Canadian Armed Forces Military Personnel Instruction 03/21 – Inclusion and the Performance Appraisal Process

1. Identification

Date of Issue: 2021-10-29 

Date of Modification: 2025-02-28

Application: This Canadian Armed Forces Military Personnel Instruction (CAFMPI) applies to Canadian Armed Forces (CAF) Regular Force and the Primary Reserve officers and non-commissioned members, hereinafter referred to as CAF members, unless specifically identified by rank groups. 

Approval Authority: Chief of Military Personnel (CMP) 

Enquiries: Administrative Response Centre (ARC)

2. Definitions

CAF Competency Dictionary (CAF-CD) (Relevé des compétences des FAC (R Comp FAC))

For the purpose of this Instruction, a competency dictionary is a collection of overarching competencies that includes the knowledge, skills, abilities, and other attributes (KSAOs) required of all personnel in an organization, regardless of their role. The CAF-CD forms the backbone of the Performance and Competency Evaluation (PaCE) system. It comprises 19 competencies (global, broad, comprehensive characteristics that include the numerous KSAOs, values, and personality traits that are linked to strategic organizational goals and strategies) that represent leadership and organizational behaviours expected of all CAF members. Each competency includes both facets (distinct constructs that make up the competencies) and behavioural indicators (samples of behaviours that represent the facets). 

Canadian Forces Personnel Appraisal System (CFPAS) (Système d’évaluation du personnel des Forces canadiennes (SEPFC)) 

The CFPAS is the current CAF performance appraisal tool. Launched in 1997, the aim of the CFPAS is to develop CAF personnel through constructive feedback and to accurately assess the level of demonstrated performance and potential for career administration purposes. 

CAF Executive cadre (Cadres supérieurs des FAC) 

For the purpose of this Instruction, the executive cadre of the CAF comprises General Officers/Flag Officers (GOFOs) and Captains (Navy)/Colonels (Capts[N]/Cols) occupying a Director General (DG) role, and Chief Petty Officers 1st Class and Chief Warrant Officers (CPO1s/CWOs) reporting to the aforementioned officers. 

Inclusion (l’inclusion) 

Inclusion can be defined as a collective culture in which people feel valued, respected, connected, psychologically safe, involved in decision-making, recognized as having unique characteristics that contribute to organizational success, and empowered to bring their authentic selves to the workplace. For CAF members, this definition implies that inclusion comprises, but is not limited to: 

• recognizing, understanding, and valuing every person’s uniqueness; 
• understanding that diversity is multidimensional (e.g., differences in values, culture, gender, opinions, language and employment) but must remain within the bounds of regulations, orders and directives;
• fostering an environment that encourages and allows all to be heard; 
• treating others fairly by using unbiased and transparent organizational practices; and 
• valuing authenticity and honesty as long as they are expressed respectfully in accordance with CAF regulations, orders and directives. 

However, it does not include permitting behaviour that: 

• is at odds with the DND and CF Values and Code of Ethics; 
• includes language or comments that are insubordinate or otherwise constitute a breach of discipline; 
• is in breach of the direction at QR&O Chapter 17, Dress and Appearance, on uniforms and personal appearance; or 
• is at odds with the Canadian Forces Dress Instructions. 

Leader Development Framework (LDF) (le Cadre de perfectionnement des leaders (CPL)) 

The LDF consists of five meta-competencies that are addressed as the individual, officer or Non-commissioned member (NCM), progresses through four levels – Junior, Intermediate, Advanced and Senior. Viewed through the current structure of the professional development (PD) system, therefore, Junior equates to DP-1 and DP-2, Intermediate DP-3, Advanced DP-4 and Senior DP-5. The 20 "cells" resulting from this framework are populated by the specific competencies that must be developed through the four pillars of the CAF’s PD System – education, training, experience and self development. 

Leader Development Model (LDM) (le Modèle de perfectionnement des leaders (MPL)) 

The LDM has been created with the LDF as the foundation. The LDM aligns professional development, personnel assessment, and career planning/succession planning in a logical, coherent human resources (HR) management system to generate institutional leaders in a progressive manner across all DPs for officers and NCMs.

Performance and Competency Evaluation (PaCE) (Évaluation de la performance et des compétences (EPC)) 

Grounded in the CAF LDF, the PaCE system is a modern information technology tool that will replace CFPAS for performance appraisal and feedback purposes. It supports the cyclical nature of performance appraisal in the CAF through its four main components: (1) the job description (JD); (2) the member’s aspiration profile (MAP); (3) Feedback Notes (FN); and (4) the performance appraisal report (PAR). 

Psychological Safety (sécurité psychologique) 

Psychological safety is defined as being able to show and employ one's self without fear of negative consequences of self-image, status or career. It is about how someone perceives and presents themselves at work, while remaining within the bounds of regulations, orders and directives. 

3. Policy Direction

Context

3.1 Ongoing culture change efforts within the CAF seek to realign Defence culture and the professional conduct of its members with its core values and ethical principles. As a public institution that must uphold public trust, it is essential that these efforts succeed. To do so, CAF members at all levels of the organization must both embrace and embody the character strengths required to create and sustain a diverse and inclusive culture. 

3.2 Although there is no one agreed upon definition of character, there is some consensus that it includes values, virtues (e.g., moral character), and personality traits that work together to promote effective behaviour, and that judgment is central to the demonstration of character. The CAF Competency Dictionary was designed to exemplify the Leader Development Framework, which incorporates the values, personal qualities, and moral reasoning required of CAF members, while the DND and CF Code of Values and Ethics outlines the standard of expected behaviours and common values for CAF members and DND employees of the Defence Team. Combined, these two documents identify the character required of CAF members. 

3.3 CAF leaders at all levels are integral to creating and sustaining a diverse and inclusive culture. Their ability to provide a psychologically safe environment for their personnel that fosters honest communication and participation by everyone will be key to the success of the CAF’s ongoing culture change efforts. As a first step that supports these efforts, CAF members will be provided with direction regarding action items they must engage in to support efforts to develop and sustain an inclusive culture and have the opportunity to demonstrate the results of their efforts. This will be accomplished through the annual performance appraisal process. 

Purpose of Instruction

3.4 The purpose of this instruction is to provide direction on concrete actions expected of CAF members in support of a diverse and inclusive culture within the CAF and the methods by which those actions will be captured within the CAF performance appraisal framework. This may also require action from civilian supervisors and managers of CAF members. Specific direction regarding the promulgation of action items and timely feedback sets clear standards expected during the annual performance appraisal cycle. 

Operating Principles

3.5 Underpinning the ethical principle of Respect the dignity of all persons is the concept of inclusion. CAF members at all levels are expected to embrace inclusion and exemplify inclusive behaviours. Only by doing so can CAF members meet the inherent intent of this principle. Further, leaders at all levels are expected to develop, guide, and be a role model to their personnel in implementing inclusive behaviours in their day-to-day work and foster an environment within which all personnel can thrive. 

4. Process

General

4.1 The promulgation of action items related to the development of a diverse and inclusive culture and feedback on the same will be accomplished using the CAF performance appraisal process, as per the table below:

5. Responsibilities

Responsibility Table

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

6. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• Canadian Charter of Rights and Freedoms
• Canadian Human Rights Act
• Employment Equity Act
• National Defence Act
• Privacy Act
• QR&O article 4.02, General Responsibilities of Officers 
• QR&O article 5.01, General Responsibilities of Non-Commissioned Members 
• QR&O Chapter 7, Grievance
• QR&O Chapter 17, Dress and Appearance 
• QR&O Chapter 19, Conduct and Discipline 
• DAOD 5059-0, Performance Appraisal of CF Members 

Other References

• DAOD 1002-0, Administration of the Privacy Act 
• DAOD 5019-0, Conduct and Performance Deficiencies
• DAOD 5019-2, Administrative Review 
• DAOD 5019-4, Remedial Measures 
• DAOD 5039-7, Second Official Language Education and Training for CAF Members
• DAOD 5516-0, Human Rights 
• DAOD 5516-4, Restrictions of Duty 
• DAOD 7023-1, Defence Ethics Programme 
• CANFORGEN 016/18 CMP 008/18, CDS Direction on Military Conduct (this document can only be accessed on the DWAN)
• DND and CF Code of Value and Ethics
• Duty with Honour: The Profession of Arms in Canada
• CDS Guidance to Commanding Officers and their Leadership Teams (this document can only be accessed on the DWAN)
• National Defence Security Orders and Directives (this document can only be accessed on the DWAN) 
• Canadian Forces Dress Instructions 
• Canadian Armed Forces professional development framework 
• 1243-1 (DGPMC) 28 September 2021 – CPCC Initiating Directive on the Integration of the Measurement of Inclusive Behaviours on the Defence Team (for CAF members and DND employees) (this document can only be accessed on the DWAN)
• CDS/DM Joint Directive for the Implementation of the Performance and Competency Evaluation (PaCE) System dated 27 April 2021 (this document can only be accessed on the DWAN)
• Evaluation of Diversity and Inclusion 

7. Annexes

1. Annex A – Inclusion and the CAF Executive Cadre
2. Annex B – Inclusion and CAF Members who are not part of the CAF Executive Cadre
3. Annex C – Aide-Mémoire on Inclusive Behaviours and the CAF Competency Dictionary