34-03 - Royal Canadian Sea Cadets National Sailing Regatta

Cadet Administrative and Training Orders (CATOs)

Purpose

1. This CATO prescribes the policy and procedures governing the planning, organization, coordination and conduct of the Royal Canadian Sea Cadets National Sailing Regatta, hereinafter referred to as the Regatta.

Policy

2. Together, the Department of National Defence (DND) and the Canadian Forces (CF), through the Director Cadets and Junior Canadian Rangers (D Cdts & JCR), and the Navy League of Canada (NLC), through its National Office, sponsor and organize the Regatta. During this event, Sea Cadet teams from across the country will face each other in a series of sailboat races conducted in accordance with the International Sailing Federation (ISAF) rules. The event is organized in accordance with the Canadian Yachting Association Race Management Manual.

Aim

3. The Regatta’s aim is to determine, on an annual basis, the top three Sea Cadet teams in the country.

General

4. Over the course of the event, with guidance from national, international or Olympic-calibre sailors as well as attendance at racing seminars and lectures, skippers and crew members can improve their racing skills, techniques and tactics. Also, skippers and crew members from across Canada get to interact with each other and take part in social, recreational and cultural activities and visits.

5. Advised by highly experienced race officers and judges, staff members from all parts of the country can further develop their race management skills, knowledge and qualifications which they can apply back at the regional level.

6. Safety will be an over-riding factor in the conduct of activities associated with this event.

References

7. In addition to this CATO, the following documents govern the Regatta’s organization and conduct:

International Racing Rules for Sailing, including the Canadian Yachting Association’s Prescriptions (hereinafter referred to as Reference A);
A-CR-CCP-030/PT-001 Water Safety Orders for the Canadian Cadet Organizations (hereinafter referred to as Reference B); and
Canadian Yachting Association’s Race Management Manual (hereinafter referred to as Reference C).

Definitions

8. For the purposes of this order:

crew: means the person who operates the jib, centreboard or the spinnaker (if so rigged) in a sailboat;
event: means the Regatta, which includes every day, or any part of it, designated for site set-up and tear down, team and staff in and out routine, staff work-ups, team practices, races, and the citizenship visit;
regional team: means collectively the skippers, crew members and coaches from the same region;
skipper: means the person who is in charge of a sailboat and who operates the mainsail and rudder;
staff: means collectively the CF members, Navy League of Canada members and staff cadets, regardless of rank or position, and other than skippers and crew members, who are tasked as members of the technical, coaching, administrative or logistical staff in unpaid (staff cadets and NLC members only) or paid (CF personnel only) positions authorized for the Regatta;
staff cadet: means a cadet, regardless of rank, who is employed as a member of the technical, administrative or logistical staff in an unpaid position authorized for the Regatta;
Steering Committee (SC): means a group chaired by a Staff Officer appointed by D Cdts & JCR, whose members consist of one appointee from the NLC and one from the support RCSU as well as the Regatta Chair;
Support RCSU: means the RCSU tasked with providing the support described in this Order;
Team: means collectively a sailboat’s skipper and crew member;
waterfront: Means the area along a body of water from where sailboats and power boats are rigged and launched.

Command and Control

9. D Cdts & JCR, in consultation with the National President of the Navy League of Canada, is responsible for developing and establishing the policy and procedures pertaining to this event, as well as providing funding related to his or her responsibilities indicated in this Order.

10. The Steering Committee is responsible to D Cdts & JCR , through the SSO Sea, and the NLC National President, through the Executive Director, for the event’s planning, organization and coordination as well as monitoring its conduct.

11. The Commanding Officer of the Support RCSU shall provide support described in this Order, augmented and amended, as required, by the Steering Committee.

12. The Regatta Chair shall conduct the Regatta in accordance with this Order and Steering Committee direction.

Event

13. Location and Dates. The Regetta is conducted at the Royal Military College in Kingston, Ontario, and is a week-long championship held yearly in August immediately following the completion of all Sea CSTC six-week courses. Annual dates and location will be promulgated in the Notice of Race.

14. Proposals to hold the Regatta at a different period of the year or in a different geographic location must be submitted to D Cdts & JCR , through the SSO Sea, not later than 24 months before the event. If approved, the SSO Sea should promulgate the decision not later than 18 months before the event.

15. Schedule. The Regatta’s main activities and events list as well as a typical schedule appear at Annex A.

Races

16. Rules. Races will be sailed in accordance with References A and B, augmented and, as required, amended by instructions included in the Notice of Race and the Sailing Instructions.

17. Fleet Type(s). Teams will race in the Sea Cadets sailboat designated for advanced training. The annual boat type(s) selected for racing will be promulgated in the Notice of Race.

18. Proposals to use a different boat type(s) must be submitted to the SSO Sea not later than 18 months before the intended effective date. If approved, the SSO Sea should promulgate the decision not later than 12 months before the intended effective date.

19. Fleet Class. The Regatta will run races in a single class only. In this fleet, crews will have access to and be authorized to sail using the spinnaker and trapeze. Crews will always be free to use or not the equipment provided. The annual fleet class selected for this event will be promulgated in the Notice of Race.

20. Proposals to run races in more or different fleet class(es) must be submitted to the SSO Sea not later than 18 months before the intended effective date. If approved, the SSO Sea should promulgate the decision not later than 12 months before the intended effective date.

21. Number of Races. Twelve (12) races will be scheduled over the course of the event. That said, only one (1) completed race will be required to constitute a series. The annual number of scheduled races will be promulgated in the Notice of Race.

22. Course Type. Races will be run around a windward-leeward (course “A”), triangle (course “B”) or combination triangle-windward-leeward (course “C”) type courses, as described at Reference C. The annual course type(s) selected for use will be promulgated in the Notice of Race.

23. Race Duration. The course length will be set so that the duration of a race, from start to finish, is approximately 60 minutes. The annual course length planned for use will be promulgated in the Sailing Instructions.

24. Race Interval. Sufficient time will be scheduled between races to allow skippers and crewmembers to hydrate and nourish themselves to make minor adjustments and to allow coaches to provide advice.

25. Sailboat Rotations. Although of the same class, sailboats used in this event are often of different ages. Their individual weights and sailing characteristics, therefore, may differ. Because of this and in order to level the playing field, boats will be rotated at regular and convenient intervals between crews. Normally, this will take place after every two (2) completed races or at a meal break as determined by the Race Committee Chair. To permit each team to sail boats of different ages, sail numbers should be mixed to allow for a random rotation schedule. The annual sailboat rotations schedule will be promulgated in the Sailing Instructions.

26. Scoring System. Individual team performances will be scored using the "Low Point Scoring System”, described in References A and C. In accordance with this scoring system, teams may drop one or more races. The annual scoring system selected for use, as well as the manner and the circumstances under which races may be dropped, will be promulgated in the Notice of Race and Sailing Instructions.

27. Sail Clothing. While on the water, skippers and crewmembers may wear any personal clothing item they deem suitable for this activity, as long at it is acceptable under the Canadian Cadet Organizations standards.

Teams

28. Vacancies. A maximum of 25 teams will be invited to compete. Annual team vacancies will be promulgated in the Notice of Race.

29. Proposals to amend that maximum number of teams must be submitted to D Cdts & JCR, through the SSO Sea, not later than 18 months before the intended effective date. If approved, the SSO Sea should promulgate the decision not later than 12 months before the intended effective date.

30. Regional Teams Vacancy Allocations. Regions will each receive a portion of the vacancies (represented by the letter “M” below). Regional allocations will be equal to the sum of the following:

a core allocation of 3 teams per region (represented by the letter “C” below); and
a portion of the remaining vacancies equal to, with regard to the percentage, to its proportion (represented by the letter “R” below) of the overall Sea Cadet population.

31. The above allocation formula is represented by the following formula:

Regional Team = C + (R x ( M – (C x 5 regions))) allocation

32. Annual regional vacancy allocations will be promulgated in the Notice of Race.

33. If a Region is unable to fill its allocation, the Steering Committee will reallocate the vacancy (vacancies) to another Region(s) based on the reallocation formula below.

**Reallocation Formula**
Reallocation Formula	Cadet Year ending with...
Reallocation Formula	0 or 5	1 or 6	2 or 7	3 or 8	4 or 9
If 1 position vacant, then reallocate to...	Atl	East	Cen	Pra	Pac
If previous region does not accept, then reallocate to… If 2 positions vacant, then reallocate 2^nd to…	East	Cen	Pra	Pac	Atl
If previous region does not accept, then reallocate to… If 3 positions vacant, then reallocate 3rd to…	Cen	Pra	Pac	Atl	East
If previous region does not accept, then reallocate to… If 4 positions vacant, then reallocate 4th to…	Pra	Pac	Atl	East	Cen
If previous region does not accept, then reallocate to… If 5 positions vacant, then reallocate 5th to…	Pac	Atl	East	Cen	Pra

34. Eligibility. In order to be eligible to race at the Regatta, teams:

must be comprised of 2 Sea Cadets from the same home region, but not necessarily from the same corps;
must have placed in one of the top positions (number determined annually and equal to their region’s crew allocations) at the qualifying regatta immediately subordinate to this championship, if held; and
must be comprised of the same 2 cadets to have raced together at the qualifying regatta.
Note: when multiple qualifying regattas are held in the same region, e.g. provincials and regionals, team composition (skipper and crew member) may not be altered after the start of the regatta immediately subordinate to this championship.

35. In order to be eligible when no qualifying regatta was held:

the skipper must be qualified to the CYA’s Bronze Sail, level IV; and
the crew member must be qualified to the CYA’s White Sail, level III.

36. Whether or not a qualifying regatta was held, there is no limit on the number of cadets from the same corps, which may compete.

37. Waivers. Waiver requests for any eligibility criteria are to be submitted, for approval, to the Steering Committee not later than 7 calendar days before the team entry deadline (specified in paragraph 38).

38. Entry. Using the entry form provided with the Notice of Race, Regions are to forward requested skipper and crew member information electronically to the Regatta Chair not later than 01 July annually. Regions are to forward skipper and crew member CF51s to the Regatta Chair not later than 01 August annually.

39. Substitutions. In the event a skipper or crew member can not or no longer want to compete or their nomination is withdrawn by their RCSU, the entire team will be substituted by the next team to have placed highest at a qualifying regatta. If no eligible substitute team is available in the same Region, or the RCSU doesn’t want to enter a substitute, the Steering Committee will reallocate the vacancy to another Region based on the reallocation formula above.

40. As long as cadets can arrive not later than the day before the start of the races, team substitutions may take place up to the last minute.

Coaches

41. General. Regions shall each appoint two individuals to act as senior and junior coaches. If their regional team is made up of cadets from both genders, there must be one male and one female coach. If it is a single gender team, at least one of the two coaches must be of the corresponding gender.

42. Terms of Reference (TORs). Coach TORs appear at Annex B, Appendix 3.

43. Eligibility. In order to be eligible to act as a senior or junior coach, an individual:

must be a CIC (Sea) officer (Civilian Instructors (CIs) are not eligible);
must hold a valid DND 404 driver’s licence;
to fill the senior coach position:
(1) it is desirable to be qualified by the CYA as a Racing Coach/Coach level III (Orange), or
(2) as a minimum, shall be qualified by the CYA as a Senior Sailing Instructor (Red);
to fill the junior coach position:
(1) it is desirable to be qualified by the CYA as a Senior Sailing Instructor (Red), or
(2) as a minimum, shall be qualified by the CYA as a Sailing Instructor/Coach level II (Blue).

44. Waivers. The RCSU Commanding Officer may request a waiver to the eligibility of coaching level standards when required. Waiver requests for any eligibility criteria are to be submitted, for approval, to the Steering Committee not later than seven (7) calendar days before the team entry deadline (specified in paragraph 38).

45. Entry. Using the same form provided to enter teams, Regions are to forward their coaches name and details to the Regatta Chair not later than 01 July annually.

46. Pay Policy. Coaches will be paid at their substantive rank and IPC level.

47. Performance Evaluation. Coaches will receive a brief written appreciation of performance on completion of the event.

Staff

48. The Steering Committee will accept applications from CIC (Sea) officers, Sea Cadets and Navy League of Canada members who wish to offer their services as staff members in technical, administrative and support functions. Details appear at Annex B.

Administration

49. Documentation. Annually, the Steering Committee shall promulgate:

the Notice of Race, not later than 01 February, using the template found at Annex C;
the Annual Directive, not later than 01 March;
the detailed schedule, not later than 01 August annually, showing activity timings and locations; and
Joining Instructions, not later than 01 August.

50. Enclosed with the Notice of Race, the Steering Committee shall provide an electronic team entry form which must not be designated higher than Protected A. Information requested should be limited to that which is preferable to have ahead of the event.

51. Annually, the Regatta Chair shall promulgate or amend, whichever applies:

Sailing Instructions, not later than on the first day of the event;
the Sailboat Rotation Schedule, shown in two different formats:
(1) the first which shows the sail numbers for each team, and
(2) the second which shows teams (with names) for each sail number;
Race Record Sheets, for use by the Race Committee to record results for each race;
Protest and Redress Forms, using the CYA Protest and Redress forms as a template;
any other locally specific forms and signage which may be required;
staff appreciations of performance;
Standing Orders and Standing Operating Procedures for normal and emergency situations and operations under his or her control; and
Post-Regatta Report, not later than 30 October (following the event).

52. In-Routine. On arrival, staff and team members should be provided with handout kits containing copies of the Notice of Race, Sailing Instructions, the detailed Regatta schedule, the sailboat rotation schedule, the protest and redress forms, and of various maps (city, accommodations and messing facilities, racing site, etc.). A protest flag if required under the Sailing Instructions will be provided.

53. Pay and Temporary Duty (TD) Expenses. RCSUs are responsible for processing pay and TD expense claims for their officers who attended the event as staff members or coaches and travelling expense claims for their cadets who attended as staff members, skippers or crewmembers. Approved and authorized expenses may be charged to a financial code provided annually by the SC Chair.

54. Meal Expenses. Normally, meals will be provided to staff and team members during the event. When, in exceptional circumstances, this is not possible, the Regatta Chair may authorize the reimbursement of meals taken by staff or team members (except NLC members) from commercial establishments. This authority may not be delegated.

55. Communications. Written and verbal information, direction and documents provided to staff and team members, visitors and guests shall be made available in both official languages. Radio communication shall be in English.

Finance

56. In accordance with applicable orders and instructions, D Cdts & JCR shall pay for Steering Committee meeting and Regatta related expenses incurred by CF and CCO members. In recognition of the workload imposed, D Cdts & JCR may authorize the employment of temporary supernumerary staff for up to 20 days per training year to assist the Support RCSU, and up to 30 days class A pay per training year to the Regatta Chair (not including actual regatta days) for his or her role in organizing the event.

57. In accordance with applicable orders and instructions, D Cdts & JCR shall bear the costs for the following, if any:

pay (officers only);
travel and transportation (CF and CCO members);
rations (CF and CCO members only);
quarters (CF and CCO members only);
laundry (CCO members only);
staff uniforms;
access and use of required facilities and sites;
race committee boat rental, if required;
boat and vehicle fuel;
technical advisors, including pay, rations, quarters, transportation and travel;
printing and distribution;
approved public affairs activities;
approved event operations and support listed in this order or the annual directive or authorized under separate cover; and
sail and power boat repairs and part replacements resulting from incidents that occur during the event.

58. Where applicable, D Cdts & JCR shall set a budget and promulgate funding limits on expenses authorized in this order or the annual directive or as approved under separate cover.

59. RCSU RC Managers have the authority to initiate expenditures, commit funds (FAA Section 32) and certify that goods and services have been received and payment is in accordance with the terms of a contract (FAA Section 34). The applicable financial coding to use and maximum amount authorized will be promulgated annually in the annual directive or under separate cover.

60. The NLC is responsible for the costs, if any, for the following:

NLC-approved social, recreational and cultural activities and visits;
awards banquet / ceremony (see the note below);
permanent and keeper trophies, plaques and medals;
regatta pins for each skipper and crew member; and
NLC-approved family day activities and support.
Note: the NLC is responsible for the difference between the cost of the banquet and that of the same meal during the event, if any.

61. Where applicable, the NLC is responsible to promulgate funding limits on expenses authorized in this order or the annual directive and any others approved separately.

Medical

62. The Regatta race site and accommodations should be located not more than 20 minutes away from a medical establishment and shall be serviced by an ambulance agency or company 24 hours a day, seven days a week.

63. The Steering Committee shall ensure the presence of properly equipped and trained first aiders during the event.

Health and Safety

64. The Regatta Chair shall ensure that the following measures and precautions are undertaken:

on the waterfront:
(1) to avoid dehydration, hypothermia, sun stroke and hunger,
(2) to ensure access to clean and safe eating areas, washrooms, work sites and facilities, waterfront area and jetties,
(3) to ensure access to hand washing areas and products, especially near washrooms and eating areas; and
in the accommodations, to ensure security and access to rooms used.

Logistics

65. Unless otherwise specified in this Order or directed by the Steering Committee, the support RCSU OPI is responsible for making the necessary logistics arrangements which include, but are not limited to, facilities, sites, materiel, clothing, transportation and rations. Whenever available, practical and economical, DND logistics resources shall be used. Requirements appear at Annex D.

66. The Navy League of Canada is responsible to provide the following:

permanent first, second and third place trophies;
keeper plaques, medals or trophies for first, second and third place winners;
permanent seamanship award and sportsmanship award trophies;
keeper plaques, medals or trophies for the seamanship award and sportsmanship award winners; and
the official Regatta pin for each skipper and crew member.

67. Permanent and keeper trophies should be displayed during the Regatta. Once they have been presented at the Awards Banquet, permanent trophies will normally be returned to the Navy League’s national office in Ottawa for safekeeping.

68. Teams may seek private or corporate sponsorship for the purpose of obtaining distinctive team uniforms for their members, subject to any applicable regulations.

69. Movements. RCSUs shall make the necessary transportation arrangements for staff and team members from their region. Travel arrangements must coincide with dates and locations indicated in the Annual Directive. Changes may be authorized by the Regatta Chair only.

70. Travel arrangements shall be communicated to the Regatta Chair and Support RCSU Movements Officer as follows:

those of staff members, not later than 15 July; and
those of team members, not later than 01 August annually.

71. The support RCSU shall, if required, provide movements support at the designated arrival airport. The Movements section at D Cdts & JCR is responsible for coordinating all air travel arrangements.

Telecommunications

72. The support RCSU OPI shall make the following necessary telecommunications equipment arrangements as approved or directed by the Steering Committee. Whenever possible, practical and economical, DND equipment shall be used. Telecommunications equipment requirements follow:

VHF/FRS radios. There must be a radio for each powerboat, one for the Committee boat, one for the Boats Section, one for the Regatta Chair, as well as a few spares; and
Cellular telephones and Facsimile. There must be a cellular telephone available for the Regatta Chair, the Race Committee Chair, the Boats Officer, the Logistics Officer, the Administration Section, the Public Affairs Officer and the Barracks Supervisor. Access to a facsimile is required.

Information Management and Technology

73. The support RCSU OPI shall make the necessary IM/IT related arrangements as approved or directed by the Steering Committee. Whenever possible, practical and economical, DND systems and materiel should be used. IM/IT requirements are as follows:

personnel administration database;
race management spreadsheet, database or program;
computers, printer and scanner; and
high speed internet connexion.

Public Affairs

74. The support RCSU Public Affairs Officer assigned to the Regatta is responsible for developing a communications plan and activities in support of this event. Unless otherwise approved or directed by the Steering Committee, the focus should be on the following:

promoting individual crew participation and performance at this event through their respective home town media; and
promoting this event through the regional regatta location media and the event’s website.

Annexes

OPI: D Cdts 4-3

Date: Nov 07

Amendment: 01/07

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Date modified:: 2022-03-30

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