Specialty Communities

Membership - Screeners Manual

Position Descriptions - Provincial Screening Team Leader and Local Screening Specialty Community

Elements of Screening

Reports

Required Screening Element

Initial Contact

Completing the Interview

GGC Standards for Police Records Checks

Safe Guide Training

Resources

Contacts

Position Descriptions - Provincial Screening Team Leader and Local Screening Specialty Community

Purpose: To ensure that the screening process is completed in accordance with the national Adult Member Support Procedure – Screening (see Resources)

Membership:

• Provincial Screening Team Leader appointed by the Provincial Commissioner
• Additional members to fulfill the responsibilities of screening.

Each ACL will select the members of her team to work within her community. The number of members of the team will vary from community to community depending on such factors as geography, membership numbers and time availability.

The members of each Local Screening Specialty Community are responsible to their Administrative Community Leader.

Partnerships:

Volunteer- Membership Registration/Retention Adviser, Screening Team Leader
Staff- Membership Support Manager, Registration Coordinator

Term:

Need for Specialty Community reviewed annually by Provincial Commissioner and Provincial Screening Team Leader. Based on ongoing need and mutual agreement, current community members may continue indefinitely.

Responsibilities

a) Provincial Screening Team Leader:

• Works with ACLs to assist when insufficient screeners are in place to make certain that screening occurs in a timely fashion.
• Educates screeners about their responsibilities, and in partnership with the ACLs, monitors their ongoing effectiveness.
• Available as a resource for consultation by Local Screening Specialty Community members regarding questions and resolution of problems.
• Is a resource for Members and staff regarding screening
• Annually reviews processes and makes recommendations for improvement.

Accountable To: Ontario Council via the Deputy Provincial Commissioner - Administration

b) ACL

• Appoints screening team members as required in her community
• Assigns PMBRs to Screeners using the process determined by the ACL and UA
• Monitors PMBR and INQA reports
• Follows up with screener and PMBR to support completion of mandatory screening interview in a timely manner
• Ensures that screening interview is carried out in accordance with the GGC Adult Member Support Procedures – Screening.
• Working in partnership with the Screening Team supports new adults through the Membership process

Accountable To: Ontario Council via the Deputy Provincial Commissioner - Administration

c) Local Screening Specialty Community Members:

• To ensure that screening interview is carried out in accordance with the GGC Adult Member Support Procedures – Screening.
• To ensure that all results of the screening process are communicated in a timely fashion to the UA as per process.

Accountable To: Administrative Community Leader

Elements of Screening

As a screener, you will be responsible for:

• Completing the personal interview/Welcome discussion including responding to any questions the PMBR might have about Orientation to Guiding
• Record Keeping

The individual is responsible for:

• Submitting the Application (A.1 Membership Application Form)
• Obtaining the Police Records Check (PRC)
• Reading the Orientation to Guiding booklet prior to her interview

Staff are responsible for:

• Completing the personal reference checks
• Initiating the PRC application and follow-up

A Potential Member (PMBR) must complete the entire screening process within six months. Screening progress communications will be sent to PMBRs from the Membership team:

• an initial e-mail indicating what elements the PMBR is responsible for and the link to myBackCheck
• reminder e-mails to complete their PRC and other elements of screening
• cancellation letter after 6 months if screening is not completed.

When all of the required screening elements are successfully completed, the PMBR will become a Member and she will be mailed her iMIS profile, branch appointment pin and a welcome message from the Provincial Commissioner.

When a PMBR becomes a Member, it also triggers correspondence from GGC which will include the new Member’s GGC Screening Card.

The most important thing that you can do is schedule the interview immediately following notification of completion of references and PRC. This will ensure that the screening process is completed as quickly as possible.

If you have questions about any part of screening, contact the Provincial Screening Team Leader and she will be happy to help you.

Reports

The Potential Member Status Report lists all the PMBRs in a community and which screening elements have been completed and which are still outstanding.

ACLs and Screeners can access this report in Member Zone at any time. To access the report, login to Member Zone, select ‘iMIS Central’, then ‘my iMIS’ and ‘Roster Reports’. Scroll down to find the PMBR Status Report.

Required Screening Elements

Individual	Required Elements
Adult brand new to Guiding	• A.1 Membership Application Form • Two Personal Reference Checks • PRC • Orientation to Guiding • Interview
Former adult Member returning to Guiding after an absence of less than two years	• A.1 Membership Application Form • PRC (if she already has a valid PRC recorded in iMIS, it does not need to be redone) • Welcome discussion (does not need to be documented)
Current Youth Member becoming an adult Member	• A.1 Membership Application Form • PRC (If the Youth Member already has a PRC in iMIS that meets GGC requirements it must have been completed after her eighteenth birthday.) • Welcome discussion (does not need to be documented)
Former adult member returning to Guiding after more than two years away	Same as an Adult Member brand new to Guiding with the exception that if she already has a valid PRC recorded in iMIS, it does not need to be redone.
Former Girl or Youth Member becoming an adult Member	Same as an Adult Member brand new to Guiding
Non-member becoming an adult Member	Same as an Adult Member brand new to Guiding with the exception that if she already has a valid PRC recorded in iMIS, it does not need to be redone.

Initial Contact

A person interested in becoming a Member may inquire directly to a community office; her name may be forwarded by another Guider or directed to the office via the national web inquiry. She will be entered into iMIS as an INQA (Inquiry – adult) and an iMIS number will be generated. She will be sent the A.1 Membership Application form, and the IR.1 Image Release form with the request that the forms are completed and returned to the appropriate office.

Four things related to screening happen when the completed A.1 is returned:

1. The individual changes from an INQA to a PMBR in iMIS.
2. The PMBR is matched to a Screener in iMIS using a process determined by the ACL and UA.
3. Membership Support sends a letter setting expectations and providing the link to myBackCheck to complete a PRC
4. The Screening Administrative Assistant initiates contact with the references provided by e-mail and phone.

If you receive an A.1 directly, forward the original to the appropriate office for iMIS entry.

Although the PMBR’s information has been entered into iMIS, she is not a Member until the screening process is complete. As these women are not yet Members, there are restrictions on their role as a supervisor. These restrictions are described in Safe Guide.

Completing the Interview

When you receive notification from the membership team that the two references and PRC are completed, the interview may be scheduled. The notification will include a copy of the A.1 and references.

The responses of the references must be reviewed before the interview takes place. Use the opportunity of talking directly with the PMBR to assess if the information provided by the references reflects what you are seeing and hearing during the conversation. If the PMBR was a previous adult Member, obtain a copy of her profile from your UA before the interview.

Interview the PMBR either in person (preferred) or by telephone.

The one-on-one interview is about communication. It is a conversation with a particular purpose: to determine if there is a natural fit between the PMBR and the position available. When the interview ends, the PMBR will know if this is the right position for her and the interviewer will have learned about the PMBR’s ability, commitment to fulfilling the role and the most suitable placement for her.

• Follow the interview questions on the form S.2. Interview questions are subject to Human Rights Legislation; for fairness and equity and to avoid the possibility of discrimination, do not add questions (except for clarifications).
• Record answers to the questions (there is space for answers directly on the form). Use additional paper if required.
• Information gathered during the interview is confidential.
• Confirm that the PMBR has reviewed and is in agreement with Mission, Vision, Promise and Law and the Code of Conduct as indicated when signing the Member Volunteer Agreement portion of the A.1 
• Confirm that the PMBR has read Orientation to Guiding and respond to any questions the PMBR might have.

When the interview is completed, complete and sign an S.1. The signature on the second page of the S.1 confirms that you are certifying all required elements of screening (interview and OTG) - excluding staff responsibilities of PRC and conducting references – have been completed in accordance with GGC screening policy.

The S.2 and S.1 are then submitted to your UA as soon as possible after the interview is completed.

GGC Standards for Police Record Checks (PRC)

In the rare event that a PRC result is not clear and does not meet the screening requirements of Girl Guides of Canada, you will be advised by the Membership Support Manager. The Membership Support Manager would notify the individual directly to advise her that a conviction indicated in her PRC precludes both her membership in Girl Guides of Canada and her participation in Girl Guide activities unless/until a pardon is received. The ACL will also be informed of the PRC status.

Safe Guide Training

GGC requires that every Unit Guider completes the Safe Guide training module within six months of joining the organization. As a Screener, it is not your responsibility to ensure that training takes place. It would, however, be very helpful for you to outline the mandatory requirements for Safe Guide training and to provide direction on how the training could be accessed.
Safe Guide training can be taken at a face-to-face session and available sessions are listed here or online using the national e-Learning module.

The PIN Number and instructions on how to access e-Learning are sent to Potential Members by the Membership team. If the individual has mislaid or forgotten their PIN, they can contact the Membership Administrative Assistant for a replacement.

Resources

• Girl Guides of Canada Adult Member Screening Policy is found in Module 2 of the Adult Member and Volunteer Support Resources
• Girl Guides of Canada Adult Member Performance Management Policy is found in Module 3 of the Adult Member and Volunteer Support Resources.
• Guiding Essentials

Forms:

• S.1 Screening Checklist 
• A.1 Membership Application
• IR.1 Image Release Form
• S.2 Interview Form
• Orientation to Guiding Booklet

Contacts

Provincial Volunteers:

Provincial Screening Team Leader
Membership Registration/Retention Adviser

Provincial Membership Staff:

Nikki Cahill, Membership Administrative Assistant
phone: (416) 926-2351 ext 2472
toll-free: 1-877-323-4545 ext 2472
fax: (416) 920-1440
email: membersupport.admin2@guidesontario.org

Screening Administrative Assistant
phone: (416) 926-2351 ext 2472
toll-free: 1-877-323-4545 ext 2472
fax: (416) 920-1440
email: screening.admin@guidesontario.org

Marilyn Worth, Registration Coordinator
phone: (416) 926-2351 ext 2471
toll-free: 1-877-323-4545 ext 2471
fax: (416) 920-1440
email: registration.coord@guidesontario.org

Moira French, Membership Support Manager
phone: (416) 926-2351 ext 2470
toll-free: 1-877-323-4545 ext 2470
fax: (416) 920-1440
e-mail: membersupport.manager@guidesontario.org

Membership staff mailing address:

Girl Guides of Canada, Ontario Council
14 Birch Ave, Toronto, ON   M4V 1C8