12-18 – Corps/Squadron Personnel Records – Cadets

Cadet Administrative and Training Orders (CATOs)

On this page

• Purpose
• Responsability
• Record
• Acess to Personnel Records​
• Closing Files

Purpose

1. This order describes the policy with respect to the maintenance and retention of cadet personnel records at corps/sqns in accordance with applicable legislation and Treasury Board Policies.

Responsability

2. The Corps/sqn Commanding Officer (CO) is responsible for ensuring that everything done by its cadets is properly documented to be used as reference in support of promotions, awards, summer training applications, transfers, release, etc.

3. All administrative and training records pertaining to cadets must be recorded in Fortress.

Record

4. A cadet's personnel record shall be retained in a secure filing cabinet and maintained during the cadet's entire period of service. The information contained in the filing cabinet must not exceed the security level allowed by the type of cabinet being used. It is to be maintained during the cadet’s entire period of service. At a minimum, the filing cabinet being used to store the personnel records, must allow for the storage of Protected A material.

5. A Cadet Personnel Record – DND 2399 must be prepared for each Sea, Army and Air Cadet. 

6. The Cadet Personnel Record shall include the following documents:

1. CF 1158 Application for membership complete with all the proper signatures;
2. a photocopy of the birth certificate or equivalent;
3. a photocopy of the health insurance card (where available);
4. a signed Release of Personal Information Form allowing the use of pictures for public affairs purposes;
5. summer course reports;
6. a DND 2353 Authorization for the collection of information signed by cadet and parents; and
7. correspondence, reports and forms relating specifically to the cadet and that are not temporary in nature.

7. Documentation pertaining to human rights or to investigations made by the UHRA must not be kept in the personnel file of cadets. If such files exist, they must only be stored in a separate file for each case, and in a filing cabinet that allows for the storage of Protected B until such time that the document is forwarded to and stored at a detachment or equivalent.

Acess to Personnel Records

8. Access to Cadet Personnel Records shall be restricted to those individuals authorized in writing by the CO of the cadet corps/squadron pursuant to the provisions of the Privacy Act and the Access to Information Act.

9. Cadets/parents/legal guardians shall have access to the cadet’s file by asking the CO or the Administration Officer. 

Closing of Files 

10.  When a cadet is released, the CO shall ensure that:

1. any empty fields in the administrative and of the training cadet's records, including the date of SOS, have been completed;
2. the originals form part of the Cadet Personnel Record shall be kept by the cadet corps/squadron; and
3. a photocopy of the original forms and all documents included shall be given to the cadet.

11. In accordance with instructions issued in the Recruiter’s Handbook for the Canadian Forces, the Cadet Service Record is used to verify cadet service and allot a time credit towards the Incentive Pay Category 1 if a cadet joins the Canadian Forces. The Cadet Service Record can be printed from the reports available from Fortress.

12. All documents mentioned in paragraph 10(b) are to be kept until the date at which the cadet reaches the age of twenty-five.  The files may only be destroyed at that time in accordance with the Defence Administrative Orders and Directives (DAOD) on the Management of Recorded Information and the Treasury Board Policy on the Management of Government Information.

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OPI: D Cdts 2
Date: Jun 10
Amendment :  Ch 14/10l​