Canadian Armed Forces Military Personnel Instruction 02/19 – Learning Disability Accommodation During Recruiting, Training and Education

LD Accommodation Request Submission 

1. Disclose a LD.
2. Request a LD accommodation by completing and signing Part 1 of Form DND 4458-E.
3. Submit to the Recruiting Staff or CO Form DND 4458-E (if one exists) and any other original documents relevant to the LD Accommodation Request (e.g. a Psycho- Educational Assessment report which includes a diagnosis, functional limitations, and recommended accommodations).

Note 1 – If the individual does not complete and sign Part 1 of Form DND 4458-E, no further action is required by the Recruiting Staff or CO.

Note 2 – The individual can cease the process laid out in this Table AT ANY TIME. 

Note 3 – If there is a previous valid Psycho-Educational Assessment report in the CAF member’s Health Services Records, the CAF member may request a copy from their supporting Health Services Records Section.

1. Review Part 1 of Form DND 4458-E and all original documents submitted by the CAF applicant or CAF member.
2. Complete and sign Part 2 of Form DND 4458-E.
3. Confirm whether or not a Psycho-Educational Assessment is required.

Note – A Psycho-Educational Assessment report is required when there is none or, when there is one and it is older than 3 years if it was completed before age 18, or when it was not completed by a Licensed Psychologist.

4. Proceed to Step 2 if a Psycho-Educational assessment is required, otherwise proceed to Step 4.
5. Return all original documents to the CAF applicant or CAF member who submitted them.
6. Consign, at the end of this process, in the CAF applicant or CAF member’s file Form 4458-E and any other documents related to the LD. Accommodation Request; EXCEPT the Psycho-Educational Assessment report which a copy can ONLY be kept by Director Personnel Generation Requirements (DPGR) 4-4 and Health Services.
7. Submit any additional documents as requested by DPGR 4-4.

1. Inform the individual that CAF applicants and CAF members have to pay out-of-pocket for a Psycho-Educational Assessment. Also inform the individual that CAF applicants will not be authorized to request a reimbursement, and that CAF members will be authorized to request reimbursement through their unit. 
2. Seek the individual’s consent to undergo a Psycho-Educational Assessment using Annex A or B of the CAFMPI 02/19.

Note – If the individual does not complete and sign Annex A or B of the CAFMPI 02/19, no further action is required by the Recruiting Staff or CO and this process ceases.

3. Assist the individual in identifying a local Licenced Psychologist qualified to conduct a Psycho-Educational Assessment.

Note – The Recruiting Staff or CO should review the “Public Service Guide for Assessing Persons with Disabilities”. 

4. Complete and sign Annex A or B of Form DND 4458-E.
5. Provide the individual with an envelope containing a copy of Annexes A or B and C or D to CAFMPI 02/19 for transmission to the Licensed Psychologist.
6. Inform the individual to make an appointment with the identified Licensed Psychologist.
7. Inform the individual to brief the Recruiting Staff or Chain of Command of all appointment dates made with the identified Licensed Psychologist.

1. Complete and sign Annex A or B of the CAFMPI 02/19, if individual consents to undergo a Psycho-Educational Assessment.
2. Make an appointment with the Licensed Psychologist qualified to conduct a Psycho-Educational Assessment.

1. Track all financial transactions processed in DRIMS Internal Order 11753733 associated with CAF members Psycho-Educational Assessments and produce quarterly reports as required.

1. Send to DPGR 4-4,by encrypted email, a scanned copy of Form DND 4458-E, and a copy of the individual’s original Psycho-Educational Assessment Report; and the original documents provided by the CAF to assist with the assessment.

Note 1 – The Recruiting Staff must includes a copy of the CAF applicant’s original Psycho-Educational Assessment Report with the Enrollment Medical Forms (CF 2027); including any relevant documents used to prepare the report, and the original documents provided by the CAF to assist with the assessment.

Note 2 – The CO must ensure a copy of the CAF member’s original Psycho-Educational Assessment Report is sent to the CF Health Services Centre for insertion in the CAF member’s medical file; including any relevant documents used to prepare the report, and the original documents provided by the CAF to assist with the assessment. 

2. Return to the individual the original Psycho-Educational Assessment Report.

Note – ONLY DPGR 4-4 and the Medical Staff are authorized to keep copies of Psycho-Educational Assessment reports. Recruiting centers and Units are NOT AUTHORIZED to keep copies of these reports. 

3. Give to the CAF member a copy of DND 4458-E Annex A completed authorizing the CAF member’s reimbursement for a Psycho-Educational Assessment.

Note – The CO must inform the Unit Claim Section in the event that the CAF member decides not to pursue a Psycho-Educational assessment after the assessment has commenced.

1. Consign in the CAF member’s medical file a copy of the CAF member’s Psycho-Educational Assessment report and any documents used to prepare the report.

1. Reimburse the CAF member for the Psycho-Educational Assessment using a CF 52 General Allowance Claim with General Ledger (GL) 4315 - V1 Educational Consultants, and Internal Order (IO) 11753733 following the receipt of Annex A of Form DND 4458-E from the CAF member which was previously filled out by the CO.
2. Recover from the CAF member the cost of the Psycho-Educational Assessment, in the event that the CAF member decides not to pursue a Psycho-Educational assessment after the assessment has commenced. 
3. Send by encrypted email a copy of all CF 52 to DPGR 4-4 for financial expenditures tracking purposes.
4. Inform by encrypted email DPGR 4-4 of any recovering process.

1. Transmit to the Licensed Psychologist, the envelope received from the Recruiting Staff or CO; including Annexes A and C or B and D to CAFMPI 02/19.
2. Inform the Licensed Psychologist to review the CAF documents before conducting the Psycho-Educational Assessment.
3. Submit payment to the Licensed Psychologist for the Psycho-Educational Assessment.
4. Return, to the Recruiting Staff or CO, the Licensed Psychologist’s envelope containing the following documents:
   1. Annexes A and C or B and D to CAFMPI 02/19;
   2. Original Psycho-Educational Assessment report; and
   3. Any other documents used by the Licensed Psychologist to prepare the Psycho-Educational Assessment report.

CAF member

1. Submit for reimbursement to the Unit Claim Section the receipt(s) from the Licensed Psychologist indicating that the invoice(s) has/have been paid and a copy of DND 4458-E Annex A received from the CO authorizing the reimbursement.
2. Reimburse the Receiver General of Canada any funds already received to date in the event that he/she decides not to pursue a Psycho-Educational Assessment after the assessment has commenced and the individual has been reimbursed.

1. Review Part 1 and 2 of Form DND 4458-E and all documents submitted by the Recruiting Staff or CO.
2. Contact the Recruiting Staff or CO to obtain additional documents or information, as required. 
3. Assess the LD Accommodation Request considering the different developmental periods of a CAF member’s career by reviewing the following documents in consultation with appropriate subject matter experts (e.g. occupation authority, training authority):
   1. Annexes A or B and C or D to CAFMPI 02/19; 
   2. Form DND 4458-E; 
   3. DAOD 5023-1; and 
   4. Military occupation qualification standards;
   5. Entry Standards;
   6. Psycho-Educational Assessment report; and
   7. Any other documents used by the Licensed Psychologist to prepare the Psycho-Educational Assessment report.

Note – If the Psycho-Educational Assessment report contain medical information, this information must be severed by DPGR 4-4 and cannot be used for the LD Accommodation Assessment. 

4. Sever any medical information included in the Psycho-Educational Assessment report

Note 1 – If an individual with a LD is not capable of meeting the minimum operational standards related to U of S, the needs of that individual will not be accommodated. 

Note 2 – Training cannot introduce any accommodation that cannot be maintained in the operational setting. 

Note 3 – Any accommodation provided must not alter the nature or the level of difficulty of a qualification being assessed. 

5. Complete Part 3 of Form DND 4458-E on behalf of DPGR detailing the approved and nonapproved accommodations, with reasons.

Note – Any denial of a LD accommodation request must be substantiated based on specific provisions of DAOD 5023-1, officer general specification or NCM general specification, job-based specifications or associated doctrine manuals.

6. Submit to DPGR the following documents for review and the rendering of a decision with respect to the LD Accommodation Request:
   1. Annexes A or B and C or D to CAFMPI 02/19;
   2. Form DND 4458-E;
   3. DAOD 5023-1; and
   4. Military occupation qualification standards;
   5. Entry Standards; and
   6. Psycho-Educational Assessment report (medical information severed).

1. Review all documents submitted by DPGR 4-4.
2. Seek Legal Advice prior to making a decision to ensure solicitor/client privileged information is not disclosed to the individual.
3. Render a decision with respect to the LD Accommodation Request by completing and signing Part 3 of Form DND 4458-E.
4. Submit, by encrypted email, to DPGR 4-4 the following documents used to render a decision:
   1. Annexes A or B and C or D to CAFMPI 02/19;
   2. Form DND 4458-E;
   3. DAOD 5023-1; and
   4. Military occupation qualificationstandards;
   5. Entry Standards; and
   6. Psycho-Educational Assessment report (medical information severed).

1. Submit to the Recruiting Staff or CO, by encrypted email, DPGR’s decision including the following documents used to render it:
   1. Annexes A or B and C or D to CAFMPI 02/19;
   2. Form DND 4458-E;
   3. DAOD 5023-1; and
   4. Military occupation qualification standards;
   5. Entry Standards; and
   6. Psycho-Educational Assessment report (medical information severed).
2. Maintain a record of DPGR’s decision, including all documents used to render it.

1. Verbally inform the individual of the decision rendered by DPGR; including any reasons for non-approval as applicable.

Note – The Recruiting Staff or CO must ensure that the individual clearly understands the limitations of the approved accommodations and related expectations.

2. Complete and sign Part 4 of Form DND 4458-E.
3. Request the individual to complete and sign Part 5 of Form 4458-E.
4. Give the individual a paper copy of the following documents used by DPGR to render the decision (if they do not already possess a copy):
   1. Form DND 4458-E;
   2. DAOD 5023-1; and
   3. Psycho-Educational Assessment report (medical information severed).
5. Ensure a copy of Form DND 4458-E has been inserted in the individual’s personnel file and sent to the applicable schools for their action as required.
6. Incorporate the approved LD accommodations into the recruiting or training process.
7. Refer the individual to the MCC/Personnel Selection Officer (PSO) for a career counselling session or selection assessment, ONLY if recommended by DPGR in Part 3 of Form 4458-E.

Note – The Recruiting Staff or CO must provide a copy of Form DND 4458-E to the MCC or PSO.

8. Submit to DPGR 4-4, by encrypted email, a scanned copy of Form DND 4458-E.

Note – ONLY DPGR 4-4 and the Medical Staff are authorized to keep copies of Psycho-Educational Assessment reports. Recruiting centers and Units are NOT AUTHORIZED to keep copies of these reports.

1. Redirect the individual to a more appropriate military occupation, if any, taking into consideration the LD accommodations approved by DPGR in Part 3 of Form DND 4458-E.

1. Complete and sign Part 5 of Form DND 4458-E.
2. Meet, on a voluntary basis, with the MCC/PSO for the assessment of a suitable military occupation that aligns with the authorized LD accommodations; ONLY if recommended by DPGR in Part 3 of Form 4458-E.