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CSO 02 - Personnel Administration



  • 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.

Note: The Terms of Reference for a cadet corps Commanding Officer are found in CATO 11-36 Terms of Reference, Annex S Terms of Reference Commanding Officer of a Cadet Corps. The following is adapted from that document to have specific effect for Army Cadet Corps. Tasks delegated primarily to the CO’s subordinates are indicated by that individual’s title behind the term, and the CO is construed to have a supervisory responsibility over that position in carrying out that duty.


Normal Rank Employment: Capt

Responsible to: CO RCSU

Responsive to: J3 - OIC Southern Alberta (Calgary), J3 - ZTO (Lethbridge)

Directly Supervises: DCO, RSM, Adjt, Trg O, Sqn Comds

The CO of a cadet corps is responsible to the CO RCSU through the J3 - OIC Southern Alberta (Calgary) for all cadet matters pertaining to that corps and for the training and administration of officers of the Cadet Instructors Cadre (CIC), civilian instructors, and cadets serving with his or her cadet corps. The CO of a cadet corps is the CO of the cadets and the immediate supervising officer of the cadet corps staff. The CO RCSU is the designated CO of all personnel assigned to cadet duties. The CO of a cadet corps is not a designated CO in accordance with the provisions of QR&O 1.02 and cannot exercise the disciplinary powers of a CO over subordinate members of the CF in accordance with QR&O chapter 101.

The CO of the cadet corps shall be responsible for the following:

  • Ensuring that safety is incorporated in all aspects of the Corps and that he or she supports the Regional General Safety Program (DCO);
  • Ensuring that environmental stewardship is incorporated in all aspects of the corps and that he or she supports the Regional Environmental Policy (DCO);
  • Ensuring that a harassment free Corps is maintained and that he or she supports the department harassment policy (UHRA);
  • Ensuring that ethical behaviour is incorporated in all aspects of the Corps and that he or she supports the Department Ethics Policy;
  • Ensuring that all activities for which he or she is responsible are conducted efficiently, effectively, economically and ethically;
  • Leading assigned officers, Cadet NCOs, NCM’s, civilian instructors, volunteers and cadets and managing allocated resources in the most efficient, effective, economical and ethical manner that will optimize the direct or indirect benefit that cadets receive from the cadet program;
  • Ensuring the physical and emotional safety of cadets during all cadet activities;
  • Ensuring that cadet training is delivered in accordance with current directives and that it is delivered in a challenging, interesting manner that cadets should find enjoyable (Trg O);
  • Complying with regulations and orders as issued by the Minister of National Defence and the Canadian Forces;
  • Ensuring that supply, administration, financial and training orders and procedures are carried out in accordance with current regulations, policies and directives;
  • Keeping CF officers, Cadet NCOs, civilian instructors and cadets fully acquainted with regulations and instructions issued by higher authority;
  • Being responsible for the professional development of all corps officers of the CIC including himself/herself and ensuring they receive the training required by their appointments and terms of reference;
  • Directing and supervising all personnel under his or her control;
  • Bringing to the notice of the OIC Army Trg any officers of the CIC or civilian instructors who:
    • are distinguished for proficiency in their duties,
    • from incapacity or apathy, are deficient in the knowledge or execution of their duties,
    • do not afford him/her the support which he or she has a right to expect, or;
    • conduct themselves in a manner detrimental to the corps efficiency or in a manner that would bring discredit to the cadet corps and/or the Canadian Forces;
  • Ensuring another officer on the corps staff is familiar with all corps procedures and is prepared to assume command either upon succession of or during prolonged absence of the CO;
  • Ensuring a thorough turn-over to a successor;
  • In concert with the branch/sponsoring committee, fostering and maintaining good public relations for the corps and the CCO by:
    • encouraging involvement of the corps in appropriate local community activities to enhance its image in the eyes of the public,
    • having good relations with parents or guardians with respect to training, progress of cadets, and activities of the corps and CCO, and
    • ensuring that the dress, deportment and behaviour of both officers and cadets are always a credit to the CCO (Adjt/RSM);
  • Working cooperatively with the branch/sponsoring committee to achieve the maximum advantage to the cadets by encouraging the efforts of the branch/sponsoring committee (DCO);
  • Recommending the enrolment, appointment, promotion, posting, transfer and release of officers of the cadet corps;
  • Recommending and documenting the appointment and termination of civilian instructors in accordance with current policies;
  • Maintaining the following documents in accordance with current directives:
    • personnel records showing the strength of the cadet corps (Adm O),
    • personnel records for officers and civilian instructors on strength with the corps (Adm O),
    • personnel records showing the name, age, date of enrolment and departure of each cadet (Adm O),
    • records of attendance (Adm O) and training progress (Trg O) in Fortress of current cadets in accordance with current policies, and
    • such other personnel information as is required to enable periodic returns to be completed (Adm O);
  • Ensuring that cadets are medically and physically fit to undertake the activities and training which they are expected to perform during local HQ or summer training (Trg O);
  • Immediately reporting the death of an officer, civilian instructor or cadet of his/her corps to the CO RCSU or Det Comd if applicable, and advising the branch/sponsoring committee and/or affiliated unit;
  • Immediately documenting and reporting to the CO RCSU or Det Comd if applicable and the branch/sponsoring committee and/or affiliated unit any injury incurred during corps training that required medical treatment that resulted in absence from duty for 48 hours or more, that may result in permanent disability and any other injury except a minor injury such as a superficial cut or bruise;
  • Reporting any significant incident/occurrence that may cause public interest or inquiries to the CO RCSU if applicable;
  • Ensuring that material provided by DND, the affiliated unit or other assisting agency and any monies provided by the branch/sponsoring committee or affiliated unit or raised by the corps is properly used for the benefit of the cadets and the corps, accounted for, cared for and returned, as applicable, in accordance with terms established by the providing organization;
  • Ensuring that reports and returns are made regularly and promptly;
  • Being appointed the corps Distribution Account holder;
  • Ensuring that:
    • clothing and equipment are not demanded in excess of needs or applicable entitlement scales (Sup O),
    • clothing, equipment, and documents are properly safeguarded (Sup O);
    • officers, civilian instructors and cadets return all loaned clothing and equipment once their active participation in a cadet organization has ceased at the corps (Sup O);
    • records of equipment issued and returned are kept in accordance with instructions (Sup O); and
    • supply returns are promptly made (Sup O);
    • immediately on discovery, reporting the loss or damages of DND equipment to the respective support base/garrison/wing/station and the RCSU (Sup O);
  • Appointing qualified officers to the following duties, ensuring deputies are provided during prolonged absence, in the following precedence of urgency:
    • Critical:
      • Unit Human Rights Advisor (UHRA);
      • Administrative Officer (Admin O),
      • Training Officer (Trg O);
      • Supply Officer (Sup O);
    • Priority 2:
      • Deputy Commanding Officer (DCO);
      • Squadron Commander (Line Sqn Comd);
      • Headquarters Squadron Commander (HQ Sqn Comd);
      • Operations Officer (Ops O);
    • Priority 3:
      • Troop Commander (Pl Comd);
      • Standards Officer (Stds O);
    • Priority 4:
      • Adjutant (Adjt)
      • Assistant Training Officer (Asst Trg O);
      • Assistant Administration Officer (Asst Adm O); and
      • Assistant Supply Officer (Asst Sup O).
    • Appointing cadets to cadet duties and responsibilities within the corps in the following precedence of urgency:
      • Critical:
        • Squadron Sergeant Major (SSM); and
        • Troop Seconds-in-Command (Tp WO);
      • Priority 2:
        • Regimental Sergeant Major (RSM);
        • Patrol Commanders (Ptl Comd);
        • Regimental or Squadron Quartermaster Sergeant (RQMS or SQMS); and
        • Administration Warrant Officer (Admin WO);
      • Priority 3:
        • Headquarters Sergeant Major (SSM HQ);
        • Patrol Seconds-in-Command (Ptl 2IC);
        • Squadron Clerks (Clk); and
        • Stores NCOs (Storesman);
      • Priority 4:
        • Regimental or Squadron Quartermaster Sergeant Instructor (QMSI);
        • Drill Sergeant Major (DSM);
        • Standards NCO (Stds NCO);
        • RSM’s Assistant (RSM’s Asst);
        • Chief Clerk (C Clk);
        • Senior Stores NCO (Snr Storesman); and
        • Public Affairs NCO (PAff NCO).
      • Undertaking other duties as assigned by the CO RCSU or OIC Army Trg if applicable.

Reversion: N/A.

Normal Rank Employment: Capt

Responsible to: CO

Responsive to: N/A

Directly Supervises: OC HQ, OC Sqn

The DCO is responsible to the CO as the CO’s chief-of-staff, and for specific matters pertaining to corps training, administration, and logistics. The DCO is vested, when the CO is absent or unavailable, with the CO’s signing authority in all non-financial matters. The DCO is additionally responsible to take on the role of the CO if the CO is absent. Specifically, the DCO is responsible for:

  • Acting as chief of staff to the Commanding Officer and assisting the Commanding Officer in the general supervision of duties and the provision of direction and assistance to all Cadet Instructors and Cadet NCOs in the execution of their duties;
  • Acting as the primary open door advisor to officers within the corps;
  • Ensuring high standards of dress, deportment and behaviour for both officers and cadets in coordination with the RSM;
  • Ensuring the draft of monthly routine orders for the CO’s amendment and signature (in coordination with the Adjutant when appointed);
  • Periodically reviewing and, where necessary, redrafting sections of the corps’ Standing Orders for change;
  • Ensuring that safety is incorporated in all aspects of the corps;
  • Ensuring that environmental stewardship is incorporated in all aspects of the corps;
  • Acting as the Affiliated Unit Liaison Officer;
  • Acting as the Sponsor Liaison Officer;
  • Acting, when no other officer is assigned, as the corps UHRA/CMA and overseeing sensitization for all personnel;
  • Acting, when no other officer is assigned, as the Corps Information Officer, and annually coordinating membership drives; and
  • Any other duties as assigned by the CO.

Reversion: CO

Normal Rank Employment: CWO

Responsible to: CO

Responsive to: DCO

Directly Supervises: RQMSI, SSM HQ, DSM, SSM Sqn

The RSM is the senior non-commissioned officer within a cadet corps and is responsible to the CO for management of the corps’ cadet NCO team, including but not limited to training, administration, supervision, and control, as well as top level management of all corps cadets, including but not limited to discipline, dress, deportment, drill, and morale. Specifically, the RSM is responsible for:

  • Passing orders and directives from the CO and DCO on to the NCOs and cadets;
  • Managing and supervising all corps NCOs in the conduct of their duties;
  • Supervising and controlling corps NCOs on all mandatory exercises;
  • Managing all corps parades and ceremonial events;
  • Advising the CO on all promotions and appointments concerning cadets within the corps;
  • Advising the CO, DCO, and Trg O on all policies and directives, both proposed and current, within the corps as they affect cadets within the corps;
  • Acting as the senior disciplinarian for all corps cadet personnel;
  • Acting to ensure high levels of morale and esprit de corps within the corps;
  • Establishing a relationship with all corps officers and being prepared to advise all officers on their decisions and relationship with corps NCOs and cadets;
  • Ensuring high standards of drill within the corps IAW A-PD-201-000/PT-000 Canadian Forces Manual of Drill and Ceremonial;
  • Setting and enforcing dress policy IAW A-DH-265-000/AG-001 Canadian Forces Dress Instructions and CATO 46-01 Army Cadet Dress Regulations;
  • Having a thorough knowledge of CATO 15-22 Conduct and Discipline – Cadets, and other CATOs related to discipline and conduct, and working with the Commanding Officer, officers, and NCOs to ensure compliance, enforcement, and implementing corrective action where necessary;
  • Any other duties as assigned by the CO or DCO.

Reversion: SSM.