Regional Restructuring in Ontario

Busy Building Tomorrow
Bulletin #3


VOLUNTEER RECRUITMENT AND SCREENING

BACKGROUND

A number of changes are being implemented effective September 1st, 2002. The structure changes have been the subject of the previous two Bulletins: the first being about the new servicing areas and the second being about the Group Scouter and District monies & events.

The purpose of this Bulletin is to discuss policy changes that are being implemented this Fall. These policies are related to youth safety and risk management issues.


POLICE RECORD CHECKS

Scouts Canada continues to work with the various police organizations to improve the process of handling the police record checks (PRC’s) but as of this date, there is inconsistency across Canada. So, the procedures regarding the handling the PRC’s remains a local jurisdiction issue.

In some municipalities, the newest change allows an individual the opportunity to drop off the paperwork and show proof of identity. The police will then mail the PRC to the individual. This should improve the turnaround time for obtaining one’s PRC’s, especially for those people who neglected to pick them up in the appropriate time period and then had to repeat the procedure causing numerous delays.

In other Regions, a new process was introduced this winter. An Adult must complete "Form 1" giving permission for a Vulnerable Screening to be done in addition to the Police Check. Police Checks without this screening will not be accepted.

Contact your local Regional office for specific requirements pertaining to your local police jurisdictions.


TWO DEEP LEADERSHIP

There must be no less than two adults (one of which must be a member) present at any section meeting and at any Beaver, Cub, or Scout activity or event. This is for the protection of adults as well as the youth in our programs. This issue addresses the ability to provide proper program supervision, discipline, and the ability to care for a sick/injured child or adult. This means that advanced planning will be needed to ensure there are appropriate parent helpers “in reserve” for activities and events.


PRC’S EVERY THREE YEARS

A new policy requires the PRC’s to be updated every three years (from the current five). This means that a large number of our current Scouter population will need a new PRC completed before September 1st. A letter will be sent to each individual to inform that a new PRC is due.


CLEAN PRC’S

A “Clean” PRC must be presented prior to an adult assuming a role in Scouting. This applies to all new adults and to all existing adults. A “Clean” PRC means:

  • No criminal record as defined by the “Criminal Records Act”
  • No pardon(s) for a sexual offence as set out in the recent amendments of the “Criminal Records Act”
  • No outstanding criminal charge(s)
  • 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 prohibitions
  • No contact, access or behaviour restriction(s) with any person, or
  • No order(s) made under the child protection legislation which is intended to restrict the applicant/ member access to children
  • As stated above, a “pardoned” offence basically means a “clean” PRC except where it is noted with respect to charges related to sexual assault, interference, etc. (in these cases we will still deny membership). Scouts Canada depends on the justice system for guidance in our acceptance of adults. A “clean” PRC provided through the means of a pardon would be the basis of a decision to “forgive” a crime. Scouts Canada puts children’s safety first and is particular about choosing adults that will be role models for young people.


SCREENING COMPLETED PRIOR TO BEING IN CONTACT WITH YOUTH MEMBERS

The screening process must be totally completed prior to an adult becoming a probationary member and being in contact with youth members.

The new process requires the new applicant to provide a new application form (with the PRC) to the council office as the first step. Once it is confirmed that the PRC is “on-file”, arrangements will be made for the interview and the reference checks to be performed. After completing these steps, the new adult member begins the three month probationary period.

Why do we still have a probationary period if the person is pre-screened before starting with the section? Baden-Powell stated in 1910 (“B.P.’s Outlook”), “It is laid down in our handbook that a Scoutmaster should go through a period of three months’ probation before getting finally appointed. The object of this is to enable him to find out whether Scouting really suits him after all, whether he is capable of treading down little personal worries and pinpricks, can endure the many preliminary difficulties and disappointments, can fit himself into the place assigned to him, and loyally carry out instructions, though they may not be exactly what he would like; whether he can, in a word, play in his place and play the game for the good of the whole.”


ONE POSITION AT A TIME

All positions within Scouting are annual appointments and re-appointments will be based on performance evaluation. Adults may only serve in one position at any one time where there is direct contact with youth.

This means that an adult who is a Beaver leader (regardless of being a key contact or not) may not be a Pack leader as well. This also means that the leader may not be a member of the Group Committee except as the section’s representative. Conversely, a Group Committee member may not be a section leader, except as short term substitute.

However, a section leader may be a Group Scouter in a group other than his/her own and a section leader may be a member of the Area/ Region service/ support team; as these positions are not in direct contact with the youth. For example, if an individual is a member of the 1st Rubber Boot Group, in any capacity including Group Committee or section leadership, that individual may not be a Group Scouter for that group. That individual may be a Group Scouter for the 99th Rubber Boot Group however.

Currently, there are a number of individuals that hold multiple positions. For those individuals that are not clearly defined in the above statements, please contact the appropriate commissioner about an interpretation of the conditions of those multiple positions.


ANNUAL MANAGEMENT AUDIT PROCESS

The following is an excerpt from the Leader magazine article (November, 2001) from Sam Elsworth, Scouts Canada’s National Commissioner, related to improving our program delivery to the youth:

“Scouts Canada is developing an annual management audit process for all groups to ensure they are delivering top quality, safe programs, and are fully complying with Scouts Canada policies. This audit will review membership growth, program quality and safety, leadership, training, group committee involvement, finances, youth involvement, and other important items."

“The audit will help ensure groups are operating safely, efficiently and in full compliance with all Scouting policies and procedures. The process will also identify groups that might need some extra help."

“Scouts Canada is not implementing these changes to create more forms or work for already hard-working leaders. We do want to ensure all activities and programs are consistently planned and evaluated. We also want to create heightened awareness of safety and youth well-being for all members.”


FURTHER QUESTIONS?

If you or your Group has questions not yet covered, please forward them to the attention of one of your Regional Key Four.