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FORMS

Volunteer and Employee Screening Procedure

Introduction

Scouts Canada requires that all applicants for volunteer, employee, and Rover Scout roles with Scouts Canada be screened according to this procedure before they register or participate in any Scouting activities.

Our Procedure

1.      The procedure applies to all:

a.      Scouters

b.     Employees

c.      Rover Scouts

d.     Parents/guardians and other adult resource people

e.      Businesses and organizations whose employees and volunteers participate in Scouts Canada activities

Scouters, Employees, and Rover Scouts

2.     The responsible Commissioner[1] provides applicants with:

a.      A job/role description

b.     An explanation of the volunteer screening steps

3.     All persons applying to become a registered Scouter or Rover Scout must create a profile and register as a volunteer on https://www.myscouts.ca/[2]. Applying to become a Scouter or Rover Scout constitutes a personal commitment to the mission and principles and adherence to the policies and procedures of Scouts Canada.

4.     Each applicant will be interviewed according to Scouts Canada’s Screening Interview Guide. The Interview Guide for Youth Aged Applicants is also used when applicants are less than 18 years of age.  Interviews will:

a.      Be conducted by at least two qualified interviewers[3]

b.     Respect the confidentiality of the applicant’s information

c.      Confirm whether the applicant will accept the role or not

d.     Determine whether the applicant is acceptable or not

e.      Result in a screening checklist being recorded on the Applicant’s Myscouts profile[4]

5.     All applicants must provide Scouts Canada with five references, including:

a.      A co-worker or workplace supervisor

b.     If the individual has volunteered with another youth-serving organization, a person from the organization. Where the applicant has volunteered with another organization and has not provided a reference from that organization, the file is referred to the Safe Scouting Department

c.      Others who can attest to the person’s character

d.     At least two references who have known the applicant for the past five years

e.      More character references, when a workplace or youth-serving organization reference cannot be provided

6.     Applicants and references may not be related by blood, adoption, or marital status[5].

7.      Applicants under 18 years of age, who are Scouts Canada members, must provide their contact Section Scouter or Group Commissioner as a reference.

8.     Applicants must read, agree to be bound by, and sign the Scouts Canada Code of Conduct (Adult or Youth Scouter).

9.     Scouts Canada will contact at least three of the references and record the information received. Scouts Canada will then conduct such further inquiries as may be reasonably necessary.

10.   Police Record Checks:

a.      Are mandatory for all applicants 18 years of age and older

b.     Must include a Vulnerable Sector Check when the applicant is applying to be a Scouter

c.      Must meet Scouts Canada PRC/VSS requirements for appointment[6]

11.   As part of ongoing screening, a new Police Record Check must be submitted every three years. Scouts Canada reserves the right to conduct or request a Police Record Check for any volunteer at any time.

12.   Members must apply for a Police Record Check upon turning 18 years of age.

13.   Should an applicant not be able to provide a clean Police Record Check, that person may apply for an exception. Please see the Police Record Check Exception Procedure.

14.   All applicants must complete Scouting Fundamentals training, including Respect in Sport for Activity Leaders, before appointment.

15.   Employees are required to complete Scouting Fundamentals, Respect in Sport for Activity Leaders, and Wood Badge Part 1 (Canadian Path) upon employment.

16.   The responsible Commissioner may approve the appointment, after reviewing the interview assessment, reference checks, and Police Record Check.

Parent Helpers, Other Adult Resource People including Hired Resource People (e.g. Canoe Guides) and Support Workers for Youth with Disabilities

1.      Parents/guardians and other adults:

a.      Do not count in the Two-Scouter rule or youth-Scouter ratio.

b.     May not be with youth unless supervised by Scouters

2.     There are two categories of parents at Scouting activities:

a.      Parents/guardians who attend to watch the activities or assist their child in the activity

b.     Parents/guardians who attend to assist the Scouters as program instructors, first aiders, camp cooks, etc.

3.     Other adults include, but are not limited to:

a.      Individual resource people, paid or volunteer

b.     BP Guild members who are not members of Scouts Canada

c.      Employees of companies that provide resource people (e.g. canoe guides)

d.     Support workers for persons with disabilities

4.     Parents/guardians complete a Myscouts profile when they register their child.

5.     Other adults who assist Scouters do not need to complete a Myscouts profile.

6.     Parents/guardians and other adults confirm that they understand their role assisting Scouters before assisting Scouters.

7.      Parents/guardians and other adults are expected to sign the Scouts Canada Adult Code of Conduct before participating in activities with their children or assisting Scouters.

8.     Parents/guardians and other adults who are assisting Scouters at an overnight activity must submit a clean Police Record Check and Vulnerable Sector Check[7] and complete Safe Scouting for Parents online training before participating.

9.     Parents and other adults who assist Scouters at more than five activities must:

a.      Be interviewed according to Scouts Canada’s Screening Interview Guide

b.     Submit five references as described in Section 5 of Scouters, Employees, and Rover Scouts in the present procedure.

c.      Submit a clean Police Record Check and Vulnerable Sector Check[8]

d.     Complete Scouting Fundamentals training including Respect in Sport for Activity Leaders before continuing to assist Scouters at activities

10.   Where a support worker is provided by an agency, the agency must demonstrate to the Council Executive Director that their employee has been screened to the same standard as a Scouts Canada volunteer.

11.   Where the support worker is not provided by an agency, they are screened as an “other adult” pursuant to the current procedure.


[1] The responsible Commissioner is the Commissioner who has the authority to appoint the applicant. The responsible Commissioners are:

  1. Group Commissioners – are responsible for appointing Section Scouters and Group Committee members
  2. Area Commissioners – are responsible for appointing Group Commissioners and Area Support Team Members
  3. Council Youth Commissioners are responsible for appointing Area Youth Commissioners and Council Support Team members
  4. Council Commissioners – are responsible for appointing Area Commissioners and Council Support Team members
  5. National Youth Commissioner is responsible for appointing Council Youth Commissioners and National Service Team members.
  6. National Commissioner – is responsible for appointing Council Commissioners and National Service Team members

[2] Or complete a Scouts Canada Application for Membership and Appointment of Volunteers.
[3] Area Interview Scouter job description.
[4] Requires a link to Myscouts instructions
[5] Marital status includes married, common law, separated or divorced.
[6]  [7] [8] Clean PRC means:

  1. No criminal record as defined by the “Criminal Records Act”;
  2. No pardon(s) for a sexual offence as set out in the recent amendments of the “Criminal Records Act”;
  3. No outstanding criminal charge(s) including no stayed charges;
  4. No order(s) made in the interest of safety under the criminal code which would restrict the applicants access to, weapons, firearms, explosives or other Section 3000 4 April 2013 prohibitions;
  5. No contact, access or behaviour restriction(s) with any person; or
  6. No order(s) made under the child protection legislation which is intended to restrict the applicant/members access to children.

Volunteer Screening Requirements

New Scouts Canada Members Parents and other adults who are not registered members of Scouts Canada
Scouters under 18 years of age (including AYC and CYC) Rover Scouts Scouters 18 years and older Parents attending regular meetings, day outings or overnight – not helping Scouters Adult helpers1, including parents and support workers2 for youth with disabilities at regular meetings and day outings Adult helpers, including parents and support workers for youth with disabilities, staying overnight at activities
Complete application3 Yes Yes Yes Yes4 Yes5 No
Interview Yes Yes Yes
Role and expectations explained to them Yes Yes No
Provide five references Yes Yes Yes No No No
Sign code of conduct annually Yes Yes Yes Yes Yes Yes
Submit clean Police Record Check (PRC)6 No Yes Yes No No Yes
Submit Volunteer Sector Check (VSS) No Yes Yes No No Yes
Complete Scouting Fundamentals training Yes Yes Yes No No No
Complete Respect in Sport activity leader training Yes Yes Yes No No No
Complete Safe Scouting for Parents training No No No No Yes Yes
Role explained to youth No No No Yes Yes Yes
Must be supervised with youth No No No Yes Yes Yes
Counts in Scouter-youth ratio after completing all sessions of Wood Badge 1 (WB 1) Yes Yes Yes No No No

[1] Includes BP Guild members who are not Scouts Canada members.
[2] For Support Workers for youth with disabilities, the Council Executive Director or designate will verify with agency providing support person that the support worker has met Scouts Canada’s requirements for Interview, reference checks, police record check and vulnerable sector check. Where the support worker is not provided by an agency, or the agency cannot provide their screening meets Scouts Canada’s requirements, the support worker must be screened the same as a parent or other adult helper.
[3] Application completed online at myscouts.ca.
[4] Myscouts Parent/Guardian Profile.
[5] Myscouts Parent/Guardian Profile.
[6] Clean Police Record Check (PRC) – means:

  1. No criminal record as defined by the “Criminal Records Act”;
  2. No pardon(s) for a sexual offence as set out in the recent amendments of the “Criminal Records Act”;
  3. No outstanding criminal charge(s) including no stayed charges;
  4. No order(s) made in the interest of safety under the criminal code which would restrict the applicants access to, weapons, firearms, explosives or other Section 3000 4 April 2013 prohibitions;
  5. No contact, access or behaviour restriction(s) with any person; or
  6. No order(s) made under the child protection legislation which is intended to restrict the applicant/members access to children.

 

Screening Requirements for Scouts Canada Members Transferring to a New Group, Area or Council
Scouter under 18 (including AYC and CYC) Rover Scout Scouters 18 years and older
Apply to join new group Yes Yes Yes
Sign code of conduct Yes Yes Yes
Check reference with last Commissioner Yes Yes Yes
Must have completed Wood Badge Part 1 Yes No Yes
Police Record Check has been renewed in last three years No Yes Yes
Renew Volunteer Sector Search No No No

 

Screening Requirements for Scouts Canada Members Renewing in the Same Role and Group
Scouter under 18 (including AYC and CYC) Rover Scout Scouters 18 years and older
Application No No No
Sign code of conduct Yes Yes Yes
Must have completed Wood Badge Part 1 Yes No Yes
Police Record Check has been renewed in last three years No Yes Yes
Renew Volunteer Sector Search No No No

 

Related Policies 

Related Standards and Procedures

Resources

Effective Date 

March 2, 2019

Updates

 


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