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8050-11 Exchanges

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

On this page

  1. Abbreviations
  2. Definitions
  3. Introduction
  4. Outbound International Exchange Program
  5. Inbound International Exchange Program

Application 

This instruction applies to all cadets and COATS members who are involved with international exchanges. 

Supersession 

Approval Authority

DComd CJCR Gp

Enquires

CJCR Gp HQ J5

References:

Source References

Related References

1. Abbreviations

Abbreviation Complete Word or Phrase
EO Escort Officer
MPRR Member Personnel Record Resume
PER Personnel Evaluation Report
CFTPO Canadian Forces Tasking Plans & Operations
MoU Memorandum of Understanding

2. Definitions

Escort Officer. Any Canadian Armed Forces (CAF) member that is employed to supervise cadets on an international exchange.

3. Introduction

3.1 The Department of National Defence DND/CAF conducts cadet international exchange programs with other foreign Cadet and Youth Organizations around the world. The CJCR Gp is committed to having cadets participate in international exchanges:

  1. to provide opportunities for selected cadets to experience another culture and other training programs related to sea, land, and air activities; and
  2. to foster goodwill and relationships between youth that share a common interest in the sea, land, or air activities of their Armed Forces.

4. Outbound International Exchange Program

Cadet Quota for International Exchanges

4.1 Canada will only engage with other countries where a minimum of three (3), and ideally four (4), cadets and one (1) EO can participate per exchange activity.

Escort Officer

4.2 Each exchange will have at least one, and maybe more, Canadian EOs, based on the number and gender of the cadets involved and the location of the exchange. Where this is not possible, Commander (Comd) CJCR Gp may delegate supervision, care and welfare of Canadian cadets to qualified foreign military adult members from the host country or a suitable third party country. A formal letter of agreement, signed by both parties, will allow the other country to directly supervise cadets looking out for their safety, good discipline, and well-being. If this delegation is exercised and a Canadian EO is not provided, parents or guardians shall be so informed. 

Cadet and Escort Officer Selection Prerequisites

4.3 Participating cadets and EOs must display the highest standard of deportment. Applicants must meet the following prerequisites:

Cadet Prerequisites

Exchange Age Training Program Rank Fitness Language Experience and Skills Other
Army Cadet Exchange

16 years old before the start of the exchange.

Note: Minimum or maximum age may differ depending on the exchange. This prerequisite will be confirmed in the yearly exchange directive.

Gold Star/Level 4/Phase 4 qualified.

Sgt/

PO2

Bronze CFAIP at the male/

female 16 year old standard.

Functional in English.

Good interpersonal skills.

6-8 week course.

Age requirements may differ depending on the hosting countries requirements.
Air Cadet Exchange N/A
Sea Cadet Exchange

Age requirements may differ depending on the hosting countries requirements.

Sweden exchange – Must be able to swim approximately 200 m unassisted.

United States – Must not have any participation limitations.
Air Cadet Exchange Staff Cadet Air Cadet Exchange Staff Cadet

Level 5 qualified.

WO2 or WO1

Escort officer prerequisites

Exchange Rank Experience and Skills Fitness / Medical Language Personal Administration Other
Army Cadet Exchange

Minimum Lt for EOs and Capt for OIC.

7 years as a CAF member.

Strong interpersonal and problem solving skills.

Experience working at a corps/squadron in a senior training or leadership position (CO, DCO/XO, Trg O).

Experience working at a CTC as a course officer or a senior leadership position.

Preferred – Experience working with the Cadet Program through RDAs or NDAs.

Be fit to conduct all activities during the exchange.

Valid medical.

Recommend: Bronze CFAIP at the male/female 16 year old standard and/or FORCE test.

Functional in English.

If more than one EO on the same exchange, one shall be fluent in French.

Valid CAF ID card (NDI 10 or 20) that will be valid for at least 3 months after return date.

Valid Canadian Passport or ability to attain one before the exchange. Passport must be valid for at least 6 months after return date.

Valid Police Records Check and Vulnerable Sector Screening.　

  
Air Cadet Exchange

Minimum Capt/Lt(N).

Be fit to conduct all activities during the exchange.

Valid medical.
Sea Cadet Exchange

Sweden exchange – Must be able to swim approximately
200 m unassisted.

4.4 All applicants must have the recommendation of their corps/squadron Commanding Officer (CO) and the Regional Cadet Support Unit (RCSU).

4.5 All cadets and EOs will be required to obtain a passport or be in possession of one which will be valid for at least six months after the exchange’s scheduled return date no later than 15 May, and must meet all entry requirements of the host country. Selected cadets and EOs may be reimbursed for the cost of a passport valid for five years and specifically obtained for this exchange, including photos, by submitting a CF 52 – General Allowance Claim, accompanied by all receipts, to their RCSU.

4.6 Cadets that are legal residents of Canada, but not Canadian citizens, may apply for exchanges. Cadets who are in possession of a "Canadian Travel Document" should be aware that not all countries recognize this document for entry into the host country. Such cadets are responsible for attaining and paying for any necessary visa or documentation that may be required for entry into the host country. Those cadets who have dual citizenship, will be required to travel with their Canadian Passport.

Application

4.7 Cadet and EO applications shall be submitted for national selection NLT 1 March of the exchange year.

4.8 Cadet applications shall be submitted through Fortress on or before deadlines established at each level of the CJCR Gp (HQ, RCSU, corps/squadron).

4.9 EO applications shall be submitted using DND 4530 – Application for Employment Nationally Directed Activities with copies of the following documentation, on or before deadlines established at each level of the CJCR Gp (HQ, RCSU, corps/squadron):

  1. MPRR (provided by the RCSU);
  2. any supporting documentation pertinent to the exchange such as resume, PERs, ASPEs, course reports, certificates, letters, and awards; and
  3. passport (copy of the personal information, endorsements and limitation pages) (if current).

Division of Responsibilities

4.10 The CJCR Gp HQ shall:

  1. through the J5 Staff, provide oversight and planning as follows:
    (1) develop and maintain international exchange policies (formation orders, directives, instructions),
    (2) develop and maintain agreements (MoUs, training agreements) with foreign cadet or youth organizations with which an international exchange program exists,
    (3) develop annual and long-term directives,
    (4) monitor the execution of the plan,
    (5) liaise with other foreign cadet or youth organizations for inbound and outbound exchanges and attend international association meetings,
    (6) allocate and manage billets, create, post and manage international exchange serials in Fortress,
    (7) be the point of contact with foreign cadet or youth organizations for international exchange planning issues and international liaison,
    (8) authorize, through the Deputy Chief of Staff – Training Operations, Plans and Development, in-year billet changes,
    (9) submit the Monthly travel plan for all exchanges. and
    (10) coordinate, where applicable, with the three Cadet Leagues; and
  2. through the CJCR Gp J4 Transportation Officer, book the international travels for outbound cadets and EO.

4.11 RCSU(C) shall provide the outbound International Exchange coordination as follows:

  1. provide the CJCR Gp HQ J5 staff input into the international exchange program production planning process through the RCSU(C) CO as requested;
  2. supervise and manage the conduct of the outbound international exchange program;
  3. assist in the communications between the various levels of staff and command;
  4. book international travel in consultation with CJCR Gp HQ J4 Transportation Officer;
  5. be the point of contact for any outbound international exchange coordination and delivery;
  6. develop and promulgate coordinating instructions and joining instructions to EOs and cadets;
  7. provide emergency operations support for Return To Unit (RTUs), medical issues, etc;
  8. select cadets and EOs;
  9. coordinate travel documents, international documents, medical information, visas, CFTPO, passports, clothing/uniform, transportation, claims and pay with external agencies and RCSUs;
  10. prepare and submit visit clearance requests with Director Foreign Liaison/Canadian Defense Liaison Staff;
  11. manage EO briefings and debriefings, financial advances, etc.;
  12. provide administrative details to host countries through CJCR Gp HQ J5 including travel, forms, names, contact information, etc.;
  13. coordinate domestic and international travel plans, enroute accommodations and rations with CJCR Gp HQ J4 and J4 RCSU;
  14. generate an After Action Report, Adult Staff Performance Evaluation for Escort Officers, and course reports for cadets;
  15. ensure that billets distributed by CJCR Gp HQ J5 are applied in a standardized and equitable fashion across the five Regions;
  16. coordinate DND 432 – Request for Accountable Advance of Public Funds and CF 52 – General Allowance Claim with RCSUs to cover legitimate expenses made by the EO for cadets for training bonuses and contingency funds. Exchanges departing from Ottawa will be managed by the RCSU(C) Exchange Coord with the Canadian Forces Support Unit (CFSU) Ottawa Fin Section which allows for them to be cleared/closed before the EO departs for home; and
  17. coordinate, where applicable, with the three Cadet Leagues.

4.12 RCSUs shall support the outbound International Exchange Program as follows:

  1. prioritize and nominate cadets;
  2. prioritize and nominate officers for EO positions;
  3. communicate promptly any withdrawals or personnel changes to the RCSU(C) Exchange Coord;
  4. ensuring that all authorized charges are made to the appropriate financial codes;
  5. RCSU J4 Movements Officer’s will be responsible for all domestic flight bookings in consultation with RCSU(C) Exchange Coord and CJCR Gp HQ J4 Transportation Officer;
  6. reimburse claims for immunizations or medications (e.g. Malaria pills) that are mandatory for travel to the host country;
  7. administer the pay for EOs;
  8. ensure EOs receive all necessary financial paperwork prior to departure from their region including:
    (1) CF 899 – Route Letter and Attendance Report – Class B for the employment period as EO, including domestic and international travel,
    (2) CF 898 – Route Letter and Attendance Report – Class A for attendance to the EOs briefing and pre-exchange tasks, and
    (3) DND 99 – Travel Order and Claim to cover legitimate expenses made by the EO for the employment period; and
  9.  upon request from RCSU(C), provide a DND 432 – Request for Accountable Advance of Public Funds and CF 52 – General Allowance Claim to cover legitimate expenses made by the EO for cadets for training bonuses and contingency funds.

4.13 Costs NOT eligible for reimbursement:

  1. postage or travel expenses associated with obtaining a passport;
  2. transport, accommodation and meals costs not associated with the official visit program;
  3. admission fees to sites, activities, tours and events not associated with the official visit program;
  4. personal expenses including gifts, souvenirs, toiletries, shoe polish, tips, dry cleaning, etc.;
  5. personal supplies and services; and
  6. local or long distance personal calls.

4.14 EOs may deposit their cash advance into their personal bank accounts or an account provided by DND/CAF, as directed, and draw funds, as necessary for their duty, from local automated teller machines. The bank fees for withdrawal of the advance may be claimed by EOs and reimbursed.

4.15 EOs will be responsible for:

  1. ensuring the safety and care of cadets under their supervision while on exchange;
  2. complying with and implementing applicable disciplinary policies where applicable;
  3. reporting weekly to RCSU(C) Officer In Charge (OIC) with updates and notifying them of any issues;
  4. completing an after action report at the end of each exchange and submit it to RCSU(C) OIC;
  5. management of finances (contingency fund and training bonuses); and
  6. administrating course reports for cadets and Adult Staff Performance Evaluation for EOs, as required.

Discipline

4.16 Cadets that participate in exchanges are representatives of the CCO and as such are expected to demonstrate a high degree of discipline. While on exchange cadets must continue to conform to the following policies:

  1. CATO 13-22, Smoking Policy;
  2. CATO 13-23, Drug and Alcohol Policy;
  3. CATO 13-24, Harassment Prevention and Resolution;
  4. CATO 15-22, Conduct and Discipline of Cadets; and
  5. CANCDTGEN 013/18 – Comd CJCR Gp Direction of Recreational Use and Possession of Cannabis within the CJCR Gp.

4.17 Corps/squadron COs and EOs shall brief and advise participating cadets on the above discipline related policies.

Return to Unit

4.18 The EO may request to RTU any cadet directly to the RCSU(C) OIC who is having a negative effect on the performance of the group or the reputation of Canada. No RTU action shall be initiated by the EO until authorization is received from RCSU(C). In the eventuality that an RTU of cadet is authorized, RCSU(C) Exchange Coord shall coordinate and administer all aspects of the RTU including transport back to Canada if the cadet is abroad. RCSU(C) shall communicate to CJCR Gp HQ and the cadet’s home RCSU that a cadet is being RTU’d.

Medical and Dental Care

4.19 DND/CAF will assume the costs of medical and dental care for cadets, in accordance with Canadian Forces Administrative Orders CFAO 34-45 and CFAO 35-4. Travel insurance for foreign emergency medical care and dental coverage will be provided to all cadets taking part in international exchanges, through Blue Cross, as described in CATO 16-05.

4.20 EOs shall be medically and dentally covered in accordance with QR&O 34.07/10.

4.21 The EO shall complete a DND 2299 – Report on Injuries or Exposure to Toxic Material – Cadet or Civilian Instructor for every injury or illness requiring care sustained by a cadet. A CF 98 – Report of Injury, Disease or Illness shall be completed for each injury or illness sustained by CAF members on the exchange. The documents shall be submitted to the Exchange Coord upon returning to Canada.

4.22 If a serious incident or injury occurs overseas, where a cadet requires medical treatment and/or hospitalization, the following communication sequence must be followed:

  1. EO to communicate with the RCSU(C) OIC with all details pertaining to incident, gravity of injury and medical treatment being applied or considered;
  2. the RCSU(C) OIC will inform RCSU(C) CO and J35 C Trg O of the incident, including plan regarding parental contact and immediate response to the incident;
  3. RCSU(C) CO is responsible for providing an update to CJCR Gp Comd and key staff;
  4. RCSU(C) OIC is responsible for production of a significant incident report to be rendered to CJCR Gp through RCSU(C) in accordance with CJRC Gp Order 1001-1; and
  5. Comd CJCR Gp is responsible to notify the leagues depending on the gravity of the incident.

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5. Inbound International Exchange Program

Division of Responsibilities

5.1 CJCR Gp HQ will support the inbound exchange program through the J5 staff and will:

  1. provide letters of invitation to attending countries;
  2. confirm the number of foreign billets in Canada;
  3. amend the exchange program as needed in relation to billets, dates, locations, etc.;
  4. provide attending countries with related administrative information and appropriate Joining Instructions; and
  5. assist in briefing EOs.

5.2 The inbound Air Cadet International Exchange will be coordinated and organized by a designated RCSU as directed by the CJCR Gp HQ, in coordination with the Air Cadet League of Canada. This responsibility will transfer between regions as directed by CJCR Gp HQ.

5.3 RCSU(A) will support the inbound international exchange program by coordinating, providing support, organizing citizenship activities, and delivering training for inbound foreign exchange cadets as follows:

  1. inbound foreign Sea Cadets at HMCS ACADIA Cadet Training Centre (CTC); and
  2. inbound foreign Army Cadets at Argonaut CTC.

5.4 RCSU(C) will support the inbound international exchange program by coordinating, providing support, organizing citizenship activities, and delivering training for inbound foreign Army Cadets at Connaught CTC.

5.5 RCSU(P) will support the inbound international exchange program by coordinating, providing support, organizing citizenship activities, and delivering training for inbound foreign Sea Cadets at HMCS QUADRA CTC.

5.6 RCSU(NW) will support the inbound international exchange program by coordinating, providing support, organizing citizenship activities, and delivering training for inbound foreign exchange cadets as follows:

  1. inbound foreign Army Cadets at Rocky Mountain CTC; and
  2. inbound foreign Army Cadets at Whitehorse CTC.

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