50-05 Adult Screening Process

Cadets and Junior Canadian Rangers Group Instruction (CJCR Gp Inst)

Introduction

Date of Issue: 2025-08-25

Date of Last Modification: N/A

Application: This is an instruction that applies to members of the Canadian Armed Forces, and a directive that applies to Department of National Defence employees employed in the Cadets and Junior Canadian Rangers Group and to civilian instructors and volunteers who provide support to the Sea, Army, and Air Cadet Programs.

Supersession: N/A

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

Officer of Primary Interest: Deputy Chief of Staff - Personnel

Enquiries: Cadets and Junior Canadian Rangers Group J1

1. Abbreviations

2. Definitions

Civilian Instructor.

See QR (Cadets), section 1.02.

CJCR Gp Volunteer.

See QR (Cadets), section 1.02. Supplemented by the following: the term volunteer applies to a CAF member when not on paid duty, or a CI when not receiving pay; a volunteer is authorized by a corps/squadron, CTC or RCSU CO; and a volunteer is screened by the CJCR Gp.

Vulnerable Sector Screening.

The VSS permits the disclosure of conviction records for sexual offences listed under Schedule 1 of the Criminal Records Act in respect of which a record suspension has been granted (Art 4(3)). Such records may be provided to an organization if an individual working for that organization has a position of authority or trust relative to children or vulnerable persons. A VSS automatically includes a police record check.

3. Adult Screening Process

• 3.1 The screening process includes the following steps:

  Step	Activity
  1	Application
  2	Initial interview
  3	Reference checks
  4	VSS
  5	Approval
  6	Final Interview

• 3.2 Steps 3 and 4 can be conducted concurrently.

Screening Renewals

• 3.3 When it is identified that a CAF member, CI, or CJCR Gp Volunteer must renew their screening, the corps/squadron CO or the employing authority will advise the individual of the requirement to obtain a new screening.
• 3.4 In the case of a renewal, only Step 4 and 5 must be repeated. The remaining steps are optional depending on the needs and the situation, at the discretion of the approving authority.

Step 1 – Application

• 3.5 Corps/squadron COs or the RCSU/CJCR Gp HQ J1 Admin Section will initiate a screening for CIs, Reg F/P Res Members, CJCR Gp Volunteers with the Adult Screening Application. COATS members will complete their initial screening during the enrollment process.
• 3.6 New applicants will complete the Adult Screening Application, and return it to the corps/squadron CO or RCSU/CJCR Gp HQ.
• 3.7 Corps/squadron COs or the RCSU/CJCR Gp HQ will review the application and arrange for an initial interview.
• 3.8 As part of a component transfer/sub-component transfer to COATS, CAF members will be advised of the requirement to complete the screening process and will be given direction on obtaining a VSS.

Step 2 – Initial Interview

• 3.9 The corps/squadron CO or RCSU/CJCR Gp HQ J1 Admin Section will conduct the interview to discuss the purpose of the screening process including the requirement to obtain a VSS, any requirements for the applicant’s role, and the applicant’s rights and obligations as per the appropriate code of conduct found in CJCR Gp O 5019-6, Codes of Conduct.
• 3.10 Following the initial interview, the application form with the corps/squadron CO or RCSU/CJCR Gp HQ’s recommendation is forwarded to RCSU J1/CJCR Gp HQ Admin O.
• 3.11 Applicants deemed unsuitable during the initial interview will be notified immediately. Corps/squadron COs or RCSU/CJCR Gp HQ will notify RCSU J1/CJCR Gp HQ Admin O of the unsuitable determination for record keeping.

Step 3 – Reference Checks

• 3.12 Once the completed Adult Screening Application is received, the RCSU J1/CJCR Gp HQ Admin O will conduct all reference checks and ensure the results are recorded on the application form.

Step 4 – VSS

• 3.13 The VSS will be obtained in accordance with applicable provincial/territorial laws and the Privacy Act. Applicants will be provided a letter to support their VSS request which they can take to their local police service, or online police service where available, or applicants will be informed of the appropriate process if their RCSU has a centralized arrangement with a local police service. A template for the request letter can be found at Annex A, VSS Request Letter Template.
• 3.14 The original VSS will be given to the corps/squadron CO or RCSU/CJCR Gp HQ who will forward it to RCSU J1/CJCR Gp HQ Admin O for record keeping.
• 3.15 A VSS with no incidents noted will be recorded at RCSU/CJCR Gp HQ. Should adverse information be revealed, see Section 4 below.

Step 5 – Approval

• 3.16 The approving authority will review the previous steps to determine if the screening will or will not be approved. The decision to approve a screening should be made if the:
  1. initial interview is satisfactory;
  2. reference checks provided favourable information and experiences with the applicant; and
  3. VSS returned with a favourable result.
• 3.17 If one or more of the previous steps do not provide a satisfactory result, the screening process may be discontinued.
• 3.18 In the case of a renewal the approving authority will review the VSS and completed Adult Screening Application to determine if a screening will be approved. The applicant will be notified of the results, as a final interview is not required.

Step 6 – Final Interview

• 3.19 The corps/squadron CO or RCSU/CJCR Gp HQ J1 Admin Section will conduct the final interview to provide an opportunity for additional feedback and questions. They will inform the RCSU J1/CJCR Gp HQ Admin O and recommend the approval of the screening within 14 calendar days after the final interview. RCSU J1/CJCR Gp HQ Admin O will ensure appropriate record keeping and data entry are actioned.

4. Adverse Information on Police Checks

• 4.1 For cases where a Police Record Check or VSS reveals any information in relation to the exploitation of vulnerable persons or to any of the offenses listed at Schedule 1 of the Criminal Records Act, the RCSU/CJCR Gp HQ will render an automatic “unsuitable” decision. The RCSU/CJCR Gp HQ will terminate the screening process, record the information, and advise the applicant that they were deemed unsuitable.
• 4.2 In all other cases, the applicant will be given an opportunity to explain the circumstances related to the information in the Police Record Check. The RCSU/CJCR Gp HQ will forward the file to the DComd CJCR Gp through the CJCR Gp J1 to determine if the applicant is suitable to support the Cadet Program. The file will include a copy of the Police Record Check and VSS, the applicant’s representation, and the RCSU/CJCR Gp HQ CO’s recommendation.
• 4.3 CAF members whose Police Record Check or VSS reveals offences that are listed in Schedule 1 of the Criminal Records Act will be subject to an administrative review in accordance with DAOD 5019-2, Administrative Review.

5. Publication

Frequency of Publication

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

Errors/Omissions or Suggestions

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

6. References

Source References

• QR (Cadets), section 1.02, Definitions
• CJCR Gp O 5010-0, Adult Screening

Related References

• Privacy Act
• CJCR Gp O 5019-6, Codes of Conduct

Annexes

Annex A

• VSS Request letter template

Form

• Adult Screening Application