Please find below Frequently Asked Questions (FAQs) regarding myscouts.ca. This page will be continually updated as further questions are gathered.
Last updated: March 9, 2012
A: Myscouts.ca works best in Firefox. If you have access to Firefox please use this rather than Internet Explorer.
Q: When using my iPad, I am unable to scroll the pop up forms. Do you have a solution for this?
A: Unfortunately, popups screens do not have scrolling functionality in iPads and iPhones. However, we have a workaround where the popup will open in a new tab where scrolling is available. When accessing a form, instead of tapping the link, long-press the link. You will then be presented with a popup menu where you can choose "display in new tab". In the new tab scrolling works fine. The tab does not close automatically on a save but that will not affect your save.
A: Yes, there will be several different training resources for Registrars including admin system webinars, train the trainer webinars, written training materials including and presentations. This training is scheduled to take place on February 22 and 23, 2012 – the training webinar will be recorded and posted for later reference. We're committed to ensuring all volunteers have the information they need to use the new myscouts.ca system.
Q: Will there be local Qs & As, training and problem-solving?
A: Yes, including access to this site which will have the most up to date information during the training and implementation phases, there will be problem-solving provided locally through various channels, ensuring consistent information across the country.
A: The system will send an email alert to the Group Registrar and you will see the individual in your group listing of members.
Q: Will the current active members be pre-populated in myscouts.ca, and can their registration forms be printed with the pre-populated information?
A: Yes, active members are being migrated to the new system. Yes, registration forms will be available to be printed with active member information.
Q: With the ability of online registration, what controls will be in place for registrars to keep track of records?
A: The Group Registrars will be able to see the totals and lists of registered members online, both those captured through self-registration and what has been entered by the registrar.
Q: If a returning leader renews online, is a paper registration form still needed?
A: No, returning volunteers are able to register online as well.
Q: Can online registration be turned off for a group?
A: Yes, the group registrar can enable or disable the online registration/payment capability.
Q: What will the process be for those members who do not have internet access, or who do not wish to pay with a credit card? What benefits will they see with this new system?
A: While a key feature will be online registration, it will only be one aspect of the tool and definitely not a limiting factor for enrollment. Groups will still have registration nights, paper forms and other methods of registration as they do today. We’re simply adding another way for people to join and renew!
Q: Data privacy is a big concern. Where will out data be located?
A: Our partner is utilizing a data centre in the heart of Toronto with backup facilities in Ottawa. All Scouts Canada sites will be hosted on Canadian soil and we’re extremely confident and vigilant about the protection and safeguards of all private information.
Q: Will we be able to link profiles, like linking an adult volunteer with their children for contact information and emails?
A: Yes, myscouts.ca will have that capability.
Q: If we register with paper can the Group Registrar enter them into the system?
A: Yes, absolutely.
Q: Will we not need signed forms if people sign up online?
A: No, because they register online and have an id/password it is deemed an electronic signature.
Q: Will members have easy access to change information like phone numbers, email?
A: Yes.
Q: How do you recommend waiting lists be managed?
A: There are several work-around options, however, the system does not have a “waiting list” functionality at this time. This could be considered as a future system enhancement.
Q: Will Groups be able to set registration caps for their sections?
A: Yes.
Q: Will this new system be fully compatible with Macintosh computers and the Apple operating systems?
A: Yes, there has been testing in this area to ensure this capability.
Q: Most youth and leaders use SmartPhones, iPads and such – what will the new system offer?
A: You’ll be pleased to know that the new scouts.ca website and myscouts.ca system is significantly more mobile and browser friendly than MMS. Both work well in a mobile environment.
Q: Does it allow for a permanent record of achievement for a youth member from a brown tail Beaver Scout to a 26-year old Rover Scout?
A: Absolutely. Our intention is to provide a single source of all information about a member (and his-her parents) from a brown tail Beaver Scout to a 26-year old Rover Scout to a 35-year old parent to a 45-year old volunteer to a 65-year old alumni and so on. We want to provide a tool that people will have long-term and can use to connect with friends, find out about events and understand their levels of achievement.
Q: What if I have a variety of roles? How does that work?
A: You can have multiple roles in the myscouts.ca system, but you need to have one primary role. The primary role will direct your log in landing page. For example, upon login a volunteer will land on their primary org profile and a participant or parent will land on their personal profile.
Q: Is there a built in override so that when a parent puts in the birthdate the system will only register the child in the correct section?
A: No, if the parent should make such an error, the Group Registrar will need to make the change later.
Q: Will myscouts.ca send out PRC expiry reminders?
A: No, not in release 1 – however, we have a report being built that will produce lists of short dated PRCs. This can be run by the group, area, or council . Also, as the volunteer navigates through the system, the screen contains profile information in the left hand menu including the PRC expiry date. The Volunteer’s PRC expiry date will be viewable by the Volunteer at all times serving as an excellent reminder.
Q: Is email a required field per youth or per family?
A: Per family. The registration form requires entry of an email address for a participant but this can be, and likely should be, the same as the family email address.
Q: Is there a mass renewal function for volunteers?
A: No there is not at this time.
Q: Will Group members have access to reports or are they only accessible to Council staff?
A: Reports applicable to role and organization will be available to all volunteers.
Q: Can screening be completed without the references listed in the system?
A: No. The individual responsible for checking references (e.g. a Group Commissioner) must make sure the References are listed in the system with all applicable information (date checked, relationship, verify contact information and spelling of name, etc.)
Q: What is the difference between PRC and VSS?
A: Police Record Check (PRC) and Vulnerable Sector Screening (PRC). A VSS is required when working with youth but does not necessarily always accompany a PRC. All Scouts volunteers require both.
Q: Is there a feature which will notify people when they are approaching the expiry of their PRC?
A: The member will have their PRC due date displayed on the left side of screen while navigating the system. Also, members will be notified via email 6 months and 4 prior to their PRC/VSS expiry date.
Q: Case scenario of a youth leader not requiring a PRC one year, but required the next. Can Groups automatically register the member or does the Council need to approve all leaders, both youth and adult?
A: Council needs to approve all leaders that require a new PRC/VSS.
Q: What happens if the same information is entered twice for the same person? How would that be caught?
A: If duplicate information is entered, the Group Registrar, or member who notices, should contact the Council or myscouts.ca support. This information can then be merged or a duplicate registration can be made inactive.
Q: What if there is absolutely no email address?
A: The member cannot access the system or receive confirmation or notification messages.
Q: I have some members that refuse to give emails, what do you do to catch duplicates if they don’t have emails?
A: Duplicate emails cannot be entered into the system so we discourage entering a false email as it may prevent the actual owner of the email from using the system.
Q: Will PRCs and screening information still need to be kept in secure files at the office?
A: Councils should still file PRC and VSS information for the member. If the screening checklist is not used online, then a paper copy will need to be kept.
Q: Is the online volunteer screen checklist going to be the same format as the paper version?
A: Not necessarily the same format but it will capture the same information.
Q: Is the staff and volunteer directory searchable nationally or locally?
A: The volunteer/employee directory is searchable nationally.
Q: Will it be possible now to just print the medical information to take to camps and outings?
A: Yes, this information can be reported on and saved or printed if needed. It can also be accessible from a mobile device.
Q: How are transfers between sections and Groups done?
A: The Group registrar can transfer any active participant from one section to another. The Council Registrar must transfer between groups in myscouts.ca admin.
Q: How can a Member be made inactive?
A: A member’s roles can be removed, or made inactive, by clicking the remove role icon by the member role in the member’s profile. Once all roles are removed, made inactive, the member status will be inactive.
Q: What will prospective members be called in the new system?
A: Prospective members will be called pending.
Q: Do parents have access to the directory?
A: No just volunteers and employees have access.
Q: Is there a way to disable online registration?
A: Online registration can be made inactive by clicking the Activate Online Registration link and unchecking the check box on the form.
Q: Will those with trainer as a role be able to add training to their course participants?
A: Councils will have a new role titled Training and Recognition Admin. If the trainer has this role, then they will be able to add training for any participants or volunteers within that Council.
A: MMS will be turned off (to read-only status) on February 21 however any changes will not be reflected in myscouts.ca.
Q: Will all member records be brought over from MMS to the new system including ‘Inactive-Deceased, Retired, Unknown’ member records?
A: Yes. Groups will be able to run a report detailing online registrations in the group. This can then be used to reconcile bank deposits.
Q: Can MMS be left in a non-edit mode instead of shutting down?
A: Yes, that is the plan. There will be read-only access of MMS after the shutdown scheduled for February 21.
Q: If MMS is read-only on Feb 21 and myscouts.ca goes live on March 12, what do I do if I receive screening information in the interim?
A: Conduct the screening process as per usual. Once interviews and references are complete and passed, and a clean PRC and VSS is submitted to the Council, the Council Executive Director can decide if the volunteer meets criteria. If the CED signs off on the volunteer, the volunteer is then able to practice in their position. All screening paperwork should be kept and entered into myscouts.ca once the system goes live.
Q: Will inactive members be ported into myscouts from MMS?
A: Inactive member records will be migrated into myscouts.ca.
A: Yes, groups will establish what their fees will be. The online payment will consist of the National, Council, and Group fees.
Q: Which credit cards will be accepted?
A: Visa, Mastercard and American Express.
Q: Will other forms of electronic payment be possible such as PayPal or Interac?
A: Not at this time, but this will be considered in future system enhancements based on feedback from members.
Q: What is the turn-around time for Groups to receive funds?
A: Approximately 3-4 days.
Q: Will the Group get a report on who has paid when the funds are deposited?
A: Yes, there will be an online ability to reconcile bank deposits to system “batches”.
Q: What about local council financial assistance programs?
A: The system is designed to accommodate subsidies.
Q: Is it mandatory that my Group participate in this new process?
A: At this time, the expectation is that each Group will have the ability to decide if they wish to participate in the Scouts Canada online registration process. While we encourage Groups to use the new technology to further enhance their programs, we realize this may be a challenge for some.
Q: Will I have to input all members’ information into the system, and does that trigger the myscouts.ca system to withdraw funds from our account?
A: No, all existing MMS member data will be migrated into myscouts.ca. No funds can be withdrawn from your account – only deposits made if the Group has provided their account information and enable online registration.
Q: Once we provide you with the Groups’ financial information – how will that work, and what will that information be used for?
A: The bank account information will be used to directly deposit your Group fee into the account that you provided to the National Office.
Q: What portion of the registration fee is going to come to the Group?
A: The Group fee portion that each Group sets in the system. Groups define their own fees.
Q: Is the system using PayPal or other protection for Visa, etc. Is the credit card information available to Scouts Canada?
A: The myscouts.ca system has a certified interface with a Canadian payment provider and it complies with Card Association policies regarding capture of credit card information which means that card numbers are truncated to the last 4 digits. No, the credit card information is not available to Scouts Canada, and the information is not saved by the payment provider.
Q: How will refunds be handled?
A: Refunds for registrations through a group will be handled outside of the system, as it is today. Refunds for members who registered online, will be handled at the National level directly to the member. National will then bill the Council and Group for their portion of the refund.
Q: We don't collect any fees for our programs - just the fee that goes to our council, province etc. Do you still need our banking info?
A: We have checks in the system prior to allowing online registration. To standardize the practice, we check to make sure the account information has been received. Although you will have a $0 fee, and will not need an electronic funds transfer, we will still need your account info. Please be assured that your account information will not be used until there are funds owed to you by National.
Q: Is there the ability to change fees so a group of three or more can pay at a different rate than as individuals?
A: The group fee will be charged to each registered individual. If registering through the Group Registrar, the Group can provide a family discount and add that discount into the batch containing the registered individuals.
Q: Can Groups have different fees for each section?
A: No they cannot. Any additional fees over and above the group fee can be handled outside the system. Any discounted fees can be applied to the batch as discounts.
Q: If there are 4 youth in a batch who require subsidies, must we wait for all 4 of their subsidies to come in before that batch can be closed?
A: The Group can close the batch at any time and add subsidies as they come in. When all subsidies are in for the batch, the Group will send registration paperwork to the Council. However, it is highly recommended that you not add registrations into the system until the subsidies are approved and in hand. A potential member may decide to not go through with registration once the subsidy comes in so it is good practice to add both when the subsidy comes in.
Q: Do you need to set up the fees for each Group or by Council?
A: Each Council will enter their own fees. Each Group will enter their own fees. If a Group Registrar or Treasurer is not available, the Council can enter the Group fees on the Group’s behalf.
Q: What is the default if no fees are entered by the Group?
A: If no fees are entered the default is $0.00.
Q: Can multiple batches be open at the same time?
A: No only one batch will be open at a time. However a closed batch can still be accessed for editing subsidies and discounts.
Q: Is the name of the batch automatic or is there a naming standard?
A: Batches are system generated and are based on the group, date and # of batches in a day.
Q: Can multiple fee structures be entered at the Group level?
A: No, one fee is entered per group.
A: Generating tax receipts is a functionality we want to incorporate, and it will be included on the enhancements listing and schedule for a release after the initial launch.
