REGIONAL CADET SUPPORT UNIT (NORTHWEST)

DEPART WITH DIGNITY

STANDARD OPERATING PROCEDURE

16 MAY 2014

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100. APPLICATION OF STANDARD OPERATING PROCEDURE

1. This Standard Operating Procedure (SOP) has been compiled to provide
essential information regarding all aspects of a Depart With Dignity (DWD) event
within Regional Cadet Support Unit (Northwest) (RCSU (NW)). Nothing set forth
in this document is to be interpreted as taking precedence over any statutory
publications. This document will provide direction to RCSU (NW) personnel with
basic policies and procedures on the:

a. RCSU (NW):

(1) organization and implementation of the administrative
requirements for DWD.

b. DCO:

(1) appointment of Retirement Function Coordinator (RFC) for
Class B / Regular Force pers; and

(2) coordination of administrative procedures.

c. ACO:

(1) recommend appointment of RFC by Elemental OIC to
coordinate DWD for Class A pers; and

(2) liasie with Corps and RCSU (NW) staff on implementation of
DWD.

d. Member:

(1) communicate with RCSU staff about departure from the CF.

e. Chief Clerk/delegate:

(1) prepare members release and order release certificate and
pin;

(2) request letters from Prime Minister, Provincial Premier and
the Mayor of the City in which the member resides for
recognition of service;

(3) order flag (if entitled) and forward to RFC to be flown;

(4) produce flag certificate once flown; and


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(5) coordinate delivery of above letters and certificates to the
RFC.

f. Retirement Function Coordinator (RFC):

(1) draft message announcing details of retirement/DWD;

(2) if retiring member is entitled to a flag, arrange for the flag to
be flown at a location requested by the member; and

(3) if a function is desired, plan the function at the members
requested location.

2. The intent of the DWD program is to formalize the process and to ensure
that all CF members are given the appropriate recognition upon completion of
military service. The aim of this SOP is to establish a formalized procedure that
will ensure the consistency and dignity of every retirement function.

3. A list of applicable references is found at Annex A. Common sense,
sound judgement, and personal expertise should be taken into account in all
decisions to ensure that the activities occur with the members wishes as the
primary concern.

4. The CO RCSU (NW) or their designate must approve any proposed
change to these procedures.

101. AMENDMENTS

1. Amendments to these SOPs will be distributed as required by CO RCSU
(NW) or their designate. Suggestions for amendments are invited and should be
sent in writing to northwestadmin@forces.gc.ca.

102. DEFINITIONS

1. For clarification between documentation used in the Cadet Program, a list
of definitions is provided as follows:

a. CDS: Chief of Defence Staff;

b. CAF: Canadian Armed Forces;

c. CMP: Chief Military Personnel;

d. COATS: Cadet Organization Administrative and Training Service;

e. DWD: Depart with Dignity;

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f. Locality: The city, town, or small district that the corps is located in;

g. Local Area: A location within three hours or 300 km of the corps;

h. Member: Applies to Officers and NCMs of the CF; and

i. NCM: Non-Commissioned Member.

103. PERSONNEL

1. This SOP applies to all Officers and NCMs of RCSU (NW).


104. ROLES AND RESPONSIBILITIES

1. See page 1.

105. GENERAL

1. The DWD program applies to all members who have completed Basic
Training and are being honourably released from the CAF.

2. Under normal circumstances, releasing members will only be given one
DWD ceremony at the end of their CAF service. There may be circumstances, as
per the example identified in CF MIL PERS INSTR 01/09 Depart With Dignity.

3. The minimum DWD ceremony standard is that the Certificate of Service
be presented by a serving member of equal or greater rank than the Releasing
Member.

4. Presentations and Certificates:

a. RFC to coordinate with Chief Clerk/delegate for a timely delivery of
certificates and letters, and with the Master of Ceremonies for
presentations as follows:

(1) As a minimum, the Certificate of Service and Enviromental
Certificate from the approriate command must be presented
in a suitable manner;

(2) Upon release, significant and meaningful presentations may
be available for the member at the Federal, Provincial and
Municpal level;
(3) Presentations should be considered for the significant
person(s) (spouse/partner) attending who has/have

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supported the members career (flowers/gift
certificate/donation in members name);

(4) Presentations/Letters from Environmental, Branch, and other
organizations to which the member belongs;

(5) The Canadian Flag. Effective 1 August 2008, all
honourably releasing CAF members, with at least 25 years
service, are eligible for a presentation of a Canadian Flag
which has been flown at the members unit/base or Wing in
recognition of their lengthy service. RFC to confirm with
member their desire for the flag and request from Chief Clerk
RCSU (NW) as applicable. This is a one time, one of,
presentation. If member has received a flag previously, it
can not be requested again;

(6) Parliament Hill Canadian Flag. The Canadian Flag
initiative and presentation does not preclude requesting a
Canadian Flag flown from the Peace Tower or East/West
block. CAF members with 35 years service will no longer
receive priority placement on the waiting list (wait times are
currently 20 years for Peace Tower and 11 years for
East/West block); and

(7) Legion Membership. The Royal Canadian Legion has
graciously opened their doors to all honourably releasing
CAF members by granting them a Member-At-Large
membership, which will give the member full access to any
Legion facility for one year. Once the Legion receives the
membership application from the member, the Legion will
forward to the member a Legion Pin and Legion Magazine.
Reservists require a minimum of one year military service to
be eligible. The Chief Clerk/delegate is responsible for
completing and printing the legion scroll/welcoming letter for
presentation.

b. Frames:

(1) RCSU (NW) may utilize public funds to frame two certificates
under DFPP 7356-7-22(DFPP 2) 16 May 02, including the
Certificate of Service and one other;

(2) A Shadow Box may be considered. Shadow Boxes have
been designed or purchased by some units specifically for
presenting memorabilia such as medals, honours and

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awards, undress ribbons, badges, and if entitled, a Canadian
Flag;

Although there is no official method for folding the National
Flag for presentation purposes, a suggested method is found
at http://cfsuo.mil.ca/ndhq_cwo/docs/fold_Flag_e.doc; and

(3) The purchase of shadow boxes and like mementos are not
obligatory. If it is decided to procure such items, they shall
be funded through non-public, unit funds, or collection.

106. ADMINISTRATION

1. Process:

a. member conveys their intent to release;

b. The respective Pers Sp Clerk does a staff check and begins the
release process including the ordering of the release certificate and
pin;

c. A release interview is conducted at which time the member is
asked if they would like a DWD;

d. Upon notification of the release and if the member wishes a DWD,
then an appropriate RFC is appointed by the following to plan the
retirement function;

(1) DCO retiring Class B or Reg F pers; and

(2) Elemental OIC retiring Class A pers.

e. RFC to confirm the retiring members preference regarding either a
formal or informal ceremony;

f. The Chief Clerk/Delegate begins the DWD administrative process
to include the following:

(1) request letters from the Prime Minister, Provincial Premier
and the Mayor of the City in which the member resides;

(2) request the Branch Certificate of the members respective
branch;

(3) order the Canadian Flag and give it to the RFC so it may be
flown in the location requested by the member;

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(4) produce the Flag Certificate once the flag has been flown;

(5) produce the Regional Cadet Support Unit (Northwest)
Certificate of Service; and

(6) produce the Legion Scroll, Legion Welcoming Letter and
Legion Application.

107. THE CEREMONY

1. Organization:

a. When organizing a retirement ceremony, it is important to not only
recognize the significance of the member, but their families as well.
The ceremony is as much for family and friends as it is for the
retiring member; and

b. The aim is to convey to all in attendance, the esteem with which
their friends, the service, and their country hold the member. To
accomplish this, organizers must ensure that the ceremony is: first
and foremost, dignified; has the appropriate degree of military
pomp, pagentry and humour; and accurately conveys the
significance of the members career to all in attendance.

2. Messes:

Where possible the retirement function should be held in the appropriate
Mess.

3. Communications:

a. once details are known, the distribution of the retirement
message/announcement should take into consideration the
members broader work life and should include as many friends and
colleagues as possible. The RFC should request a distribution list
from the retiring member; and

b. the RFC is to send the announcement message as per the example
provided at Annex B.

4. Planning:

a. the focus throughout the ceremony must be centered on the
member and their family, ensuring that appreciation and support for
the members voluntary military service to Canada is reflected;


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b. early in the planning stages, the RFC may discuss the event with
the spouse or other significant person of the releasing member to
take into account any special considerations that the family may
have. They may provide pictures for a photo album, anecdotes for
the Master of Ceremonies, or they may even wish to make a
presentation themselves;

c. whether the ceremony is formal or informal, it is imperative that the
event be conducted with dignity and sincerity. The RFC should
consider the following when making preliminary arrangements:

(1) Master of Ceremonies (MC): the early selection of an
appropriate MC is critical to the success of the event. The
MC should be comfortable speaking in public and have
knowledge of the members career and family (Annex C
sample Members Biography);

(2) Presenter: the presenter of the Certificate of Service should
be of equal or greater rank than the releasing member and
should preferably be their Commanding Officer;

(3) Program: written copies of the order of events should be
available for participants to review as necessary (see Annex
D). An attractive souvenir program may be prepared;

(4) Mess/Establishment Support: the mess/establishment
should be consulted regarding provision of:

(a) microphones;

(b) speaking podiums;

(c) stage/floor layout; and

(d) other special equipment.

Note: always follow-up and make sure all items are in place and in
good working order prior to the commencement of the ceremony.

5. Miscellaneous items:

a. arrangements could be made to videotape the ceremony or to
conduct a reminiscent slide presentation. The videotape, and/or
slide presentation make a meaningful keepsake presentation to the
Releasing Member and family. Funding shall be through non-public
unit funds or collection;

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b. proper planning in the layout of the room will ensure success of the
ceremony. As with any reward or recognition program, sincerity is
key. Nothing should be included if there is a possibility that it could
embarrass the guest of honour or family;

c. within the parameters of the DWD program, ceremonies may vary
both in scope and detail. Regardless, ceremonies, whether formal
or informal, should be dignified and memorable. RFCs are
encouraged to plan carefully, seek assistance and speak to those
with previous RFC experience to ensure the success of this
significant event in the members military career; and

d. A DWD checklist is provided at Annex E.


ANNEX A to
RCSU (NW) DWD SOP
16 May 14

A1-1
DWD SOP REFERENCES

1. This SOP is governed at all times by procedures/polices as established by
DND, including, but not limited to:

a. CANFORGEN 100/00 ADM(Hr-Mil) 061 161430Z Aug 00 (SPHL);

b. MARGEN 019-08 CMS 038-08 211257Z May 08 (Navy
Enviromental Certificate);

c. CANFORGEN 105/03 CAS 049 131300Z Aug 03 (Air Force
Enviromental Certificate);

d. CANFORGEN 122/04 CAS 059 151827Z Sep 04 (Air Force
Update);

e. CANFORGEN 009/04 CLS 003/04 221450Z Jan 04 (Army
Enviromental Certificate);

f. CANFORGEN 172/05 CLS 022/05 091414Z Nov 05 (Army Update)

g. CANFORGEN 144/08 CMP 058/08 051318Z Aug 08; and

h. CF MIL PERS INSTR 01/09 Depart With Dignity issued 16 Jan
09.

ANNEX B to
RCSU (NW) DWD SOP
16 May 14

B1-1
SAMPLE DWD ANNOUNCEMENT MESSAGE

16 January 2009

DISTRIBUTION LIST: AIG 1704 AND 1705 (ALL BASES, STATIONS COMMANDS
AND SHIPS)

SUBJECT: NAME OF RETIRING MEMBER (RANK, NAME, MOSID)

5. YEARS OF SERVICE AND DATE OF RETIREMENT.

2. BRIEF OVERVIEW OF MEMBERS MILITARY HISTORY AND CONTRIBUTIONS TO
THE MILITARY.

3. NAME OF SPOUSE AND CHILDREN (IF APPL); MEMBERS RETIREMENT PLANS
(IF KNOWN).

4. DATE, TIME, COST, AND EXACT LOCATION OF VENUE. FORWARD
ATTENDANCE TO NAME AND PHONE NUMBER OF RETIREMENT FUNCTION
COORDINATOR.

5. WHERE ANECDOTES ARE TO BE SENT (E-MAIL/FAX NUMBER).

----------END OF ENGLISH TEXT/DBUT DU TEXTE FRANAIS----------

LISTE DE DISTRIBUTION : AIG 1704 ET 1705 (AUX BASES, STATIONS
COMMANDEMENTS ET NAVIRES)

OBJET : NOM DU MILITAIRE PRENANT SA RETRAITE (GRADE, NOM, CODE ID
SPGM)

5. ANNES DE SERVICE ET DATE DE LA RETRAITE.

2. BREF APERU DE LA CARRIRE MILITAIRE ET DE LA CONTRIBUTION AUX
FORCES CANADIENNES.

3. NOM DU CONJOINT ET DES ENFANTS (LE CAS CHANT); PROJETS DE
RETRAITE DU MILITAIRE (SI CONNUS).

4. DATE, HEURE, COT ET ENDROIT EXACT DE LVNEMENT. COMMUNIQUER
LES PRSENCES AU NOM ET NUMRO DE TLPHONE DU COORDONNATEUR
DE LA CRMONIE DE DPART.

5. O FAIRE PARVENIR LES ANECDOTES (COURRIEL, N
o
DE TLCOPIEUR)
FIN DU TEXTE FRANAIS.



ANNEX C to
RCSU (NW) DWD SOP
16 May 14

C1-1
SAMPLE BIOGRAPHY

Lieutenant-Colonel Milligan was born in St Catharines, ON and joined the Canadian Forces (CF) in 1975 as a Naval Officer. He
received his Bridge Watchkeeping Certificate in 1976 and served as a destroyer weapons and electronic warfare
officer in HMC Ships Algonquin and Terra Nova. He taught seamanship and navigation at Venture, the Naval
Officer Training Centre in Esquimalt, BC, and holds a Master Foreign-Going Certificate from Transport Canada.

After nine years of naval service, Lieutenant-Colonel Milligan transferred to the Air Force as an Air Traffic Control
Officer in 1984. He was a VFR and an IFR Controller at CFB Moose Jaw and was an Air Traffic Control Staff
Officer at Air Command Headquarters in Winnipeg from 1990 to 1991.

At National Defence Headquarters in Ottawa from 1991 to 1994, Lieutenant-Colonel Milligan served in the
Directorate of Force Structure where he developed CF Missions and Tasks and the CF Readiness and
Sustainment Policy. Lieutenant-Colonel Milligan also served in the Directorate of Nuclear and Arms Control Policy
where he was responsible for ballistic missile proliferation and weapons technology export control issues.

Following these staff appointments, Lieutenant-Colonel Milligan served as the Standards and Administration Officer at the
Canadian Forces School of Air Traffic Control in Cornwall, ON from 1994 to 1996, and was the Wing Air Traffic Control Officer in
Greenwood, NS from 1997 to 2000. He served as Directing Staff and the Officer Development Flight Commander at the CF
School of Aerospace Studies in Winnipeg from 2000 to 2003, was part of the initial cadre in the
development of the CF Aerospace Warfare Centre in 2003, and was the Commandant of the CF School
of Aerospace Studies from February 2004 to June 2005. Lieutenant-Colonel Milligan assumed Command
of the Regional Cadet Support Unit (Northwest) on 29 April 2005.

Lieutenant-Colonel Milligan will retire from the Canadian Forces on May 20
th
2010. He is looking forward to
spending many days relaxing and rediscovering his favourite hobbies, fishing and boating, with his wife
Joyce, his children, and future grandchildren.



ANNEX D to
RCSU (NW) DWD SOP
16 May 14

D1-1
SAMPLE DWD PROGRAM



(Insert Departing Member's Name)

Welcome
(Insert Rank, First and Last Name) (Master of Ceremonies)

Reading of Messages and Anecdotes

Presentations & Speeches
Retirement Certificate/Prime Ministers Letter - (Insert presenters name)
Canadian Flag (Insert presenters name)
Premiers Letter (Insert presenters name)
Branch Certificate (Insert presenters name)
Other Certificate (Insert presenters name)
Legion Scroll (Insert presenters name)
Entertainment Committee (Insert presenters name)

Farewell Speech
(Insert Member's Name)
ANNEX E to
RCSU (NW) DWD SOP
16 May 14

E1-3
DWD RFC CHECKLIST


Preliminary Preparations
Date
Commenced
Date
Completed
N/A Remarks/Contacts
1 Member submitted Release.

2 Discuss the members desires for a retirement function.
In addition solicit input from CO and spouse, etc.

3 Select a location/alternative location for the retirement
function.

4 Set date for retirement function.

5 Reserve location and special arrangement.

6 Send Message (AIG 1704/1705) advising of members
impending retirement. Utilize E-Mail to key staff as
required.

7 Request Certificate of Service/CF Service Pin (done by
Pers Sp Clk).

8 Contact respective Environmental Chief of Staff (ECS)
for the applicable Branch Certificate.

9 Request retirement letter from the Prime Minister (if
applicable).

10 Request retirement letter from the Premier (if
applicable).

11 Request retirement letter from the Mayor.

12 Contact the Mess with regard to Mess Gift (if available
in accordance with Mess Constitution).

13 Contact Branch for Branch Certificate (if applicable)

14 Obtain Canadian Flag (if applicable) from
Base/Unit/Wing CWO and print certificate.

15 Print off Legion scroll, letter and membership.

16 Purchase suitable frames for certificates (may utilize

ANNEX E to
RCSU (NW) DWD SOP
16 May 14

E2-3
local public funds to frame two certificates the
Certificate of Service and one other).
17 Ascertain from spouse or member if they would like
any special guests invited and issue invitation.

18 Select a Master of Ceremonies.

19 Purchase/prepare a retirement Album (optional -
depending upon ceremony etc).

20 Create a Slide-show of members career (optional).

21 Promulgate an agenda.

22 Prepare Program (optional but encouraged).
Format of a sample
program is attached
at Annex D
23 Ensure that the retirement venue is properly set-up.

24 Ensure that food order is available (if applicable).

25 Ensure that the retirement function is either
photographed or videotaped (optional).

26 Ensure that the Master of Ceremonies has all the
appropriate information and a copy of the agenda.

27 Have someone greet the Releasing Member and
his/her entourage at the door.

28 Have someone greet any dignitaries or personnel
expected to sit at a head table or with the Releasing
Member and family.

29 Ensure that the Releasing Member, his/her spouse and
children in attendance are provided with refreshments
of their choice.

30 Give the floor to the Master of Ceremonies.

31 Sample Agenda Format:
Welcome by MC;
Members Biography;

ANNEX E to
RCSU (NW) DWD SOP
16 May 14

E3-3
Slide Presentation (if applicable);
Reading of Messages and Anecdotes;
Presentations and Speeches;
Retirement Certificate and PMs letter by the
highest ranking individual at function (if
applicable);
Mess Plaque;
Canadian Flag (if applicable);
Shadow Box (if applicable);
Retirement Album (if applicable);
Flowers or gift for spouse (if applicable);
Gifts from unit and various other
agencies/personnel;
Legion Membership;
Members retirement speech; and
Cutting/serving of the retirement cake (if
applicable).