Unit Release Out Clearance Procedures BCD Unit Release
Unit Release & Out Clearance Procedures
BCD Unit Release & Out Clearance SOP v This document is intended to be used by all levels of the BCD Chain Of Command, as well as for general use by all members of the Unit. v This document has been created to address a deficiency within the BCD; specifically the lack of general knowledge with regard to release procedures and to implement a new BCD Out Clearance procedure. v The procedures outlined in this guide are all in accordance with: 1. MHRRP topic: Release CF Members 2. QR&O 15. 01, 3. CF MIL PERS INSTR 01/09 - Depart With Dignity and 4. CANFORGEN 012/15 CMP 006/15 191826 Z JAN 15. v Any questions regarding Release Procedures should be directed to the ROR, specifically the BCD Release Clerk. Effective 25 Feb 2015, that person is: Ø Sgt Balfour, J. J. 250 -712 -4230 Jonathan. Balfour@forces. gc. ca v This SOP is meant to be a KISS Guide to releases, and is NOT the comprehensive “How To” manual for a release clerk. This guide is more for BCD Unit specific procedures on how to Out Clear personnel who are transferring or releasing. v If a soldier is transferring units within the PRes, or Attach Posting then the Out Clearance procedures still apply. This is also the case for members who are transferring to the Regular Force.
Most Common Types of Releases with the BCD Release Item (IAW QR&O 15. 01) Description Release Authority – NCM (Pte to CWO) Rel Authority – Officer (Ocdt to Maj) 4 C – Voluntary On Request The ‘Catch All” item. Includes transfers to Reg F, Sup Res, and general releases. CO CO 3 B – Medical, Unfit to Serve in Trade Ordered by DMCA for those on PCats. See Flowchart for details. DMCA 5 A – Compulsory Retirement Age Turning 60 Years of Age (or 55, see Flowchart for details) CO CO 5 D – Not Advantageously Employable, Unsatisfactory Performance (Untrained Pers) Used for BCD Pers who have been sitting on the Basic Training List for too long, and do not have DP 1. Members have 3 years to complete DP 1. See Flowchart for explanation. CO CO 5 F – Unsuitable for Further Service (NES) For those on Non. Effective Strength who have NOT contacted the unit. CO (Effective via CANFORGEN 012/15) CO
Unit Out Clearance Procedure • • This procedure is for ALL release types. There is one minor change if there is a 5 F (NES) Release, otherwise it is the same for all. This procedure is also to be used for anyone who is being attach posted or otherwise transferring out. Just like with the new Unit In Clearance, the releasing member is required to visit certain individuals in the Chain of Command. Important note: it is the responsibility OF THE RELEASING MEMBER to clear out from the Unit, and not the other way around. It is not the job of the Release Clerk to chase down soldiers to Clear Out. – It is also important to note that members are supposed to continue parading until their actual release from the unit. They may apply for ED&T while releasing if they are unable to attend, but if they do not apply for ED&T and they don’t attend at least once every 30 Days, they may be declared NES and have their release item changed to 5 F. – In the case of a 5 F (NES), there is a slight change as the member is obviously no longer around to Clear Out. Refer to the 5 F (NES) flowchart later in this document. The “Effective Date of Release” must be a MINIMUM of 30 Calendar Days from the day of the request. It is far more reasonable to request a date several months ahead, and 6 months ahead is the preferred time frame. All of the Release Proceedings and Unit Out Clearances MUST be completed BEFORE the “Effective Date”. During the release process the member should be briefed on his/her responsibilities for Clearing Out from the unit. The Chain of Command may do this during the early stages, and the Release Clerk also briefs the member during the “Initial Release Interview”. The next page contains an example of the new Out Clearance document, including signatures. The page after has a smaller version with explanations of the form. This form can be generated by any level of the Chain of Command or any of the ROR staff, though it is preferred if it is generated by the Release Clerk during the Initial Release Interview. The form can be found on the Shared Drive (M: ) under 08. BCD OR/Releases Refer to the pages after the form example for the detailed guide on the specifics for a BCD Unit Out Clearance.
Basic Tombstone info, plus details on the release/transfer Must be a MINIMUM of 30 Days from the Initial Release Interview. Preferred to be longer such as 6 months. Date the person signs the form, can be written or stamped. Positions may be the same person if that person is double hatted. The release clerk signs LAST! They release the member in HRMS and verify the file is complete before signing. Ideally, all shortages should be ZERO before being signed, but lf there is a shortage, add it here. If paid after signed, stamp and add a comment like this. If not paid, leave it for the Rel Clk to finalise.
Details for Out Clearance ü Adjt/SSM: q As per In Clearance, Officers must see the Adj and SSM, NCM’s only see the SSM. q Typically, the SSM/Adjt would give a quick interview and ensure that the member has no outstanding administration. ü Troop Leader/Troop WO: q Depending on Class ‘A’ availability, either position works for this signature. q By this point in the release proceedings, the Troop Chain of Command should be well aware of what is happening, and are signing to confirm that there is no troop level administration remaining (UER, PER/PDR, etc). The UER should be forwarded to the Rel Clk. ü RQMS: q The RQ signs off on 2 things: q DND 638 temp Loans within the Unit q Clothing Stores (Chilliwack) q The RQ is one of the longest out clearances due to the need to send kit back to Chilliwack and confirm the balance is zero before signing. They should be one of the first appointments the member makes after the Initial release Interview. ü Ops/Trg/Keys: q Ensures all keys have been signed back over to the unit, and that they have no outstanding administration with the member. ü Transport: q DND 404’s are turned over to the Rel Clk during the Initial Release Interview. q Transport should release the member from FMS if applicable, and ensure the member does not have any vehicle keys, fuel cards, etc. ü NPF: q Ensures Mess Dues are paid. The Mess MUST inform the NPF Clk if there any outstanding chits or other payments as well! q Ensures the member does not owe any money for the Unit Kit Shop. ü ROR: q Ensures there are no outstanding claims or any other paperwork or administration for the member. q Cancels the members DWAN Account q Cancels the member’s security clearance
5 F (NES) Out Clearance • In the case of a 5 F (NES) release, the member is obviously not around to go through an Out Clearance. • The Rel Clk is responsible for Clearing Out an NES member, and signs a block on page 2 of the form (Not shown) after sending the appropriate paperwork to the AJAG. It is this paperwork that allows the Crown to recover all costs applicable to the member. • Most 5 F (NES) Releases WILL have a shortage, especially with Clothing Stores. Due to the nature of these releases in general, the Rel Clk deals with them on a case-by-case basis. • It is possible during a 5 F (NES) release that the member smartens up and comes in to Clear Out properly. If this is the case, refer the member to the Rel Clk IMMEDIATELY as the CO must become involved. The CO may decide to rescind the 5 F release for a 4 C one, allow the member to continue parading, or continue with the 5 F release. Again, this is dealt with on a case-bycase basis. • Refer to the Flowchart for an overview.
Acknowledgement of Service & Depart With Dignity • • According to CF MIL PERS INSTR 01/09, all CAF Personnel are entitled to a Departure With Dignity when they release (providing it is an honourable release). However, the form that their DWD will take depends on their total length of service. In general terms, a member at their CRA with 30 years in the CAF will have a much more elaborate ceremony and items presented then a new recruit who quits during his basic. For the most part, the Unit at large does not need to worry about any of the DWD items on release. The BCD have an appointed DWD coordinator. Between the Rel Clerk and the DWD coordinator most of the work is completed. The next page has a general guideline for Acknowledgment of service / DWD. If you need more information, contact either the Rel Clk or the DWD Coordinator. Regardless of length of service, one key thing to remember with all DWD ceremonies is that the members wishes must be taken into account. Some members wish to be in the limelight on release, others wish to quietly fade away. Any 5 F Releases (Including NES) are NOT ELIGIBLE for DWD or Acknowledgement of service. Any member of the BCD may be named as a Retirement Function Coordinator for a specific individual’s release. Be advised that you could be tasked with this! As of 25 Feb 15, the BCD’s DWD Coordinator is: – Capt Broughton, J. D. 250 -712 -4294 John. Broughton@forces. gc. ca
Acknowledgement of Service / DWD Guide No BMQ-L 10 -14 Years 15 -19 Years 20 -24 Years CF 54, CDS Signed Certificate of Service X X NDI 75 Veteran’s ID Card X X X Letter from the Mayor X X X Letter from the Premier X X X X CF 707 Certificate of Service DND 2279 Certificate of Service Gift from the Mess (Mugging Out) 1 -9 Years X X X Gift from the Regiment Letter from the Prime Minister Certificate from the Army X X Canadian Flag Free 1 Year Legion Membership 25 + years X X X
Transfer to the Supplementary Reserve • If a member wishes to transfer to the Supp Res, they must meet the following criteria: – Being released under items 4 C or 3 B (Or others that typically don’t apply to the BCD) – Be trade qualified trained (DP 1) – Be approved by the CO (Typically this means that the member should be in Good Standing) – Not be at their CRA (The CRA applies to Sup Res members as well) • If the soldier meets the criteria, they may apply to transfer to the Supp Res. • They should include their wish to transfer in the memo they write to request their release from the CF. • The advantages of being on the Supp Res are: – Within 3 years of the effective date of transfer, if the member decides to transfer to the PRes or Reg. F then they retain all of their qualifications from release. – After 3 years, a formal assessment of equivalencies must be completed, but chances are very good that prior qualifications will carry over up to a maximum of 5 years from the date of transfer. – After 5 years, the transfer back to PRes or Reg. F is still much faster then a new application through the CFRC, and there is a good chance that some previous qualifications will carry over (BMQ, BMQ-L)
Flowchart – 4 C Release Chain of Command interviews Member, presents options to the member, and confirms the member wants to quit. Member drafts a memorandum. They should include if they wish to transfer to Sup. Res or not. Memo passes through the Co. C. Tp Wo/Ldr, OC, SSM etc minute as required. When the memo gets to the Adjt, it then gets passed to the Rel Clk. At this point, the Release File gets created. The Rel Clk schedules the member for an “Initial Release Interview”. This interview generates most of the paperwork required for the release. This interview also briefs the member on their individual responsibilities for Out Clearance. Member Clears Out from the unit, typically starting with turning in kit to the RQMS. They set up appointments for the Out Clearance form and get signatures. While the member starts clearing out, the CO approves and signs the paperwork generated at the Initial Interview. This confirms the Effective Release Date which means that the Out clearance MUST be finished before that date. The Rel Clk determines the type of DWD the member is entitled to based on length of service and either: A: Informs the DWD Coordinator B: Generates the Certificate of Service Once the member finishes their Out Clearance, the form gets back to the Rel Clk for action. Any final paperwork for the CO’s signature is prepared and sent for approval. Once everything is approved, signed, stamped, copied etc. the Rel Clk removes the member from the Nomroll and HRMS. The member has one final release Interview, and the file is sent to 39 CBG for further action. It is at this point that a DWD Ceremony should be completed. Member says “I QUIT!”
Flowchart – 3 B Medical Release DMCA 3 decides the member is unfit for service due to a Med Cat and issues a message for compulsory release. On the message will be an Effective Date, which the member should complete their Out Clearance by. Rel Clk receives the message, starts a Rel File and brings the member in for the Initial Interview where the member gets briefed on the Out Clearance process Member Clears Out from the Unit, typically starting with the RQMS. Once the member clears out, the Rel Clerk and DWD coordinator set up the appropriate Acknowledgement of Service. The Rel Clk also completes the file, removing the member from the Nomroll, HRMS etc. Once all the signatures for Release are gathered, the file is closed and sent to 39 CBG for further processing. Note: I am not including any of the processes before the message is released. This flowchart presumes that the member and DMCA 3 both agree to the release.
Flowchart – 5 A (CRA) Release Member has their 59 th Birthday (or 54 th if they joined prior to 30 June 2004 and have not elected CRA 60) ROR Identifies that the member is 1 year from CRA and drafts a letter for the CO to sign and send to the member which includes the start of the Release Paperwork Rel Clk starts a file and begins scheduling an appointment with the member for the Initial Interview The DWD coordinator gets involved and begins setting up a Retirement Event, which may include the appointment of a Retirement Coordinator for the releasing member Member begins their Out Clearance Prior to the Member’s 60 th Birthday, the Out Clearance and Rel file must be completed (or 55 th if they have not elected CRA 60) Once the file is complete, it is forwarded to 39 CBG for processing
Flowchart – 5 D Release (Basic Training List) Note: Each 5 D Release is looked at on a Case by Case Basis. If a member is unable to complete DP 1 within 3 Years, their circumstances will be examined to determine if they will be released or given more time. This decision is ultimately up to the CO with input from all levels of the Chain of Command. After 3 Years on the BTL, the Member’s circumstances are examined and a determination is made. For purposes of this Flowchart, the decision made is to release the member as they are not making any effort to complete BMQ, BMQ-L and DP 1. The CO informs the ROR of the decision. The Rel Clk initiates the file, and drafts the initial paperwork including the Notice of Intent for Compulsory Release. The Member has 14 Days to respond to the Notice of Intent. If they fail to respond, the release continues. If they respond, see next box. Members possible response: 1: I agree – Rel Continues 2: I disagree and this is why – File goes to the CO for further determination, could go back to step 1. If mbr disagees, they MUST provide comments to explain WHY! If the Release continues, then the Rel Clk creates a File and schedules the member for an Initial Release Interview. Note: The members agreement is NOT mandatory, they can still be released! The member (Or Rel Clk as per NES Rel is the Mbr Refuses) Clears Out from the Unit. The Rel File continues proceesing as per any other Release, finishing with the file being sent to 39 CBG for processing.
NES Flowchart – Member fails to contact the unit Member does not parade for 30 days in which there at least 3 parading opportunities The RORdrafts the letter and forms for the CO’s approval, and the CO declares the member NES. Letter sent by Registered Mail (requires signature on delivery) to member’s last known address Registered letter gets sent. Within 60 Days if the member fails to report, the CO will authorise the initiation of a 5 F (NES) Release Pay Clk or Rel Clk draft a “Notice of Intent for Compulsory Release” which is signed by the CO and sent to the member’s last known address with the second NES Letter. Member has 14 days from the date of the “Notice of Intent” to respond. If no response is received the 5 F (NES) release proceeds The Rel Clk initiates the Rel File and begins the Out Clearance for the member. Each section will report what the member has outstanding After the Out Clearance form is completed, the Rel Clk drafts a “Kit Recovery on Release” form which goes to the AJAG. This is how NES members get charged for outstanding kit When the file is completed, and the CO has signed all the appropriate forms, the file gets forwarded to 39 CBG for further action. Note: An NES member may smarten up during this process and report in. It is up to the CO to determine if the member will continue to be released 5 F, rejoin the unit, or change to a 4 C Release.
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