20-01 Issues and Crisis Management Procedures

Cadets and Junior Canadian Rangers Group Instruction (CJCR Gp Inst)

Introduction

Date of Issue: 2024-06-03

Date of Last Modification: N/A

Application: This is a Group Instruction that applies to members of the Canadian Armed Forces and a directive that applies to Civilian Instructors and employees of the Department of National Defence employed within the Cadets and Junior Canadian Rangers Group

Supersession: N/A

Approval Authority: This instruction is issued under the authority of the Commander Cadets and Junior Canadian Rangers Group.

Office of Primary Interest: Cadets and Junior Canadian Rangers Group Headquarters Chief of Staff

Enquiries: Cadets and Junior Canadian Rangers Group Headquarters J3

1. Purpose

• 1.1 The purpose of this instruction is to provide direction to Regional Cadet Support Units on the process and requirements for reporting an issue or crisis.

2. Abbreviations

3. Definitions

Commander Critical
Information Requirement.

See CJCR Gp O 2008-3, Issue and Crisis Management.

Crisis.

See DAOD 2008-3, Issue and Crisis Management.

Issue.

See DAOD 2008-3, Issue and Crisis Management.

Significant Incident.

See DAOD 2008-3, Issue and Crisis Management.

4. Reporting Significant Incidents

• 4.1 Multiple actions must be taken when an issue or crisis is identified, all of which may be conducted concurrently or consecutively as required. The key elements in the reporting process are:
  1. IR;
  2. SIR:
  3. CASREP; and
  4. PA.
• 4.2 The reporting of incidents must be completed at the earliest opportunity, with follow-on SIRs being no more than 24 hours after the IR.
• 4.3 As many of the reporting tools are often distributed to organizations outside of the CJCR Gp, acronyms should not be included in any reporting tool or message to ensure full understanding of the message by the widest audience.
• 4.4 All official CAF communications will have an appropriate tone and perspective. Facts will be reported without any form of biases. All content must comply with the Privacy Act and Youth Criminal Justice Act.

5. Initial Report

• 5.1 The IR is initiated by the Area, RCSU or CJCR Gp HQ by the member who receives the report. The report may come from a corps or squadron CO or any other relevant source person. Once the IR is initiated it is sent to the respective Area OC or RCSU/CJCR Gp HQ CO through the chain of command. Even though some information related to the IR may be communicated by phone call in the case of any immediate reporting requirements, all IR will be sent by e-mail in the following format:
  1. bottom line upfront (BLUF);
  2. pertinent details (5 W’s);
  3. operational impact;
  4. command actions/way forward; and
  5. assessed media interest.
• 5.2 The IR e-mail will be forwarded through the chain of command and the subsequent SIR steps below, where applicable, so that the HHQ recipients can confirm that CO review and approval has occurred.
• 5.3 IRs must be submitted in a timely manner and include all critical information that is known at the time. Because an IR is required rapidly, it may contain unconfirmed information or some information may be unavailable and waiting for it may cause unreasonable delay in reporting. Any unconfirmed information will be identified using "Unconfirmed Information" at the start of the paragraph. Unconfirmed or outstanding information should be revised in subsequent IR or SIR updates.

6. Significant Incident Report

• 6.1. SIRs will be submitted in a timely manner and no later than 24 hours after the submission of the IR. Additional timeline considerations may apply such as those required by SMITS and HCITS.
• 6.2. The SIR message format and template is located at Annex A. The SIR will be attached to the encrypted IR e-mail for transmission to Comd CJCR Gp.

Report Process

• 6.3. The unit which first receives notice of an SI meeting the SIR threshold, in accordance with the CJCR Gp CCIR Directive, assumes responsibility to report it, monitor for changes and provide updates, and to seek out supporting information when directed. Exceptions may arise when multiple units are involved in a single incident or where there is suitable complexity requiring a HHQ to become involved. The key steps to reporting an SIR are:
  1. IR e-mail sent to RCSU/CJCR Gp HQ CO which is preceded by a phone call where directed in the CJCR Gp CCIR Directive;
  2. draft SIR sent to RCSU/CJCR Gp HQ CO for review and approval, using IR e-mail with any unconfirmed or outstanding information revised;
  3. RCSU/CJCR Gp HQ CO, or delegate, approves IR e-mail and SIR is sent to the SIR distribution list below;
  4. new information, corrections, and supporting details are reported to CJCR Gp JOCC using the IR, SIR or both where applicable, and JOCC will distribute and brief up as applicable; and
  5. an IR that does not meet the SIR criteria may still be reported from the RCSU/CJCR Gp HQ CO to CJCR Gp Comd using this process.
• 6.4.The SIR e-mail distribution list is:
  1. To: Comd CJCR Gp; and
  2. CC: Deputy Comd CJCR Gp, Formation Chief Warrant Officer CJCR Gp, EA to Comd CJCR Gp, Senior PAO, CJCR Gp HQ COS, CJCR Gp JOCC, and originating CO and staff as required. Sending SIRs should not be delayed by waiting for multiple levels of review. The SIR is drafted and should only require approval from the RCSU/CJCR Gp HQ CO or designate before being transmitted.
• 6.5. Acronyms are not to be used to ensure full understanding of the message by the widest possible audience. SIRs are frequently sent to higher HQs and members outside of the CJCR Gp who may not recognize CJCR Gp or CAF acronyms.
• 6.6. References to any other reports made in accordance with other orders and regulations are to be included.

7. Assessing Media Interest for an SIR

• 7.1 Every SI requires an assessment of the media interest it may attract. Even if an incident appears in the media, it does not in and of itself determine the potential gravity of the media interest in the matter. When drafting the IR or SIR, there are only three classifications for media interest:
  1. Low. The incident is not unique in nature or is a commonplace occurrence. Examples of events include non-operational deaths, most conduct violations, and arrest or charges for standard offences;
  2. Medium. The incident is not routine or predictable due to factors such as the rank or number of individuals involved, the sensational details of the incident, or whether it raises questions about CAF policies and procedures; and
  3. High. The issue is national in scope or such an unusual occurrence that interest would be nation-wide, and/or a threat to the institutional credibility of the organisation.
• 7.2 RCSU/CJCR Gp HQ COs are to consult with their unit PAO to determine the potential level of media interest, as they are trained to provide advice in that field, and to assist with the appropriate flow of information.

Content of the SIR

• 7.3 In accordance with DAOD 2008-3, Issue and Crisis Management, an SIR will be in message format, and contain the following information, in this order:
  1. Number. All SIRs will be registered and have a number assigned. The SIR number can be obtained from the CJCR Gp SIR Tracker on Cadet365. The following steps will be taken:
     1. log into respective unit in the SIR tracker;
     2. click on +New; and
     3. complete all mandatory sections and click save. The system automatically generates the number.
  2. Title. The title and description of the content should be generic and identify the category and severity of the incident. The SIR title will include the SIR number, followed by the update number where applicable, the CCIR number and brief description, the Area/HQ of the incident and the RCSU/CJCR Gp HQ reporting, and the date of the incident. For any SIR requiring immediate response to the Comd, in accordance with CJCR Gp CCIR Directive, the word IMMEDIATE, in all capital letters, will be used in the title after the CCIR number. For example:
     1. SIR 2000-560, CCIR 5, CAF member professional misconduct, Northern Ontario Area, RCSU (Central), 20 Nov 20;
     2. SIR 2020-045-1, CCIR 8, Cadet serious injury, Nova Scotia Area, RCSU (Atlantic), 15 Apr 20; and
     3. SIR 2020-496, CCIR 2, IMMEDIATE: CAF member death on duty, HQ, RCSU (Pacific), 10 Oct 20.
  3. Paragraphs:

  Paragraph	Significant Incident Report
  1	Date, time and location, including grid reference for training incident if available, of the SI.
  2	Name, location and telephone number of the person or agency initially reporting the SI.
  3	Incident description which should include: whether it occurred on or off duty, or during a cadet activity or not; who was involved including service numbers, ranks, names and home unit in accordance with the Privacy Act; in case of accidents, state whether the person is deceased or injured, and/or the severity of injuries: what was involved, such as a DND vehicle or personal motor vehicle, other equipment, damage to property, etc; what happened, if known; and how it happened. Incident descriptions shall not include: suspected cause of death, as this misinformation can have a significant negative impact on a survivor’s pension claims; any medical details or diagnosis other than to state whether it is an injury or illness and the severity, what the current condition is, i.e. stable, critical, etc., and what a potential timeline will be on the next update, if any; graphic or detailed description of sexual misconduct or hateful conduct; or any information that may identify any individual affected by sexual misconduct or hateful conduct.
  4	Name of the parent unit and specific information concerning the persons and equipment involved. For CCIR 5 that involve adult staff, supporting information such as VSS status, role and responsibilities, last contact with cadets, and units and activities worked at may also be required for RCSU/CJCR Gp HQ CO or Comd CJCR Gp risk assessment.
  5	Any possible broader implications of the incident, including the effect on future training or cadet activities.
  6	Public Affairs actions, recommendations and proposed further action.
  7	Details of actual and probable media interest and involvement, including number of media calls, interviews and information requests, and whether the media were national, local or international. Paragraphs 6 and 7 are not to include holding lines or key messages.
  8	Statement indicating what care and resources are provided for individuals involved and by which agency.
  9	Administrative or disciplinary action initiated, if applicable. This should include a brief description of current or planned investigations including those conducted by the Military Police, National Investigative Service, civilian police, a unit investigation, summary investigation, etc. Include any follow up action or next steps that are required as a result of the administrative or disciplinary action.
  10	Point of Contact for the unit including email, office phone number and mobile device, if applicable.

8. Updating a Significant Incident Report

• 8.1 An update to the original SIR will be issued for every substantial change in circumstances. When an incident has been resolved or ceases to be a concern, the RCSU/CJCR Gp HQ CO will issue a final update and closure with a clear statement that the incident is considered closed.
• 8.2 Updates will use the same SIR root number with an additional # following, where # indicates the number of the update, in ascending order. Any subsequent updates or closure of an SIR must indicate that they are “Updated” or “Closed” and that SMITS and HCITS are updated as required.
• 8.3 When sending an updated SIR, RCSUs/CJCR Gp HQ will leave the original information after adding “No Change” as per the following examples:
  1. No change. / 24 Jul 98, 0930 hrs, Somewhere Cadet Training Centre
  2. No change. / Captain John Bloggins, Operations Officer Cadet Training Centre Somewhere, 999-333-3333
  3. Update: cadet released from hospital 25 Jul 98 into parents' care. Staff will follow up with parents today. / A Staff Cadet was taken to the Sherwood Hospital by the Operations Staff after a medical emergency. Cadet was admitted to hospital in stable condition. Staff are in continuous contact with the parents. The Senior Nursing Officer will be visiting the cadet today.
• 8.4 Routine SIR updates are to be addressed to the JOCC only. For updates that change the overall status to one requiring immediate response, in accordance with CJCR Gp CCIR Directive, then the initiating CO will call the Comd, then update the IR e-mail and SIR sending them to the full SIR distribution list.

9. Closing a Significant Incident Report

• 9.1 SIRs should be closed as soon as practicable.
• 9.2 When closing an SIR, RCSUs/ CJCR Gp HQ are to ensure that the status of all SIR messages under that root number, including updates, have been changed to reflect that they are “Closed” in the SIR Tracker and that SMITS and HCITS are updated as required.

10. Auditing Significant Incident Reports

• 10.1 Quarterly audits will be conducted by the JOCC to ensure compliance in accordance with CJCR Gp Order 2008-3, Issues and Crisis Management.

11. Casualty Reporting

• 11.1 When there is a death or serious injury of a CAF member or a CAF member has been reported as missing, whether during a Cadet Activity or when off duty, a CASREP will be included with the submission of the SIR. In cases involving cadets, JCRs, DND employees, CIs, volunteers, or Cadet League members, only an SIR will be submitted.
• 11.2 Acronyms should not be included in CASREPs to ensure full understanding of the message by the widest audience.
• 11.3 Responsibility for initial reporting of a casualty to the CFICC rests with the unit first receiving the information concerning the accident or incident. If the unit reporting is not the members parent unit, then the casualties CO must be informed as soon as possible.
• 11.4 A CASREP must be sent at the earliest opportunity and will not be delayed pending accumulation of amplifying details on the incident/accident. In addition to the initial CASREP, subsequent CASREPS are required in order to inform DCSM and the Comd CJCR Gp of any change in the status or location of a casualty and to provide amplifying information not available at the time of release of the initial CASREP. Details on CASREPS can be found in the DCSM Casualty Administration Manual, and in CFAO 24-1, Casualties – Reporting and Administration, and CANFORGEN 151/16, Requirement for Prompt Reporting of Casualties.
• 11.5 A CASREP must be dispatched at the earliest opportunity using the CAF Strategic Message Switching System (SMSS) to Distribution List AIG 1728, which contains all the pertinent agencies within the CAF and DND that are required to take an action in the event of a military casualty. In addition, CJCR Gp and the appropriate Base or Wing surgeon should be included in the distribution list.
• 11.6 CASREPs should not contain any personal medical information relating to the member’s condition.
• 11.7 An example CASREP message template is located at Annex B.

12. Casualty Classification

• 12.1 Casualties will be classified based on set definitions to better determine whether an injury should trigger a CASREP for a CAF member or an SIR for a cadet, JCR, or CI. The classification definitions are as follows:
  1. Injured or ill (I). An individual who is suffering from an injury, disease or illness that results in temporary or permanent physical or psychological harm. This may constitute an SIR;
  2. Seriously injured or ill (SI). An injured or ill individual whose injury, disease or illness causes immediate concern, but the individual’s life, limb or eyesight are not in immediate danger. In the case of an individual diagnosed with cancer, or other diseases known to have a long-term poor outcome, these would be classified by health services as an SI. This would constitute an SIR, and a CASREP would be required for CAF members;
  3. Very seriously injured or ill (VSI). An injured or ill individual whose injury, disease or illness causes the individual’s life to be in immediate danger. This would constitute an SIR, and a CASREP would be required for CAF members; and
  4. Military Casualty (MC). An individual who is very seriously injured or ill, is reported missing but not AWOL, or is killed or dies. This would constitute an SIR, and a CASREP would be required for CAF members.

13. Publication

Frequency of Publication

• 13.1 A periodic review of CJCR Gp Instrs will be initiated every three years, or more frequently if necessary.

Errors/Omissions or Suggestions

• 13.2 Users of CJCR Gp Instrs are encouraged to identify any errors, omissions or suggested orders to the attention of CJCR Gp HQ J1 Policy.

14. References

Source References

• Privacy Act
• Youth Criminal Justice Act
• CFAO 24-1, Casualties – Reporting and Administration (link accessible only on the DWAN)
• DAOD 9005-1, Sexual Misconduct Response
• DAOD 2008-3, Issue and Crisis Management
• DAOD 5019-0, Conduct and Performance Deficiencies
• DAOD 2006-1, Procedures for the Safeguarding and Authorized Disclosure of Information in the DND and the CAF
• DAOD 5018-0, Injured Members and Military Casualties
• CANFORGEN 151/16, Requirement for Prompt Reporting of Casualties (link accessible only on the DWAN)
• DCSM Casualty Administration Manual (link accessible only on the DWAN)
• CJCR Gp Commander’s Critical Information Requirements (CCIR) Directive (link accessible only on the Cadet365 SharePoint)
• CJCR Gp O 2008-3, Issues and Crisis Management

Related References

• CJCR Gp O 2008-0, Public Affairs
• A-GA-135-001/AA-001, Flight Safety Program for the Canadian Armed Forces (link accessible only on DWAN)

Annexes

Annex A

Significant Incident Report Message Format

Annex B

Casualty Report Message Format