Incident Reporting

Scouters must document all incidents, whether minor or serious, that occur during a Scouts Canada-sanctioned activity. An incident is an out-of-the-ordinary occurrence, such as an illness, injury, discipline problem, conflict, frightening situation or any unusual or unexpected occurrence during a Scouts Canada activity or event. As a general rule, if it’s something that you or a Scouter would inform a parent about, an Incident Report Form must be submitted.

A minor incident is defined as one that is unlikely to have future repercussions.

A serious incident is one that involves any of the following: 

• Assistance from authorities (fire, police, ambulance, etc.) 
• Participants who are emotionally and/or psychologically distressed
• Widespread illness of many participants (e.g. at a large event or camp) 
• A stay in a hospital 
• Life-threatening illness 
• An injury that had the potential to cause permanent disability or life-changing consequences—including future health-care repercussions 
• Has future negligence and/or criminal repercussions 
• Poses a serious or significant negative impact on Scouts Canada or has future insurance implications 
• Interest from provincial or national media

The Scouter in Charge or the Scouter closest to the incident must complete an Incident Report Form. The responsible Scouter must ensure that the form is sent by fax or email immediately to the Safe Scouting team at the National Service Centre: 

Email: safety@scouts.ca

Phone (emergencies only): 1-800-339-6643

Anti-Bullying & Harassment (Code of Conduct)

Bullying and harassment are forms of abuse. Bullying and harassment break down the positive and protective environment we seek to develop, and can be physically, emotionally or sexually harmful. It is contrary to our objective of individual growth and development. Bullying and harassment in any form are unacceptable.

Statement of Contextual Parameters

The bullying and harassment policy pertains and applies to ALL members of the Scouting community, and ALL the different forms of relationships within our community, including relationships between adult professionals, Volunteers and parents, as well as between children and youth of all ages. It is recognized that adults and older youth are role models, and that children and youth learn powerful lessons through observation of the behaviours of adults. Children and youth learn what is  and what is not acceptable in relationships through observing the ways Scouters relate to each other, how Scouters relate to other children and youth in their Section, and how Scouters relate to them.

Because cyberbullying affects relationships and the social climate within the Scouting community, cyberbullying is covered by the same policy as other forms of bullying and harassment.

Role of the Group Commissioner

As the Group Commissioner is responsible for the overall health and safety of his or her Group, he or she is responsible to ensure that:

• Bullying and harassment preventative steps are implemented in each Section;
• Scouters in the Group know how to identify bullying or harassment, and are familiar with Scouts Canada’s Anti-Bullying and Harassment Policy;
• When bullying or harassment is identified within the Group, the procedure and process described in Scouts Canada’s Anti-Bullying and Harassment Policy is followed.

Complaints Procedure

Scouts Canada recognizes its responsibility to deal fairly, constructively and consistently with expressions of concern or dissatisfaction from members, parents and non-members on behalf of themselves or their children. This procedure is not to be used:

1. For complaints involving youth protection matters
2. Where individuals disagree with a Scouts Canada policy or procedure
3. For serious complaints about allegations of organizational financial or resource mismanagement

Group Emergency Response (Including Escalation)

The purpose of this guideline is to highlight the expectations and key actions required of Group Commissioners for group-specific Emergency Preparedness and Response. This document refers to the minimum requirements laid out in the Emergency Preparedness and Response Standard that ensures Scouts Canada members have an efficient and effective management of emergency situations with the potential to impact Scouts Canada, its stakeholders, the environment, assets, financial condition or reputation.

Role of the Group Commissioner in Emergency Response

The primary role of the Group Commissioner is to ensure that all Scouters, especially Section Contact Scouters and “Scouters in Charge”, are both knowledgeable and competent to execute their requirements and the minimum expectations for Emergency Response—as specified in the Scouts Canada Emergency Preparedness & Response Standard and detailed in this guideline.

At all activities, Scouters must have the Emergency Response Plan, a list of participants, and the schedule of activities or itinerary available to all Scouters. 

The following two sections provide specifics on Emergency Response and Emergency Communications that GCs need to ensure are adhered to at all times. 

Emergency Response

For every Scouting meeting, activity, camp or event, Scouters must prepare an Emergency Response Plan that addresses expected and unexpected situations. The Emergency Response Plan (ERP) will include the Emergency Response Guidelines that outline a number of specific situations and a corresponding course of actions for responding to emergencies. Additional measures must be developed for potential situations not addressed in the guidelines and noted on the ERP.

Emergency Communication

The Responsible Scouter must plan for group communication to be reliable and supported by back-up plans. Scouters must plan for a communication method between group members. This may include, but is not limited to, use of the buddy system, radios, mobile phones and whistles.

Best Practice—Emergency Response Guidelines

• Missing Person
• Evacuation
• Persons with Disabilities
• Intruder
• Traumatic/Medical Emergency
• Parent/guardian does not arrive to pick up child