Out-Service Requests

Out-Service Requests

Out-Service Requests

The Out Service competition process is designed to provide some support and assistance to help encourage high-level athletes that fall outside the parameters of the current CAF military sports structure. This process includes the approval and, when possible, financial assistance for athletes to attend competitions at a high level such as provincials, Canadian Nationals or international competitions in sports that are not offered in the current CAF Sports Program. Examples include sports such as cycling, ultra-marathon, and power-lifting. In 2009, it was amended to include less mainstream sports and include “extreme sports and activities” such as mountain climbing, adventure racing or other activities that do not fall under the traditional sports model with a sport governing organization, and fall more in line with the changing interests of the younger generation of military members.
 
  1. Submission Deadlines
    1. If you are submitting an Out-Service Request (OSR) for an international sporting event (including to USA), it must be submitted a minimum of 60 days prior to your departure date. International OSRs require a second stage of approvals from the CAF National Sports Office, which will take time.
    2. Domestic requests (within Canada) still require a minimum of 30 days for consideration.
    3. Our financial support budget for OSRs falls in line with the fiscal year (April to March). In order to keep track of all incoming OSR requests during year-end, we ask that you refrain from submitting an OSR for the following fiscal year until 1 February of each year (i.e. an OSR for April 2020 should not be submitted until 01 February 2020).
  2. Submission Documents
    1. Attached is the OSR document. Please be sure that you complete all sections that pertain to your request.
    2. As part of the OSR submission process, we require a copy of the letter of qualification/selection or proof of registration for your requested event/competition.
    3. All members who submit a request MUST be current in their FORCE evaluation (including up to your return date). If your FORCE evaluation is expired or will expire while you are travelling on an OSR, you must ensure that you book a FORCE evaluation prior to your departure and ensure to include this information in your OSR submission.
    4. All members who submit an OSR that includes swimming, must have successfully completed a BMSS (Basic Military Swim Standard) test. This test only needs to be taken once in your career. Please be sure to include this date in your submission if you are submitting an OSR that includes swimming or a swimming component. To book a BMSS test, please contact ncrfitness.cprcn@forces.gc.ca.
    5. No other documents are required in any given submission. This includes internal memos or other required documents that you may need to complete within your unit, to obtain approval from your CoC.
      1. CoC MUST sign section 8 of the request document. Requests submitted without CoC approval in section 8 cannot be accepted.
    6. If you are submitting a request for an international event (including to USA), you must complete a Visitor Clearance Request (VCR). Dependent on the location you are intending to travel, you may not be required to complete a VCR, but rather a Visitor Notification. You may also need to attend additional security briefings, dependent on travel locations. Email proof of your VCR request must be provided at the time of your OSR submission.
      1. More info on the VCR process can be found at the following link: http://intranet.mil.ca/en/health-safety-security/security-vcr-outside-canada.page
      2. Please note that the VCR request requires a submission well in advance of your travel.
    7. If you are submitting a request for more than one event, you must complete a package for each event. Documents received with more than one event listed will not be accepted.
  3. Submission Method
    1. All OSR submissions are to be submitted to the NCR Sports positional mailbox at NCR-Sports-RCN@forces.gc.ca.
  4. Updates
    1. The CFSU(O) Sports department will provide the following updates in regards to your OSR submission:
      1. An email within 2 business days to confirm receipt of your OSR submission;
      2. An email once your submission document(s) have been reviewed and approved/recommended and/or denied by the CFSU(O) Fitness and Sports Manager and CFSU(O) Commandant; and
        1. If you have submitted a domestic (within Canada) request, this will be the final stage, and you will receive the signed copy of your request (if approved).
        2. If you have submitted an international (including to USA) request, it will be forwarded to the CAF National Sports Office (CAFNSO) at this point, and you will be advised by email.
      3. An email once your international submission document(s) have been reviewed and approved and/or denied by the CAFNSO.
        1. This is the final step in the process, and a signed copy of your request will be included in the email (if approved).
  5. Receiving your Funding
    1. Once your OSR has been approved at the final stage (domestic and/or international), your confirmation email (with the signed copy of your request) will also include the funding process for when you return from your sporting event/competition (if funding has been approved).
    2. You can only receive your approved funding once you return from your event/competition and email the following to NCR-Sports-RCN@forces.gc.ca:
      1. NPF Expense claim form (will be sent to you in the approval confirmation email);
      2. Applicable travel/expense receipts;
      3. A short report of your event including, but not limited to: details of the event (location, history, type, etc.), your final standing complete with time, and any other relevant details; and
      4. Minimum 2 photos of you at the event, such as participating in the event, at the medal podium, etc.