Annex - A - CAF Member Transition Aide-Mémoire for Unit Commanding Officers

This Aide-Memoire is intended to be applied in conjunction with the new My Transition Guide - Transitioning from Military to Civilian Life and in accordance with existing CAF personnel policies.

Strong, Secure, Engaged – Canada’s Defence Policy directed improvements to the transition experience for CAF members in order to better prepare them, as well as their families for transition to civilian life. The Joint Personnel Support Unit (JPSU) has formed the foundation of the new CAF Transition Group (CAF TG), and you will see incremental, but significant improvements to the transition experience, implemented across the CAF, parallel to CAF TG’s development of its capability to deliver enhanced transition services.

With the stand-up of CAF TG, you will note that your Regional JPSU, and your local Integrated Personnel Support Centre (IPSC), have been renamed as the Transition Unit (TU) and Transition Centre (TC) respectively. Support to our ill and injured supported members remains our priority, thus main focus, and we hope that you will see a gradual increase over the next five years in your TC’s capacity to support all members in transition. However for the foreseeable future, you as the CAF member’s chain of command (CoC), will remain the primary authority, facilitator, and mentor during the transition and release process.

In accordance with Op TRANSITION, an initial transition process was implemented in April 2019. As the initial authority, the Unit Commanding Officer (CO) is responsible to conduct the URI to explore push/pull factors, and determine if retention options are possible and/or desired”. If the member still want to transition out of the CAF, CO is responsible to inform them of the initial transition resources available and to complete the following tasks:

• Ensure that the member and their family have access to a copy of the CAF My Transition Guide - Transitioning from Military to Civilian Life, which is available in hard copy, online, and in downloadable PDF version, and in both official languages.
• Ensure that the member has access to the “Military Career Transition” online portal for centralized access to CAF and VAC information, including links to supporting mechanisms for transition/release and available benefits.
• Ensure that the member is aware of the availability of “Second Career Assistance Network” (SCAN) material, which is accessible anytime/anywhere for members and their families, through the Transition website on the CAF online portal.
• Alert the member that they must complete a DLN-based Transition 101 course that has been incorporated into the transition/release process.
• Ensure that the member signs-up for MyVAC account at the beginning of the transition/release process, in order to establish a formal connection with VAC and enable exploration of requests for applicable VAC benefits and services, immediately and/or in the future.
• Inform the member that they will receive a Veterans Service Card (VSC) upon release to replace the current CAF ID card.
• Inform the member that they had the option of a recommended six months “transition period” and 30-days Protected Period prior to the release date, during which members are permitted to focus their priority on finalizing their transition (see Figure 4 below).
  • The intent of the six months transition period (or otherwise applicable time frame) prior to release is that alongside their normal duties CAF members are completing preliminary administration, conducting training, and accessing programs and services in preparation for transition. This period could include the following activities (see Figure 4).
  • The Protected Period is mandated 30 calendar days immediately preceding the member’s release date/last day in uniform that is considered as protected time for the member and their family in order to complete tasks directly associated with transition. Members are still required to report to their parent unit during this time, and the member’s CoC continues to exercise authority over the member, but the unit must ensure the member’s focus of activity during this 30-day period is related to their transition, not on tasks normally associated with regular unit operations and training. The focus must be on enabling them to complete ALL ADMINISTRATIVE ASPECTS PRIOR TO THEIR RELEASE. This is not a period of leave; and members are still accountable to their CoC for their whereabouts and they are still subject to the Code of Service Discipline. This period could include the following activities, but not limited to: (see figure 4)

Description of figure

Figure 4 shows the six-month transition period and a 30-day protected period. This figure shows the information about notification of intent to release, when you need to develop your personalized transition plan, and recommended tasks to complete during the 6-month period and the transition protection period.

As a CO, you play a critical role in guiding your members in their transition planning and execution. Your relationship with your soldiers, sailors, aviators and special operations operators makes you best suited to assist them in their journey, guiding and supporting them and their families through what can be a complex and challenging path. CAF TG elements and other supporting resources such as the Retention Program Office (RPO), Base Admin Services, Base Personnel Selection Officers (BPSOs), Military Family Resources Centres (MFRCs), VAC, and other stakeholders are also there to advise and assist the CoC and the members as necessary. Options for retention within the CAF (component transfer (CT), MOSID reclassification, etc.) must also remain a paramount consideration in the transition dialogue between the CO and the member. For additional information on retention, visit the CAF retention strategy web page.

CO’s Roles and Responsibilities:

• Receive and respond to the member’s Request to Release, or in the case of compulsory/directed release, inform the member (Notice of Intent).
• Interview the member using the URI protocol available in CAFRA. To provide flexibility to CO/delegates two URI protocols have been created: URI Structured (URI-S, DND 4835) and URI Semi-Structured (URI-SStr). Thus, leadership can opt for either version; however, regardless of the version used members’ responses to the main five interview questions (i.e., questions included in the URI-S) must be reported in CAFRA.
• Discuss with the member (and their family if possible) the circumstances around the desired release and talk through the transition/release process.
• If the member is going to continue with their release from the CAF, direct your orderly room to review their PERS File for completeness including a check for any Honours and Awards that may be outstanding.
• As part of the initial interview, ensure that the member has a copy of My Transition Guide - Transitioning from Military to Civilian Life, and inform the member where to access online information on transition, including SCAN Online (these tools are intended for the member and their family). In addition, underlining the importance of the Depart-with-Dignity (DWD) program and ensuring that all members receive a DWD ceremony as a form of acknowledgement of their service in the CAF.
• Encourage the member to develop a Transition Plan and arrange to review that plan with the member (and their family if possible). Within capability, assist and/or facilitate the member’s achievement of their Transition Plan goals and objectives, and refer the member to available supporting resources as necessary (TC, VAC, BPSO, MFRC, CAF VRP, etc.).
• Wherever possible, provide the member a “transition time period” free from regular duties, deployments, exercises, etc., so they can focus on understanding the transition/release process, and can effectively prepare themselves for their transition.
  NOTE: CAF TG recommends six months as an optimal “transition time period” for most members, but individual circumstances will assist in determining a suitable duration.
• For members undergoing a Medical Release, consider the complexity of their situation and initiate posting to a TC (formerly known as IPSC) for those with high risk or with complex needs, if applicable.
• For members with unique circumstances, give consideration to whether an Attached Posting during the transition period would be beneficial to supporting the objectives of their personal Transition Plan.
• Facilitate the member’s attendance at a local SCAN Seminar and other transition-related programs, such as the SCAN Career Transition Workshop (CTW).
• Ensure that the member completes the DLN-based Transition 101 course.
• Ensure that the member signs up for a MyVAC Account.
• Ensure that the member is aware of and is given an appropriate time to undertake the various release out-clearance appointments including:
  • Unit CO or Sub unit commander interview;
  • Unit Stores (Quarter Master);
  • Unit Orderly Room;
  • Medical Part 1 and 2;
  • Dental Appointment;
  • BPSO;
  • Residential Housing Unit (RHU)/Rations and Quarters (R&Q), if applicable;
  • SISIP Financial;
  • Base Supply to military kit;
  • Mess;
  • Non Public Fund (NPF);
  • Claims;
  • Cashier;
  • Mobile Support Equipment (MSE)/Transport;
  • Access Passes (Base/Building/Parking);
  • Personnel Support Programs (PSP)/Sports Store;
  • Individual Designated Travel Card (IDTC)/BMO Card;
  • Military Family Resource Centre (MFRC);
  • VAC Interview; and
  • Person Liability Clearance Card (PLCC) Card.
• Periodically meet with, and review the member’s Transition Plan progress. As needed, assist the member with completing the various administrative requirements necessary for departure from the CAF and facilitate, and where possible, support the member’s process of transitioning to civilian life.
• Verify that the member has completed all the required steps for their release/transition and sign off to effectively approve or recommend the member’s release (as applicable to release item and release authority).
• Ensure that the member has received the Veterans Service Card.
• Arrange for, and ensure that the member receives a DWD ceremony.
• Facilitate maintaining ties to the CAF through the provision of information regarding Branch, Corps, Regimental, or Unit associations.

Note: Although responsibility ultimately rests with the CO to ensure the appropriate actions are taken, it is recognized that the CO may delegate many of the above-mentioned responsibilities to subordinate leaders within their unit.

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Appendix 1 to Annex A - Initial Transition Process Commanding Officer Checklist

The following checklist is intended as a tool for Unit Commanding Officers (COs)to ensure that transitioning members are completing all the steps as currently mandated in Operation TRANSITION, and as outlined in Annex A of My Transition Guide – Transitioning from Military to Civilian Life.

An electronic version of the checklist is also available on the Defence Forms Catalogue (DFC) (DWAN) under DND 4610.

Note: Although responsibility ultimately rests with the CO to ensure the appropriate actions are taken, it is recognized that the CO may delegate many of the above-mentioned responsibilities to subordinate leaders within their unit.

As required, meet with the member and review the member’s Initial Transition Process progress. As needed, assist the member with completing the various administrative requirements necessary for a departure from the CAF. Where possible, facilitate and support all aspects related to transition to civilian life.

Support the member and their family through provision of a supported six-month transition period wherein the member is provided with the flexibility to plan for and action transition-related activities, and can be freed, when feasible, from regular duties, deployments, exercises, etc., in order to do so. This will enable the member to focus on finalizing their Transition Plan and support their transition/release process to better prepare themselves and their family for transition.

IAW Op TRANSITION, the 30 calendar days immediately preceding the member’s release date will be protected time in order to permit the member and their family to complete tasks directly associated with Transition. Members are still required to report to their parent unit during this time, and the member’s CoC continues to exercise authority over the member, but the unit must ensure the member’s focus of activity during this 30-day period is related to their transition, not on tasks normally associated with regular unit operations and training. The focus must be on enabling them to complete ALL ADMINISTRATIVE ASPECTS PRIOR TO THEIR RELEASE.

The following page is the formal checklist that will be used to ensure all CAF members have completed all the steps required to transitioning from military to civilian life. The endnotes include more information related to each of those steps. CO’s are to ensure that the completed checklist is included in the members release file.

Description of the figure

The table above is the formal checklist that will be used to ensure all CAF members have completed all the steps required to transitioning from military to civilian life. The endnotes include more information related to each of those steps. CO’s are to ensure that the completed checklist is included in the members release file.

Replace by A fillable version of the checklist is also available on the Defence Forms Catalogue (DFC) (DWAN) under DND 4610.

1. CO's Interview and Retention Options: Receive and respond to the member’s Notice of Intent to Release:
1. Review the member’s personnel file, interview the member (and family if possible) to discuss the circumstances around the release using the URI. You should explore the following:
1. Clarify the member’s personal information;
2. Clarify the member’s reasons for requesting a voluntary release; provide Notice of Intent to Release for directed/compulsory release;
3. Clarify the member’s expectations from the chain of command (CoC);
4. Discuss options for retention (e.g. what are member needs that CAF is not providing currently and that, if provided, would change their decision to transition?). Various retention options are available such as Voluntary Occupation Transfer, Commissioning Plan, Component Transfer (CT), Leave without Pay (LWOP), Posting possibility, Formal Flexible Working Arrangements, Parental and Education Leave, DND Civilian Employment and Other Federal Public Service opportunities; and
5. Assess member willingness to meet with specialist(s) to assess other options (e.g. Base Personnel Selection Officer (BPSO))
2. If no retention option is selected, continue to support and facilitate the member’s transition experience. Direct your orderly room to review the PERS File for completeness including a check for any Honours and Awards that may be outstanding.
3. For compulsory release, members are informed of the release date and will ensure that the transition process starts as soon as possible, to best facilitate a successful transition.
4. For members undergoing Medical Release, consider the complexity of their situation and initiate posting to Transition Centre (TC) for those with high risk or complex needs if applicable.
2. Access to My Transition Guide, My Transition Services App and Transition website
   1. The member should be aware that information related to their transition is available in My Transition Guide and My Transition Service App. My Transition Guide – Transitioning from Military to Civilian Life is available in hard copy, online, and in downloadable PDF version, in both official languages. The member should be aware that CAF and VAC information, including links to supporting mechanisms for transition/release and available benefits are now centralized to https://www.canada.ca/military-transition. My Transition Guide and My Transition Services App (Android and Apple) are available on the Transition Website.
3. Sign up for ‘MyVAC’ account
   1. The member should sign up to MyVAC account at the beginning of the transition/release process, in order to establish a formal connection with VAC and enable exploration and/or application for applicable VAC benefits and services, immediately and/or in the future.
4. Complete the Mandatory Transition 101 course through the Defence Learning Network Learning Management System (DLN LMS).
   1. All CAF Reg F and P Res who have completed their Basic Military Qualification (BMQ) or Basic Military Officer Qualification (BMOQ) training are required to complete the training prior to leaving the CAF and this module based training comprises essential information to support members transitioning. Personal DWAN account (forces.gc.ca) is required. All efforts to ensure access to DWAN account for those members who do not have a DWAN account should be taken. If all possible attempts were taken and the member still does not have a DWAN account, a waiver could be requested.
   2. It is essential to highlight to each member the importance to complete this training in order to have all the information required to assist their transition experience and receive all the benefits that are available to them.
   3. A Mandatory Transition 101 Waiver request should be directed to Director Transition Services and Policy (DTSP) and justified (e.g., medical reason). To request a waiver, forward an email to DTSP Positional Mailbox with all the information requested in the format provided at Appendix 2 of Annex A.
5. Attend local SCAN seminar, job/education fairs, career transition workshop
   1. The member should be informed that the BPSOs have SCAN material (e.g., SCAN seminars, Career Transition Workshop, individual counselling) available to them. Also, the SCAN seminar presentations are available online in the Transition website.
6. For medically releasing members, direct them to set up an appointment at the local Transition Centre
   1. Refer members to engage with Manulife for Canadian Armed Forces Long Term Disability (CAF LTD) benefits to ensure income replacement post release.
   2. If not already engaged, refer members to contact Canadian Armed Forces Vocational Rehabilitation Program (CAF VRP) to commence pre-release educational transition.
   3. Inform members to engage with VAC to determine medical and/or psychosocial rehabilitation requirements.
   4. If not already done so, ensure members are referred to a Nurse Case Manager for coordination of their medical care transition.
7. Complete release administration and out-clearance process
   1. Ensure that the member is aware of and is given an appropriate time to undertake the various release out-clearance appointments.
   2. Ensure that there are no outstanding Honours & Awards due to the member.
8. Initiate 30-day Protected Period prior to release date
   1. IAW Op TRANSITION, the 30 calendar days immediately preceding a member’s date of release will be protected time in order to permit the member, and their family, to complete tasks directly associated with Transition. Members are still required to report to their parent unit during this time, and the member’s CoC continues to exercise authority over the member, but the unit must ensure the member’s focus of activity during this 30-day period is solely related to their transition, not on tasks normally associated with regular unit operations and training.
9. Mandatory Depart with Dignity
   1.  Arrange for, and ensure the member receives a Depart-with-Dignity (DWD) ceremony as per CF Military Personnel Instruction Depart with Dignity 01/09.

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Appendix 2 to Annex A - Mandatory Enhanced Transition Training - Waiver Request

Ref: DAOD 5516-5, Learning Disability Accommodation during Recruiting, Training and Education

Requesting a waiver for CAF members who are unable to complete the Transition 101 course involves a formal process identified below.

1. Requests based on learning disabilities, which are non-conducive to completion of the Transition 101 course, must be accompanied by:
   1. A completed ‘Request for Accommodation for Learning Disability’, DND 4458 (as per Ref).
2. Requests based on health reasons must be accompanied by:
   1. A copy of Medical Employment Limitations (MELs); or
   2. A copy of Medical Disposition Note (formally known as a “Medical Chit”).
3. Other waiver requests (e.g. no access to forces.gc.ca account) may be submitted and will be reviewed by the DTSP, on a case by case basis.

Instructions for waiver request:

COs or designated officers are to submit all waiver requests, by email with PKI encryption, to the following email address: ++DTSP Waivers - Dispense DSPT@CMP DTSP@Ottawa-Hull. Acknowledgment of receipt will be within 5 business days.

Email Waiver Format:

Subject line: Transition 101 Waiver Request - Member’s Service Number (SN), rank, initials, last name

Body of e-mail:

1. Unit Name, Unit Identification Code (UIC), location;
2. Attached documents/s to substantiate waiver request;
3. Justification Statement: provide details why member is unable to complete the Transition 101 course; and
4. Additional Information: as required to support the waiver request.

Examples:

1. Transition 101 Waiver Request - 111 222 333, Sgt R.T. Bloggins
   
   1. CAF TG, 6962, TC Ottawa
   2. Attached Document/s: DND 4458
   3. Justification Statement: Member is unable to complete online training
   4. Additional Information: N/A
2. Transition 101 Waiver Request - 012 345 678, Capt A.B. Officer
   1. 14 Wing Greenwood, 0123, Wadmin
   2. Attached Document/s: Medical Disposition Note
   3. Justification Statement: Member is on bed rest and unable to complete the training prior to date of release
   4. Additional Information: N/A
3. Transition 101 Waiver Request - 987 654 321, Cpl R.E. Lease
   1. CFB Kingston, 0114, TC Kingston
   2. Attached Document/s: Confirmation of account closure
   3. Justification Statement: Member’s forces.gc.ca account has been shut down, so they cannot access the Transition 101 course through DLN Learn
   4. Additional Information: N/A

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