50-08 Cadet Training Center Performance Evaluation Procedures

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

Introduction

Date of Issue: 2025-07-22

Date of Last Modification: N/A

Application: This is an instruction that applies to members of the Canadian Armed Forces, Civilian Instructors and employees of the Department of National Defence employed at a Cadet Training Centre.

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: Cadets and Junior Canadian Rangers Group Deputy Chief of Staff Personnel

Enquiries: Cadets and Junior Canadian Rangers Group J1

1. Abbreviations

2. Definitions

Consistency.

The behaviour or the application of knowledge is demonstrated in a way that does not vary over time.

Complexity.

The relative level of difficulty/challenge associated with the job/duties compared to the typical level of difficulty for the job/duties/tasks normally expected at the member’s substantive rank level.

Guidance.

Guidance is either provided or not provided to the individual regarding how to complete the task or what behaviour is expected. This can include direct verbal direction or exist in any manner of DND publications such as QR&Os, DAODs, Command Orders and Instructions, other reference manuals.

3. Purpose

• 3.1 The purpose of this instruction is to clarify the intent and define the conditions and process for the Performance Evaluation processes within CJCR Gp for members serving at CTC.

4. Common Requirements

• 4.1 In accordance with CJCR Gp O 5059-3, Cadet Training Centre Performance Evaluations, all CTC staff will receive performance evaluations in the form of either an ASPE, Feedback Note, Letter of Performance or informal feedback session. The type of performance evaluation will depend on the type of member and their period of cumulative service at the CTC as outlined in CJCR Gp O 5059-3, Cadet Training Centre Performance Evaluations.
• 4.2 The following steps are common to all types of members and periods of service:

Step 1 - Initial Interview

• 4.3 An initial interview will be conducted between supervisors and subordinate staff members. At minimum, the following topics will be covered during the initial interview:
  1. a review of the Job Description/TOR, including critical tasks and expected results;
  2. required action items and expectations related to inclusive behaviours; and
  3. supervisor and member expectations for the CTC period.
• 4.4 The completion of the initial interview will be captured in a Feedback Note, except for those members who will be receiving a DND 4265, Cadet Training Centre Adult Staff Performance Evaluation as their form of Performance Evaluation.

Step 2 - Feedback Sessions

• 4.5 Periodic formal feedback sessions will be conducted throughout the reporting period. These sessions will allow members to review their work with their supervisors, understand their performance, and receive developmental coaching for growth and improvement opportunities.
• 4.6 The information received at feedback sessions should not come as a surprise to the member. Every effort will be made to ensure that the member receives appropriate feedback as events occur, prior to attending the feedback sessions.
• 4.7 A formal mid-period of service feedback session and a final feedback session are required for all staff members receiving a DND 4265, Cadet Training Centre Adult Staff Performance Evaluation.
• 4.8 Additional feedback sessions may occur as required or as directed by the CTC CO.

Step 3 – Final Performance Evaluation

• 4.9 At the conclusion of the member’s period of service, a final performance evaluation will be provided. This will be either an ASPE, Feedback Note, Letter of Performance or informal feedback session depending on the member type and period of service in accordance with CJCR Gp O 5059-3, Cadet Training Center Performance Evaluations.
• 4.10 Each final feedback type, and associated procedures, are described in the remainder of this Instruction.

5. DND 4265, Cadet Training Centre Adult Staff Performance Evaluation

Competencies, Facets and Behavioural Indicators

• 5.1 Competencies are used to illustrate the average and effective performance of an individual at a given rank level. Competencies are broken down into facets and behavioural indicators.
• 5.2 The DND 4265, Cadet Training Centre Adult Staff Performance Evaluation requires supervisors to assign staff members ratings based on their performance against the expected competencies at both the mid-period and final feedback sessions.
• 5.3 Competencies will be rated based on the behavioural indicators for the member’s substantive rank. For CIs, the behavioural indicators will normally be based on the rank of the position they held during the reporting period.

Competency Ratings

• 5.4 Competency ratings are assigned based on the observed performance during the reporting period. Ratings will reflect the member’s overall performance where it relates to the facets and behavioural indicators of a given competency at the appropriate rank level. Assigned ratings will factor in the consistency of demonstrated behaviours or application of knowledge, the complexity of the duty or task, and the level of guidance provided to the member.
• 5.5 For each competency rating, other than Ineffective and Extremely Effective, an “OR” statement is introduced. This allows for the recognition that someone may consistently be trying to demonstrate behaviour or apply knowledge at the next level of complexity, but is not quite there yet, and therefore requires guidance.
• 5.6 The description of each competency rating is as follows:

  Competency Rating	Description
  Ineffective (I)	Inconsistently demonstrates this behaviour/applies this knowledge in situations with extremely low complexity, despite guidance from others.
  Partially Effective (PE)	Inconsistently demonstrates this behaviour/applies this knowledge in situations with low complexity, without guidance from others. OR Consistently demonstrates this behaviour/applies this knowledge in situations with some complexity (e.g., typical of the job), with guidance from others.
  Effective (E)	Consistently demonstrates this behaviour/applies this knowledge in situations with some complexity (e.g., typical of the job), without guidance from others. OR Consistently demonstrates this behaviour/applies this knowledge in complex situations, with guidance from others.
  Highly Effective (HE)	Consistently demonstrates this behaviour/applies this knowledge in complex situations, without guidance from others. OR Consistently demonstrates this behaviour/applies this knowledge in extremely complex situations, with guidance from others.
  Extremely Effective (EE)	Consistently demonstrates this behaviour/applies this knowledge in extremely complex situations, without guidance from others. AND Provides guidance to others on how to demonstrate this behaviour/apply this knowledge in similar circumstances.

6. Feedback Notes

• 6.1 Performance feedback and data are collected throughout the reporting period in the form of Feedback Notes. They are a collection of observations or facts about member performance and work. Their goal is to document the full spectrum of the staff member’s behaviours, either positive or negative, during the reporting period which can be used to generate a final performance evaluation.
• 6.2 The form of a Feedback Note consists of an “Event Description” and an “Outcome.”
• 6.3 Supervisors will maintain Feedback Notes on their subordinate staff.
• 6.4 Feedback Notes will be recorded in writing. This can be completed in a variety of ways, including:
  1. DND 4710, Feedback Note;
  2. email;
  3. direct entry into Monitor Mass; and
  4. written document
• 6.5 Feedback Notes can be written by the supervisor and the staff member. Other staff members may also provide Feedback Notes to a member’s supervisor about that member’s performance.
• 6.6 Feedback Notes will be discussed with the member as soon as is practical. Informal feedback will be provided on an ongoing basis.
• 6.7 Supervisors of Reg F, P Res, and COATS members on fulltime Class “B” Reserve Service will ensure that formal Feedback Notes (DND 4710) are kept and forwarded to the member’s home unit supervisor for entry into Monitor Mass.

7. Letters of Performance

• 7.1 A Letter of Performance is a one- to two-page letter that provides:
  1. a description of the member’s duties;
  2. a summary of how the member performed;
  3. a recommendation for future periods of service at a CTC; and
  4. appreciation for their time and contributions during the reporting period.

8. Publication

Frequency of Publication

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

Errors/Omissions or Suggestions

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

9. References

Source References

• CJCR Gp O 5059-3, Cadet Training Centre Performance Evaluation
• DAOD 5059-0, Performance Appraisal of Canadian Forces Members
• Canadian Armed Forces Military Personnel Instruction 01/23 – Performance and Competency Evaluation (PaCE)

Forms

• DND 4265, Cadet Training Centre Adult Staff Performance Evaluation
• DND 4710, Feedback Note

The forms are in the Defence Forms Catalogue (you are now leaving Canada.ca, link only accessible through CCO Net and DWAN).