Canadian Armed Forces Military Personnel Instruction 01/06 – Annexes – Course Reporting and Certificates

Annex A – Guidelines Regarding Course Reporting and Certificates of Military Achievement

1. Abbreviations

2. General Information

2.1 The purpose of this annex is to establish the administrative procedures for the completion and distribution of end of training course reports and certificates of military achievement, as prescribed in this instruction, for any Reg F, Res F member who attends a CAF IT&E course.

2.2 The Course Report, Form CF 377, is designed to capture and communicate a member’s performance on the CAF course, while the Certificate of Military Achievement, whether it is Form CF 289 or an equivalent locally produced document, is issued to the graduate in recognition of the member’s achievement on the course. Both forms are designed in bilingual format. 

2.3 In accordance with this instruction, the applicable TA/DTA CCD will state the requirement for a Certificate of Military Achievement and/or for a Course Report, also indicating the amount and type of information to be included in the course report. Additionally, even when not prescribed by the CCD, a Certificate of Military Achievement may nonetheless be issued for any course at the discretion of the IT&E establishment. 

2.4 Responsibilities as they pertain to the preparation, administration, and distribution of the Form CF 377, and to the preparation and issuance of certificates of achievement, are detailed, for each agency or individual, in the Responsibility Table at ref A.

2.5 Certificate of Achievement. Form CF 289, Certificate of Achievement, is available as a fillable PDF from the online Defence Forms Catalogue (https://dfcrfd.mil.ca/en).

2.6 Form CF 377, Course Report. A Form CF 377 template is available on the DIN as a fillable PDF from the online Defence Forms Catalogue (https://dfc-rfd.mil.ca/en).

3. Completion and Distribution of Form CF 377

3.1 Form CF 377 shall be completed in the official language of the member’s choice, as indicated by the member in block 7 of the form;

3.2 Forms CF 377 shall be classified or designated in accordance with the National Defence Security Instructions, based on the contents of each Form CF 377, and this security classification or designation shall appear at the top and bottom of each form. As a minimum, Forms CF 377 shall be designated PROTECTED A. However, if the form contains information relating to grading, or to the individual’s performance on the course (in the narrative for instance), or similar to that found on personnel evaluations, then the security designation shall be higher, minimally PROTECTED B;

3.3 Recognizing the limitations of any course report format in meeting the precise needs of the large number and variety of courses conducted within the CAF, the block-by-block indications provided below are intended to assist in the completion of Form CF 377. Blocks with an asterisk are mandatory to be filled-in or the document cannot be electronically signed;

3.4 Block 1, SN. Indicate the member’s full SN; 

3.5 Block 2, Rank. Indicate the member’s abbreviated rank;

3.6 Block 3, Surname. Indicate the member’s full surname; 

3.7 Block 4, MOS ID. Indicate the occupation name reflected as “MOS ID” on the MPRR;

3.8 Block 5, Home Unit. Indicate the home unit code and name that is reflected as “UNIT” on the MPRR;

3.9 Block 6, First Official Language. Indicate the language that is reflected as “FIRST OFFICIAL LANGUAGE” on the MPRR;

3.10 Block 7, Student’s Preferred OL of Completion. Indicate the OL chosen by the member for completion of this CR;

3.11 Block 8, Course Title. Indicate full course title from the QS;

3.12 Block 9, Course ID/Qualification Code. Where applicable, indicate the course ID or assigned competency/qualification code as assigned by DPGR;

3.13 Block 10, Instructional Days:

1. Sub-Block 10 a), Scheduled. Indicate the total number of instructional days scheduled for the course; and
2. Sub-Block 10 b), Attended. Indicate the total number of instructional days the member actually attended on that course and, when the training is the result of a re-course, include the instructional days attended in the initial course.

3.14 Block 11, Course Dates. Indicate the start and end dates of the course session. In cases where there is more than one course session, indicate the start date of the first session of the course being reported on and the end date of that course’s last session;

3.15 Block 12, Course Session No. Indicate the course session number. In cases where there is more than one course session being reported on and different course session numbers apply, indicated all these numbers in succession;

3.16 Block 13, Language of Instruction. Only one checkbox will be marked as appropriate;

3.17 Block 14, Self Expression Assessed In. Only one checkbox will be marked. The selection will indicate the official language(s) in which the member’s self-expression was assessed. Where the member’s self-expression was assessed in neither of the official languages, or was not assessed at all, mark the checkbox labelled “N/A”;

3.18 Block 15, Disposition. Only one checkbox will be marked per sub-block based on the following criteria:

1. Sub-Block 15 a), Basic Assessment: Pass/Fail/Incomplete. The selection will indicate whether the member passed, failed or did not complete the course in accordance with the guidance prescribed in DAOD 5031-9, under “Evaluation”;
2. Sub-Block 15 b), Letter Grading. Where the member was awarded a “Pass” in subblock 15 a), and the CCD directs that a letter grade be used, it shall be in accordance with the guidance prescribed in DAOD 5031-9, under “Evaluation”; and
3. Sub-Block 15 c), Ranking. Where the CCD directs, members of a course session will be ranked based upon the comparison of their performance in achieving the course POs/EdOs, as detailed in the CCD. This ranking may be entered in the Form CF 377, in accordance with the guidance prescribed in DAOD 5031-9, under “Evaluation”. 

3.19 Block 16, Narrative. Indicate “N/A” unless the related CCD states the requirement to complete it. In such cases, this narrative must accurately report on a member’s course performance, for consideration by that member’s CO, CM and/or various boards. Course staff must comment on a member’s:

1. performance on each PO/EdO for which: 
   1. the member demonstrated outstanding performance; or 
   2. the member had difficulty achieving the standard;
2. conduct relevant to the member’s course performance; 
3. condition or situation that affected the member’s course performance (e.g. a death in the family); and
4. suitability to be an instructor for this course, if directed in the CCD.

3.20 Block 17, Reporting Officer. This block is normally dated and signed by the IT&E establishment’s appointed reporting officer;

3.21 Block 18, Comments by the Reviewing Officer. If required, the reviewing officer’s comments shall be in consonance with course data in Blocks 8 to 16 and must not include any recommended career action (e.g. member should be promoted immediately, member should be posted to, etc.). This block must be completed before the member signs;

3.22 Block 19, Student. The member must date and sign this block after having read the report; 

3.23 Update action in HRMS MITE: The IT&E establishment is responsible for carrying out the Administer Training Conduct function, completing the Course sessions in the HRMS MITE Module. This action will ensure that member results are recorded in HRMS MITE and the MPRR is updated; and

3.24 Distribution of the Form CF 377: The IT&E establishment must retain a copy of the Form CF 377 and is responsible for its distribution. It must give a copy to the member, and send a copy to the member’s CAF unit (or supporting unit) CO. Depending on the member’s unit or circumstances, the IT&E establishment must also ensure that copies of the Form CF 377 be sent as follows: 

1. Officers and OCdts on University Plans. The original to CFRG HQ/SEM who will forward it for scanning to PERMIS and/or, when the Form CF 377 is to stand in lieu of a PER, to the NDHQ/DMCARM 2 – PER cell;
2. Reg F Members Other Than Those on University Plans. The original to the Director General Military Careers, and if the member is posted to a new unit immediately after the course session, a copy to that gaining unit;
3. Naval Reserve Members. The original to Naval Reserve HQ/N1;
4. Militia Members. The original to the member’s Area HQ/G1;
5. Air Reserve Members. The original to 1 Canadian Air Division HQ/A1 Res Pers;
6. Communication Reserve Members. The original to the DIMOS/G1;
7. NDHQ PRL Members. The original to the DPGP 5;
8. CF H Svcs Gp PRL Members. The original to CF H Svcs Gp HQ/Admin O;
9. Supp Res Members. The original to DPGP 5; and
10. Members of the Forces of Another Country. If trained under MTAP, the administrative procedures prescribed in CFAO 9-23 apply. For all others, the original and a copy are sent to the DPFL 3 FLO. Of note, no copy is sent to the member’s foreign force unit. 

4. Completion and Distribution of the Form CF 289 and Locally Produced Equivalents

4.1 Completion of Form CF 289 and its locally produced equivalents is self-explanatory. Once completed, the document is delivered to the course graduate.