Air Cadet League of Canada

1
Air Cadet League of Canada

• Registration and Screening Procedures for
  Squadron Sponsoring Committees

2
Legal Foundation

• Three Supreme Court decisions impact our program
• Myers v. Peel County Board of Education
• K.L.B. v. British Columbia
• John Doe v. Bennett

• It is through these cases that the Supreme Court
  of Canada has identified the increase test for
  the level of care owed as that of a careful
  parent as opposed to the standard test of a
  reasonable person.

3
The Memorandum of Understanding

• An agreement signed by the three Leagues and the
  Department of National Defense
• Section 5.2.3 addresses the use of volunteers
• Only volunteers who have been screened and
  approved in accordance with the process agreed
  upon by DND and the League can participate in
  activities defined as cadet duty.

4
What is Cadet Duty

• According to the MOU
• Includes participation in or attendance at an
  authorized cadet activity or period of
  instruction.
• Proceeding to and returning from the place where
  a cadet duty or period of instruction is
  performed.

• In simple terms
• Once a cadet has arrived at the local
  headquarters, or at the site of the training
  activity, he or she is on cadet duty.
• While on duty, a cadet is under the supervision
  of a CIC or CI.

5
Who Has to be Registered and Screened?

• Anyone who wishes to volunteer with the Squadron
  Sponsoring Committee or with the Squadron staff
  must be registered and screened.

• This includes
• SSC members
• Volunteer drivers
• Canteen staff
• Volunteer instructors, office assistants, supply
  assistants etc.

6
Who Does NOT Have to be Registered and Screened?

• DND will complete the Enhanced Reliability Check
  on all CIC officers and Civilian Instructors.
• Members of the Regular Force or Primary Reserve
  may volunteer their services without being
  Registered and Screened, although they will have
  to complete the Volunteer Agreement (Annex A,
  CATO 23-07).

7
Local Responsibilities

• The SSC will
• Identify and conduct screening of potential
  volunteers.
• Submit completed screening process results to
  provincial league.
• Provide list of approved volunteers to squadron
  CO.
• Identify and deliver league required training.
• Ensure authorized use of volunteers in accordance
  with national policies

• The CO will
• Identify requirements for volunteers to SSC.
• Identify and deliver DND required training.
• Ensure authorized use of volunteers in accordance
  with national policies (CATO 23-07).

8
Provincial/Regional Responsibilities

• The Provincial
• Committee will
• Verify screening results and forward documents to
  national office.
• Issue cards to registered volunteers.
• Ensure use of volunteers in accordance with
  national policies

• The DND will
• Collaborate in the implementation of national
  volunteer policies.
• Ensure authorized use of volunteers in accordance
  with national policies.

9
National Responsibilities

• The ACL will
• Participate in the development of volunteer
  management and screening policies with DND.
• Review screening results and advise the
  provincial committee of any issues.

• The DND will
• Participate in the development of volunteer
  management and screening policies with the League.

10
The Registration and Screening Process
Initial Meeting
Interview
Registration Package
SSC Recommendation
Police Record Check
Reference Checks
Provincial Confirmation
National Database
Issue Card
11
The Initial Meeting

• Welcome potential volunteers to squadron or
  sponsoring committee.
• Provide overview of the role of the volunteer.
• Provide overview of the Registration and
  Screening Program, and explain why it is
  necessary.
• Identify areas of interest for the volunteer.
• Try not to overwhelm them on their first visit!

12
The Registration Package

• Use Annex B in package.
• Can be completed with help of SSC rep.
• Use N/A rather than leave blanks.
• Ask for photo ID (license, health card, passport
  etc. Record the information in Box 30 of the
  form.
• Review statement on last page, make sure
  volunteer understands before he/she signs the
  form.

13
The Interview

• Use Candidate Interview Form
• Two interviewers who are registered and screened.
  One can be the CO or designate.
• Use guide questions to start.
• Ask additional probing questions if necessary.
• Give candidate the opportunity for closing
  statement.

14
The Reference Check

• Use Reference Check Form in the package.
• Carried out by one of the interview team.
• Identify yourself, explain why you are checking.

15
Police Record Check

• SSC Chair fills out Annex D1.
• Candidate fills out Annex D2.
• Do not change the wording although you can use
  squadron letterhead.
• Who pays is local decision.
• Military may cover costs (process still being
  resolved).

16
The Recommendation

• Made by SSC in consultation with CO if
  appropriate.
• Advise candidate. Remind the candidate that
  recommendation is tentative until approved at
  provincial and confirmed at national level.
• Send forms to PC coordinator.
• PC coordinator will confirm with national office.
• PC will issue card once national confirms.

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Forward to Provincial Office

• SSC will
• Review forms for completeness.
• Send all required forms to provincial office
  (refer to manual for exact list).

• Provincial Coordinator will
• Check forms.
• Forward information to national office.
• Issue card to successful applicants.

18
At the National Office

• Upload information from provincial office.
• Check that the candidate has not been turned down
  by other jurisdictions.
• If candidate has been turned down, advise
  provincial office that further checks are
  required.
• Generate list of volunteers who require renewal
  forms on a timely basis.

19
FAQ

• Wont all of this paperwork and checking of
  personal records scare candidates away?

• This process is similar to those used in other
  youth groups.
• People who are accustomed to working with youth
  will expect this type of scrutiny.
• If candidate has not worked with youth groups
  before, we need to educate them about these
  requirements.
• If certain candidates are scared away, that might
  be a good thing!

20
FAQ

• I am going to be the SSC Treasurer. Do I need to
  have a credit check?

• At this point in time, it is a local decision.
• The ACL is investigating the possibility of
  bonding all of its SSCs to help protect squadron
  resources.

21
FAQ

• Do I have to sign the Volunteer Agreement form
  from CATO 23-07?

• It is a voluntary decision.
• We recommend it so that we can give the CO the
  largest pool of candidates.
• Doesnt mean that you will be asked by the CO to
  be a volunteerthat is his/her decision.
• Provides additional coverage as a Servant of the
  Crown in the event of a lawsuit.

22
FAQ

• What if something shows up on the Police Record
  Check?

• Depends on the nature of the offense and when it
  took place.
• Candidate should be given option to explain. If
  he/she chooses not to, that could influence your
  decision.
• Include information provided by candidate when
  you send forms in to provincial office.
• Err on the side of caution.

23
FAQ

• Who pays for the cost of the PRC?

• Some police agencies will do it for free.
• Individual pays unless the SSC decides to cover
  the cost it is a local decision.
• League is working with DND to come up with a
  procedure to do the PRC or cover the costs.

24
FAQ

• What documents are kept at the local headquarters?

• Page 1 of the Registration Package/
• Original of the volunteer agreement (Annex A,
  CATO 23-07)
• All other documents for all candidates
  (recommended or not) are sent to provincial
  committee office.

25
FAQ

• Why are all documents sent to the provincial
  office? Why are they kept for so long?

• Provincial Committee is tasked to store the
  documents.
• Documents may need to be retrieved many years
  down the road in the event of an allegation of
  abuse.

26
FAQ

• Can documents be stored electronically (scanned
  and saved on a CD)?

• Possibly we are seeking a legal opinion.
• All documents, including notes taken by interview
  team and during reference checks would have to be
  saved electronically.
• More information to follow.

27
FAQ

• I am a registered member at the provincial /
  national level. I do not expect to be alone with
  cadets. Do I need to be registered and screened?

• All members will be registered and screened to
  the same level. Current provincial and national
  members should be registered and screened. They
  will simply renew their registration using the
  renewal form.
• Provincial / national members may not need to
  sign the Volunteer Agreement (CATO 23-07) unless
  they are working with a squadron.

28
FAQ

• Do League members who are currently registered
  and screened without a PRC need to go through the
  entire process?

• No!
• We are hoping that all currently registered
  League members will be grandfathered until the
  end of their fifth year. They will then complete
  a standard Renewal Form.
• If that is not acceptable to DND, then the
  individual will have to complete a Renewal Form
  and get a current PRC.

29
FAQ

• Will current volunteers with the squadron have to
  go through the entire process?

• Yes, if they have not had any form of screening
  done by the military.
• Current volunteers that have been screened by the
  military (including a PRC) will provide their
  information on the Renewal Form.

30
FAQ

• Where can I get more information on the use of
  volunteers and the Registration and Screening
  Process?

• Check with your Provincial Registration and
  Screening Coordinator.
• The Air Cadet League website (www.aircadetleague.c
  om)
• The Cadet Canada website (www.cadets.ca)
• The provincial committee website.

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