50-04 Component/Sub-Component Transfer to Cadet Organizations Administrative and Training Service Process

Introduction

Date of Issue: 2024-09-26

Date of Verification: N/A

Application: This is an instruction that applies to all Canadian Armed Forces members who are applying for a component or sub-component transfer to the Cadet Organizations Administration and Training Service.

Supersession: N/A

Approval Authority: This instruction is issued under the authority of the Commander Cadets and Junior Canadian Rangers Group.

Office of Primary Interest: Deputy Chief of Staff Personnel

Enquiries: Cadets and Junior Canadian Rangers Group Personnel Selection Officer

1. Abbreviations

2. Purpose

• 2.1 This CJCR Gp Instr sets out the procedures for CAF members completing a CT/SCT to COATS and supports CJCR Gp O 5520-9, Component Transfer to Cadet Organizations Administration and Training Service. The intent is to ensure a clear and seamless process across CJCR Gp and for all external stakeholders.

3. Component/Sub-Component Transfer Process

• 3.1 The CT/SCT process consists of 7 steps as follows:
  1. Step 1 – Identify potential applicant;
  2. Step 2 – Application;
  3. Step 3 – Application validation;
  4. Step 4 – Eligibility and suitability review;
  5. Step 5 – Enrolment and transfer process;
  6. Step 6 – Losing unit process; and
  7. Step 7 – Gaining unit process.

Step 1 - Identify Potential Applicant

• 3.2 An interested applicant must liaise directly with the cadet organization, such as a corps/squadron, RCSU or CJCR Gp HQ, they wish to work with indicating their interest in transferring to COATS.
• 3.3 The cadet organization will assist the applicant in identifying available positions within COATS and connect the applicant with the COATS Recruiting staff at the RCSU/CJCR Gp HQ, for file administration.

Step 2 - Application

• 3.4 COATS Recruiting staff will provide the applicant with a CT/SCT application package to complete and request the following documentation:
  1. DND 4748, Transfer to Cadet Organizations Administration and Training Service;
  2. Vulnerable Sector Check in accordance with CJCR Gp O 5010-0, Adult Screening;
  3. MPRR detailing current and valid medical and reliability clearance;
  4. proof of education, such as transcripts or inclusion on the MPRR;
  5. three references; and
  6. personnel file.

Step 3 - Application Validation

• 3.5 COATS Recruiting staff will validate applications by reviewing and confirming:
  1. all forms are received and complete;
  2. the applicant’s references are valid;
  3. age, experience, minimum medical standards, and education requirements are met;
  4. Vulnerable Sector Check is complete as per CJCR Gp Order 5010-0, Adult Screening; and
  5. the desired effective date of transfer.
• 3.6 Once application packages are complete, they are forwarded to the CJCR Gp PSO responsible for conducting the CT/SCT interview.

Step 4 – Eligibility and Suitability Review

• 3.7 Applicants must meet the eligibility requirements listed in CJCR Gp Order 5520-9, Component Transfer to Cadet Organizations Administration and Training Service. In accordance with Personnel Selection Directive 452, Cadet Organizations Administration Training Service (COATS) Assessment Process, a CJCR Gp PSO will:
  1. confirm applicant’s eligibility;
  2. complete personnel file review on applicant;
  3. return personnel file to losing unit or Release section;
  4. conduct reference checks;
  5. complete COATS interview;
  6. make determination on suitability;
  7. complete a letter of suitability; and
  8. send the letter of suitability to COATS Recruiting Staff to continue CT/SCT administration.

Step 5 – Enrolment and Transfer Process

• 3.8 COATS Recruiting staff will have the RCSU/CJCR Gp HQ CO provide final authorization for the transfer on the DND 4748, Transfer to Cadet Organizations Administration and Training Service, and will send the Enrolment or Transfer Posting message and required release documents to the Unit Records Support of the losing unit within seven days of the transfer date.

Step 6 – Losing Unit Process

• 3.9 The losing unit will:
  1. forward member’s pers file and all supporting documents to the gaining unit;
  2. forward the member’s medical, dental, and supply files to the gaining unit;
  3. complete all transfer processes in Guardian and the applicable pay system; and
  4. complete final transfer interview with the member and ensure unit clearance is complete.

Step 7 – Gaining Unit Process

• 3.10 The gaining unit will:
  1. determine Terms of Service;
  2. have member sign SOUs, if applicable;
  3. determine transfer entitlements;
  4. build new personnel file for applicant;
  5. forward medical, dental, and supply files to applicable departments;
  6. advise Director Personnel Management Secur 2 identifying component/sub-component transfer;
  7. advise Director General Defence Security of change in component/sub-component for member; and
  8. advise the member on when they may begin activities with the corps/squadron or unit.

Ineligible, Unsuitable or Unauthorized Applicants

• 3.11 Applicants who are not eligible, suitable or authorized for transfer will be notified and the CT/SCT file will be closed.

4. Publication

Frequency of Publication

• 4.1 A periodic review of CJCR Gp Instrs will be initiated every three years, or more frequently if necessary.

Errors/Omissions or Suggestions

• 4.2 Users of CJCR Gp Instrs are encouraged to identify any errors, omissions or suggested orders to the attention of CJCRPol-PolCRJC@forces.gc.ca.

5. References

Source References

• DAOD 2020-3, Cadet Organizations Administration and Training Service
• DAOD 5002-1, Enrolment
• DAOD 5002-3, Component and Sub-Component Transfer
• DAOD 5019-4, Remedial Measures
• CF Mil Pers Instr 03/08, Canadian Forces Component Transfer and Component Transfer Career Programs (link accessible only on the DWAN)
• CANFORGEN 160/09 CMP 069/09, Change to Name and Composition of the CIC Reserve Force Sub-Component (link accessible only on the DWAN)
• CANFORGEN 033/10, Creation of Two COATS MOSIDs – General Service Off and NCM (link accessible only on the DWAN)
• CANFORGEN 049/18, CDS Directive: Canadian Armed Forces Command and Control (C2) of the Canadian Cadet Organizations and the Cadet Organizations Administration and Training Service Reserve Force Sub-Component (link accessible only on the DWAN)
• CANFORGEN 010/19, Component Transfer to Cadet Organizations Administration and Training Service (COATS) Service to Age 65 (link accessible only on the DWAN)
• CANFORGEN 165/21, COATS Enrolment Entry Standards for Component Transfer (link accessible only on the DWAN)
• CJCR Gp O 5520-9, Component Transfer to Cadet Organizations Administration and Training Service
• A-MD-154-000/FP-000, Canadian Armed Forces Medical Standards
• Chief of the Defence Staff Directive: CAF Command and Control of the Canadian Cadet Organizations and the Cadet Organizations Administration and Training Service Reserve Force Sub-Component (link accessible only on the DWAN)
• Canadian Forces Manual of Military Employment Structure: Job Based Specifications (link accessible only on the DWAN)

Related References

• CJCR Gp O 5001-0, Supervision of Cadets
• CJCR Gp O 5010-0, Adult Screening
• CJCR Gp O 5511-1, Promotion Policy
• CJCR Gp O 5520-0, Reserve Service Opportunities
• CJCR Gp O 5520-10, Specific Annuitant Exception

Forms

• Defence Forms Catalogue (you are now leaving Canada.ca, link only accessible through CCO Net and DWAN) and titled DND 4748, Transfer to Cadet Organizations Administration and Training Service