Volunteer training and screening processes are designed to create and maintain a safe environment for all.
4-H Nova Scotia has a moral and legal responsibility to screen all volunteers to help protect members, volunteers and the organization as a whole.
Are you new to this process? We can help!
First things first, you need to decide if you would like to join us as a screened volunteer or a trained leader. Your General Leader or Regional Program Coordinator can provide guidance.
Below is the Screening and Training checklist. Review this to get an idea of what you will need to complete.
Forms & Documents
We thought we would make it easy and put all of the forms you need in one spot. All of these forms must be completed as part of the leader application process. If you have any questions or issues, please contact Angela Masters at firstname.lastname@example.org or 902.843.3990
All volunteers should complete their screening in a timely manner. These documents are valid for 3 years. A screening package is available from our Volunteer Services Lead and includes your registration form, Criminal Records Check (including vulnerable sector), Child Abuse Registry Check and three references. You may send in documents as they are completed. You do not need to send them at one time. References may send the completed form directly to our office.
Who has to complete the leader screening and training process?
Anyone in a position of trust within the club, district, region or province, all club related leaders (general, assistant, project), all members of council and committees who attend 4-H events where 4-H members are present must complete the leader screening and training process. This includes lumbersports and Tug-of-War coaches.
Why do 4-H volunteers have to be screened?
4-H Nova Scotia provides programs to youth and therefore has a moral and legal responsibility to screen all volunteers to help protect 4-H youth, 4-H volunteers and the organization as a whole.
Will I be required to give fingerprints for my Criminal Record (Vulnerable Sector) check?
The RCMP may ask you to submit your fingerprints in order to complete the record check. Fingerprinting may occur due to the fact that you have the same birth date and/or name as another individual – this is done simply to identify you.
Will my personal information be kept confidential?
All of your screening information will be stored securely and be held in strict confidence by the 4-H Nova Scotia office. Your screening information is not shared with any individual that is not directly involved in the screening process.
What is the difference between a leader and a volunteer?
Leaders are in a position of trust and act in a mentorship or supervision role to a group or individual 4-H members. This would include general, project or assistant leaders and the members of any committees that may be assisting at 4-H events where 4-H members are present. Volunteers are very important to the success of the 4-H program, but do not regularly provide leadership to 4-H members. Examples of volunteers would be guest speakers or presenters that are invited to a project or general meeting. All non-screened volunteers require a trained leader and screened volunteer to be present at all times while they are working with members.
Can I use a Child Abuse Registry check or Criminal Record check that I had done for something else?
If you had a Child Abuse Registry or Criminal Record (Vulnerable sector) check done for another purpose (such as employment) you can submit these documents for screening provided that they are originals (not photocopies) and that they are dated within the last 6 months. Keep in mind that, to be valid, all screening documents that you submit must be dated within 6 months of each other. If the required forms (CRC) and (CAR) are not within that timeframe, you will be required to get an updated version of the oldest form.
Once my screening has expired how long do I have to renew it?
Leaders should start the renewal process 2 months prior to the expiry date. Once your screening has expired you are no longer a screened leader and, until your renewal is complete, you cannot work with 4-H members unless a screened leader is present with you.
How long are my documents valid for?
Screening documents are valid for 3 years.
Do all of my documents need to be sent at one time?
You can send in documents as they are completed. You do not need to send them at one time. References may send the completed form directly to our office.
Additional Screening Information
Criminal Record Check
- Once the expiry date on your Criminal Record Check (CRC) has passed, you are no longer a screened volunteer. It is important you begin the rescreening process two months prior to the date of expiry. This will avoid periods where your screening has lapsed and will allow for a smooth transition from one screening period to the next.
- Please ensure Criminal Record Check (CRC) and Child Abuse Registry (CAR) are dated within six months of the date of receipt at the 4-H Nova Scotia office. If the required forms (CRC) and (CAR) are not within that timeframe, you will be required to get an updated version of the oldest form. If you are required to get fingerprints and the process is delayed, please contact our office.
- To complete the Police Record Check, you will need to go to your local RCMP/town police station and have a Criminal Records Check done. Please ensure that you take the CRC letter and all supporting documents. Some detachments may charge you for this service. This cost is not covered by 4-H NS.
Child Abuse Registry Check
- To complete the Child Abuse Register check please complete the Child Abuse Register Request for Search (Form A).
Please ensure that you attach a photocopy of your driver’s license with picture ID and health card, and mail the form to the address at the bottom. When you receive a reply letter, please enclose the reply letter (embossed original) with the remainder of your application package.
- We must receive the original copy of your Child Abuse Registry check. You will receive it in the mail and then need to forward it to our office. We cannot accept copies, scans or fax.
- Until the screening process is complete you are NOT permitted to supervise 4-H members. Each meeting will require, at minimum, two adults in supervisory role consisting of one Trained Leader and one Screened Volunteer.
- If potential Trained Leaders do not complete the screening and training process, you will receive a reminder via email or call, a letter of reminder and then a letter to inform you that you are not permitted to represent 4-H in a leadership role.