6003-2 Acceptable Use of Virtual Engagement Platforms

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

On this page

  1. Identification
  2. Abbreviations
  3. Definitions
  4. Policy
  5. Terms of Use
  6. Publication
  7. References

1. Identification

Date of Issue: 2021-07-22

Date of Verification: N/A

Application: This is an order that applies to members of the Canadian Armed Forces who provide support to the Canadian Cadet Organizations, a directive that applies to Civilian Instructors and employees of the Department of National Defence employed within the Cadets and Junior Canadian Rangers, and Cadets registered in the Canadian Cadet Organizations.

Supersession: N/A

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

Office of Primary Interest (OPI): DCOS IM/IT

Enquiries: DCOS IM/IT

2. Abbreviations

Abbreviation Complete Word or Phrase
CAF Canadian Armed Forces
CI Civilian Instructor
CJCR Cadets and Junior Canadian Rangers
Comd Commander
DND Department of National Defence
DCOS IM/IT Deputy Chief of Staff Information Management/Information Technology
VEP Virtual Engagement Platform

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3. Definitions

Authorized participant. An authorized participant is an individual who has access, whether with direct access or invited as a guest, to CJCR virtual engagement platforms.

Virtual Engagement Platforms. Virtual engagement platforms are web-based tools that focus on attendee engagement and aim to provide features that recreate the interactivity of a live event online. Virtual engagement platforms can support meetings, assembly, training, and learning through features such as video conference, audio conference, chat, and quizzes. Systems offering any of the features aforementioned is considered a virtual engagement platform if used in support of live interaction.

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4. Policy

Context

4.1 CJCR uses VEPs, primarily Cadet365, to enable and support delivery of engaging and dynamic training and effective communication in an online environment.

4.2 All participants of a VEP are required to conduct themselves in a professional manner at all times and behave in accordance with direction and guidance provided in appropriate orders, policies, directives, regulations, acceptable terms of use, codes of conducts, training, etc. as applicable.

Policy

4.3 CJCR must ensure the safe and effective use of VEPs in support of the CCO.

4.4 DCOS IM/IT is the authority for the acquisition, operations and support of VEPs.

4.5 VEP must be utilized in accordance with its designation levels (unclass, protected A, protected B). Only Cadet365 and Defense365 are authorized to handle protected A information. All others platforms are considered UNCLASS.

4.6 Use of DND authorized VEP is to be prioritized when selecting a VEP to conduct an activity.

4.7 CAF members and CIs, are considered to be acting as the host and should perform the duties of the host as outlined below, even if the host is technically someone else (ex. A guest who has been granted host privileges).

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5. Terms of Use

5.1 When engaged on a VEP, participants:

  1. must behave in a professional manner and be respectful of others; 
  2. will avoid having sensitive information visible during a videoconference in order to respect their personal privacy;
  3. must not share inappropriate information through images, text or during discussions;
  4. will ensure they have the appropriate reliability level, if applicable, to utilize the platform;
  5. must ensure they are creating/sharing/storing information within the correct location of the virtual engagement platform depending on the security classification of that information;
  6. are encouraged to not disclose private or personal information behind them while their camera is active. This can also be mitigated by the use a virtual background; and
  7. should notify host if any breaches in behavior or security are occurring.

5.2 The VEP activity host:

  1. will ensure only authorized participants are granted access;
  2. will provide authorized participants with guidance on the effective use of VEP (i.e. behaviors and etiquette);
  3. should password protect the activity;
  4. will place people in a virtual waiting room, when possible, prior to entering the activity, in order to ensure only authorized participants are granted access;
  5. will ensure that participants are positively identified by the host;
  6. will ensure participants have the appropriate reliability level, if applicable, to utilize the platform;
  7. will ensure that conduct within the VEP is lawful and provides a safe, welcoming and supportive learning environment where everyone feels valued and can develop to their maximum potential;
  8. will ensure that participants with limited capacity to use VEPs will be provided alternate methods to participate in the training or activity;
  9. will remove participants who do not behave appropriately or whose identity cannot be confirmed; and
  10. will ensure VEPs are to be used strictly in support of activities approved by Comd CJCR.

5.3 Additional considerations when using VEPs:

  1. CJCR is not responsible for support to personal devices. Authorized participants remain responsible for their personal devices and related risks associated with components and contents;
  2. participants must be aware that the audio and video of virtual activities could be recorded;
  3. all authorized users have the responsibility to notify the chain of command of any breaches in security or inappropriate behavior; and
  4. use of personal or individually acquired VEPs will not be supported and should only be used when tools provided by CJCR are deemed insufficient or not accessible. All costs associated with personal or individually acquired VEPs will not be reimbursed. At all times, use of personal or individually acquired VEPs will comply with this Gp Order.

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6. Publication

Frequency of Publication

6.1 Annual or more frequent review and updates, as required.

Errors/Omissions or Suggestions

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

7. References

Source References

Related References

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