Bylaws, Policies & Procedures: What has changed?

Policies

1. Management, Leadership, Commitment and Accountability 

  • Key 3 Shared Leadership Policy

2. Scouting Values 

  • Accessible Customer Service Policy
  • Member Accommodation Policy
  • Diversity and Inclusion Policy
  • Anti-bullying and Harassment Policy
  • Conflict of Interest Policy
  • Drug and Alcohol Policy

3.  Managing Risk 

  • Safety First Policy

 

4. Goals, Targets and Planning 

  • Group and Section Finance Policy
  • Group Financial Responsibilities and Reporting Standards
  • Group and Section Fundraising Policy
  • Gift Acceptance and Sponsorship Policy

5. People 

  • Membership and Registration Policy
  • Human Resources Policy
  • Volunteer Screening Policy
  • Discipline, Temporary Suspension and Termination of Membership Policy
  • Member Disclosure Protection (Whistleblower) Policy
  • Workplace Anti-harassment and Violence Protection Policy
  • Incident Management Standard
  • Learning and Development Standard

6. Structure, Responsibility and Authority

  • Community Partners Policy
  • Election of Voting Members Policy
  • Communications Standard

7. Asset Management

  • Property Policy
  • Camping Facilities Standards
  • Zip Lines, Climbing Walls, Challenge and Ropes Courses Standards
  • Animals at Activities and Properties Standards 

8. Group Operations

  • Camping and Outdoor Activities Standards and Activity Adventure Form (AAF)
  • First Aid Standards
  • International Travel Standards
  • Prohibited Activities Standards
  • Swimming Standards
  • Transportation Standards
  • Firearms and Weapons Standards
  • Shooting Sports Standards
  • Knives, Axes, Saws, Stoves, Lanterns and Camping Tools Standards
  • Safety Equipment Standards
  • Watercraft Standards
  • Program Standard
  • Group Operations

9. Youth Protection

  • Requirements for Section Scouters Standards

10.  Data, Document and Information

  • Privacy Policy

 

Procedures

11. Management, Leadership, Commitment and Accountability

  • Public Appointment Procedure
  • Appointment of Scouters

12. Scouting Values

  • Accessible Customer Service Procedure
  • No One Left Behind Registration Procedure
  • Member Accommodation Procedure
  • Preventing and Responding to Bullying and Harassment Procedure
  • Conflict of Interest Procedure
  • Alcohol Exception Procedure

13. Managing Risk

  • Certificate of Insurance Procedure
  • Third-Party Waivers, Indemnification Agreement Procedure
  • Legal Claims Procedure
  • Non-Member Hold Harmless Procedure 
  • Adventure Application Form

14. Goals, Targets and Planning

  • Contracts and Agreements Procedure
  • Official Donation Receipts Procedure
  • Gifts in Kind Procedure

15. People

  • Appointment of Scouters
  • Registration Refund Procedure
  • Transfer Member-Participant Procedure
  • Transfer Rover Scout or Scouter Procedure

16. Closing a Group Procedure

  • Volunteer and Employee Screening Procedure
  • Police Records Check Exception Procedure
  • Discipline and Revoking Appointments Procedure

17. Temporary Suspension & Termination Procedure

  • Supporting a Person Under Suspension Procedure
  • Member Disclosure Protection Procedure
  • Workplace Anti-Harassment and Violence Prevention Procedure 

18. Structure, Responsibility and Authority

  • Group Membership Conditions Procedure

19. Asset Management

  • Group Equipment and Property Insurance Procedure
  • Third Party Use of Scout Property Procedure

20. Youth Protection

  • Youth Protection Reporting Procedure

21. Communications and Stakeholder Relations

  • Scouts Canada Logo and Intellectual Property Procedure
  • Politics and Public Appearances Procedure 

22. Incident Management

  • Complaint Procedure

 

Policies

Management, Leadership, Commitment and Accountability Key 3 Shared Leadership Policy

 

Q: What has changed from the previous Policy?
A: This replaces the previous Structure Roles and Responsibilities Policy (1013). The new Policy defines the relationship between the members of all Key 3's—something that was not documented in BP&P previously. Additional resource documents to support this policy will be added when they become available.

 

Scouting Values

Accessible Customer Service Policy

Q: What has changed from the previous Policy?
A: This has been updated to clarify that Scouts Canada must make all reasonable efforts to ensure that every member is provided access to all services, programs and activities.

 

Member Accommodation Policy

Q: What has changed from the previous Policy?
A: This was an existing Policy but had not been added to BP&P previously. No changes have been made and it explains our commitment to accommodating persons with disabilities.

 

 Diversity and Inclusion Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Social Justice and Diversity Policy (1003) and explains Scouts Canada’s commitment to inclusivity, diversity and non-discrimination within Scouts Canada’s structure, programs and membership.

 

Anti-bullying and Harassment Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Bullying and Harassment Policy (7001). It has been expanded to protect all members – both youth and adult – and to address harassment.

 

Conflict of Interest Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Conflict of Interest Policy (15000) and defines the parameters for managing conflicts of interest throughout Scouts Canada.

 

Drug and Alcohol Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Drug and Alcohol Policy (1010) and clarifies that all members – youth, Volunteers and staff, may not be impaired while participating in Scouting activities.

 

Managing Risk

Safety First Policy

Q: What has changed from the previous Policy?
A:This replaces the previous Risk Management Policy (13000) to reinforce that Scouts Canada keeps safety top-of-mind in everything that we do by planning, conducting and reviewing our programs to ensure that all members have adventures where nobody gets hurt.

 

Q: As a Group Commissioner (or Active Scouter) I have to make decisions, and take actions, on behalf of Scouts Canada and my Group. Is liability insurance in place for my role assuming I am a member in good standing and follow all of the expected rules, procedures, guidelines and intent of Scouts Canada as prescribed in BP&P and the Code of Conduct?

A: Scouts Canada annually acquires Not for Profit Directors and Officers Liability (D & O) insurance to provide protection for its Directors and Officers at all levels of the organization down to and including Group Committees, and all Scouts Canada volunteer and members, their estates and their lawful spouses – providing members are in good standing, and their actions are not knowingly negligent, illegal, or in contradiction to our BP&P.

 

Goals, Targets and Planning

Group and Section Finance Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Fundraising and Accounting Policy (11000) and simplifies the requirements that Sections and Groups must meet when managing finances.

 

Group Financial Responsibilities and Reporting Standards 

Q: What has changed from the previous Standards?
A: This replaces the Group Financial Responsibilities and Reporting Requirements Standards (11002) to stipulate that signing
officers may not be related to one another, this includes spouses and simplifies the requirements for fundraising approval.

 

Group and Section Fundraising Policy

Q: What has changed from the previous Policy?
A: This replaces Fundraising Principles Policy (11000 and 11001) to simplify the requirements for Section and Group fundraising and to clarify when Scouts Canada approval is required.

 

Q: The Policy says “Fundraising is conducted in a manner that fosters cooperation among Group and Councils.” Shouldn’t it say Groups and Areas?
A: Not all Councils have areas, so we have referred to the Group-Council relationship. If your Group is within an Area, then that is where the cooperation should take place.

 

Gift Acceptance and Sponsorship Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Gift Acceptance Policy (11009) to clarify the difference between donors and sponsors and to provide clearer direction about the conditions for accepting gifts or sponsorship.

 

People

Membership and Registration Policy 

Q: What has changed from the previous Policy?
A: This replaces two previous Policies: Membership and Registration (3000) and Employees Volunteering at Scouts Canada. It has been updated to reflect accurate ages for each section; to clarify the Volunteers can be aged 14 and older; simplifies the requirements for employees to Volunteer; clarifies that memberships are annual, and expresses that Scouts Canada will provide financial assistance to youth whose families are experiencing financial hardship.

 

Human Resources Policy

Q: What has changed from the previous Policy?
A: This replaces the following previous Policies: Appointments (4000), Adult Development (6000), Recognition (9000) and Employees (14000). The new Policy simplifies and consolidates out requirements for recruiting, screening, appointing, supporting and recognizing Volunteers and employees.

 

Volunteer Screening Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Screening of Adult Volunteers Policy (3001) which was not fully part of BP&P in the past. The Policy now covers all Volunteers aged 14 and older, and Policy Item 3 sets clear participation limits (cumulative versus annual) for parent helpers and other adults.

 

Discipline, Temporary Suspension and Termination of Membership Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Temporary Suspension and Termination Procedure (13020.1) and explains the reasons why a member will be suspended and terminated.


Q: What is intended by “statutory offence” - in some provinces this can include Driving offences, Fish and Wildlife Offences, Fisheries Act Offences?
A: In Canada, various statutes regulate individual behavior.  Violation of such a statute, while it might not rise to the level of a criminal offence, could impact an individual’s ability to meet Scouts Canada’s membership standards.   All potential suspensions are managed by the Safe Scouting team to ensure consistency and procedural fairness.  In most cases, minor offenses (e.g. driving offences) would not be grounds for suspension.

 

Member Disclosure Protection (Whistleblower) Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Employee Whistleblower Policy (14006) to protect all members of Scouts Canada.

 

Workplace Anti-harassment and Violence Protection Policy

Q:  What has changed from the previous Policy?
A: This was an existing Policy but had not been added to BP&P previously. It explains our commitment to preventing harassment, violence, bullying, and other unacceptable forms of behaviour in the workplace.

 

Incident Management Standard

Q: If a youth is injured at a large event who is responsible for submitting the incident report?
A: The Designated Scouter in Charge of the youth (or ‘Contact Scouter’), as listed in the COAA Form (or AA Form), is responsible for submitting the incident report. The Scouter in Charge is responsible for the well-being of youth placed in their care. The Scouter in Charge is also responsible for communicating incident information to parents/guardians and families.

 

Q: Are Group Commissioners responsible for incident report records.
A: No, Scouts Canada does not expect GC's to store incident report data.

 

Q: What does it mean in the standard “We will review all incidents”?
A: All incidents will be reviewed by a qualified staff member in the Safe Scouting department. Based on experience and best judgement, Safe Scouting will determine the best approach to review an incident. This will vary from a review of the submitted paperwork for example for a minor first aid, through to a comprehensive review requiring a lead investigator for more serious incidents.

 

Q: When are leads assigned to conduct a review?
A: All incidents are assigned impact ratings and categorized as minor or major. When an incident is categorized as major, a detailed review may be initiated by Safe Scouting.

 

Q: If an incident has occurred but it does not match a ScoutSafe report form type, how can I report?
A: You can report your concern to safety@scouts.ca for appropriate follow-up.

 

Q: If I do not have access to the ScoutSafe app how can I report?
A: The ScoutSafe app is our primary method of reporting incidents. If you are unable to report using the app you can contact safety@scouts.ca for assistance.

 

Q: When is an incident an emergency? And who determines the escalation to enacting the Emergency Response Plan (ERP)?
A: An emergency is a situation that poses an immediate risk to health, life, property, or environment. Most emergencies require urgent intervention to prevent a worsening of the situation. An incident, to be an emergency, conforms to one or more of the following: if it:

  • Poses an immediate threat to life, health, property, or environment
  • Has already caused loss of life, health detriments, significant property damage, or significant environmental damage
  • Has a high probability of escalating to cause immediate danger to life, health, property, or environment

The Scouter-in-Charge / Contact Scouter will make a best judgement decision together with the local responsible party to determine if an emergency should be called.

 

Q: Do all incidents and injuries have to be reported in an incident form: any bump, scratch, and papercut?
A: At minimum, any injury requiring more than basic first aid to be administered must be reported in an incident report. A good rule of thumb: If you would inform a parent at ‘pick-up’ at the end of a meeting – then inform Scouts Canada with an incident report. Note: In most workplaces, it is expected, even mandated (or legislated) that all injuries first aid and greater need reporting. As an organization, we learn a lot from incident data – as safety professionals will know – minor injury data, even near-misses, informs an organization’s leaders of future potential risks and hazards and prevents injury.

 

Q: When older-section youth are participating without a Scouter present – who acts as the Scouter-in-Charge?
A: Please refer to the Adventure Standard for the most up to date definitions / requirements:

  • “Every Scouts Canada activity must have a designated Scouter (“Scouter in Charge”) who has agreed to co-ordinate planning and supervision. The Scouter in Charge, also often referred to as the “Designated Responsible Scouter” or “Contact Scouter”, is the principal Scouter designated to be accountable for risk management, leadership, overall safe execution of a specific activity or event and has the overall responsibility for the safety of the youth in their charge.”
  • “When senior-section youth participate with no Scouters present, a designated youth may assume the role and responsibilities of the Scouter in Charge during that portion of the activity in which Scouters are not participating. This is defined and agreed as part of the Adventure Activity Approval process and associated communication.”

 

Learning and Development Standard

Q: What is a “Learning Management System (LMS)”
A: An online learning and development delivery and tracking system including qualification and certification management. The LMS used by Scouts Canada is the David Huestis Learning Centre (DHLC) and the software is Brightspace – D2L.

 
Q: What does it mean “the Learning Management System administered by the Scouts Canada Program & Volunteer Services team on behalf of Scouts Canada will serve as the system of record / source of truth for competency and certification information?
A: A centralized electronic system or physical location which has been declared as the trusted repository for organizational data and information for purposes of business analytics, decision-making, or fulfilling business or regulatory needs. The data / records held in this database will be the only records / data that are considered valid. It is the responsibility of the individual and Group Commissioner to ensure this database is accurate.

 

Q: Will there then be a process for vetting and approving ‘external’ certifications for use within Scouts and how do these map against WoodBadge I or II requirements?
A: With the move to a self-assessment based Competency framework, the Scouter is able to ‘credit’ themselves for similar competencies between the external learning and development and the required Scouts Canada competencies. Ideally, this will be a collaborative approach working with a section Support Scouter. This is equally applicable for WoodBadge I and II.

 

Q: If all mandatory learning programs and solutions have to be coordinated / contracted through the Scouts Canada Program & Volunteer Services team – does this include skills-based learning such as how to use a GPS, light fires, pioneering etc.?
A: No, common-sense should apply. It is both impractical and bureaucratic to have central program review for all skills-based learning. Formal, mandatory learning and development curriculums for Canadian Path, WBI and WBII courses will be managed centrally.

 

Structure, Responsibility and Authority 

Community Partners Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Partnership Agreement Policy (1005) and renames Group Sponsors as Community Partners in order to remove confusion with Corporate Sponsors.

 

Election of Voting Members Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Election of Voting Members Policy (1014) and explains the requirements for selecting voting members who represent the general membership at the Annual General Meeting. The Policy is new, but the procedures outlined in 1014 will continue to be followed for 2019-2020.

 

Communications Standard

Q: Is there a formal process for identifying, generating, approving, and issuing information to appropriate stakeholders?
A: Scouts Canada staff members may submit a Production Request to the Communications Production Manager outlining their objectives and actions required. Scouts Canada volunteers may refer to their Relationship Manager.

 

Q: How do I know if my communications are for audiences beyond Group and Section program and Scouting operations?
A: Recruitment or fundraising communications through social media or printed materials are considered Scouting operations and do not require contact with the Communications function—although visiting the Brand Centre for resources and guidelines is strongly recommended. Contact your local Scouting Relationship Manager to advise on the communication type.

 

Q: When do I have to involve the Communications function for media relations?
A: Communication about an incident (Safety / Child & Youth Safety), emergency incident, or a significant business disruption require contact with the Communications function or Scouts Canada’s Media Relations representative. For local coverage about Scouting events or programming, no contact with the Communications function is required.

 

Q: If we want to use videos on social media, are we required to gain approval via Scouts Canada’s Communications function first?
A: In most practical instances, no. If in doubt given the nature of the materials proposed, then ask the Communications function. In all video materials on social media, ensure they conform to all the requirements in the Code of Conduct.

 

Q: Where should we go to get information and approved materials approved on Scouts Canada strategy and culture?
A: Scouts.ca is the central repository for approved and standardized materials for broad distribution. Specific additional materials are made available to Scouts Canada Key 3 members for communication within functions and councils.

 

Asset Management

Property Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Property Policy (1011) to reflect Scouts Canada’s commitment to exploring innovative options that make outdoor adventure available to all members while ensuring that Scout properties are socially, economically and environmentally sustainable.

 

Camping Facilities Standards

Q: What has changed from the previous Standards?
A: This replaces the previous Additional leadership Requirements for Camping and Outdoor Activities (10001) and Sleeping Quarters (1003) Standards to clarify accommodation requirements and address gender identity.

 

Q: The Standards indicate “Beaver/Cub camping facilities must include a weather-resistant shelter.” Does this need to be a permanent shelter?
A: No – portable shelters such as marquee tents are also suitable.

 

Q: The Standards indicate that there must be separate accommodation, based upon gender identity, for adults (including parents, adult resource people and Rover Scout participants. Does this mean that spouses cannot share a tent?
A: No. Spouses may share accommodation.

 

Q: Can a sheet be used to separate a row of bunks to ensure that separate sleeping accommodations are provided?
A: In principle, yes - use appropriate means to ensure that gender differences and privacy are maintained.

 

Q: What about shared accommodation for a Cub Scout joining the Troop on a camping trip as a linking activity?
A: Group Commissioners may grant exceptions.

 

Q: Can Siblings share a tent if they are not in the same Section?
A: Group Commissioners may grant exceptions.


Q: Can a parent and their child (youth member) share a tent?
A: Group Commissioners may grant exceptions.

 

Zip Lines, Climbing Walls, Challenge and Ropes Courses Standards

Q: What has changed from the previous Standards?
A: This replaces the previous Challenge Course and Pioneering Element Construction – High Risk Activities (10008). The Standards have been updated to adopt provincial government and Association of Challenge Course Technology. The Standards apply to temporary and permanent structures but do not include pioneering projects.

 

Q: Why was ACCT chosen as the standard? Why do we have to pay to see ACCT standards?
A: ACCT standards are the most common standards for these activities.

 

Q: Do these Standards apply to rappelling?
A: Sections planning rappelling activities should research and follow safety standards for this activity.

 

Q: Does the Standard apply to professionally-operated High Ropes, Climbing and High-Adventure Facilities and structures?
A: No. The Standard is intended to apply only to either temporary climbing, high-ropes, high-adventure structures that are set up for Scouts Canada activities (eg. Climbing towers, major event / Jamboree temporary structures) OR permanent structures at Scouts Canada owned and / or operated properties for Scouting activities (eg. Camp Impeesa and Camp Woods high ropes and climbing towers). Professional; high ropes, indoor and outdoor climbing facilities and high-adventure facilities must adhere to their own industry standards and regulations in order to operate.

 

Animals at Activities and Properties Standards

Q: What has changed from the previous Standards?
A: This replaces the previous Animals at Camp Standard (13026) to clarify that the Standards apply at both Scout property and Scouting activities.

 

Q: Do people bringing service animals to properties and activities need to prove the animal is certified?
A: According to the Accessible Customer Service Procedure: If it is not readily apparent that the animal is being used by the customer for reasons relating to his or her disability, we may request verification from the customer.

Verification may include:

(a) A letter from an appropriate regulated healthcare provider confirming that the person requires the animal for reasons related to the disability;
(b) A valid identification card signed by the Attorney General of Canada;
(c) A certificate of training from a recognized guide dog or service animal training school.

 

Group Operations

Camping and Outdoor Activities Standards and Activity Adventure Form (AAF)

Q: What has changed from the previous Standards?
A: This replaces the previous Camping and Outdoor Activities (10000) and Camping and outdoor Activity Application instructions (20000) to clarify the minimum standards for Camping and Outdoor Activities.

 

Q: Can we put Beaver Scouts in canoes?
A: Yes, provided the appropriate training and risk management strategies are in place and effective.  

 

Q: If we’re planning on only canoeing with Beavers wearing life jackets at all times – are we able to canoe without additional controls described in the swimming standards?
A: No. As stated in the Swimming standard it is applicable to all aquatic and / or swimming-activities. Aquatic / Swimming activities include, but are not limited to: swimming, paddling, canoeing, kayaking, windsurfing, paddle-boarding, boating and sailing. For Beavers to canoe they must meet or exceed the swimming standards in addition to the watercraft standards.

 

Q: Does this mean that only Packs, Troops, Companies, and Crews may participate in swimming and aquatic activities at pools and waterfronts not supervised by certified lifeguards? i.e. Beavers can canoe in areas only with supervised lifeguards?
A: Yes. Only Packs, Troops, Companies, and Crews may participate in swimming and aquatic activities at pools and waterfronts not supervised by certified lifeguards. i.e. Beavers may only participate in swimming and aquatic activities at waterfronts with supervised lifeguards. This is irrespective of whether there is planned swimming (with canoeing for example) or the youth are all wearing life jackets. At all times the Swimming standards for Beavers must be maintained.

 

Q: We don’t have any ability to meet the aquatic and swimming standards for Beavers to canoe in our area – what should we do.
A: There are many exciting adventures for the younger youth to look forward to in Cub Scouts and older sections. Perhaps have them simulate canoeing in a weekly meeting, Beavers love to be creative and imaginative, demonstrate a simple forward stroke. Practice a scenario when a canoe overturns and they swim to shore. Let them determine their simulated aquatic adventure.

 

Q: Is an electronic copy of the completed Adventure Application Form (AAF) acceptable or is a physical, signed, copy required?
A: Yes – an electronic copy of the completed AAF, e.g. PDF, is acceptable – including the version in ScoutsTracker.

 

Q: The ScoutsTracker 3rd party application has integrated automatic Adventure Application Forms (AAFs) completion and submission – can these be used instead of the paper or pdf copy?
A: Yes, Scouts Canada has worked with the developer of ScoutsTracker to ensure the AAF submission is consistent with Scouts Canada requirements. The submission of the AAF electronically via ScoutsTracker and electronic signing by the Scouter-in-Charge and Group Commissioner is acceptable for Scouts Canada purposes. It is desirable that a PDF version be downloaded (via the ‘print’ option) and archived by the GC external to ScoutsTracker.

 

Q: Is it okay if a Scouter submits a Camping & Outdoor Activity Application instead of an Adventure Application Form (AAF)?
A: Yes, Camping & Outdoor Activity Applications should be accepted until the end of the 2019 calendar year. Beginning January 1, 2020, it will be expected that all Scouters will exclusively use the new Adventure Application Form (AAF).

 

First Aid Standards

Q: What has changed from the previous Standards?
A: This document has undergone a comprehensive rewrite following a thorough review of best practices of other outdoor adventure and youth organizations, provincial standards, and an evaluation of our own incident experience. The new Standard – effective September 1st 2019 replaces First Aid Standards (10002).

 

Q: The new standards indicate, “In all activities where there are 25-50 participants there shall be at least two qualified first aiders and one additional qualified first aider for every additional 50 participants." Why does the requirement for qualified first aiders double when there are more than 24 participants?
A: There is a strong correlation with increasing participants and increasing risk – associated with increased incident rates. The new Policy is consistent with those of other youth-serving organizations, provincial camping associations as well as provincial Occupational/Workplace Health & Safety Standards.

 

Q: The new Standards indicate, “There shall be at least two qualified first aiders at every Category 2 and Category 3 activity where there are fewer than 25 participants.” Why does the requirement for qualified first aiders double for higher risk Category 2 and Category 3 activities?
A: The new Policy is consistent with those of other outdoor adventure and youth-serving organizations, provincial camping associations as well as provincial Occupational/Workplace Health & Safety Standards.

 

Q: If we cannot recruit two/three qualified Standard First Aiders do we need to call off the event?
A: The event cannot proceed without sufficient qualified first aiders (with Standard First Aid or above). As a reminder, the first aiders do not need to be Scouters, and there may be an opportunity to recruit a parent or other certified individual. Our goal should be for every youth to be appropriately competent in emergency aid, particularly for Category 2 and Category 3 adventurous activities. Youth should be prepared to respond to emergencies. This is part of our goal to prepare them for success in life.

 

Q: How do we define 'Medical Care Facility?'
A: Medical care is defined as: Facilities where a physician or registered nurse is always readily available (including 'on-call').

 

Q: How do we measure the distance from Medical Care?
A: Measuring this distance will depend on where you are. If you are camping in a provincial park, how long will it take you to get to the nearest hospital? On the other hand, if you are in the back country, how long will it take you to walk or paddle to the trail head and then coordinate transportation to the nearest medical facility? Emergency medical flights (neither helicopter nor plane) should not be factored into consideration when planning.

 

Q: How do we measure the distance from Medical Care when travelling?
A: During planning, you will need to consider the distance from Medical Care at various points on your route (either by vehicle or foot/paddle). If you are camping in a provincial park, how long will it take you to get to the nearest hospital? On the other hand, if you are in the back country, how long will it take you to walk or paddle to the trail head and then coordinate transportation to the nearest medical facility? Emergency medical flights (neither helicopter nor plane) should not be factored into consideration when planning.

 

Q: How do we define "access route that can take an ordinary road-going ambulance?"
A: Best judgement should be used. Normal roads are best, but it is recognized in some rural areas gravel roads or seasonal ice roads are used that can (and do) have the ability to take a road-going ambulance. The key question the Scouter in Charge and GC need to ask is “can we realistically provide access to an ambulance within 3 hours from where we are located if an emergency arises?”

 

Q: Who is the 'Scouter in Charge' and what are they responsible for?
A: The'Scouter in Charge' is referred to in the updated First Aid Standard and is the signing Scouter on the Camping & Outdoor Application Form. The Scouter in Charge is the principal Scouter that is accountable for risk management, leadership, overall safe execution of a specific activity or event and has the overall responsibility for the safety of the youth in their charge. On behalf of the Group Commissioner, this Scouter is responsible to ensure that all standards and expectations are met or exceeded as well as being the point-of-contact Scouter for the activity or event. This is not a Scouter role registered in MyScouts and does not require additional screening.

 

Q: There are specific locations in which we operate that have no existing medical facility - e.g. islands/parts of Newfoundland - how do we handle the First Aid Standard requirement? re: medical care?
A: In specific locations where there are no existing (permanent) medical facilities e.g. islands/parts of Newfoundland, the Group Commissioner can provide an exemption for First Aid Standard requirements; however, it is strongly advised that there are always 2 qualified first aiders as much as practical. It is the assumption that in the geographic locations - the municipal or local government body will already have identified the risk in the regional HSE and ERP plan for the region/municipality in the design of the provision of required health centres.

 

Q: Can Groups receive financial support to help with the cost of First Aid training?
A: In general, this needs to be accounted for by the Group in its annual planning and budgeting process. Of note - there are funding organizations that Groups can apply to for financial assistance. In addition, Scouts Canada is working to identify beneficial rates and terms for Scouts members from approved service providers and will make them available to members when agreed.

 

Q: Can we get other service providers for First Aid?
A: Scouts Canada recognizes Standard First Aid training or equivalent that is recognized by provincial health and safety authorities.

 

Q: WorkSafeBC recognizes Level 3 workplace safety training as a substitute for Wilderness First Aid. Does Scouts Canada to the same?
A: Scouts Canada recognizes Standard First Aid training or equivalent that is recognized by provincial health and safety authorities. In addition, for BC, Occupational First Aid (OFA) Level 3 (British Columbia) is considered an equivalent/substitute for Wilderness First Aid and can be approved as such by the Group Commissioner upon receipt of an active certificate.

 

International Travel Standards

Q: What has changed from the previous Standards?
A: This replaces the Tour Permits (13022) and International Letters of Introduction Standards (19008) to clarify that Standards apply to all international travel regardless of distance from the home of duration of travel, and provides standards for Group Commissioner approval of applications.

 

Prohibited Activities Standards

Q: What has changed from the previous Standards?
A: This replaces the Activity Guidelines Standards (13001). While the list of prohibited activities is unchanged, the name of the Standards has been updated to reflect that these activities are prohibited.

 

Q: Are Nerf Gun battles and Archery tag permitted?
A: All activities in which a projectile is aimed at another person are prohibited.

 

Q: Are we permitted to tow a person behind a motor vehicle – for example, a boat, snowmobile, four-wheeler, or any other vehicle (e.g. tubing behind a boat, sledding behind a snowmobile etc.)?
A: As much as these activities can be safely conducted by professional organizations, these are not permitted in Scouting and are prohibited activities.


Q: Why is trampolining now a prohibited activity?
A: Trampolining can result in accidents ranging, from sprained ankles and wrists to skull fractures and spinal injuries. As this activity is not core to our program, it is prohibited.

 

Swimming Standards

Q: When participating in aquatic / swimming activities at public / municipal pools, established waterfronts and third-party aquatic facilities – what constitutes “staffed by aquatic personnel”?
A: Aquatic Personnel would be trained and qualified Lifeguards hired by the third-party facility.  

 

Q: What is an “Aquatic Activity Supervisor” – the Lifesaving society uses the terminology “lifesaver” for people with Bronze Cross certification – are these the same?
A: Scouts Canada uses the term “Aquatic Activity Supervisor” to indicate the person (Scouter / qualified youth) that is responsible to provide supervision for an aquatic activity / swimming for Scouting members. The minimum qualification for an aquatic activity supervisor is a current Life Saving Society Bronze Cross (must be current within the last 24 months).

 

Q: Can a trained / qualified youth be an Aquatic Activity Supervisor?
A: Yes, an aquatic activity supervisor can be a youth. Youth who are being asked to assume a first aider or Aquatic supervisor role for an activity should be informed of the expectation and their parents should give consent.

 

Q: If we hire / attract a Lifeguard volunteer, can they attend under the same rules as a parent helper or is additional screening needed (PRC)?
A: Additional parents, youth, 3rd parties may be hired to support the activity. They must meet the appropriate screening requirements as applicable to the event as detailed in the volunteer screening policy. Requirements will vary by event duration, location and type.


Q: When members swim without qualified supervision and Scouters act as “Lookout Scouters” – is additional formal training required?
A: No additional formal training (e.g. Lifeguard, bronze cross, SafeGuard etc.) is mandated – but is highly recommended.

 

Q: If “at least two Scouters (age 18 or older) are required to act as Lookout Scouters for groups of 1 – 16 swimmers” when there are no lifeguards, does this mean when Troop Scouts or Venturers are adventure-tripping alone (without Scouters) that they may not swim?
A: Correct – Troop and Companies wishing to swim without further adult supervision should gain the training and necessary qualification to act as the dedicated “Aquatic Activity Supervisor”. Youth are encouraged to be the designated person – and are encouraged to take the necessary personal development to achieve this.

 

Q: If they can’t pass the swim test, they wear a PFD. If we have youth stay in shallower areas because they are not strong swimmers – can they stay in areas of the pool (supervised) where they can stand up without the need for a PFD?
A: For Scouts Canada aquatic activities, all youth participating need to wear a PFD in all water depths if they do not pass a swim test.

 

Q: If the swimming event is being held at a municipal pool with qualified lifeguards do the youth still need a swim test for the Scouting activity?
A: Yes, all youth participating in an organised Scouts Canada swimming or Aquatic activity must have successfully completed an annual swim test. It is recommended this is planned for well in advance of any Scouting event to prevent challenges.

 

Q: How does a Swim test get conducted? Can we record this in MyScouts? Is “proof of swim level certification required?”
A: Swim tests are conducted by trained Aquatic Activity supervisors or Lifeguards. The swim test must match the conditions of the environment. Best practice is for a youth to have a swim test to meet the ‘Swim to Survive’ standard assessed in a swimming pool, in addition, a ‘conditions of the environment’ test to match the adventure activity. For example, a warm swimming pool test is not appropriate prior to a late fall, early spring river-based white-water trip, where the cold water has a major effect on swimming ability. 

We are investigating the ability to update MyScouts to be able to record the annual swim test and swimming certification. No, swimming certification certificate is not required – it is provided as an entry by the parent/guardian. An appropriate, additional, ‘conditions of the environment’ swim test is always required.

 

Q: Why do I have to repeat the swim test each year and why in different conditions?
A: A swim test confirms from the most basic safety perspective and ability of a member to participate in aquatic activities? Swim tests should be conducted in the type of conditions to be experienced – for example, a swim test in a warm municipal pool is very different from a swim test in cold water in an Alberta glacial-fed river or early Spring Ontario lake – with different conditions there are different risks.

 

Transportation Standards

Q: What has changed from the previous Standards?
A: This replaces the following Standards: Transportation (10004, Aviation Insurance (13003), Vehicle Use (13023) and Charter Flights (19002). The new Standards consolidate all transportation references in one place and reaffirms that parents are responsible for transporting their children to activities. They also explain the requirements for Groups providing transportation and application of the two-Scouter rule when transporting youth.

 

Q: The Standards indicate, “Parents are responsible for arranging transport of their children to and from group and section scouting adventures.” Does this include local activities such as weekly meetings? A bottle drive or community event?
A: Yes. This has been the Policy for several years – Parents are responsible for arranging transportation of their children to and from any Scouting activity. This includes arranging transportation by family members or other parents taking children to and from the activity.

 

Q: Do the new Standards mean that Scouters are permitted to transport youth to Scouting events and adventures?
A: Parents are responsible for providing or arranging transport of their children to Scouting events and adventures. Scouters who drive Scouting members (youth or adult) to and from events and adventures do so at their own risk.


Q: If Scouters are not permitted to transport youth, then why do the Transportation Standards indicate that “The two-Scouter rule applies in all situations…including while transporting youth?
A: Parents are responsible for providing or arranging transport of their children. While Scouts Canada strongly recommends the Scouters do not transport youth, there may be situations where this is unavoidable. It is important that Scouters recognize that should they transport youth, they do so at their own risk, and as in all engagement with Scouting youth, the two-Scouter rule must be followed at all times.

Q: The Standards indicate that “When parents or other adult helpers are transporting youth…two adults must be in the vehicle at all times.” How can Scouts Canada enforce this?
A: Scouts Canada cannot, but we recommend that parents follow the prudent safety measure of ensuring that there are two licensed drivers in any vehicle when transporting youth in order to avoid driver distraction or if one of the drivers becomes unable to operate the vehicle for any reason.


Q: Am I covered by Scouts Canada’s insurance Policy if I rent a vehicle and transport youth to a Scouting event?
A: Scouters transporting youth in a personal or rented vehicle do so at their own risk. Scouters requiring a rented vehicle for official Scouts Canada business are covered by Scouts Canada’s insurance Policy if the vehicle has been rented in the name of Scouts Canada by a full-time employee – using the employee’s Scouts Canada corporate AMEX credit card - and your name is included as a driver of the vehicle. Vehicles rented independently by Scouters are not covered by Scouts Canada’s insurance policy.



Q: How should the Scouter in charge confirm that private vehicles of parents are “licensed and insured and operated by correctly licensed and insured operators”? What responsibility rests with the Scouter in charge?
A: There is no requirement for the Scouter in Charge to know this information – nor should they ask. Scouts Canada is not responsible for ensuring that parents are legal to be on the road.

 

Q: When we are transporting youth during an activity, do both Scouters need to be qualified drivers?
A: We encourage it but it is not required.

 

Firearms and Weapons Standards

Q: What has changed from the previous Standards?
A: This replaces the previous Lethal Weapons Standards (13006) to simplify the procedure for requesting permission to have firearms or weapons at Scout properties and activities.

 

Shooting Sports Standards

Q: What has changed from the previous Standards?
A: This replaces the Lethal Weapons Standards (13001) to include catapults and similar large weapons.

 

Q: Has there been a change to BP&P to restrict Beavers from Range Activities or Archery?
A: No. The policy prohibiting Beavers (Colony) youth from participating in range shooting and archery is unchanged from the previous version of BP&P and is consistent with age-appropriate guidelines and policies of other youth-serving organizations and national Scouting organizations.

 

Q: The Standard specifically mentions that we allow Cub Scouts to shoot longbows and crossbows. What about compound or recurve bows?
A: The choice of other bows should be made in conjunction with archery experts. At all times, the GC, in conjunction with the Scouter in Charge, needs to assure themselves that proper safety considerations are being taken, including: Right place, right time, right skills, right tools.

 

Q: Are Nerf Guns, Laser Tag, Water guns or other simulated-firearms, which are classified as “toys”, permitted in Scouting?
A: While Nerf guns, Laser Tag and water-guns may be classed as toys, and thus not classified as ‘shooting sports’. All activities in which a projectile is aimed at another person are prohibited.

 We understand that several sections use nerf and/or water guns for teaching purposes e.g. readiness for archery in Cub Pack. This type of safe, controlled scenario where nerf guns/water guns are used for target practice in a range setting would be considered appropriate use of these toys for youth development purposes and thus consistent with the intentions of Scouting and the Canadian Path. We recommend that as part of your risk assessment, you should consider the use of eye protection when running any activity involving projectiles that have the ability to cause harm. In addition, the use of simulated firearms may not be appropriate for all audiences and sensitivity in this regard should be considered. At all times, the Group Commissioner, in conjunction with the Scouter in Charge, needs to assure themselves that proper safety considerations are being taken, including: Right place, right time, right skills, right tools – and alignment with the program intentions and outcomes in support of the Canadian Path.

 

Knives, Axes, Saws, Stoves, Lanterns and Camping Tools Standards

Q: What has changed from the previous Standards?
A: This replaces the Knives and Tools Standards (13012) to include risk management guidelines.

 

Q: The Standards indicate that youth may only use knives where the blade shall be no longer than 10 centimetres (4 inches). Does that mean that we cannot have kitchen knives at camp?
A: No – the Group Commissioner may approve other knives at camp as long as they are detailed in the Camping and Outdoor Activity Application and there is an appropriate risk management plan. Anyone using a knife for cooking is advised to wear cut-resistant gloves.

 

Q: Why are knives limited to 10-centimetre (4 inches) blades?
A: Research shows that longer the knife blade, the more serious the injury when the knife is used incorrectly. The Group Commissioner may approve other knives for activities (such as filleting knives) as long as they are detailed in the Camping and Outdoor Activity Application and there is an appropriate risk management plan.

 

Q: Does this mean that I cannot bring a hunting knife to camp?
A: You may bring a hunting knife if the Group Commissioner has approved it as part of the Camping and Outdoor Activity Application and there is an appropriate risk management plan.

 

Q: Can Group Commissioners grant blanket approval for kitchen knives?
A: No. The Group Commissioner should be reviewing each outing plan with the Section to make sure we have the right people in the right place with the right training and equipment. Of note - personal safety incidents relating to cuts and knives are the single largest root cause for incidents to youth and members in Scouts Canada - accounting for more almost 40% of reported injuries of which knives account for almost 16% of total Scouts Canada injuries. In addition, kitchen knives and activities involving food preparation are the greatest areas of reported injuries to youth. These statistics are consistent with Nationwide themes on injury prevention for youth and adults.

 

Q: Do I need to submit a Camping and Outdoor Activity Form for non-camping and outdoor type activities (ie. knife safety, cooking at the BP banquet)?
A: Regardless of where the activity takes place, these standards apply. The Camping and Outdoor Activity Application (COAA) form will only be required as part of the risk assessment for Camping and Outdoor type activities. Of note - personal safety incidents relating to cuts and knives is the single largest root cause for incidents to youth and members in Scouts Canada - accounting for more almost 40% of reported injuries, of which knives account for almost 16% of total Scouts Canada injuries. In addition, kitchen knives and activities involving food preparation are the greatest areas of reported injuries to youth. These statistics are consistent with Nationwide themes on injury prevention for youth and adults.

 

Q: Are cutlery knives (in personal mess kits) subject to the "All other knives are not permitted in Scouting activities without the express approval" clause?
A: No. Common sense - balanced with appropriate risk management - should prevail with the evaluation of a youth appropriate cutlery set used for personal mess kits.

 

Safety Equipment Standards

Q: What has changed from the previous Standards?
A: This is a new Standard not previously included in BP&P.

 

Q: Are helmets required for indoor rock climbing?
A: A Group Commissioner may provide an exemption to the helmet requirement for indoor climbing gyms if they are satisfied it is within acceptable risk tolerance. Typically a climbing gym will have conducted a risk assessment for this purpose and may have an "optional" helmet policy.

 

Watercraft Standards

Q: What has changed from the previous Standards?
A: No changes have been made to these Standards.

 

Emergency Management Standard 

Q: How do we get access to Scouts Canada Properties, Camps and Councils Emergency Response Plans (ERPs) – can we use these or adapt these for our purposes.
A: ERPs should be available from the responsible team (e.g. Camp Committee, camp booking services or Property Team) and ideally posted on a website or suitable electronic format. In some instances, ERPs are only available posted as a hard-copy on location. GCs and / or Support Scouters should enquire when booking the site. Yes, the site-specific ERPs can be used and adapted for use by the relevant section / group.

 

Q: When different Sections (e.g. Colony, Pack, Troop, Company and Crew) are using the same building or facility or attending the same adventure (e.g. a linking camp) is it necessary to develop independent ERPs?
A: While not mandated it is advised. Each Section may have different risks and hazards pertinent to their members. An ERP is not designed for Scouters alone – but is to be used as a learning tool for youth. Discussing an ERP with Beaver-age youth needs to be entirely different from the approach used for Venturers – likewise, a meeting hall poses different hazards and risks for Venturers than it does Cub-age youth.

 

Q: How do you practically test the effectiveness of an ERP?
A: In section or meeting ERPs can be tested using drills – for example, a simulated fire in a meeting hall. Best practice is to involve all members, youth, parents and Scouters. For more extensive ERPs, for example emergencies in the outdoors, backcountry or of a larger scale e.g. wildfire, consider making the exercise a youth-led simulation and incorporating fun with learning. Of course, there may be no practical reason to involve emergency services – although, in some cases, this can be the basis of a great community adventure.

 

Program Standards

Q: The Canadian Path is quite complex – how do we manage the balance in planning with Program Areas, SPICES, Outdoor Adventure Skills etc.?
A: A good practice is to work with the Section Leadership Teams (Youth) and focus on enabling them to develop plans that consider visiting all of the six Program Areas annually. This does not have to be equal weighting, nor do they all have to be outdoors. Balance and diversity are key. Once the frame is created with the program areas – let the youth consider which Outdoor Adventure Skills (OAS) they’d like to develop as part of the adventures in each program area. This may be an iterative process until they gain familiarity with the program areas and OAS. Once a quarter, work with the youth in the Section Leadership Teams to review the program against the SPICES. Using coaching and facilitating techniques, help the youth discover which areas may benefit from revisiting. In this way, the SPICES and program outcomes can be delivered annually with a program planning focus on the six program areas.

 

Q: Where can I go to get additional support for Canadian Path implementation?
A: As Scouters, leverage the Canadian Path Navigator and examples therein to support. A self-assessment, ideally conducted with the youth, but also a plan and focus for next steps. The Scouts.ca website is redesigned to provide materials, templates and best practice examples. In addition, you Group’s Support Scouter or staff person (Relationship Manager) is there to be able to get you access to the wide network of groups and councils who have numerous examples to support you and help you be successful.

 

Winter Sports Standards

Q: Can youth cook and / or camp in “hot tents”, tabins and purpose-built tents designed for safe use with a trail wood stove, heater or other safe winter camping practice?

A: Yes – providing appropriate risk management and the use of the right tools, right skills, right place, at the right time. Specific review of the potential for fire, carbon monoxide poisoning and other hazards and risks must be explicitly included in the Emergency Plan and Adventure Application Form and discussed in advance with the youth and Scouters.

While most small nylon tents should never have stoves or lanterns (other than LED ones), used in them or in their vestibule due to the danger of carbon monoxide, it is a safe common practice, for example, to use candle lanterns to warm up quinzhees (but not leave them on while sleeping). It is also safe common practice to have purpose-built reflector fires in front of lean-tos and tarp shelters when campers are trained in safe practices. Lastly, there is a widespread traditional winter camping practice using large canvas tents with chimneys / vents for purpose-built trail wood stoves inside for cooking and heating.

 

Youth Protection

Youth Protection Policy

Q: What has changed from the previous Policy?
A: This replaces the previous Child Abuse Prevention Policy (7002). It has been expanded to include protection of youth from harassment, bullying, neglect and abuse (physical, sexual and emotional) and to clarify all member’s responsibility to act and report when they suspect that youth are at risk.

 

Requirements for Section Scouters Standards

Q: What has changed from the previous Policy?
A: This replaces the previous Child Abuse Prevention Policy (7002). It has been expanded to include protection of youth from harassment, bullying, neglect and abuse (physical, sexual and emotional) and to clarify all member’s responsibility to act and report when they suspect that youth are at risk.

 

Requirements for Section Scouters Standards

Q: What has changed from the previous Standards?
A: This replaces the Section Management and Supervision Standards (4008.1) to update a number of points: Scouters can include any member aged 14-plus; Rover Scouts are adult participants; Crews do not require Scouters, and where Scouters are appointed they must be at least 25 years of age; Group Commissioners may permit Scouters to work with more than one Section; and only Scouters may serve as substitutes for other Scouters.

 

Q: Why are the ratios for World Scout Jamboree’s different? They don’t require two Scouters.
A: World Scout Jamborees, and other international events, are generally for older youth so the ratio is 9:1. Participants are organized into Jamboree units with 36 youth and 4 adults.

 

Data, Document and Information

Q: What has changed from the previous Policy?
A: This replaces the previous Personal Information Protection Policy (12000) to simplify the Policy and reflect that some content of the previous Policy has been moved to Procedures.

 

Procedures

Management, Leadership, Commitment and Accountability

Public Appointment Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It replaces the Council Commissioner Appointments Procedure (COPS 014) and streamlines the prior appointments process.

 

Appointment of Scouters

Q: What has changed from the previous Procedure?
A: This replaces the previous Appointments Procedure (4001) to reflect that Scouters can be members 14 years and older.

Q: Which Wood Badge l do Scouters require?
A: You can view Wood Badge Part l requirements here.

 

Scouting Values 

Accessible Customer Service Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains Scouts Canada’s commitment to accessibility.

 

No One Left Behind Registration Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains how Scouters and Groups should respond to requests for financial assistance.

 

Member Accommodation Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains how Scouts Canada will respond to requests for accommodation for a person with disabilities.

 

Preventing and Responding to Bullying and Harassment Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Bullying and Harassment Procedure (7001), expanding its scope to include bullying and harassment of volunteers.

 

Conflict of Interest Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Conflict of Interest Procedure (15000) to clarify the Conflicts of Interest must be reported to the Commissioner/Chair/Manager responsible for a specific issue or project, and that a report must be submitted to the Chief Executive Officer.

 

Alcohol Exception Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains the process for a Group to apply for an exemption to the Alcohol Policy when youth are present.

 

Managing Risk

Certificate of Insurance Procedure

Q: What has changed from the previous Procedure?
A: This replaces the previous Certificate of Insurance Procedure (13004) to introduce the new online application process.

 

Third-Party Waivers, Indemnification, and Hold Harmless Agreements Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Indemnification and Hold Harmless Agreements Procedure (13012). The Procedure has been streamlined and the application process is explained.

 

Q: Downhill skiing locations include a waiver on the back of the ski-lift ticket. Can a Scouter pay for the tickets, recognising that there is no ability for the parent to sign the waiver (which is integrated into the ticket itself)?

A: Yes – a Scouter or Group may pay (on behalf of the participants) for ski lift tickets, including when a waiver is integrated into the ticket itself, providing the following criteria are met:

  • As per the Adventure Standard - Higher risk activities including downhill skiing are a Category 3 “Red” activity and require completion and Group Commissioner approval of an Adventure Application Form (AAF) and completed (signed) Parental Consent Forms prior to the activity.
  • Parents/guardians should be given sufficient information along with the waiver (if available - typically on the skiing website) to make an informed decision whether to agree or not. Signing the Parental Consent Form is considered acceptance of the risk and waivers required by the ski hill.

 

Legal Claims Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Legal Claims Procedure (13017) to provide more guidance on how to respond when Scouts Canada, a Council, a Group or an individual member is the subject of legal proceedings.

 

Non-Member Hold Harmless Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Individual Release and Hold Harmless Agreements Procedure (13025) to clarify that only screened volunteers may work with youth members, regardless of their role. Parents are responsible for supervising non-member children attending activities.

 

Adventure Application Form (AAF)

Q: Is an electronic copy of the completed Adventure Application Form (AAF) acceptable or is a physical, signed, copy required?
A: Yes – an electronic copy of the completed AAF, e.g. PDF, is acceptable – including the version in ScoutsTracker.

 

Q: The ScoutsTracker 3rd party application has integrated automatic Adventure Application Forms (AAFs) completion and submission – can these be used instead of the paper or pdf copy?
A: Yes, Scouts Canada has worked with the developer of ScoutsTracker to ensure the AAF submission is consistent with Scouts Canada requirements. The submission of the AAF electronically via ScoutsTracker and electronic signing by the Scouter-in-Charge and Group Commissioner is acceptable for Scouts Canada purposes. It is desirable that a PDF version is downloaded (via the ‘print’ option) and archived by the GC external to ScoutsTracker.

 

Q: Is it okay if a Scouter submits a Camping & Outdoor Activity Application instead of an Adventure Application Form (AAF)?
A: Yes, Camping & Outdoor Activity Applications should be accepted until the end of the 2019 calendar year. Beginning January 1, 2020, it will be expected that all Scouters will exclusively use the new Adventure Application Form (AAF).

 

Goals, Targets and Planning

Contracts and Agreements Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Contracts/Agreements Guidelines (13006), clarifying which types of agreements the procedure applies to and delegating specific authority to Group Commissioners, Council Key 3's and Operations Managers.

 

Official Donation Receipts Procedure  

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains how to accept a cash gift and how the donor receives an official donation receipt.

 

Gifts in Kind Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains the steps for accepting a none-cash gift and issuing an official donation receipt.

 

People

Appointment of Scouters  

Q: What has changed from the previous Procedure?
A: This replaces the previous Appointments Procedure (4001) to reflect that Scouters can be members 14 years and older.

 

Q: Which Wood Badge I do Scouters require?
A: You can view Wood Badge l requirements here.

 

Registration Refund Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains the guidelines and procedures for parents to request refunds.

 

Transfer Member-Participant Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Transfers Procedure (3003). It has been updated reflect the current procedure for transferring youth members (Beaver through Venturer) to another Group.

 

Transfer Rover Scout or Scouter Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Transfers Procedure (3003). It has been updated reflect the current procedure for transferring Rover Scouts and Scouters to another Group.

 

Closing a Group Procedure

Q: What has changed from the previous Procedure?
A: This Procedure replaces the Inactive Group Assets (11005) and Closing a Group (COPS 109) Procedures to clarify who can decide to close a Group. It also addresses topics in addition to equipment and finances.

 

Q: Under the old procedure, when a Group was closed any remaining property or funds were held by the Council for the Area. Under the new Policy, Scouts Canada holds the funds. Why has this changed?

A: Disposition of Group property is managed by the Council, as per the Closing a Group Procedure. In the summer of 2016, Scouts Canada moved to centralized business operations (finance, registration, member services and camp properties) which has reduced duplication and delivered greater consistency across Councils. The updated Policy and procedure reflects this change that was made two years ago.

 

Q: When a Group closes, if the youth move to another nearby Group, can the funds and equipment be transferred to that Group?
A: This can be considered and decided by the Council as part of the Group Closure Procedure.

 

Volunteer and Employee Screening Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Screening Adult Volunteers Procedure (3001). It has been updated to include Rover Scouts, to update the application and interview steps that are currently established, and to include the requirement that Volunteers and Staff must complete Respect in Sport for Activity Leader Training.

 

Q: When is a parent "assisting" vs "observing" for the purposes of the max 5 meeting limit?
A: An "assisting" parent will be providing active support to the Scouting program for the purposes of the five meeting limit. The intent of this item in the Volunteer and Employee Screening Procedure is to prevent unscreened individuals from appearing to youth as trusted adults. Some common sense and good judgement erring on the side of caution will need to be applied by Section Scouters.



Q: How do we differentiate a parent staying overnight as a parent vs adult overnight?
A: A "parent overnight" is a parent or guardian attending an overnight activity to provide care and support for their child or children. An "adult overnight" is attending an overnight activity to act as a resource in support of the Scouting program.

 

Q: Why can't family members be used as character references for the purposes of Volunteer and Employee screening?
A: As part of our Volunteer screening process, we ask for references from diverse backgrounds who can provide a well-rounded perspective of the applicant’s character and ultimately his or her suitability as a Scouter. Immediate family members have an inherent bias due to the nature of their relationship with the applicant and thus do not serve as objective character references.

 

Police Records Check Exception Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Screening Adult Volunteers Procedure (3001) to clarify that where the Council Key 3 has the authority to grant an exception, their decision is final.

 

Discipline and Revoking Appointments Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains the steps to be taken when a Scouter is not performing their duties effectively.

 

Temporary Suspension & Termination Procedure

Q: Who conducts reviews and what process do they follow?
A: Reviews are conducted by the Safe Scouting team. It is their role to follow Scouts Canada’s Youth Protection Operating Procedures and to ensure consistency across all reviews. The team works to protect all members and is accessible to provide support 24/7.

 

Q: What are the qualifications and training or those who conduct the review? How will they be selected?
A: Members of the Safe Scouting team have specialist training in youth protection and bring considerable career-experience in managing youth protection concerns.

 

Q: The Procedure indicates that an adverse report from a credible source may invalidate an individual’s membership/application for membership. What constitutes a credible source?
A: Credible sources would include law enforcement, provincial child protective services or a professional or regulatory body such as a provincial College of Physicians and Surgeons or College of Teachers.

 

Supporting a Person Under Suspension Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Suspension and Termination of Membership Procedure (13020). It has been updated to define the reasons for suspension and termination, delegate authority for suspension and review of conduct to the Director of Safe Scouting, and clarifies that a person who has been terminated may appeal their termination one time only.

 

Q: What types of training have the Support Scouters received?
A: Support Scouters have a thorough understanding of the Suspension of Termination Policy and Procedure as well as any related sections of BP&P. They will be able to respond to Scouter’s questions and if further clarification is required will be able to get answers quickly.

 

Q. The procedure indicates that the Support Scouter “will be appointed by the person responsible for suspending the member”. Who is this person?
A. The Director of Safe Scouting will manage all suspensions and appointments of Support Scouters. Council Key 3's are no longer tasked with this.

 

Member Disclosure Protection Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Employee Whistle blower Procedure (14006) and has been expanded to include all members.

 

Workplace Anti-Harassment and Violence Prevention Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It establishes operating procedures for dealing with harassment and violence in the workplace.

 

Structure, Responsibility and Authority

Group Membership Conditions Procedure

Q: What has changed from the previous Procedure?
A: This Procedure was not included in BP&P previously. It explains the procedure for Community Partners and Groups to set conditions for Group membership.

 

Asset Management

Group Equipment and Property Insurance Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Property Insurance Procedure (13019 iii), updated to clarify that when Groups are unable to insure equipment, they must establish a reserve fund to repair or replace equipment that is damaged or destroyed.

 

Third-Party Use of Scout Property Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Third-Party Use of Property Procedure (13019). It updates and simplifies the current procedure to provide guidance to Scouting property operators when renting out a property to non-Scouting groups.

 

Q: Do other organizations need to adhere to our Policies, Standards and Procedures such as Two-Scouter, First Aid and Safety Equipment?
A: Yes. Scouts Canada has established minimum Standards for supervision, safety and first aid that apply to all users of our camps
and properties.

 

Youth Protection

Youth Protection Reporting Procedure

Q: What has changed from the previous Procedure?
A: This replaces the Child Abuse Prevention Procedure (7002). It has been updated to provide direction to Scouters and Staff who are concerned about the welfare of a youth who may be suffering from neglect, self-harm or homelessness.

 

Q: The procedure indicates that members may “raise concerns or report allegations (related to youth protection issues) in confidence, without fear of repercussions. Does this mean that my name will be kept confidential? How will Scouts Canada protect me from repercussions?
A: Your identity will only be disclosed to police or child welfare authorities. Your identity will not be disclosed in any Scouts Canada action or communication regarding your report.

 

Communications and Stakeholder Relations

Scouts Canada Logo and Intellectual Property Procedure

Q: What has changed from the previous Procedure?
A: This replaces Intellectual Property Procedure (16000), including reference to the Brand Centre and explaining other areas where scouts Canada can support Groups in promoting Scouting. The policy also clarifies where Directors of Communication and Retail Services approval is required for Scouts Canada logo usage.

 

Politics and Public Appearances Procedure

Q: What has changed from the previous Procedure?
A: This Procedure replaces the Politics (19012) and Public Appearances (19013) Procedures to clarify the limits for participation in political activities beyond attending events in uniform.

 

Incident Management

Complaint Procedure

Q: What has changed from the previous Procedure?
A: This is a new Procedure that supports consistent management of complaints unrelated to youth protection.

 

Q: The Procedure indicates “complaints will be handled by the most local commissioner.” Does this refer to Group, Area or Council?
A: It depends upon the nature of your concern. For example, if it relates to a section or Group issue, then the Group Commissioner is your contact. If it relates to an Area event, then the Area Commissioner would be your contact. For a Council-wide issue, contact your Council Commissioner. 

 

Q: Will Scouts Canada maintain confidentiality? Where is that documented?
A: As per the Procedure, your identity will only be disclosed to the police or child welfare authorities as required. Your identity will not be disclosed in any Scouts Canada actions or communications regarding the complaint or the incident.

 

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

 

 

 

 

 

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