CANCDTGEN 008/25

Canadian Cadet General Order (CANCDTGEN)

Updates to Cadet Registration, Detailed Health Questionnaire, and Corps/Squadron Capacity Management Tools

References:

1. CANCDTGEN 007/23, Cancellation of form CF 1158, Application for Membership in the Sea, Army, or Air Cadets
2. CANCDTGEN 025/20, Online Registration Tool
3. CANCDTGEN 001/25, Service Standard for Online Registration Tool Submissions
4. Queen's Regulations and Orders for Canadian Cadet Organizations (QR Cadets) Chapter 4 - Cadets

Background

1. In September 2020, the Online Registration Tool (ORT) was introduced to allow participants to register for the Cadet Program electronically. This tool evolved to replace the paper form, CF 1158, with submissions being e-mailed to corps/squadrons. In Training Year 2024-25, to assist with capacity management, CJCR Gp introduced the ability for Commanding Officer’s to request that a status of “limited capacity” or “no capacity” be applied to their corps/squadrons within the ORT. Additionally, an online Detailed Health Questionnaire (DHQ) was trialed to ease the submission of this information to RCSUs and to reduce processing time.
2. As of Sept 1st, 2025 the following changes are in effect:
   • Online Registration Tool
     1. The ORT is now fully integrated with Fortress. There is no longer a requirement for manual data entry other than when a parent/guardian chooses to use a paper form for registration. Submissions will be received via the corps/squadron Fortress dashboard.
     2. Cadet residency confirmation in the form of a birth certificate, residency card, visa, etc. and their health insurance information is to be verified and recorded by corps/squadron staff but will not be photocopied or stored in local corps/squadron files. Additionally, copies of these documents currently residing in corps/squadron files for previously enrolled cadets will be destroyed, though all other previous registration paperwork prior to September 2025 must remain.
     3. CJCR Gp is currently reviewing and updating policies on Cadet Records, Membership in the Cadet Program, Cadet Registration and Cadet Registration Procedures. These updated policies are anticipated to be released in the 2025/26 training year and will reflect the information in this CANCDTGEN.
     4. As interim policy: There is no requirement to print the electronic form received from the ORT to sign and store it physically. All data is now recorded digitally. When a cadet is enrolled by designated administration staff, the file is locked and date stamped with the username of the staff member.
     5. Regardless of cadet registration data being recorded digitally within Fortress, corps/squadron Commanding Officers are required to review registrations and ensure all registered cadets meet eligibility requirements in accordance with reference D, para 4.01.
   • Capacity Management
     6. When a status of “limited capacity” or “no capacity” has been applied to a corps/squadron, a large notification will now be seen at the top of the corps/squadron’s dashboard.
     7. A status of “limited capacity” or “no capacity” does not reset or change automatically at the beginning of a training year and parents/guardians are unable to register when the status is “no capacity”. Corps/squadron Commanding Officers are responsible for reviewing factors affecting their capacity such as supervision ratio, infrastructure limitations, etc. and request that a change be made, when necessary.
     8. Corps/Squadron capacity is now managed directly in Fortress by RCSUs. Corps/squadron staff can request changes through their Chain of Command.
     9. Fortress now includes a wait list for registrations when a corps/squadron has a status of “limited capacity”. Nearby corps/squadrons can retrieve cadets from this wait list and admit them if they have capacity.
   • Detailed Health Questionnaire
     10. An online DHQ is now available to all cadets and parents/guardians and is the preferred method for submission. The DHQ submission uses a Protected B approved platform managed by Canadian Digital Services. This form also replaces the Anaphylaxis and Food Consent Forms, which are now integrated into the DHQ. The Anaphylaxis Emergency Plan (AEP) must still be created at the corps/squadron, with parents, in order to ensure an easily accessible, local copy is available at all times.
     11. When the need for a DHQ is triggered, either by new enrollment, annual validation, or change in medical condition, corps/squadron staff will send a regionally specific link to the cadet’s parents/guardians using the e-mail address that has been provided in Fortress. Corps/squadron staff must ensure that the Cadet Identification Number (CIN) is included with this communication. RCSU Medical Liaison Officers will provide specific instructions to their Region personnel regarding submission.
3. Reference C established service standards to be met by corps/squadrons when responding to online registrations. These standards remain in effect and should continue to be applied.
4. In all cases, it is expected that most registration and DHQ transactions are now completed using digital methods and that the use of paper versions will be limited to cases where there is a gap in connectivity, there are security or privacy concerns from parents/guardians, or other limiting factors. Paper registrations must use the registration form printed from ORT. Paper DHQ must be printed from the Cadet’s file in Fortress.
5. Procedures on the use of any services mentioned are published for staff on the Digital Portal (You are now leaving Canada.ca. Link accessible only on the Cadet365 SharePoint). CJCR Gp Headquarters staff can also engage with their RCSU or the IT Service Desk (IT@cadets.gc.ca) for further information.