HER MAJESTY’S LORDLIEUTENANT’S CADET INSTRUCTIONS

1. Each year in this Association's area it is customary for HM Lord-Lieutenants of North Yorkshire, South Yorkshire, West Yorkshire, and the East Riding of Yorkshire to appoint Lord-Lieutenant’s cadets from each of the Sea Cadet Corps (SCC), the Army Cadet Force (ACF), the RAF Air Cadets (RAFAC) and the Combined Cadet Forces (CCF) from any of the three services.

2. The appointment is in recognition of exceptional achievement by cadets in each of the three Services. The cadets are nominated to each of the respective Lord-Lieutenant by the Chairman of the RFCA, from nominations received from each of the cadet organisations within the Counties in which the cadets will serve.

3. The appointed cadet is awarded a framed certificate signed by the LordLieutenant of the County concerned and two uniform badges, and they are presented by the LordLieutenant at an Association ceremony hosted, on behalf of the Association, by one of the cadet forces.

4. Lord-Lieutenant’s cadets will attend the Lord-Lieutenant of their county at any function to which they are invited. Their duties will be entirely at the discretion of the Lord-Lieutenant. It should be noted that, in some counties, the appointment might be solely honorific.

5. This instruction is in two parts:

aPart ISubmission of nominations for LordLieutenant’s cadets

b.Part IIForm of ceremony for the appointment of LordLieutenant’s cadets

PART I SUBMISSION OF NOMINATIONS

6. The nominations for the appointment of LordLieutenant’s cadet should be the best all-round cadets from each area, in the view of the ACF County Commandant or equivalent. To be eligible for the appointment, the cadet must:
  1. Have attained 16years of age in the calendar year of appointment.
  1. Have the rank of sergeant, or equivalent, on the date of the nomination.
  1. Have completed, on the date of appointment, the training of the appropriate cadet corps:

(i)SCC Leading Cadet

(ii)ACF APC3 Star Award

(iii)ATCStaff Cadet

  1. Made a significant contribution to his/her local community. The minimum attainment should be the achievement of the bronze level of the Duke of Edinburgh’s award scheme.
  1. Have been a cadet for at least two years.
  1. Be available and prepared to accept a share of the duties of the Lord-Lieutenant’s cadets.
  1. In the opinion of the Commandant or Contingent Commander, have the bearing and confidence to carry out the role.

7. If a suitable candidate is not available, then the RFCA should be informed that there is no nomination for the area concerned. In the case of the CCF, the Contingent Commander should nominate individuals, otherwise it will be assumed there are no candidates.

8. The appointment may only be awarded once to the same individual.

9. Please bear in mind that the rank the cadets are when they are nominated will be the one entered on the certificate despite being promoted in the meantime but the programme could reflect the fact that the cadet has since been promoted.

10. Recommendations

  1. Recommendations, which will be called for annually, should be submitted on the proforma at Annex A to Headquarters RFCA for Yorkshire and the Humber by 18 May 2018. Nominations are to be based upon the local county authority in which the cadet unit has its accommodation, with the exception of North and North East Lincolnshire ACF nominations, which will be considered under the East Riding of Yorkshire.
  1. The recommendation should be a statement of facts, rather than the Commandant’s opinion of the worth of the cadet, and should include all the qualifications and awards that the cadet has achieved. In addition, an outline of the cadets’ ambitions or life-plan should be included. This detailed information will be used at the appointment ceremony, so must be comprehensive and accurate.
  1. The accuracy of the contact details on the recommendation proforma is important, because these details will be used by the Lord-Lieutenant’s office to contact the cadets.
  1. No cadet should be recommended until an initial inquiry has been made to ascertain whether the cadet is willing to undertake the duties of a Lord-Lieutenant’s cadet.
  1. If more than one nomination is offered for selection, then the nominator’s order of priority for the candidates is to be stated.

11. Selection Procedure. Once the County Commandants, or equivalent, have made their recommendations to the Chief Executive of the RFCA, the Chairman of the Association will consider each nomination before recommending acceptance by the LordLieutenant. When the LordLieutenants approval has been obtained, the cadets will be formally invited to accept the appointment.

12. Hosting of Appointment Ceremonies

  1. Units will be invited to host the appointment ceremony, on behalf of the RFCA. Typically the responsibility rotates between the three Services. Further details on these evenings appear in Part II of these instructions. The previous hosts of the annual ceremonies are listed at Annex B.
  1. Finance. Host units will receive an allocation of funds to cover the costs of the appointment ceremony. The Association will pay separately for the printing and framing of the certificates.
PART II FORM OF CEREMONY FOR THE APPOINTMENT OF LORDLIEUTENANT CADETS

13. General. The appointment of the LordLieutenant’s Cadets is a formal occasion at which the LordLieutenant of the respective county awards a certificate and confirms the appointment of the Cadets. Such occasions are extremely important to recipients and their guests and are also a time to show the host unit in the best possible light, very often with coverage by local media. The following details form a tried and tested template for the presentation. Host units may add their own ideas to the evening, but must follow these guidelines for the actual formal presentation.

14. Date of the Ceremonies. The ceremonies will take place in late September/early October of each year. The RFCA will coordinate dates for the ceremonies with the hosts and the Lord-Lieutenant’s offices. The Association will then confirm dates with all concerned.

15. Briefing. Prior to each ceremony, the Deputy Chief Executive of the Association will liaise with the host unit to ensure that the function is planned appropriately and to establish funding requirements. From this point the host unit takes over the full responsibility for the evening from sending out the invitations and instructions through to organising the presentation ceremony and the buffet supper afterwards. The Association staff will, however, be more than happy to offer advice if required.

16. Liaison with the Lord-Lieutenant. One month prior to the function, host units should ensure that they liaise fully with the respective Lord-Lieutenant's office and provide the Lord-Lieutenant with his/her own detailed brief for the evening giving a full programme of the evening's events with the Lord-Lieutenant's own timings especially highlighted, a full guest list and a map clearly showing the venue and giving any necessary directions. At Annex F to this document, there is a protocol document by the South Yorkshire Lieutenancy which is included to ensure consistency within the Presentation Evenings.

17. Certificates and Badges. This Association will coordinate the printing and framing of the certificates and the procurement of badges and arrange for their delivery to the host unit.

18. Invitations. Invitations to the presentation evenings should fall under two categories "official" and "private" and should be issued by the host unit approximately two months before the presentation takes place. Partners should be included on the invitations.

19. Official Guests. A list of the suggested invitees for each county is attached at Annex C. However, the official guests[1] should include the following:

  1. Association

(1)Chairman

(2)Vice Chairmen

(3)Chief Executive

(4)Deputy Chief Executive

  1. All Commandants of units involved.
  1. Any sub-unit commanders of units involved.
  1. Local headmasters, in particular those of the recipients of appointments.
  1. Local civic dignitaries, as seen fit by the host unit.

The host unit should also ensure that enough cadets and adults are on hand to greet and usher people to seats, etc.

20. Private Guests. Private guests should be restricted as far as possible to parents of appointees plus two guests for each recipient. Should recipients wish to bring more guests, this may be allowed at the host unit's discretion. Children below the age of 10 should not attend.

21. Instructions. The unit should issue a full set of instructions for the presentation evening at least four weeks prior to the occasion. This should include information on the dress code for guests, a detailed programme of the evening's events, an official guest list, a list of the cadets to be appointed, a map clearly showing the venue and giving any necessary directions, and any other relevant details.

22. Layout of the Presentation Hall. A typical layout for a presentation is given at Annex D. The following points should be considered:

  1. The LordLieutenant, the Chairman and Chief Executive of the Association and the County Commandants (and their equivalents) should be seated in the front two rows, along with any civic dignitaries that attend the function.
  1. The central table should be decorated with unit colours, silver or a flag.
  1. There should be a lectern to the side of the central table from which the appointed officer may read the introduction to the evening and announce the appointed cadets. The lectern will also be used by the cadets to deliver their presentations.
  1. The recipients should be placed down one flank of the hall and should be provided with chairs.

23. Format of Presentation Evening. The host unit should ensure that all private guests are seated in the presentation area fifteen minutes before the ceremony begins.

24. Briefing of Cadets. All appointees should have been fully briefed prior to the presentation evening, their presentations checked and rehearsed with them, and they should be given a final brief and reminder of their part in proceedings on the night.

25. Greeting and Hosting Guests. All guests should be greeted and given assistance in finding their seats. It is suggested that official guests sit on one side of the Presentation Hall and guests of recipients on the other.

26. Arrival of the Lord Lieutenant. The Chairman of the Association, or his representative, and the Commanding Officer of the host unit should greet the LordLieutenant. The Chairman of the Association will escort the Lord-Lieutenant to his/her seat

27. Presentation. The audience will be asked to stand for the arrival of the Lord-Lieutenant, after which the audience will be invited to take their seats. The presentation will commence once the LordLieutenant is seated, as follows:

  1. The duty officer should introduce the Chairman of the Association (or his representative) who will open the presentation by welcoming the Lord-Lieutenant and the guests to this prestigious occasion. He will then hand back to the duty officer.
  1. The duty officer will then introduce each of the cadets in turn and ask them to give their presentation, which should be based on their experiences in the cadets, the benefits that they believe the cadet movement has brought to them and their local community, and their ambitions and plans for the future.
  1. The duty officer will then invite the Lord-Lieutenant to award a certificate to each Lord Lieutenants’ cadet and present each of them with two badges to wear on their uniform. The awards should be carried out: SCC, ACF, ATC and CCF. The duty officer will continue by reading out the first recipient's name. The recipient will stand, come QUIETLY to attention, walk forward, salute the LordLieutenant and shake his/her hand and then take the certificate and badges. The cadet will then step back, salute the LordLieutenant once more and return to his/her seat (Applause). This process will be repeated for each recipient.
  1. Once the certificates have all been presented, the duty officer will invite the LordLieutenant to say a few words. The host unit should check with the Lord-Lieutenant prior to the evening that he/she is willing to do this.
  1. The duty officer will then introduce the Commanding Officer of the host unit who will then conclude the presentation by thanking the Lord-Lieutenant and inviting the guests to the buffet supper.
  1. The duty officer will ask the recipients and their families to remain for the official photographs with the Lord-Lieutenant and ask all the other guests to proceed to the buffet supper.
  1. Following the photographs the Commanding Officer for the host unit will escort the Lord-Lieutenant to join the rest of the guests where the buffet supper and drinks should be served, thus giving the Lord-Lieutenant and the official guests the opportunity to meet and talk informally to all.
  1. Additional Presentations. If the host unit wishes to vary the format set out above they are to discuss the variation with the Deputy Chief Executive of the RFCA. Any presentation, slide showsor films are to belimited to two minutes. Under no circumstances are any additional awards to be made at these presentation evenings except with the agreement and approval of the Chairman of the Association.

Supporting the Reserve Forces and Cadets in Yorkshire and The Humber
President: Andrew J Coombe Esq., HM Lord-Lieutenant of South Yorkshire
Chairman: Air Commodore I R W Stewart CBE DL
Chief Executive: Colonel (Retd) J K Wrig

28. PR and Photography

  1. Such a presentation evening is an ideal opportunity to provide good publicity and host units should liaise with the Communications Department (Comms AO) at this Association, who will organise press releases for local newspapers and pass photographs and releases to local unit publications.
  1. The Comms AO will, through the host unit, liaise with the certificate recipients to obtain personal and cadet related details. This is done in the form of a Publicity Questionnaire, which is at Annex E. Host units should pass this to their cadets and instruct them to provide as much information as possible to the Comms AO so that the Lord-Lieutenant can be fully briefed on recipients’ details. It should also be noted that the Comms Dept. has a good working relationship with Media Ops at 4 Brigade, should the host unit wish to involve them as well.
  1. A professional photographer will normally be provided for the evening, but the host units will need to confirm this detail.Photography will be carried out as each cadet is given their certificate and that the cadets, their guests and civic dignitaries should remain seated at the end of the ceremony for the group shot.
  1. The taking of photographs during the presentation should be discouraged. All LordLieutenant will do a photo call after the presentation has taken place and before the supper is served enabling all the professional and private photographs to be taken.

29. Security. Normal security precautions conducive with any large number of military guests and in keeping with the prevailing Counter-Terrorist Response Levels (CTRL) should be taken.

Annex A to

HM LordLieutenant

Cadet Instructions

HM LORD-LIEUTENANT'S CADET NOMINATION

SCC/ACF/ATCCOUNTY* (Please give name of Cadet Organisation)

Serial / Detail
1. / PERSONAL DETAILS
Name (Surname First):
Date of birth:
Cadet rank:
Address:
Home telephone number:
Email address (if known)
School/employer's address:
2. / CADET SERVICE DETAILS
Unit cadet county/wing
Unit detachment/squadron
Area
Date of joining cadet corps
Date of completing or gaining
Leading Cadet (SCC)
APC 4 Star Award (ACF)
Staff Cadet Examination (ATC)
3. / COMMUNITY SERVICE
Duke of Edinburgh's Award
Details of Community Service
4 / COMMANDANT'S NOMINATION
(Please use a separate sheet of paper if necessary)
Signed ______
5. / DATE OF RECEIPT RFCA ______
6. / CHAIRMAN'S REMARKS
(Please use a separate sheet of paper if necessary)
Signed ______
7. / LORD-LIEUTENANT'S APPROVAL
I am prepared/decline to accept ______
as a Lord-Lieutenant Cadet from ______
Signed ______

Annex B to

HM LordLieutenant

Cadet Instructions

HM LORD-LIEUTENANT CADET PRESENTATIONS

VENUES AND HOST UNITS

2018

East RidingHumberside & South Yorkshire ACF – 6th September CTC Driffield

W YorkshireYorkshire (North & West) ACF - 3rd October Belle Vue Barracks, Bradford

N YorkshireCentral & East Yorkshire Wing ATCTBC

S YorkshireSouth & West Yorkshire Wing ATCTBC

2017

East RidingCentral & East Yorkshire Wing ATCHalifax Bks, Hull

W YorkshireSouth & West Yorkshire Wing ATCATC Wing HQ, Castleford

N YorkshireYorkshire (North & West) ACF CTC Strensall

S YorkshireHumberside & South Yorkshire ACF ARC, Scarbrough Bks, Doncaster

2016

East RidingHumberside & South Yorkshire ACFCTC Driffield

S YorkshireSouth & West Yorkshire Wing TACARC, Scarbrough Bks, Doncaster

N YorkshireCentral & East Yorkshire Wing ATCGaltres Centre, Easingwold

W YorkshireYorkshire (N&W) ACFMinden House, Pontefract

2015

East RidingCentral & East Yorkshire Wing ATCHalifax Bks, Hull

S YorkshireHumberside & South Yorkshire ACFARC, Scarbrough Bks, Doncaster

W YorkshireSouth & West Yorkshire Wing ATCATC Wing HQ, Castleford

N YorkshireYorkshire (N & W) ACFCTC Strensall

2014

East RidingCentral & East Yorkshire Wing ATCHalifax Bks, Hull

S YorkshireHumberside & South Yorkshire ACFARC, Scarbrough Bks, Doncaster

W YorkshireSouth & West Yorkshire Wing ATCATC Wing HQ, Castleford