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21-02 – CCO/COATS Personnel Establishments, Human Resources Control and Establishment Changes

Cadet Administrative and Training Orders (CATOs)

Purpose

1. This order should be read in conjunction with CATO 21-01, Organization and Establishment – Canadian Cadet Organizations (CCO) and Cadet Organizations Administration and Training Service (COATS). It amplifies QR (Cadets), Vice Chief of the Defence Staff (VCDS) Group Order 2004-1 and Canadian Forces Military Personnel Instruction (CF Mil Pers Instr) 20/04, Administrative Policy of Class “A”, Class “B” and Class “C” Reserve Service.  Management procedures are set out in A-AE-219-001/AG-001 (CFP 219-1), Canadian Forces Organization and Establishment Policy and Procedures.  This CATO is effective on receipt.

Aim

2. The aim of this CATO is to set forth the policy and procedures for personnel establishments and control of human resources for the CCO.  It amplifies the policies set out in A-AE-219-001/AG-001 (CFP 219-1), Canadian Forces Organization and Establishment Policy and Procedures. 

Personnel Establishment

3. The following sections provide guidance and assistance on the structure, preparation and management of CCO establishments.

Organization

4. Detachments must be related to units, which must be related to formations or commands or NDHQ Groups. From this it should be apparent that any establishment change which requires the creation of a position or section must have an existing “organizational” entity such as a cadet corps/sqn, element or unit, or one must be created first.

Establishment

5. Cadet corps/sqn, elements, units and detachments contain section(s), and sections contain position(s). Each position must be assigned to a section, and each section to an organizational structure such as a unit, element or cadet corps /sqn.

Sections

6. Sections should reflect the organizational structure of the applicable cadet corps/sqn, element or unit.

Cadet Corps/Sqns

7. Even though one section could suffice for a cadet corps/sqn, it should actually have two sections:  one titled “Command” and the other “Cadet Instructors”.  The “Command” section would include the position for the Commanding Officer (CO) and the “Cadet Instructors” would include all other authorized instructional staff positions.

Element or Unit  

8. To reflect its organizational structure an element or unit may have various sections to  represent distinct groups such as “Command”, “Comptroller”, “Administration” “Human Resources”, “Information Management”, “Cadet Training”, Movement, and  “Cadet Instructor Supplementary Staff” to name a few. 

9. The creation of sections for members who are Non-effective Strength (NES) or Exempt from Drill and Training (ED&T) is also required.

10. The section titled “Cadet Instructor Supplementary Staff” (CISS) must exist on each RCSU and/or Det establishment. The purpose of the CISS section is to group personnel not filling a Class A position at a cadet corps/sqn or on some other regional establishment. 

Positions

General

11. Positions on an Automated Establishment Report (AER) are identified as either Regular Force, Reserve Force, or Civilian positions.  Civilian and Regular Force positions may be created on a national or regional unit/element establishment other than a cadet corps/sqn.  Creating Civilian and Regular Force positions on a COATS establishment is the exception rather than the norm; therefore, only Reserve Force positions are addressed by this CATO.  Specific direction on Regular Force and civilian positions may be obtained from D Cdts and JCR as required.

Reserve Force Positions

12. There are three classes of Reserve Force positions:  Class A, Class B, and Class C. Because of the unique mandate of the COATS, only Class A or Class B positions can be created on a CCO establishment. The class of a Reserve Force position relates to the Class of Reserve Force Service the incumbent of the position is required to perform while filling it. 

Class A Positions

13. All positions on a cadet corps/sqn establishment shall be Class A.

14. All positions on national or regional unit/element establishments shall be Class A if:

  1. they are grouped in a section as prescribed in para 8, where the member will perform majority of their cadet related duty during the year;
  2. they are grouped in the CISS section. Incumbents grouped in this section  supplement the staff at a CSTC during the summer training period or perform on Class A Res Svc throughout the year relating to regional/national activities; or
  3. they are grouped under an NES or ED&T section.  Incumbents in these two sections are not authorized to perform duties on Class A or B Res Svc.  If a member is to become active again, he / she must be moved to a Class A position at a cadet corps/sqn or in one of the section mentioned in sub-para (a) or (b) above.

Class B Positions

15.    Class B Reserve Force positions are either controlled or seasonal: 

  1. Controlled Class B Positions. Controlled Class B positions are created on national or regional unit/element establishments to supplement the Regular Force staff.  The duration of a controlled Class B position is either:
    (1) Indefinite.  A controlled Class B position is referred to as “Indefinite” (often called “full-time” position) when the manning of the position is required for a period ranging from 181 days up to 365/366 days per year on a continuous basis.  There is no expiration date identified on the AER for an “indefinite” position.  The VCDS, based on regional requirements, approved the initial allocation of Class B controlled “indefinite” positions of each Region.  He also indicated that no new positions were to be created without his approval and obtaining his approval is via the Establishment Change (EC) process.  A request for a new controlled Class B “indefinite” position or for a rank increase must be justified, documented and certified that funds are available.  Sample of required documentation is provided in Annex A, or
    (2) Temporary.  A controlled Class B position is referred to as a “temporary” position when the manning of the position is required on a continuous basis for a period ranging from 181 days up to a maximum of three years.   There shall be an expiration date identified on the AER for a “temporary” position.   Because all controlled Class B “temporary” positions have an end date, two data entries will be required when processing the EC.  The first entry will be to create the position and the second will be future-dated to terminate the position.  A request for a new controlled Class B “temporary” position such as for a maternity back-fill must be justified, documented and certified that funds are available.  Sample of required documentation is provided in Annex A; and
  2. Seasonal Class B Positions.  On an AER, seasonal Class B positions are identified by the code AC for “Position sub-type” and the code AI for “Manning Type”.  Seasonal Class B positions are:
    (1) temporary positions created for instructional or administrative staff at a CSTC, and the manning of the position is on Class B Res Svc for the duration of the cadet summer training period, or
    (2) temporary positions created for instructors and staff on schools or other training establishments if the manning required throughout the year will be recurring and between 13 to 180 consecutive days of Class B Res Service.   

Human Resources

General

16. Policy for the administration of Class A, B, and C Reserve Service is provided in CF Mil Pers Instruction 20/04.  The purpose of the instruction is to ensure uniform administration of all Reserve Force members among the Reserve Force sub-components and applicable elements, environmental commands (ECs) and NDHQ Groups.

Position Requirement

17. The requirements for COATS members performing cadet duties to be accounted for against a position on a CCO establishment include the following elements: 

  1. Pay.  Must be Posted to an authorized Class A or controlled Class B position in order for the incumbent to be  paid correctly;
  2. TD Benefits.  In order to be eligible for TD benefits a COATS member must be posted to an established Reserve Force Class A or B position on an establishment other than the employing establishment or grouped in the CISS section of the RCSU and/or Det;
  3. Promotion to Substantive Rank. This paragraph is superseded by CJCR Gp Order 5520-0, Cadet Organizations Administration and Training Service Promotion Policy; and
  4. Promotion to Acting Rank. This paragraph is superseded by CJCR Gp Order 5520-0, Cadet Organizations Administration and Training Service Promotion Policy.

Manning Restrictions – Class A Positions

18. The manning restrictions for Class A positions on CCO establishments are categorized as follows: 

  1. Paid Days.  The following rules govern paid days for:
  2. Cadet corps/sqn.  A manning restriction on the number of Class A paid days has been placed on positions on cadet corps/sqn establishments by CATO 21-03, and
  3. COATS Establishments.  Similarly, a manning restriction of 25 days of Class A paid days per year should apply to all other Class A positions created on COATS establishments except those created under the NES or ED&T sections.  This manning restriction applies to the duties performed as incumbent of the Class A position and does not include Class A or B Res Svc authorized for courses or for other national / regional directed activities;
  4. NES Member.  A COATS member who is declared NES due to his inactivity is not entitled to pay.  He should, therefore, be moved to a Class A position under the NES Section until he is released or he resumes parading.  If he resumes parading he must be moved to a Class A position on a cadet corps/sqn or other Regional establishment in order to get paid; and
  5. ED&T Member. A COATS member who is authorized ED&T (less than 90 days) is expected to resume parading after his period of ED&T and may remain in his Class A position. He may however be moved to a position under the ED&T section, if one exists, but when he resumes parading he must be moved again to a Class A position on a cadet corps/sqn or other Regional establishment in order to get paid. A member who is authorized ED&T for a period longer than 90 days shall be transferred to a regional ED&T position.

Manning Restriction – Class B Positions

19. The manning restrictions for Class B positions on CCO/COATS establishments are categorized as follows: 

  1. “Temporary” Position.  The duration of the Class B Res Svc shall:
    (1) not extend beyond the expiration date of the position, and
    (2) for a maternity/paternity back-fill, the duration of the parental leave granted. A controlled Class B “temporary” position is required in order to employ a Reserve Force member as a maternity/paternity back-fill for a Regular Force or Reserve Force controlled Class B “indefinite” position; and
  2. “Indefinite” Position. In accordance with CF Mil Pers Instruction 20/04 and CATO 23-10 Annex C, an extension to a period of Class B Reserve Service for the same member at the same rank against the same Class B “full-time” position, does not require an additional notification message. Nevertheless, the incumbent cannot exceed a maximum of six years in the same position without an additional notification message.

Establishment Change

General

20. The Human Resource Management System (HRMS) is a Department-wide ADP system based on Peoplesoft application software.  Peoplesoft, a commercial product, has been modified to provide a unique personnel management processes used in DND and the CF. HRMS is comprised of a number of modules.  The Organization module holds data related to the organizational structure of DND and the CF down to Detachment level.

21. CFP 219(1) provides guidance and assistance to staff officers and other members of DND in the preparation and processing of establishment changes (EC) proposals for military establishments. 

Controlled Position

22. Annex A must be completed when a new controlled Class B position is created or when the rank of an existing position is changed.

Effective Date

23. The effective date of an EC should be the date an EC is expected to be approved. Normally, the three months rule should apply to allow for completion of the EC and staffing through Regional HQ to NDHQ/D Cdts & JCR (Dept Id 4287) for vetting and onward submission to VCDS RM for approval.

Annex

Annex A

Controlled Position (Class B) - Establishment Change (EC) Request (Please contact the CJCR Resource Coordinator for additional information and guidance) 

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OPI:  D Cdts 6

Date:  Feb 11

Amendment:  Ch 2/11

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