5050-1 Cadet Records
Cadets and Junior Canadian Rangers Group Order (CJCR Gp O)
1. Identification
- Date of Issue: 2025-09-29
- Date of Verification: n/a
- 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:
- Cadet Administrative and Training Order 12-18, Cadet Personnel Records
- Cadet Administrative and Training Order 12-19, Retention of Cadet Medical Records
- Approval Authority: This order is issued under the authority of the Commander Cadets and Junior Canadian Rangers Group.
- Office of Primary Interest (OPI): Deputy Chief of Staff Personnel
- Enquiries: Cadets and Junior Canadian Rangers Group J1
2. Abbreviations
| Abbreviation | Complete Word or Phrase |
|---|---|
| CAF | Canadian Armed Forces |
| CJCR Gp | Cadets and Junior Canadian Rangers Group |
| CO | Commanding Officer |
| CTC | Cadet Training Centre |
| DND | Department of National Defence |
| RCSU | Regional Cadet Support Unit |
| SOS | Struck Off Strength |
3. Definitions
- Cadet Record.
- A record that is maintained for each Sea, Army, and Air cadet that includes applications, acceptance and participation records for all cadet activities, as well as training records and assessments.
- Online Registration Tool – Application for Membership.
- An online engagement form where parents/guardians/prospective cadets can enter their name, postal code, and corps/squadron of preference in order to register in the Cadet Program. All registration items including contact information, medical questionnaire, etc. are completed on the online registration tool.
- Protected A Information.
- Applies to information or assets that, if compromised, could cause injury to an individual, organization or government.
- Protected B Information.
- Applies to information or assets that, if compromised, could cause serious injury to an individual, organization or government.
- Unclassified Information.
- Information is marked as Unclassified to indicate that a categorization decision has been made about it and it does not warrant safeguarding through being protected or classified.
4. Policy
Context
- 4.1 Corps/squadron COs are responsible for maintaining cadet records. These documents support administrative actions, activity selection, promotions, and awards.
- 4.2 Corps/squadron COs are to ensure that:
- cadet records are maintained in accordance with this CJCR Gp O;
- cadet records are maintained in digital form, only using paper records when necessary;
- cadet records are stored in a secure manner, respecting security requirements as detailed in CJCR Gp O 6003-3, Security of Sensitive Information; and
- cadet records are closed and disposed of according to DND/CAF disposition policies determined by RCSU J6 through the RCSU.
Requirements
- 4.3 Corps/squadrons are authorized to hold only Unclassified and Protected A information.
- 4.4 Cadet records should be maintained in the digital cadet human resources management system, Fortress. However, some paper records can be retained locally. Paper cadet records serve only as validations against Fortress entries such as assignments and evaluations completed as part of the training program, or items that require parental/guardian signatures.
5. Cadet Records – Paper
- 5.1 When cadet records are maintained in paper format, they are to be stored in a secure filing cabinet as detailed in CJCR Gp O 6003-3, Security of Sensitive Information and kept at the corps/squadron until the individual is 25 years old, unless there is a legal requirement to hold the file for longer.
- 5.2 When appropriate, paper cadet records may include:
- Online Registration Tool – Application for Membership, if it was submitted in paper form;
- Annual Validation forms; and
- correspondence, training documentation, reports and forms relating specifically to the cadet and that are not temporary in nature.
- 5.3 A paper cadet record must not contain:
- Health insurance information such as copies of provincial health insurance cards;
- proof of Canadian citizenship;
- personal health information such as Detailed Health Questionnaires and participation limitations with the exception of emergency plans for severe allergies or other life-threatening conditions;
- documentation pertaining to human rights, investigations into serious incidents, or harassment complaints; or
- any item that would be classified as Protected B information.
- 5.4 When it is necessary to produce information that is not authorized for retention at the corps/squadron, the paper documents will be forwarded to the RCSU as soon as possible for storage in accordance with Protected B Information storage requirements. These documents are not a part of the cadet record.
6. Cadet Records - Digital
- 6.1 Digital cadet records are maintained in approved CJCR Gp applications. Corps/squadron COs are responsible for maintaining all relevant transactions pertaining to a cadet in Fortress. The RCSU and CTC personnel will assist corps/squadrons by ensuring appropriate records from Area, Regional, and National Directed Activities and CTC activities are entered for each cadet in Fortress.
- 6.2 Fortress transactions will be updated in a timely manner, not exceeding ten days post-activity. Copies of Fortress records, including participation and performance evaluations will not be duplicated in the paper cadet record. Upon SOS, the CJCR Gp Information Management Officer is responsible for managing and disposing of digital cadet records in accordance with electronic records disposition guidelines. Once a cadet is SOS, corps/squadron staff are not responsible for disposition of digital records.
7. Access to Cadet Records
- 7.1 Access to cadet records is restricted to individuals authorized by the corps/squadron CO. All cadet records are managed in accordance with the Privacy Act and the Access to Information Act.
- 7.2 Cadet records are available to cadets and their parents/guardians upon request until the cadet reaches the age of majority. After that, only the cadet may request their record.
- 7.3 Once the request is made, an appropriate time and place for the file review will be determined. Digital files will be provided to the authorized individual in a PDF format.
8. Cadets Struck Off Strength and Record Disposition
- 8.1 Personal information is collected in accordance with Personal Information Bank DND RCD 340 to ensure the efficient administration of the Cadet Program. Authorized use of this information must be consistent with the intent of the information bank and be disposed of when a former cadet reaches the age of 25 years.
- 8.2 When a cadet is struck off strength, the corps/squadron CO will ensure that:
- any outstanding fields, or entries, in a cadet’s record are completed on both digital and paper forms;
- original documents are retained by the corps/squadron until time of disposition, when the cadet has reached 25 years of age;
- a printout of the Cadet Information Card, and copies of participation reports, performance evaluation reports and of local forms are offered to the cadet; and
- the cadet is struck off strength in Fortress.
- 8.3 When an individual reaches the age of 25, the corps/squadron COs will begin the disposition process as directed by the CJCR Gp Information Management Officer unless there is a legal requirement to hold the file for longer.
Medical Records
- 8.4 Medical records are any record signed by a medical authority and are considered Protected B when the patient is identified by name, by Social Insurance Number, or by both.
- 8.5 Medical documentation is produced in accordance with DND/CAF medical guidelines and are the result of medical treatment provided by the Canadian Forces Health Services Group. This information is subject to the Defence Classification and Disposition System. All cadet medical records will be sent after completion to the appropriate RCSU. The RCSU will retain the cadet medical records for 28 years after the cadet has not reached the age of 18, or 28 years from the last documented decision if the cadet is over the age of 18. Medical related documents not defined as medical records, such as a Detailed Health Questionnaire, will be retained at the RCSU until the individual reaches 25 years of age.
9. CAF Incentive Category
- 9.1 In accordance with instructions issued in the Recruiter’s Handbook for the Canadian Forces, the Cadet Service Record is used to verify cadet service and may result in the granting of incentive credit toward their Pay Increment if a cadet enrolls in the CAF.
- 9.2 Cadet Information Cards can be printed from the reports available in Fortress. If a request has been made after a cadet has been struck off strength, corps/squadron COs can contact the RCSU to provide the record to the former cadet.
10. Publication
Frequency of Publication
- 10.1 A periodic review of CJCR Gp Os will be initiated every three years, or more frequently if necessary.
Errors/Omissions or Suggestions
- 10.2 Users of CJCR Gp Os are encouraged to identify any errors, omissions, or suggested orders to the attention of CJCRPol-PolCRJC@forces.gc.ca.