2008-3 Issues and Crisis Management

Cadets and Junior Canadian Rangers Group Order (CJCR Gp O)

1. Identification

Date of Issue: 2024-03-06

Date of Verification: N/A

Application: This is an order 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:

• Cadets and Junior Canadian Rangers Group Order 1001-1, Significant Incident Report
• CANCDTGEN 04/16, Requirement for Prompt Reporting of Casualties

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

Office of Primary Interest: Cadets and Junior Canadian Rangers Group Deputy Chief of Staff - Operations

Enquiries: Cadets and Junior Canadian Rangers Group Headquarters J3

2. Abbreviations

3. Definitions

Commander Critical
Information Requirement.

Crucial situational awareness information required by the Commander, which directly affects decision-making and the successful execution of operations. CCIRs may be standing information requirements or specific to a Directive or Operation.

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. Policy

Context

• 4.1 Unforeseen issues or crises will arise which require the CJCR Gp to take action in a timely and accurate manner in order to effectively address any related problems, and to minimize the chances of issues escalating into a crisis.
• 4.2 It is necessary for the CJCR Gp to respond to issues and crises quickly, decisively, and, subject to policy, in an open and transparent fashion where possible.

Policy

• 4.3 All significant incidents and events of special interest will be reported to the Comd CJCR Gp through the chain of command in accordance with processes, criteria and format described in corresponding CJCR Gp instructions and directives. The Comd CJCR Gp will be informed of pertinent, new information, follow-up courses of action, and outcomes in the manner directed.
• 4.4 Reporting of issues and significant incidents does not preclude the requirement to process other administrative or disciplinary actions.
• 4.5 Some SI’s may have the potential to seriously undermine or tarnish the reputation and efforts of the Government of Canada, the CAF, and the CJCR Gp in delivering the Cadet and JCR Programs.
• 4.6 The Comd CJCR Gp has designated key categories of incidents and events as CCIRs. CCIRs are categories which ensure that areas of interest, whether they be SI’s or not, are raised to the attention of CJCR Gp Leadership. CCIRs are identified in the CJCR Gp Commander’s Critical Information Requirements Directive which is distributed to the CJCR Gp HQ and RCSUs upon promulgation.
• 4.7 At times there are events of special interest that do not fall within the above description, that the Comd CJCR Gp should be made aware of at the earliest opportunity. RCSU CO’s and the chain of command must apply judgment and advise the CJCR Gp chain of command accordingly.
• 4.8 The following are examples of SIs that must be reported to the Comd CJCR Gp, however it is the responsibility of the RCSU CO to assess an incident and determine if SI reporting is required:
  1. death or serious injury/illness;
  2. Hateful Conduct;
  3. Sexual Misconduct;
  4. Criminal Misconduct;
  5. Professional Misconduct;
  6. attempted self-harm that requires either mental health or medical assistance;
  7. fires involving suspected arson, loss of property, or damage;
  8. environmental concerns involving hazardous goods spill;
  9. accidents involving damage to DND/CAF equipment or property;
  10. actions by DND/CAF personnel that may undermine public values or lead to the discredit of Canada at home and abroad;
  11. actions by DND/CAF personnel that constitute a significant breach of any act of the Government of Canada;
  12. acts or threats of terrorism, or discovery by or referral to the CAF of actual or suspected explosive devices, armaments, or other ordnance;
  13. hostile acts against the CAF, including actual or suspected incidents of information warfare, employed in operations;
  14. unauthorized alteration or destruction of official records;
  15. national or international incidents that may have an impact on the ability of DND/CAF to deliver policies, programs, services or operations;
  16. significant provincial or national level civic recognition;
  17. heroic deeds; or
  18. significant contributions to community.

5. Reporting an Issue or Crisis

Reporting Process

• 5.1 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 include:
  1. the IR which provides crucial situational awareness and information required by the chain of command and Comd CJCR Gp which directly supports decision-making;
  2. the SIR which is a formal report process and document that constitutes an official record and abides with applicable DND/CAF and federal law, such as the Privacy Act and the Youth Criminal Justice Act. The submission of an SIR does not preclude the requirements to file other administrative reports required by other orders or directives, or to take appropriate staff action;
  3. a CASREP is completed and submitted in accordance with DCSM Casualty Administration Manual, Chapter 1, paragraphs 10 through 13, for the death or serious injury of a CAF member, or when a CAF member has been reported as missing, whether on or off duty. SIR or SIR updates will detail when a CASREP has been sent by the responsible chain of command;
  4. the SI summaries are provided regularly for Comd CJCR Gp and higher HQ when directed; and
  5. Public Affairs Crisis Communication and Issues Management, as detailed below.
• 5.2 Processes and reporting timelines are further detailed in CJCR Gp Instr 20-01, Issues and Crisis Management Procedures.

Public Affairs Crisis Communication and Issues Management

• 5.3 PA crisis communication and issues management aims to minimize the loss of organizational credibility and ensure information is reported in as accurate and timely a manner as possible. Depending on the nature of the incident, this includes providing advice to the chain of command, developing holding lines, media lines, and engaging both proactively and reactively with media. All PA communications will ensure that operational security and the protection of personal information under the Privacy Act will be maintained at all times.
• 5.4 It is critical that PA crisis communication and issues management begin as soon as practicable once a significant incident occurs to maximize the PA response and limit the risk for inaccuracies, rumour, and speculation which could result in unnecessary institutional damage.  
• 5.5 When faced with an issue or crisis, the CJCR Gp should ensure that the requirement to inform the public is not delayed by the search for solutions. Instead, the CJCR Gp should acknowledge the problem and inform the public as corrective actions are being considered or undertaken, then keep the public informed of developments as they occur.
• 5.6 The Directorate of Army Public Affairs will manage all issues reported by the JCRs.

6. Additional Notification

Notifying outside of the Chain of Command

• 6.1 Comd CJCR Gp will release SIRs to higher HQs when appropriate and will direct the distribution to local bases as required due to the nature of the SIR. Distribution of SIR information within the CJCR Gp will be restricted to a need-to-know basis only. Base/Regional Comds will be informed when their action is required or when there may be media interest that could result in the need for them to respond.

Notification of Parents/Guardians

• 6.2 The parents/guardians will be notified immediately by the RCSU or, at the RCSU’s direction, by the corps/squadron CO of any SI involving their cadet/JCR, as long as the individual has not reached the age of majority in their respective province or territory. When the cadet/JCR has reached the age of majority within their home province or territory, the cadet/JCR will be given the opportunity to identify who they wish to have notified.
• 6.3 The RCSU will consult the applicable province/territory’s age of majority legislation to determine the applicable age of majority.

Notification of the Cadet League

• 6.4 Subject to restrictions contained in the Privacy Act, the Comd CJCR Gp will direct the notification to the applicable Cadet League National Office of any SIs which may have an impact on their organization or area of responsibilities. Concurrently, Comd CJCR Gp or RCSU/CJCR Gp HQ COs will notify the applicable Cadet League Provincial Committee as appropriate.

Alleged Criminal Activity or Service Offence

• 6.5 The CO of an RCSU, CTC, corps/squadron or OIC of a Cadet Activity who becomes aware of alleged criminal activity, or a service offence, will immediately notify by telephone their higher HQ and base/garrison Military Police or local civilian police agency, as applicable, with the known details.

7. Protection of Personal Information

Compliance

• 7.1 CJCR Gp communications regarding SI and the content of SIR documents must comply with the Privacy Act and the Youth Criminal Justice Act provisions for safeguarding personal information. Personal information collected and shared must be directly related to the operation of the government institution’s program or the activity of the institution. The disclosure of personal information in an encrypted email to a recipient who requires the information for the purpose of performing their function is allowed.
• 7.2 In addition to the above “need to know” requirement for the communication of personal information in an SIR, the following apply:
  1. personal information of a cadet or JCR shall not be included, this includes their Cadet Unique Identifier from Fortress;
  2. personal information of a complainant or affected person shall not be included, and in the case of a SI related to sexual misconduct, no personal information, including SN, names or record identifiers, of any involved person shall be included, in accordance with DAOD 9005-1, Sexual Misconduct Response;
  3. compliance with both Acts extends to applicants to the program, parents and guardians; and
  4. descriptive information such as age and gender of the complainant or respondent may be disclosed if it is relevant to fulfilling a bona fide task or if it is necessary to understand or discern something important about the incident.
• 7.3 For DND employees and CAF members over the age of 18, personal information does not include the name of a person, position title or rank, business address or business telephone number, in accordance with DAOD 2008-3, Issue and Crisis Management.

Youth Criminal Justice Act

• 7.4 Except as provided for under Part 6 of the Youth Criminal Justice Act, the Act prohibits the publication, access to records, or disclosure of any information that would identify a person less than 18 years old as:
  1. a person dealt with under that Act; or
  2. a victim or witness in connection with an offence committed or alleged to have been committed by a person less than 18 years old.
• 7.5 In cases where the names and personal information of the parties cannot be included in the SIR due to the Youth Criminal Justice Act, or any other act or legislation, but is required to be transmitted for official purposes, a separate encrypted transmission may be sent with the identifying information, provided it in no way references the SIR or contains information that can be used to identify the related SIR. Individual’s names and personal information are only to be transmitted as needed, and directly to the parties who will require it for the official purpose.

Criminal Investigations

• 7.6 If sensitive police or personal information concerning the incident must be passed to a higher HQ, the Military Police must provide concurrence and the information may only be passed using a suitable secure means. The information will not be included in the SIR or any subsequent updates.
• 7.7 Reporting completed by the Military Police does not substitute for appropriate SIR reporting.

8. Publication

Frequency of Publication

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

Errors/Omissions or Suggestions

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

9. References

Source References

• Privacy Act
• Youth Criminal Justice Act
• CFAO 24-1, Casualties – Reporting and Administration (link accessible only on the DWAN)
• DAOD 2008-3, Issue and Crisis Management
• 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
• DAOD 5019-0, Conduct and Performance Deficiencies
• DAOD 9005-1 Sexual Misconduct Response
• DCSM Casualty Administration Manual (link accessible only on the DWAN)
• CJCR Gp Commander’s Critical Information Requirements (CCIR) Directive (You are now leaving Canada.ca. Link accessible only on the Cadet365 SharePoint)

Related References

• CJCR Gp O 2008-0, Public Affairs
• CJCR Gp Instr 20-01, Issues and Crisis Management Procedures
• A-GA-135-001/AA-001, Flight Safety Program for the Canadian Armed Forces (link accessible only on DWAN)