How to manually add references in MyScouts

When are manual reference checks needed?

1. New Scouters who did not include 3 or more references when they completed 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.

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's references into their MyScouts profile & prompt Backcheck to initiate a reference check.

Step 1

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. 

c. Others who can attest to the person’s character.

d. At least two references who have known the applicant for at least 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 following details for 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

Relationship with the Scouter candidate

Step 2

Add References in the Scouter candidate's MyScouts profile under Admin Options --> Screening --> References from your left side menu.

When added it looks like this. Include 5 NEW references which must be entered all at once. Backcheck will reach out to the references via email. If not all references are entered on the same day, Backcheck will not pick up References that are entered later on another day.

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

You'll notice Tinkerbell is listed 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

There are a few ways to access Scouter's profile, you can use 'Find an Individual' to search for their name or you can go to the section page and look within the 'Current Volunteers' tab where you'll find active and pending Scouters listed. Select the green circle (with a person in the centre) icon next to the pending Scouter's name to get to their profile.

Next, select Admin Options --> Screening --> References

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

We need 3 to pass the check, 2 of these 3 need 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 with 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 Active Scouters transfer to a new group or are joining an additional group, they are asked to complete an interview and one reference check in order to become Active with the new group.

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