5002-6 Cadet Selection Process

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

1. Identification

Date of Issue: 2024-09-03

Date of Verification: N/A

Application: This is an order that applies to cadets, 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 order is issued under the authority of the Commander Cadets and Junior Canadian Rangers Group.

Office of Primary Interest: Deputy Chief of Staff Operations

Enquiries: Cadets and Junior Canadian Rangers Group Headquaters J5

2. Abbreviations​​

Abbreviation	Complete Word or Phrase
CCO	Canadian Cadet Organizations
CJCR Gp	Cadets and Junior Canadian Rangers Group
CO	Commanding Officer
HQ	Headquarters
RCSU	Regional Cadet Support Unit
SME	Subject Matter Expert
TOR	Terms of Reference
ZTO	Zone Training Officer

3. Definitions

Selection Authority.

The selection authority is the authority who determines the cadet selected for a given opportunity. This person having selection authority is dependent on the opportunity being selected for and whether it is at the local, area, regional, or national level. The applicable CJCR Gp Instr will further clarify these parameters.

Board Chairperson.

The Board Chairperson is the senior most member of the selection board who is responsible for presiding over the board meetings, and ensuring the review process runs in a smooth and efficient manner while upholding ethics and transparency.

Board Member.

A board member is a person forming part of the selection board who has suitable knowledge and experience to be able to effectively complete the review process and provide an unbiased recommendation to the Board Chairperson and other Board Members.

Leadership Appointments.

A leadership appointment is a specific long-term practical leadership opportunity in which cadets are responsible for leading and mentoring a set team of cadets, outside their peer group, to accomplish a specific duty or task. Leadership appointments are separated into tiers, based on what rank is suitable to fill each appointment.

4. Policy

Context

• 4.1 The cadet selection process is a standardized five-step process which will be used for selecting cadets for opportunities. The selection process may be adapted and is scalable in nature based on the needs required for the opportunity.

Policy

• 4.2 Subsequent CJCR Gp Instrs will identify all opportunity specific criteria required for the individual selection processes.
• 4.3 CJCR Gp is committed to ensuring that the cadet selection process is conducted in a transparent, fair, equitable, and consistent manner.

Requirements

• 4.4 A pre-determined criterion for selection will be established prior to the start of any selection process. SMEs or ZTOs should be consulted during this process.

5. Cadet Selection Process

• 5.1 The cadet selection process will be conducted in 5 steps consisting of:
  1. Step One – Identification of Needs;
  2. Step Two – Notification;
  3. Step Three – Application;
  4. Step Four – Review; and
  5. Step Five – Selection and Notification.

Step One: Identification of Needs

• 5.2 The identification of needs may be conducted by the corps/squadron CO or delegated staff member, the RCSU, or CJCR Gp HQ as appropriate based on the cadet activity or opportunity being selected for.
• 5.3 During the identification of needs process, the corps/squadron CO, RCSU, or CJCR Gp HQ will confirm the requirements to be considered during the Step 4 - Review.
• 5.4 Requirements to be considered will include all relevant information to ensure a fair, equitable, and transparent selection process while identifying the applicable policy and training opportunity. For example, identifying the need to select 20 cadets from a corps/squadron for a local ceremonial parade or identifying a need to fill a corps/squadron Leadership Appointment would complete this step.
• 5.5 In addition to confirming the opportunity requirements, Selection Authority will also identify if there is a need to convene a Selection Board and will determine appropriate membership for the Selection Board.

Step Two: Notification

• 5.6 Notification of the selection opportunity is to be communicated in accordance with the applicable opportunity CJCR Gp Instr at the beginning of the selection process. The notification for the selection opportunity will include the following information:
  1. the opportunity being offered;
  2. the pre-requisites for the opportunity, including TORs if selecting for Leadership Appointments;
  3. the application process including the application timeline and deadline; and
  4. any medical restrictions or requirements, if applicable.
• 5.7 Selection opportunities are to be communicated through official means of communication which may include but are not limited to parade announcements, broadcasts on CADET365, or email. Amplifying communication may be provided on corps/squadron Local Committee websites and social media; however, Local Committee websites and social media accounts will not be the sole source for communicating information regarding selection opportunities.
• 5.8 Prior to publication of a notification, it is imperative that personnel identify the intended audiences to ensure an appropriate and effective notification process.

Step Three: Application

• 5.9 A clear description of the application process will be identified and communicated in the notification for the cadet selection opportunity. The application process may include the following:
  1. the method/process to be used for applying, examples include: FORTRESS, a Virtual Orderly Room submission, or a printed form;
  2. supporting documents as required; and
  3. the identification of cadet participation limitations/restrictions will occur prior to the formal review process, if required. This identification is to determine the cadet’s eligibility for the opportunity they are interested in being selected for and will be the responsibility of the corps/squadron CO. Cadet participation limitations are found in FORTRESS.

Step Four: Review

• 5.10 The review component of the selection process must be reflective of the specific criteria that is outlined in the applicable cadet activity or opportunity CJCR Gp Instr. If a Selection Board is required, the conduct of the Selection Board will be followed as outlined in the respective CJCR Gp Instr. The review step may include one or more of the following:
  1. completion of a comprehensive file review;
  2. review of exam results;
  3. conducting interviews;
  4. conducting a Selection Board;
  5. conducting a skills/fitness assessment;
  6. compiling and reconciling results; and
  7. recommending cadets.

Step Five: Selection and Notification of Cadets

• 5.11 The selection process includes the following:
  1. submission of the recommendation to the approving authority as identified in the respective CJCR Gp Instr;
  2. approval or denial of the recommendation by the approving authority;
  3. notifying the cadets selected, either by email, letter, phone call, video conferencing, or a verbal or written announcement;
  4. inputting the results into FORTRESS and the cadet’s personnel file, when applicable;
  5. returning any files or forms to the cadet’s personnel file as required; and
  6. providing feedback to cadets.
• 5.12 Selection board members will only be given access to information that is permitted within their security clearance level and in accordance with the Privacy Act.

6. Selection Boards

• 6.1 Selection board members must be free from real or apparent conflicts of interest or bias that may affect the outcome of the selection process. Board members are to disclose any personal relationships with an applicant and recuse themselves as required. A professional relationship with an applicant is not considered a conflict of interest. The selection board composition should typically include three persons and may include the following:
  1. a board chairperson (mandatory);
  2. a minimum of two additional board members; and
  3. depending on the purpose of the board, the selection board may include:
     1. a senior cadet;
     2. a representative from the local support committee/Cadet League;
     3. representatives from another corps/squadron;
     4. representatives from the RCSU/CJCR Gp HQ;
     5. SMEs; and/or
     6. community members such as school principals or Royal Canadian Legion members.
• 6.2 When applicable, the associated CJCR Gp Instr will identify if the selection opportunity requires a specific selection board composition including the number of personnel.
• 6.3 As the selection authority at the corps/squadron, the corps/squadron CO should not sit as a member of corps/squadron selection boards in order to ensure a fair and transparent process.

7. Documentation

• 7.1 Completed documents resulting from a cadet selection process will be stored in accordance with CATO 12-31, Access to and Security of Sensitive Information.
• 7.2 Individuals who do not hold a minimum security clearance of Enhanced Reliability may act as a Board Member for a selection process and complete the associated selection documentation. However, these Board Members will not be granted access to the documentation completed by other Board Members or any final reports.

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 CJCRPol-PolCRJC@forces.gc.ca.

9. References

Source References

• Privacy Act
• CATO 12-31, Access to and Security of Sensitive Information

Related References

• CJCR Gp Instr 50-56, Corps/Squadron Leadership Appointments