE may be used to grant acting rank to a lower-ranked member who is ordered to perform the full spectrum duties and responsibilities of the higher-ranked position or MCpl/MS appointment or CWO/CPO1 employment level for more than 90 consecutive days, thereby ensuring that they have the authority needed to carry out the duties and responsibilities and are compensated accordingly. In the case of members in the MOSID 00381 CWO/CPO1 occupation, this includes filling a higher leadership/employment level (hereinafter referred to as “employment level”) within the occupation, which is associated with a higher level of pay and authority, as described in the occupation specification.

4. Operating Principles

General

4.1 A member’s nomination for a period of AWSE reflects that the absence of an incumbent or the existence of specific vacancy is causing or is likely to cause disruption in a Commanding Officer's (CO), Director, or higher authority’s ability to fulfill their obligations. With other reasonable options exhausted, the nomination serves to convey their confidence that the nominated CAF member will be successful and thoroughly supported in the specific role.

Conditions for Acting Rank or Appointment While so Employed

4.2 The following three conditions, when present, justify the nomination of a member for AWSE:

1. the member must fill a position established at a higher rank, MCpl/MS appointment or CWO/CPO1 employment level, than their substantive rank, temporary rank, or current employment level, whether transferred to that position or not;
2. the member must be assigned the full spectrum of duties and responsibilities of the higher ranked position; and
3. the member must fulfill the duties and be employed in such a capacity for a period of at least 90 consecutive days (See note 2 below).

4.3 In addition to these conditions, the following provisions apply:

1. a member does not normally require successful completion of training prerequisites required for promotion to be nominated for AWSE (See note 1 below as well as para 4.12 for exceptions);
2. minimum time in rank requirements for promotion do not apply; and
3. a member can be granted a maximum of one level increase in acting rank/appointment. A member who is a substantive Cpl/S1 may be granted an AWSE MCpl/MS appointment under this policy for the period similarly to an acting rank but is not to be granted the acting rank of Sergeant/Petty Officer 2nd class (Sgt/PO2). A member who holds the appointment of MCpl/MS through the normal merit process may be granted the acting rank of Sgt/PO2. Any other member may only be granted an acting rank one rank above their substantive or temporary rank.

Note 1 – In applicable orders and direction such as MPCO 1004-0, National Defence Headquarters and Military Personnel Command Primary Reserve Lists – Personnel Management, members being considered for acting rank in a position managed by the Director Reserve Support Management as CO of the National Defence Headquarters (NDHQ) and MILPERSCOM PRLs must normally hold all applicable promotion prerequisites for the next rank, however if one is serving in a position at their substantive rank, and the employing unit wishes to nominate the CAF member for AWSE based on duties in the employing unit, they must liaise with Director Reserve Support Management (DRSM) for further guidance.

Note 2 – Legal officers in receipt of acting pay pursuant to Compensation and Benefits Instructions (CBI) 204.218(5), Acting Pay – Legal Officers, may be granted AWSE in accordance with this instruction if the appropriate authority determines that it is warranted, when the period of time that they are filling the position exceeds or is expected to exceed 90 days.

Control Measures

4.4 AWSE is not an entitlement. Provided the circumstances are consistent with the intent stated at paras 3.1 to 3.6 above, acting rank should not be unreasonably withheld from any member who is so employed. The following measures serve to ensure equitable and consistent application of this instruction:

1. AWSE nominations must be supported and submitted by a CAF member’s CO, NDHQ Director, or similar superior authority;
2. AWSE nominations for command team positions and key staff positions filled through succession plans or approved by a higher chain of command (CoC) must be endorsed by the authority that manages those positions. Specifically, AWSE with concomitant appointment to unit commanding officer, unit CWO/CPO1, formation commander or formation CWO/CPO1 must be supported by the Level 1 authority authorized to approve these appointments;
3. nominations must be submitted expeditiously once a requirement for a member to act in a position requiring a higher rank or appointment is identified and determined to be likely to exceed 90 consecutive days;
4. AWSE is, in all cases, limited to the next higher rank, a MCpl/MS appointment, or CWO/CPO1 employment level;
5. AWSE cannot be used to grant officer ranks to NCMs;
6. AWSE will not normally be granted to members on the Basic or Advanced Training List (BTL/ATL) or to members who have not reached their Occupational Functional Point (OFP) (See notes 2 and 3 at para 4.11);
7. AWSE will not continue beyond the date that an incumbent is posted to or returns to the higher-ranked position and assumes the duties of the position;
8. AWSE is not intended to be used to backfill roles vacated by virtue of an incumbent being granted AWSE (i.e., cascading effect) except in exceptional circumstances that are substantiated and supported by the CoC;
9. AWSE must not be used as an alternative to promotion where, in the opinion of the approving authority, promotion is more appropriate (i.e., used in place of a waiver of a promotion prerequisite a member lacks or cannot attain);
10. only one request for AWSE can be counted against an empty position (a position is considered empty when no one is currently performing all the duties and responsibilities of that position whether the cause is no one has been assigned to the position or the incumbent is away due to deployment or maternity/parental or sick leave or the like);
11. members granted AWSE rank will have their annual PAR completed in accordance with CAFMPI 01/23, Performance and Competency Evaluation (PaCE);
12. compensation and benefits during a period of AWSE will be in accordance with CBI 204, Pay of Officers & Non-Commissioned Members; and
13. to maintain visibility on AWSE requests within their Level 1, Level 1s may direct that AWSE requests be submitted through higher Level 1 authorities than CO. Any such process should not unduly delay requests and does not supersede the approval authorities associated with this instruction. 

Cessation of Acting Rank or Appointment While so Employed

4.5 Once an AWSE member is no longer required to fill a position at the next higher rank, appointment, or employment level, they will revert to their substantive rank or appointment or previous CWO/CPO1 employment level. On conclusion of such a period, the CO or higher authority, as applicable, must acknowledge and ensure that the CAF member is relieved of the obligations that gave rise to the request for AWSE, and that the granting authority is informed of the relief and the requested effective date of the member’s cessation of AWSE. Reasons for ending the period of AWSE include but are not limited to the duties being assumed or resumed by a member who holds the correct substantive rank, the duties being deemed redundant, the duties being formally assigned to or shared by other members, or the promotion of the member to substantive rank, MCpl/MS appointment or higher CWO/CPO1 employment level through the applicable mechanism.

Administration

4.6 For the purposes of strength reporting pursuant to QR&O 2.09, Maximum Numbers of Officers and Non-Commissioned Members, members granted AWSE will be accounted in their substantive rank.

4.7 Periods of AWSE must be recorded properly by the member’s unit records support (URS). In all cases, approving authorities must issue rank change instructions pursuant to The Military Human Resources Records Procedures (MHRRP) and periods must be reflected in HRMS/GUARDIAN and the applicable pay system.

4.8 A MCpl/MS granted AWSE Sgt/PO2 will apply for and maintain membership in the mess corresponding to their acting rank for the period for which they hold the acting rank.

4.9 Members granted AWSE will wear their acting rank, MCpl/MS appointment, or CWO/CPO1 employment level insignia on all orders of uniformed dress in all circumstances during the approved period and upon cessation of AWSE shall return to wearing their substantive rank, MCpl/MS appointment, or CWO/CPO1 employment level on all orders of dress.

Seniority

4.10 Pursuant to QR&O 3.10, Seniority Between Types of Rank, a member holding an acting rank has no seniority in that rank relative to others holding the same substantive rank. Accrual of any additional seniority granted under QR&O 3.09(3)(b), Order of Seniority, due to AWSE will be in accordance with the applicable promotion policy.

Nomination/Request Submissions

4.11 Nominations for AWSE must be submitted to and approved by the appropriate granting authority as follows:

1. all requests for AWSE of Regular Force members at or below the substantive rank of LCol/Cdr must be submitted to Director General Military Careers (DGMC) for approval through the member’s Career Manager; (See notes 1 and 2 below) and
2. all requests for AWSE of Reserve Force CAF members must be submitted to the corresponding authority identified in the applicable instructions issued by the officer with the powers of an officer commanding a command. (See notes 1 and 3 below)

Note 1 – AWSE to the rank of Col/Capt(N) for an officer holding the substantive rank of LCol/Cdr in either the Regular or Reserve Force, or to the rank of CWO/CPO1 for a NCM holding the substantive rank of Master Warrant Officer/Chief Petty Officer 2nd class (MWO/CPO2), or for an existing CWO/CPO1 to act in a higher CWO/CPO1 employment level in the Regular Force must be staffed through DSA to DGMC.

Note 2 – Regular Force personnel on the BTL who have not reached the OFP pursuant to their occupational specification, and not having yet been transferred to the Trained Effective Establishment (TEE), should not be nominated for AWSE given its purpose and their limited CAF experience. In cases where a CAF member is on the BTL due to occupation transfer and was OFP in a previous occupation, and COs would still like to assign the duties and responsibilities resident in a position at a higher rank to that CAF member in an AWSE capacity, the unit must staff the request to the approving authority (DGMC) through the applicable BTL CoC.

Note 3 – A member of the Reserve Force who has not yet attained the OFP should not be nominated for AWSE given its purpose and their limited CAF experience. In rare cases such as that in Note 2 above, COs who would still like to assign duties and responsibilities resident in a position at a higher rank to an untrained member in an AWSE capacity must staff the request to the applicable higher headquarters in accordance with direction issued in command orders. AWSE for Reserve Force (Res F) MWO/CPO2 to the acting rank of CWO/CPO1, or for an existing CWO/CPO1 to act in a higher CWO/CPO1 employment level must be staffed to the corresponding Reserve Force granting authority.

Special Requirements Commissioning Plan Officers

4.12 In accordance with the aim of the production plan, selected CWOs/CPO1s are commissioned to fill specific officer positions vetted and deemed suitable for officers without the corresponding officer occupational training. AWSE may be considered for Special Requirements Commissioning Plan (SRCP) officers even though they have not necessarily attained the OFP in their assigned officer occupation upon commissioning and are ineligible for occupational training in their officer occupation. However, DSA or the equivalent Reserve Force authority must review the request relative to the position intended for the officer to fill. The nominating authority must confirm that no officer commissioned through another plan can fill the role and the position must be assessed by the approving authority as a suitable position for an SRCP officer to hold in keeping with the intent and purpose of the specific production plan. In all cases, DSA or the equivalent Reserve Force entity as the career management authority for SRCP officers is to be consulted.

Continuing Education Officer Training Plan Officers

4.13 Continuing Education Officer Training Plan (CEOTP) officers who have not yet completed the mandated baccalaureate degree pursuant to DAOD 5002-6, Continuing Education Officer Training Plan, may be granted the acting rank of Major/Lieutenant-Commander (Maj/LCdr) by DGMC under this instruction. No consideration will be given for such an officer to act in a LCol/Cdr position as AWSE.

Policy Retroactivity

4.14 This AWSE policy is effective as of the date of this publication and is not retroactive.

5. Process

Process Table

5.1 The following table provides direction on the approval process for a grant of AWSE:

6. Authorities

Authorities Table

6.1 The following table identifies the authorities associated with this instruction:

Note 1 – For all Primary Reserve service in positions managed by DRSM as CO NDHQ PRL and MILPERSCOM PRL, the authorities identified in MPCO 1004-0 apply.

Note 2 – CFAO 49-5 paragraph 18 and CFAO 49-12 paragraph 16, as well as MPCO 1004-0 where applicable, may still apply for Primary Reserve NCMs and officers respectively. This policy intends to add an additional option for an authorized use of acting rank as opposed to an alternative or conflicting option.

Note 3 – Though the MOSID 00381 CWO/CPO1 Corps occupation has only one rank (CWO/CPO1), CAF members in this occupation progress through five leadership/employment levels within the occupation. Each of the five levels of employment have specific requirements as detailed in the occupation specification, with a specific leadership profile. Therefore, CWO/CPO1 may be granted AWSE from a lower leadership/employment level to a higher leadership/employment level if there is an institutional need for them to do so. MWO/CPO2 who are granted AWSE to the rank of CWO/CPO1 are not transferred to the MOSID 00381 CWO/CPO1 occupation.

7. Responsibilities

Responsibility Table

7.1 The following table identifies the responsibilities associated with this instruction:

8. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• National Defence Act, S.22
• QR&O 2.09, Maximum Numbers of Officers And Non-Commissioned Members
• QR&O 3.01, Ranks and Designation of Ranks
• QR&O 3.03, Substantive Rank
• QR&O 3.05, Acting Rank
• QR&O 3.08, Master Corporal Appointment
• QR&O 3.09, Order of Seniority
• QR&O 3.10, Seniority Between Types of Rank
• QR&O 11.02, Conditions Governing Promotion
• CBI 203.24, Temporary or Acting Ranks
• CBI 204, Pay of Officers & Non-Commissioned Members

Other References

• CFAO 11-6, Commissioning And Promotion Policy - Officers Regular Force (this document can only be accessed on the DWAN)
• CFAO 49-4, Career Policy Non-Commissioned Members - Regular Force (this document can only be accessed on the DWAN)
• CFAO 49-5, Career Policy - Non-Commissioned Member - Primary Reserve (this document can only be accessed on the DWAN)
• CFAO 49-12, Promotion Policy - Officers - Primary Reserve (this document can only be accessed on the DWAN)
• CAFMPI 20/04, Administrative Policy of Class "A", Class "B" and Class "C" Reserve Service
• MPCO 1004-0, NDHQ Primary Reserve List - Personnel Management (this document can only be accessed on the DWAN)
• CANFORGEN 162/15, Training, Education and Promotion of Continuing Education Officer Training Plan (CEOTP) Officers - Acting Major/Lieutenant-Commander (LCol/Cdr) Rank (this document can only be accessed on the DWAN)
• CANFORGEN 012/17, De-Linking of Medical Condition From Promotion Criteria (this document can only be accessed on the DWAN)
• CJOC, Directives for International Operations, SS.1.3-6.A-E (this document can only be accessed on the DWAN)
• CFMWS Personnel Support Programmes Policy Manual (this document can only be accessed on the DWAN)