Section 1: Training, Promotions and Band Readiness

Training Standards

1. The Officer Commanding Music Division (OC Music Div) is responsible to the Commandant Canadian Forces Logistics Training Centre (CFLTC) for all CAF Music Branch training. Musician technical training normally occurs at the Music Training Cadre (MTC) at CFB Borden with courses that meet the requirements for Regular and Reserve Force music occupations.

Promotion Policies

2. Promotion policies, including training requirements, are found in CFAO 49-4 and in Defence Administrative Orders and Directives - DAOD 5002 for DAOD 5002-1, DAOD 5002-7, DAOD 5002-8, DAOD 5002-9, DAOD 5002-10 and DAOD 5002-11.

Staff Assistance Visits

3. IAW DAOD 5041-1, Staff assistance visits (SAV) of CAF bands ensure that musical and administrative standards are being maintained. SAV reports will be provided to the chain of command.

Basic Music Requirements

4. All CAF bands must be prepared to play the following from memory at all times:
   1. the Canadian National Anthem (except for pipes and drums);
   2. the Royal, Vice-Regal and General Salute; and
   3. the appropriate Branch/Regimental quick and slow march.

5. CAF pipes and drums do not perform Royal or National Anthems, but play salute music appropriate to their instrument as per A-DH-200-000/AG-000, The Heritage Structure of the Canadian Forces, Chapter 7.

Individual Practice

6. To maintain proficiency, musicians must devote time to individual practice.

Band Reports

7. Band reports are mandated by DHH 7 and are to be utilized in conjunction with the SAV process to ensure DHH 7 has a complete overview of current personnel lists, capabilities, engagements, and operational tempo. These reports will allow the Music Branch Advisor to advise CMP regarding the exercise of functional authority with respect to the Music Branch, as well as make recommendations to DHH for policy changes, plans and procedures to guide the provision of music support. A sample report can be found at Annex D and contains an overview of the requirement. Interactive electronic versions are available on request from DHH 7. Returns will be required as follows:
   1. Reg F Bands and Authorized Voluntary Bands – Monthly; and
   2. Res F Bands – Semi-annually to be submitted no later than 31 Oct, covering the period of 1 Apr – 30 Sep, and no later than 30 Apr, covering the period of 1 Oct – 31 Mar.

Civil Employment

8. As per KR&O 19.42 “Civil Employment” and “Conflict of Interest and Post-Employment” DAOD 7021, no officer or non-commissioned member on full time service shall engage in any civil employment or undertaking without the consent of their Commanding Officer. Regular Force musicians and music officers must seek and receive permission from their CO prior to performing in their civilian capacity for pay.

Section 2: Duties by Rank

1. Duties by rank are detailed in the Canadian Armed Forces Military Employment Structures Manual available on the Director Personnel Generation Requirement (DPGR) intranet website.

2. For a detailed list of jobs and tasks for each occupation, please refer to the following:
   1. MUSC occupation: A-PD-055-002/PP-002 MUSC – MOSID 00210;
   2. MUSCN occupation: A-PD-055-002/PP-002 MUSCN – MOSID 00166; and
   3. P&D occupation: A-PD-055-002/PP-002 P&D – MOSID 00377

3. Further to the job descriptions contained in the Military Employment Structure, the following working conditions and situations are considered to be part of normal duties expected of all members of the CAF Music Branch:
   1. perform live music under often stressful or emotional situations;
   2. perform live music under adverse climatic conditions (within limitations as already described); and
   3. perform on audio and/or audio/visual recordings for physical (e.g. compact disc or DVD) or digital distribution (including uploading to a DND or social media site for streaming by users). All recorded performances are considered Crown intellectual property.

Section 3: Instruments and Equipment

Drum Major Ceremonial Shoulder Belt (Sash)

1. Drum major ceremonial shoulder belts (sashes) indicating appointment are authorized for wear with Nos. 1, 1B and 1C orders of dress while on duty in accordance with environmental, branch and regimental policy. The shoulder belt is worn from the left shoulder falling off the right hip. Shoulder belts are worn over waist belts and sword belts, and over greatcoats and topcoats when waist belts or sword belts are worn overall as ceremonial accoutrements (A-DH-265-000/AG-001, CAF Dress Instructions, Chapter 3, Section 7).

2. The drum major sash must not be worn with other orders of dress, ie. No. 1A and No.3 orders, or operational clothing, and must not be worn over topcoats unless wearing other ceremonial equipment/accoutrements overall (e.g., waist belts or sword belts).

Draping Band Equipment for Funerals

3. Colours, drums, cavalry trumpet and pipe banners are to be draped only at funerals, not at the unveiling of memorials, Remembrance Day services, or other similar ceremonies. Exceptions include occasions connected with the death of the Sovereign, the Governor General. A member of the Royal Family draping may also be ordered for court mourning (KR&O 17.15 and A-DH-265-000/AG-001, CAF Dress Instructions, Chapter 3, Section 7.) Symbolic of mourning, band equipment displaying blazonry (i.e. royal, organizational, and other distinctive devices) is covered or veiled. The drum major's belt (sash) is no longer draped, although the mace head is covered with a black cloth bag (less for those for regiments designated as guards). Parade drums, cavalry trumpet and pipe banners are draped, as are any drums that are not emblazoned for uniformity (see A-PD-201-000/PT-000, CAF Manual of Drill and Ceremonial, Table 11-2-2, Note 4).

4. Parade Drums: When instructions have been received that drums are to be muffled and draped, the snares should be switched off so that the drums are dull and sombre sounding. Drum shells are to be completely covered with black cloth, open ended top and bottom, tied with tape (draw strings or elastic bands), leaving sufficient playing surface to be beaten. Drag ropes should be removed.

5. Band equipment embellishment and emblazonment displays the identifiers and distinctions of the organizations to which bands and musicians are allocated for dress and identity. The emblazonment and embellishment of drums and other band equipment is described in A-DH-200-000/AG-000, The Heritage Structure of the Canadian Forces, Chapter 3, Section 3.

6. Fanfare Trumpet Banners and Pipe Banners: Fanfare trumpet banners and pipe banners are to be draped with black crepe tied in bows where the banner or banner tassels are affixed to the instrument. Fanfare trumpets are not usually used at funerals. However “cavalry” trumpets of “mounted units” could be carried and if so those trumpets’ banners would be draped.

7. Other instruments and equipment are not draped.

Fitting Instrument Ropes and Cords

8. Normally, a Corps of Drums and drums in Pipes and Drums will have ropes and cords attached to their drums.

9. Attaching Drag Ropes to Drums: Drag ropes were originally used for carrying side and tenor drums slung on drummers’ backs on the line of march when not playing. Drag ropes are not issued and are not usually used in brass-reed bands. Drag ropes are made of white cotton rope. They consist of 56 cm (22 inches) of drummer’s plait and 28 cm (11 inches) of plain rope at each end. When the plait is unravelled the length of the rope is approximately 4.57 meters (15 feet). For purposes of fitting the ropes, the tension rods are numbered one through eight starting from the rod in front of the thumb-screw attachment when the drum is in the playing position. A knot is tied at the ends of the rope. The first rope is attached to rods number one and four by means of a half-hitch, and the second to rods number five and eight. The second sling hangs below the first when the drum is in the playing position. The ropes should then hang 15 cm (six inches) from the ground.

10. There are alternate methods of fitting/attaching drag ropes. A simple tool for confirming the length on the drum is a drum stick stood vertically at the centre of the bottom drum head. The centres of the plaited ropes should touch the head of the stick.

11. Field Trumpet and Bugle: Cords should be attached so that the trumpet or bugle, suspended from the shoulder, hangs at arm’s length. When mounted the trumpet is slung on the back and the bugle is held in the right hand. The trumpet, when carried in hand is held so that the bell rests on the right hip, the instrument at a slightly outward angle. As such, the trumpeter pays compliments by simply coming to attention and turning head and eyes in the required direction.

12. Bugle: The cord should be attached to allow the bugle to be carried at arm’s length. The bugle should not be carried against the hip, except when doubling.

Section 4: Uniforms

1. Entitlement to uniforms (beyond basic issue) is contained in the CFSS Materiel Authorization Document D01311CFS, Clothing – CAF Bands – All Ranks. Bands should obtain an up-to-date copy of the scale from their supporting base supply section.

2. As per A-LM-007-100/AG-001, Canadian Forces Supply Manual:
   1. Regular Force musicians are entitled to be issued DEU to match the environment they are posted to. On posting, musicians must maintain their previous DEU for a period of 5 years. Should the 5 year period be exceeded between postings, or, if a musician is posted to an environment for which they have not previously been posted, they will be eligible for an initial issue to match their posting;
   2. CAF band uniforms may be dry cleaned at public expense;
   3. associate band members may be issued, at non-public expense, CAF uniforms; and
   4. CAF uniform requirements for authorized voluntary bands must be staffed to DSSPM 2. If approved, DSSPM 2 will authorize direct liaison between the contractor, Logistik Unicorp, and the band OPI.

Section 5: Financial

Regular and Reserve Force Grants

1. Grants for authorized bands as detailed in KR&O 210.33, 210.335, 210.34, 210.345 must be claimed and accounted for in accordance with:
   1. CFAO 210-18, Grants to Bands – Uniforms, for providing and maintaining ceremonial uniforms; and
   2. CFAO 210-19, Annual Grants to Bands – Regular Force, Reserve Force and Canadian Cadet Organizations, for minor band expenditures as detailed in the applicable KR&O.

Authorized Voluntary Bands

2. Grants for authorized voluntary bands shall be claimed and accounted for in accordance with:
   1. CFAO 210-18, Grants to Bands – Uniforms, for providing and maintaining ceremonial uniforms;
   2. CFAO 210-19, Annual Grants to Bands – Regular Force, Reserve Force, and Canadian Cadet Organizations, for providing and maintaining the sub unit's equipment; and
   3. CFAO 210-4, Grants to Units for the Purchase and Maintenance of Kilted Orders of Dress – Reserve Force, for the provision and annual maintenance of kilted orders of dress (see also paragraph 3).

3. Grants for kilted orders of dress are intended for Reserve Force Units authorized to wear kilted orders of dress. As kilted service dress items are issued in lieu of the normal service dress, authorized voluntary bands may request either ceremonial dress or kilted grants, or both, for their voluntary band leader, instructional cadres and CAF serving members.

4. CAF members may be issued publicly funded uniforms, however, the provision of ceremonial uniforms at public expense is defined in the respective L1 Dress Instructions. Associate members may be authorized to wear the appropriate CAF uniform, but only at non-public expense. CAF members posted to a voluntary band leader or instructional cadre position may be counted for the purpose of ceremonial or kilted grants.

Reimbursing Expenses for Volunteers or Associate Members

5. As per para 7.3 of Treasury Board’s “Special Travel Authorities” policy, “a contract may be entered into where the only consideration for services rendered is payment of all or part of the travelling expenses incurred, and there are no fees paid. This could include volunteers.”

Section 6: Application of Provision of Services

1. Music support to a category 2 engagement must be provided under the auspices of the Provision of Services policy. While it is not the purpose of this chapter to provide exhaustive direction on how to apply this policy with regards to music support, some general guidelines will be provided. Where it is interpreted that there is a difference between this publication and the Provision of Services policy, the latter must prevail.

2. The application of the Provision of Services policy is mandated by Treasury Board. This policy is both an administrative tool (for tracking how DND resources are being used outside of DND) and a financial tool (in some cases, full or partial costs are recovered).

3. The following procedure must be followed by approving authorities (identified in Annex C of the Provision of Services manual) when providing a service to a non-defence agency. On receipt of a request for service the approving authority must:
   1. evaluate the request against the conditions for providing services (see below);
   2. identify the service as one of the four types described in the policy (type 1 is support to an “other government department”, type 2 is support provided “pursuant to an Act, Regulation or agreement”, type 3 is “surplus capacity”, and type 4 is “other requests”);
   3. estimate the full, incremental, and recoverable costs in accordance with the policy in advance of the provision of service. Assistance in the costing process should be sought from the Comptroller. An electronic worksheet is available on request from DHH 7;
   4. determine if there are reasons that costs should not be recovered, either in full or in part, in accordance with the policy and prepare the Provision of Services Record if the proposed reduction exceeds the financial limit of the approving authority or if within the approving authority’s level, record the transaction in the Provision of Services Register, identifying the amount of the reduction;
   5. obtain prior approval from the appropriate authority identified in Annex C of the Provision of Services manual if the service will be provided for less than the recoverable cost, seeking authority to charge less than recoverable cost after the service was provided will be considered only when the service was provided on an urgent basis where circumstances clearly precluded the submission of a request beforehand;
   6. refer a request to a superior approving authority if the provision of the service has a potential for becoming politically sensitive, the approving authority has reason to believe that cost recovery will not be possible, or providing the service will or may result in a request for funding from a higher authority. If in doubt, advice should be sought through the chain of command;
   7. prepare a written agreement with the non-defence agency. In emergency situations, complete a written agreement formalizing the provision of the service as soon as time permits. If cost-recovery is deemed appropriate, ensure that the service requester is aware of the intent of DND to charge and the approximate cost or costing methodology to be used, and agrees to pay;
   8. have the agreement signed and provide the service. Acceptance of the terms of the agreement must be signed by the service requester prior to invoicing action; and
   9. advise the non-defence agency immediately in writing, if, during the course of providing the service it is determined that the actual recoverable cost will vary from the estimated recoverable cost. The service will be terminated in the event the non-defence agency does not agree to additional costs.

4. On completion of the service, the approving authority will:
   1. determine the actual full, incremental, and recoverable costs as applicable in accordance with the policy;
   2. finalize the Provision of Services Record or the Provision of Services Register entry, as applicable, and maintain a copy on file for audit purposes;
   3. submit the work sheet at Annex L of the Provision of Services manual to the Comptroller (or D Fin Ops for NDHQ activities) who will prepare and issue an invoice as required, in accordance with Departmental policy, for the service. Financial coding will be used in accordance with Defence policy to ensure recoveries are credited to the appropriate revenue coding; and
   4. submit copies of all completed Provision of Services Registers and Records to ADM(Fin CS)/D Fin Ops on a quarterly basis, or as required by the chain of command.

5. Category 2 engagements may be supported with full or partial recovery of costs, and in certain situations, all fees may be waived. As per the Provision of Services manual, “there are a number of questions approving authorities should consider when making a decision to recover less than the recoverable costs, such as:
   1. is the service for a non-profit or charitable organization? In general, there may be more latitude in charging less than recoverable cost when providing services to non-profit organizations;
   2. how many people in the community will benefit from the service? Does the service advance the collective welfare of the public rather than the individual welfare of its members? Could the service be seen to convey a special interest on a particular part of the community? In general, there may be more latitude in charging less than recoverable cost when providing a service which benefits a broader sector of the public; and
   3. is the service provided for a humanitarian purpose which does not fall within the responsibility of the provincial government? Where the service is humanitarian, and the provincial government is not responsible for providing the service, then there is more latitude for charging less than recoverable cost.”

6. As per the Provision of Services manual, “situations may arise when, in the opinion of the approving authority, it is consistent with the purpose of government policy to charge less than the recoverable cost for a service provided. Approving authorities are authorized to charge less than the recoverable cost, within limits determined by the Minister, as indicated in [the Provision of Services manual]. When deciding to provide a service, or charge less than the recoverable cost, approving authorities must respect the general guidance of Treasury Board, the Ministerial Order for the Provision of Services, and the conditions described in this policy. Approving authorities will normally record details of their decisions in the Provision of Services Register. In situations requiring a superior’s approval to charge less than recoverable cost, the details are to be recorded in the Provision of Services Record.”

7. Regardless of whether a fee is being charged or not, a Provision of Services contract must be drafted and signed (by a representative of the agency receiving the support and the band’s CO).

8. Annex A to this chapter provides an example letter and contract for a Regular Force band to provide music support to a category 2 engagement with all costs waived. Note the spreadsheet need not accompany the letter; it is provided herein for information purposes only.

9. Annex B to this chapter provides an example letter and contract with costs partially recovered for a Regular Force band providing music support for a dance. In this case, partial costs are being recovered as per the Memorandum of Understanding between the CAF and the American Federation of Musicians of the US and Canada; the “fair market value” is charged, with partial costs being waived. Monies recovered would be deposited, by the Comptroller, to the CAF Central Fund, and then credited to the unit’s budget; these funds are not to be used to pay the performers. In this example, the Commanding Officer has the authority to waive the fees.

10. Annex C to this chapter provides an example contract with recoverable costs for a Reserve Force band for a large group engagement with fees charged.

11. An updated “Cost Factors Manual” is created yearly by Director Strategic Finance and Costing (DSFC 2), part of ADM(Fin CS). Units must ensure they are using the correct amounts when calculating costs.

Annexes to Chapter 3

• Annex A: POS All Fees Waived
• Annex B: POS Partial Fees Charged
• Annex C: POS Fees Charged
• Annex D: Reports