When are manual reference checks needed?
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 1 year.
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
Completing the reference check manually can be done 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 references to complete the check
Note: In their application we ask for five because it increases their chances of receiving a completed check sooner, five emails are sent by our third party partner Stirling Backcheck (who process these) and the first three to respond are added to the Scouter applicant's MyScouts account.
Reference Criteria - Scouter candidates are asked to submit within their application 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.
Step 2: Reach out via email or phone to the references provided by the Scouter candidate and receive their responses to the questions below.
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
Questions for their character references:
- Would you recommend the candidate?
- How well does the candidate work with adults?
- How well does the candidate work with youth?
- Would you entrust this candidate with the care of your own child?
- What is your relationship to candidate?
- How long have you known the candidate?
Step 3: 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.
In the event that the Group is not selected or the incorrect Group is selected, change the organization in the ‘Add Reference’ page. Aside from the ability to select a different Group or organization, the rest of the 'Add Reference' page is the same as before.
This is how the page should appear once you have successfully added a reference manually.
3 passed references are needed to fulfill the screening requirement.
Once the information has been entered be sure to scroll all the way to the bottom and SAVE the information.
Once complete you can go back to the volunteer screening window (the first screen shot in this article) and confirm your newly references have been successfully added to the Scouter candidate's account.
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 to the Scouter's former Group Commissioner (or if they are adding a second group their primary group's Group Commissioner)You can ask the Scouter directly for their information, if they don't have it reach out to your Relationship Manager or the Help Centre for assistance.
Step 2: 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 3: 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
