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Annex D

    3350-1/Op PODIUM (G1 Coord)

    9 February 2009

OP PODIUM

    PERSONNEL ADMINISTRATION ORDER

References: A. Canada Com 3150-5(J5) Personal Administration Op PODIUM dated 11 Aug 08

    B. CCDDO 1 Feb 06

    C. CMP Instruction 20/04

    D. CF Leave Manual 15 Dec 08

    E. LFWAD G1-1-003 - Casualty Reporting

    F. G. CANFORGEN 069/98 - Employment of Personnel Under 18 Years of Age

    H. CFMO 27-3

    I. CFDO 23-4

    J. CFDO 22-15

    K. DAOD 5044-1

    L. DAOD 5044-3

    M. DAOD 5018-0

    N. DAOD 5003-1

    O. LFC Force Generation Order TBI P. JTFG Pers Adm O TBI

    1. SITUATION. LFWA has been tasked to force generate the bulk of the Land Component for Op PODIUM IAW the Army Managed Readiness Plan (MRP). The Land Component of Op

    Podium will consist of a LCC HQ based on 1 CMBG HQ, two TF’s based on the LdSH(RC) and

    2 PPCLI, two FLG’s based on 1 ASG units and a tactical reserve company provided by LFWA.

    In order to meet the full personnel requirements for Op PODIUM, LFWA will require

    augmentation from the Regular and Reserve Force. It is expected that the CLS will authorized

    20%-25% Reserve Force augmentation similar to international operations. Comd LFWA has

    tasked 38/39/41 CBG for Reserve Force augmentation to Op PODIUM. Detailed coordination of

    screening of all units and augmentees will be crucial to the mounting of Op Podium.

    2. MISSION. LFWA will generate Op PODIUM to a high readiness posture NLT 15 Dec 09

    3. EXECUTION

    a. Concept of Administration

    (1) Commander’s Intent. I intend to conduct a timely and effective screening

    of all personnel designated for Op PODIUM. I will achieve this by

    centralizing the administration of augmentees, in particular Reserve Force

    augmentation, through the 1 CMBG HQ Orderly Room and in the case of D-1/15

2 PPCLI the CFB Shilo Base Orderly Room. There will not be an Ops

    URS stood up to support Op PODIUM.

    (2) Scheme of Manoeuvre. All soldiers designated for Op PODIUM will

    conduct both individual and collective screening. 1 CMBG will conduct

    their normal ARVs to ensure personnel readiness is up to date. Reserve

    Force augmentation will conduct initial screenings at home unit/formation

    locations. Each CBG and Comm Grp will provide over watch on initial

    screenings for Reserve Force augmentation. In order to provide clear lines

    of responsibility, the administration for Op Podium mounting will be

    conducted in 3 Phases as follows:

    (a) Phase 1 - Initial Unit/Formation Screening. From May 2009

    through August 2009, Op PODIUM designated units and

    individual augmentees will conduct unit/formation screenings

    using the existing PRV check list. All units/formations are to

    ensure their soldiers complete all screening less unidentified

    mission specific items;

    (b) Phase 2 - TF Stand-up Administration (1 September 2009). Upon

    stand-up of Op PODIUM, all individual augmentees will fall under

    the 1 CMBG OR for the conduct of the Op PODIUM DAG and

    subsequent screening required for Op PODIUM. This includes,

    but is not limited to, the oversight of all claims, Reserve terms of

    service (TOS) pay issues, and personnel files. Designated Op

    PODIUM Regular Force units (i.e., 2 PPCLI) will be responsible

    for the full administration of their soldiers less augmentees. Op

    PODIUM units will conduct routine administration for augmentees

    such as leave requests and discipline; and

    (c) Phase 3 - Deployed Operations Administration . Once deployed

    into theatre the LCC HQ will be responsible for the deployment

    administration of all Op PODIUM deployed members until return

    to the parent base or unit in the case of Res F augmentees.

    Administrative requirements beyond the capability of the LCC HQ

    to manage will be forwarded to the Joint Task Force Support

    Element (JTFSE) for resolution.

    b. Coordinating Instructions

    (1) Personnel

    (a) Operational Personnel Management

    i. Manning. 1 CMBG is the principal manning agency for all

    attached postings to tactical level components. As such,

    they are responsible for:

    D-2/15

    (1) TF Vancouver;

    (2) TF Whistler; and

    (3) JTFG Reserve Company. ii. 1 CMBG will initially source key positions including the

    LCC HQ and TF’s. 1 ASG will source those support

    elements not integral to the deployed units; and

    iii. Shortfalls. 1 CMBG/1 ASG/ 38/39/41 CBG will identify

    manning shortfalls to G3 LFWA HQ. Shortfalls that

    cannot be manned by LFWA will be addressed to DLFR by

    G3 LFWA HQ;

    (b). Augmentation Plan i. Primary Reserve. The Primary Reserve Force will provide

    augmentation as tasked through CFTPO. Each CBG is the

    lead agency for their Reserve Force augmentation. Reserve

    Force augmentees will report NLT 1 Sep 09, to the 1

    CMBG OR for those augmentees reporting to Edmonton or

    the CFB/ASU Shilo MBOR for individual augmentees

    assigned to 2 PPCLI;

    ii. Regular Force. Individual Regular Force augmentees will

    be tasked through CFTPO. All individual augmentees

    external to 1 CMBG are to arrive at the staging bases no

    later than 1 Sep 09; and

    iii. All augmentees will be on TD from their home units for the

    period of high-readiness training phase 1 Sep 09 18 Dec

    09. These claims will cover the travel to and from the

    mounting base (CFB/ASU Edmonton/Shilo) and will be

    settled by the home units during the embarkation leave

    period. A second TD claim will be raised to cover the

    period from end of Christmas/New Years leave until

    embarkation at the APOE. Augmentees will be attach

    posted to the LCC/1 CMBG for the duration of the

    deployment up to and including return to their parent unit.

    (c). Screening and Selection. The CF PRV Checklist contained in the

    PRV Module of the HRMS replaces Annex A to CFAO 20-50 and

    shall be used in screening personnel for deployment on Op

    PODIUM

    D-3/15

    (d) Exclusions and Limitations. All CF members deploying on this

    operation must be 18 years of age or older at the commencement of

    Phase 3.

    (2) Screening

    (a) Primary Screening Requirements. Annual unit level screening

    will be considered sufficient for Op PODIUM as it is a domestic

    operation. Screening forms must be completed and signed off by

    the member’s Commanding Officer prior to their arrival in

    Edmonton or Shilo. Failure to do so WILL result in RTU at home unit expense. The following must be confirmed (but not limited to) during the screening process:

    i. Medical Screening/Immunizations. No theatre specific

    immunizations are required for this operation;

    ii. Eye Glasses. IAW CFMO 6-51 and NDHQ DNBCD 03

    051733Z APR 04, individuals requiring corrective lenses are to

    have in their possession, two pairs of regular prescription

    glasses and Friction Fit Device (corrective vision wire frames

    for C4 mask, if issued);

    iii. Personal Medications. Personnel are required to bring with

    them sufficient quantity of their routine medications for the full

    duration of their tour. Reserve personnel are to bring enough

    medications to cover a minimum of two weeks during the

    initial training period beginning 01 Sep 09. After that time

    medications are covered under their Cl C TOS;

    iv. Dental. Emergency dental coverage will be provided locally.

    All pers are to have routine dental work completed prior to

    deployment. Complete dental fitness as per a foreign

    deployment is not required.

    v. Social Services. Minimal services will be available on the

    deployment. All outstanding issues are to be resolved prior to

    deployment.

    vi. CFTPO Position Number. Personnel are to be screened to

    ensure they meet all the position requirements IAW the

    CFTPO position they are assigned to. A printed copy of the

    CFTPO position is to be included in the DAG file;

    vii. CF Fitness Test/LFC BFT. All personnel assigned to Op

    Podium must have completed the prerequisite fitness test in the

    D-4/15

    past 12 months. For the Land Component this is the LFC BFT

    (13 KM March);

    viii. Security Clearance. All members must be cleared to the

    minimum level for their position as detailed in the CFTPO.

    When required by CFTPO position level 3 and special access

    clearance must be staffed.

    ix. Commanding Officer Approval. All losing unit Reserve Force

    Commanding Officers must sign off the members screening

    form (CO's Approval Form, Appendix 1) confirming the above

    mentioned screening is complete prior to reporting for the

    stand up of Op PODIUM;

     (b) Additional Screening. In addition to the Primary Screening Requirement, the following items should be completed or in

    progress prior to the stand up of Op PODIUM:

    i. Completion of Supplementary Death Benefit (SDB). As

    per reference C, Class C reservists on national operations

    are eligible for SDB in the event of their death. All

    deploying members are to ensure that lists of recipients for

    SDB are accurate and current. Reservists assigned to this

    operation are under the command and control of the LCC

    and are to be assigned to a position on, or supernumerary to,

    that formation’s establishment. This command and control

    relationship is effective immediately upon the

    commencement of their participation in the operation. It

    will remain in effect until the official termination of their

    participation in the operation:

    ii. Power of Attorney. Officers and soldiers are to review

    their personal circumstances and determine if there is a

    need to appoint a power of attorney for the purpose of

    taking care of personal financial or legal affairs during a

    posting or attached posting to an operational area. Banks

    and other institutions may require their own particular form

    of power of attorney and individuals are advised to check

    with their local branches where they conduct their personal

    financial transactions. Any cost incurred is the

    responsibility of the member. Additional thought should

    be given reference power of attorney for continuing

    care. Each province has their own document;

    iii. Wills. Officers and NCMs should review their wills (CF or

    civilian) to ensure that they still meet the member’s

    requirements and personal circumstances. CF wills are

    D-5/15

    legal wills and do enable the distribution of a deceased

    member’s estate to one or two beneficiaries upon his or her

    death. The CF will does not provide, however, the ability

    to do certain key estate planning. Examples include

    naming alternate executors, providing sophisticated estate

    distribution, providing trusts for dependants or

    beneficiaries under the age of majority (i.e. children),

    making specific bequests of property or sums of money to

    named individuals or charities, appointing guardians of

    dependant children, or giving specific funeral instructions.

    Individuals whose status has changed since completing

    their last will should complete a new will as the previous

    one may no longer be of any legal effect (in the case of

    marriage or remarriage) or may not be sufficient to meet

    the new circumstances. In particular, those who have

    married or remarried, have been divorced have had children

    or have acquired significant property should complete a

    new will. Members are strongly encouraged at their

    own expense to seek private legal advice from a wills

    and estates lawyer about their will requirements;

    iv. Family Care Plan (if applicable). All Op PODIUM

    members who are responsible for providing financial,

    health care or other support to a family member shall

    prepare a FCP, fully taking into account all family care

    circumstances which could prevent an absence for duty

    reasons;

    v. Personal Clothing and Equipment Updates. See

    Administrative Annex C;

    vi. Identification Cards and Disks. Confirmed up to date ID

    card and disks are to be held by all members prior to

    arriving for employment in Op PODIUM;

    vii. Driver’s Licence. Civilian driver’s licence and DND 404s

    for all vehicle types currently endorsed are up to date and

    valid through

    viii. NDI 50 (MP). All MPs to carry an up to date credential

    card; and

    ix. VANOC Accreditation. The Vancouver Olympic

    Committee (VANOC) has their own requirements and

    process for accrediting all personnel associated with the

    2010 Games. Although we carry a security clearance it

    does not make us immune from this process. All military

    D-6/15

    members deployed on Op PODIUM will receive

    VANOC accreditation prior to deployment or

    immediately upon arrival at the APOD. The details have

    yet to be finalized and further instructions will be issued

    once they have been received. All personnel should note

    that this accreditation is not designed to allow access to the

    Olympic venues. Only a very select number of military

    members will have any access to the venues and this is

    based on specific assigned tasks.

    x. Accommodation Vessel Billeting. A very small number of

    LCC soldiers will be billeted on an accommodation vessel

    at Balyntine Pier. These pers will undergo a special

    process to obtain access to the vessel as they are clearing in.

    Only those pers assigned to the vessel will be permitted on

    board. Those living on the vessel will also require a credit

    card to purchase items on the ship.

    (3) Documents and Records

    (a) Records and Documentation. The following guidance applies to

    all members of Op PODIUM regardless of unit/formation of origin

    or component:

    i. 1 CMBG. The 1 CMBG units will hold records and

    documentation of all Op PODIUM personnel whose unit of

    origin is integral to 1 CMBG.; and

    ii. Augmentees. Records and documentation of all Op PODIUM

    individual augmentees from outside 1 CMBG, who are

    employed within Op PODIUM be held and maintained by the

    1 CMBG OR. Files initially held by the CFB/ASU Shilo

    MBOR for augmentees attached to 2 PPCLI will be forwarded

    to the 1 CMBG OR 7 days prior to deployment;

    (b) Documentation. Individual augmentees must hand carry the following documents in a properly secured and sealed envelope

    when proceeding to Edmonton or Shilo to join their respective

    TF’s. These documents will be retrieved by the appropriate OR

    during the DAG:

    i. DND 99 Travel Claim (initiated by Parent Unit);

    ii. Complete original Unit Personnel File;

    iii. CF 742 - Personal Emergency Notification (PEN). All

    personnel must complete a new PEN form. Note: Next of

    D-7/15

    Kin (NOK) must be of blood relation or legal spouse.

    The personal emergency notification contact may be other

    than NOK. All personnel (including the chain of

    command) MUST ensure that there is a proper contact

    name, and a proper street address or legal property

    description. PO Box is NOT an acceptable address;

    iv. DND 2105 - Designation of Memorial Cross Recipients

    (Appendix 2);

    v. NDI 20 Service Identification Card - must not expire within

    one year of date of deployment;

    vi NDI 50 Credential Card (MP personnel only);

    vii Identification discs, stainless steel;

    viii. CF 892A Individual Clothing and Equipment Record; ix. CF 459 Conduct Sheet (if applicable); xi. CF 743 Unit Employment Record (including current CF

    742 PEN);

    xii. CF 464 Leave Record (not applicable to Reserve

    personnel);

    xiii. DND 404 and DND 416 Driver Proficiency Record; and

    xiv. CF 478 Personnel Records Checklist;

    (b) DAG/Shadow File. DAG files will become the temporary personnel file on deployment and must contain the following (see

    Appendix 3):

    i. Original Class C Offer of Employment and Statement of

    Understanding memo, Commanding Officer Approval, and

    Statement of Understanding (sample at Appendix 4)

    (Reserve personnel only);

    ii. Copy of the DAG Checklist signed by the Parent Unit

    Commanding Officer;

    iii. Copy of the Supplementary Death Benefit (SDB);

    iv. Copy of the CF 742 PEN form;

    v. Copy of Power(s) of Attorney;

    vi. Copy of CFTPO Position;

    D-8/15

    vii. Copy of an up to date MPRR;

    viii. Copy of Driver's Licence (Civilian and 404s);

    ix. Copy of ID Card and ID Disks;

    x. Blank CF 743B and CF 743D forms; and

    (c) Unit Record Support (URS). The Op PODIUM URS will be the 1

    CMBG OR;

    (4) Mounting Base. CFB/ASU Edmonton (UIC 0127) and CFB/ASU Shilo

    (UIC 0118 );

     (5) Reserve TOS

    (a) Class A & B TOS (Phase 1).

    i. Reserve Force augmentees who are screening for Op

    PODIUM within their own units AOR will remain on their

    current TOS (Cl A or B)

    iii Reserve CBGs are responsible for the issuing and

    administration of all Cl A TOS and Cl B TOS up until

    AAG of member at mounting bases Edmonton/Shilo;

    (b) Class C TOS (Phase 2). All Reserve Force augmentees will be

    issued a CL C TOS from the time they join the TF unit of

    employment on 1 Sep 09 until post deployment leave is complete

    15 Apr 10.

    (c) Class C TOS (Phase 2-3). The start date for Class C TOS for

    Reserve augmentees assigned to a position within the Op

    PODIUM brique will be as detailed. Most but not all will be 01

    Sep 09. Personnel will be moved where required within the

    existing CFTPO build. Should there be more Reserve Force

    augmentation than CFTPO positions; the additional personnel will

    remain on Class C TOS until a decision is made to employ that

    member on Op PODIUM, or to retain that person for employment

    in another capacity should a vacancy not become available within

    the operational brique;

    (6) Returned to Unit (RTU) for Reservists. Op PODIUM personnel may be

    RTU for a variety of reasons, including: performance, incomplete screening,

    training failure, voluntary withdrawal, and cancellation of the mission or

    modifications to the mission’s organization. The approving authority for RTU of

    Reserve soldiers is as follows:

    D-9/15

    (a) Warrant Officer and Above. LFWA Comd. Supporting

    documentation is to be staffed through the 1 CMBG HQ;

    (b) Sergeant and Below. Comd 1 CMBG (LCC) with an info copy of

    documentation staffed to LFWA HQ, G1;

    (c) RTU Guidelines. The following are guidelines for RTUs of

    Reserve personnel who report for Op PODIUM

    employment/training:

    i. Incomplete Screening. A Reserve Force member will be

    RTU at unit expense should they arrive in Edmonton or

    Shilo without completing the screening required at para

    3.b.(2) (a);

    ii. Lack of Prerequisites. Member is assigned to a CFTPO

    position but does not meet the prerequisites will be RTU at

    unit expense if a suitable position within the existing brique

    can not be found;

    iii. Training Failure. Any member who does not successfully

    complete the pre-deployment training requirements and can

    not be employed in any role within the operation will be

    RTU. Training failures TOS will be terminated as soon as

    administratively possible;

    iv. Voluntary Withdrawal. Members requesting voluntary

    withdrawal must give 30-days notice in writing. Where

    mutually acceptable, the member may be returned to their

    unit earlier. Note that once deployed, this option is no

    longer available; and

    v. Mission Cancellation. If the operation is cancelled or the

    organization is reduced, the affected Reserve Force

    members will be given notice of termination in writing and

    will be given a minimum of 30 days employment from the

    date of notification;

    (d) RTU Letters. Any augmentee who is RTU for any reason shall

    receive a formal letter of explanation of RTU. LFWA will provide

    an example letter to mounting units (Appendix 5). A copy of the

    RTU letter will go to the member, one to the member’s home unit

    and formation, and one copy to the LFWA G1 Ops; and

    (9) Travel Claims. All augmentees will be on TD from their home units for

    the period of pre-deployment training. These claims will cover the travel to and

    from the mounting base (CFB/ASU Edmonton/Shilo) and will be settled by the

    D-10/15

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