2010 - 2011 Registration Process
                                            Frequently Asked Questions (FAQs)
                       Related to Membership Fees, Insurance and Registration

Scouting is Great Value!
For less than $3 per week, youth can belong to Scouts Canada. Based on an average group's financial report, it costs about $10 per youth per week to deliver an exciting program that includes camping trips, tours, service projects and weekly activities. Dollar for dollar, Scouts Canada's Programs continue to be the best deal around.  For example, many parents pay as much or more for programs that only function for three or four months.  Scouting programs generally run for eight months or more and include many adventures such as camping trips that kids will remember forever.

How much is developing a young person's character worth to you?
Scouting makes a difference in the lives of children, youth and young adults. Beavers, Cubs,
Scouts, Venturers and Rovers are more likely to demonstrate greater self-confidence and optimism about what the future holds. They express a strong sense of civic responsibility and have a desire to "pay back" the community. Young people become more physically fit, energetic, outgoing, conscientious and compassionate.� We think helping today's young people become tomorrow's leaders is worth far more than $3 per week.

What does the fee pay for?
Membership fees are only one way that the Council pays for the services our members and groups receive. See the National and Council Budget Summary (pie charts) – this shows where the Council receives its funds and how it utilizes these resources to help “Bring on the Adventure..

What about “Bring a Friend” Night?
Friends and siblings who participate in Scouting events including "Bring a Friend" nights and are not registered members of Scouts Canada can attend regular meetings for two nights without having to sign the Hold Harmless Agreement, however they should register on or before their third night. "Friends" are not permitted to attend camps/outings until they have become a registered member.

A prospective member may attend two meetings to decide if Scouting is right for them. By the third meeting they will have to decide whether or not to join.

When can youth join?
Scouts Canada encourages youth to join anytime during the year.  Please see fee chart for mid and late year fees that would apply.

What is the Refund Policy?
There is no refund for members who drop out or move away. If they move, they can transfer their membership to another Group in their new Council of residence.

What is the Membership Fee Structure?

* $125.00 is due by October 31, 2010 and the remaining $25.00 is due no later than January 31, 2011

What does the Fee Include?

Can Groups Reduce the Fee?
Yes. Many groups subsidize fees from fund-raising activities. Active participation in Popcorn and Scoutrees has helped Groups offset fees and other program expenses.  In New Brunswick, in return for an increased youth fee of $25.00, all profits from the Scouts Canada Popcorn sale remain with the group.  We strongly recommend that all groups participate in this proven highly successful fundraiser with nearly  70% profit to Scouting.

What is the Registration Fee for the 3rd Child?
Full fees are payable for the first child in the same family. The second child registers for $125.00 and the third child registers at $75.00. The maximum annual youth fee per family is $350.00.

What about Youth Who Cannot Afford to Join?
NB Council continues to provide fee discounts for large families and a discount membership for Rovers. All youth should be able to join Scouting.  There are, however, situations where membership fees, uniforms and activity fees represent a financial barrier for some individuals and families. Scouts Canada is committed to doing its best (wants to do its best) to ensure children are not denied membership in Scouting simply because they can't afford it.  Some Areas have established Financial Assistance funding through local United Way or in their Area budgets. If you have questions regarding assistance, contact the Council Treasurer or Executive Director for information.

What is the fee for Scouters with Multiple Roles?
Sometimes in Scouting, adult Scouters hold more than one position. This is common with Section Scouters or Group Committee members who also hold an Area or Council volunteer position.  An Area Scouter who is not affiliated with a Group may have his/her registration fee paid via their Service Area. If the Scouter also holds a position with a Group, then the Group would pay his/her registration fee, as this is the Scouter's primary role. Fees are only paid once per person.

What is the Rover Fee?
NB Council initiated a program where Rovers do not pay for there membership fee if they are in a position of Leadership in a subordinate section in addition to membership in a Rover Crew and are attending post-secondary education. 

**PRCs must be renewed every 3 years.  Returning members will not have their applications accepted if their PRCs or Interview/References are missing from the previous year.

What is the Volunteer Screening Procedure?
All registered adults must complete all parts of the Volunteer Screening Process regardless of their Scouting position. No adult may work with the youth until they have completed an Application for Membership and Appointment of Volunteers and successfully completed an Interview, Personal Reference Check, and a Police Reference Check. No exceptions are permitted!

The Volunteer Screening Policy requires, that the candidate:

• Complete the “Application for Membership and Appointment of Adults” form
• Take part in an interview
• Provide at least three character references
• Provide a current, clean Police Record Check, which must be renewed every three years
• Complete an orientation to their role

For more information on Volunteer Screening procedures please contact your Area Commissioner, Council Commissioner or Council Executive Director.

Is there a charge for submitting to a Police Record Check (PRC)?
New Brunswick RCMP currently do not charge Scouting adult volunteers for processing PRCs relating to volunteer positions. Otherwise, costs for a PRC vary through local municipal and Regional Police Detachments.  In all cases you will need to submit two pieces of personal ID.

Some police departments require a letter from the respective Volunteer Agency also.  A copy of the letter used by Scouts Canada in NB, “Request for a Police Record Check”,  is contained with the Registration CD or can be obtained from the PEI Admin Office

What is the Process for the Police Record Check (PRC) Form and the Volunteer Screening Checklist (VSC) Form?
The PRCs and VSCs should be sent to:
Scouts Canada – NB Council
 c/o PEI Admin Office, 100 Upper Prince St., PO Box 533, Charlottetown PE C1A 7L1

What do We do with Prospective Members?
If a Youth is “Prospective”, it just means that the Group Registrar needs to follow up to confirm
the registration. This means that the Group Registrar should change the status in the MMS from
“Prospective” to “Active”.

If an Adult shows “Prospective” and there is nothing indicated in the Volunteer Screening Code, it means that the Group Registrar has done the data entry for this person but the
Volunteering Screening Checklist and PRC have not been received or processed at NB Council office.

If an Adult shows “Prospective” while "Fully Screened (default)” is indicated in the Volunteer Screening Code, it means that either his/her PRC is about to expire, or that the Group Registrar has not confirmed this member's registration.

When are members considered to be registered?
A Youth/Adult member is considered to be fully registered and insured when his/her name appears in the Membership Management System (MMS) as “Active”. Thus, for an Adult, it is very important to complete the Volunteer Screening Process and have their status confirmed in the MMS as soon as possible. 

When does insurance coverage expire?
Scouts Canada's insurance is renewed on an annual basis and members are covered from September 1st to August 31st of each Scouting year. Insurance coverage is also terminated if for some reason an individual is removed from the program.

What are pre-printed (or pre-populated) registration forms?
Group Registrars may print off completed application forms from the previous year which allow returning members to simply make any changes to their personal information and sign the form. If a group cannot access their pre-printed forms from MMS you may request print-outs or assistance from your Service Area registrar.

What happens if we are not planning a Registration Night until mid-September?
Individuals who are not yet shown as active in the MMS are not considered registered members and are therefore not covered by Scouts Canada's liability and indemnity insurance.

When should we hold our registration night?
A group can hold a registration night, or accept applications for membership at any time.
Tip – Some groups conduct registration nights during July and August. This allows them an opportunity to register returning members and new members well in advance of the September start-up so they can begin operating the program effective September 1st.

What is the deadline for submitting registrations?
The deadline for submitting Registrations in the fall is October 31, 2008.

What about late Registrations?
Applications for Membership for youth and adults joining later are accepted and entered in the
MMS throughout the year; remember however, that insurance coverage is dependent upon active registration, so Group Registrars should endeavor to get the registration forms in as early as possible.

What is Early/Pre-Registration?
Applications for Membership received prior to September 1st for the upcoming year.

Why should a current member apply for membership before September 1st?
Applying early allows your application to become a priority for the upcoming year ensuring that available spaces are allocated to you first. This enables the Leaders to begin their program planning early for the upcoming year. It also allows for continuous membership so that Scouting activities can be undertaken at any time.

What is a Registration Night?
A Registration Night is an evening where parents & adults apply for membership by completing
or presenting the appropriate membership forms and making payment.

My group does not have access to the (High Speed) Internet. What should we do?
Simply collect all forms and documentation and fees and give it to your Area Commissioner during your Area Collection Night or mail it to:

SCOUTS CANADA-NEW BRUNSWICK COUNCIL
C/O PEI Admin Center
100 Upper Prince St., PO Box 533
Charlottetown PE C1A 7L1

Do Scouters-in-Training (SIT) and Activity Leaders register as Leaders?
No. These youth register as Program Participants. They are still recognized as part of the leadership team. Once Scouters-in-Training have completed their Basic Woodbadge they can be included in the youth to leader ratio.

Whom do I contact for assistance with the Registration Process?
Contact the PEI/NB Council Registrar at the Scouts Canada – PEI Admin Office (902) 566-9153, dmaund@scouts.ca or call the MMS Help Line at 1-866-274-0477. You can also contact them by e-mail at mms@scouts.ca.

What do we do with “Application for Membership and Appointment of Adults” forms that do not have a completed “Volunteer Screening Checklist” with them?
Enter the data so that the adult shows as a “Prospective” member on the MMS. This initiates the follow-up process that will ensure a quick and easy completion of the screening process.

How will I be able to track the progress of “Prospective” members?
The MMS will now allow Group Registrars to track the status of new adults. They will be able to view what Volunteer Recruitment and Development (VRAD) information has been submitted, and identify what is outstanding, as well as the date that the NB Council entered the PRC information.

Do I still need to submit a Photo Release form for each of my registered members?
No. The photo release statement has been integrated into the Application for Membership form.

Why has the “Application for Youth Membership” been re-named the “Application for Program Participant”?
In the past, Rovers 18 - 26, defined as adults, applied using the “Youth” application form. To alleviate confusion, all program participants, including Rovers will now use this form.

Where can I obtain Scouting uniforms and programs resources and materials?
Scouts Canada operates a full-line Scout Shop in Saint John, NB stocking all Scouts Canada catalogue items.  Catalogue information can be obtained through The Scout Shop.  The Scout  shop provides an efficient mail order service to all groups. 

The Scout Shop also maintains an excellent source of well priced outdoor equipment and has knowledgeable staff to help you.  Take advantage of this great resource!  For a complete Scouting product catalogue…

CONTACT:
The Scout Shop
201 Union Street
Saint John, NB  E2L 1A9
Fax: (506) 646-9122     Phone: (506) 646-9123
Toll Free: 1-866-535-6556
E-mail: sctshpsj@nbnet.nb.ca
Scout Shop Manager: Kevin Hughes

What forms and documentation do we submit to complete our groups' registration?

• Completed and signed Charter Application
• Completed Group Registration coversheet (calculates fees automatically)
• Completed and signed Youth Applications
• Completed and signed Adult Applications and Volunteer Screening Checklists.
• Completed Police Record Checks (PRC)
• Cheque to cover group registration fee
• Completed Section Summary Sheets (lists youth and adult members)

Further Questions?
For further assistance, please contact your Area Commissioner, Council Executive Director
or the NB/PEI  Registrar at the NB/PEI Admin Centre, Darlene Metivier-Maund at (902) 566-9153 or Toll Free:
1-888-726-8876 or email dmaund@scouts.ca.  Fax. (902) 628-6396