5010-0 Adult Screening

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

1. Identification

• Date of Issue: 2021-06-08
• Date of Verification: 2025-08-25
• Application: This is an order that applies to members of the Canadian Armed Forces and is a directive that applies to Department of National Defence employees employed in the Cadets and Junior Canadian Rangers Group and to civilian instructors and volunteers who provide support to the Sea, Army, and Air Cadet Programs.
• Supersession: CATO 23-04, Canadian Cadet Organizations Adult Screening Policy
• 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 Personnel
• Enquiries: Cadets and Junior Canadian Rangers Group J1

2. Abbreviations

Abbreviation	Complete Word or Phrase
CAF	Canadian Armed Forces
CDS	Chief of the Defence Staff
CI	Civilian Instructor
CJCR Gp	Cadets and Junior Canadian Rangers Group
CO	Commanding Officer
COATS	Cadet Organizations Administration and Training Service
CTC	Cadet Training Centre
DND	Department of National Defence
HQ	Headquarters
NDSODs	National Defence Security Orders and Directives
P Res	Primary Reserve
QR (Cadets)	Queen’s Regulations and Orders for Canadian Cadet Organizations
RCSU	Regional Cadet Support Unit
Reg F	Regular Force
VSS	Vulnerable Sector Screening

3. Definitions

Civilian Instructor.

See QR (Cadets), section 1.02.

Supervisor.

A supervisor is a member of the CAF assigned in accordance with orders issued by the CDS, in particular a COATS member when on paid duty; or a CI when receiving pay.

Visitor.

A person present at an authorized cadet activity who is not a supervisor, a volunteer, or a cadet.

CJCR Gp Volunteer.

See QR (Cadets), section 1.02. Supplemented by the following: the term volunteer applies to a CAF member when not on paid duty, or a CI when not receiving pay; a volunteer is authorized by a corps/squadron, CTC or RCSU CO; and a volunteer is screened by the CJCR Gp.

Vulnerable Sector Screening.

The VSS permits the disclosure of conviction records for sexual offences listed under Schedule 1 of the Criminal Records Act in respect of which a record suspension has been granted (Art 4(3)). Such records may be provided to an organization if an individual working for that organization has a position of authority or trust relative to children or vulnerable persons. A VSS automatically includes a police record check.

4. Policy

Context

• 4.1 The protection and safety of youth is paramount and cannot be overstated. CJCR Gp has a moral, ethical, and legal obligation to put in place policy and processes to exercise due diligence to safeguard youth participating in the Cadet Program.

Policy

• 4.2 All COATS members, CIs, and CJCR Gp Volunteers are required to complete the screening process outlined in CJCR Gp Instruction 50-05, Adult Screening Process.
• 4.3 All adults supporting cadet activities who will have direct and unsupervised contact with a cadet, or where direct unsupervised contact is probable, are required to complete the screening process. This may apply to CAF Reg F and P Res members, DND employees, community supporters, local committee members, Cadet League members, and civilian contractors in accordance with their type of engagement.
• 4.4 RCSU COs are responsible for screening all adults who require screening within their area of responsibility.
• 4.5 No adult will be employed or engaged in support of any authorized cadet activity unless they have a valid VSS and all required screening is complete.
• 4.6 A VSS must be specifically obtained for the CJCR Gp. Any VSS obtained for another organization may not be re-used for the CJCR Gp.
• 4.7 When submitting a VSS as part of an initial screening or a renewal, the original VSS must be submitted within 6-months from the date of completion by the local police service.

5. Screening

Contract Screenings

• 5.1 Contracts for services in direct support of cadet training activities are to include a screening clause when their personnel are required to interact with cadets. CJCR Gp personnel who oversee, coordinate and/or authorize these contracts are to ensure this is included. This would not normally apply to contractors in logistic type support such as infrastructure maintenance, food services or similar activities where no direct interaction with cadets is expected. Personnel employed as civilian contractors, such as through a personal service contract, who interact with cadets, require a screening clause in their contract.

Screening Validity Period

• 5.2 The period of validity for a screening is five years from the date of completion. The RCSU/CJCR Gp HQ is responsible for tracking and informing the adult not later than three months prior to the expiration date in order to initiate a renewal.

Screening on Request

• 5.3 A screening renewal may be requested at any time at the discretion of the CTC CO, corps/squadron CO, or RCSU/CJCR Gp HQ J1, e.g. due to change in type of engagement, following an administrative measure, or when a performance or conduct concern requires a renewal. Corps/squadron COs will consult with their Area Office regarding screening updates prior to requesting one from an individual.

Change of Circumstances

• 5.4 At any time, any individual must report to their corps/squadron CO and/or chain of command should they commit a crime or be implicated in any type of activity that necessitates police involvement. Such disclosures may initiate a review of their screening status to determine suitability to remain a screened adult with the Cadet Program.

Component Transfer

• 5.5 For CAF members completing a component transfer to COATS, the screening will be processed by the RCSU/CJCR Gp HQ Recruiting Section. The RCSU/CJCR Gp HQ CO will ensure the screening is completed before the member assumes their duties.

Adults Exempt from Screening Requirements

• 5.6 Examples of adults who would not require a screening include a visitor to the corps/squadron who will be supervised at all times during their visit by a screened staff member, or other users of the facility who do not interact with cadets.

Screening Responsibilities

• 5.7 The following table identifies the authorities associated with this CJCR Gp O:

The...	Is the authority/responsible for...
Comd CJCR Gp	policy oversight and approval.
DComd CJCR Gp	the review, approval, or denial of all screening requests that include adverse information.
DCOS Pers	oversight of CJCR Gp level contract screening.
RCSU/CJCR Gp HQ CO	ensuring all adults within their area of responsibility are screened appropriately; reviewing all screening within area of responsibility and acting as the approving authority; ensuring appropriate record keeping; oversight of RCSU/CJCR Gp HQ level contract screening; and coordinating arrangements with local police services for VSS request processing, if so desired.
Area OC	supporting corps/squadrons and the RCSU in completing the screening process.
Corps/squadron CO	initiating and supporting applicants through the screening process.

6. Record Keeping

• 6.1 The RCSU J1/CJCR Gp HQ Admin O will:
  1. maintain screening records; and
  2. ensure Guardian/Monitor Mass is updated.

7. Confidentiality

• 7.1 An individual’s privacy and the confidentiality of their personal information must be protected in accordance with the Privacy Act and DAOD 1002-3, Personal Information Management. Personnel having access to personal information will be kept at a minimum and on a need-to-know basis.

8. Cost of Screening

• 8.1 The RCSU/CJCR Gp HQ will be responsible to pay for all mandatory VSS requests from their allocated funding envelope.
• 8.2 CAF members and CI applicants will cover the cost of their VSS and will be reimbursed by the RCSU/CJCR Gp HQ. No other expenses associated with screening are authorized.
• 8.3 Police forces may waive the VSS fee for CJCR Gp Volunteers. Should payment be requested, the volunteer should present the receipt to the corps/squadron CO for reimbursement.
• 8.4 Where RCSUs have an arrangement with local law enforcement on processing or the cost of VSS, CAF members, CIs and CJCR Gp Volunteers will be advised of this process.

9. Publication

Frequency of Publication

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

Errors/Omissions or Suggestions

• 9.2 Users of CJCR Gp Os are encouraged to identify any errors, omissions or suggested orders to the attention of CJCRPol-PolCRJC@forces.gc.ca.

10. References

Source References

• Criminal Code of Canada
• Privacy Act
• DAOD 1002-3, Personal Information Management
• DAOD 5019-2, Administrative Review
• NDSOD, Chapter 6: Security of Information (You are now leaving Canada.ca. Link accessible only on the DWAN)
• NDSOD, Chapter 6: Security of Information Standards (You are now leaving Canada.ca. Link accessible only on the DWAN)
• CFMPIs 03/10, Regular Force Members Supporting Cadet Programmes
• CJCR Gp O 5001-0, Supervision of Cadets
• The Screening Handbook, Tools and Resources for the Voluntary Sector, 2012, Public Safety Canada
• Directive on Security Screening

Related References

• CJCR Gp O 5530-1, Civilian Instructor Management
• CJCR Gp Instruction 50-05, Adult Screening Process (You are now leaving Canada.ca. Link accessible only on the Cadet365 SharePoint)