Volume 1 |8 May 2017
Registration - Spring 2017:  Update
And we're off!  Registration has begun and a noteworthy 96% of Prairies registrations in the first week have been completed online by parents/guardians using Self-Registration.

To help keep the ball rolling, we've compiled a list of common issues and tips for how to fix them - what you (as a Group/Area Commissioner or Registrar) can do yourself and when help from the Service Centre Registrar is required. 
How are we doing?
2017-18 Prairies Registration Stats
Time-stamp on first registration completed :  
12:06 a.m. (Monday, 1 May)

Number completed on first day :
235
Up from 140 in 2016

Number completed in first week:
911
More than twice as many as the same time period last year (410)

Percentage of first week's nation-wide total from Prairies:
21%
down a bit from the same period last year (25%)

Percentage completed online in the first week:
96%
up significantly from the same period last year (53.5%)

Percentage completed online using LDS Coupon Codes:
4% 
up from zero last year (option not available in spring 2016)

Percentage completed online using Paypal:
7%
up from zero last year (option not available in spring 2016)
  Shout-outs to Groups:
Group with Council's First 2017-18 Registration
  • Chinook:  214th Hawkwood/Citadel
  • Manitoba:  Thompson
  • Northern Lights:  9th Fort McMurray
  • Saskatchewan:  84th Regina
Honourable mention
3rd Taber LDS
which got the Prairies' very first LDS coupon code registration

Reminder:  

Families needing financial assistance must email  nolb@scouts.ca to apply. 
Reminder:

Families needing refunds must email refunds@scouts.ca to apply.
Troubleshooting Tips

In this edition:

  • Problem:  Parent/Guardian gets message that Group is not set up
  • Problem:  Parent/Guardian gets message that Section is full
  • Problem:  2017-18 isn't an option; only 2016-17 Scouting year appears
  • Problem:  Parent/Guardian doesn't see “My Family” tab or doesn't see any/all youth on tab
  • Problem:  Parent/Guardian doesn't see renew icon beside youth's name
  • Problem:  I can't see renew icons beside the names of any participants in my Group/Section
  • Problem:  I received notification of registration for which payment failed
  • Problem:  This new registration is for wrong Scouting year
Problem:  Parent/Guardian gets message that Group is not set up
Possible Reason 1:   Banking information has not been submitted. 
Quick fix:  Accept traditional paper registration with payment to Group and Group data entry.

2017-18 Participant Enrolment Form

Note that to qualify for the early fee, the registration must be input by the Group before the fee increase occurs.  (Expected time:  10 pm MT/11 pm CT on 30 June 2017)

Traditional paper registration will not be an option after 31 August.  (All traditional registrations must be entered by the Group into myscouts before 10 pm MT/11 pm CT on 31 August.)   

Real Resolution:   Complete banking information form and submit to National Finance.

Group Financial Information Request Form

Completed forms can be sent by a variety of methods; instructions are included on the form.

Be sure to include a void cheque.

Providing your banking information is a one-way permission that allows Scouts Canada to deposit to your account; we cannot withdraw from it.

Possible Reason 2:  Group fees have not been set or have been set incorrectly.

Quick fix:  Set or edit fees.

Instructions for setting up Group fees, see pages 6-7 of the Registrars' Guide.

Group Fee Set Up Tips

Possible Reason 3:  Online Self-Registration has not been turned on.

Quick fix:  Switch “Activate Online Registration” to “Yes”.

Instructions for activating Self-Registration, see page 7 of the  Registrars' Guide.
Problem:  Parent/Guardian gets message the Section is full
Reason:  "Max Participants (next session)" box is blank or the number is too low.

Quick fix:   Set or adjust your "Max Participants (next session)".
  • Go into Group profile
  • Click to "Edit Meeting Details"
  • Scroll to the "Max Participant (next session)" box
  • Input a number perhaps a little lower than you figure the Section can handle to allow for children of prospective new volunteers to join*

*The number can be changed throughout the year as capacity allows.


Problem:  2017-18 isn't an option; only 2016-17 Scouting year appears
Reason:  Parent/Guardian is using "Register Member" or "Find a Group" option which is not available until 23 May 2017 to allow current participants advance opportunity to be renewed.

Quick fix  for parent of current participant*:  Parent should use renew icon on his/her "My Family" tab.

*"Current participant" is one registered for 2016-17 with the same Scout Group (in the same program Section or the next age-group up).  

Less  Quick fix  for parent of new participant**:  Wait until 23 May when online Self-Registration opens for new youth.

**Youth wanting to move to a different Group are treated as new.  ("New" may be new-to-Scouting or new-to-you.)
Problem:  Parent/Guardian doesn't see “My Family” tab OR doesn't see any/all youth on tab
Reason:  Parent profile not linked to youth profile.

Quick fix: Go into the youth profile, use “Edit Parent” to find and connect existing parent profile.

Service Centre Solution:  If, in the “Edit Parent” search, you notice parent has more than one profile, contact the Service Centre to merge.

Good to know:  "Edit Parent" can also be used to create a profile for a parent who does not already have one.  (Check with a Service Centre Registrar to be sure before creating a new profile.)


Problem:  Parent/Guardian doesn't see renew icon beside youth's name   
Possible Reason 1:  Parent profile doesn't include a date of birth so system doesn't identify parent as an adult able to give consent to participate.

Quick fix:  Edit parent profile to include a date of birth (or get him/her to do it).

Instructions for editing an existing profile  - your own or someone else's.

Possible Reason 2:  Youth profile does not include a 2016-17 registration.

Quick fix:  If you see an "active" registration for the youth on your roster, go into the youth profile and try "Edit Parents" to search for parent's profile - even if one already appears attached.  (There may be a second parent profile and/or a second youth profile.)

Service Centre Solution:    If, in the “Edit Parent” search, you notice parent has more than one profile, contact the Service Centre to merge.  

If youth appears to have a second profile, contact the Service Centre.



Less Quick fix for parent of new participant***:  Wait until 23 May when online Self-Registration opens for new youth.

***Youth not registered for the current Scouting year are viewed as "new" for 2017-18 registration purposes so have to waiting until after the advanced renewal period ends.
Possible Reason 3:  Parent is viewing youth's "My Family" tab.

Quick fix:     Ask parent to check whose name appears under the Scouts Canada logo in upper left of page.  If it's the youth's, ask parent to click on green circle beside own name on youth's "My Family" tab, then to click on own "My Family" tab.

Service Centre Solution:  If the issue has still not been resolved, contact Service Centre Registrar.
Problem:  I can't see renew icons beside the names of any participants in my Group/Section
Reason:  This isn't actually a problem; you're not supposed to see them.  Only parents will have the option to renew this way.
Problem:  I received notification of registration for which payment failed
 Quick-ish fix:  Check your roster to be sure there is only a "Pending" role for the youth.  
  • If yes, contact parent to log back into myscouts, locate "Incomplete Registrations" tab and click "Resume" to pick up the registration and to make payment by credit/debit card, Paypal or with an LDS coupon code.
  • If no, and there is also an "Active" role for the youth for the same Scouting year, contact the Service Centre Registrar to remove the "Pending" role.  
Problem:  This new registration is for wrong Scouting year
How to be (more) sure:   Run a "Participant Registration Report" using "All" for both the "Scouting Year" and "Registered by" fields. 

Output to Excel recommended.  

In report, check the "Registration Ends-In Year" column for "2017" - indeed the wrong year.

Reason:  Parent registered new youth before 23 May OR parent of returning youth used "Register Member" or "Find a Group" instead of the renew icon on "My Family" tab.

Quick fix:  none
Real Resolution:   Contact parent and have parent:
  • Email refunds@scouts.ca to initiate refund and cancellation of the 2016-17 registration completed in error AND
  • Register youth for 2017-18 after 23 May for new member OR using "renew" method for currently registered youth.

Fees paid for one year cannot be carried forward/credited against another; a refund and new registration are required.