Ceremonial Guard Joining Instructions

5323-4 (DMaj)
15 Nov 2011

References: A. ADM HR MIL 20/04 Admin Policy of Class “A”, Class “B” and Class “C” Reserve Service
B. A-PM-245
C. LFCAD 9-1-006 Medical Services – Reserve Forces

GENERAL

These Joining Instructions outline the administrative and equipment requirements of members tasked to Ceremonial Guard (CG) for the Public Duties (PD) season as well as the requirements for their respective Orderly Rooms. Units are responsible for ensuring that each soldier receives a copy of these instructions and that the administration requirements are completed before the soldier is dispatched to the CG followed. (In the case of Band recruits, their Recruiting Centre is responsible for dispatching the recruits.) Any difficulties and/or questions should be forwarded to CG.

REPORTING – TIMINGS/LOCATION AND DRESS

Dates and locations for reporting vary based on the task. Position specific dates are listed in CFTPO. Members of the Band of the Ceremonial Guard shall contact the Band Office at (613) 990-1545.

• Prior to 11 Apr 2011 – Ceremonial Guard HQ 6th Floor 1745 Alta Vista Drive Ottawa
• 26 Apr 2011 - Connaught Ranges and Primary Training Centre (CRPTC) Bldg 5 Webley (see annex b)
• After 04 May 2011 – Carleton University, Glengarry House Bldg (see annex c) you will be directed from there

TRANSPORTATION

Units are responsible for dispatching their members to CG. Travel to Ottawa is to be conducted on the first day as indicated on the authority for the member; return travel date is 29 Aug 11, additional travel days will not be added without prior authorisation from CG. Units must make arrangements based on the authority issued to each member. The most economical means must be utilised. POMV or CAL will not be authorised without prior approval from CG. Dispatching units are to inform CG the travel details for their soldiers joining the CG. Those arriving by commercial transportation (at the bus station, train station or airport) should contact CG OR at (613) 993-1811 upon arrival in Ottawa to arrange local transport.

Parking

Personnel arriving by POMV will register their vehicles with the Barracks NCO. Parking facilities will be available at Connaught Ranges and Primary Training Centre (CRPTC) and Carleton University (CU). Anyone parking at the National Defence Medical Centre must pay for a parking stub from the machines located in both parking lots and display this stub on their dashboard. There will be no reimbursement for this expense.

All Private Vehicles must be registered with Carleton University (CU), individuals will pay for their parking on the Carleton University Campus, Parking Passes will be issued to vehicle owners on arrival to Carleton University by Parking and Safety CU, all vehicle owners will be required to supply their vehicle details i.e. Registration, Insurance and Driving Licence in order to park at Carleton University. Parking passes will be issued for parking lot 6 and parking lot 7, members of the Ceremonial Guard are only authorised to park civilian vehicles in these authorised places. Tasked members to the CG will be responsible for any and all parking tickets Issued.

INSTRUCTOR INDOCTRINATION AND DRILL AND DUTIES COURSES

All Officers, Warrant Officers, and Non Commissioned Officers involved in the instruction of PLQ & BMQ candidates at CG will have to take the LFCA TC Instructor Indoctrination Course. This course can be taken on line and requires a 1 x day in class period of instruction. If personnel tasked to instruct on any courses that CG is running already possess this qualification, they must ensure that proof of certification is provided. Additionally, the Drill and Duties course covers areas deemed to be significant to all levels of CG leadership in the execution of its unique role, with emphasis being placed on sound instructional techniques, ceremonial drill, mil law, and leadership. The DSM of CG with the CSM PD Coy conduct the Drill and Duties course for all Officers, Warrant Officers and NCOs filling leadership positions during the Public Duties Season.

Personnel attending the course will be formally assessed on theory and skill lessons as well as drill instruction. Although the course is primarily intended as a refresher and is meant to hone individual instructional skills, personnel may be returned to unit if their performance is consistently below the minimum acceptable standard. As with all courses, dress, deportment, bearing and attitude will also be assessed during the course.

ADMINISTRATION

Tasked personnel must arrive with the appropriate administration completed, and carrying the correct documentation. All personnel (less musicians who do not belong to Primary Reserve units) reporting for duty with CG must be in possession of the following items/documentation (applicable items may be sent in bulk by a unit representative before or on the day of arrival of the members):

• CF 899 Route Letter (with copy of authority);
• Completed Statement of Understanding (SOU),
• Travel Order Claim (DND 99) (if applicable);
• Medical documents - to include any special documents/prescriptions;
• ID Card - valid for duration (Must be valid).
• For all drivers: DND 404's and certified true copy or original DND 416's;
• Personal funds - sufficient funds to cover personal expenses until first pay;
• All personnel will bring their immunisation records and eyeglass prescriptions (if applicable).
• Proof of a current pass for the CF Express test or the Battle Fitness test.
• Canadian Passport (if held)

The parent Unit will normally retain personnel documents.

ETA MESSAGE

To allow for sufficient time in planning, messing and accommodation, dispatching units will advise individual particulars, method of travel and arrival time NLT seven working days prior to arrival.

Messages should be sent via email to CGTransport@Forces.gc.ca in the following format:

Subj: ETA MSG - CEREMONIAL GUARD

1.   THE FOLLOWING PERS WILL ARR CG AS SHOWN (READ: SN RANK NAME INITIALS METHOD OF TRAVEL ETA (DTG)

If difficulties are encountered in transit, personnel will report the difficulty to CG OR by phone. Contact Phone numbers are:

Orderly Room (613) 993-1811
Fax   (613) 991-5744

FINANCIAL AND PAY

Pay will be administered using the RPSR system. Pay will be bi-monthly. Personnel will be paid for the period of actual authorised attendance at CG. Candidates and staff should ensure that financial obligations are resolved prior to reporting. Personnel are strongly urged to have in their possession banking cards for accessing their accounts on INTERAC or to open an account with a local bank. Ensure that you have all necessary banking information; a void cheque is the most convenient. A statement of earnings should be provided by home-units for each pay period.
There will be no advances given to any claims.

Claims

All claims will be required to be forwarded and finalised by the end of October 2011, any claims processed after this date will not be paid out by this unit’s Fin Code.

Note: The CG FIN Code will be closed as of 31 Oct 2011.

RATIONS AND QUARTERS

Members tasked to the CG will be provided rations for the duration of their task. Individuals from outside the geographic boundaries of the NCR will be provided accommodations. All other members of the Guard will be provided a workspace at Carleton University to enable them to store and maintain their equipment. Personnel whose home unit is within the NCR are not entitled to incidentals.

FOOD ALLERGIES/RELIGIOUS DIET REQUIREMENTS

All personnel with food allergies or a requirement for specific diet content should inform the DAG staff upon arrival.

RECREATION

Substantial recreational facilities at Carleton University are provided free of charge to the members of the Ceremonial Guard (CG). Also, CG is located near downtown Ottawa and located beside the Rideau Canal with access to the bike paths. Time off will be scheduled around Public Duties (PD), training and duty periods.

MEDICAL/DENTAL

Members are required to be medically/dentally fit prior to the start of the period of service and meet the minimum medical category for their MOC. Only initial care is available at CG MIR. Other medical/dental problems will be dealt with at CF HCC (O), IAW LFCAD9-1-006 as required.

(Note: Personnel exempt drill and personnel with a pre existing problem precluding them from CG Training, Drill or otherwise will be returned to their home unit).

MAILING ADDRESS

Mailing address for personnel tasked to CG is as follows:

Service Number, Rank, Surname, Initials, Coy
c/o Ceremonial Guard
101 Colonel By Drive
Ottawa, ON, K1A 0K2

EMERGENCY CONTACT NUMBERS:

Ceremonial Guard Orderly Room - (613) 993-1811;

Band Office – (613) 990-1545

Email – CGTransport@Forces.gc.ca - (ETA Messages)

Email – CGInfo@Forces.cg.ca - (General Inquiries)

Fax (613) 991-5744

PERSONAL CLOTHING AND EQUIPMENT LIST

Units are to ensure that the individuals bring kit in accordance with paragraph annex a "Equipment List". All items are required this includes full DEU. Full Dress uniforms will be provided by CG.

Civilian clothing suitable for the mess and after hour activities. All pers should have a shirt and tie combination, with the equivalent dress for females.

Musicians wishing to bring their own instrument must ensure that their instrument is privately insured. The instrument case shall be clearly labelled with your details. You shall also ensure that you document the following information about your instrument and place it within your luggage:

Make & Model; and,

Serial Number

DINING HALL DRESS REGULATIONS

GENERAL

Personnel in uniform or civilian clothing will conform to the appearance and grooming standards as directed in Section 2 of Chapter 2 of the Canadian Forces Dress Regulations (A-AD-265-000/AG-001). Additional dining hall regulations for other DND facilities may also be applicable when deployed to those locations, providing that those standards do not fall below those accepted by the Ceremonial Guard.

CIVILIAN CLOTHING – ALL RANKS

Civilian clothing will be neat, clean and in good repair. The following are acceptable Civilian dress for the dining hall:

Dress or casual slacks;
Dress or casual shorts;
Jeans;
Females - dresses or skirts;
Shirts/Blouse;
Sweat shirt; and
Shoes - dress, casual, running or sandals (no flip-flop or flip-flop style sandals).

The following are not acceptable for wear in the dining hall:

PT kit;
Spandex;
Sleeveless shirts or tank tops;
Short shorts and micro mini skirts;
Cut-off shorts, sleeves etc;
Oversized clothing i.e. grunge wear;
Mixed civilian and military clothing; and
Any clothes displaying offensive or obscene language, pictures, symbols, patches etc.

Officers, Warrant Officers and Sgts may wear shorts and sandals at Unit BBQ when authorised by the CO.

Officers, Warrant Officers and Sergeants must have a shirt, tie and jacket ensemble (Regimental ties are most welcome).

Females are to bring equivalent attire.

EXTRACT FROM CANADIAN FORCES SUPPORT UNIT OTTAWA (CFSUO)

The following applies to members of the CF tasked to the Ceremonial Guard.

2.5 DRESS AND PERSONAL APPEARANCE – SICK PARADE / MEDICAL APPOINTMENTS

Refs: A.  CFSU (O) Standing Orders Chapter 3 Discipline and Dress

B.  CF Dress Instructions A-AD-265-00/AG-001

As per refs, military personnel reporting to CF H Svcs C Ottawa shall be in military dress or in appropriate civilian clothing as indicated below:

1.  Dress and Personal Appearance - Servicemen (Civilian Clothes on Duty). The wearing of civilian clothes by a serviceman on duty in the National Capital Region (NCR) shall be governed by the following:

1. when authorized to wear civilian clothes on duty or in public, servicemen shall present a neat, clean and well-groomed appearance;
2. the following apparel is appropriate for civilian wear on duty: suit, sports jacket, blazer, dress pants, turtleneck with blazer or sweater, sweater with shirt (short or long sleeved) and tie, dress shoes to include oxfords, loafers, and lace up shoes; as well, an open collar dress shirt or golf shirt may be worn in lieu of wearing a shirt and tie or turtleneck. Golf shirts must be in good taste, and are not to contain offensive language or advertise commercial products with the exception of bona-fide sports related logos on the pocket (i.e. Nike, Polo); and
3. a serviceman on duty (with the exception of designated social activities and sporting events) shall not wear the following items:
   1. sports clothes including: sweat shirts, T shirts, sweat pants, spandex pants, cargo pants, shorts, running shoes, beach/sport sandals, and flip-flops,
   2. denim clothing including: jeans, cargo pants, overalls, or
   3. earrings and body piercing.

2.  Dress and Personal Appearance - Servicewomen (Civilian Clothes on Duty). The wearing of civilian clothes by servicewomen on duty in the NCR shall be governed by the following:

1. when authorized to wear civilian clothes on duty or in public servicewomen shall present a neat, clean and well-groomed appearance in her choice of clothing;
2. the following apparel is appropriate for wear on duty:
   1. dresses, skirts, dress slacks, capris with sweater or blouse;
   2. dress blazer/jacket with co-ordinating slacks/skirt combination;
   3. in complement to the above standards, a golf style shirt may be worn providing it is in good taste, and it does not contain offensive language or advertise commercial products with the exception of bona-fide sports related logos on the pocket (i.e. Nike, Polo); and
   4. dress shoes, and dress sandals.
3. a servicewoman on duty (with the exception of designated social activities and sporting events) shall not wear the following items of apparel:
   1. sports clothes including: sweat shirts, T shirts, sweat pants, spandex, rugby, dress shorts, shorts, mini skirt/dress (more than six inches above the knee) and midriff baring tops;
   2. denim clothing including: jeans, cargo pants, overalls;
   3. running shoes, beach/sport sandals and flip-flops;
   4. Jewellery of excessive appearance; and
   5. Outfits with excessive décolleté.

OPI: CMP/CF H SVCS C

QUESTIONS/ADDITIONAL INFORMATION

Requests or questions regarding these Joining Instructions can be directed to:

Drum Major @ 613-998-4972