IM/IT 2022 Aide-Memoire for Corps and Squadrons

The intent of the Aide-Memoire is to provide the basic information you need to know in the CCO IT and CCO Applications to start your training year. Questions relating to the management of activities and training are to be directed to your Regional Cadet Support Unit (RCSU) or Zone Training Officer (ZTO).


Online Registration Tool (ORT)

The Online Registration Tool is an application to enable parents/youth to fill out their registration form online. The registration process is still the same and requires the application to be input into FORTRESS. The digital application will contain all required information to complete this step as all fields must be filled to submit. Applications are sent to the Corps/Sqn generic email address which is accessible by all Corps/Sqn staff.

Important things to know about the ORT

  • You can continue in a paper-based format. Download the new official form from the Online Registration Tool homepage.
    • The ORT is the most up to date form.
  • Older CF-1158s will be accepted for a certain period of time and must include a wet (physical) signature from the Commanding Officer (CO).
  • Forms submitted through the ORT still require to be printed, signed by the Corps/Sqn CO and filed. Forms submitted through the ORT no longer require parents/guardians wet (physical) signature.
  • More information is available in the ORT FAQs for staff.
  • The ORT links to the Corps/Sqn Directory, which pulls data from FORTRESS.
  • You can use this link which provides all the information to join cadets, in your recruiting products: www.canada.ca/join-cadets.
  • If you enter your Corps/Sqn in the Unit Name field and select it, you can send the link to that page (with your unit id) with recruiting information. When used, parents or cadets completing the form will not need to search for your Corps/Sqn.

Adult Account Lifecycling Rules

Corps/Sqn adult staff requiring an @cadets.gc.ca account must fill out and sign a CCO Net Access Control Form (ACF) and submit it to their Regional Cadet Support Unit (RCSU).

Users are required to connect to CCO services (via VPN/Remote Desktop/Cadet365) at least once every 90 days (3 months). Failure to do so will result in the account being disabled.

  • 90 days after the account is disabled, it will be flagged for deletion;
  • 30 days after an account is flagged, it will be deleted; and
  • Overall, this means that it takes 7 months of inactivity for an account to be deleted.

Until the account is deleted, the users will be able to contact the CJCR IT SMC Service Desk to have the account enabled again if they still have a valid CCO Net access control form on file. Users for which the account was deleted will be required to start the account creation process from the beginning, including a new Access Control Form.

Keep your @cadets.gc.ca account active

  • Log into office.com (You are now leaving the Governement of Canada website)
  • Open your email
  • Log into Teams
  • Use any Microsoft Application with your @cadets.gc.ca account

Cadet365

Review Team membership, add/remove members as required

  • Ensure all adult staff connect to @cadets.gc.ca to confirm their accounts are working.
  • Verify your Corps/Sqn Cadet365 (MS Teams) and remove/add members for the new cadet year.
  • With ref to CANCDTGEN 010/22, Information Management for Corps/Squadron and Cadet Training Centres:
    • Teams are centrally managed and not to be renamed or deleted.
    • Cadets are not to be added to adult staff Teams or as Owners.

Continue the distribution of cadet accounts

  • All cadets currently enrolled should have a Cadet365 account.
  • Verify returning cadets have connected to their accounts, and provide credentials as needed.
  • Provide each cadet with a link or copy of CJCR Group Order (Gp O) 6003-2, Acceptable Use of Virtual Engagement Platforms, prior to providing credentials.
  • Senior Cadets can be of great use mentoring junior cadets through their onboarding to Cadet365.

Cyber Awareness Course

Cadets must complete the online Cyber Awareness Course (link accessible only on the Cadet365 SharePoint) once they have completed their initial login.


Cadet365 Resources

Cadet365 offers staff and cadets powerful tools to help manage training, work-processes, files, and communications. Although everyone may not use the tools in the same way, there are options for everyone to engage to initiate improvements in areas they choose.

At the Corps/Sqn level, staff and cadets can engage and work together in Teams and SharePoint, and host virtual training activities. This has opened up new opportunities to engage with guest speakers, regional and national CJCR leadership and virtual tours. Staff can post files to share outside of the organization with parents, sponsors, and other stakeholders using the public-share folder; and, easy to use tools like Sway allow even the most unfamiliar staff to publish a basic website, announcements, or recruiting presentation that is accessible to anyone.

Regardless of chosen usage at the Corps/Sqn level, regional training activities and CTCs will continue to increase the use of Cadet365 by engaging cadets in virtual training sessions, and coordinating senior cadet activities at regional training sites, so it is very important that all cadets and staff have their user credentials and have confirmed system access.

Best of all, all Cadet365 tools are accessible from personal computers and mobile devices. Learn more about Cadet365 Resources (link accessible only on the Cadet365 Sharepoint).


Cadet365 Account Lifecycling Rules - Cadets

This is an overview of the Cadet365 account timeline for cadets.

Taken on Strength (TOS)

  • New accounts are created up to 30 days after TOS.
    • Cadets are added to the Team of the Corps/Sqn.
  • Cadets with previous accounts, the account will be reactivated when possible. If not possible, a new account will be created.

Struck off Strength (SOS)

  • The account is disabled the same day the cadet is SOSed from the Corps/Sqn.
    • Cadets are removed from all Teams.
  • 30 days after SOS, the Microsoft license is removed, except from 1 June to 1 October.
  • 60 days after SOS, the account is deleted, except from 1 June to 1 October.
  • It is important for the safety and security of Cadet365 that cadets are SOSed in a timely manner from a security standpoint.

Transfer to another Corps/Sqn

  • The new unit must contact the old unit as soon as possible to arrange the transfer.
  • The information is kept for two months to make sure the cadet is SOSed with the old unit and TOSed with the new unit.
  • Once an account is deleted it can't be recovered.

FORTRESS

Management of User Permissions

This is a Chain of Command responsibility not the Service Desk's. The most common issue is the profile expiry date has been reached and it needs to be extended.

The table below indicates who to contact for assistance.

For more information on FORTRESS User Permissions, consult the FORTRESS User Guide, Chapter 11 - Permissions and Profile (link accessible only on the Cadet365 SharePoint).

User Permissions Admin
Corps/Squadron Staff Commanding Officer
Commanding Officer Zone Training Officer
Zone Training Officer J6
CTC CTC Permission Administrator

Updating Corps/Squadron Information

Corps/Sqns should review their unit's information in the Corps and Squadron Directory.

If updates are required, make the required changes in FORTRESS (i.e. location, training day, contact information). The information in FORTRESS is used to feed the Corps and Squadron Directory and the Regional Growth Management Toolkit (RGMT) (user identification and password required).

If you have concerns, contact your ZTO.


Review Begin a Training Year at Corps/Squadron

Fortress icon with green check mark.

Corps/Sqns should review Begin a Training Year at Corps/Squadron list (link accessible only on the Cadet365 SharePoint). It contains steps to follow to make sure your training year gets a fresh start in FORTRESS.


Ensure cadet files were closed properly

Review your Corps/Sqn training records to ensure all cadet files were closed properly and the cadets are in the correct training level/star.

If you have concerns, contact your ZTO.


Annual Validation Form (AVF)

  • Corps/Sqns must perform the annual validation at the start of every training year.
  • Information should also be updated after a change in a cadet situation (e.g. move).
  • The AVF is a Protected A document, however IAW CANCDTGEN 030/20, Guidance for the transmission of the Annual Validation Form, the Detailed Health Questionnaire and the CF-1158 with the consent of the parents/guardians, it can be sent to them electronically for completion (from an @cadets.gc.ca email), by regular mail or delivered in person; and the completed form can be returned either via email (to an @cadets.gc.ca email), in person, or via regular mail.
  • If no annual validation is completed, cadets will not be allowed to submit participation applications for activities by selection (summer courses, staff cadet positions, Nationally Directed Activities (NDAs) and Regionally Directed Activities (RDAs).
  • Batch Input functionality allows you to validate multiple cadets at once if those cadets have no changes to declare.

Detailed Health Questionnaire (DHQ)

  • The DHQ is initially a Protected A document as it contains personal information, but it becomes Protected B when completed because it then contains medical information;
  • The DHQ is generated by Corps/Sqn staff directly from FORTRESS. With the consent of the parents/guardians, it can be sent to them electronically (from an @cadets.gc.ca email), by regular mail or delivered in person; and
  • The DHQ cannot be returned by email because it is now Protected B. Parents/guardians must return the completed DHQ to Corps/Sqn staff, in a sealed envelope, either in person or by regular mail.

Batch printing of Cadet Summer Training Evaluations

Get acquainted with cadet summer training results and evaluation reports. The batch printing of Cadet Evaluation Reports is just one of the reports created specifically to facilitate your work.

Text version

This is a screenshot of the Corps/Sqn Menu from FORTRESS.  

You can always access individual reports through the cadet's personal file.

You can also batch print reports for all cadets who participated in summer training from the main menu under the Reports and Forms section.
  • As of September, this function now generates the reports for summer 2022.
Text version

This is a screenshot from FORTRESS. It shows the Cadet Participation Evaluation Report and Staff Cadet Performance Evaluation Report.


FORTRESS User Guide and Documentation

A complete user guide covering every FORTRESS functionality, release notes, special bulletins and other resources are available in the Cadet365 SharePoint FORTRESS page (link accessible only on the Cadet365 SharePoint).


CCO Computer Equipment (laptops, printer, etc.)

  • Mandatory updates run monthly. Keep your CCO Net computer connected to CCO Net one night a month to ensure it updates regularly.
    • CISCO AnyConnect, the tool used to connect to VPN on CCO Net computers requires a mandatory update.
    • Users connecting for the first time since summer 2022 will experience a delay in connecting via VPN as it will update automatically.
  • Corps/Sqns are encouraged to return unused assets. They won't lose their authorized allocation and can choose to have them back if their needs change as part of the “Asset Flex” initiative.
  • To confirm allocation, refer to CJCR Gp O 6002-1, Allocation of Information Technology Resources.
  • Corps/Sqns must keep at least one CCO Net computer and multi-function printer as they remain the best option to perform some tasks.
  • Contact the Service Desk and they will provide you with necessary information to return the assets.

Information Management for Corps/Squadrons

All staff should read CANCDTGEN 010/22, Information Management for Corps/Squadron and Cadet Training Centres.

Email (Outlook):

  • Each Cadet365 user has an email, which is accessible from all CCO Net computers and personal devices, using the Outlook Application as part of Cadet365.
    • Adult staff email addresses end in: @cadets.gc.ca;
    • Cadet email addresses end in: @cdt.cadets.gc.ca;
  • This makes monitoring the Corps/Sqn shared mailbox for Cadet365 password resets, messages and various communications possible for all Adult staff, not just the CO.

Online/Virtual Meetings and Training

With the implementation of Cadet365 to all Corps/Sqn staff and cadets, there is now one single authorized platform for virtual/online engagement. Corps/Sqns using Webex, Zoom or other locally supported tools should now transition content to Cadet365 for the 2022-2023 Training Year.


Store, copy and share information

  • Protected A information shall not be shared to/from personal email but remain within CCO Net/Cadet365 in Teams only accessible by staff.
  • Storage, Transmission and Processing of Protected B Information is not permitted on CCO Net/Cadet365.
  • Infographics on information management and cybersecurity are available online at IT Security and Cyber Awareness.
  • Did you know staff can share Unclassified files publicly from Cadet365 using a file share library that has been connected to Corps/Squadron Staff Teams?
    • Share files and documents publicly with members of the public (e.g. new cadets/staff, parents, sponsors, or community members) without connecting to Cadet365.
    • The sharing option can make files collaborative.
  • With the advantages of Cadet365, CCO Net shared drives will no longer be used and will be replaced by the use of Cadet365 (MS Teams). With ref to CANCDTGEN 010/22, Information Management for Corps/Squadron and Cadet Training Centres
    • As of 1 August 2022, CCO Net shared drives are set to read-only status for Corps/Sqns. Users still have full access but can't add new documents.
      • Only transfer the information you still need.
      • Do not transfer QSPs/IGs, etc.
      • Do not transfer heavily nested files (e.g. folders with many subfolders). Due to retention policies in Cadet365, moving and deleting file structures is quite difficult.
  • Files belonging to Corps/Sqn should be accessible to staff and/or cadets as appropriate and therefore, should not be stored in personal storage locations such as Personal OneDrive, Google Drive, DropBox, etc.
  • To protect information and prevent viruses, personal USB drives/sticks are not allowed to be connected to DND/CAF assets & networks. Staff should seek alternate means to copy and share information, such as using email, Teams including OneDrive and SharePoint.
  • Further to this, CJCR Gp O 6002-4, Management of Portable Information Technology Device clarifies that Corps/Sqns are not entitled to a DND-owned USB device. These devices shall be returned to IT SMC by contacting the Service Desk.

Internet Connection

There are currently 4 options available:

  • Leverage a local/free connection from the landlord when feasible.
  • Use CCO Network installed in a DND facility.
  • Use an Internet connection supplied by IT SMC (DND).
  • When none of the above options are possible, alternate arrangements can be looked at such as a mobile modem requested through your RCSU J6 via your ZTO.

Corps/Sqns must call the Service Desk if they have questions or issues with their Internet connection.

  • Although there are still cases where you can claim your Internet connection, we are transitioning to a centrally procured approach where all contracts will be handled by IT SMC. Changes to the Internet service will be communicated ahead of time to the corps/sqn shared mailbox.
    • If you are getting to the end of your contract do not renew. Contact your RCSU J6 via your ZTO 3 to 6 months prior to the end of your contract.
  • IT SMC is currently reviewing information on Internet connections for all Corps/Sqn and therefore you may receive an e-mail requesting information.
  • The Service Desk may request information regarding Internet when on the phone with Corps/Sqn staff.

IT SMC Communication Channels

  • All staff should check their @cadets.gc.ca email regularly.
    • The chain of command relies on it to reach staff.
    • These emails are conveniently accessible via the Outlook App.
  • Canada.ca is the platform of choice to publish information that does not change rapidly and should be open by default to all audiences.
  • The CJCR Mobile Application has many resources, and updates regarding policies, it's a great resource for staff, parents, and cadets.
  • Social Media
    • Information is shared on the COATS & Volunteers Facebook page each Tuesday as part of our Tech Tuesday series.
    • Outages or interruption in services are posted on the COATS & Volunteers page.

IT SMC Help and Resources

When you need IT related help, please follow these steps. It's as easy as 1-2-3.

Step 1

Check the resources

Check the CJCR IT Support and Resources and Frequently Asked Questions.

Step 2

Check the Live Status Indicator

The Live Status Indicator provides up to date information regarding network and application status.

Step 3

Contact the Service Desk

During the training year, the Service Desk is open 0800 to 2100 Monday-Friday, for all time zones. Refer to the IT Support and Resources for the latest schedule.


Contact the Service Desk

E-mail is preferred for requests, and telephone for technical support.

Examples of requests:

  • change in rank
  • add user to a shared mailbox
  • change primary language of profile (English or French)

When sending email requests include the following:

  • Service Number
  • Corps/Squadron

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