41 Canadian Brigade Group Directives
Directive No:41CBGD-G1-014
Directive Title:Non-Effective Strength
Effective Date:10 September 2012
Reviewed by: G1
OPI:G1 Management
References: A.QR&O 15.21
B. QR&O 15.36
C. QR&O 21.72
D. QR&O 38.03
E. CFAO 49-10 Terms of Service - Officers - Primary Reserve
F. CFAO 49-11 Terms of Service - Non-Commissioned Members - Primary Reserve
G. CMP 20/04
H. A-PM-245-001/FP-001
I. A-LM-181-001/JS-001 Chap 14
J. CANLANGEN 016/12 COMD 027/12 031300Z Jul 12– Declaration of Non-Effective Status and Intention to Return to Duty
GENERAL
1.The control of Non-Effective Strength (NES) within the P Res is a unit responsibility. An administrative burden occurs when the unit has allowed time to elapse between the time a soldier ceases to parade and the initiation of unit administrative action. Parade absences can be tracked through RPSR reports; therefore, it is essential to maintain constant control of attendance at unit parades. Reporting will be conducted at a minimum of once per 30 days cycle. Units will submit their NES numbers to G1 Pers Mgt NLT the 2nd Wednesday of each month for collation and dissemination higher.
AIM
2. To clarify the identification, administration, release, and kit recovery of Primary Reserve soldiers, who by not parading, have become non-effective members of their unit.
COMMANDER’S INTENT
- The Commander’s intent is to establish the process by which unit NES strength never exceeds 10% and that soldiers within 41 Canadian Brigade Group are administered in a fair and timely fashion.
DEFINITIONS
4. As detailed in reference F, a member of the Primary Reserve shall be declared NES when their unauthorized absence from duty has exceeded 30 days, during which time no fewer than three duty periods were conducted by the unit. A period during which a member has been declared NES does not count toward qualifying service for promotion, incentive pay, Canadian Forces' Decoration or clasp, or the RFRG or CFSP. NES shall not be approved retroactively.
5. A duty period is unit training or administration, which includes attendance at parades, work sessions, demonstrations and exercises or special training or administration conducted while undergoing annual training. The duty is performed as scheduled by an appropriate authority over a defined period of time.
PROCEDURES BY UNIT
6.All personnel should be intimately familiar with references G, H and J. The following procedures outline the responsibilities IAW reference G, at each level, and provide clarification as necessary:
- 1st Wed of each month:
(1)Unit/ASC clks to pull RPSR report to determine who has not paraded in the last 30 days. Verify the information (check for pers releasing/on ED&T/Cl C/MATA/PATA). For those members meeting the prerequisites of NES – complete Parts 1 and 2 of the NES Staffing Form (Annex B, reference H) and record on the NES tracking form on SharePoint (format at Annex A). At this time, NES clk shall contact your applicable Supply section to determine dollar value of kit outstanding to include in the letter.
NOTE: Letter to be used IAW reference J (Annex B)
(2)Provide the list and Staffing Form to the unit CO through Adjt. CO/Adjt to review and declare NES as applic. CO/Adjt to review NES personnel list and declare NES. Return NES Staffing forms to the Orderly Room. Note - this is the step where the unit leadership should be cognizant of pers who have submitted ED&T reqs that have not been returned, or other extraordinary reasons,
(3)Unit to initiate contact procedures for NES pers. Note – although a letter will be sent the next Wed, it is advisable for the unit to make phone contact with the NES member and discuss options.
b.2nd Wed of each month:
(1)Adjt to return any remaining NES staffing forms to the chief clerk/Orderly Room, and
(2)Letters for pers declared NES are to be fwd to the CO for signature, then mailed via registered mail the following day.
NOTE: Policy interpretation of the effective date is that the date the CO signs the form is the date the member is declared NES on the “Non-Effective Status Date”.
(3)Unit/Orderly Room clk to send letters via Registered Mail for signature with a tracking number to verify whether the letter has been receive, and annotate SharePoint spreadsheet. BF for 20 days after letter mailed.
NOTE: NES shall NOT be approved retroactively. Policy interpretation of this means that if a member has been absent for more than 30 days, then resumes parading – you can not go back and annotate those days as NES.
- BF date (20 days after letter sent):
(1)Unit/Orderly Room clk to liaise with Adjt to determine if response has been received as per Part 5 sub para b of NES Staffing Form. If member responds, Part 5 – Unit Representative Contact Process is to be completed indicating if member is returning to duty, voluntarily releasing, applying for ED&T or, if they did not reply, being compulsory released.
(2)Part 6 – Commanding Officer’s Directives is to be completed by the CO:
(a)If “Member has Reported” – NES Staffing Form is PA’d to personnel file,
(b)If “Compulsory Release” is directed, Unit/ASC clerk initiates Compulsory Release under item 5(F) of QR&O 15.01. Form is annotated as applicable.
NOTE: A Notice of Intent to release is to be completed for the all members the rank of Sgt and above (reference B and Chapter 15, of reference H)
7.Attached as Annex B to this SOP, please find detailed HRMS/RPSR instructions for the administrative process of NES.
8.Attached as Annex C to this SOP is a recommended “Statement of Understanding – Attendance and Non-Effective Strength” which should be included in the AAG/PRV process.
Annex A– NESTracking Register
Annex B – NES Letter on Letterhead
Annex C – Statement of Understanding – Attendance and Non-Effective Strength
This Page Intentionally Left Blank
41CBGD-G1-014 - STEP BY STEP GUIDE TO NES
Step 1
1st Wed of each month. Orderly RoomClk to pull RPSR report to determine who has not paraded in the last 30 days. Verify the information (check for pers releasing/on ED&T/Cl C/MATA/PATA) and for those meeting the prerequisites of NES – complete Parts 1 and 2 of the NES Staffing Form (Annex B, reference H). Provide the list and Staffing Form to the unit CO through Adjt. Ensure this is recorded on the SharePoint tracking
Completion of Non-Effective Strength (NES) Staffing Form
OR/Orderly Room Clk completes Parts 1 and 2 of the NES Staffing form and NES Contact Letter
(A-PM-245, Chapter 19, Annex B)
Step 2
CO evaluates the case and completes Part 3 of the NES Staffing form and indicates effective date. Note – Date declared NES can not be earlier than the date the CO signs the form, hence the requirement for efficient and timely administration.
Step 3
Orderly Room/OR Clerk completes Part 4 of the NES Staffing form, records member's NES status in HRMS and RPSR or local pay as applicable.
It is at this time that the Unit Representative should attempt to contact the NES member. Note that ensuring the leadership contacts the member via phone or email is an important part of retention.
Step 4
RPSR
Adjustments to member's RPSR or Pay Record must be made to reflect the period of NES authorized.
In RPSR Enter member info to bring up member
Click on ‘Military Information”
Now click on “Admin Status”.
-Admin Status drop down box select Non Effective
-From Date is the date the CO declared the member NES as per part 3.
-To date is left blank, because you don’t know when the member will be back to parade.
“SAVE” your work.
Step 5
HRMS
Search for NES in Coach
Select Go Administer Workforce… Administer Workforce (CAN) from the menu bar
Now access work location panel Select Use…Job Data…Work Location Update/Display from the menu bar.
In the menu that will appear enter Member’s service number:
Select the member’s substantive Res F record, confirm by scrolling to the right. Double click on the substantive record.
Now click on effective date and insert a row.
Enter the Effective date of NES and the action as LOA (leave of absence) and reason as NES
“SAVE” your work.
Step 6
The Formal Letter is sent by Registered Mail for signature with a tracking number to verify whether the letter has been received.
If member returns with the letterand wants to start parading, or if nothing is heard from the member within the allotted time:
CO directs closure action through the completion of Part 6 of the NES Staffing form
RPSR
Adjustments to member's RPSR or Pay Record must be made to reflect the period of NES authorized.
In RPSR Enter member info to bring up member
Click on ‘Military Information”
Now click on “Admin Status”.
Enter the date that the NES ends.
“SAVE” your work. This will tell you how many days the member was NES.
Indicate change to IPC due date, which is equivalent to the total non effective days plus last know IPC due date, ie: Next IPC due 2 Feb 13, member has 15 days NES new IPC date is 17 Feb 13.
HRMS
Search for Return from NES in Coach
Select Go Administer Workforce… Administer Workforce (CAN) from the menu bar
Now access work location panel Select Use…Job Data…Work Location Update/Display from the menu bar.
In the menu that will appear enter Member’s service number:
Select the member’s substantive Res F record, confirm by scrolling to the right. Double click on the substantive record.
Now click on effective date and insert a row.
Now click on effective date and insert a row.
Enter the Effective date of NES return and the action as Return - LOA and reason as RFL.
NOTE: Enter the date the member is returning to duty.
e.g If the last day of NES is 15 Jan 12, you enter the effective date as 15 Jan 12.
Go to Calculator: Add to or subtract from a date
This will give you the new EPZ date. (can only be corrected by a clk that has Correction Mode)
If member does not answer or return, if below rank the of Sgt or an OCdt complete the Recommendation for Compulsory Release form (A-PM-245 Chap 15 Annex B F appendix 6) and fwd (after CO has signed) to 41 CBG for furtherance to LFWA for approval. If mbr is a Sgt and above and or a commissioned Offr complete the Notice of Intent to Recommend Release ((A-PM-245 Chap 15 Annex F Appendix 4) and fwd to member (after CO has signed).
DND/UNIT Letterhead (first page only)
Insert file number **NOTE: G1-014 Annex B on letterhead**
Insert unit name and address
Insert the date
Insert member's rank, name and address
DECLARATION OF NON-EFFECTIVE STATUS –
AND INTENTION TO RETURN TO DUTY______
References: A. CF MIL PERS INSTR 20/04 Administrative Policy of Class A, B, and C Reserve Service
B. QR&O 15.01 Release of Officers and Non-Commissioned Members
1.I was recently advised that you have been declared Non-Effective on (DATE) because you have been on unauthorized absence from duty in excess of 30 days, during which time no fewer than three duty periods were conducted by our unit as scheduled in the unit training plan or duty roster.
2.All (UNIT NAME) soldiers are valued members of the Canadian Forces (CF) and you are no exception. If there are work, school, family, personal or medical reasons that prevent you from attending unit activities on a regular basis, then you must seriously consider the following options and inform (NAME AND TELEPHONE NUMBER OF UNIT CONTACT) of your intention within 15 days after receipt of this letter:
- Resume Parading. Become an effective member of the unit again by resuming regular attendance at scheduled activities, based on your availability. Contact the unit to confirm your next parade date;
- Exempt Duty and Training (ED&T). Request a period of ED&T if there is a situation that is temporarily preventing you from attending unit activities. If such is the case and you wish to remain in the unit, you must submit a written request. Note that I cannot guarantee the approval of ED&T as many considerations influence my decision: Reasons provided, time period requested, timeliness of request, past performance, and motivation to pursue military duties upon return to the unit, etc;
- Medical. Seek the services of Health Care specialists at your earliest convenience if you are preventing from attending unit activities because of an
injury, disease, or illness, whether related or not to military service. After having been medically examined, you could possibly be medically excused from military duty and may be entitled to a number of programs, services, and benefits should your medical condition be related to military service. It is important that you have your medical condition promptly ascertained and addressed, as appropriate. If you uncertain as to how or where to obtain medical services,
please contact the unit and we will provide you with the necessary contact information;
- Transfer to the Supplementary Reserve. Request a transfer to the Supplementary Reserve if you wish to remain a member of the CF but can no longer attend unit activities on a regular basis. This could help you continue your military career and possibly return to effective status later, when your personal situation will have stabilized. Note that, should you be eligible (i.e. meet all pre-requisites) for such a transfer, you would be required to release from the Primary Reserve and return all military equipment in your possession, as applicable; and
- Release. Contact the unit to initiate Release procedures and arrange for the return of all military equipment in your possession, as applicable, if you no longer wish to be a member of the CF. (REMOVE THE FOLLOWING SENTENCE AS APPLICABLE) Please note that as of this date you possess military equipment valued at ($XXXXXX).
3. Should you decide not to contact the unit within 15 days from the date of this letter to confirm your intention with regard to the options listed above, I would be compelled to initiate procedures for your Release as per Ref B, Item 5(F) – UNSUITABLE FOR FURTHER SERVICE. Please note that Release item 5(F) may have serious consequences on your future employment.
4.(THIS PARA SHOULD ONLY BE INCLUDED IN THE LETTER IF THERE IS OUTSTANDING EQUIPMENT i.e. IF AN AMOUNT WAS INCLUDED AT Para 2(E) ABOVE). Further, should you decide not to contact the unit and make no attempt to return all military equipment in your possession within 15 days following receipt of this letter, I would also be compelled to initiate recovery procedures against you. In such case, your file would be sent to the Assistant Judge Advocate General (AJAG) who would issue a formal demand for the return of the military equipment in your possession. Failure to respond to this demand would have the AJAG send your file to the Public Prosecution Service of Canada, which would summon you to appear in respect of an offence pursuant to the National Defence Act. A conviction for such an offence could result in a Criminal Record.
(Insert initials and name)
(Insert rank)
Commanding Officer
(Insert phone number)
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