How to add a non-Member (Parent Helper) to your Group

Introduction
  1. Adding a non-member role record
  2. Volunteer Screening Policy

 

Introduction

The Registrar can add a non-member role when a parent takes on a Parent Helper or Parent Overnight role, the Registrar can also remove a non-member role when a parent is no longer assisting in a specific group. The Registrar can only edit/add records within their Group's sections.

The Registrar can update member roles as required, at any time throughout the year.

Adding a Non-Member (Parent Helper) Role Record:

A Registrar can add a parent role record for any parent of an Active youth participant in their group. The parent must have their own individual record properly linked to the child in order for the Registrar to have the ability to create the parent role record.

It is not necessary to add parent helper role records to any individual already registered as a member/volunteer within Scouts Canada. The parent member role type is reserved for parents acting exclusively as a non-member helper (see Volunteer Screening Checklist below).

All role records are permanently recorded in myscouts.ca.

  1. Access the section dashboard view of the child(ren) of the parents you wish to add the non-member role record to.
  2. From the menu, under Admin Options select Add Parent Helper - the Find & Add a Parent popup window displays:
    findaddparent.PNG
  3. PLEASE NOTE: If a parent of an active participant does not appear in the list, this indicates that the parent record is not linked to the record of the participant. If this scenario exists, please contact the Scouts Canada Help Centre at helpcentre@scouts.ca.
  4. Find the parent you wish to add the non-member (parent helper) role record too, and click ADD PARENT - the Add Parent Helper popup window displays:
    addparenthelper.PNG 
  5. In the Role field, choose between Parent Overnight or Parent Helper depending on the nature of the service the parent will provide to the organization. Consult the current Scouts Canada Screening Policies to determine the appropriate role type for the Parent, keeping in mind that the two roles have slightly different screening and training requirements.
  6. To abandon the addition of the non-member (parent helper) role record to the parent, and to close the Add Parent Helper dialogue, click on the xmodal.JPG icon.
    OR
    To save the record, click the ADD ROLE button; the Add Parent Helper dialogue is removed and the parent profile remains in display - the new non-member (parent helper) role record is added for the parent.
The parent's non-member (parent helper) role is created as Pending to assist the Group Commissioner with tracking the completion of mandatory training & screening requirements as outlined in the Scouts Canada Screening Policies.
 
Help Centre

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

Scouts Canada Help Centre

helpcentre@scouts.ca

1-888-855-3336

Have more questions? Submit a request

Comments

  • Avatar
    Chuck Heron

    It's good to know about this new feature, but I just added a parent helper and then tried to display it... I can't find where or how to show that I have a parent helper in the 4th Orangeville Beaver Colony.  From the Beaver Scout, My Family tab, the parent still shows as just "Non-member".  And there is nothing in the Group Screening tab.  Where do I view and approve existing parent helpers?

  • Avatar
    Alex Killby

    Thanks for pointing that out! I noticed that myself this morning when I came in, and I guess that update to the "Volunteers" listing had reverted back to the old configuration overnight. That's been corrected now!

  • Avatar
    Chuck Heron

    Alex, I still don't see it.  I added --, parents of the 4th Orangeville Beaver Scout --, and I get the "added" message in the pop-up window, but I do not see them listed on the Volunteers tab for the Colony.

  • Avatar
    Alex Killby

    Hi There, I hope you don't mind that I blanked out the names in your post for privacy reasons, but I've had a look at your record and cleaned things up so they should now be visible. There were a number of fixes released yesterday for this so any parents you add from here on in should be visible on your volunteers tab.

    Also, you'll notice that I've split the parents into two separate accounts. This will be necessary moving forward from old data where parents were stored together, whereas now they should be split into separate individual entries (one record for each actual person).

    For now, this type of record maintenance is a bit tricky, and we're happy to help here at the Help Centre, just submit a request at the top of the page and we'll happily split any parents entered under the same record.

  • Avatar
    Chuck Heron

    Thanks, Alex!  I see 2 remaining glitches:  (1) When I display this Beaver Scout (I trust you still know the name), the "My family" tab shows the father as a Parent Helper (what you just fixed) but the mother as a non-member.  Yet when I display the Volunteer list, both parents show as Parent Helpers.  So are there 2 user records for the mother?

    (2) The list of Participants starts with "Total number of active participants:" but the Colony dashboard shows a database field name, not the simple number, there.  Pack and Troop each display the correct number.  That's weird.

  • Avatar
    Chuck Heron

    p.s. The mother should also be a parent helper.

  • Avatar
    Chuck Heron

    I added the CoC to my parent helper and tried to activate him.  Now it also want Int, MS1 and App.  What are these?  The My Role tab for a Volunteer shows items under "Requirements", but the Parent Helper dashboard showed nothing is required.  Then I click "Activate" and get a warning about missing requirements.  That's frustrating.  More about each one:

    (1) Int - the screening procedure summary table just says "Code of Conduct, Expectations" in the row for "Interview" but the myscouts screening update for Interview is the full-blown two-leader format with questions that are appropriate for a Leader, but too much for a parent helper.  How do I satisfy the simpler Interview requirement for a parent helper?

    (2) MS1 - what is that?

    (3) App - The process above says "The Group Commissioner does not need Council Approval prior to activating the non-member (parent helper)." but App seems like the "Council approval" that a Volunteer requires.  Do I as GC need to update something to meet the "App" requirement?  Or do I really need Council approval, contrary to the process above?

    Or is it OK to just add the CoC and then Activate the Parent Helper and ignore the warning about other requirements?

  • Avatar
    Chuck Heron

    I got the answer to my previous question... Alain Tilgner replied to ticket #33013 and told me that it's enough to get just the PRC for a parent helper and then Activate him/her.  Ignore the warnings about Int, MS1 and App, which only apply to regular Volunteers.  

    To explain the other stuff:  (1) Int = Interview (but to add that screening requires things like reference names).  (2) MS1 = Milestone WBI.  (3) App = Approval by a Council Registrar (a double-check that a Group Registrar did not ignore some screening requirement).

  • Avatar
    Tim Welch

    Hi Folks, 

    This is a good feature, and a necessary one.  I would say however that we need more than only the Registrar to have access to create these Parent Helpers.  Frequently these are only booked as helpers a few weeks prior to a camp or event and if the Registrar is away, on business, or whatever, we are in a bit of a pickle.  Can you give the GC the ability to create Parent Helpers?

  • Avatar
    Nancy MacIver

    Hi - I would like to add parent helpers but would like to have all the required information before I start.  Unfortunately when I click on the link above for "Scouts Canada Screening Policies" I get either an "oops this page is not found" or "I'm sorry you don't have access".  I'm GCC and Registrar.

  • Avatar
    Edward Martens

    For the case "If a parent of an active participant does not appear in the list, this indicates that the parent record is not linked to the record of the participant. Contact the*  Scouts Canada Help Centre* (1-888-855-3336) to receive assistance in creating this link" which sometimes results from incomplete entries on participant registration. We need a better solution than start ticket with Help Centre. Why cant I, as a Registrar, correct and or edit parent information. 

  • Avatar
    Ken Jones

    All links for  " Screening Policies for Non-Members" occurring on this page are BROKEN.  Please fix!

  • Avatar
    Richie R
  • Avatar
    Ken Jones

    Thanks, Ritchie R., and whoever added the link to the Screening Policies at the end of the article (Alex K?). But is there some reason the original links cannot be fixed? As it is now, the reader of the page might easily miss the link occurring at the end of the article (and again in the comments), rather than where logic and convention would dictate.

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