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STANDING ORDERS

CSO 02 - Personnel Administration

CSO 02-002 TERMS OF REFERENCE: HEADQUARTERS

Derivation

  • These terms are an amplification of CATO 11-36 Terms of Reference, Annex S Terms of Reference Commanding Officer of a Cadet Corps.
  • These terms are partially derived from the standing orders in place throughout the 1990s, although they have been completely revised to ensure that the Corps runs fully on the Regimental model.

Aim – The aim of these terms is as follows:

  • To provide notice on and regularity in, the duties of all Corps personnel; and
  • To ensure that the corps fully functions on the Regimental model in all activities.

Deviations from Normal Rank Employment – Deviations from normal rank employment shall be avoided, but are in practice at times The DCO shall regularly observe deviations from normal rank employment, including the amount of variance, the number of variances within the Corps, and probable reasons for variance. Reference should be made to CSO 02 – 006 – Adult Staff Membership and Advancement and CSO 02 – 007 – Cadet and NCO Enrolment and Advancement to determine needs for members by position.

Normal Rank Employment: Lt

Responsible to: OC HQ

Responsive to: DCO

Directly Supervises: A/Adm O, Adm Warrant

The Adm O is responsible to the CO for all administration within the corps. The Adm O is vested, when the CO or DCO are absent or unavailable, with the CO’s signing authority in all administrative and logistical matters, excluding those involving the action of personnel transactions. Specifically, the Adm O is responsible for:

  • Maintaining the following documents in accordance with current directives:
    • personnel records showing the strength of the cadet corps;
    • personnel records for officers and civilian instructors on strength with the corps;
    • personnel records showing the name, age, date of enrolment and departure of each cadet;
    • records of attendance of current cadets; and
    • such other personnel information as is required to enable periodic returns to be completed.
  • Processing incoming and outgoing mail, including properly protecting those documents protected under CF regulations and the Official Secrets Act;
  • Processing all internal and external correspondence;
  • Processing all General Allowance Claims as necessary;
  • Processing all applications for training and activity as necessary, including but not limited to CF51 forms and CIC training applications;
  • Controlling all distributing all correspondence received electronically over the corps’ CadetNet account;
  • Filing, including personnel and regular corps filing;
  • Becoming familiar with security classifications and ensuring the security of all corps files and administrative stores, in accordance with CF regulations and the Official Secrets Act, and acting to ensure that only screened CF members and civilian instructors receive access to Protected B and higher material;
  • Maintaining and processing a float file for the perusal and signature of all officers;
  • Maintaining a store of all necessary forms and templates;
  • Ensuring that the office is stocked with administrative supplies;
  • Control and care of activity on the Fortress administrative system;
  • Acting on corps exercises to:
    • create a nominal roll accurately indicating all present members; and
    • maintain a bivouac control register.
  • Any other duties as assigned by the Officer Commanding Headquarters or Deputy Commanding Officer.

Reversion: N/A

Normal Rank Employment: WO

Responsible to: Adm O

Responsive to: SSM HQ

Directly Supervises: Clerk, Public Affairs Clerk

The Administration Warrant is responsible to the Adm O for specialized tasks in the Administrative Section. Specifically, the Admin Warrant is responsible for duties as assigned by the Adm O, which will normally include:

  • Supervising the capture of weekly attendance;
  • Greeting potential cadets and conducting the enrolment paperwork of new cadets;
  • Ensuring new cadets are supervised and cared for until they are integrated into the Squadron and acting to control the corps’ Holding Troop;
  • Assisting with the preparation of the corps’ nominal roll;
  • Assisting with the summer camp application process and advising cadets on completion of summer camp forms;
  • Managing the list of excused and absent cadets and advising Troop Commanders and 2ICs of absences;
  • Supervising the control of office supplies and recruiting materials;
  • Supervising clerks and public affairs clerks in the conduct of their duties;
  • Becoming familiar with security classifications and ensuring the security of all corps files and administrative stores, in accordance with CF regulations and the Official Secrets Act, and acting to ensure that only screened CF members and civilian instructors receive access to Protected B and higher material; and
  • Any other duties assigned by the Administration Officer or SSM HQ.

Reversion: SSM HQ

Normal Rank Employment: Lt

Responsible to: OC HQ

Responsive to: DCO

Directly Supervises: A/Sup O, SQMS

The Sup O is responsible to the OC HQ for all logistical activity within the corps. Specifically, the Sup O is responsible for:

  • Ensuring that the current Distribution Account held at RCSU (Northwest) matches the actual stores held at the corps;
  • Drawing, returning, and rotating stores as necessary;
  • Ensuring that all cadets are uniformed;
  • Ensuring that periodic uniform exchanges are available;
  • Ensuring that all cadets return their uniforms on leaving the corps;
  • Drawing uniform parts and total uniforms as necessary from Logistik Unicorp;
  • Controlling all stores, including their distribution, repair, and return, in coordination with the SQMS;
  • Controlling weapons, ammunition, and pellets, in accordance with regulations;
  • Coordinating transport and vehicle matters with RCSU (Northwest);
  • Ensuring physical security of the corps, corps facilities, and storage facilities;
  • Ensuring cleanliness of corps facilities and materiel;
  • Supervising the SQMS, Stores NCOs, and General Duties NCOs;
  • Managing corps logistics on all corps field and garrison exercises, including but not limited to:
    • drawing required stores from RCSU (NW) and local trg areas and ensuring minimum losses;
    • drawing and managing vehicles;
    • establishing and controlling exercise QM;
    • establishing and controlling parking areas;
    • establishment and overall control of POL, lighting, cooking and feeding, fire, water, ablutions, and garbage points;
    • supervising the internal radio net and ensuring compliance with proper radio procedures;
    • liaison with OIC exercise and Ops O to ensure cohesive logistical planning and support for exercise;
    • attending advance and rear parties and providing management of logistical factors; and
  • Other duties as assigned by the Officer Commanding Headquarters or the Deputy Commanding Officer.

Reversion: N/A

Normal Rank Employment: WO

Responsible to: Sup O

Responsive to: SSM HQ

Directly Supervises: Stores NCO, GD Clerk

The SQMS is responsible to the Sup O for the control and distribution of all materiel within the corps. Specifically, the SQMS is responsible for:

  • Ensuring all cadets are uniformed in coordination with the Pl WOs;
  • Controlling the distribution of materiel as required;
  • Ensuring the timely return of materiel on loan;
  • Ensuring the security of materiel in conjunction with the Sup O and denying access to stores areas to unauthorized personnel;
  • Supervising the cleanliness of the Corps office, supply area, and storage sheds;
  • Acting on all corps field and garrison exercises to:
    • control and coordinate the issuance, maintenance, control and return of all required stores and minimize losses;
    • coordinate cooking and feeding, water provision, ablutions areas and water, garbage control, lantern and stove lighting as required, and bivouac cleanliness;
    • issuing radios and establishing the internal radio net, and ensuring compliance with proper radio procedures;
    • acting as the senior supply NCO on advance and rear parties; and
  • any other duties as assigned by the Sup O.

Note: Depending on corps size, this appointment may be held by an NCO in the rank of MWO. In that case, the appointment will be Regimental Quartermaster Sergeant.

Reversion: SSM HQ