You are receiving this message because you are (or have recently been) listed as a volunteer or employee providing support to Western Region or Manitoba Scouting as a:
  • Group Commissioner or Registrar
  • Group Treasurer or Administrator
  • Group Support Scouter
  • Scouting Relationship Manager
  • Member of a Council Key3 or
  • Member Services Administrator or Registrar

Please share this if you think someone who should have received it may have been missed. (e.g. someone with a recent role change, or who may have previously unsubscribed)

Prairies Website is gone...

(Deleted very recently in error; no plan as yet on what's to be done.)

For now, if you need a PRC request letter or Financial Reporting guide/template, please contact WestRegistration@scouts.ca.

(The letters haven't changed in a while so if you have one saved within the past year - perhaps longer - it may still be "good", but if you're not sure or need one now, please contact us. If you can wait, please do.)


Financial reporting documents are also available via the BCY Admin page.
Be in the know...
Monday, 26 October
  • Participants who were registered for 2020 can be registered for 2021.

Monday, 9 November
  • Participants registered for Free Trial can be upgraded to full membership through 2021 registration.

Monday, 16 November
  • General public registration.


Note change from previous years:

Participants can join any Group in the country that has space available during early registration period - not just the Group with which they've been registered for 2020.
Section Selection
Unlike the older MyScouts registration platform, Join Scouts defaults to a particular age-group (Section) based on the youth's age as of 31 December 2020.

While this "safety" generally prevents parents from registering themselves as Participants or their youth in the "wrong" Section, it may put some youth in an older or younger Section than what they'd prefer/what the Group believes appropriate.

Until 1 January through WestRegistration@scouts.ca, Groups can transfer requests of these youth to other Sections in their Group. (The "Transfer Participants" tab works only for the current Scouting year; beginning in January, you'll be able to move 2021 Participants yourself - that becoming then the "current year".)

For transfers to other Groups, please see "Participant Transfer".
About Waitlists
  • Are not offered if the Section has space available

  • Tabs don't appear unless there's someone on them

  • Are impacted by a Section's "Max Participants" numbers (see right pane for more information)

  • Are activated when space becomes available: an automated email invitation is sent to the email address provided for the person waiting longest (one send only)

  • Allow invited-parent 48 hours from send time to click link in email to accept the offered spot

  • Move on to the next on the list if no action is taken within 48-hours OR if parent clicks to "Decline" the spot

  • Cannot be shuffled or reorganized by staff or volunteers to prioritize one person over another **
About "Max Participants"

2020 number (now) is for Extended year/Free Trial period only.

"Not Renewed" 2020 Participants can have membership extended in the same Section even if capacity has been reached - but no new can join.


2021 number (now) is for the new Scouting year

2020 members (and others) would be pushed to Waitlist if this capacity number is reached

**
Please do not take down parents' contact information and tell them you'll contact them if space becomes available; direct them to use the Waitlist option in the Group Browser (or, if you don't expect to have space, suggest they try another Group)
NOTE:
"Active" Section Scouters can register their youth in the Section even if capacity is reached; they bypass the Waitlist. ("Active" Group Committee members too.)
Group Fees
Are your dates right?
Groups that do not expect a fee to be collected on their behalf at registration do not have to set up fees. (It is no longer necessary for fees to be set up in order to allow online registration - only the National Fee has to be set.)

If you do expect fees - and you expect them for all 2021 registrations (or at least the ones from today onward), please be sure that your:

  • "Registration Year" is 2020-2021

  • "From" date is today (or earlier)

  • "To date is 12/31/2021" - You may have to type this date if the calendar doesn't allow you past the end of August 2021.

The date range is the registration period, not the program period for which people are registering.

Check your "Fees" tab - and edit as may be required.

If no 2021 fee has been set and you want one, please use the "Add Fee" option in the Group profile.
Groups that do not expect a fee to be collected on their behalf at registration do not have to set up fees. (It is no longer necessary for fees to be set up in order to allow online registration - only the National Fee has to be set.)

If you do expect fees - and you expect them for all 2021 registrations (or at least the ones from today onward), please be sure that your:

  • "Registration Year" is 2020-2021
  • "From" date is today (or earlier)
  • "To date is 12/31/2021" - You may have to type this date if the calendar doesn't allow you past the end of August 2021.

The date range is the registration period, not the program period for which people are registering.

Check your "Fees" tab - and edit as may be required.

If no 2021 fee has been set and you want one, please use the "Add Fee" option in the Group profile.
Transfer Participants
When you can't do it yourself
Although Groups can use "Transfer Participants" tabs in Sections to move your between their own Sections, this only works during the same Scouting year (so you can't move 2021 Participants ...yet).

Request assistance from WestRegistration@scouts.ca for transfers of:
  • 2021 Participants (before 1 January 2021) between Sections in your own Group
  • Participants from other Groups to your Group**

**If a family approaches you, you're the Group the youth is leaving and you're:
  • Able to connect with the other Group, great! Ask the other Group request the transfer.
  • Not able to connect with the other Group, suggest the parent seek help via helpcentre@scouts.ca or by clicking "Support" in their MyScouts account.

Be aware:
  • You do not have to change your "Max Participants" numbers to move Participants between Sections in your own Group (nor if you request moves to your Group by WestRegistration@scouts.ca), however...
  • Space(s) vacated by the youth transferred out will become available as soon as the transfer has been completed in MyScouts. If Waitlists exist, the next person on the list will be notified of the space.
About WestRegistration@scouts.ca
WestRegistration@scouts.ca is the shared email address for Member Services Registrars in Western Canada.

Please:
  • Use WestRegistration@scouts.ca to seek support with Registration, Readiness and MyScouts
  • (Do not use the individual email addresses of MS Registrars unless replying to a message sent to you by one of us using our own email addresses)
  • Note that the email address now directs through the Helpcentre - making it easier for us to track your inquiries
  • Use clear subject lines to highlight your needs (e.g. "BackCheck Invitation request", "Scouter training status inquiry", "Youth volunteer registration help", "Group Committee role change needed", "References status check", "Ministry ID verification request"); indicating your Council and Group can be helpful too
  • Include names in messages if you're asking about or inquiring on behalf of a particular Scouter, parent or youth
  • Trust that we do our very best to respond in a timely manner and in the order received
  • Be aware that you may receive replies from Member Services Registrars in other parts of the country (and that we in turn may provide support to other parts of the country) depending on regional volume. The aim here is to equalize support to all of our members and prospective member-families.


A note about using our individual email addresses:

We are forwarding to WestRegistration@scouts.ca messages received through our individual email accounts. If you send directly to WestReg, you'll likely get a reply sooner than sending to us and being forwarded.