Canadian Armed Forces Military Personnel Instruction 01/21 – Canadian Armed Forces Self Development Program

1. Identification

Date of Issue: 2021-06-28

Effective Date: 2021-08-10

Date of Modification: 2024-11-18

Application: This instruction applies to Regular Force and Primary Reserve officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Approval Authority: Chief of Military Personnel (CMP)

Enquiries: Administrative Response Centre (ARC)

2. Definitions

Academic Year (Année universitaire ou collégiale)

An annual period of academic terms as defined by an educational institution. For the purpose of this instruction, the academic year commences 1 September and ends 31 August.

Approved Educational Institution (Établissement scolaire approuvé)

A Canadian university, college or high school which has been accredited by a provincial or territorial ministry or department, or an organization authorized by a province or territory to provide the accreditation of universities, colleges and high schools. Specific to university or college programmes, an educational institution may also be an institution that has education standards and curriculum comparable to those found at a Canadian university or college as approved by the Canadian Defence Academy (CDA).

Authorized Course (Cours autorisé)

A course for which the member has received formal approval for subsidization from the authority and for which the member has not been authorized to accept a scholarship. The course must be part of a request for financial assistance and linked to an approved Self-Development Programme (SDP).

Note 1: In accordance with DAOD 5031-8, Canadian Forces Professional Development, the approving authority is Commander CDA.

Note 2: This definition only applies to the Regular Force in accordance with CBI 210.80.

Career Cap (Allocation de carrière)

The highest amount of funding that a CAF member is entitled to receive based upon component and program.

Certificate (Certificat)

A qualification offered by a university, college or other educational institution that is shorter in duration than a degree or diploma.

Education Expenses (Frais de scolarité)

Costs incurred by a member in the pursuit of educational or professional qualifications, as articulated in CBIs 210.80, 210.801 or 210.802.

Endorsed Self-Development Program (Programme d’auto-perfectionnement approuvé)

A SDP that has met the criteria established by the CDA. Criteria varies between the Regular Force, Primary Reserve and Skills Completion Programs.

Grant/Bursary (Subvention / bourse)

For the purposes of this instruction, a grant or a bursary is a sum of money from a government or public body awarded to a member to assist with their tuition and other expenses related to their course(s) that covers less than 100% of eligible education expenses.

Individual Learning Plan (Programme d’apprentissage individuel)

An overarching submission prepared by the member, in the form prescribed by the CDA.

Interest of the CAF (Intérêt des FAC)

A voluntary educational SDP that meets the current or future needs of the Canadian Armed Forces (CAF), as articulated in the general specification, and is applicable to the member’s current or anticipated military occupation.

Note: The SDP supplements, but does not replace, training or education required for the member’s current position and is in line with the core and supporting knowledge required of members of the Profession of Arms as outlined in the doctrinal document Duty with Honour: The Profession of Arms in Canada.

Registered Individual Learning Plan (Programme d’apprentissage individuel enregistré)

An ILP is considered registered when the member submits a SDP and CDA has reviewed and endorsed it to ensure compliance with established approval criteria and entered in or placed on an official ILP SDP list or record as being endorsed.

Note: This definition only applies to members of the Primary Reserve in accordance with CBI 210.801.

Scholarship (Bourse)

For the purposes of this instruction, a scholarship is a sum of money given to a member, usually based on academic merit, by an organization other than DND, covering 100% of a member’s eligible education expenses related to their course(s).

Self-Development (Autoperfectionnement)

An activity initiated by an individual to enhance their body of knowledge, and cognitive and professional skills and attitudes. 

Self-Development Programme (Programme d’autoperfectionnement)

A course or series of courses requested by the member that can lead to a degree, diploma, certificate, professional designation or qualification. A SDP sets out the member’s education priorities and objectives. A SDP includes courses, course timelines, institution(s) and projected costs.

Withdrawal (Abandon)

Cessation of participation in a course or courses within a SDP.

3. Purpose

Overview

3.1 The CAF are committed to providing a continuous learning environment for officers and non-commissioned members (NCMs), and to enable and encourage them to improve upon educational and professional competencies to meet the challenges of an ever-changing defence environment.

Context

3.2 This instruction explains the application processes for the Canadian Armed Forces Self Development Program (CAFSDP) under the Self-Development pillar of the CAF Professional Development System, as articulated in DAOD 5031-8, Canadian Forces Professional Development. The intent of this instruction is to articulate the process by which the CAF will enable educational opportunities for their officers and NCMs. The education expense reimbursement (EER) process for the CAFSDP consists of three general parts: the ILP application, which creates the member’s account, the SDP application, which determines if the proposed programme of study is endorsed; and the funding application, which facilitates requests for financial assistance and reimbursement of expenses for courses to CAF members. There will be nuances within the processes unique to particular groups as outlined in the higher level regulations and further expanded below.

3.3 Regular Force officers applying for sponsored programmes, either an initial baccalaureate or advanced degree as part of a subsidized education programme should refer to the applicable Defence Administrative Orders and Directives (DAODs) and Canadian Forces General messages (CANFORGEN).

Programs

3.4 The CAFSDP consists of three distinct programs:

1. Regular Force (Annex A – Education Expense Reimbursement – Regular Force)
2. Primary Reserves (Annex B – Education Expense Reimbursement – Primary Reserve)
3. Skills Completion Program (Annex C – Education Expense Reimbursement – Skills Completion Program)

3.5 The processes for each program are further outlined in the annexes.

Accuracy of Information

3.6 CAF members who are subject to this instruction are responsible for ensuring information provided for SDPs and financial assistance requests are accurate and submitted in a timely fashion. New submissions or amendments will not normally be considered or supported retroactively.

4. Self-Development Programme Information

Self-Development Programme Number

4.1 Prior to submitting a funding assistance request through the applicable EER Program, SDPs will be reviewed by the CDA to ensure compliance with the applicable policies outlined in the CBIs and within this instruction. A SDP will only be considered registered once the SDP has been vetted by the CDA. SDP numbers will only be assigned to those SDPs that have been officially registered. Members will be notified by the CDA of the endorsement and registration status of their SDP.

Self-Development Programme Applications

4.2 SDP applications must be done in accordance with the following process found on the CDA website:

4.3 Each EER submission process is distinct for each program.

Application Deadlines

4.4 SDP applications may be submitted at any time. However, the funding application process is managed separately.

CAF Self-Development Program Funding Board

4.5 The CAFSDP Funding Board is a standing body that reviews and confirms which EER funding requests be authorized within the financial constraints and funding priorities of the period in which the EER application has been made.

Decision Format

4.6 CAF members will be notified of decisions with respect to SDP approval via email based on the email contact information provided by the member. CAF members receiving an adverse decision (i.e. the submitted SDP has not been endorsed) will be provided information as to why the application was denied. Additional information for the Regular Force is outlined in Annex A.

4.7 CAF members may submit a request for a review of an adverse decision on their SDP through the CAFSDP Appeals Board.

CAF Self-Development Program Appeals Board

4.8 The CAFSDP Appeals Board is a standing board that reviews decisions pertaining to a SDP in the most expedient manner possible, based on a SDP review request raised by the member. Additional information on the CAFSDP Appeals Board and its processes is outlined in Annex E.

Component Transfer or Release

4.9 Only courses associated with the endorsed SDP completed prior to the component transfer or release will be eligible for education expense reimbursement.

5. Supplementary Information

Early Withdrawals

5.1 Members required to withdraw from a funding approved course due to circumstances outside of their control, such as an unforeseen posting, tasking or deployment, or due to a medical condition, may be eligible for a reimbursement of out of pocket expenses. When requesting reimbursement, members shall provide supporting documentation to the Unit EER Claims Clerk including, as appropriate, posting or course loading messages, a receipt for eligible education expenses as outlined in the applicable annex of this instruction, and a supporting letter from the member's Commanding Officer.

5.2 If a member voluntarily withdraws from a course for which they have received funding approval due to circumstances within their control, they are to notify the CDA as soon as they withdraw from the course. The funding approval for this course will be cancelled and the member will be required to submit a new EER funding request. The CDA must be notified of voluntary withdrawals in order to facilitate the reallocation of funds to support the self-development opportunities of other CAF members.

Exclusions

5.3 Costs for eligible courses will be reimbursed one time only. Transferring to another education reimbursement program, or repeating a course to improve grade-point averages will not result in a second reimbursement.

Late Claims

5.4 In accordance with QR&O Vol III 203.05, Delay in Submission of Claims, any sum of money payable under the QR&Os that is not claimed within a period of twelve months after the date on which it might have been claimed is forfeited, except when the circumstances disclose sufficient reason for the delay in submitting the claim. The CMP can authorize payment of a late claim in accordance with authority delegated to CMP by the CDS.

5.5 The CDA is the initial review authority for late claims submitted by the CAF member. Following initial review, CDA will submit the documentation to CMP, in accordance with the “Late ER Claim Exception Checklist” found on the CDA website. Once CMP has approved submissions, final disposition is coordinated by CDA with letters of approval or denial sent to the members.

Note: Not all submissions to CMP are automatically approved.

Taxation

5.6 The Canada Revenue Agency (CRA) has ruled that costs reimbursed are a non-taxable benefit when training and education upgrading is undertaken primarily for the benefit of the employer (i.e. in the interest of the CAF).

5.7 Taxation is ultimately a personal matter. Members are advised to consult CRA for their individual tax advice.

Research Projects Using DND/CAF Personnel as Research Participants

5.8 Members conducting research projects associated with their SDP, where they intend to use DND/CAF personnel, their families, applicants to the CAF or members of cadet organizations as research participants, are required to abide by the provisions outlined in DAOD 5062-0, Social Science Research and DAOD 5062-1, Conduct of Social Science Research. This includes:

1. submitting a research proposal to the Social Sciences Research and Review Board (SSRRB);
2. signing a Letter of Agreement indicating copies of the completed research project will be submitted to Director General Military Personnel Research and Analysis (DGMPRA) prior to publication; and
3. receiving approval from the SSRRB or a coordination number issued by DGMPRA prior to commencing the research project.

Retirement

5.9 A CAF member who retires will have any existing SDPs cancelled effective the Date of Release. Only those courses where funding was approved and were completed prior to retirement under an endorsed SDP can be claimed (this excludes the Special Commissioning Plan (SCP)).

Learning Disabilities Support

5.10 Where the educational cost is the result of a CAF approved learning disability accommodation, members must engage their Chain of Command for cost relative to DAOD 5516-5 (and CAFMPI 02/19), Learning Disability Accommodation during Recruiting, Education, and Training.

6. Authorities

Authority Table

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

Office of Collateral Interest

6.2 The following table identifies the Office of Collateral Interests (OCIs):

7. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• QR&O Volume I, Administration
• QR&O Volume III, Financial
• CBI 204 Section 2, Pay – Regular Force and Reserve Force on Class C Reserve Service – Officers
• CBI 204 Section 3, Pay – Regular Force and Reserve Force on Class C Reserve Service – Non-Commissioned Members
• CBI 204 Section 5, Pay – Reserve Force on Other than Class C Reserve Service – Officers and Non-Commissioned Members
• CBI 210.80, Tuition Fees, Books and Instruments – Officers and Non-Commissioned Members of the Regular Force at Canadian Military Colleges, Universities, Academic Institutes or Courses not within the Canadian Forces.
• CBI 210.801, Education Reimbursement – Primary Reserve
• CBI 210.802, Skills Completion Program – Regular Force
• DAOD 5031-8, Forces Professional Development
• CDS Order – Exercise of Power, 26 July 2006

Other References

• DAOD 2017-0, Military Grievances
• DAOD 2017-1, Military Grievance Process
• DAOD 5062-0, Social Science Research
• DAOD 5062-1, Conduct of Social Science Research
• DAOD 5516-5, Learning Disability Accommodation During Recruiting, Training, Education
• CAFMPI 02/19, Learning Disability Accommodation During Recruiting, Education, and Training
• Self-Development Program – Education Expense Reimbursement Website: https://sdpeer-parfs.forces.mil.ca/

8. Annexes

1. Annex A – Education Reimbursement – Regular Force
2. Annex B – Education Reimbursement – Primary Reserve
3. Annex C – Education Reimbursement – Skills Completion Program
4. Annex D – Cancelled by CANFORGEN 163/24
5. Annex E – CAF Self-Development Program Appeals Board