Casualty Notification and Administration

CASUALTY NOTIFICATION AND ADMINISTRATION NUMBER: G1-1-003

SOURCE REFERENCES: A. QR&O Chapter 24 Casualties and Funerals B. CBI 209.993 Reimbursement for Transportation and Travelling Expenses of Next-of-Kin Officer or Non-Commissioned Member Ill or Injured on Temporary Duty C. CBI 209.9931 Reimbursement for Transportation and Travelling Expenses of the Next-of-Kin Officer or Non-Commissioned Member Hospitalized or Receiving Medical Treatment D. CBI 210.20 to 210.27 Funeral and Burial Expenses E. DAOD 2008-3 Issue and Crisis Management F. DAOD 5018-0 Injured Members and Military Casualties G. DAOD 5018-2 Report of Injuries and Exposure to Toxic Substances H. DAOD 7000-0 Affidavits and Statutory Declarations I. DAOD 7000-1 Completion of Affidavits and Statutory Declarations J. DAOD 7002-0 Boards of Inquiry and Summary Investigations K. DAOD 7002-1 Boards of Inquiry L. DAOD 7002-2 Summary Investigations M. DAOD 7002-3 Investigative matters and References N. DAOD 7002-3 Examination of Witnesses O. CFAO 20-12 Transportation of Personnel P. CFAO 20-20 Service Airlift – Personnel Q. CFAO 24-1 Casualties – Reporting and Administration R. CFAO 24-5 Funerals, Burials, and Graves Registration S. CFAO 24-6 Investigations of Injuries or Death T. CFAO 25-1 Service Estates and Personnel Belongings U. CFAO 26-10 Wills V. CFAO 26-18 Personnel Emergency Notification W. CFAO 61-4 Coordinating Authorities for Ceremonial Functions X. CFAO 203-5 Administration of Pay and Allowances of Members Deceased or Presumed Dead, or Reported Missing, Prisoner of War, or Interned or Detained by a Foreign Power Y. A-PD-201-000/PT-000 Canadian Forces Manual of Drill and Ceremonial Z. CANFORGEN 075/01 Official Opening of the National Military Cemetery AA. CANFORGEN 037/03 Accidental Dismemberment Coverage BB. CANFORGEN 052/03 Depart with Dignity CC. CANFORGEN 090/03 CF Return to Work Program DD. CANFORGEN 077/03 Personal Emergency Notification EE. DDIO Chapter 12 FF. LFCO 11-61 Military Funerals GG. TFK TSO 105 Casualty Administration and Repatriation of Remains HH. Op PALLADIUM TFSO 205 Casualty Reporting/Repatriation of Remains

RELATED INFORMATION AND LINKS: A. LFWAD G3-1-003 Significant Incident Reporting B. LFWAD G1-3-002 Redeployment/Post Operational Deployment Personnel Requirements C. LFWAD G1-4-004 CF-98 Form Report on Injuries or Exposure to Toxic Material D. LFWAD G1-4-003 Compensation for Disability – Reserve Force E. LFWAD G1-1-002 Administration of Injured Personnel

SUPERSEDED ORDER: If Applicable

APPLICATION: This is a directive that applies to all military personnel of Land Force Western Area (LFWA).

EFFECTIVE DATE: {date approved for publication}

FILE NUMBER: 5090-1

OPI: G1 Ops

OCI(s): G3, G4, ASurg, ACompt, AChap, AJAG, APAO

EXTERNAL AGENCIES DCSA, DGMC/DMCARM, DGHS/D Med Pol, CFMG, CLS/DLP, SISIP

APPROVING AUTHORITY: Chief of Staff

GENERAL

1. The increased tempo of commitments that Land Force Western Area (LFWA) has undertaken has resulted in an increase in training as well as significant number of soldiers being involved in international/domestic operations. Given the Perstempo and the specific nature of some of the operations that our soldiers are serving on, there is a heightened probability of casualties. The requirement for a consolidated direction on casualty administration is paramount.

2. The following definitions apply to this directive:

a. Casualty. From reference Q, a military casualty is a

(1) seriously ill or injured member;

(2) a member who is reported missing;

(3) a member who is killed;

(4) a member who dies.

b. Coordinating Authority. The Coordinating Authority is the military authority assigned to coordinate and assign tasks for ceremonial functions, as established at reference F. The Coordinating Authority for LFWA is the Commander.

c. Parent or Home Unit. The parent or home unit is the one to which the soldier would normally belong if not on TD or attached posted. For members of the Reserve Force, it is the unit with which they parade or work on a regular basis. For members of the Regular Force, it is the unit to which they are posted.

d. Unit of Occurrence. The unit of occurrence (UOO) means the unit first receiving information concerning an accident or incident that results in one or more casualties. In some instances, the UOO may be different from parent unit (i.e. attached posted, TD)

e. Casualty Administration Officer. The Casualty Administration Officer is the officer responsible to the CO to coordinate and monitor casualty administration and funerals.

f. Assisting Officer. IAW references Q and V, an Assisting Officer will be appointed as the liaison between the next-of-kin (NOK) of a deceased member and the CF. The Assisting Officer will determine the NOK’s wishes concerning funeral arrangements, and advise the NOK regarding financial limitations for funeral and burial expenses. An Assisting Officer may also be appointed to assist a seriously or very seriously, injured or ill soldier. The Assisting Officer is appointed by the CO of the parent unit.

g. Administration Officer. The Assisting Officer is focused on the needs of the NOK, and as such, is often removed from normal access to staff, regulations, and administrative support. Therefore, IAW reference V, an Administration Officer may be appointed to support the Assisting Officer(s). Duties may include making transportation arrangements, claims and travel orders, hotel bookings, and researching regulations. The Administration Officer is appointed by the CO of the parent unit. h. Escorts. IAW reference R, an Escort is appointed by the UOO CO to accompany the remains of the deceased until they are delivered to the funeral home that will carry out the NOK’s wishes.

3. The aim of this directive is to combine separated national direction on casualty administration into a single LFWAD and promulgate related policies and procedures. This LFWAD amplifies the requirements of the related DND/CF programmes, policies, directives and procedures in order to ensure that the needs of the casualty, NOK, and the nation are met with dignity and honour.

COMMANDER’S INTENT

4. The Commander’s intent is to establish a single casualty administration procedure that will allow for the expeditious and effective recovery of casualties.

a. Injury or Illness. It is important for the health of soldiers, and to the operational effectiveness of the CF, that injured or ill soldiers and their families receive support and care in a dignified and respectful manner. Care and support must be conducive to the recognition and healing of both visible and invisible injuries or illnesses. LFWA will achieve this through the establishment of efficient administrative and medical protocols based on clear responsibilities, effective communication, realistic expectations, and adequate resources. The intent is to preserve manpower by positively influencing the return of injured personnel to duty or, in the case of members being released medically from the CF, to fulfill our moral obligation of assisting injured soldiers with their transition to civilian life.

b. Death. It is important for morale that the deceased be handled with dignity and respect, and that the CF assists the families of deceased soldiers. Whenever consistent with the exigencies of service and the wishes of the NOK, LFWA will provide a military presence, no matter how small, as a mark of respect and remembrance at a deceased member’s funeral. In addition, the NOK will be provided with compassionate, competent, and professional Assisting Officers in keeping with CF tradition and regulations.

CONCEPT FOR CASUALTY REPORTING AND NOTIFICATION

5. Main Effort.

a. Injury or Illness. CF Health Services Group (CF H Svcs Gp) is the lead organization for the administration of seriously and very seriously injured and ill soldiers. The main effort for the soldiers chain of command will be upon the successful return to duty of injured or ill soldiers, while respecting medical employment limitations. For soldiers who will be medically released, the main effort will be to ease their transition to civilian life. This will necessitate the appointment of capable Assisting Officers for the seriously and very seriously injured and ill. b. Death. The families of deceased soldiers must make many difficult decisions during a period of great personal stress. Therefore, our main effort will be to appoint the most appropriate Assisting Officers available and ensure that they have all of the resources required to support the NOK. The only limitations on this main effort will be international and domestic operations and command imposed constraints. All Comds and staff should carefully manage their communications with Assisting Officers who will be very busy and focused on the needs of the injured soldier or the NOK of the deceased.

6. End State.

a. Injury or Illness. The Comd LFWA desired end state is to return soldiers to health and duty as quickly as possible or to facilitate their transition to civilian life with the minimum amount of stress possible, while clearly demonstrating our concern for the soldier’s well being and addressing the needs of the family.

b. Death. Comd desired end state is the seamless transition of the day- to-day assistance for the deceased soldier’s family to those organizations mandated for this care, such as Veterans Affairs Canada (VAC) and the family’s community, at the appropriate moment. There may also be a role for Regimental and Corps Associations. The Comd understands that the appropriate moment will be different for each family and each set of circumstances.

PHASES OF CASUALTY REPORTING AND NOTIFICATION

7. Commanders at all levels will provide as much personnel and material support as is necessary to ensure that fallen and injured, or ill comrades are handled with dignity and respect IAW existing regulations. It is anticipated that casualty administration will be conducted over five phases. Due to compressed timelines, there will be considerable concurrent activity, which must be coordinated.

a. Phase One – Contingency Planning. Phase One entails casualty administration planning and will take place by Commanders before casualties occur. This LFWAD constitutes Phase One for LFWA HQ.

b. Phase Two – Warning, Preparation, Detailed Planning, and Coordination. Phase Two will commence on notification of casualties from the UOO and will continue until casualties are transported to place of care, or in the case of death, to their place of internment.

c. Phase Three – Transportation. Phase Three commences with the departure of the casualty from UOO and, in the case of death, will continue through the funeral service and interment. For injured soldiers, Phase Three includes the transfer to medical care within Canada.

d. Phase Four – Service Estate Administration. Phase Four will commence on notification and will continue beyond the funeral service. Phase four does not apply to injured soldiers; and e. Phase Five – Transition. Phase Five consists of the transition to other government departments (i.e. VAC), Regimental/Corps Associations, and civilian organizations at a time that is appropriate to the circumstances. Phase Five may commence prior to release or within weeks of the funeral, or in some instances may take months or years to complete. Regardless, Comds at all levels will monitor the situation of the injured or ill soldier, or the family of the deceased soldier, on behalf of Comd LFWA as long as is necessary.

NOTIFICATION PROCESS

8. The notification process is described in Annex A.

RESPONSIBILITIES

9. The following responsibilities are common to all COs and Comds.

a. Ph 1.

(1) Develop a contingency plan if not already complete;

(2) Be prepared to:

(a) identify potential Assisting Officers and prepare a briefing package;

(b) identify potential members of committee of adjustments and prepare a briefing package;

b. Ph 2.

(1) Be prepared to:

(a) establish and brief the committee of adjustment within 48 hours and advise the next higher headquarters of committee membership;

(b) secure personal effects in unit lines;

(c) select and brief the Assisting Officers and Administration Officer;

(d) provide the info to higher formation and DCSA as soon as each item is known

i. name, address and phone no. of primary and secondary NOK;

ii. religion of NOK;

iii. details of funeral;

iv. name and contact information of Assisting Officer and Administration Officer;

c. Ph 3.

(1) Be prepared to:

(a) provide an Honour Guard;

(b) advise higher HQ of all NOK wishes;

(c) make arrangements for deceased’s funeral IAW NOK wishes;

(d) generate a CO’s letter of condolence;

(e) execute funeral arrangements;

(f) advise Regimental/Corps Association of casualty.

d. Ph 4. Be prepared to conduct service estate administration and ensure the Casualty Administration Officer is consulted where necessary.

e. Ph 5.

(1) be prepared to maintain relationship with NOK and advise higher formation of transition for long term ongoing care to other Government Departments and Regimental/Corps Associations; and

(2) submit AAR points to higher formation within 14 days of funeral.

f. 1 ASG. Ph 1. Ensure each ASU has: 3 x Canadian Flags with casket kit, 1 x CF Ensign with casket kit, 20 x mourning bands, and 5 x large black umbrellas.

LOGISTICS

10. Concept. Planning and preparation are critical to smooth, seamless support. In terms of delivery, logistical support is the responsibility of the base of Area Support (ASU) closest to the funeral home and place of burial IAW CFAO 24-5. Bases or ASUs within LFWA will coordinate logistical support for funerals and will ensure that identified quantities of material resources are pre-positioned and that these resources are immediately replaced on consumption. For injured soldiers, the CO of the parent unit is responsible for coordinating logistical support. Finally, there is no reason to assume that NOK will be located near a base or ASU: LFWA HQ will provide the necessary direction if there is doubt about which base or ASU is responsible to support a funeral.

11. Managing NOK Expectations WRT Logistical Support. Assisting Officers will help to manage expectations by providing NOK with information in a timely manner. The Assisting Officer will advise the CO of the parent unit if it appears that expectations may exceed allowable funeral and burial expenses. 12. Logistical Support Exceeding the Parameters of Regulations. No request from the NOK or parent unit shall be refused without seeking the approval of LFWA HQ. Casualty administration is continuously evolving and MND, CDS, CLS, DCSA, and DCBA have considerable latitude.

13. R&Q. Given the geographic dispersal of our soldiers’ NOK and the potential requirement to provide support beyond the geographic boundaries of the parent unit, it is anticipated that there will be a requirement to use commercial accommodation. Assisting Officers, Escorts, and Honour Guards (where authorized) shall not be accommodated in armouries or government buildings for the sole purpose of saving money. Where it is logical and efficient, rations will be provided from CF resources and may consist of hay boxes and box lunches as appropriate. When Assisting Officers, Escorts, and Honour Guards are required to stay in commercial accommodations, the Administration Officer will make efforts to arrange corporate billing. Normal TD rules shall apply.

14. Transport. As a matter of safety and efficiency, Escorts will be provided with a driver and vehicle while in location. Family members authorized to travel at public expense will be provided ground transportation from airports to hotels (arrival and departure) and transportation to the funeral home and cemetery on the day of the funeral. Assisting Officers will be assigned a staff car for their use until after the funeral.

COMMAND RELATIONSHIPS

15. Command. Current command relationships will remain in effect and current direct liaison authorities will remain in effect unless directed otherwise.

16. Appointments.

a. Coordinating Authority. Comd LFWA is the Coordinating Authority for all aspects of casualty administration within LFWA; and

b. Coordinating OPI. There are inherent responsibilities for both the UOO and the parent unit, as laid out in this document. The higher formation G1 of the casualty’s parent unit is the coordinating OPI and is responsible to the G1 of LFWA for all aspects of casualty administration.

Annexes:

Annex A – Notification Procedure Annex B – Staff Coordination Matrix Annex C – Casualty Administration Matrix Annex D – Specific Responsibilities Annex E – Assisting Officers’ Guide Annex F – Transportation of Casualties

CASUALTY NOTIFICATION PROCEDURES

1. The procedure to deal with the injury or death of a service member must be closely coordinated with the UOO, the parent unit, LFWA HQ, the Edmonton Garrison Family Support Coordination Centre (GFSCC, located at the MFRC), and NDHQ. In light of experience and higher direction, it is imperative that proper procedures for casualty reporting and the notification of next-of-kin (NOK) are in place.

2. The aim of this annex is to promulgate the actions and procedures to be followed in the event that a soldier becomes a casualty.

CASUALTY REPORTING AND NOTIFICATION

3. IAW reference Q, initial reporting of a casualty will be made by the UOO to the National Defence Command Centre (NDCC), as well as the members parent unit by the fastest possible means, usually telephone. IAW reference Q, initial reporting will not be delayed in order to gather complete details of the incident or accident. The UOO Comd with then notify, through the chain of command the casualties parent unit to initiate the NOK notification process.

4. Although the responsibility of notifying the NOK rests with the UOO CO of the soldiers unit (reference Q), either the CO of the parent unit or the OC Rear Party will be directed to perform this task. If the NOK are located outside the immediate geographic vicinity of the parent unit, higher formation(s) will be engaged, as necessary to assist in arranging notification. COs are responsible to have a current PEN form for all soldiers under their command. Should a PEN form be unavailable, then staff can access HRMS or contact the parent unit for the PEN form. PEN forms from UOO and parent unit shall be compared for information and currency.

5. Appendix 1 of this annex illustrates the notification process that will be followed. Following receipt of initial information from UOO, Comd LFWA will notify the subordinate Formation Comd (for any casualty whose parent unit belongs to LFWA) or the applicable formation/command for any casualty whose parent unit belongs to another Land Force Area (LFA) or Command.

6. A member of the chain of command, preferably the CO, accompanied by a chaplain, shall make notification of the NOK. The chaplain’s role is to provide pastoral care and support to the NOK, therefore; if possible, the chaplain should be the same faith as the NOK. Should the NOK live outside the geographic vicinity of the parent unit, higher formations will request assistance from the nearest military base or unit, or if necessary from local police services or civilian clergy. Should NOK reside outside of Canada, LFWA will request assistance (through NDHQ) from the nearest Canadian Embassy/Consulate. For the purposes of this order the geographic vicinity is defined as any distance within a two hour drive by motor vehicle. Notwithstanding, travel by the CO to a location outside this limit may be considered on a case-by-case basis. The CO must report when notification is complete, via the chain of command back to NDHQ.

7. At the time of notification, it is prudent to advise the NOK that a media release stating the name of the soldier will be made at the national level. It is likely that the media will have reported already that there was a casualty, and the release of names will help to manage the fears of other military families. The family should be advised that the media may try to seek them out, and that they have no obligation to speak with the media. 8. It is expected that there will be considerable anxiety within the military community and that this anxiety will result in additional pressure on the parent unit and/or UOO to reveal the identity of the casualties to the wider military community prior to notification of the NOK and official release to the media. Units’ staffs, and HQs responding to inquiries will politely but firmly decline to answer any questions about the identity of casualties, the events leading to the casualties, or any other information that would lead to the identification of the soldiers involved. Media shall be referred to the Public Affairs office. Appendix 2 shall be used to respond to all inquiries involving casualties.

9. After notification, COs of both the UOO and parent unit should be prepared to respond to media requests, describing the soldier's role in the unit, conveying condolences to the family of injured or deceased soldiers on behalf of the unit, and communicating the impact that event or loss has on the unit and the military family.

Appendices

Appendix 1 - Casualty Reporting and Notification Diagram Appendix 2 – Casualty Inquiry Response CASUALTY REPORTING AND NOTIFICATION DIAGRAM CASUALTY INQUIRY RESPONSE

1. The following guidelines are provided to assist military personnel who are asked to respond to a casualty once LFWA becomes aware of a CF casualty:

a. Identify the Caller. “Who are you? Who are you calling to enquire about?” (We need to know who is calling and the reason for their call. If a media representative calls, they must be referred to the formation PAO immediately); and

b. Response Once Caller Identified. “I can confirm that a Canadian casualty or casualties has/have occurred in XXXX (specific area of operation). The casualty/casualties immediate next of kin are being notified at this time. Canadian Forces policy does not allow us to identify the casualty/casualties or unit(s) involved until his or her next of kin has/have been informed. If you have not been notified, it is unlikely your family member is a casualty. A news release concerning this incident will be issued shortly by the Canadian Force.”

2. For obvious reasons, it is absolutely imperative that details of the casualties are not divulged until the NOK have been confirmed as having been notified THIS PAGE LEFT INTENTIONALLY BLANK

STAFF COORDINATION MATRIX

1. The following matrix is generic and is developed for the next higher HQ of a parent unit or unit of occurrence of a casualty. The headings are interchangeable due to circumstances (international/domestic/unit training, etc).

G1 Chaplain G3 G4 Comptroller PAO Legal Services

Ph 1 Ph 1 Ph 1 Ph 1 Ph 1 Ph 1 Ph 1

Conduct contingency Ensure Confirm/develop No task No task Develop Conduct Legal planning related to subordinat SOP with regards contingency Review of casualty administration e Chaps to actions on Ph 2 Ph2 media plan CONPLAN are notification of a including media conversant casualty response lines Develop expertise in all Confirm Establish fin Ph 2 with this regulations, policies, movement plan coding and LFWAD and procedures, related Ph 2 for deceased distribute to Ph 2 Advise Comd and to casualty branch heads G1 on relevant administration Ph 2 Advise higher HQ Reposition and subordinate Finalize media legal issues that the Casket flags and comds response lines Staff concerns with Identify notification of umbrellas if and distribution Ph 3 regulations to higher HQ Chap NOK is complete necessary Ph 3 supporting in concert with Ph 3 Advise Comd and NOK to G1 G1 Act as a unit resource Ph 3 Support casualty G1 on relevant for casualty administration Implement issues administration Ph 3 Arrange for Blank Support casualty media plan contingency planning Ammo for firing administration Ph 4 Ph 4 party Assist Chap Assist NOK with Appoint Casualty supporting Ph 4 No task media if Provide legal Administration Officer NOK Book armouries requested advice on Service closest to funeral Estate home for honour No task Ph 2 Ph 4 Ph 4 Administration if guard rehearsals necessary Ph 5 Coord with LFWA on all Assist Chap No task Ph 3 national issues supporting Ph 5 NOK Provide AAR points to G1 Ph 5 Advise involved No task within 14 days of Provide AAR subordinate units of Ph 5 funeral Provide AAR points to G1 activity Ph 4 points to G1 within 14 days of Provide within 14 days of funeral Provide support to AAR points No task funeral subordinate Comds and to G1 staff on policy within 14 Ph 5 requirements days of funeral Provide AAR Open HQ file points to G1 within 14 days of Advise Comd on funeral appropriate units to task as lead and supporting

Advise lower formation/unit on any casualty advance requirements or Escorts Arrange for mourning bands for HQ staff

Arrange for delivery of cell phone to formation Casualty Administration Officer

Lead staff planning team

Support committee of adjustment if required

Consolidate AAR within 21 days of funeral

Monitor transition of NOK support

CASUALTY ADMINISTRATION RESPONSIBILITIES MATRIX

PRINCIPLE UNIT OF AIR MEDICAL HOME PARENT LFWA/ NOK REMARKS EVENTS OCCURRENCE EVAC COORD UNIT UNIT NDHQ (UOO) OFFR HIGHER HQ Casualty X X occurrence Pronounce of X X MO death or injury activity If casualty is X For soldiers on injured, international he/she operations, National transferred to Medical Liaison Team medical (NMLT) is responsible facilities and to DCDS for (for overseas repatriation of very deployment ) seriously and evac to seriously injured/ill Canada soldiers to Canada. Domestically, the Air Medical Evacuation Coordination Officer (AMECO) is responsible Notification of X NDCC/DCSA/LFWA chain of Ops Cen/Home Unit command by telecom Initial Media X No identification Release Notification X CO accompanied by NOK Chaplain Media Release X Identifying name of casualty Initial X Consult with DJA, MO, Investigation MPO Release of X casualty message Release of SIR X X BOI X Assignment of X X AMECO or NMLT will Escorts provide medical escort for injured or ill soldiers Secure X X personal effects AMECO/NMLT X X transfers deceased to morgue Funeral home X X Higher formation will preps coord, unit will deceased for support transportation /funeral Letters of X X X MND/CDS/UOO Condolence CO/Parent Unit CO Assisting X X X LFWA/NDHQ Officer involvement if Assigned required

Admin O X X X LFWA/NDHQ assigned involvement if required Committee of X Within 48 hrs (1 x Adjustment is Maj, 1 x Fin O, 1 x formed GSO) Post Mortem X X Can be ordered by MND, CDS, Comd of Comd, DCDS Memorial X X X May be required at Service UOO and site of internment Deceased / X X X NMLT if soldier is injured injured or ill on transferred to International Ops, a CF/Allied AMECO if soldier is establishment injured or ill on domestic Ops Deceased / X X X X X In case of death, UOO injured is responsible for transported transportation arrangements to nearest airport where internment is to take place. Onward transportation requirements, as required, shall be coordinated by LFWA. At trans- X X shipment point(s) deceased met by BComd or Rep if not KIA Deceased X X X Home unit or assisted removed from by unit closest to aircraft by nearest airport where bearer party, internment is to take transferred to place hearse Deceased X X Can be ordered by moved to MND, CDS, Comd of place of Comd autopsy Coroner X releases to funeral home Funeral home X X Deceased will be prepares transferred to funeral deceased and home requested by arranges NOK transfer to funeral home Bearer Party X X X Coordinated between meets UOO and home unit deceased at final destination

At final X destination, deceased met by Minister of Govt if KIA At final X X Home unit may send destination, rep(s) deceased met by BComd or Rep if not KIA Injured X Under supervision of transported to NMLT or AMECO appropriate medical facility Funeral X X X X Private/Military/State Service Burial X X X X Temporary X X VAC/Last Post Fund Grave Marker SPECIFIC ADMINISTRATIVE RESPONSIBILITIES FOR DECEASED SOLDIERS

1. Numerous CF appointments and several government agencies are involved in the repatriation of human remains and the interment of deceased soldiers. The appendices that follow are an attempt to consolidate those instructions; however, comds and staff shall review the pertinent orders and regulations.

2. The appendices contain the responsibilities of:

a. the Parent Unit CO;

b. the Rear Party (for deployed operations);

c. the Committee of Adjustment;

d. the Administration Officer; and

e. the responsibilities of the Escorts. 3. The responsibilities of the Assisting Officer are significantly greater in both volume and complexity. Thus, they are articulated by themselves in Annex E.

Appendices

Appendix 1 Parent Unit CO Appendix 2 The Rear Party for Deployed Operations Appendix 3 The Committee of Adjustment Appendix 4 Administration Officer Appendix 5 Escorts

RESPONSIBILITIES OF THE PARENT UNIT CO

1. The soldier’s parent unit CO is responsible for casualty administration once the member has been RTU’d or, in the case of death, arrives at the nearest airport where the internment is to take place. When the unit is not a records support unit (URS), the CO should seek assistance from the appropriate URS, support base and/or Formation/Area Headquarters.

2. The parent unit CO shall:

a. keep the chain of comd and the UOO CO fully informed of all issues and arrangements as they develop;

b. appoint an Assisting Officer or advise the comd of the higher HQ of the requirement for assistance in appointing an Assisting Officer (ie lack of suitable personnel, geographic location of the NOK);

c. brief the Assisting Officer on duties and responsibilities and ensure that the Assisting Officer has copies of:

(1) CFAO 24-1 – Casualties – Reporting and Administration;

(2) CFAO 25-1 – Service Estates and Personal Belongings;

(3) CFAO 24-5 – Funerals, Burials and Graves Registration;

(4) the “Death and Disability Benefits Guide” published by DND and VAC; and

(5) a copy of this instruction;

d. if the soldier is deceased, appoint an Administration Officer to carry out the tasks identified at Appendix 4 in support of the Assisting Officer, or identify to the chain of comd the unit’s inability to assign an officer. It is recommended that the Administration Officer be someone other than the unit Adjt, who will be occupied with other duties;

e. advise the chain of comd, supporting base or ASU, and Garrison Family Support Coordination Center (GFSCC) of the name of the Assisting Officer and the Administration Officer;

f. ensure that the Assisting Officer and Administration Officer are provided with military cell phones. Ensure that the chain of comd has the phone numbers;

g. if the soldier is deceased:

(1) request the particulars of the OPI assigned by the ASU/Base/Wing supporting the funeral, through the chain of comd. Ensure that the Assisting Officer and Administration Officer have the contact information for the ASU/Base/Wing OPI;

(2) prepare letters of condolence;

(3) identify honour guard comd and members of honour guard;

(4) identify pall bearers if requested by the family; and

(5) ensure arrangements have been made for a temporary grave marker;

h. if the soldier is seriously or very seriously injured or ill, support the quick recovery of that soldier by:

(1) diligently exercising leadership with respect to injured soldiers;

(6) reassuring them that they are valued members of the unit and by encouraging injured soldiers and their families to remain involved with the unit (even if the soldier is transferred to the SPHL); and

(7) implementing the requirements of the LFWA Remain at Work Program.

3. Normally the CO of the parent unit will appoint the Committee of Adjustment. There are circumstances where, in the case of a soldier who is deployed on an international operation becomes a casualty, then the activities of the Committee of Adjustment will largely take place in theatre, but there may a requirement for the parent unit CO to provide support.

REAR PARTY RESPONSIBILITIES FOR DEPLOYED OPERATIONS

1. For deployed soldiers their attached posting will end on repatriation. Therefore, in the case of augmentees, the soldier’s parent unit CO is responsible for casualty administration on repatriation. The CO of the deployed unit will lend whatever support is requested and will write letters of condolence indicating that he/she was the soldier’s CO while he/she served overseas.

2. On notification of a casualty the depl CO/OC Rear party will:

a. assist in determining the location of the NOK;

b. arrange notification of the NOK through unit Rear Party; c. attempt to determine if the soldier had other loved ones that may not be recorded in official documents by speaking with the soldier’s friends, peers, and chain of comd;

d. communicate with the augmentee’s parent unit CO; and

e. communicate with the Chaplain notifying the NOK after notification.

COMMITTEE OF ADJUSTMENT

GENERAL

1. The soldiers parent unit CO will issue terms of reference for the Committee of Adjustment as soon as possible following a death in accordance with CFAO 25-1. For soldiers who are attached posted on a domestic or international operation, the deployed unit CO will preside over the committee of adjustment with support from the parent unit CO.

2. The Committee will consist of a president and a member from the unit appointed as described in paragraph seven of CFAO 25-1 and a third member, who will normally be a Logistics Officer (with a finance background). The unit or section to which a deceased member belonged may appoint additional personnel to aid committee members in handling the deceased member’s Service Estate and personal effects under the committee’s close supervision.

IMMEDIATE ACTION

3. Immediately upon being appointed, the President of a Committee of Adjustment shall assemble the committee. The committee shall ensure that the following action is taken promptly:

a. familiarize itself with QR&O Chapter 25 and CFAO 25-1; and

b. take charge of the deceased’s personal effects being held for safekeeping by the unit.

4. The committee shall ensure that the Administrative Authority has forwarded the Will or Will Certificate held in custody for the deceased to NDHQ/Director of Estates

5. If no Will can be located, a search for the Will shall be made in accordance with CFAO 25-1, paragraph 11.

PERSONAL EFFECTS

6. An inventory of the deceased’s personal effects (those effects in custody of the CF) shall be prepared and personal effects prepared for shipment to NOK. They are not to be shipped until authorized by the Director of Estates. All fragile items are to be packed carefully. Perishable items and those, which might damage the other contents, are not to be enclosed. Medications, lotions and cosmetics are to be kept aside, so that with the agreement of the NOK, they can be disposed of, rather than be shipped.

7. All soiled or stained clothing is to be laundered or dry-cleaned at service expense.

8. The Support Base may also arrange for the storage of automobiles, motorcycles, etc., in a secure compound.

9. Identification cards, identity discs and passports found in the personal effects must be forwarded to NDHQ/DMCARM 3-2.

CLEARANCES

10. The Committee of Adjustment will conduct a thorough clearance of the Support Base on behalf of the deceased in order to ensure the following:

a. all clothing or equipment on temporary loan is returned;

b. all debts owed by the deceased for quarters, mess bills or unreturned material are recorded;

c. claims for public money are settled; and

d. appropriate sections are notified of the member’s death.

MINUTES OF THE COMMITTEE OF ADJUSTMENT

11. The minutes of the Committee of Adjustment shall be completed and forwarded to NDHQ/Director of Estates within 14 days of the death, or a message shall be sent explaining any delays. The message shall provide an expected completion date.

ADMINISTRATION OFFICER RESPONSIBILITIES

1. The Administration Officer is appointed to support the Assisting Officer, the Escorts, and the chain of comd in any matters relating to casualty and funeral administration. The Administration Officer is appointed as it is practically impossible for the Assisting Officer to attend to the NOK and conduct the often-complex administration involved.

2. Administration Officers should be prepared for the following tasks:

a. making transportation and traveling arrangements for the Assisting Officer and the NOK;

b. communicating the NOK’s wishes to the chain of comd on behalf of the Assisting Officer;

c. ensuring all logistical support is in place; and

d. anything else that might help the Assisting Officer and chain of comd support the NOK.

RESPONSIBILITIES OF THE ESCORT

1. The Escort is appointed to accompany the remains of a deceased service member to the place of burial. The Escort’s initial duty is to supervise the placing of the remains on the train or aircraft (note: transportation arrangements for the Escort and the deceased are the responsibility of the UOO administrative staff). The Escort will be appointed at the UOO and should remain with the deceased until arrival at the funeral home. If operational requirements do not allow for this, then a second escort will be appointed and assume responsibility at a suitable trans-shipment point.

2. The Escort will obtain from the Base Chief Warrant Officer/Unit RSM the temporary grave marker.

3. Upon arrival at the destination, the Escort shall immediately report to Unit Adjt. Normally the Adjt or other officer so tasked will have been directed to meet the Escort.

4. With the Adjt’s assistance, the Escort shall hand over the remains to the Funeral Director’s representative as soon as possible after arrival. If the casket has been permanently sealed, the Escort will inform the Funeral Director.

5. On completion of the above, contact the NOK’s Assisting Officer and extend all assistance possible. The Escort shall remain at the NOK’s disposal until funeral services have been completed and it is appropriate to depart.

6. At the NOK’s discretion, either the National Flag of Canada or the CF Ensign will be provided to the Escort by the BCWO/Unit RSM to be placed on the casket. On completion of burial services the Funeral Commander or Bearer Party Commander shall present it to the NOK.

ASSISTING OFFICERS

1. The appointment of highly capable Assisting Officers and the correct performance of their duties are critical to the recovery of injured soldiers and the well-being of NOK of deceased soldiers. This annex contains the following appendices:

a. Appendix 1 outlines the duties and responsibilities of Assisting Officers appointed to the NOK of deceased soldiers;

b. Appendix 2 is a checklist for Assisting Officers appointed to the NOK of deceased soldiers;

c. Appendix 3 outlines information that must be passed to the NOK of deceased soldiers;

d. Appendix 4 outlines benefits for the NOK of deceased soldiers;

e. Appendix 5 outlines the duties and responsibilities of Assisting Officers appointed to seriously or very seriously injured or ill soldiers and their NOK; and f. Appendix 6 outlines benefits for the NOK of seriously or very seriously injured or ill soldiers.

g. Appendix 7: outlines guidelines and information for the Assisting Officer in providing emotional support to the member and their families.

h. Appendix 8: outlines the functions of the Casualty Management Team is providing information and key contacts for the Assisting Officers.

2. The following points should be considered when selecting assisting officers:

a. the Assisting Officer must be fluent in the official language of the NOK;

b. Assisting Officers must possess highly refined people skills;

c. Assisting Officers should, where possible, live in the same locality as the NOK;

d. an Assisting Officer must be exemplary in their conduct and efficient in the execution of their responsibilities. They must possess the following attributes:

(1) must be a mature individual;

(2) must possess sound judgement;

(3) must be proactive;

(4) integrity must be beyond question;

(5) must be articulate and capable of asking “difficult” questions; and

(6) must remain loyal to the wishes of the NOK.

e. Assisting Officers may be tasked for long periods, therefore, they should not have critical career courses or tasks for a period 6 months following their appointment;

f. Assisting Officers are confronted with considerable demands that affect free time, mental and physical health, leave plans, families, and quality of life. COs must be sensitive to demands placed on Assisting Officers and carefully consider the impact of additional tasks on the officer’s well-being;

g. Assisting Officers typically form special relationships with the families they support, and thus replacement of Assisting Officers should only be considered in the rarest of circumstances; and

h. Assisting Officers may be Reg F or Res F, but due to the nature of their duties they must be on full time service. 3. The Assisting Officer must be provided with all pertinent references and must also be given a briefing on duties and responsibilities. As a minimum this briefing should include:

a. Protocol;

b. Conduct;

c. a warning not to make any promises on behalf of the CF;

d. the name and contact information of the appointed Administration Officer; and

e. entitlements and benefits for the NOK.

Appendices

Appendix 1 - Duties and Responsibilities of Assisting Officers Appointed to the Next- of-Kin of Deceased Soldiers Appendix 2 - Assisting Officer Checklist Appendix 3 - Information that Must be Given to the Next-of-Kin Appendix 4 - Benefits for the Next-of-Kin of Deceased Soldiers Appendix 5 - Duties and Responsibilities of Assisting Officers Appointed to the Next- of-Kin of Seriously and Very Seriously Injured Soldiers Appendix 6 - Benefits for the Next-of-Kin of Seriously and Very Seriously Injured Soldiers Appendix 7 – Assisting officer’s Guide – Emotional Support

Appendix 8 – Casualty Management Team

DUTIES AND RESPONSIBILITIES OF AN ASSISTING OFFICER TO NOK OF A DECEASED SOLDIER

GENERAL

1. The following guidelines are provided to help Assisting Officers perform their respective duties and responsibilities relating to the NOK of deceased soldiers.

APPLICATION

2. The information contained here is based on practical experience of Assisting Officers appointed within previous missions. It is to be used as a guide and should not detract from an Assisting Officer’s ability to “read the situation” and fulfill the wishes and requirements of a soldier’s NOK. PROTOCOL AND CHARACTERISTICS OF AN ASSISTING OFFICER

3. The responsibility of the Assisting Officer to the NOK is enormous. He/she is the vital link between the CF and the NOK and will be asked a significant number of questions. The duties of the Assisting Officer are not finite and may, from time to time, fall outside their terms of reference. As such, he/she is required to devote their time and energy to the needs of the NOK.

4. The Assisting Officer has been appointed to assist the NOK in making funeral arrangements and dealing with military authorities regarding immediate financial and administrative matters. Their immediate place of duty is with the NOK. However, before proceeding, the Assisting Officer should carefully read the information provided by the administrative authority and conduct liaison with the garrison support base to ensure they are fully cognizant with current regulations.

5. The NOK, at the time of the member’s death, are very distraught and vulnerable. This is particularly the case with younger spouses with or without children. Following are points of protocol the Assisting Officer should keep in mind:

a. when first informed of their responsibility, visit the NOK, introduce themselves, leave their phone number, etc, then depart. Do not begin to gather information from NOK on matters such as funeral arrangements, etc until a day or two after the member’s death;

b. always refer to the deceased by his first name when dealing with the NOK;

c. do not promise anything that they are unsure about, i.e. flights for secondary NOK. Check on entitlements/possibilities before giving an answer, then follow-up soonest with NOK;

d. for certain matters, i.e. actual funeral service, solicit the assistance of the chaplain;

e. visit the NOK as often as necessary to deal with pertinent matters, then depart after having accomplished their business;

f. no request from the NOK shall be refused without reference to LFWA HQ. Casualty Administration is continuously evolving and MND, CDS, CLS, DCSA, and DCBA have considerable latitude;

g. Assisting Officers help manage expectations by providing NOK with information in a timely manner. The Assisting Officer will advise the CO/OC Rear Party if it appears that expectations may exceed entitlement or anticipated Government/public interest; and

h. the spouse of the Assisting Officer can be of assistance to the NOK especially during the funeral or a reception follow the funeral. Taking care of secondary NOK is one of many things that are greatly appreciated by the NOK when the day is over.

6. Tactful assistance and guidance may help lessen the grief and suffering of the bereaved NOK. Where discrepancies exist, contact the unit’s support base where the G1/Base Adjt is readily available to assist. However, caution must be exercised as follows:

a. if the NOK’s wishes concerning the funeral arrangements are consistent with regulations and orders, they should be respected;

b. the NOK must be advised of the financial limitations for funeral and burial expenses as set out in CBI 210;

c. the Next of Kin should be advised of those funeral directors that have indicated a willingness to conduct a funeral within prescribed rates and that DND will not bear additional costs for more elaborate arrangements. Funeral directors must also be informed of the limitations;

d. the Assisting Officer shall not make any promises or commitments to the NOK regarding financial benefits, including those under the Canadian Forces Superannuation Act and the Pension Act. Such details will be provided to the NOK by NDHQ. Advise the NOK that within 2-3 weeks they will receive a letter from NDHQ outlining benefits/entitlements;

e. the Assisting Officer must not permit him/herself to become emotionally involved in the bereaved family’s grief;

f. the object is to represent the CF and assist in handling as many CF related business affairs as necessary and prudent. Remember that Assisting Officers are not lawyers and, in the majority of cases, one is not necessary. However, if the estate is a complicated one, the NOK should be urged to seek legal assistance; and

g. CBI Chapter 210 and CFAO 24-5 provide excellent guidance. They are not, however, all inclusive so be prepared to go beyond, but not contrary to, the regulations.

7. If, for any reason, the appointed Assisting Officer feels incapable of performing their duties they must bring the matter to the immediate attention of their CO. Reasons may include physical and mental health, personal problems, family problems, or recent personal loss. The duties as an Assisting Officer will require their full attention and dedication and may require them to work beyond normal hours and away from their normal place of duty for days or even weeks.

FUNERAL

8. An Assisting Officer must read and understand CFAOs 24-1, 25-1, 24-5 prior to assisting the NOK.

9. The days prior to the funeral are hectic. There is much to do and no important detail can be overlooked. It is imperative that the Assisting Officer attend to all details and remain withdrawn from the grief the NOK are experiencing, regardless of the extent to which they knew or were associated with the deceased.

10. Appendix 2 is a helpful checklist to assist the Assisting Officer with the funeral arrangements. The following is a list of miscellaneous points, which may help in filling in some blanks:

a. an Administration Officer will normally be assigned to support the Assisting Officer. The Administration Officer will communicate with the supporting base/ASU and the Unit allowing the Assisting Officer to focus on the needs of the NOK. However, the Assisting Officer will need to communicate the desires and plans of NOK to the Administration Officer;

b. the NOK are entitled to access the CF Membership Assistance Line. Be prepared to provide the NOK with the phone number (1-800-268- 7708) and a brief description of the services provided;

c. in the case of operations, before the remains of a soldier may be shipped from Theatre, the Assisting Officer must have the name of a funeral home to which the body will be released. The Rear Party POC will ensure that that is transmitted to the NCE in theatre;

d. the Administration Officer will clarify Unit and supporting Base/ASU responsibilities;

e. the Assisting Officer will be required to maintain close liaison with the Funeral Director;

f. see the unit RSM or designate for drill/parade protocols should the NOK request a military funeral;

g. help the NOK write the obituary, then deliver it to the funeral home, who will have it published. Ask the NOK which newspapers they would like it to be published in. Cost for publishing in papers other than the loc of unit, are borne by the NOK;

h. arrange with the funeral home a rehearsal time for pallbearers – liaise with the unit providing the pallbearers;

i. put together an itinerary for the week of the funeral for the NOK;

j. if the funeral is military, seek direction on proper uniform. The Assisting Officer may have to prepare uniform and accoutrements and ensure its delivered to the funeral home. Above all else, a CF member must prepare the uniform. The Administration Officer can assist with this task;

k. if the NOK desire a reception in the respective Mess after the funeral service, have the Administration Officer action this with the Mess Manager and seek authority for Hospitality Funds. If Hospitality Funds are unavailable advise the NOK concerning payment;

l. help the NOK decide upon a florist. Go with them to choose and arrange for the florist to deliver flowers to the funeral home. The funeral home takes care of delivering flowers to the church; m. ask the NOK who they want in attendance at the place of interment or crematorium – family only or open to the public;

n. determine from the NOK if they wish media coverage. If yes, of what events. Advise the Administration Officer who will engage Public Affairs staff. Liaise with Base photo and media to provide any photos to the NOK should they wish;

o. funeral home will complete stats book and visitor book – ensure it is delivered to NOK;

p. be present at the viewing or evening prayers;

q. on the day of the funeral, accompany the NOK to the church, reception and place of interment or crematorium;

r. consolidate all messages and letters of condolence into a binder and present to NOK and deliver any others that arrive subsequently;

s. from the funeral director, get numerous copies of the Funeral Director Statement. They are useful and required documents to settle Pension and Life Insurance requirements;

t. when bills arrive from funeral home, send them to the Administration Officer; and

u. the Assisting Officer must read the situation when it comes to the Committee of Adjustment going to the NOK’s house to collect the member’s military effects. Understanding that the Committee is under a time limit, it may or may not be too early for the NOK to see the member’s effects leaving the home so quickly after the member’s death.

12. The duties of Assisting Officer are numerous and varied. A checklist designed to assist them can be found at Appendix 2, information to be briefed to the NOK can be found at Appendix 3, a benefits guide can be found at Appendix 4.

CHECK LIST FOR ASSISTING OFFICER TO NOK OF DECEASED

TASKS REMARKS/COMPLETED

1 INITIAL TASKS

NDHQ/DPSP outline benefits. Help the NOK understand the contents of this letter.

Attempt to understand family dynamics to determine if there are other loved ones the CF needs to be concerned for (ie a girl/boyfriend soldier co-habituated with, former guardians, secondary NOK, divorced or separated parents, dependents, siblings).

Attempt to determine if parents of deceased were financially dependent on the soldier

Assist the NOK in the preparation of letter to insurance agency to effect payment of insurance

Prepare applications to Federal and Provincial Governments in regards to Estate Taxes and Succession Duty Act

Make arrangements for continued medical coverage for the widow/widower and dependants if necessary

Encourage the widow/widower to draw up a Will in his/her own right as soon as possible

Assist the NOK to select a lawyer (if necessary)

Request an advance of SDB from Base Pay Officer if NOK wishes

2 FUNERAL ARRANGEMENTS

Advise NOK of his/her entitlements, and discuss funeral arrangements

Civilian ceremony or military funeral?

Preferred Funeral Director and contact information

DND Recommended casket (Yes/No). If not, cost of own selection.

Place of interment

Military cemetery or family plot

Location Row number:

Grave number:

Plot number:

Date and timings of Funeral Service.

Name of church, chapel or funeral home and contact information.

Type of service.

Selection of music (trumpeter).

Arrangements for flowers etc.

If the deceased is Roman Catholic, are evening prayers to be held in the evening prior to the service, if so where and when.

What is the NOK’s preference regarding viewing the body, at the funeral home or during the service.

Funeral director briefed on all rates permitted for payment by public (Yes/No).

3 INFORMATION REQUIRED FOR FUNERAL DIRECTOR

Death Certificate/Registration of death. (Liaise with Admin Offr to ensure requested)(Provide original and several copies for NOK and Admin Offr will provide one copy for the OR)

Length of time deceased resided in current location.

Name of deceased.

Deceased’s social Insurance and Service Number (SIN/SN).

Deceased’s date of birth and birth place. Maiden name of deceased’s wife. (if applic)

Name of deceased’s father and his birth place.

Maiden name of mother and her birth place.

Names and ages of deceased’s children and their city of residence.

What is the NOK’s preference regarding clothes for the deceased, civilian or uniform?

What are the names of the pallbearers and the honorary pallbearers.

Arrange for family limousine pickup prior to the service

Arrange for civilian police escort if required through Admin Offr

Any special arrangements or request of the NOK regarding the service.

Report all arrangements to the Rear Party Admin Offr so the appropriate message may be forwarded to NDHQ.

If a civilian ceremony visit the Funeral Director and discuss the funeral arrangements and ensure you are aware of any additional information the Funeral Director requires.

Make transportation arrangements for the NOK through the Admin Offr (if applicable).

4 MILITARY FUNERAL

Liaise with the Funeral director and unit RSM

Ensure the service headdress, medals and sword (if applicable) are obtained from the NOK for placement on the casket.

The Admin Offr will obtain a flag from Supply Section of the ASU/Base (to be given to the NOK along with medals etc after graveside service). Confirm with the NOK if they want the casket draped in the Canadian Flag or the CF Ensign

5 OUT OF PROVINCE BURIALS/REMAINS SHIPPED FOR BURIAL

If the NOK requests burial at a location other than same geographical area of parent unit, inform the Admin Offr who advise the Chain of Comd

When the identity of the base or unit tasked with the burial arrangements is known, determine from the base or unit tasked, the names of the Funeral Directors in that area whose names appear on their roster of Funeral Directors and advise the NOK.

Advise the base or unit tasked of the name of the Funeral Director selected by the NOK.

Arrange for Service Air bookings for NOK and escort (if nec).

Check with Admin Offr for issue of Travel Order and claims of escort, as well as travel arrangements and Government Bill of Lading for remains.

Confirm the rank and name of the Escort that a member detailed as an official escort to supervise the transporting of the remains to the place of interment.

Ensure that the NOK is kept informed of all funeral arrangements as appropriate. Through the Admin Offr, ensure that a SN, RANK, NAME OF DECEASED MEMBER, message containing the following information is sent to the base or unit RELIGION, which has been tasked with conducting the funeral arrangements DATE OF DEATH, or when assistance of the base or unit is required at any transportation METHOD OF CONVEYANCE OF REMAINS, terminal, and also include NDHQ/J4 Mov, NDHQ/DMCARM, NDHQ/DPSP, 1 PLACE, DATE AND TIME OF ARRIVAL, Canadian Air Division Headquarter/AOC/A3 Airlift Tasks and FINAL DESTINATION TO WHICH THE LFWA HQ/Comd/G1 Ops/G3 Ops as REMAINS HAVE BEEN DESPATCHED AND ANY information addressees: SHIPMENT ASSISTANCE REQUIRED AT TERMINAL POINTS,

NAME OF NOK, ADDRESS, PHONE NUMBER, RELATIONSHIP OF NOK,

SN, RANK, NAME OF OFFICIAL ESCORT, PHONE NUMBER,

DETAILS OF ACCOMPANYING FAMILY,

WHETHER THE CASKET HAS BEEN SEALED IAW CFAO 24-5,

WHETHER FLORAL OR OTHER TRIBUTES FROM THE DECEASED MEMBER’S UNIT OR BASE HAVE BEEN ARRANGED,

REQUEST THAT A PHOTOGRAPHER BE MADE AVAILABLE FOR THE FUNERAL CEREMONIES.

6 BURIAL AT SEA OR SCATTERING OF ASHES

NOK desires that the remains of the deceased be buried at: (sea, cremated and scattered at sea, or cremated and scattered from the air).

Arrange for one of the HMC Ships or CF aircraft to carry out the burial or scattering.

Burial at Sea – have the remains delivered to the Base Chaplain (P) or (RC) at CFB Halifax/Esquimalt. Scattering of Ashes at Sea - arrange to send the ashes by registered mail or deliver them by hand to the Base Chaplain (P) or (RC) at CFB Halifax/Esquimalt.

Scattering of Ashes from the Air – arrange to send the ashes by registered mail or deliver them by hand to the Base Chaplain (P) or (RC) at CFB Winnipeg.

Provide the gaining unit of the remains the particulars of the deceased and current address of the NOK.

NOK informed of the date and position of the scattering.

NOK wishes to be on board during the burial at sea ceremony (Yes/No).

7 CEMETARY PLOTS

The burial of a deceased is in a plot administered by the Government of Canada (Yes/No). Advise NOK of National Military Cemetery in Ottawa.

If no, select a permanent single grave, preferably in a cemetery which permits the erection of the official headstone, confirm through Admin Offr the amount the Govt will fund, and confirm with the cemetery that the govt funds avail will cover the cost of an official headstone. If not advise the NOK of the difference

Request an expenditure from public funds, from the Commanding Officer, towards the cost of a private plot.

Ensure request for payment of the cost of opening and closing the grave is done through the Admin Offr. 8 HEADSTONES OR MEMORIALS

Request an official headstone be installed at public expense.

Request an official marker be provided and installed at public expense.

Request reimbursement of the cost of the provision and installation of a headstone or other memorial at public expense.

Ensure arrangements are made to maintain the official headstone or marker at public expense.

9 OCCUPANCY OF MARRIED QUARTERS

Request permission for widow/widower to continue to occupy married quarters for such time as the Base Commander may determine.

10 FINALIZATION

Advise Admin Offr of all Funeral arrangements who will advise ASU Admin Offr of all details.

Certify all invoices, before they are processed for payment.

Forward all photographs of funeral/burial to NOK.

INFORMATION TO PROVIDE TO THE NOK OF A DECEASED SOLDIER

1. Brief NOK on the following:

a. the duties of an Assisting Officer;

b. funeral home selection;

c. funeral expense entitlements and other related costs;

d. Supplementary Death Benefits/Will and other estate details; e. SISIP coverage (see phone numbers in the Death and Disability Benefits Guide for local SISIP representatives. This guide can be accessed at www.forces.gc.ca/hr/the centre);

f. Pensions, CFSA, CPP;

g. Service Estate (personal effects, unused leave, pay, severance pay, etc);

h. PMQ guidelines;

i. NDHQ/DGAPPP letter; and

j. Transportation details for NOK.

2. Following are miscellaneous matters that should be brought to the attention of the NOK upon notification of the death of a member. In some cases, the time line for action may be short:

a. Canada Savings Bonds (CSBs). There are two options open to the NOK, should the deceased member have had CSBs through the Payroll Deduction Plan. The first is to continue making the monthly payments until the full amount of the bond is paid. The second is to request the contributions accrued to the end month of death be returned to the beneficiary, who is normally the spouse. Note that a certified copy of the Death Certificate must accompany the letter;

b. Medical Coverage. There are various options open to the surviving NOK. These are laid out within the letter sent to the NOK from DPSP. Ensure this portion of the letter is actioned to maintain continuous medical coverage for the NOK;

c. RRSPs. Should the deceased member have had RRSPs with other financial institutions, these should be transferred. Copies of the Death Certificate or Funeral Director’s Statement are normally necessary for action;

d. Automobile Insurance. Check the respective provincial regulations before actioning any transfer of insurance/registration;

e. Dental Plans. Dental coverage for a deceased member’s NOK expires on the date of death. Ensure, at the earliest opportunity, that they apply for a provincial (if available) or private dental plan for continuing dental coverage;

f. PMQs. Verify with CFHA on the length of time the PMQ can be occupied beyond the member’s death. If an extension is required, the B Comd can authorize;

g. Life Insurance. Ensure the NOK reads the fine print of any private life insurance policies held by the deceased soldier. Many void coverage if death resulted from an “act of war”; h. Legal Assistance. Advise the NOK to seek legal assistance for settling private insurance claims and for drawing up a new Will. The latter requirement must be actioned as soon as practical;

i. Income Tax. Advise the NOK to seek an accounting firm to finalize the deceased member’s Income Tax return; and

j. Financial Investment Advice. Advise the NOK to seek competent financial/investment advice. When all benefits are paid, the NOK will have a considerable amount of liquid cash. It is wise that it be invested properly in order to provide them with as comfortable and stable a lifestyle as possible. This advice is beyond the expertise of Assisting Officers. A recommended starting point is with the NOK’s bank.

NEXT OF KIN ENTITLEMENTS DECEASED NCM OR OFFICER (REGULAR AND RESERVE FORCE)

(These should be checked against the references prior to any disclosure to the NOK as benefits are subject to change)

1. Funeral Expenses:

a. Burial Same Place As Death. Maximum expenditure is $4100 including casket if burial is in the same locality in Canada as death (CBI 210.21(A));

b. Burial other than Place of Death. Maximum expenditure is $4675 including casket excluding transportation of remains if burial is at a locality in Canada that is so far from the place of death that two funeral directors are required and provided (CBI 210.21(B));

c. transport of remains to last place of duty and then to place of burial (CFAO 20-12/CBI 210.22 (3a)) including specialized equipment/air packs (CBI 210.22(3)) – ALLOWABLE CHARGE TO PUBLIC – Actual Cost;

d. Special Casket - difference between the retail cost of special casket and the retail cost of casket normally supplied (CBI 209.22);

e. Permanent Single Plot - ALLOWABLE CHARGE TO PUBLIC – Actual Cost;

f. Opening and Closing of Plot - ALLOWABLE CHARGE TO PUBLIC – Actual Cost;

g. Perpetual Care - ALLOWABLE CHARGE TO PUBLIC – Actual Cost;

h. Headstone or other memorial including upright and ground surface styles (CBI 210.27);

(1) maintenance thereof (CBI 210.27(3)); (2) replacement thereof (CBI 210.27(4));

(3) Care and maintenance fund sometimes referred to as "perpetual care".

i. Grave Liner - ALLOWABLE CHARGE TO PUBLIC – Actual Cost;

j. Cremation (CBI 210.24(1));

k. Care of ashes (CBI 210.24(2));

l. Complete cost of cremation not to exceed cost of burial in same locality as death. Allowable charges to public include actual cost of urn, urn transfer, urn inscription, and cremation fee (Coroner’s fee);

m. Funeral service in civilian church include organist and verger fees max $200 (CBI 209.22(6);

n. Civilian police costs;

o. Band member; and

p. Refreshments for parade participants.

2. Laundry of Soiled/Stained Personal Effects. Personal affects will be laundered IAW CFAO 25-1 para 21.

3. Shipment of Personal Effects. Including registered mail charges for precious or sentimental items and Express prepaid charges of remainder of personal effects as directed by NDHQ/Director of Estates CFAO 25-1, Para 12.

4. Write Off of Member’s Military Burial Dress. The authority to write off military burial dress is QR&O 21.71

5. Write Off of Flag Presented To NOK. The authority to write off the flag presented to the NOK is QR&O 21.71

BURIAL AT SEA

6. Accommodation of dependants, at sea, if operationally feasible.

SCATTERING OF ASHES

7. Registered mail costs.

FINANCIAL BENEFITS

8. Ensure before briefing NOK on this matter that you have read and are conversant with CFAOs 24-1, 24-5, 25-1.

9. The following are some points of advice that should be read in conjunction with the references above to satisfy the requirements of settling the financial benefit portion of a deceased member’s estate: a. an extremely useful source of advice on benefits due to a member is the nearest SISIP representative. The following numbers can be contacted in LFWA:

(1) Alberta – (780) 973-3130;

(2) Manitoba – (204) 889-4656;

(3) British Columbia – (250) 360-0006;

(4) Saskatchewan – call either Alberta or Manitoba; and

(5) Northern Ontario – call Manitoba. b. ensure your Benefit Guide accurately reflects which benefits are taxable and non-taxable; c. Supplementary Death Benefits (SDB) reflect two years of a member’s gross salary. It is paid between two to four days after a member dies. There is not normally a requirement to draw an advance; d. when the SDB cheque(s) arrive, advise the NOK and determine which bank they deal with. Then phone the bank and set up an appointment with the Manager. Inform the Bank Manager of the situation so that they may have all forms prepared for NOK’s signature and the deposit of the cheque(s) can be done quickly. It is advisable that an Estate Account be opened at this time; e. help the NOK interpret the action letters from D Law Estates and DPSP; f. it is important that you advise the NOK that any allotments from the member’s pay account will cease at the end of the month in which the member died. The letter from D Law Estates will state this. It is important for the NOK to know that the Committee of Adjustment must be completed before any money is received; g. the forms for these benefits are normally provided by the Funeral Director. If not, the local Health and Welfare Office has them. Arrange an appointment, assist the NOK with the forms completion and gather the reqr doc. Should the NOK decide that an executor is not required and that the Death Benefit be paid directly to them, then a letter from the executor relinquishing responsibility is required. Attend the appointment with the NOK and do the talking if necessary; h. when the letter arrives from Maritime Life (SISIP), arrange for the SISIP representative to assist the NOK with its completion. Note there are payments options aval. If the life insurance is to be paid as a lump sum, it will include interest retroactive to date the member died. It is IMPERATIVE that you determine with the SISIP representative who the beneficiary to the member’ life insurance is, before discussing this matter with the NOK; i. for some of the agencies, death certificates or Funeral Director’s Statements are required. It is advisable that you make numerous copies and certify them as such. The Rear Party Adjt or OC has the signing auth, depending on the province;

j. see the Pay Office for T4 slips to aid in settling tax returns of the deceased. It is important to note that a deceased member’s tax return should be done before the annual return of the NOK; and

k. advise the NOK that when actioning a deceased member’s tax return, they must have his previous year’s tax return.

DECEASED NCM OR OFFICER - RES F - NOK ENTITLEMENT

10. Relocation. If the Reserve soldier was relocated at public expense, and subject to limitations of the CFIRP Policy 2003 Addendum A4, a move to their FPOR is available to surviving spouse/dependants. The ability to be relocated at public expense should be discussed with DCBA prior to discussion with NOK and prior approval is required before contacting Royal Lepage. Subject to local requirements, continued residence in local PMQs may be authorized. Rent owing shall be collected in cash.

11. Death Gratuity.

a. Reserve Force On Class "C" Reserve Service. Subject to limitations of CBI 205.71, a monthly Death Gratuity equal to 30 days pay shall be paid for two months.

b. Reserve Force Other Than Class "C" Reserve Service. Subject to limitations of CBI 205.73, a monthly Death Gratuity equal to 30 days pay at the basic rate for a member of the Regular Force of the same rank and classification or trade group shall be paid for the appropriate period established under paragraph (4) of CBI 205.73.

“(Period of Death Gratuity) The Death Gratuity is payable on the day immediately following the day on which the officer or non-commissioned member dies, is presumed dead or is reported missing and, subject to paragraph (5), continues for a period of 20 months in the case of a member who dies or is presumed dead; or in the case of an officer or non-commissioned member who is reported missing:

(1) if the member was a participant in the Supplementary Death Benefits Plan under Part II of the Canadian Forces Superannuation Act or Part II of the Public Service Superannuation Act, to the end of the month in which a certificate of death or presumption of death is issued or for a period of six months from the day the member is reported missing, whichever is the shorter period, or

(2) if the member was not a participant in the Supplementary Death Benefits Plan under Part II of the Canadian Forces Superannuation Act or Part II of the Public Service Superannuation Act, for a period of 20 months.” 12. Leave Entitlement. Payment To Service Estate Subject to the limitations of CBI 205.74, when an officer or non-commissioned member of the Regular Force or of the Reserve Force on Class "B" or "C" Reserve Service dies or is presumed to have died, an amount equal to the value of the unused earned leave to which the member had an entitlement at the time of death or presumed death shall be paid to the service estate. Note this is taxable.

13. Reserve Force Retirement Gratuity (RFRG). Subject to the limitations of CBI 204.54, the benefit is based on the same criteria as for the existing Regular Forces severance pay and is calculated on the basis of 7 days pay per year of eligible enrolment up to a maximum of 30 weeks… In the case of the death of a member entitled to the RFRG, the gratuity will be paid to the member’s estate, of which $10,000 is tax exempt.

14. Canadian Forces Superannuation Act (CFSA) Survivor Benefits. In most cases, they do not apply to Reservists. In the case where a Reservist is a former member of the Regular Force in receipt of a CFSA Annuity, the survivor benefits are the same as for members of the Regular Force.

15. Pension Act. A survivor pension payable under the Pension Act, which is administered exclusively by Veterans Affairs Canada, is separate from the CFSA. No contributions are made and the benefits are not dependent on average pay or years of service. If death was service related or member was pensioned for a disability assessed at 48% or more at the time of death, the surviving spouse/partner may receive a full survivor pension, i.e. 75% of the basic pension. If the member was pensioned for a disability assessed at between 5% and 47% at the time of death, the surviving spouse partner may receive a proportionate pension i.e. equivalent to 50% of the disability pension that was in pay at the time of the pensioner’s death. When a disability pensioner dies, the spouse/partner may receive, for a period of one year, the same pension amount paid to the pensioner at the time of death. After one year, the pension is automatically converted to either a full or proportionate survivor pension.

16. Service Income Security Insurance Plan (SISIP). The SISIP plan provides life insurance options both for members and dependants and is optional:

a. Optional Group Term Insurance (Members and Spouses); and

b. Coverage After Release (CAR).

17. Supplementary Death Benefits (SDB). This is a payment equivalent to two twice the annual salary (rounded up to the nearest multiple of $250) of the member, on Class C service only and who has elected to participate in SDB plan, at the time of death. This is NOT taxable.

18. Public Service Health Care Plan (PSHCP). If the surviving spouse is in receipt of an allowance under the CFSA, the plan contains an option for the surviving spouse to continue medical insurance coverage.

19. Dental Coverage under the dental plan ceases upon death of service member.

20. CF Personnel Assistance Fund (CFPAF). All service loans (i.e. CFPAF, etc.) are forgiven and no recovery action is taken. 21. NDHQ/DGAPPP will forward a letter to the surviving spouse within two weeks of receipt of notification of death, providing details regarding the applicable entitlements mentioned previously in this article.

22. National Military Cemetery (NMC) 2002 Rate Table. Following are the 2002 service charges for Beechwood Cemetery, as approved by the Ontario Ministry of Corporate and Consumer Relations:

a. Grave plot (3' x 9') - $2,400;

b. Cremation plot - half the size of a grave plot (3' x 4.5' ) - $1,200;

c. Opening and closing of grave for double burial (casket) - $830 + GST ;

d. Opening and closing of grave for a single burial (casket) - $660 + GST ;

e. Opening and closing of grave for burial (urn) - $200 + GST ;

f. Opening and closing of grave for burial (urn) in winter - $390 + GST;

g. Care and maintenance fund included (sometimes referred to as "perpetual care".); and

h. Cost of NMC headstone (mandatory) - $1,740 + GST. These charges will be invoiced to the estate of the deceased by Beechwood Cemetery. Pre-payment of a plot can be arranged with Beechwood Cemetery.

DUTIES AND RESPONSIBILITIES OF AN ASSISTING OFFICER TO INJURED SOLDIERS AND THEIR NOK

GENERAL

1. The following guidelines/aide memoire are provided to help Assisting Officers perform their respective duties and responsibilities relating injured soldiers and their NOK.

APPLICATION

2. The information contained here is once again based on practical experience of Assisting Officers appointed within previous missions. It is to be used as a guide and should not detract from an Assisting Officer’s ability to “read the situation” and fulfill the wishes and requirements of CO, soldier, and a soldier’s NOK.

PROTOCOL AND CHARACTERISTICS OF AN ASSISTING OFFICER

3. The responsibility of an Assisting Officer is enormous. They are a vital link between the CO and a soldier and his/her family. The soldier and the NOK will ask a significant number of questions. The duties are not finite and may, from time to time, fall outside the terms of reference. The primary duty is to represent the CO whose goal is return the soldier to health so that he/she can resume duties with Unit, CF, or if need be effect a smooth transition to civilian life. As such, the Assisting Officer is required to devote their time and energy to the needs of the injured soldier and the NOK.

4. The Assisting Officer is the CO’s representative to the soldier and his/her family. Specific tasks include:

a. keeping the CO informed of matters relating to the soldier and his/her family;

b. acting as the soldier’s immediate supervisor until such time as the soldier returns to duty;

c. assisting the soldier’s recovery by keeping the soldier informed of Unit life (subject any limitations imposed by medical authorities or the by soldier); and

d. assist the NOK with travel arrangements and travel orders and claims as required.

e. Assist the member and their family with administration.

5. The immediate place of duty is with the soldier and his/her NOK. However, before proceeding, the Assisting Officer should carefully read the information provided by the CO and the administrative authority and conduct liaison with medical authorities and the garrison support base to ensure they are fully cognizant of current regulations.

6. The injured soldier and the NOK, are very distraught and vulnerable. This is particularly the case with younger spouses with or without children. Following are points of protocol that should be kept in mind:

a. do not promise anything you are unsure about, i.e. flights for secondary NOK. Check on entitlements/possibilities before giving an answer, then follow-up soonest with NOK;

b. for certain matters solicit the assistance of specialist officers and agents (ie the SISIP Rep for Dismemberment Insurance); and

c. no request from the soldier or NOK shall be refused without reference to LFWA HQ. Casualty Administration is continuously evolving and MND, CDS, CLS, DCSA, and DCBA have considerable latitude.

7. Tactful assistance and guidance may hasten recovery and moderate the suffering of the NOK. Assisting Officers must keep the following points in mind:

a. do not make any promises or commitments to soldiers or their NOK regarding financial benefits, including those under the Canadian Forces Superannuation Act and the Pension Act;

b. the Assisting Officer must not become emotionally involved in the soldier or family’s distress;

c. the object is to represent the CO and assist in handling as many CF related issues as necessary and prudent. Remember that you are not a lawyer and, in the majority of cases, one is not necessary. However, if the estate is a complicated one, the NOK should be urged to seek legal assistance;

d. Assisting Officers will be asked to do and advise on a number of issues, some of which will be difficult. Seek and arrange expert guidance as appropriate; and

f. if advice or assistance is required, contact the CO or unit administrative authority.

8. An Assisting Officer must be exemplary in their conduct and efficient in the execution of their responsibilities. They must possess the following attributes:

a. must be a mature individual;

b. must possess sound judgement;

c. must be proactive;

d. integrity must be beyond question;

e. must be articulate and capable of asking “difficult” questions; and

f. must remain loyal to the wishes of the CO, soldier, and NOK (in that sequence).

9. If for, any reason, they feel incapable of performing the duties of an Assisting Officer they must bring the matter to the immediate attention of their CO. Reasons may include physical and mental health, personal problems, family problems, or recent personal loss. The duties as an Assisting Officer will require the full attention and dedication of the appointed person and may require them to work beyond normal hours and away from their normal place of duty for days or even weeks.

10. CF Membership Assistance Line. Be prepared to provide the soldier and his/her NOK with the phone number and a brief description of the services provided.

11. A benefits guide can be found at Appendix 6.

12. Assisting Officers should be aware that the care of injured soldiers involves numerous specialist officers, other government department staff, and SISIP representatives. Depending on the soldier’s needs any or all of the following personnel (who may be military or civilian) can be involved:

a. MO;

b. Chaplain;

c. SWO;

d. PSO;

e. Canadian Forces Medical Group Case Manager – who is responsible for managing a soldiers care among various medical professionals;

f. SISIP Insurance Representative;

g. SISIP Transition Coordinator – who will manage the soldiers retraining program for reintegration to civilian employment if entitled to SISIP benefits for retraining; and

h. Veteran’s Affairs Canada Pension Officer, Client Services Officer, and Transition Coordinator - who manage VAC programmes.

BENEFITS – INJURED SOLDIERS AND THEIR NEXT OF KIN

1. There are numerous benefits available to injured soldiers and their families. These fall into two broad categories, first there are those benefits available to the member and his/her family to assist them with their recovery or in daily living. These tend to available over the longer term and oftentimes will be available to the member throughout their lives. The second category of benefits are those available to NOK to cover their transportation and travel expenses to visit the member if they have been injured or hospitalized.

BENEFITS AVAILBLE TO INJURED SOLDIERS

2. As an Assisting Officer you will oftentimes be required to assist the family with obtaining information. The most comprehensive source for this information is available through the Director Casualty Support Administration (DCSA) or as its referred to, “The Centre”. Services provided through The Centre can be obtained in both official languages and include:

a. searching for service records and other information;

b. investigating files/documentation related to pension entitlement;

c. liaising with external and internal organizations, and intervening on the clients’ behalf, when necessary;

d. maintaining a CF Casualty Administration database that includes CF 98 injury reports, Summary Investigations (SI) and Boards of Inquiry (BOI);

e. coordinating a CF Service Personnel Holding List (SPHL);

f. providing information on VAC services and benefits;

g. providing “emergency aids to daily living” by means of a contingency fund;

h. coordinating vocational rehabilitation (VOC Rehab);

i. assisting in finding civilian employment through the Transition Assistance Program (TAP); j. assist with the establishment of local support network for members and veterans who have an Operational Stress Injury (OSI);

k. providing emergency funding for travel from isolated areas to be with sick and injured family members;

l. providing information and applications for the National Military Cemetery in Ottawa;

m. providing pastoral assistance to veterans and their families through the nationwide Pastoral Outreach Program (POP);

n. promoting and facilitating the restoration of the physical and mental health of injured or ill members by helping them reintegrate into the workplace as soon as medically possible through the Return to Work Program for the Canadian Forces (RTWCF); and

o. investigating files/documentation related to the Injured Military Members Compensation Act (IMMCA) for lump-sum benefits for eligible CF personnel who suffered service-related dismemberment (loss of a hand, foot or thumb and index finger of the same hand) and the total and irrecoverable loss of sight, hearing or speech.

3. The Centre publishes a handbook entitled “Death and Disability A guide to death and disability programs & services”. You should obtain copies of the handbook for both yourself and the family through your unit Orderly Room. Information may also be obtained directly from The Centre via the following means:

a. Telephone:

(1) Canada-wide Toll Free at: 1-800-883-6094;

(2) in Ottawa at: (613) 995-1457;

(3) Worldwide via the Military network at: CSN 845-1457; and

(4) United States Collect Call: 1-613-995-1457.

b. You can also obtain electronic copies of the handbook as well as other information through The Centre Website at the following address: http://www.forces.gc.ca/centre

3. Depending on the nature of the injuries sustained, a soldier may be entitled to SISIP benefits. Assisting Officers should contact SISIP to determine benefits and application procedures at any of the following numbers;

b. Alberta – (780) 973-3130;

c. Manitoba – (204) 889-4656; d. British Columbia – (250) 360-0006; and

e. Saskatchewan – call either Alberta or Manitoba.

5. Emergency Child Care Assistance. There are emergency day care services available through the local Military Family Resource Centre, they should be contacted for details.

NOK TRANSPORTATION AND TRAVEL BENEFITS

6. Reimbursement For Transportation And Traveling Expenses Of The Next Of Kin Of An Officer Or Non-Commissioned Member Hospitalized Or Receiving Medical Treatment (CBI 209.9931)

a. Entitlement for next of kin. When an officer or non-commissioned institution at the normal place of duty, or is moved for hospitalization or medical treatment to a medical institution away from that place of duty, and in the opinion of the senior medical officer on the advice of the attending physician the presence of the next of kin is warranted, reimbursement may be made for expenses of the next of kin in an amount not exceeding the cost of When an officer or non-commissioned member who is on duty away from their base or other member is hospitalized or is receiving medical treatment in a medical unit or element contracts an illness or suffers an injury that, in the opinion of the attending physician, warrants the presence of the Next Of Kin or of a representative of the family, reimbursement of the expenses of the Next Of Kin or family representative may be claimed in an amount not exceeding the cost of:

(1) return transportation and travelling expenses by military air or ground transport as described in paragraph (1) of CBI 209.83 (Transportation and Travelling Expenses - Move of Officers and Non-commissioned Members on Posting or of Dependants), from the normal place of residence to the place where the member is hospitalized or receiving medical treatment;

(2) actual and reasonable accommodation expenses for the period during which the next of kin necessarily remains at the place where the member is hospitalized or receiving medical treatment; and

(3) meals and personal expenses for the period described in subparagraph (b), at the daily rate established under CBI 209.83.

b. For the purposes of this instruction, the next of kin is defined as follows:

(1) Member with dependants as defined in CBI 209.80:

(a) Primary NOK: member’s spouse and child(ren) only, in case of serious injury; (b) the member’s parents (or persons who have performed the responsibilities of parents) when the member is in critical condition; and

(c) a close family member of the NOK at para (2) (a) (i) and (ii) may also accompany the NOK when the member is in critical condition;

(2) Member without dependants:

(a) Primary NOK: member’s parents (or persons who have performed the responsibilities of parents);

(b) a close family member may replace the parents when those are elderly or cannot travel; and

(c) a close family member of the NOK may accompany the NOK above when the member is in critical condition.

(3) A maximum of 5 members of a family may travel and the Primary NOK listed at para (2)(a)(i) and (2)(b)(i) are to decide if the other NOK listed above are required.

c. Method of transportation. When the mode of transportation established in subparagraph (1)(a) is not practicable, the most practical mode of transportation and related travelling expenses may be authorized as established in paragraph (2), (3), (4) or (6) of CBI 209.83.

7. Reimbursement For Transportation And Travelling Expenses of The NOK of Members Hospitalized or Receiving Medical Treatment (CBI 209.9931):

a. entitlement for Next Of Kin When an officer or non-commissioned member is hospitalized or is receiving medical treatment in a medical institution at the normal place of duty, or is moved for hospitalization or medical treatment to a medical institution away from that place of duty, and in the opinion of the senior medical officer on the advice of the attending physician the presence of the next of kin is warranted, reimbursement may be made for expenses of the next of kin in an amount not exceeding the cost of:

(1) return transportation and traveling expenses by military air or ground transport as described in paragraph (1) of CBI 209.83 (Transportation and Traveling Expenses - Move of Officers and Non-commissioned Members on Posting or of Dependants), from the normal place of residence to the place where the member is hospitalized or receiving medical treatment;

(2) actual and reasonable accommodation expenses for the period during which the Next Of Kin necessarily remains at the place where the member is hospitalized or receiving medical treatment; and (3) meals and personal expenses for the period described in subparagraph (2), at the daily rate established under CBI 209.83.

b. Method of Transportation. When the mode of transportation established in subparagraph (1)(a) is not practicable, the most practical mode of transportation and related traveling expenses may be authorized as established in paragraph (2), (3), (4) or (6) of CBI 209.83.

8. The benefits available to NOK are fairly generous, however, they are not all encompassing and will usually be limited to one NOK or one family representative. In exceptional cases, additional members may be authorized, however, this must be approved in advance by LFWA HQ and will require written support from the attending physician. Assisting Officers should advise the NOK of entitlements and manage expectations as to what items are available for reimbursement. If in doubt, Assisting Officers should advise the NOK that a particular item may not be admissible and to submit a formal request through their unit to obtain approval. ASSISTING OFFICER’S GUIDE - EMOTIONAL SUPPORT TO FAMILIES

1. As an Assisting Officer, your formal tasking is to provide administrative assistance to military families faced with a casualty and injured soldiers. Nevertheless, you may inevitably become involved as a provider of emotional/psychological support to the families in crisis or experiencing bereavement. The following is intended to assist you in this role. Should more specialized or professional help be required, do not hesitate to contact your unit Chaplain, Social Work Officer, Family Resource Centre, medical professional, or family pastor as required.

REACTION TO CRISIS

2. Individuals normally exist in a state of equilibrium, within established boundaries, based on a certain order and understanding of the world.

3. Crisis (trauma) throws people out of their state of equilibrium and makes it difficult to restore a sense of balance in life. A new sense of balance will eventually be established, but, it may be a difficult process; it may be different than prior to the crisis; and it may take a long time.

Reaction

Stage 1 Shock Disbelief, denial (may last for only a few moments or may go on for months).

Stage 2 Emotional Including: Reaction Anger (or rage) may be directed at God, human error, authority figures, family members, caregivers or even oneself.

Fear (or terror) of own death, of own vulnerability of carrying on. Confusion of emotions (frustration, helplessness), of “why me”? (a question that usually has no answer).

Guilt (or self-blame) of something said or done (or not said or done) prior to the death; of “surviving” when another did not.

Grief (or sorrow), intense sadness over losses (of loved one, of property, of control over one’s life, of sense of fairness or justice, or trust or faith in God, of future, of meaning).

Stage 3 Reconstruction of equilibrium, new and different from state which existed prior to the crisis (may be very difficult and may take a long time to achieve but it will happen). Severity of crisis reaction is affected by the intensity of the event, the suddenness of its occurrence, the duration of the event, and ability to understand what happened, and the stability of the person’s equilibrium at the time of the event.

4. Expressions of emotional responses to trauma may include:

a. crying;

b. no reaction;

c. numbness;

d. inappropriate excitement (or even euphoria);

e. irritation;

f. hysteria;

g. anger;

h. silence; and

i. emptiness, etc.

TIPS FOR HELPING THOSE IN CRISIS 5. Be aware that emotional responses from people will vary in type and intensity, as well as in the way they are expressed. Some may be directed at you as an authority figure. Do not take this personally.

6. In addition, expect the unexplainable. Some may describe visions of the event, psychic messages from victims, premonitions, etc. The only response is … some things are unexplainable.

Safety and Security - ensure family members feel safe and secure for the immediate future

- assist in arranging for relatives or friends or neighbours to attend and assist as required.

Provide Emotional Support and Understanding - project an air of competence, calmness, authority and encouragement

- maintain a non-judgmental attitude about the situation and responses

- establish rapport through active listening, eye contact and empathetic responses

- if children are involved, let them attend your sessions with a parent (if so desired)

- listen and support (whatever they are feeling is understandable under the circumstances and it is OK)

Deal with Practical Realities - medical issues (injuries, hospitalizations, etc.)

- legal issues

- funeral issues

- financial issues

Prepare - prepare for ways in which victim can deal with the practical and emotional future on a daily basis:

- one day at a time - problem solving approach

- establish a routine for self

- plan time for memories and memorials

- arrange with someone for support when confronting practical problems.

DO SAY: - “I’m sorry this happened to you.”

- “I can’t imagine how difficult this must be for you”.

- “What you’re experiencing is not unusual under the circumstances.”

DO NOT SAY: - “I know how you feel.”

- “I understand what you are going through.”

- “It’s God’s will.”CASUALTY MANAGEMENT TEAM (CMT)

GENERAL

1. The number of casualties that have occurred during Task Force Afghanistan have taxed the resources of the formations and impaired their ability to provide experienced Assisting Officers (AO) to support injured members and their families. The situation is further complicated by the myriad of policies, benefits, and organizations that provide assistance to injured members and their families. AOs require information and contacts in order to do their job properly, the CMT fulfills that function.

2. The aim of the CMT is to provide a central forum at the initial stages of casualty treatment/repatriation in order to supply the AOs with knowledge on the key personnel who will be assisting the casualty and on the benefits and entitlements that may be available to the casualty and their families so that the AO can adequately assist when needed.

PHASES OF TREATMENT

3. LFWA would see the following three phases for injured soldiers:

a) Phase 1: Acute phase (short term, 1-6 months duration): treatment is largely provided through facilities and resources in the local community. The injured soldiers would reside in a medical/care facility with any support required from DND provided through existing medical resources or contracted medical services. b) Phase 2: Chronic/Transition phase (mid to long term, 3-12 months duration): this phase could end with either return to work or release and then movement into Phase 3. Services would be provided on an out- patient basis coordinated through the member’s local CF Care Delivery Unit.

c) Phase 3: VAC phase (long term): provided through VAC and/or provincial resources.

TEAM COMPOSITION

4. The Casualty Management Team is a dynamic organization that is convened as required to support the AOs. The Team will be comprised of representatives from the following organizations/agencies:

a. Primary Representatives

(1) LFWA G1 Representative: convene the CMT and provide overviews on current CF policies regarding the care of injured soldiers.

(2) Formation/Unit G1/Adjt: provide Commander’s/COs oversight and guidance on each case.

(3) Medical Representatives: the Base Surgeon will determine participation based on a case-by-case basis.

(a) Base Surgeon: coordinate and provide advice on the entire spectrum of medical resources that are available and/or will be required in any particular case.

(b) Primary Care Nurse (PCN): the PCN will coordinate medical support for the member during the acute phase of treatment. Primary responsibilities will include: coordinating transition with civilian medical facilities or back to the CF medical system, hospital visits, contact with family members through the AO, discharge administration, and liaison with physiotherapy, pharmacy, and medical administrators as required.

(c) Case Manager: coordination of medical support during the chronic/transition phases of treatment. The primary activity will involve providing coordination, assistance, and support to CF members and their families in accessing various health care benefits and services from DND and other sources in order to facilitate the member’s return to work or transition to civilian life.

(4) Public Affairs Officer: the PAO is available to assist both the AO and family in dealing with the media. PA support is available for several scenarios, including if the family is being contacted by media, if the NOK wants to conduct interviews or release an update, if they are troubled by what has been written or broadcast, or if they are requesting privacy and want to direct the media elsewhere. The PAO can provide tips and guidance, and can be reached at any time. Additionally, we have a document for the family that outlines some interview tips and suggestions to help if they are approached by media, and have some reference documents for the AO's regarding PA support.

(5) Padre: provide advice on the grief process, working with families, spiritual concerns, and counselling.

(6) Veterans Affairs Canada (VAC): provide information and/or advice on the programs, benefits and entitlements that the injured member can access through VAC such as the Veteran’s Independence Program (VIP) and early application of the Dismemberment Pension Award.

b. Additional Members (on an as required basis):

(1) Legal Officer: provision of legal advice based on the provincial statutes and laws of the province of residence and location of treatment.

(2) Medical:

a. Mental Health Representative: provision of medical health services to the member as recommended by the Base Surgeon.

b. Social Worker: provision of mental health and family services to the member and/or their families.

(3) SISIP: provide information and/or advice on the benefits that may be available to the member from insurance policies, long-term disability, and financial counselling.

(4) Others: additional personnel from OSISS, MFRC, and/or the member’s Regimental Association may be called in on a case by case basis or as required.

TIMINGS

5. The convening of the CMT will vary depending upon the circumstances, however, the following guidelines should apply:

a. Initial meeting: to be convened between the AAG or in the first 72 hours after the member’s arrival back in Canada.

b. Follow-Up Meetings: usually within 2-3 weeks upon the member’s return to Canada or when required to address specific issues.

CONCLUSION

6. The care of injured soldiers and their families has become more complex as the range of treatment options and benefits available to the member and their families increases. The AO remains the key individual in ensuring that our soldiers and their families are provided with the resources they require for a successful recovery. The CMT is one tool in the resource package that is available to provide the AO with the information they require in order to perform their duties in this capacity.

TRANSPORTATION OF CASUALTIES

1. The procedure to deal with a serious injury or death of a service member must be closely coordinated with the UOO, the parent unit, the parent formation, the GFSCC, the Deployment Rear Party (if on international operations), LFWA HQ, and NDHQ. In keeping with references and in light of experience gained and higher direction obtained, it is imperative that proper procedures are adhered to and be in place in the event of a serious injury or death.

2. The aim of this annex is to outline the actions and procedures to be followed for the transportation of deceased soldiers or soldiers who are seriously ill or injured.

GENERAL

3. The administrative staff at the UOO shall make the necessary arrangements with the appropriate transportation centre IAW CFAO 20-21, Annex A, to have the deceased member(s) transported to the Canadian airport closest to the place of internment. Onward transportation, as required, shall be arranged by the area coordinating authority. For international operations the DCDS is responsible for the repatriation of deceased soldiers to Canada. Transportation/repatriation activities will be closely monitored by LFWA HQ to ensure that the wishes of the NOK are respected, as much as possible, and to coordinate support from other commands and formations.

4. In the case of international operations, it is anticipated that deceased soldiers will be repatriated through 8 Wing Trenton or Pearson International Airport. Comd 8 Wing will normally be responsible for deceased soldiers repatriated through CFB Trenton. CO ASU Toronto will normally be responsible for deceased soldiers repatriated through Pearson International Airport. The deceased, accompanied by the Escort, will be conveyed to Toronto by Mackinnon and Bowes for autopsy by the City of Toronto Coroner.

5. Reception Arrangements. On receiving notification, arrangements for the reception of the deceased on arrival in Canada are as follows:

a. When a Member has been Killed in Action.

(1) the transport carrying the remains will be met by a Minister of the Government or his representative at the final destination, as arranged by the area coordinating authority in conjunction with NDHQ/Minister's Staff Officer, and

(2) when the remains are being trans-shipped, a general officer will be present, as appointed by the area coordinating authority of the transit base or city. b. when the deceased has not been killed in action his remains shall be met by a base commander or his representative as detailed by the area coordinating authority, both on arrival in Canada and at final destination;

c. a bearer party shall be mounted when unloading the remains at the final destination in Canada in accordance with the Manual of Drill and Ceremonial, A-PD-201-001/PT-000, Chapter 11, Section 4; and

d. it is likely that NDHQ will task the appropriate LFA to provide the bearer party for any transhipment points.

SERIOUSLY INJURED/VERY SERIOUSLY INJURED

6. CF H Svcs Gp controls the movement of seriously/very seriously injured soldiers. LFWA HQ will pass on additional information or coordinating instructions when details are known. Notification of the NOK of a seriously/very seriously injured soldier follows the same procedures as notification of the NOK of a deceased soldier.