Registrars Guide: Registration and myscouts

Transcription

1 Scouts Canada - Chinook Manitoba Northern Lights Saskatchewan Councils Registrars Guide: Registration and myscouts You help ensure that: Group Registrars are essential parts of each Group Committee. your Group and Section is ready to accept registrations in myscouts registration inquiries (including Find a Group *) and online Self-Registration notices are responded to promptly appropriate forms are provided for new and returning members registration form-details are input into myscouts and edited when required completed forms are documented and submitted to the Service Centre in a timely manner To be able to access your Group myscouts records, you must: be a registered Scouts Canada volunteer have completed Essential training (Wood Badge I Module 1, Child and Youth Safety, and Accessibility) provide a clear Police Records Check including a Vulnerable Sector Search have been interviewed by two Scouters who are Ready to Serve in their roles and have both completed Volunteer Screening training have submitted five personal references, at least three of which have responded (all reasonably favourable) As soon as possible thereafter, you will: complete Wood Badge Modules 2-5 for Group Committee (recommended) or, alternatively, the Section of your choice You should also: have access to a computer and the internet (and be reasonably comfortable with them) be prepared to provide service to your Group and community as outlined above Are you ready? Registration : 3 July 2016 Myscouts 1

2 Contents Recommended Resources...3 Registration Checklist... 4 Your myscouts homepage... 5 Using scouts Step by step... 6 Update Organization Details... 6 Primary Contact Name and details... 7 Postal Code... 7 Activate Online Registration... 7 Coed?... 7 Special Needs Access?... 8 Max Volunteers / Max Volunteers (next Session)... 8 Max Participants / Max Participants (next Session)... 8 Notes... 8 Set your Registration Fees...9 Member Type...9 Registration Year...9 Amount...9 From:...9 To:...9 Rewiewing and editing your fees...10 Enable online Self-Registration...10 Check the Find a Group Search Prepare for Group registration event Pre-populated Registration Forms Blank Volunteer and Participant Forms Register a Participant Participant Type 1: Renewing Participants Participant Type 2: Registering (other) Participants...14 Close Batch and Print Batch Report Add Parent Helper Register a Volunteer Group Committee Roles...18 Section Roles...18 Editing existing profiles Access Your Own Profile Access Another (active or pending) Member s Profile Access Parent profiles Preparing to Submit Your Registration Package Registration : 3 July 2016 Myscouts 2

3 Recommended Resources The Online Support Centre: The jumping-off point for a variety of resources for Volunteers, Participants and Parents/Guardians. Find a Group info sheet: Includes an explanation on how the process works and provides sample responses that can be modified for your Group s use. Did you know? When you reply to a Find a Group inquiry from the helpcentre, your message goes directly to the parent/guardian or prospective volunteer. A link to the forms can also be found on the log-in page. Registration : 3 July 2016 Myscouts 3

4 Registration Checklist With your Group, decide/confirm: If your Group will open to online self-registration Group fees (including early and half-year fees), if applicable Each Section s meeting location, day and time Each Section s primary contact and his/her details The capacity of each Section (maximum number of participants) Online Self-regi registration of participants is by credit card only. Please be sure your families know this. If your Group is considering trying online Self-registration for the first time, contact your Service Centre Registrar to help get you started. In Myscouts: Update Organization Details for the Group and each youth Section Add fees to Group Org Profile (If no additional fee, set to $0.) Confirm that each Section appears in the Find a Group search Print pre-populated registration forms for current participants Close your batch From the National (or Council) website: Print blank Participant Enrolment form for new participants Print blank Application for Membership and Appointment forms for prospective new volunteers When you receive a (new) Volunteer Application or a Participant-Rover registration, ensure that: Required fields have been filled in (*) The adult volunteer, Rover Scout or (for a Scouter-in-Training or Activity Leader) a parent/guardian has signed the form at the bottom of the second page For new Rover Scouts, a list is supplied of 5 personal references including addresses and relationship to the Rover All information is input in myscouts After entering Volunteer applications and Participant-Rover registration information into myscouts and/or receiving any Readiness (screening/training/code of Conduct) documents, Complete a Volunteer and Participant-Rover coversheet Copy (or scan and save) all documents Bundle the original documents topped with the coversheet Send/Deliver the package to your Service Centre When you receive a participant registration for a Beaver Venturer Scout, ensure that: Required fields have been filled in (*) A parent/guardian has signed the form at the bottom of the second page Payment is made/collected (or financial assistance has been requested) All information is input in myscouts Treasurer logs the amount paid and for which member and writes a cheque to Scouts Canada for payment After entering participant registrations into myscouts, Print a batch report Use the report to check that all registrations have been input in myscouts Complete a Participant coversheet Write a cheque for the total amount owing Send/Deliver the package to your Service Centre Registration : 3 July 2016 Myscouts 4

5 Your myscouts homepage Org = Organization Org Unit may be: a youth Section (eg. Colony, Pack, Troop, Company or Crew) a Group with a Committee an Area with a Service team a Council with Service teams and/or sub-committees Find a Group takes you to the search engine parents and others use to find Groups close to them. Clicking on My Profile will bring you back into your own profile. When you re logged into myscouts, this line is always show your address. Support takes you to the Online Resource Centre (with access to the Zendesk, if you re an agent). This shows whose/which Org s profile you re in. This menu shows what you can do and what information you can change. Options change depending on whether you re in your own profile, someone else s profile, or an Organization s profile. (Depending on your role, you may not have all of these options.) When you re logged into myscouts, this box is always your personal information. This box frequently changes based on the organization or member selected. The available tabs also change. When in doubt, check the name under the Scouts Canada s logo; it ll tell you whose/which Org s profile you re in.) To access an Organization, click on its name above. When you re logged into myscouts, this box is always your Org Unit(s). You can get into your Org Unit(s) by clicking the Org name. Register Member allows you to register yourself (or a child on your My family tab) as a volunteer or participant with a Group. Registration : 3 July 2016 Myscouts 5

6 Using scouts Step by step Update Organization Details Profile identifier Example shows Group s profile Click on the Section Name to open each one s profile. When preparing for the new Scouting Year, review your Group s current details and update them as required. Do this by clicking on Edit Organization Details in your GROUP profile. Unless your Group or Section is new, these are likely set up and do not need editing. Essential information Edit Organization Details includes: Organization Name Organization Status Organization Type Organization Subtype Charter Number Evening Phone Fax Number Website Primary Contact Name Primary Contact Phone Number Primary Contact Address Line 1 Address Line 2 Address Line 3 City Province/Territory Postal Code Country Activate Online Registration Current members, Council and Service Centre Staff, and the public all use the Find a Group search. If details are not available, your Group will not appear. People cannot register with Groups they cannot find. Registration : 3 July 2016 Myscouts 6

7 Primary Contact Name and details The Group Commissioner s name and contact information are input automatically by the system, but the Primary Contact details allow for manual input. For the Group, the (lead) Registrar might be the primary contact; for a Section, a member of one of that Section s leadership team. Whomever is selected should be prepared to answer inquiries (about registration and/or youth programs) and to respond in a timely manner. Postal Code The Find a Group search uses postal codes to help members, Council and Service Centre staff, and the general public to find Groups. Individuals input their own postal codes and select the age-group that they re interested in. (They may also specify the day or days they want.) The system generates a listing of the closest Groups and, when available, a link to contact to the Group and/or links to register as a volunteer or a participant. Activate Online Registration Online Self-Registration allows Volunteer and parents/guardians of Participants to register themselves, saving paper and time for volunteers and staff. If you re not already set-up for and using Self-Registration, leave this set to No for now and contact your Council Registrar for more information. Note: Online Self-registration is not available directly to the Group Committee. Volunteers with Group Committee roles may still use the online option by first registering for an available Section. Once their information is in the system, they can be moved by the Council Registrar (with the Group/Area Commissioner s approval) to the appropriate Group (or Area or Council) and role. Be sure to save your changes by scrolling to the bottom of each window and clicking here. Unless your Group or Section is new, these are likely set up and do not need editing Essential information Edit Meeting Details includes: Organization Sponsor Sponsor Type Date Founded (Near the bottom of list) Meeting Location Location Type Meeting Day Meeting Start Time Closed Group? (set to No ) Coed? Special Needs Access? Additional lines in Youth Sections only Notes Max Volunteers Max Volunteers (next Session) Max Participants Max Participants (next Session) Coed? Scouts Canada welcomes boys, girls, men and women. All Groups should have Coed? set to Yes unless the Group has otherwise been given approval from National/Council (as with LDS Groups). Registration : 3 July 2016 Myscouts 7

8 Special Needs Access? Scouts Canada welcomes people regardless of many personal challenges. Unfortunately, not all meeting locations can. If your hall is cannot accommodate people with mobility issues (eg. is not wheelchair accessible), you may need to set this option to No. Max Volunteers / Max Volunteers (next Session) For online Self-registration to show the Register as a Volunteer option, you must have a number here. Set it high! We can always use more volunteers. Max Participants / Max Participants (next Session) Here too, you need numbers. These numbers can be revised throughout the year as the recruitment of more volunteers allows space for more youth. Youth Section Minimum Number of Volunteers Ratio of Volunteers to Youth Beaver Colony 2 (over 18 years of age) 1 Scouter or SiT or AL* : 5 Youth Cub Pack 2 (over 18 years of age) 1 Scouter or SiT or AL*: 6 Youth Scout Troop Venturer Company Rover Crew 2 (over 18 years of age) 2 (1 over 21 years of age plus 1 over 18 years of age) 2 (1 over 25 years of age) 1 Scouter * : 6 Youth *Only Scouters, Scouters-in-Training (SiTs) and Activity Leaders (ALs) who are fully screened and have completed Wood Badge for the Section count toward ratio. NOTE: An AL/SiT may not be counted for the Minimum Number of Volunteers requirement; this must be met by adult Scouters (as outlined above) who have completed screening and training for their roles. n/a n/a Notes Use this space to add any special details you d like people to know about your Group or Section (eg. fundraising expectations, weekly dues) Repeat these steps for each of your Active youth Sections. Registration : 3 July 2016 Myscouts 8

9 Set your Registration Fees Even if your Group does not ask for an amount above the base registration fee paid to National/Council, you must set-up fees for your Group. For each fee you need to set up (that s at least two, one each: Participant and Volunteer), click Add Fee. Member Type Participant or Volunteer. Registration Year Set this for the coming year. Amount Here you input only your Group amount. If you ask for no additional amount above the base fee, put in (You are ONLY inputting your Group s portion. The rest of the fee will be input by National and/or Council.) From: This is the start-date of the fee period. National will open myscouts for Registration on Monday, May 2, This should be the start date of your (first) fee period. To: This is the end of the fee period (and the first day of the next. An overlap should exist between periods to ensure no day is missed). If you will have the same fee (or no fee) for the full Scouting year, you can set August 31, 2017 (or June 30, 2017 or another date you choose) as the end. If you will have one fee for participants until the end of December and a different fee beginning on New Year s Day 2017, you would set January 1, 2017 for the To /the end of the first period and From /the beginning of the second. Scroll to the bottom to Save your details. Registration : 3 July 2016 Myscouts 9

10 Rewiewing and editing your fees You can check your fees by clicking on the Fees tab in the Group profile. Your To date may have to be manually entered if the system does not allow you to enter a date later than the end of August of the current Scouting year. (Prior to September 1, 2016, the start of the Scouting year, the latest date that could be entered is August 31, 2016). If you need to make changes to existing fees (either to dates, amounts or types), you can do so by click on Edit beside the fee period you need to change. Once you ve made your changes, be sure to scroll to the bottom to Save them. Enable online Self-Registration Once you ve updated your Group and Sections details, and set up your Group fees, (and some others have done some behind-thescenes set-up), you ll go back to Edit Org Details to set Activate Online Registration to Yes and click Save Updates. If you skipped ahead (or otherwise missed it), please note that Groups which have not previously used/been set-up for online Self- Registration may not simply flip the Activate Online Registration drop-down to Yes. Banking information must first be provided to National. Contact your Council Registrar for help with this. Registration Myscouts 10

11 Check the Find a Group Search Ensure that people will be able to find your Group by running a Find a Group search for each one. You ve successfully set your Group up to be found, if you see this message under your Group s meeting details in the search results: You ve successfully set your Group up for online Self-Registration if you see this message under your Group s meeting details in the search results: If your Group does not appear and you re sure you entered all the required information, contact your Council Registrar or the helpcentre. Return to your Group profile by clicking on My Profile near the top right of the page, then on your Group. Registration Myscouts 11

12 Prepare for Group registration event Pre-populated Registration Forms In the Quick Reports tab of the GROUP profile, you ll be able to request and print registration forms for current members, pre-filled with the personal information previously input in myscouts. Members choosing paper registration can review the information, indicate changes then sign and submit the form. Step 1: Choose to download forms for your entire Group, or by individual Section. Step 2: Choose A single file for All members, which may be a good option for Groups where all members will renew on-paper/in-person. (One printing run.) OR Each individual form as a separate pdf, which may be preferable if you need to select a few registrations that will be done on-paper or if you want to forms to parents to review. (Many print runs.) Blank Volunteer and Participant Forms Blank forms are available from the log-in page of myscouts ( Registration Myscouts 12

13 Register a Participant Even if your Group offers online Self-Registration, likely your most common task using myscouts will be registering participants. Do NOT register or renew participants without a completed/signed form. Participant Type 1: Renewing Participants Includes youth registered for current Scouting year (spring registration) or previous Scouting year (fall registration). Go into the Section the youth is/was registered. Click on the Renew/Transfer tab. Locate the youth to be renewed.* * You may renew multiple youth at the same time in this way (both those remaining in the current Section and those moving up, or a combination of the two). Group/Area Registrars may only renew/transfer youth within/between their own Sections. Set the Actions pull-down menu to Renew and the Sections menu to the Section the youth will be in for the new Scouting year. Once all Selectors have been set, scroll to the bottom and click Submit. Please note: The Renew option will not allow you to do any edits. (See next page.) Registration Myscouts 13

14 Using the Renew/Transfer option, you will not be taken through any of the individual registration screens. If edits have been indicated on forms, you will have to go into the member s profile to make the changes. To access the profile, you may: Use Find an Individual OR Go into the member s Section and applicable member-type tab (eg. Participants, Volunteers, or Parents), then click on the green circle beside the person s name. Once in the profile, use the menu on the left side of the screen to make changes. Parent/Guardian doesn t take you to a parent profile; it s the list of items for parent involvement. Edits to parent profiles can be made by first going into the child s profile, clicking on the My Family tab then on the green circle beside the applicable parent. Group/Area registrars cannot add or link parents except through a full registration (via Register a Participant for either new or returning members). For help, please contact a Council Registrar. Participant Type 2: Registering (other) Participants Includes new-to-scouting youth, youth relocating from elsewhere to your Group who have not already been renewed, past youth members from your Group who were not registered for current Scouting year (spring registration) or previous Scouting year (fall registration). Go into the Section the youth is to be registered. Click Register a Participant. Try the search for existing participants (even if the form says the member is new). Fill in the first and last name boxes, then click Find an Individual. Register Beaver Scouts in the Colony Cub Scouts in the Pack Scouts in the Troop Venturer Scouts in the Company Rover Scouts in the Crew If the search does not bring up the member you want, click Begin Registration to create a new profile. Registration Myscouts 14

15 When Rovers are registered through the Group/Area (rather than using Self- Registration), an invoice is added to the Group Batch. These invoices can be removed at the Service Centre when the package comes in OR you can request that they be removed by contacting a Council Registrar via . If the search finds the member you want, click Participant. For both Type 1 and 2 participant registrations, the next to last step will be to Add Role. If you selected the right Section at the beginning, the default role will be appropriate (eg. Pack = Cub Scout). The last step will be to find or add parents for Participants under 18 years of age. (Again, use Find first. I the search doesn t bring up the one you need, you can select Add Parent for a new one.) For a Rover Scout, the last step will be to add five personal references with addresses and their relationship to the youth noted. (No more than one of the references may be a relative.) IMPORTANT: If a new Rover (or volunteer) has not provided addresses or five references, please contact member for this information; do not input false details. You CAN close a registration before inputting references (which an be input later), you just won t be able to use the Submit button. You may also notice the appearance (in a Section or the Group profile) of the Incomplete Registrations tab. As the title suggests, this will list incomplete registrations started for that organization unit. Click Resume to pick up those registrations where they were left. If a participant or volunteer already has a completed Active (or Pending) registration and appear on your Group and/or Section roster, you need not resume the incomplete registration. Just hit Delete. Registration Myscouts 15

16 Close Batch and Print Batch Report After inputting all of your participants, close the batch and print a batch report. Do this from the Batches tab in the Group profile. Click on the batch code. Scroll to the bottom of the report and click Close Batch. In the pop-up window that appears, set the Close Batch drop-down to Yes and click Save Batch. The window will close, bringing you back to the report page. At the top of the report, click on Printer Friendly Batch Report. (The Fees shown in the example are not representative of actual fees. In your own batches, you should see the total registration fee invoiced per youth: National + Council + Group.) This example also shows both Rovers (for which invoices need to be voided) and a duplicate registration (one youth appears twice and, in this case, in different Sections). If you ever find similar situations on your own batch report, do worry; it can be fixed by a Council Registrar even after the batch has been closed. Near the top right corner of the new pop-up window that appears, click Click to Print This Page. This opens your printer window; you ll complete the print according to your own printer s set up. Add Parent Helper Parent-profiles are created when Add Parent is used. The list of potential Parent Helpers that will appear when you click Add Parent Helper from within a Section is autogenerated from parent-profiles properly linked to youth in that Section. Click Add Parent to select a particular parent. Although Parent Helpers do require some screening and training, they may not be counted as supervisors for ratio (even if they have completed and submitted Police Records Check certificates). Registration Myscouts 16

17 Register a Volunteer Continuing the practice launched in the Scouting year, Active adult Volunteers will not have to re-register. They will be renewed automatically. New volunteers, volunteers under 18 years of age (eg. Scouters-in-Training, Activity Leaders, Youth Commissioners), volunteers returning after a break and those who did not complete the necessary training/screening will continue to have to register. When these registrations are completed on-paper/in-person, new/edited information will have to be input into myscouts. To register a volunteer to the Group Committee, in the Group profile, click on Register a Volunteer. To register a volunteer in a Section (example is a Cub Pack), go into that Section s profile then click on Register a Volunteer. Menu: Group Profile Menu: Section Profile The window that opens will allow you to search for existing volunteers. (Try this before registering an applicant as new. Parents, former members and those transferring from other Groups as well as existing members of your Group may be found.) The pop-up window in the Group Committee profile also allows you to choose to register a Volunteer to one of your youth Sections by using the Section for Registration drop-down menu. Be sure to select the right Scouting Year. Transfer details from hardcopy forms as prompted on the series of windows. Near the end of the registration, you ll designate a role. (Please see the next page for guidelines for choosing the right role.) The last page of volunteer (and Participant-Rover) registration is for entering references. Proper addresses must be provided for each one. If the applicant has not supplied addresses, stop the registration here. Do not enter false information. Registration Myscouts 17

18 Group Committee Roles For GROUP volunteers by level of myscouts access/abilities: Administrative Access Finance Access Read Access Group Commissioner Group Registrar Group Youth Commissioner Group Treasurer Group Administrator Secretary (or Group Committee Secretary) Group Member (or Group Committee Member) Group Fundraising Coordinator The above have roles have descriptions available in Bylaw, Policies and Procedures. Section Roles For SECTION volunteers use only: Administration: Register, Edit Orgs, Rosters + Reports Finance: Edit Orgs, Rosters + Reports Read: Rosters + Reports Section years of age years of age 18 years of age and older Colony Activity Leader Scouter-in-Training Contact Beaver Leader Beaver Leader Pack Activity Leader Scouter-in-Training Cub Leader Assistant Cub Leader Troop n/a Scouter-in-Training Troop Scouter Scout Counsellor Company n/a n/a Venturer Advisor (over 21 years of age) Assistant Venturer Advisor Crew n/a n/a Rover Advisor (over 25 years of age) Assistant Rover Advisor Although other role options may be offered, the above are the only roles used in the current Scouting program. Registration Myscouts 18

19 Editing existing profiles To edit your own profile or the profile of a registered active/pending member or his/her parent, first go into that individual s profile. Access Your Own Profile When you log into myscouts, you ll land in your own profile. If you ve been jumping around, you can get back to it but clicking My Profile near the top right corner of the page from anywhere in myscouts. Indicates whose profile you re viewing/accessing Access Another (active or pending) Member s Profile Use Find an Individual OR Go into the member s Section and applicable member-type tab (eg. Participants, Volunteers, or Parent Helpers), then click on the green circle beside the person s name. Once in the profile, use the menu on the left side of the screen to make changes. The orange circle with the i allows you to view the individual s contact information (but it does not allow you to edit the information). Note: In the Member Options tab, Parent/Guardian doesn t take you to a parent profile; it s the list of items for parent involvement. See below for help accessing parent profiles. Access Parent profiles Edits to parent profiles can be made by first going into the child s profile, clicking on the My Family tab then on the green circle beside the applicable parent. If profiles have been set up properly, parents can log into their own accounts and edit their own profiles. (They may also edit linked children s profiles by going through their My Family tabs.) Group/Area registrars cannot add or link parents except through a full registration (via Register a Participant for either new or returning members). For help, please contact a Council Registrar. Registration Myscouts 19

20 Preparing to Submit Your Registration Package This year, we will have two new coversheets for registration submission. 1. For Participant registrations (excluding Rover Scouts) 2. For Volunteers and Rover Participants ONLY registrations done on paper should be submitted. (Self-registrations completed successfully online do not require paper be submitted.) Participant (Beaver Venturer Scout) Registrations Participant Registration Coversheet Batch Report(s) listing youth registrations being submitted Completed/signed Beaver Scout, Cub Scout, Scout, Venturer Scout Participant registration forms (ideally, in alphabetical order, to match the batch sheet) Payment for youth fees Financial Assistance applications Volunteer and Rover Registrations Volunteer and Participant-Rover Coversheet listing names and identifying items submitted for each Completed/signed Volunteer Application for new members and members returning after a break in service Rover Participant Enrolment forms Codes of Conduct Police Reference Check result-certificates PRC applications (City of Edmonton only) Reference lists for new Rovers Volunteer Screening Checklists (interview sheets) Forms and other paperwork with/requiring signatures: ORIGINALS must be submitted to the office. No photocopies, faxes or scans. Be sure to check all forms for signatures. Please note: For Venturer Scouts who are also Scouters-in-Training, Activity Leaders and/or Youth Commissioners (at any level), fees are still due for the participant role. Registration of Rover Scouts by the Group (rather than those using on-line Self-Registration) creates an invoice to Group batch. Groups need only check the box on the Volunteer and Participant-Rover Coversheet noting that the package contains Rovers; a Council Registrar will void the invoice(s). Registration Myscouts 20