Eastern and Northern Ontario Scouting Service Centre Myscouts training webinar

1. Eastern and Northern Ontario Scouting Service Centre Myscouts training webinar Paul Johnsen& Bethany Tory January 2013 Slide Number

2. Agenda This is an INTERACTIVE session – to start thinking about myscouts, the following areas will be covered: • myscouts by the numbers • Recent changes on myscouts • Coming soon! • Scouts Canada Volunteer Requirements • Myscouts process for volunteers • Myscouts tips – volunteer activation • Tips and Tricks: #1 Registration set up • Tips and Tricks: #2 Find a Group • Life according to my mother… • Questions sent in • Where can I get more HELP?!

3. myscouts by the numbers

4. Recent changes on myscouts

5. Coming soon!

6. Scouts Canada Volunteer Requirements To be considered an active volunteer in the myscouts system: • Volunteer registration for current year (through paper registration or self-registration); • Mandatory training (CYS, Accessibility, WB I – module 1, all sections); • Returning volunteers must have completed their section-specific WB I training; • Complete set of screening requirements (PRC/VSS, Interview and Reference Checks); • Signed code of conduct (paper copy entered by Registrar or electronic through myscouts); • Approval from Group/Area Commissioner and/or Council representative.

7. Myscouts process for volunteers • Once all elements are in place – your Group/Area Commissioner, or Council representative can confirm your status is active from their screening tab; (activation may take up to 24 hours to be processed in the system) • Outstanding generic requirements show in the “requires” column on the screening tab; • Can also view full requirements through the Screening and Training Compliance report available under the “Reporting” area on myscouts.ca; • If a volunteer is activated without ALL requirements completed, the information (volunteer, approver, date and missing elements) will be added to an exception listing which is distributed and followed up by your Council.

8. Myscouts Tips – volunteer activation • Terminology for statuses in myscouts: • Not renewed: no current registration for Member in myscouts; • Pending: the Member is missing screening or training requirements, or is waiting for approval. • Members without an “Active” status do not have access to information about other Members; • Group Registrars must be active before registering their Group Members; • It is currently not possible to view Member profiles for those who are not renewed, or are inactive. These Members can be renewed by choosing the “Register a Volunteer” option; • Training is available to all Members with a profile on myscouts, regardless of their status in the system.

9. Tips and Tricks #1: Registration set up • Main steps for registration set up (traditional or self-registration): • Setting up fees and date parameters for the Group • Setting up maximum participants and volunteers for the session • For self-registration: • Submit Group bank account information to the National Service Centre • Ensure the “tick box” for self-registration is enabled • Enter day of week for meeting & proper address • How to test if self-registration is working?

10. Tips and Tricks #2: Find a Group • Find a Group set up – what information is required? • Why doesn’t my Group show up? • What information is drawn and distributed, and to whom? • Where do the Find a Group inquiries go?

11. According to my mother: You should learn something new everyday! • Wildcard search capability: ‘%’ - multiple; ‘_” - single; • Email in profile versus myscouts web account; • Permissions are based on your most senior role not on your primary role; • Profiles versus roles; • Youth aged 14-18 require set up for access to myscouts and a unique email address; • To view information on not-renewed members, start their registration process, and then cancel; • In Volunteer Screening Tab, use right click and back to move back to previous screen; • Timing on nightly system updates; • How to check parents’ training records.

12. Questions – sent and not yet answered: • Do we still need a paper registration form if they registered online? • The signed Code of Conduct sheets aren’t mailed to the Council office anymore? • How do you remove names of youth from myscouts who got a refund and left the program? What about volunteers? • What should happen if a volunteer’s interview information is shown as incomplete? • What should you do if one of your volunteers has the incorrect role listed? • I am the GC for 1st Expedition and I don’t have the admin options button to add a role for my daughter who is an SIT – Why? • Why does the “request new password” never work?

13. Where can I get more HELP?! Scouts Canada Help Centre: helpcentre@scouts.ca 1-888-855-3336 Searchable Knowledge Base: www.scouts.ca/help Training page on myscouts: https://www.myscouts.ca/ca/content/training Bethany Tory, Membership Services btory@scouts.ca