REGIONAL CADET SUPPORT UNIT (NORTHWEST)

DEPART WITH DIGNITY

STANDARD OPERATING PROCEDURE

16 MAY 2014

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100. APPLICATION OF STANDARD OPERATING PROCEDURE

1. This Standard Operating Procedure (SOP) has been compiled to provide essential information regarding all aspects of a Depart With Dignity (DWD) event within Regional Cadet Support Unit (Northwest) (RCSU (NW)). Nothing set forth in this document is to be interpreted as taking precedence over any statutory publications. This document will provide direction to RCSU (NW) personnel with basic policies and procedures on the:

a. RCSU (NW):

(1) organization and implementation of the administrative requirements for DWD.

b. DCO:

(1) appointment of Retirement Function Coordinator (RFC) for Class B / Regular Force pers; and

(2) coordination of administrative procedures.

c. ACO:

(1) recommend appointment of RFC by Elemental OIC to coordinate DWD for Class A pers; and

(2) liasie with Corps and RCSU (NW) staff on implementation of DWD.

d. Member:

(1) communicate with RCSU staff about departure from the CF.

e. Chief Clerk/delegate:

(1) prepare members release and order release certificate and pin;

(2) request letters from Prime Minister, Provincial Premier and the Mayor of the City in which the member resides for recognition of service;

(3) order flag (if entitled) and forward to RFC to be flown;

(4) produce flag certificate once flown; and

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(5) coordinate delivery of above letters and certificates to the RFC.

f. Retirement Function Coordinator (RFC):

(1) draft message announcing details of retirement/DWD;

(2) if retiring member is entitled to a flag, arrange for the flag to be flown at a location requested by the member; and

(3) if a function is desired, plan the function at the members requested location.

2. The intent of the DWD program is to formalize the process and to ensure that all CF members are given the appropriate recognition upon completion of military service. The aim of this SOP is to establish a formalized procedure that will ensure the consistency and dignity of every retirement function.

3. A list of applicable references is found at Annex A. Common sense, sound judgement, and personal expertise should be taken into account in all decisions to ensure that the activities occur with the members wishes as the primary concern.

4. The CO RCSU (NW) or their designate must approve any proposed change to these procedures.

101. AMENDMENTS

1. Amendments to these SOPs will be distributed as required by CO RCSU (NW) or their designate. Suggestions for amendments are invited and should be sent in writing to northwestadmin@forces.gc.ca.

102. DEFINITIONS

1. For clarification between documentation used in the Cadet Program, a list of definitions is provided as follows:

a. CDS: Chief of Defence Staff;

b. CAF: Canadian Armed Forces;

c. CMP: Chief Military Personnel;

d. COATS: Cadet Organization Administrative and Training Service;

e. DWD: Depart with Dignity;

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f. Locality: The city, town, or small district that the corps is located in;

g. Local Area: A location within three hours or 300 km of the corps;

h. Member: Applies to Officers and NCMs of the CF; and

i. NCM: Non-Commissioned Member.

103. PERSONNEL

1. This SOP applies to all Officers and NCMs of RCSU (NW).

104. ROLES AND RESPONSIBILITIES

1. See page 1.

105. GENERAL

1. The DWD program applies to all members who have completed Basic Training and are being honourably released from the CAF.

2. Under normal circumstances, releasing members will only be given one DWD ceremony at the end of their CAF service. There may be circumstances, as per the example identified in CF MIL PERS INSTR 01/09 Depart With Dignity.

3. The minimum DWD ceremony standard is that the Certificate of Service be presented by a serving member of equal or greater rank than the Releasing Member.

4. Presentations and Certificates:

a. RFC to coordinate with Chief Clerk/delegate for a timely delivery of certificates and letters, and with the Master of Ceremonies for presentations as follows:

(1) As a minimum, the Certificate of Service and Enviromental Certificate from the approriate command must be presented in a suitable manner;

(2) Upon release, significant and meaningful presentations may be available for the member at the Federal, Provincial and Municpal level;

(3) Presentations should be considered for the significant person(s) (spouse/partner) attending who has/have

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supported the members career (flowers/gift certificate/donation in members name);

(4) Presentations/Letters from Environmental, Branch, and other organizations to which the member belongs;

(5) The Canadian Flag. Effective 1 August 2008, all honourably releasing CAF members, with at least 25 years service, are eligible for a presentation of a Canadian Flag which has been flown at the members unit/base or Wing in recognition of their lengthy service. RFC to confirm with member their desire for the flag and request from Chief Clerk RCSU (NW) as applicable. This is a one time, one of, presentation. If member has received a flag previously, it can not be requested again;

(6) Parliament Hill Canadian Flag. The Canadian Flag initiative and presentation does not preclude requesting a Canadian Flag flown from the Peace Tower or East/West block. CAF members with 35 years service will no longer receive priority placement on the waiting list (wait times are currently 20 years for Peace Tower and 11 years for East/West block); and

(7) Legion Membership. The Royal Canadian Legion has graciously opened their doors to all honourably releasing CAF members by granting them a Member-At-Large membership, which will give the member full access to any Legion facility for one year. Once the Legion receives the membership application from the member, the Legion will forward to the member a Legion Pin and Legion Magazine. Reservists require a minimum of one year military service to be eligible. The Chief Clerk/delegate is responsible for completing and printing the legion scroll/welcoming letter for presentation.

b. Frames:

(1) RCSU (NW) may utilize public funds to frame two certificates under DFPP 7356-7-22(DFPP 2) 16 May 02, including the Certificate of Service and one other;

(2) A Shadow Box may be considered. Shadow Boxes have been designed or purchased by some units specifically for presenting memorabilia such as medals, honours and

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awards, undress ribbons, badges, and if entitled, a Canadian Flag;

Although there is no official method for folding the National Flag for presentation purposes, a suggested method is found at http://cfsuo.mil.ca/ndhq_cwo/docs/fold_Flag_e.doc; and

(3) The purchase of shadow boxes and like mementos are not obligatory. If it is decided to procure such items, they shall be funded through non-public, unit funds, or collection.

106. ADMINISTRATION

1. Process:

a. member conveys their intent to release;

b. The respective Pers Sp Clerk does a staff check and begins the release process including the ordering of the release certificate and pin;

c. A release interview is conducted at which time the member is asked if they would like a DWD;

d. Upon notification of the release and if the member wishes a DWD, then an appropriate RFC is appointed by the following to plan the retirement function;

(1) DCO retiring Class B or Reg F pers; and

(2) Elemental OIC retiring Class A pers.

e. RFC to confirm the retiring members preference regarding either a formal or informal ceremony;

f. The Chief Clerk/Delegate begins the DWD administrative process to include the following:

(1) request letters from the Prime Minister, Provincial Premier and the Mayor of the City in which the member resides;

(2) request the Branch Certificate of the members respective branch;

(3) order the Canadian Flag and give it to the RFC so it may be flown in the location requested by the member;

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(4) produce the Flag Certificate once the flag has been flown;

(5) produce the Regional Cadet Support Unit (Northwest) Certificate of Service; and

(6) produce the Legion Scroll, Legion Welcoming Letter and Legion Application.

107. THE CEREMONY

1. Organization:

a. When organizing a retirement ceremony, it is important to not only recognize the significance of the member, but their families as well. The ceremony is as much for family and friends as it is for the retiring member; and

b. The aim is to convey to all in attendance, the esteem with which their friends, the service, and their country hold the member. To accomplish this, organizers must ensure that the ceremony is: first and foremost, dignified; has the appropriate degree of military pomp, pagentry and humour; and accurately conveys the significance of the members career to all in attendance.

2. Messes:

Where possible the retirement function should be held in the appropriate Mess.

3. Communications:

a. once details are known, the distribution of the retirement message/announcement should take into consideration the members broader work life and should include as many friends and colleagues as possible. The RFC should request a distribution list from the retiring member; and

b. the RFC is to send the announcement message as per the example provided at Annex B.

4. Planning:

a. the focus throughout the ceremony must be centered on the member and their family, ensuring that appreciation and support for the members voluntary military service to Canada is reflected;

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b. early in the planning stages, the RFC may discuss the event with the spouse or other significant person of the releasing member to take into account any special considerations that the family may have. They may provide pictures for a photo album, anecdotes for the Master of Ceremonies, or they may even wish to make a presentation themselves;

c. whether the ceremony is formal or informal, it is imperative that the event be conducted with dignity and sincerity. The RFC should consider the following when making preliminary arrangements:

(1) Master of Ceremonies (MC): the early selection of an appropriate MC is critical to the success of the event. The MC should be comfortable speaking in public and have knowledge of the members career and family (Annex C sample Members Biography);

(2) Presenter: the presenter of the Certificate of Service should be of equal or greater rank than the releasing member and should preferably be their Commanding Officer;

(3) Program: written copies of the order of events should be available for participants to review as necessary (see Annex D). An attractive souvenir program may be prepared;

(4) Mess/Establishment Support: the mess/establishment should be consulted regarding provision of:

(a) microphones;

(b) speaking podiums;

(c) stage/floor layout; and

(d) other special equipment.

Note: always follow-up and make sure all items are in place and in good working order prior to the commencement of the ceremony.

5. Miscellaneous items:

a. arrangements could be made to videotape the ceremony or to conduct a reminiscent slide presentation. The videotape, and/or slide presentation make a meaningful keepsake presentation to the Releasing Member and family. Funding shall be through non-public unit funds or collection;

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b. proper planning in the layout of the room will ensure success of the ceremony. As with any reward or recognition program, sincerity is key. Nothing should be included if there is a possibility that it could embarrass the guest of honour or family;

c. within the parameters of the DWD program, ceremonies may vary both in scope and detail. Regardless, ceremonies, whether formal or informal, should be dignified and memorable. RFCs are encouraged to plan carefully, seek assistance and speak to those with previous RFC experience to ensure the success of this significant event in the members military career; and

d. A DWD checklist is provided at Annex E.

ANNEX A to RCSU (NW) DWD SOP 16 May 14

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DWD SOP REFERENCES

1. This SOP is governed at all times by procedures/polices as established by DND, including, but not limited to:

a. CANFORGEN 100/00 ADM(Hr-Mil) 061 161430Z Aug 00 (SPHL);

b. MARGEN 019-08 CMS 038-08 211257Z May 08 (Navy Enviromental Certificate);

c. CANFORGEN 105/03 CAS 049 131300Z Aug 03 (Air Force Enviromental Certificate);

d. CANFORGEN 122/04 CAS 059 151827Z Sep 04 (Air Force Update);

e. CANFORGEN 009/04 CLS 003/04 221450Z Jan 04 (Army Enviromental Certificate);

f. CANFORGEN 172/05 CLS 022/05 091414Z Nov 05 (Army Update)

g. CANFORGEN 144/08 CMP 058/08 051318Z Aug 08; and

h. CF MIL PERS INSTR 01/09 Depart With Dignity issued 16 Jan 09.

ANNEX B to RCSU (NW) DWD SOP 16 May 14

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SAMPLE DWD ANNOUNCEMENT MESSAGE

16 January 2009

DISTRIBUTION LIST: AIG 1704 AND 1705 (ALL BASES, STATIONS COMMANDS AND SHIPS)

SUBJECT: NAME OF RETIRING MEMBER (RANK, NAME, MOSID)

5. YEARS OF SERVICE AND DATE OF RETIREMENT.

2. BRIEF OVERVIEW OF MEMBERS MILITARY HISTORY AND CONTRIBUTIONS TO THE MILITARY.

3. NAME OF SPOUSE AND CHILDREN (IF APPL); MEMBERS RETIREMENT PLANS (IF KNOWN).

4. DATE, TIME, COST, AND EXACT LOCATION OF VENUE. FORWARD ATTENDANCE TO NAME AND PHONE NUMBER OF RETIREMENT FUNCTION COORDINATOR.

5. WHERE ANECDOTES ARE TO BE SENT (E-MAIL/FAX NUMBER).

----------END OF ENGLISH TEXT/DBUT DU TEXTE FRANAIS----------

LISTE DE DISTRIBUTION : AIG 1704 ET 1705 (AUX BASES, STATIONS COMMANDEMENTS ET NAVIRES)

OBJET : NOM DU MILITAIRE PRENANT SA RETRAITE (GRADE, NOM, CODE ID SPGM)

5. ANNES DE SERVICE ET DATE DE LA RETRAITE.

2. BREF APERU DE LA CARRIRE MILITAIRE ET DE LA CONTRIBUTION AUX FORCES CANADIENNES.

3. NOM DU CONJOINT ET DES ENFANTS (LE CAS CHANT); PROJETS DE RETRAITE DU MILITAIRE (SI CONNUS).

4. DATE, HEURE, COT ET ENDROIT EXACT DE LVNEMENT. COMMUNIQUER LES PRSENCES AU NOM ET NUMRO DE TLPHONE DU COORDONNATEUR DE LA CRMONIE DE DPART.

5. O FAIRE PARVENIR LES ANECDOTES (COURRIEL, No DE TLCOPIEUR) FIN DU TEXTE FRANAIS.

ANNEX C to RCSU (NW) DWD SOP 16 May 14

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SAMPLE BIOGRAPHY

Lieutenant-Colonel Milligan was born in St Catharines, ON and joined the Canadian Forces (CF) in 1975 as a Naval Officer. He received his Bridge Watchkeeping Certificate in 1976 and served as a destroyer weapons and electronic warfare officer in HMC Ships Algonquin and Terra Nova. He taught seamanship and navigation at Venture, the Naval Officer Training Centre in Esquimalt, BC, and holds a Master Foreign-Going Certificate from Transport Canada.

After nine years of naval service, Lieutenant-Colonel Milligan transferred to the Air Force as an Air Traffic Control Officer in 1984. He was a VFR and an IFR Controller at CFB Moose Jaw and was an Air Traffic Control Staff Officer at Air Command Headquarters in Winnipeg from 1990 to 1991.

At National Defence Headquarters in Ottawa from 1991 to 1994, Lieutenant-Colonel Milligan served in the Directorate of Force Structure where he developed CF Missions and Tasks and the CF Readiness and Sustainment Policy. Lieutenant-Colonel Milligan also served in the Directorate of Nuclear and Arms Control Policy where he was responsible for ballistic missile proliferation and weapons technology export control issues.

Following these staff appointments, Lieutenant-Colonel Milligan served as the Standards and Administration Officer at the Canadian Forces School of Air Traffic Control in Cornwall, ON from 1994 to 1996, and was the Wing Air Traffic Control Officer in Greenwood, NS from 1997 to 2000. He served as Directing Staff and the Officer Development Flight Commander at the CF

School of Aerospace Studies in Winnipeg from 2000 to 2003, was part of the initial cadre in the development of the CF Aerospace Warfare Centre in 2003, and was the Commandant of the CF School of Aerospace Studies from February 2004 to June 2005. Lieutenant-Colonel Milligan assumed Command of the Regional Cadet Support Unit (Northwest) on 29 April 2005.

Lieutenant-Colonel Milligan will retire from the Canadian Forces on May 20th 2010. He is looking forward to spending many days relaxing and rediscovering his favourite hobbies, fishing and boating, with his wife Joyce, his children, and future grandchildren.

ANNEX D to RCSU (NW) DWD SOP 16 May 14

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SAMPLE DWD PROGRAM

(Insert Departing Member's Name)

Welcome (Insert Rank, First and Last Name) (Master of Ceremonies)

Reading of Messages and Anecdotes

Presentations & Speeches Retirement Certificate/Prime Ministers Letter - (Insert presenters name)

Canadian Flag (Insert presenters name) Premiers Letter (Insert presenters name)

Branch Certificate (Insert presenters name) Other Certificate (Insert presenters name)

Legion Scroll (Insert presenters name) Entertainment Committee (Insert presenters name)

Farewell Speech (Insert Member's Name)

ANNEX E to RCSU (NW) DWD SOP 16 May 14

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DWD RFC CHECKLIST

Preliminary Preparations Date Commenced

Date Completed

N/A Remarks/Contacts

1 Member submitted Release. 2 Discuss the members desires for a retirement function.

In addition solicit input from CO and spouse, etc.

3 Select a location/alternative location for the retirement function.

4 Set date for retirement function. 5 Reserve location and special arrangement. 6 Send Message (AIG 1704/1705) advising of members

impending retirement. Utilize E-Mail to key staff as required.

7 Request Certificate of Service/CF Service Pin (done by Pers Sp Clk).

8 Contact respective Environmental Chief of Staff (ECS) for the applicable Branch Certificate.

9 Request retirement letter from the Prime Minister (if applicable).

10 Request retirement letter from the Premier (if applicable).

11 Request retirement letter from the Mayor. 12 Contact the Mess with regard to Mess Gift (if available

in accordance with Mess Constitution).

13 Contact Branch for Branch Certificate (if applicable) 14 Obtain Canadian Flag (if applicable) from

Base/Unit/Wing CWO and print certificate.

15 Print off Legion scroll, letter and membership. 16 Purchase suitable frames for certificates (may utilize

ANNEX E to RCSU (NW) DWD SOP 16 May 14

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local public funds to frame two certificates the Certificate of Service and one other).

17 Ascertain from spouse or member if they would like any special guests invited and issue invitation.

18 Select a Master of Ceremonies. 19 Purchase/prepare a retirement Album (optional -

depending upon ceremony etc).

20 Create a Slide-show of members career (optional). 21 Promulgate an agenda. 22 Prepare Program (optional but encouraged). Format of a sample

program is attached at Annex D

23 Ensure that the retirement venue is properly set-up. 24 Ensure that food order is available (if applicable). 25 Ensure that the retirement function is either

photographed or videotaped (optional).

26 Ensure that the Master of Ceremonies has all the appropriate information and a copy of the agenda.

27 Have someone greet the Releasing Member and his/her entourage at the door.

28 Have someone greet any dignitaries or personnel expected to sit at a head table or with the Releasing Member and family.

29 Ensure that the Releasing Member, his/her spouse and children in attendance are provided with refreshments of their choice.

30 Give the floor to the Master of Ceremonies. 31 Sample Agenda Format:

Welcome by MC; Members Biography;

ANNEX E to RCSU (NW) DWD SOP 16 May 14

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Slide Presentation (if applicable); Reading of Messages and Anecdotes; Presentations and Speeches; Retirement Certificate and PMs letter by the

highest ranking individual at function (if applicable);

Mess Plaque; Canadian Flag (if applicable); Shadow Box (if applicable); Retirement Album (if applicable); Flowers or gift for spouse (if applicable); Gifts from unit and various other

agencies/personnel; Legion Membership; Members retirement speech; and Cutting/serving of the retirement cake (if

applicable).