14-06 Annex B – ​Planning Guidelines for Recreational and Educational Trips

Cadet Administrative and Training Orders (CATOs)

1. Organizing recreational and educational trips require that steps be taken often many months prior to departure in order to secure transportation, accommodation, visits and so on. In some cases, non-refundable deposits or full payments may be required.  In others, much time and effort may go into the organization of visits or activities that may not receive approval by the approving authority.

2. Prior to doing anything, given the potentially high financial consequence, it may be prudent to discuss the project with the appropriate authorities.

3. It is essential that any plans for a trip be closely coordinated between the corps/squadron CO and the sponsor.  As the agency responsible for funding the trip, the sponsoring committee, whether initiating the trip or not, must be involved in all aspects of planning from the outset.  This is especially true of trips outside of Canada where early notification of the League’s insurer is vital.  All requests for trips must have the support in writing of the sponsoring committee (see additional information for Army Cadets at paragraph 7).

4. No corps/squadron shall undertake a trip without first obtaining:

1. funding and administrative support from the local sponsor (see additional information for Army Cadets at paragraph 7); and
2. authorization from the approving authority.

5. Corps/squadrons intending to conduct a trip must also be aware that the DND and Leagues do not insure against all eventualities and perils possible.  Therefore:

1. CF members on paid Reserve Service are covered for liability by virtue of that service. CF members who are providing support without pay to cadet activities will be covered for liability under conditions similar to those set out in the Policy on Indemnification of and Legal Assistance for Crown Servants as authorized by the Deputy Minister of National Defence. CIs that are registered with their League and cadets travelling within Canada are covered for liability by their League’s insurer but not when travelling abroad. It is suggested that CIs that are registered with their League and cadets purchase liability insurance when travelling abroad;
2. all participants travelling within Canada are covered for medical treatment by their province’s health care plan;
3. CF members on paid Reserve Service and cadets are covered by the CF for emergency medical and dental cares when travelling abroad. It is strongly suggested that CF members who are providing support without pay to cadet activities and CIs purchase emergency medical insurance when travelling abroad;
4. trip cancellation insurance should be purchased as required by trip organizers;
5. Air Flight Accident Insurance and Baggage Insurance should be purchased as required by individual participants;
6. Accidental Death and Dismemberment Insurance should be purchased as required by individual participants; and
7. trip organizers shall inform parents/guardians to check their own home‑owners/renters insurance and determine what coverage/benefits they may already have on these matters.

6. Volunteers, parents, sponsoring committee members, cadet league members, Navy League cadets and Navy League officers are not supported by the DND and must provide their own insurance.

7. Under the existing sponsoring structure of Army Cadet Corps, the following provisions apply:

1. where a corps does not have an active sponsoring committee / sponsor, the commanding officer of the cadet corps may organize, obtain approval and conduct a trip; and
2. where an active sponsoring committee/sponsor exists, it is not necessary for that body to be involved in the planning and organizing of the trip beyond providing financial support.

8. Corps/squadrons conducting trips shall note that DND does not accept responsibility for any reciprocal arrangements made with a hosting unit.  In other words, if a foreign cadet unit makes a trip to Canada in repayment for a trip made by a Canadian corps/squadron, the responsibility for hosting the foreign unit rests with the sponsoring committee of the Canadian corps/squadron, not with DND or the Leagues at any level.

9. Corps/squadrons are not authorized to communicate, in order to make arrangements, with the following:

1. Canadian federal departments (including DND and the CF) or public and para-public agencies, abroad;
2. Canadian provincial ministries or public and para-public agencies, abroad;
3. Canadian municipal government branches or public and para-public agencies, abroad;
4. foreign national, provincial or municipal government departments, ministries, branches or public and para-public agencies, abroad; and
5. foreign cadet headquarters.

10. Such requests will be forwarded through the chain of command to the RCSU CO for consideration and, if approved, will action it.

11. Corps/squadrons are authorized to communicate, in order to make arrangements, with the following:

1. other Canadian cadet corps/squadrons;
2. their affiliated unit;
3. their support base; and
4. if authorized by their RCSU CO:
   (1) other DND agencies and CF units, in Canada,
   (2) other Canadian federal departments or public and para-public agencies, in Canada,
   (3) Canadian provincial ministries or public and para-public agencies, in Canada,
   (4) Canadian municipal government branches or public and para-public agencies, in Canada,
   (5) foreign national, provincial or municipal government departments, ministries, branches or public and para-public agencies, in Canada,
   (6) foreign cadet corps,
   (7) Canadian or foreign businesses and industries, in Canada and abroad,
   (8) Canadian or foreign not-for-profit organizations and non-governmental agencies, in Canada and abroad, and
   (9) any other organization not previously listed.

12. The parents shall be advised in writing that the trip is an approved cadet activity not funded by DND.

13. DND and the Leagues will not accept liability should any member or members of the corps/squadron decide to continue on an unapproved trip as private citizens.

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