Sent to: All Scouters and Rovers in Voyageur Council |
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Voyageur Council Trail Guide
July 15, 2022
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Getting Ready for the 2023 Scouting Year! |
Hello Scouters,
While the sun is still shining bright and the temperatures continue to rise, we’re beginning to prepare for the upcoming Scouting year! As was recently shared in an email from Scouts Canada, Scouter membership renewal is now open for the 2023 Scouting year and participant registration is coming up.
Continue reading below for more information about this, along with other important information!
PLEASE NOTE: As the Scouts Canada annual staff summer shutdown is scheduled for July 25-August 1, the CK3 will not be publishing a Trail Guide that week. The next Trail Guide will be sent on Friday, August 5.
New and updated information this week: Get Ready for Registration To-Do List, Volunteer Renewal and Participant Registration 2023, We Need Event Support Scouters!, IT Volunteer Request, Update on National Fundraisers 2022-2023, Fundraising Coordinators Townhall, Scout Popcorn Campaign, Ottawa REDBLACKS “Scouts Night,” Scouts Canada National Service Centre, OPP Online PRCs
Have you checked out the News and Events section on Scouts.ca? You can find great updates there along with new ideas, new resources, and much more!
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Get Ready for Registration To-Do List
Member Services has put together some guidance to as we prepare for registration this year, including a Group and individual to-do list. Click the button below to download this useful guide. If you have any further questions, do not hesitate to reach out to your Relationship Manager or registration@scouts.ca.
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Volunteer Renewal and Participant Registration 2023
In response to feedback from our members, Scouts Canada opened the Scouter Renewal process in MyScouts earlier this year on July 5. You must renew or register for the 2022/23 Scouting Year to maintain your membership and continue in your volunteer role this fall. We are piloting this new approach and if successful, may plan to open up renewal even earlier for the 2024 membership cycle. Recommitting to the Code of Conduct will be easier: upon renewal of roles in MyScouts, Scouters will be immediately prompted to read and accept.
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Volunteer Membership Renewal with Code of Conduct opened July 5, 2022 and is due by August 31, 2022
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Early Participant Registration (Current/Continuing) – August 15, 2022
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Early Participant Registration (New and Lapsed - those who were past participants but not in the last Scouting Year) – September 1, 2022
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Participant Registration (All) – January 1st, 2023
All new and lapsed (those who were past participants but not in the last Scouting Year) participants will benefit from a 16-month membership when registering on September 1st. Essentially the fall Scouting months are free for new participants.
The annual National Registration fee for a Scouts Canada membership will remain at $230 per youth with $15 of each membership going directly to the local Group to help support fun adventures. Local Groups may also charge an additional registration fee between $0-40. An email will be sent to all Scouts Canada member parents regarding youth membership renewal, including dates and fees, on July 16.
Additionally, please ensure that your Respect in Sport training, Vulnerable Sector Check and Police Record Check are up to date. While MyScouts provides auto-reminders for upcoming requirement renewals, you may view the status of your membership requirements at any time on your MyScouts.ca account.
FREQUENTLY ASKED QUESTIONS
Why is the participant membership period remaining with the calendar year (January 1-December 31)?
Scouts Canada has seen early benefits and has decided to maintain the calendar year registration cycle to offer greater flexibility for families on an ongoing basis.
- Improved retention between Sections. (67% retention: best on record)
- More youth joining at various times of the year. (Four thousand new members have joined in Spring of 2022.)
- Enhanced program quality, including more summer adventures.
The previous spring early participant registration cycle also posed several challenges for parents and Scouters such as new participants not returning after a long summer break right after they registered as one example. We believe that now is the time to come together, to listen to your concerns and to address your questions so that we can find ways to make it easier for Scouters to welcome youth regardless of the date they join.
Has Scouts Canada seen any benefits from a calendar year participant membership cycle?
Preliminary data has demonstrated improvements in retention between Sections as well as increased youth recruitment throughout the year. Although the results are promising, Scouts Canada would like to consult with our Groups to learn how we can improve our processes to make it easier for volunteers to welcome youth.
When will the engagement process to discuss our feedback around the calendar year participant membership cycle?
We are in the planning stages and anticipate engaging members, volunteers and staff along with the work being developed for Pillar One of the Strategic Plan in late summer/early fall. A communication will be sent with more information as we work out the details.
Why is participant recruitment still run in the fall if the new year begins in January?
Scouts Canada has always had year-round recruitment (spring, fall and winter).
In addition, Scouts Canada has always had an early participant registration period (it used to be in the spring) to help Groups plan for capacity. The spring early Participant registration also created some obstacles for Scouters and parents.
Throughout our history, participant registration has had its challenges. We look forward to working together to overcome those barriers and make it as easy as possible for Scouters and Groups to welcome youth when they are ready to join.
What happens if Scouters miss the August 31 deadline for renewing membership?
It is strongly recommended that volunteers renew their membership prior to the participant registration period, so that their membership remains active in MyScouts and accurately reflects Group capacity based on Scouter-youth ratios. However, Scouters can renew their volunteer status beyond the August 31 deadline.
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We Need Event Support Scouters!
Do you love planning events? Do you have experience with event management or project management? Would you like to provide feedback and enhancement suggestions on various event standards and procedures? Then you should consider becoming an active member of the National Network of (Major & Local) Event Support Scouters!
The Event Support Team is continuing to recruit Event Support Scouters to help support large events and provide guidance through the event planning and application process. The process to join the team is quick and simple! Click the button below if you are interested in the role – a Program Support Manager will be in touch to schedule a quick interview. We look forward to having Voyageur Scouters join this growing team and help support amazing events that are being planned around the Council and the country.
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IT Volunteer Request
Scouts Canada is looking for volunteers who can assist with an IT project taking place at the National Service Centre (1345 Baseline Road in Ottawa, ON).
As we will be vacating the building in the near future, there is a vast amount of hardware, including PCs and ancillary equipment, that needs to be assessed in order to be reused or recycled.
If you're handy with technology and would be willing to support this project, please contact Kira Berger so that she can connect you with Scouts Canada's IT Manager.
This opportunity is also open to youth interested in STEM or non-Scouters who would like help, who will be shadowed by the IT Manager.
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Update on National Fundraisers 2022-2023
We are excited to be continuing with our three main national fundraisers this year: Scout Popcorn, Scout Seeds and our on-going campaign, Scout Coffee. Currently, we are experimenting with our approach to national fundraisers to empower Groups to fund more exciting adventures.
What we are trying this year:
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Greater flexibility in the choice of fundraisers: Scouts Canada coordinates three national campaigns annually but we will also be sharing ideas of other local fundraisers that Groups have successfully implemented so other Groups/Section can fundraise based on a winning formula.
- Additionally, we are currently building a portfolio of resources that can be used by Groups specifically for local fundraising campaigns, including review sheets, scripts, customizable webpages, and more!
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Extending the Scout Popcorn campaign so that it is available when it is convenient for Groups this fall.
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Continuing Scout Coffee as a year-round campaign.
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Launching Scout Seeds earlier than in previous years. Scouts Seeds will be available starting in mid-January to accommodate different growing seasons across the country.
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Exploring use of mobile payment. This is still to be determined but we are looking at the possibility of offering the ability to collect mobile payments in the field.
What we’ve worked on based on feedback we received:
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Increased coordination between our vendors, Scouts Canada, and Groups to ensure ability to deliver product in a timely matter.
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Implementation of bulk order deadlines for Popcorn that will enhance logistics and product delivery in a timely matter.
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Increased capacity by our popcorn vendor (new machines and night shifts).
What we have not been able to address yet:
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Shipping costs. With the increase in gas prices, this continues to be an on-going issue. We are currently evaluating possible solutions but this will not be implemented for our fall campaigns.
As we experiment with a new approach, we hope to collect feedback throughout the year so that we can empower our Groups to choose the best fundraising option for them while providing the resources to support their success.
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Fundraising Coordinators Townhall
Are you in charge of fundraising in your Group or Section? Join the national fundraising team for a discussion about fundraising and the upcoming changes regarding Popcorn. Click the link below to register for this townhall.
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Scout Popcorn Campaign
The Scout Popcorn campaign is just around the corner and we’ve made some changes to the campaign to provide more flexibility to Groups and to ensure orders are processed quickly and efficiently. We’ve also implemented new processes regarding bulk orders that we hope will make the process smoother for Groups. Moreover, we’re delighted to share that our vendor has also implemented several new measures that will ensure product demand is met in a timely and efficient manner; this includes the addition of an evening production crew as well as new machines to accommodate larger volumes.
Scout Popcorn Dates to Remember:
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Mid-August – Bulk order period opens for Groups who want to make bulk purchases for fall events (exact date to be confirmed).
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August 10th, 2022 – Fundraising Townhall 1. Click the button below to register for the townhall to learn all about this year’s Scout Popcorn Campaign.
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September 7th, 2022 – Fundraising Townhall 2. Click the button below to register for the townhall to learn all about this year’s Scout Popcorn Campaign.
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October 3, 2022 – Scouts Popcorn campaign officially kicks-off.
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October 31, 2022 – Deadline for placing bulk orders for guaranteed delivery before the holidays. Bulk ordering remains open past October 31 but delivery before the holidays cannot be guaranteed.
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December 15th, 2022 – Scout Popcorn campaign closes.
A note on shipping: The increase in gas prices across the country will affect the shipping costs of Scout Popcorn this year. Unfortunately, this is out of our control. In an effort to provide some clarity around anticipated shipping costs, we will be providing lists of ‘estimated shipping costs’ for each region to Fundraising Coordinators in an effort to manage expectations. We anticipate these estimated shipping lists to be available by mid-August.
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Ottawa REDBLACKS "Scouts Night"
Saturday, September 24 at 7:00pm
TD Place - Ottawa
While September may seem far away, we're already planning some exciting activities for the Council!
As a reminder, The Ottawa REDBLACKS CFL team will be hosting a “Scouts Night” at their game on September 24 and you're invited! In addition to being able to cheer on the REDBLACKS as they face off against the Toronto Argonauts, youth, parents, and Scouters will have the opportunity to camp on the TD Place field after the game!
Two packages are available to Groups in Voyageur Council:
Sleepover Package ($40 per youth member or $36 per Scouter/parent)
- Includes ticket into the REDBLACKS game
- Custom badge for youth members
- Camp out on the field post-game
Game Package ($30 per youth member or $26 per Scouter/parent)
- Includes ticket into the REDBLACKS game
- Custom badge for youth members
Groups must be registered by August 1
(this will ensure that badges are ready by game day!)
A dedicated Account Manager has been assigned to us to assist with ticket purchases and to answer any questions. To book in your Group, contact:
If you have any specific questions, please contact Robyn directly as she can quickly respond to your inquiries related to this activity!
FREQUENTLY ASKED QUESTIONS
Q: Does one Scouter need to order tickets on behalf of the entire Group or can multiple Scouters order tickets?
A: If the attendees want to be seated in the same area, then one Scouter should purchase all tickets on behalf of the Group/multiple Sections. All Scouts Canada members will be assigned tickets in the same seating area in the stadium, however, if you want to ensure that your entire Group/multiple Sections are seated together, one Scouter should be responsible for purchasing the tickets.
Q: We are having difficulty completing our ERP as we do not know all the risks that exist within TD Place. What should we do?
A: The CK3 has worked with the Ottawa Redblacks to create an ERP template with important information related to the venue (evacuation routes, security, etc.). You are encouraged to download the ERP template (see buttons below) and add in information that is relevant to your Group/Section (Scouters, First Aiders, Medical Info, etc.).
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Q: Can youth attend the game (without the sleepover component) with their parents?
A: Yes! If the Section or Group does not want to attend together, the “Game Package” ($30 per youth member and $26 per Scouter/parent) allows youth to attend the game with their parents. Parents would need to contact Robyn to purchase their tickets at this discounted rate.
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Update: Scouts Canada National Service Centre
This past winter, we announced that Scouts Canada’s National Service Centre (Ottawa) had been selected as a pilot of the unlocking assets strategy of our new Strategic Plan. The intent is to apply for the property to be re-zoned to increase the allowable density, before seeking a partner to redevelop the site.
As an update to that announcement, the formal application for a Zoning Bylaw Amendment (ZBA) will be submitted to the City of Ottawa shortly, and as part of that process a sign indicating our intent will be placed on the front lawn of the National Service Centre over the summer. There will also be a public consultation on the Application over the next few months, the details of which will be planned in collaboration with the city.
We will continue to keep Voyageur Council members informed at key points throughout the process. The original announcement regarding the ZBA process and Q&A’s can be found here; please contact Jeff Schaffhauser (jschaff@scouts.ca) with any additional questions.
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OPP Online PRCs
We were recently notified that OPP record check applications are now online, meaning you won’t have to visit an OPP detachment in person (unless fingerprinting is required)! If you live in an OPP-policed community (outside City of Ottawa jurisdiction), you can now apply for a Record Check online by visiting the OPP’s website.
If you have any questions, please contact your Group Commissioner or Relationship Manager for support.
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Reconciliation Boxes from Raven Reads
Read Stories from First Nations, Metis, and Inuit Voices
Following our Scouts Canada’s Listening Sessions, we have heard the need for resources to support the learning journey we are all on around Reconciliation and healing relationships with Indigenous peoples in Canada. We are excited to be teaming up with the Raven Reads to provide curated resources for each of your Sections. This is an opportunity to support Indigenous-led businesses and authors!
Please click the button below to fill out the form to submit your interest in a Scouts Canada & Raven Reads Reconciliation Box pre-order coming available for purchase September 2022. By providing a name and email address below, you will receive an email in advance of sales opening up to members to order and purchase for the 2022/23 Scouting year.
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First Aid Update
Voyageur Council is planning to offer several St John Ambulance Standard First Aid CPR-C & AED (Blended) courses in the Fall and in various parts of the Council.
This course consists of approximately 8 hours of online instruction in the David Huestis Learning Centre followed by a day of in-person instruction to review the online content, cover the CPR-C and AED training, as well as write the exam. Successful completion of the online content is a pre-requisite for attending the in-person instruction.
We also plan to offer Wilderness First Aid and Advanced Wilderness First Aid courses, locations TBD.
Please contact me if your Group would like to host a Standard FA or WFA or AWFA course, as we’re always looking for new venues.
Alex Gazaleh
Council First Aid Co-ordinator
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Removal of Mandatory Vaccination Policy
Scouts Canada will no longer require its members (age 12+) to be vaccinated against COVID-19. The update to this policy will be effective September 1, 2022.
As stated in our guiding principles, Scouts Canada has continually reviewed the changing circumstances around the COVID-19 pandemic and has made policy changes based on the most up-to-date information at the time.
The significant uptake of vaccinations across the country has contributed to the re-evaluation of the policy. This change is also in line with many private sector companies, other youth serving organizations, educational institutions and other health agencies.
Scouts Canada continues to strongly encourage our members to be vaccinated against COVID-19 and will continue to follow all federal, provincial and local regulations as it relates to the COVID-19 pandemic. This includes revisiting this policy should pandemic circumstances change once again.
Click the button below to see the updates made the the FAQ page of Scouts.ca.
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WSJ 2023 – Registration Date Change
Thinking about going to the World Scout Jamboree in South Korea? Due to changes from the World Jamboree Organizing Committee from South Korea, we are having to push up our registration date to SEPTEMBER 15, 2022, much earlier than we were expecting.
Anyone wanting to register after September 15 will be put on a waiting list. One of two things may happen. If there are withdrawals, youth will substitute for youth and ISTs for ISTs. If South Korea has additional openings, we will add the wait listed youth or IST. Priority will be given to youth. There will be some late fees involved and we will explain this on the website along with the requirement for catch up/balloon payments.
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Property status as follows:
- Camp Sheldrick:
- Not yet available to book.
- Camp Legewade:
- Currently closed.
Please note that all bookings must be made at least 72 hours in advance
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COVID Restrictions
Voyageur Groups in Quebec: All Groups in the Outaouais/Gatineau region (QC) may operate under Stage 5 Scouting.
Voyageur Groups in Ontario: All Groups under all Ontario Public Health Units may operate under Stage 5 Scouting.
Updated COVID restrictions were shared in an email sent on Sunday, March 20, 2022. For more detailed information, please refer to that email or click the button below.
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As a reminder to all Scouters, for your own safety and the safety of our youth and communities, you must follow public health guidelines at all times.
When in doubt, follow the most restrictive guideline.
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Voyageur Council Key 3
Please do not reply to this email. This email address is not regularly monitored.
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Voyageur Council, Scouts Canada 1345 Baseline Road, Ottawa, ON, Canada K2C 0A7
© Scouts Canada
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