FOR VOLUNTEERS

Make sure everyone is safe
Deal with the injury or damage appropriately
Advise the parents/guardians/family of the injured person or the owner of the property
Record what happened right away, including who, where, when, and how the incident occurred. Don’t worry about why right now
Report the incident within 48 hours, using the Scout Safe App
If you don’t have access to the ScoutSafe App, complete the Scouts Canada Incident Report Form. Email it to safety@scouts.ca
Direct all questions, including those from the police or media, to the Safe Scouting Department via email (safety@scouts.ca) or phone (1-800-339-6643)

GROUP FINANCIALS

To access the 1st Orillia financial system, including event and section funds and receipt submission, click here: https://pay.orilliascouts.ca

Section Funds

distributed by Group in September and January
used to fund activities and meeting materials
expenditures must be approved by Section leadership through consensus

Group Funds

for capital projects, event support, training, recognition and supporting 1st Orillia Scouts
expenditures must be approved by Group Committee (all members have a voice)
controlled by two signature authorization

Fundraising

neccesary for our operating funds
must be approved by Group Committee
with the exception of Apple Day, must be directed to a specific project or activity

REPORTING & YOUTH ACCOUNTS

Emergency & Medical Contacts

source: myscouts.ca (Log in and select your section)
click the 'Quick Reports' tab underneath the 'Organizational Details' card (see image below)
click 'Member Details Report'. A pop-up will appear.
on the top-right of the pop-up, click 'Click here to Print this Page'. A printer dialogue will appear and allow you to either print or PDF the document
This document does not have birthdates. Those can be found easiest in bulk by clicking the 'Transfer Participants' tab in your section on myscouts.ca

In ScoutsTracker

youth will be transferred between sections as they move up. The leaving section can initiate this in spring, while still leaving them active in the leaving Section. In June, a final transfer should happen and youth will be marked 'Inactive - Transferred' in the leaving section.
medical and emergency information and birth dates are NOT automatically updated when importing from myscouts.ca
After checking that the information in myscouts.ca is correct, please add it to scoutstracker.ca as well. You can additionally add parent names and descriptors to assist with contact, e.g. a phone number can be labelled with a description "Mom - Mobile (Cathy)" for easy understanding.
Please also use the 'Notes' section for each youth (Account > Beavers > [Youth Name] > Notes) to describe any custody, pick-up/drop-off, behavioural or other information. Add the date and your initials to the comment if tracking behaviour.

To Update Information

at the beginning of the year, please encourage parents to update the information in myscouts.ca (print off the form - described under 'Emergency & Medical Contacts')
a Scouter can update this information, but only under the direct approval of the parent (e.g. they have no access to a computer or are struggling with the process)

ADDING YOUTH to SCOUTSTRACKER

It is important to ensure that all youth attending our meetings are active members in myscouts.ca and also have an account in scoutstracker.ca

When a new youth is registered in myscouts, you can export this information into ScoutsTracker. The steps are listed inside ScoutsTracker, if you select ACCOUNT, then click the big button labelled 'Import from MyScouts'

Here are the steps:

log into myscouts.ca and sign in.
Click 'Reports' on the left hand side of the page
Select the 'Membership Listings' and click the 'view report' button. A new tab will open.
Under 'organization' select the section you are importing
Change 'Primary Organization' to 'ALL'
If you only want ACTIVE youth (not youth for the next registration year), change the active date to today and UNCHECK 'Pending' in member status
Click the down arrow next to the button 'To Screen' and select EXCEL
Click the 'Run Report' button, and a file will be downloaded to your computer.

You can now log into scoutstracker.ca for your section, and import this file.

Sign into scoutstracker.ca/[section]
Select ACCOUNT, then the big green button labelled 'Import from MyScouts'
Click the 'Choose File' buttom, and use your file picker to select the .XLS (EXCEL) file you just downloaded from myscouts.ca
Select 'UPLOAD'

IMPORTANT NOTES when adding accounts to ScoutsTracker:

Add the youth's birthday. This is not in the EXCEL report by default, but can be found in their record on myscouts.ca
Add the date that they joined Scouting (if this is their first year, select the same date as they joined the Section); In myscouts.ca, a youth with prior experience will have a 'My Registration History' tab in their account. The start date of their oldst entry is their join date.
Make sure that parent and youth emails are set to BCC (not public).
- select ACCOUNT > EMAIL ADDRESSES & COMMUNICATION
- the parent and youth emails should be on the left of the grid. Click any 'To' or 'CC' entries and check the box for "is a 'Bcc' email address". You can also select "is a parent/guardian email address" if this is true.
- ⚠️ You can also see here if there are parent email addresses that are bouncing or rejected.
Unless you have made a serious error, DO NOT DELETE ACCOUNTS. Instead, do the following:
- If the member is no longer in the section, select them (ACCOUNTS > Beavers > [NAME] > Status) and change their STATUS from 'Active' to another option
- If the member is duplicated, open 1 copy of their account (ACCOUNTS > Beavers > [NAME] ), and click 'MERGE'. Select the other entry for them, and follow the instructions.

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