How to manually add references in MyScouts

When are manual reference checks needed?

How to manually add references in MyScouts when a NEW Scouter includes fewer than 3 references in their application, skipped adding references, or is returning from a break-in-service longer than 1 year

How to manually add references in MyScouts when an EXISTING Scouter is transferring to a new group or seeking to volunteer with more than 1 group.

 

 

When are manual reference checks needed?

1. New Scouters who did not include 3 or more references when they complete their application to become a Scouter. They may have skipped over the step or included fewer than 3.

2. When a Scouter has returned from a break-in-service longer than 3 years.

3. When a Scouter transfers to a new group.

 

How to manually add references in MyScouts when a NEW Scouter includes fewer than 3 references in their application, skipped adding references, or is returning from a break-in-service longer than 1 year

 

There are 2 options for completing a manual reference check for this scenario.

 

Option 1: Add the Scouter candidate's references into their MyScouts account & prompt Backcheck to initiate a reference check.

To do this on behalf of the Scouter candidate Group Commissioners and Registrars submit:

Reference Criteria - 5 references that include:

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

References cannot be related by blood or marriage/ partnership. 

You will need the references:

Full Names

Email Addresses *email is asked for in MyScouts even if completed by phone

Length of time they've known the Scouter candidate

Relationships with the Scouter candidate

 

Option 1 Step 2: Add References in the Scouter candidates MyScouts profile under Volunteer Screening --> References from your left side menu.

 

 

When added it looks like this. Include 5 NEW references. Backcheck will reach out to the references via email.

When your screen looks like this, with 5 references checked off as 'added' with a NEW status you can exit out of the system using the x in the corner.

Note, you'll notice I have Tinkerbell 2 twice, this is to show if you make an error simply uncheck 'add/remove' to remove the one you don't want processed by Backcheck.

 

 

 

Option 2: Alternatively,if you don't want to have to wait for Backcheck to process the checks, do this by completing a few phone calls or writing a few emails.

These should be completed by the Group Commissioner or Registrar.

Step 1: Reach out to your Scouter applicant for the contact information for their chosen character references. They need three passed references to complete the check.

Use reference criteria and information you need from the references listed above in Option 1.

Step 2: Reach out to the character references directly via email or phone and seek their answers to the following questions.

Questions for their character references:

  1. Would you recommend the candidate?
  2. How well does the candidate work with adults?
  3. How well does the candidate work with youth?
  4. Would you entrust this candidate with the care of your own child?
  5. What is your relationship to candidate?
  6. How long have you known the candidate?

Step 3: Add completed reference to MyScouts Account

Once references are added select 'Edit' for each passed reference.

We need 3 to pass the check, two of these 3 needs to have known the applicant for at least 5 years.

If you are in the situation where you are entering what you consider to be a failed check please enter it in the system and also reach out to Safe Scouting (safety@scouts.ca) and your Relationship Manager.

As reference checks are a component of our volunteer screening procedure they must be passed in order for a Scouter candidate to become an active Scouter.

 

 

Step 4:

Once added you'll see they all have a status of NEW. If these references all answered positively and are providing a passed check for the Scouter candidate they should have a status of 'PASSED'.

Update their status, include the answers to their questions and SCROLL TO THE BOTTOM AND SAVE the page.

 


When your page looks like this, 3 passed references listed you can exit the system.

 

How to manually add references in MyScouts when an EXISTING Scouter is transferring to a new group or seeking to volunteer with more than 1 group.

When Scouters transfer to a new group or are joining an additional group they are asked to complete an interview and reference check in order to become Active with the new group.

As these Scouters have already participated with another group therefore rather than seeking three new character references we ask their former Group Commissioner to provide a reference instead. This reference fulfills the requirement. The interview needs to be a new interview with the new group.

 

Step 1: Reach out via email or phone to the former Group Commissioner (if there isn't a GC or they didn't know the GC well enough for a reference to be provided a Registrar or Section Scouter who can speak to the Scouter's experience with the group can be used instead) 

You will need their:

Full Name

Email Address *email is asked for in MyScouts even if completed by phone

Length of time they've known the Scouter candidate

Relationship with the Scouter candidate

 

Question for the Group Commissioner

Would you recommend the candidate to continue Scouting with a new group?

 

Step 2: In MyScouts

In MyScouts open a member’s profile and under 'Admin Options’ select the 'Screening Menu'

In the Screening window, select the references tab.

The References tab now has a drop-down menu that Commissioners or Registrars can use to add the Group to the reference. Ensure the right group is selected, when a Scouter transfers the new group will appear only if they have registered in their new role.

Once the group is selected select 'Add References' from the bottom of the same page and add the former Group Commissioner as a reference.

 

In the Reference Notes specify that this is a Group Commissioner reference for a transferring Scouter (or a Scouter seeking to volunteer with an additional group if this is the circumstance) and answer all remaining questions.

 

Once complete, save information and go back to the main reference page where passed references are listed.

Here you will see the option to check off which references are to be included.

MyScouts requires 3 passed references to be checked off in order for the Scouter to be listed as having fulfilled the requirement.

Select the new Group Commissioner character reference and two other already passed references.

As this is a transferring Scouter by our guidelines they only need the one additional reference from their previous group, however, the system requires 3 be checked off this is why we ask you to select 2 that are already passed.

Save the changes

 

 

 

 

 

Help Centre

Still need help? Please feel free to contact the Scouts Canada Help Centre

Was this article helpful?
0 out of 0 found this helpful