Administrative Transition Process Aide Memoire - National Capital Region
Administrative Transition Process - Aide Memoire (NCR)
Version 2 - 26 Apr 2021
| Time line | Activity | Remarks | Status |
|---|---|---|---|
| Preparation - Leading to Transition | Outline normal transition / release requirements and flow | Identify a target release date | Assisting Officer/Member |
| Military transition via My Transition App | Member is required to download the My Transition App. Once the App is downloaded, ensure you register for a My VAC account which is accessible through the Military Career Transition web site. Through the My Transition App the member will be able to access the My Transition Guide which is also available at Military Career Transition: Military career transition | Member | |
| Transition education and supporting agency sessions/interviews | Second Career Assistance Network (SCAN) Online Enhance Transition Training: All CAF members should complete an online training session (available on Defence Learning Network (DLN) Learn) which is comprised of essential information related to transition. |
Member | |
| Timeline | A timeline should be developed for the member to complete these steps (Not Sequential) in the time alloted prior to their Date Of Release (DOR). | Assisting Officer / Member / Unit | |
| Readiness Activities for Release | Obtain details to begin the release administration process | Release Clerk coordinates the members administrative details in order to ensure a smooth transition. | Transition Centre |
| Security Clearance and Language Profile | If member intends to seek employment with the Pubic Sevice, ensure Security Clearance and Language Profile is up-to-date. The release section will provide the relevant contact information to the member. | Member / Transition Centre | |
| Order Pension Package | Member is to order the pension package 30 days prior to their last working day at 1-800-267-0325 or 1-800-561-7930. |
Member | |
| Unit Leave Audit | Member to verify leave balance using Employee Member Access Application (EMMA) prior to the Unit Leave Audit IAW CANFORGEN 134/16. The release clerk will use this information to determine retirement leave for releasing personnel. | Assisting Officer / Member / Unit | |
| Update EMAA | T4s - amend EMAA to reflect your personal email address to get your T4s. | Member | |
| Family Portrait | If the member wishes to have a family portrait, they can make an appointment at 613-993-2230 or +CFSU(O) Photo Services@CFSU(O) Operations@Ottawa-Hull POTG.CFSUOPhoto@intern.mil.ca. | Assisting Officer / Member | |
| Specialists Follow Up | Ensure specialists currently involved in your care are aware that you are releasing from the CAF. | Member | |
| Release Stream / Authority | 4a - Advise Career Manager of intention of request for voluntary release (form in folder). 3b - Director Military Career Administration (DMCA) message starting an administrative review (medical employment limitation) (AR MEL) or to initiate discussion with Medical Officer (MO) for permanent MELs. Case Manager will be assigned. MO may request rush process from Director Medical Policy (D Med Pol) to establish MELs with high risk of breaching University of Service (UoS). |
Member | |
| Contact with Base Commander (VVIP) | Contact Cmdt CFSG(O-G) (Ottawa: Capt(N) Dan Bouchard, at 613-904-5229) to advise of VVIP release and to get office of primary responsibility (OPI) for Transition Centre (Ottawa: Maj Macpherson, at 613-904-4407) and for Clothing Stores (Ottawa: Maj Basha, at 613-904-5610). | Assisting Officer | |
| Release Information Briefing | Contact with the Transition Centre to confirm when the next Release briefing is being conducted or book an appointment if Transition Centre permits. (Ottawa: cfsuorellib@forces.gc.ca). For VVIP, subject matter expert (SME) Transition Centre may be available to go to member's home. The Transition Centre will need the release authority message of request for a voluntary release a minimum of 30 days prior to the release date. CAF TG to book and member to attend. | Assisting Officer / Member | |
| Book Release/Transition interviews | Book Release interviews. Initial Interview (14-20 days prior last working day). Final Interview (last working day). For VVIP, SME Release Centre can go to member's home. | Assisting Officer / Member | |
| Book Medical appointments | Book Medical appointment part 1 & part 2 (Ottawa, Montfort: 613-945-1497 or 613-945-1498). | Member | |
| Book Clothing Stores appointment | Book Clothing Stores appointment to return issued kit before Final Release interview. Get the clothing list to return all issued kit unless transfering to the Reserves. For missing kit, prepare a Statitory Declaration or Miscellaneous Loss Report (MLR) as applicable (forms in folder). (Ottawa: clothing apt 819-939-9579). VVIP to arrange appointment and pick-up kit for member for Clothing Store return evolution.with OPI provided by Cmdt CFSG (O-G). +CFSU(O) Release_Clothing@CFSU(O) Tech Svcs@OttawaHull (internal) Release_ClothingCFSUOHabillement_LiberationUSFCO@forces.gc.ca (external). |
Assisting Officer / Member | |
| Leave Plan | Identify leave remaining and members intention to take leave before the release date (retirement leave) or take payment in lieu of leave (PIL). | Transition Centre | |
| Intended Place of Residence (IPR) | Discuss IPR with member to determine intent (anywhere for 3b release), and initiate administrative action as needed. | Transition Centre | |
| Appointment with Brookfield (if applicable) | Member | ||
| Imposed restriction (IR) Section (if applicable) – Carling Campus 5E.1.R16.31, 613-904-5018 | Member to finalize administration with IR Section. ++CFSU(O) IR/SE@CFSU(O) Admin Svcs@Ottawa-Hull (internal) CFSUOIR-SE@forces.gc.ca (external) |
Member | |
| Personnel Support Programs (PSP) Housing March Out | PSP Housing March Out (if applicable) 200 De Niverville Private, 613-521-2696 pspmh@bellnet.ca. **Must be completed prior to Non-Public Funds (NPF). |
Member | |
| Determine exact time in Service | Do you have previous Regular Force (Reg F) or Primary Reserve (P Res) time (provide approximate dates). | Transition Centre | |
| Pension | Request a pension estimate to review as part of his decision concerning when to release | Member | |
| Pension application – to be completed. | Member | ||
| Health and Dental coverage | Public Service Health Care Plan (PSHCP)/Pensioners Dental Services Plan (PDSP) (SUNLIFE) - health and dental coverage via pension package. pensioncentrecaf.centredespensionsfac@tpsgc-pwgsc.gc.ca SISIP (life insurance coverage) |
Member | |
| Severance Pay | Severance payment (unless PIL was already taken, maximum 30 years). Get Registered Retirement Savings Plan (RRSP) deduction limit – Canada Revenue Agency (CRA) website My account for individuals: https://www.canada.ca/en/revenue-agency/services/eservices/e-services-individuals/account-individuals.html. (If member enrolled prior to 1996, they are entitled to the eligible amount: $2K/year from year of enrolment up to 1995 inclusive, calendar year, under their name only for this portion). |
Member | |
| Departure With Dignity (DWD) | DWD plans - Confirm OPI and member's wishes. | Assisting Officer / Member | |
| Complete Medicals - Part 1 and 2 | As previously instructed, member must book their Part 1 and 2 Medicals (by calling 613-945-1497 or 613-945-1498) 3 months prior to their last working day when possible as they have a busy schedule. Out clearance forms need to be signed during Part 1 and Part 2 Medical (Forms in folder). Medical Part 1 & 2 - Montfort Hospital, 713 Montreal Rd. +CDU PHAs-EMP UPSS@CMP CF H SVCS C Ottawa@Ottawa-Hull (internal) cduphasempupss@forces.gc.ca (external) |
Member | |
| Medical Records | Medical Records summary and file (request the Medical Records. Member needs to complete a consent form in person. Summary of file will be sent to member's home (timeframe of weeks). Copy of the complete file will follow (timeframe of months). | Member | |
| Book Dental release appointment | Request appointment (unless this was conducted recently, and deemed 'not required'). | Member | |
| Dental Records | Dental records. The member needs to complete consent form at reception desk. Records can be picked up later on. | Member | |
| Transfer medical prescriptions | Member should go to the pharmacy CFHS and indicate Release Date. Member should pick up 3 months worth of medication and get additional prescription from MO. Member should request prescription list. | Member | |
| Transfer of prescription to civilian pharmacy (Provide address +phone number of CFHS Pharmacy, to transfer prescription – once member has Ontario Health Insurance Plan (OHIP) Card or Carte de la régis de l'assurance maladie du Québec (RAMQ) the transfer can be done at pharmacy. OHIP Card can be obtained only after release. The RAMQ card can be obtained before release. | Member | ||
| Interviews | RCN/CA/RCAF Leadership | Member to connect with Element Command. | Member |
| Veterans Affairs Canada (VAC) Interview | VAC - VAC Release interview. |
Member | |
| SISIP | SISIP/CAF Long Term Disability (LTD) and Insurance (GOIP, SISIP). SISIP LTD - Col/Capt(N)/GOFO to complete SISIP Member Statement, and book appointment with clinician to complete SISIP APS (via CDU Clerk). https://www.sisip.com/en/Insurance/Long-Term-Disability/Long-Term-Disability-Insurance |
Assisting Officer / Member | |
| 2nd Transition/Release Interview | To be done at residence or video conference (at your discretion). Follow-up contact to ensure the first 3 months of transition are satisfactory and problem free. | Member | |
| Out Clearance | Mess | Mess - contact: CFSUOttawaNPFAccts@cfmws.com for all messes, clearance can be completed by email. | Member |
| NPF Accounts | NPF account close out/verrivication (after clearing Mess) - CFSUOttawaNPFAccts@cfmws.com. | Member | |
| Cashier Out Clearance | CFSU(O) Cashier - Carling Campus 5E.1.P15.05, 613-901-5527. +Cashier CFSU(O)@CFSU(O) Compt@Ottawa-Hull (internal) DND.Cashier.CFSUO-CaissierUSFCO.MND@forces.gc.ca (external) |
Transition Centre | |
| Return All IT Equipment | 76 Comm Group - To return BlackBerry, Cell Phone, Close DWAN account etc.). Link: http://admim-smagi.mil.ca/en/itservices/desks/ncr/contact.page. Ticket to return items must be done by the member. Closing DWAN can be done by CAF TG. |
Member | |
| Post release employment - Conflict management | Member to contact Conflict of Interest at 1-855-447-1112 for post-employment guidelines. | Member | |
| ED Claims | Personal Development (Outstanding Education Claims) 613-904-5086, 613-904-5087. +PDev-PerfP@CFSU(O)@OttawaHull (internal) Pdev-PerfP@forces.gc.ca (external) |
Member | |
| BMO Card | BMO Coordinator - If you have a DND Credit Card contact CDAO. 613-904-3240. +DTCprogram@ADM(Fin) DGSFG@Ottawa-Hull (internal) DTCprogram@forces.gc.ca (external) |
Member | |
| Member-specific administration | Complete any/all remaining administration or outstanding items. | Member / Transition Centre | |
| Final Interview | 3rd/Final Release Interview (Admin) | VVIP will be done at residence or office (at VVIP discretion). | Transition Centre |
| Finalize confirmation all administration is completed. | Transition Centre | ||
| Confirm all benefits are in-place. | Transition Centre | ||
| Building Pass and NDI 20 - Give to Release Clerk (*Before Part 2 Release Appointment, pick up a Visitors Pass at the entrance (Commissionaires Desk). Take your temporary pass and Building Pass with you to your Release Appointment). | Transition Centre | ||
| Issue Veteran Service Card. | Transition Centre | ||
| DWD | Attend DWD Event | Details TBC by DWD OPI. | Assisting Officer |
| DOR + 120 Days | Follow-up Check in | Follow-up contact to ensure the first 3 months of transition are satisfactory and problem free. | Assisting Officer |