Directive for the Sexual Misconduct Incident Tracking System (SMITS)
February 2025
1243-1 (DGPCD)
References
- CDS Directive for the Termination of Operation HONOUR, 9 May 2022
- Directive on the Institutionalization of the Operation HONOUR Tracking and Analysis System (OPHTAS), 16 September 2019
- CANFORGEN 089/24 CPCC 012/24 191450Z JUN 24 (Accessible only on the National Defence network)
- DAOD 1002-3, Personal Information Management
- DAOD 1002-6, Disclosure of Personal Information
- DAOD 9005-1, Sexual Misconduct Response
Situation
- General. In accordance with the CDS Directive for the Termination of Operation HONOUR (Ref A), the Operation HONOUR Tracking and Analysis System (OPHTAS) transitioned to the Sexual Misconduct Incident Tracking System (SMITS). This Directive supersedes Ref B and provides revised guidance. While SMITS is an updated version of OPHTAS, the intent of the system, its function and the data collected remain the same as OPHTAS. All data that was recorded in OPHTAS has been migrated into SMITS.
- SMITS is a centralized system for units and organisations to record and track conduct deficiencies of a sexual nature, harassment of a sexual nature, and crimes of a sexual nature involving a CAF member as defined in Ref C, and formally reported to the chain of command (CoC). It serves as a central information source of conduct deficiencies of a sexual nature, harassment of a sexual nature, and crimes of a sexual nature in the CAF for the CoC. It also provides aggregated data reports to inform CAF and Department of National Defence (DND) leadership, the Government of Canada, and the public of the extent of sexual and gender-based violence in the CAF. This aggregated data for CAF and DND leadership will be used to affect systemic culture evolution to positively impact Defence Team members’ job experience while improving the response for affected persons/victims.
- Problem Definition. SMITS data must be accurate and up to date. All Level 1s (L1) must ensure that their subordinate L2/L3/L4 record all incidents formally reported to the unit/organisation’s CoC within 48 hours (two working days) and update cases as new information becomes available up to and including case closure.
Mission
- All conduct deficiencies of a sexual nature, harassment of a sexual nature, and crimes of a sexual nature formally reported to the CoC involving a CAF member as an affected person or as a respondent will be recorded and updated in SMITS to ensure the DND/CAF leadership has access to decision making data IOT inform the development of effective policies and programs.
Execution
- Intent. To ensure SMITS is the primary reliable source of information on sexual misconduct incidents formally reported to the CAF CoC.
- Responsibilities:
- CPCC:
- CPCC is the overall administrator of SMITS;
- CPCC has designated DGPCD as the SMITS Manager and assigned the overall responsibility for the system;
- CPCC is the final vetting authority to grant access to the SMITS based on L1 recommendation;
- CPCC, in cooperation with implicated L1s, will investigate any potential breaches of privacy or misuse of information; and
- CPCC, as the L0 SMITS administrator, is the sole release authority for SMITS data. Any access to information or privacy requests received should be forwarded to CPCC for consideration.
- All L1s: L1s are required through their L1 representatives and SMITS users to facilitate the use of the SMITS in accordance with Annexes A and B.
- CPCC:
- Coordinating Instructions:
- SMITS Guidelines. Detailed instructions on the operation of SMITS are available in the SMITS online user training;
- A SMITS administration guide (Accessible only on the National Defence network) is also available to assist users.
- SMITS is intended to maintain accurate awareness of instances of conduct deficiencies of a sexual nature, harassment of a sexual nature, and crimes of a sexual nature and their outcomes for the purposes of aggregate reporting and analysis. Tracking is to be done at an aggregate level and not at the individual level;
- The SMITS Field Form (PDF, 931 KB) (Accessible only on the National Defence network) is available when connectivity to SMITS is not available;
- In cases where a single respondent is involved with multiple incidents on separate occasions, each incident will be recorded separately in SMITS. Incidents in which a single respondent is involved in a single incident that affects more than one person will be recorded as a single case in SMITS;
- Incidents where the formally delegated CoC designates (i.e., that have formal powers to order an investigation) do not order an investigation to be conducted, or where the affected person does not want an investigation conducted, will still be required to be included in SMITS. These types of incidents are important for aggregate level reporting and program and policy development and review. Once a case is closed in SMITS, no personal information (affected person or respondent) will be available or searchable to users. L0 system administrators will be the only users able to see this information;
- Cases that ultimately prove to be unfounded are to be entered and updated in SMITS. These types of cases are important for aggregate level reporting and for policies and programs development and review. Individual SMITS case information shall not be used for any purpose other than recording, tracking, and updating for statistical purposes;
- The start date for the SMITS database is for incidents that occurred and were formally reported to the CoC starting on 1 April 2016. Incidents formally reported to the CoC on and after 1 April 2016 are to be included in SMITS, regardless of when the incident occurred;
- In accordance with ref D, the only personnel with access to SMITS cases are the SMITS users, designated CoC personnel, L1 OPIs, the DG PCD personnel responsible for SMITS operations, and the Director of Application Product Support and Delivery (DAPSD) personnel tasked with SMITS program development. SMITS uses a tiered access system: unit/organisation users can only see cases in their unit/organisation; L1 OPIs can only see cases in their L1; only DG PCD and DAPSD have access to the entire system. No other parties will be granted access to SMITS. All users with access to SMITS will sign a non-disclosure agreement to ensure adherence to the privacy safeguards in place;
- The proper use and storage of personal information recorded in SMITS is governed by the Privacy Act, DAOD 1002-6 and DAOD 6500-1. Any potential breaches of the Privacy Act will be referred to the appropriate authorities for investigation; and
- Under the Privacy Act, SMITS data can be used for research purposes. Researchers will not be authorized to have direct access to SMITS. Research requests to be directed in writing to the SMITS Manager and will be considered on a case-by-case basis.
- CPCC POCs:
- DG PCD, Marc Parent, Brigadier-General;
- DG PCD COS, Nick Torrington-Smith, Colonel;
- DG PCD PCDS Section Head, Rodney Dietzmann, Lieutenant-Colonel; and
- DG PCD PCDS Senior Staff Officer, Gregory Sabine-Pasley, Lieutenant-Commander.
J.P.R. Prévost
Lieutenant-General
Chief Professional Conduct and Culture
Annexes
Annex A – Administration Guidelines for L1 Organizations and L2/L3/L4 Chains of Command
Annex B – Information Management and Storage
Distribution List
- VCDS
- CDRNORAD/DCDRNORAD
- SJS DOS
- Comd RCN
- Comd CA
- Comd RCAF
- Comd MILPERSCOM
- Comd CJOC
- Comd CFINTCOM
- Comd CANSOFCOM
- Comd CPCC
- JAG
- CANMILREP NATO
- DComd JFC Naples
- ADM(DS)
- ADM(Pol)
- ADM(Mat)
- ADM(Fin)/CFO
- ADM(IE)
- ADM(HR-Civ)
- ADM(DRDC)
- ADM(RS)
- ADM(PA)
- DND/CFLA
- Corp Sec
Annex A
1243-1 (DGPCD)
January 2025
Administration Guidelines for L1s and L2/L3/L4 Chains of Command
- Privacy Act, R.S.C., 1985, c.P-21
- Privacy Impact Assessment (PIA); Operation HONOUR Tracking & Analysis System (OPHTAS), 8 September 2020 (NOTAL)
- Canadian Victims Bill of Rights (S.C. 2015, c.13, s.2)
- DAOD 2008-3, Issue and Crisis Management
- Tasks
- All L1s:
- All L1s are responsible for ensuring the proper administration of SMITS in all their subordinate organizations;
- L1s shall appoint a SMITS OPI to administer the program and designate L2 and lower SMITS OPIs as required;
- The minimum rank for SMITS OPIs is WO/PO1 for NCMs and Capt/Lt(N) for officers. Unit Human Resources Managers at the rank of Sgt/PO2 may also be appointed SMITS users. Civilian SMITS OPIs will be at an equivalent classification level; and
- All L1s, through their appointed SMITS OPIs, shall record in SMITS all incidents of conduct deficiencies of a sexual nature, harassment of a sexual nature, and crimes of a sexual nature involving a CAF member formally reported to the CoC within 48 hours (two working days) of an incident being reported.
- L2/L3/L4 CoC:
- The CoC will inform their designated unit/organisation SMITS OPI whenever a conduct deficiency of a sexual nature, harassment of a sexual nature, or crime of a sexual nature is formally reported to them and provide the information required to record the case in SMITS;
- All information concerning CAF members involved in conduct deficiencies of a sexual nature, harassment of a sexual nature, and crimes of a sexual nature must be documented in the SMITS as information becomes available;
- IAW the Privacy Act (Ref A), the Privacy Impact Assessment (PIA) (Ref B) for the system, and the Canadian Victims Bill of Rights (Ref C), no personal information from SMITS shall be provided to anyone who does not have authority to have access to that SMITS case;
- CoCs should seek legal advice prior to including case information involving CAF members who are minors;
- Access to SMITS data is intended to protect the privacy of all individuals whose data is entered in SMITS; and
- SMITS cases shall be updated by the SMITS OPIs as new information becomes available. CoC shall ensure all available information is entered into the case until the case is closed.
- The responsibilities of the L1 SMITS OPIs:
- Complete SMITS training;
- Ensure each subordinate L2/L3/L4 have sufficient designated SMITS OPIs;
- Conduct regular audits of L1 SMITS accounts;
- Request removal of SMITS access for OPIs who no longer need access to SMITS, or request creation of new SMITS accounts to CPCC DGPCD SMITS Manager;
- Investigate issues of noncompliance with SMITS guidelines and directions and taking actions to correct those issues;
- Conduct regular audits to ensure SMITS entries are completed correctly and are being updated in a timely manner;
- Remain current on SMITS changes and communicate this information to subordinate SMITS OPIs;
- Report SMITS issues to SMITS Manager (DGPCD);
- Complete SMITS statistical reports as requested by the L1; and
- Represent the L1 at SMITS working groups and meetings.
- The duties of L2 and below SMITS OPIs:
- Complete SMITS training;
- Enter all available case information into SMITS within 48 hours (two working days) of the case being formally reported to the CoC. Complete information does not have to be available before creating a case;
- For incidents in which a significant incident report (SIR) or a commander's critical information requirement (CCIR) is created; refer to Reference D and include the SIR or CCIR as an attachment in the SMITS case;
- Liaise with the reporting unit/organisation CoC to update missing case information;
- Update SMITS cases as soon as information is received;
- Follow up on cases to ensure that information is complete and that fields are populated before requesting case closure;
- Inform the L1 SMITS OPI of any problems or issues with SMITS; and
- Direct any ATIP requests or requests for personal information to the L0 SMITS Administrator through the L1 OPI.
- All L1s:
Annex B
1243-1 (DGPCD)
January 2025
Information Management and Storage
- Privacy Act, R.S.C., 1985, c.P-21
- Privacy Impact Assessment (PIA); Operation HONOUR Tracking & Analysis System (OPHTAS), 8 September 2020 (NOTAL)
- Canadian Victims Bill of Rights (S.C. 2015, c.13, s.2)
- Restraints:
- L1 or subordinate L2/L3/L4s are not authorized to opt out of using SMITS to record an incident of conduct deficiencies of a sexual nature, harassment of sexual nature, and crimes of a sexual nature formally reported to the CoC. Every incident formally reported to the CoC shall be recorded, updated and closed based on CoC actions;
- Individual SMITS case information shall not be used for any purpose other than incident recording, tracking, and updating for statistical purposes only;
- IAW the Privacy Act (Ref A), the Privacy Impact Assessment (PIA) (Ref B) for the system, and the Canadian Victims Bill of Rights (Ref C), no personal information from SMITS shall be provided to anyone who does not have authority to have access to that SMITS case; and
- SMITS users who generate aggregate reports using SMITS data shall not produce reports which allow individuals to be identified through the information in the report.