DAOD 2001-1, Procedures for Visits to the DND and the CF by Foreign Nationals


1. Introduction

Date of Issue: 2011-01-21

Application: This DAOD is a directive that applies to employees of the Department of National Defence (DND employees) and an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CF members).

Supersession: CFAO 61-10, Visits to the Department of National Defence and Canadian Forces by Foreign Nationals

Approval Authority: Vice Chief of the Defence Staff (VCDS)

Enquiries: Director Protocol and Foreign Liaison (DPFL)


2. Abbreviations

Abbreviation

Complete Word or Phrase

CDS

Chief of the Defence Staff

DFAIT

Department of Foreign Affairs and International Trade

DGIIP

Director General International and Industry Programs

DGIS Pol

Director General International Security Policy

DM

Deputy Minister

DPFL

Director Protocol and Foreign Liaison

DPM Secur

Deputy Provost Marshal Security

EA

executive assistant

FAM

Financial Administration Manual

GOE

general officer escort

MND

Minister of National Defence

OPI

office of primary interest

VCDS

Vice Chief of the Defence Staff

VIP

very important person

3. Definitions

defence establishment (établissement de défense)

Has the same meaning as in subsection 2(1) of the National Defence Act.

defence industry facility (installation de l'industrie de défense)

Any industry facility in Canada, including any factory, workshop or other place, with activities or interests related in any way to national defence.

GOE (officier général d'escorte)

Officer of general officer or flag-officer rank appointed by a host to escort a VIP.

host (hôte)

Senior DND employee in charge of an organization, the commander of a command, formation, base, wing or other element, or the commanding officer of a unit who has overall responsibility for a visit. The host is normally appointed by the person who approved the visit.

protocol officer (officier du protocole)

Member of the office of the DPFL appointed for a VIP visit, or the officer appointed by a commander of a command for a visit to their command, who is responsible for the organization of administrative, logistic and protocol support for the visit.

VIP visit (visite de dignitaire)

Visit by a foreign military member of the rank of major-general or above, or civilian of equivalent status.

visit OPI (BPR chargé de la visite)

Person appointed by a host to organize and coordinate a visit.

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4. Overview

Context

4.1 Any visit to a defence establishment or defence industry facility, on an official basis by a foreign military member or civilian representing a country, state or government, requires close coordination from the planning phase until the visit concludes. Every visit is coordinated with senior management, the host, the visit OPI and the protocol officer to ensure:

  1. required planning is completed;
  2. proper protocol is established;
  3. security requirements are addressed; and
  4. the visit is consistent with current Canadian foreign policy.

Note This DAOD does not apply to a visit by:

  1. a foreign service attaché accredited to Canada (see CFAO 4-6 Attachés);
  2. a NATO standardization agreement working group; or
  3. any person acting under a contract or memorandum of understanding.

Purpose

4.2 The purpose of this DAOD is to:

  • establish responsibilities for the coordination of visits; and
  • provide direction and procedures to assist DND employees and CAF members in the planning and coordination of visits.

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5. Visit Procedures

General

5.1 All visits originate by either:

  1. a visit invitation to a foreign national; or
  2. a visit request from a foreign nation.

5.2 Until approved in accordance with DAOD 2001-0, Visits to the DND and the CF by Foreign Nationals:

  1. a visit invitation to a foreign national shall not be issued; and
  2. a visit request shall not be actioned.

5.3 DPFL staff shall be:

  1. informed of all VIP visits;
  2. involved in the coordination of all VIP visits to NDHQ; and
  3. involved in the processing of all other VIP and non-VIP visits.

5.4 If a visit is being planned, DPFL shall be contacted before any invitation is issued. DPFL shall provide advice and identify any limitations related to the proposed invitation.

5.5 For all VIP visits, the visit approval authority shall forward a copy of the approved invitation to DPFL.

5.6 For non-VIP visits, the visit approval authority is responsible for all arrangements, including hospitality and entertainment expenses.

Invitations to Visit NDHQ

5.7 In respect of any invitation issued for a visit to NDHQ, the host or visit OPI shall notify DPFL of the visit not later than six weeks prior to the first day of the visit.

5.8 If hospitality is to be provided during the visit, notice is required to ensure adequate time for the approval of the hospitality request, specifically, four weeks for DM and ten weeks for MND approval respectively.

5.9 When an invitation for a visit to NDHQ is submitted to DPFL, the host or visit OPI shall provide the following information:

  1. the title of the visit;
  2. name, rank, appointment, security clearance, date of birth and nationality of all visitors;
  3. proposed dates of the visit;
  4. purpose of the visit, including expected benefits to the DND and the CAF;
  5. proposed itinerary, both within NDHQ and any subordinate commands or other defence establishments;
  6. the host for the visit;
  7. the name and designation of the visit OPI;
  8. security clearance level required for the visit;
  9. proposed DND resources to be expended; and
  10. any unusual aspects of the visit.

Visit Approved by the Commander of a Command

5.10 If a commander of a command is the visit approval authority, the commander shall coordinate the visit to their command.

Request to Visit from an Embassy or High Commission

5.11 A request for a visit may be submitted to DPFL through an embassy or high commission. On receipt of the request, DPFL shall forward the required documentation to the potential host. Once the host has confirmed that the visit has been approved under DAOD 2001-0, DPFL shall notify the embassy or high commission.

Request to Visit from DFAIT

5.12 A request for a visit at the initiative of DFAIT shall be forwarded to DPFL, who shall submit the request to either DGIIP or DGIS Pol, depending on the rationale for the request, for approval.

Hospitality

5.13 Hospitality to foreign nationals at public expense may only be provided in accordance with DAOD 1017-0, Hospitality in Canada and FAM Chapter 1017-1, Hospitality Inside Canada.

5.14 With the assistance of DPFL, the visit OPI shall determine the level of hospitality for a VIP visit to NDHQ. The visit approval authority shall determine the level of hospitality for other VIP and non-VIP visits.

5.15 When NDHQ tasks a unit or other element to provide hospitality during an NDHQ approved visit, NDHQ shall provide the funding. Full details on the funding to be provided shall be obtained from DPFL prior to making any financial commitments.

5.16 Approval after the provision of hospitality shall not be sought unless there has been prior consultation with DPFL. In such a case, the applicable unit or other element shall immediately submit correspondence justifying the request for the approval, noting the prior consultation.

5.17 Hospitality funds for command-approved visits shall be provided from command allocations.

DND or CAF Conference

5.18 If a DND or CAF conference has been authorized in accordance with DAOD 2009-0, Conferences, or is the result of an international agreement, visit approval under DAOD 2001-0 is not required, but the particulars of all VIP participants shall be provided to DPFL.

Unscheduled Visit to NDHQ

5.19 In exceptional circumstances, a VIP or non-VIP may visit NDHQ without prior approval. If this occurs, the host shall inform DPFL without delay of the particulars and visit approval shall be sought in accordance with DAOD 2001-0.

VIP Visit Monthly Report

5.20 Visit OPIs shall report all scheduled and completed visits by VIPs to DPFL for inclusion in the DPFL VIP visit monthly report of visits to the DND and the CAF. A copy of the invitations with the particulars of the visits, dates, visitors, host and the visit OPI name shall be provided.

Provision of Air or Ground Transport

5.21 If exceptional circumstances exists, a host may seek authorization for, in conjunction with the application for approval of a visit, the provision of air or ground transport.

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6. Role of the Protocol Officer

VIP Visit

6.1 In organizing the administrative, logistic and protocol support for a VIP visit, the protocol officer is responsible for the tasks as set out in the following table:

Tasks

The protocol officer shall ...

Coordination

  • coordinate all administrative, logistic and protocol support for an approved VIP visit, including the following:
    • any activities between the applicable foreign service attaché and the DND and the CAF;
    • guards of honour if applicable;
    • any visit to a defence industry facility;
    • any cultural or social activities, or spousal programmes;
    • other activities, including receptions, meals, reservations, selection of menus, seating plans and place cards;
    • special medical and dietary considerations;
    • accommodation if applicable;
    • briefing the host and the GOE on the visit programme;
    • meetings as required with:
      • the visit OPI;
      • any subject matter expert; and
      • any foreign service attaché, or embassy or high commission representative; and
    • coordination with support units and other elements as required.

Visit Programme Planning

  • initiate the initial meeting with the visit OPI to discuss:
    • visit programme content; and
    • level of hospitality and protocol; and
  • prepare, in conjunction with the visit OPI:
    • itineraries;
    • visit programme;
    • guest lists;
    • seating plans; and
    • visit booklet.

Security

  • advise the Royal Canadian Mounted Police of a VIP visit, if required, for the determination of any special security measures or arrangements for close protection.

Transportation

  • arrange air and ground transportation as approved by the appropriate authority.

Arrival and Departure Assistance

  • facilitate arrival and departure procedures through customs and immigration; and
  • arrange airport VIP assistance.

Escorting

  • escort visitors, if appropriate, ensuring they are on schedule in accordance with the visit programme.

Financial Aspects

  • draft and request approval for, on behalf of the host, hospitality funds in accordance with applicable Treasury Board, DND and CAF policies, directives and orders;
  • control expenses in accordance with the approved hospitality request and, if required, seek approval for unplanned expenses;
  • arrange for the payment of approved visit activities; and
  • provide all documents justifying expenses for the payment of invoices.

7. Role of the Visit Office of Primary Interest

Specific Tasks

7.1 In organizing and coordinating the content of a visit on behalf of a host, the visit OPI is responsible for the tasks as set out in the following table:

Tasks

The visit OPI shall ...

Visit Programme

  • provide and coordinate the host's intent for the visit, including:
    • purpose of and plans for the visit;
    • subjects to be discussed;
    • hospitality, including mementos if required; and
    • cultural activities;
  • plan, develop and coordinate the content of the visit programme on behalf of the host;
  • coordinate visit programme content with all participants involved in the visit;
  • submit the proposed visit programme to DPFL;
  • develop, with the protocol officer, the details of social or other activities; and
  • attend all coordination meetings.

Hospitality

  • ensure the hospitality request:
    • conforms with the intent of the host;
    • is representative of the level of hospitality the host receives when traveling abroad; and
    • is submitted to the appropriate authority.

Direct Liaison

  • communicate directly with subordinate commands and other defence establishments as required; and
  • liaise directly with the EA/DM and EA/CDS for a visit hosted by the DM or the CDS.

Invitations

  • prepare appropriate correspondence to inform all participants expected to be involved in the visit; and
  • coordinate and send invitations to attendees for visit programme and other activities.

Briefing Book

  • prepare a briefing book for distribution to all involved senior NDHQ or command headquarters personnel, including as a minimum:
    • visit programme and itinerary;
    • biographies of visitors;
    • agendas; and
    • seating plans.

Country Brief

  • request a country brief, if required, from the appropriate DGIS Pol desk officer and ensure its distribution to required personnel.

Courtesy Calls

  • request and coordinate appropriate courtesy calls.

Security

  • establish the security level of all discussions;
  • confirm visit clearance requests are filled out;
  • obtain, through DPFL, the necessary security clearances;
  • coordinate security requirements in accordance with the visit programme;
  • ensure approval is obtained for access, if appropriate, to any requested building, defence establishment or classified information or technology; and
  • liaise with DPM Secur with respect to any security requirements.

Support

  • liaise with the protocol officer for all administrative, logistic and protocol support.

Follow-up Action

  • ensure that follow-up action for all items generated during the visit is carried out.

8. Responsibilities

Responsibility Table

8.1 The following table identifies the responsibilities associated with this DAOD:

The ... is or are responsible for ...

VCDS

  • administering visits to defence establishments and defence industry facilities; and
  • providing approved support, as required, within the DND and the CAF and to other government departments for visits.

commanders of commands

  • hosting all approved visits to their command; and
  • planning, coordinating and overseeing the administrative, logistic and protocol support for approved visits to their command.

DGIS Pol

  • reviewing visit requests forwarded by DPFL, and recommending or not recommending approval;
  • acting as the visit OPI for any visit initiated by the MND; and
  • providing a country brief to the visit OPI if required.

DPFL

  • providing:
    • a central point of contact for all visits;
    • guidance to a host in determining the level of hospitality and support;
    • a response for approved visit requests to NDHQ or regrets when not approved; and
    • advice on procedures for the approval and conduct of visits;
  • coordinating visits with foreign service attachés;
  • overall planning, coordinating and overseeing the administrative, logistic and protocol support for approved VIP visits to NDHQ;
  • processing requests and seeking visit approval from the appropriate authority for non-VIP visits;
  • coordinating visits to defence industry facilities;
  • identifying a host for each VIP visit to NDHQ if the visit is not initiated as a result of a DND- or CAF-issued invitation;
  • coordinating the appointment of a GOE;
  • publishing a monthly report of all scheduled and completed VIP visits to inform NDHQ senior management of visits to defence establishments and defence industry facilities; and
  • coordinating the periodic review of, and providing advice on, procedures for visits.

DPFL protocol officer

  • coordinating the details of all administrative, logistic and protocol support for approved VIP visits to NDHQ; and
  • providing assistance and advice on VIP visits outside NDHQ.

DPM Secur

  • reviewing, and recommending or not recommending, the approval of visit requests if required.

EA/DM and EA/CDS

  • coordinating the appointment of a visit OPI if the DM or CDS invites the visitor directly.

commanding officers of support units and other elements

  • providing administrative, logistic and security support as required for any visit; and
  • providing an officer as visit OPI as required by the host.

host

  • identifying the purpose of the visit; and
  • appointing a person as visit OPI.

GOE

  • escorting a VIP visitor on behalf of the host; and
  • participating in visit activities in accordance with the established visit programme.

visit OPI

  • planning, developing and coordinating the content of the visit programme.

9. References

Acts, Regulations, Central Agency Policies and Policy DAOD

  • National Defence Act
  • Hospitality Policy, Treasury Board
  • DAOD 2001-0, Visits to the DND and the CF by Foreign Nationals
  • Delegation of Authorities for Financial Administration for the Department of National Defence (DND) and the Canadian Forces (CF)
  • National Defence Security Instruction (NDSI) 44, Visits to and from DND

Other References

  • Standard Operating Procedure: Foreign (including U.S.) Visit Clearances To Government of Canada Facilities and Industrial Sites, Public Works and Government Services Canada (available in English and hard copy only)
  • DAOD 1017-0, Hospitality in Canada
  • DAOD 2009-0, Conferences
  • DAOD 2016-0, Approval to Travel on Canadian Forces Aircraft
  • DAOD 7021-3, Acceptance of Gifts, Hospitality and Other Benefits
  • CFAO 4-6, Attachés
  • FAM Chapter 1017-1, Hospitality Inside Canada
  • FAM Chapter 1017-6, Hospitality – Official Mementos
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