Welcome To Volunteer Onboarding 1 Volunteer Onboarding Who is - - PowerPoint PPT Presentation

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Welcome To Volunteer Onboarding

Volunteer Onboarding

Who is familiar with the story “warm fuzzies and cold pricklies”? https://guidingjewels.ca/sparks/stories/91-warm-fuzzies-and-cold-pricklies-story We all get warm and fuzzy when people are excited to see us, to include us as part of a team and part of the adventure. When we get new volunteers that have said yes, we need to keep them engaged and excited to continue the adventure. The longer a volunteer takes to finish the requirements the more they will find something else better to do with their time. If you are not interested in them being part of the team, how do you expect someone to be excited to join if they don’t know what to do? This is to address the effectiveness of welcoming new volunteers to the group and how to

• nboard them successfully with timely screening/training process.

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Volunteer Onboarding

Resources can be found on the BCY Website http://pac.scouts.ca/ca/administration On this website, under Registration is Onboarding Process – Volunteer & Rovers. This document will help you and the new volunteer complete the screening/training requirements.

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Online Registration and References

• 1. Online Registration and References (REF)

– Online registration should be completed by the volunteer (regardless if new or returning) themselves so that they can agree to the terms and conditions of the membership. Also fill the medical information and photo permission release. – This is also a good opportunity to fill in the reference information with name, email and relationship, if they are a new member. – Once the member completes the online registration to your group, the group will be notified via email that the registration is pending with their group. – This is a great opportunity to extend a thank you for registering online and go over the screening/training details that need to be completed as soon as possible. Follow up with the volunteer over a coffee to go over an orientation and match them up with a mentor. The mentor can follow up every 7 days to see how the member is progressing.

• References:
• Member should notify the reference to expect an email from BackCheck or Silver Talent

Agency in regards to the reference check. If they don’t see it immediately, check spam or junk mail folders.

• Please keep an eye on the completion of the references. If unable to complete via

BackCheck (due to non response). You might need to follow up with the reference and complete by phone.

• Average response time should be 14-20 days.
• 2. Code of Conduct (COC)
• After registration Group Administrator should encourage new volunteers to log into their

account and sign the Code of Conduct immediately. The CoC will automatically pop up the next time they log into their account until it has been signed.

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Online Registration

Once a volunteer completes a registration online, they will receive a confirmation email from Scouts Canada welcoming them to the organization and going over the screening/training requirements. Sample Letter:

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Interview (INT)

• 3. Interview (INT)

– As soon as the member registers online, make arrangements to have an interview completed as soon as possible. – This is a great opportunity for the interviewers to go over the role that the member has signed up for and ask the interview questions provided by Scouts Canada.

• Questions can found on the Scouts Canada website:
• http://www.scouts.ca/wp-content/uploads/scouters/orientation/Interview-Assessment-

Summary-en.pdf – Once the interview has ben completed (pass or fail), the information must be entered into the members myscouts account. To do this go into the members myscouts account, click on Screening and Add Interview.

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Training on David Huestis

• All Volunteers (including Group Treasurers, Group Committee members, Service Scouters etc.) must

complete training.

• There are two parts to training. Scouting Fundamentals and Wood Badge I for Canadian Path

– Scouting Fundamentals is 6 sessions which includes Respect in Sport – WBI = Wood Badge I for Canadian Path

• Group Commissioner must complete WBI in Group Commissioner
• Group Level Scouters must complete a WBI in Group Committee or as a Section Leader
• Section Leader must complete a WBI as a Section Leader
• DEADLINE:

– Scouting Fundamentals (SF) must be completed as soon as possible. – WBI must be completed within the 1st Scouting Year (August 31)

• To access training, please have the member log into their myscouts account and click on

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Scouting Fundamentals (SF)

• 4. Scouting Fundamental Training (SF)

This is a 6 session training component which includes Respect in Sport (RIS) for Activity leaders.

• Please note the Respect in Sport training is transferrable between organizations. If the member has already

completed the training somewhere else, please have them provide you with the certificate. As long as it is a “for Coaches or Activity Leader” certificate you can update myscouts accordingly under the screening/training tab. Don’t forget that Respect in Sport certificate is valid for 5 years from the completion

• date. Record the completion date, the expiry date and the certificate number in the members myscouts
• account. (RIS for Parents is not accepted)

Scouting Funadamental training can be accessed through the David Huestis Learning Centre in a members myscouts account. The scouting fundamental training is listed under the Volunteer Ready Tab. Please do not use a mobile device (phone, tablets or Ipads). It may run the training but will not give you credit for any completed training. Please use a laptop or desktop to avoid any complications. Make sure once completed the training, click on the BIG RED button to exit, wait for the screen to say it has been updated. This training must be completed as soon as possible.

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Police Record Check and Vulnerable Sector Search (PRC/VSS)

• 5. Police Record Check and Vulnerable Sector Search (PRC and VSS)
• When a new member joins the group or a current member requires

a PRC renewal, please provide one of the following:

• 1. Ministry of Justice – Criminal Record Review Program (CRRP).
• Instructions can be found on the BCY website (under Police Record Check)
• Please make sure the member completes a NEW PRC (not shared)
• Average wait time is currently 7-10 business days.

OR

• 2. In Person Police Record Check (PRC)
• The Group Commissioner will need to provide the PRC letter to the

volunteer.

• Volunteer will need to take the letter and two pieces of Gov’t issued ID to

a local police station.

• Once the PRC is completed, the original PRC must be sent to the BCY

Service Centre. If you want the original returned please provide a self addressed stamped envelope, and we will return it to you.

• No Electronic copies of In Person PRC will be accepted.

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New Volunteers

• Once a NEW Volunteer (in their first year) has

completed all screening/training requirements, the Council will update the records with CAP (Council Approval) and activate the membership.

• The NEW Volunteer can then start

participating with the group activities.

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Scouter Approval

• Scouter Approvals are completed by the Group Commissioner or Group Registrar, giving approval to those

volunteers that are returning for another year of service.

• When in the main group page on myscouts, click on Scouter Approval
• If the Scouter has no outstanding requirements,

please Action – Activate and Process Batch

• If the member is ready for activation but changing sections,

you can change the Organization type to another section and change the role

If the Scouter has any outstanding requirements, please wait to activate. If you disagree with the outstanding requirements, please contact the Help Centre to resolve the issue.

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PRC Renewal Report

This is a report that should be run twice per year by the Group Commissioner or Group Registrar. It’s important to help your scouters keep track when their PRC is due. Sometimes the Scouts Canada reminder notice is undeliverable due to strong Spam filters.

• Log into myscouts
• Click on Reports (left side)
• Click on PRC VSS Expiry Listing
• Fill out the template
• Run Report
• Look for the PRC Expiration Column
• Give Scouters 60 and 30 day notices to

remind them of the due date. Scouters with expired PRC’s should not be participating until the PRC has been renewed and updated in myscouts. 12

How to Register a Rover

• Rovers are registered as participants.
• To register a Rover, please follow the instructions for “Register a Participant”

Please note: the Rover must complete the registration themselves or if they are under 18 years

• ld, must be completed by the parent.
• Follow the prompts to complete the registration.
• Must complete the following to be an active member within 90 days:

 Registration must be entered into myscouts  PRC (Police Record Check) anyone 18 years or older  Interview  References (must submit 5 names with email addresses)  Code Of Conduct (must be signed each year)  Scouting Fundamentals

 6 sessions which include : Respect in Sport for Activity Leaders and Accessibility Training

• Failure to comply to the 90 day guideline will result in the member’s profile

being inactivated and will not be able to participate until it has been completed.

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Transferring Scouters

• A current Scouter is transferring to the group, what do you need to do?
• All previous training, PRC and COC are transferrable and do not require (unless expired) to be

redone .

• If their role has changed (Colony to Pack), double check that they have Wood Badge I for

Canadian Path. Old Wood Badge training may not be applicable to the new role.

• The NEW Group Commissioner will need to conduct an interview to ensure this new Scouter

is a good fit for their team.

• The NEW Group Commissioner will be required to contact the previous Group Commissioner

as a reference, to ensure that there were no issues with this volunteer in their group.

• BOTH the Interview and Reference will need to be entered into myscouts accordingly.
• Once this is done and there are no outstanding requirements, the Group Commissioner can

complete the Scouter Approval and activate their role.

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How to Add Roles to an Active Scouter Profile

• Bring up the Active Scouter profile ( Add role will not work on a pending member)
• 1. Click on Add Role
• 2. Type in Group name (Find Organization)
• Click on Add Role beside the correct Group/ Section
• 3. Fill in the correct Role, Start and Till Date then Add Role.

Member Name 15

30/60/90 Day Volunteer Compliance

• Volunteers will have 90 days to become 100% compliant with ALL screening/training requirements

for their registered role.

• All Volunteers must complete the following in order to become active Scouters:

– PRC with VSS (unless under 18 years old) – Interview – References (3 passed) – Code of Conduct – Volunteer Ready Training

• 6 sessions (which include Respect in Sport for Activity Leaders and Accessibility)

– WBI (Wood Badge I for Canadian Path) you will have until August 31 if this is the 1st year in that role to complete training. This must be completed immediately, if the Scouter is required to count towards ratio.

• Notifications will be sent out at 30/60 and 85 days until all requirements are completed.
• After 90 days, the member will be inactivated from the group role.

– All Parents and Volunteers will have access to their own myscouts account, regardless of status : Pending, Active or Inactive. Volunteers will still have access to their myscouts account, so that they can continue with any required training.

• Volunteers are NOT allowed to be in a leadership role, nor wear a uniform until their myscouts

account is ACTIVE.

• If you disagree with the myscouts account (training completion…), please contact Help Centre to

sort out any discrepancies.

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Volunteer Compliance

Once all the screening requirements in the files have been completed, the group can activate the role through the Scouter Approval. If there is only CAP outstanding, please contact the office and we can help get this completed quickly.

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Ready to activate Not Ready to activate.

Adult Overnight

• An Adult Overnight is a non member (not insured) that helps out at Group Events Overnight for a Max of 5

meetings/events. If the volunteer is helping out more than that, they must become fully registered members.

– Requirements are:

• Code of Conduct
• Complete Safe Scouting for Parents training (SSP)
• Police Record Check with Vulnerable Sector Search (PRC w/VSS)
• Encourage parent/adult overnights to fill out their medical information in myscouts so that it shows on a Quick

Report for your first aider.

• How do I sign up an Adult Overnight?
• Please go the to the section in which they are helping
• Click on Add Adult Overnight Helper
• If they already have a myscouts account , please select that account to add role
• If this is their first time, please create an account for them.

18 NEW, no myscouts account Primary parent or already has a myscouts account

How to Remove Roles

• Who can do this? Parent/ Volunteer can remove their own roles or their child

pending roles.

• Group Registrar/Group Commissioner can remove roles from Volunteers or

Pending Youth (only) within their own Group.

• To remove an old/incorrect role for Scouters, please make sure you have added

the new/correct role in the profile first.

• If the Scouter is no longer active in your group, please only remove the roles with

your group.

• Once all roles are inactive, the Scouter will no longer show up on your registration

list and will be inactive in myscouts (no insurance).

• To remove a role, please do the following:
• Bring up member profile in myscouts
• Click on little red dot beside role
• Click on Remove Role
• Once all roles are removed, and member is inactive, you will receive a message

that you no longer have access to this member’s records.

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Reports

• There are many reports that Groups can use to help gather information.
• Log into myscouts.
• Click on reports

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Month End Group Financials

This report will be able to inform the group of any EFT for Membership Group Fees each month. This report can be run by the Group Commissioner, Group Registrar or Group Treasurer. Please do the following steps to run a month end financial report.

• Click on Reports
• Select Participation Registration Report
• Fill out as follows:
• Make sure your From Date and To Date are

the 1st and last day of the month.

• Once the excel report comes up, you should be able to tally

the Group Fee column. The Group fee column should equal the EFT. (for example, all group fees for September registrations will be an EFT sometime between October 10-15th) Please keep in mind if a youth is refunded, the groups fees maybe adjusted accordingly in that month EFT transactions. 21

Quick Reports

• Quick Reports are a summary of each member registration in a section of a group.
• To run the report for the whole section:

– Go to the section in myscouts. – Click on Quick Reports tab – Click On Member Details Report – Print this report (top right corner)

• If you need to a Quick Report for a youth that has just joined the group, do the

following:

– Go to the section in myscouts in which the child is registered. – Click on the i – Print this page (top right corner)

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BC/Y Admin Site

• Visit the BC/Y Admin Site for all administration forms

– BCY Newsletter (archived coming soon)

• Financial Review

– Risk Management files

• Indemnification List and agreements

– PRC Information

• Registration Process

– Youth Award Applications – Council Website Information:

• Fraser Valley Council fra.scouts.ca
• Cascadia Council cas.scouts.ca
• Pacific Coast Council pac.scouts.ca

– Click on the Admin button (top right) to get to the BC/Y Website

• Help Centre Ticket – help.scouts.ca and click on submit a request (top right corner)

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Knowledge Base

Acronyms

• COC – Code of Conduct. Signed electronically.
• INT – Interview. Completed by 2 active scouters and the new member.
• PRC – Police Record Check
• VSS – Vulnerable Sector Search
• REF – References. 5 references with emails are required.
• RIS – Respect in Sport for Activity Leaders. Session 5 in Scouting Fundamentals
• CYS – Child and Youth Safety for Parents.

– This is only applicable to those who have a Parent Helper role.

• ACC – Accessibility training. Session 6 in Scouting Fundamentals
• SF – Scouting Fundamental training
• CAP – Council Approval. Only required in the first year of volunteering.
• WBI – Applicable Wood Badge Course.
• GBC - Group Billing Code
• Key 3 – Council Commissioner, Council Youth Commissioner and Area Support Manager
• SRM – Scouting Relationship Manager – Staff position
• CRM – Council Relationship Manager – Staff position
• MSA – Member Service Administrator – Staff position at BC/Y Service Centre
• CC – Council Commissioner
• CYC – Council Youth Commissioner
• AC – Area Commissioner
• AYC – Area Youth Commissioner
• GC – Group Commissioner
• GYC – Group Youth Commissioner

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