5010-0 Adult Screening

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

On this page

  1. Identification
  2. Acronyms
  3. Definitions
  4. Policy
  5. Screening
  6. Screening Process
  7. Adverse Information on Police Checks
  8. Record Keeping
  9. Confidentiality
  10. Cost of Screening
  11. Publication
  12. References
  13. Annexes

1. Identification

Date of Issue: 2021-06-08

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, volunteers, and employees of the Department of National Defence employed within the Cadets and Junior Canadian Rangers.

Supersession: CATO 23-04, Canadian Cadet Organizations Adult Screening Policy

Approval Authority: This Order is issued under the authority of the Comd CJCR.

Office of Primary Interest (OPI): DComd CJCR

Enquiries: CJCR HQ J1

2. Acronyms

Abbreviation Complete Word or Phrase
CAF Canadian Armed Forces
CCO Canadian Cadet Organizations
CDS Chief of the Defence Staff
CI civilian instructor
CJCR Cadets and Junior Canadian Rangers
CO commanding officer 
COATS Cadet Organizations Administration and Training Service
CTC cadet training centre
DND Department of National Defence
HQ headquarters
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

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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.

Volunteer. See QR (Cadets), section 1.02. Supplemented by the following:

Vulnerable Sector Screening. The VSS permits the disclosure of conviction records for sexual offences listed under the Schedule 1 of the Criminal Records Act in respect of which a pardon 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.

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4. Policy 

Context

4.1 The protection and safety of youth is paramount and cannot be overstated. CJCR has a moral, ethical, and legal obligation to put in place a process to prevent wrongdoing or abuse of youth participating in the CCO.

Policy 

4.2 All COATS members, CIs, and volunteers are required to complete the full screening as described in Section 5.

4.3 All other adults who will or may have direct contact with a cadet and are not under the constant supervision of a COATS member, CI or volunteer must be screened as described in Section 5.

4.4 RCSU COs are responsible for screening all adults who require screening in their area of responsibility.

4.5 No adult will be employed or engaged in cadet activities until the appropriate screening is completed.

4.6 A valid and up-to-date screening is required for continued employment or engagement.

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5. Screening 

Screening Levels

5.1 Screening requirements are based on the type of support or engagement to the Cadet Program and the level of supervised or unsupervised interaction the adult has with cadets. Examples of adults who would not require a screening are: a visitor to the corps/squadron who will be supervised at all times during their visit, or other users of the facility who do not interact with cadets.

5.2 The three levels of screening are:

  1. Full Screening. The screening level required for any adult who has direct and unsupervised contact with a cadet or where direct unsupervised contact is probable, as well as all COATS members, CIs and volunteers. This may apply to CAF Reg F and P Res members, DND employees and civilian contractors in accordance with their type of engagement
  2. Basic Screening. The minimum screening level required for any adult who supports the Cadet Program on an occasional basis and will not be under the constant supervision of a fully screened adult. This may apply to committee members, occasional community supporters, occasional drivers, League members and guest lecturers. It may apply to CAF Reg F and P Res members, DND employees and civilian contractors in accordance with their type of engagement
  3. Contracts Screening. 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 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 (personnel service contract) who interact with cadets, require a screening clause in their contract.

Screening Validity Period

5.3 The period of validity for a screening is five years from the date of completion, or when a performance or conduct concern requires a renewal. The RCSU/CJCR HQ is responsible for tracking and informing the adult before their expiration date in order to initiate a renewal.

Screening on Request

5.4 A renewal or upgrade of a screening level may be requested at any time at the discretion of the CTC CO, corps/squadron CO, RCSU/CJCR HQ J1, e.g. due to change in type of employment or following an administrative measure.

Screening Review

5.5 Any performance or discipline concerns, or criminal activity/involvement will cause a renewal and rescreening to Full Screening level.

Change of Circumstances

5.6 At any time, an applicant or a screened adult must report to their corps/squadron CO and/or chain of command should they commit or be implicated in any type of activity that necessitated police involvement. Such disclosures will initiate a review.

Enrolment

5.7 For enrolment in the CAF, the Full Screening will be processed by the Canadian Forces Recruiting Group as part of the enrolment process. The RCSU/CJCR HQ CO will ensure screening is completed in accordance with this order before the member assumes their duties. Once enrolled, the member will be subject to the requirements of this order.

Component Transfer

5.8 For component transfer to COATS, the Full Screening will be processed by the RCSU/CJCR HQ. The RCSU/CJCR HQ CO will ensure screening is completed in accordance with this order before the member assumes their duties.

Screening Responsibilities

5.9 The following are responsibilities associated with screening:

Position Authority/responsibility

Comd CJCR

Approves and issues the policy.
DComd CJCR Approves all exceptions to VSS (adverse information).
DCOS Sp Oversees CJCR level contract screening.
RCSU/CJCR HQ CO
  • Ensures all adults are screened within area of responsibility. 
  • Approves all screening within area of responsibility, includes record keeping. 
  • Oversees RCSU/CJCR HQ level contract screening. 
  • May make local arrangement with police for VSS request process.
Area OC Supports corps/squadron and RCSU in the screening process.
Corps/squadron CO
  • Initiates and supports screening.
  • Approves Basic Screening for their corps/squadron.

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6. Screening Process

Screening Process Checklist

6.1 New or renewal screening will conclude with the successful completion of the requirements outlined in the following table.

  Screening Levels
Step Activity Full Basic Contract
1 Recruitment/Application Yes Yes n/a
2 Initial interview Yes Yes n/a
3 Reference checks Yes optional n/a
4 VSS Yes Yes yes, through contract clause
5 Final interview/feedback/answer questions Yes optional n/a

6.2 During the CAF enrolment process, the Canadian Forces Recruiting Group will conduct the Full Screening on behalf of the RCSUs/CJCR.

6.3  Steps 3 and 4 can be conducted concurrently.

6.4 In the case of a renewal, only Step 4 must absolutely be repeated. The remaining steps are optional depending on the need and the situation, at the discretion of the corps/squadron CO or the employing authority.

Screening Process Requirements

6.5 Step 1 – Recruitment and Application. Corps/squadron COs support recruiting and initiate screening. New applicants will complete the application form, found at Annex A. Corps/squadron COs will review the application, and arrange for an interview.

6.6 Step 2 – Initial Interview. The purpose of the interview is to discuss the potential implications of screening and role requirements, and the rights and obligations with the adult before moving forward in the process.

  1. The corps/squadron CO or RCSU/CJCR HQ employing authority will conduct the interview and will proceed to next step only if applicant is deemed suitable and agrees. The application form with the corps/squadron CO or RCSU/CJCR HQ employing authority’s recommendation is forwarded to RCSU/CJCR HQ J1.
  2. Reg F members must be informed of the requirement of the CF Mil Pers Instr 03/10.
  3. Applicants will be provided a letter to support their VSS request, or informed if there is a centralized arrangement.
  4. Adults deemed unsuitable during the interview will be notified. Corps/squadron COs or RCSU/CJCR HQ will notify RCSU/CJCR HQ J1 for record keeping. CAF members and their chain of command will be notified.

6.7 Step 3 – Reference Checks. The RCSU/CJCR HQ J1 will contact references for Full Screening as provided on the application form. Corps/squadron COs may conduct reference checks for Basic Screening by contacting local community representatives, or friends, and may use other means to ascertain suitability of the adult to work with youth. 

6.8 Step 4 – VSS. VSS will be conducted in accordance with applicable laws and the Privacy Act. The applicant will proceed to their local police station to obtain a VSS. In situations where there is an arrangement in place between the RCSU and the police, the applicant must be informed of the appropriate process. 

  1. The original VSS will be given to the corps/squadron CO or RCSU/CJCR HQ employing authority who will forward it to RCSU/CJCR HQ J1 for RECORD KEEPING.
  2. A VSS with no incidents noted will be recorded at RCSU/CJCR HQ. Should adverse information be revealed, see Section 7 below.

6.9 Step 5 – Final interview and approval. A final interview with the corps/squadron CO or RCSU/CJCR HQ employing authority will conclude the screening process and will provide an opportunity for additional feedback and questions, and review of next steps. The corps/squadron CO or RCSU/CJCR HQ employing authority will inform the RCSU/CJCR HQ and recommend the approval of the screening. RCSU/CJCR HQ J1 will ensure record keeping is completed and data entry made.

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7. Adverse Information on Police Checks

7.1 The guidelines in this section are to be used in the event that an adult’s Police Records Check or VSS reveals information that calls into question their reliability and suitability to work with or to continue working with cadets.

7.2 The discovery of adverse information during police checks will automatically initiate a detailed review of the applicant/member’s file. It is important to note that not all cases will lead to a finding of unsuitability or termination. Therefore, the review process must be done with diligence and fairness. The nature of the information divulged will dictate the action to be taken.

7.3 For cases where a VSS reveals any information or criminal conviction in relation to the exploitation of vulnerable persons or to any of the offenses listed at Schedule 1 of the Criminal Records Act, the RCSU/CJCR HQ will render an automatic “unsuitable” decision. The RCSU/CJCR HQ will terminate the process and record the information for future reference.

7.4 In all other cases, the RCSU/CJCR HQ will forward the file to the DComd CJCR who is the authority to determine if an adult is deemed suitable. In those situations, the adult will be given an opportunity for review and explain and/or refute the information divulged.

7.5 On behalf of the DComd CJCR, the CJCR HQ J1 will coordinate the review of the adult’s file. DComd CJCR may engage other CAF organizations or the Comd CJCR to evaluate the offences to determine if the adult is fit to continue serving/engaging with the CCO.

7.6 CAF members whose VSS reveals offences that are listed in Schedule 1 of the Criminal Records Act will be subject to an administrative review in accordance with DAOD 5019-2, Administrative Review. Any disclosure involving sexual misconduct or involvement with illicit drugs must be referred to Director Military Careers Administration through CJCR HQ J1.

8. Record Keeping

8.1 The RCSU/CJCR HQ J1 will:

  1. maintain screening records; and
  2. make data entry in Guardian/Monitor Mass, if applicable.

8.2 Corps/squadron COs will maintain local records for those screened to Basic level and may be granted access to the RCSU’s records on a need-to-know basis.

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9. Confidentiality

9.1 The adult’s privacy and the confidentiality of the information must be protected in accordance with the Privacy Act and NDSI 27, Classification and Designation of Information. Personnel having access to the information will be kept at a minimum and on a need-to-know basis.

10. Cost of Screening

10.1 The RCSU/CJCR HQ will be responsible to pay for all mandatory VSS requests from their allocated funding envelope.

10.2 CAF members and CI applicants will cover the cost of their VSS and will be reimbursed. No other expenses (e.g. temporary duty, paid day, etc) will be authorized.

10.3 Police forces will usually waive the VSS fee for volunteers. Should payment be requested, the volunteer should present the receipt to the corps/squadron CO for reimbursement.

10.4 Where RCSUs have an arrangement with local law enforcement on processing or the cost of VSS, adults will be advised of this process.

11. Publication 

Frequency of Publication

11.1 Annual or more frequent review and updates as required.

Errors/Omissions or Suggestions

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

12. References

Source References

Related References

13. Annexes

Annex A

Adult Screening Application Form 

Annex B

VSS Request letter template

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