Non Member Screening For Events

Screening Requirements

• Registered in MyScouts with their own individual email account with an active non-member role, added by their Group Registrar or Group Commissioner.  If helping other Scouters (e.g. camp cooks, supervising youth), the role is an "Adult Overnight" role. If not helping Scouters (e.g. attending only to assist their own child attend the event), then the role is a "Parent Overnight" role.

• signed the Adult Code of Conduct digitally in MyScouts, or a paper version, this Scouting year

• had an expectations discussion with a Scouter in their section

• completed Safe Scouting for Parents online safety course (25 minutes)

• If helping Scouters during the event (e.g. setting up, cooking, serving food): submitted a Police Record Check with Vulnerable Sector Search.  The Ottawa Police Service refer to this as a 'level 3' check.

Obtaining a Police Record Check (PRC) with Vulnerable Sector Search (VSS)

In Ontario, PRCs are now free for volunteers when applicants submit a volunteer letter, which can be obtained from one's Group Commissioner.  The police agency to apply to is based on the place of residence.  Outside the City of Ottawa, this is usually the OPP.

OPP Record Checks - Lanark County, Renfrew County, Leeds & Grenville, SDG, etc.   Smiths Falls and Cornwall excluded.

OPS Record Checks - City of Ottawa only.

Here is a tutorial - How to Obtain a Police Records Check (City of Ottawa)

Tip: Do not use a private PRC service.  They cannot include the VSS portion, and such checks will not be accepted by Scouts Canada.

Other Requirements

Completed a Physical Fitness Certificate that includes emergency contacts, medical and diet information.  The section gathers these and includes a copy with their section's camp registration.

Have attended and assisted Scouters at five or less section meetings or events.

Other Expectations

Parents and other non-member adults must always obey the Two Scouter Rule while at a Scouts Canada event.  When with youth other than their own child(ren), non-member adults must remain within view and earshot of Two Scouters (Scouts Canada Volunteers).

NOTE: Adults do not sign a waiver or the Individual Release and Hold Harmless Agreement.

Note: This includes adults in the family that aren't parents or guardians (e.g. uncles, grandmothers etc.)

Requirements are the same as for Parents/Guardians above, except:

1) The active role in MyScouts must be an "Adult Overnight" role.

2) A Police Record Check with Vulnerable Sector Search is always required, not optional.

Screening Requirements

• A signed Individual Release and Hold Harmless Agreement signed by a parent/guardian

Other Requirements

Completed a Physical Fitness Certificate that includes emergency contacts, medical and diet information.  The section gathers these forms and includes a copy with their section's camp registration.

A screened parent or guardian of the youth must also attend the event. 

Other Expectations

The attending parent or guardian is solely responsible for the minding of their non-member child.

Note: these are non-member youth 'trying out the program'

Screening Requirements

• None

Other Requirements

Completed a Physical Fitness Certificate that includes emergency contacts, medical and diet information.  The section gathers these and includes a copy with their section's camp registration.

If participating in a Category 3 activity (e.g. a Venturer Scout activity without Scouters present), a Parent Consent Form must be signed.  A copy of the signed consent form must be forwarded to the event Registrar.

The youth's age must match that of the youth in the section they attend with. i.e. be of Beaver age to attend with a Beaver Colony.

The trial youth must have participated in less than two Scouting events this Scouting year prior to the current event.

Screened non-member adults do not count towards Scouter:Youth ratio.  The Scouts Canada default ratio is 1 Scouter for up to 8 youth.  The section's Group Commissioner has sole discretion to lower the ratio (e.g. 1:5).  

Non-member youth count towards youth in the Scouter:Youth ratio.

Sections are responsible for screening all non-members attending with the section, and for adults, ensuring that roles are activated in MyScouts.

All non-members attending with the section must appear on their Adventure Application Form, which are submitted to their Group Commissioner, along with copies, if any, of the Individual Release forms and Parent Consent forms.  

During section registration with the event Registrar, the section includes a fee for each non-member, a copy of the section's approved AAF, and where applicable, Physical Fitness Certificates (all except Trial Youth), Parent Consent forms (Trial youth, Category 3).

Sections are responsible for updating their section registration with the event Registrar if the composition of their contingent changes, and submitting any changed or additional forms.