Volunteering with 4-H Nova Scotia
At 4-H Nova Scotia, the safety and well-being of our members, volunteers, and communities are at the heart of everything we do. We are committed to creating a safe, welcoming, and inclusive environment where young people can learn, grow, and thrive.
To support this commitment, all volunteers participate in a screening and training process. Volunteer screening is more than a safety measure, it helps ensure every volunteer is prepared and supported while working with members. It also provides volunteers with clear expectations, training, and resources so they can feel confident and successful in their role.
By completing the screening/training process, volunteers help us build a trusted community where youth can enjoy meaningful experiences, families can feel confident in our programs, and volunteers can make a lasting impact. Together, we’re creating positive opportunities for young people across Nova Scotia.
Rule of Two – 4-H Nova Scotia adheres to the best practice of two screened adults, one of whom must be a Trained Leader present during any in-person or online contact between 4-H leader, volunteers and members.
Renewal
To help maintain a safe and supportive environment for all participants, volunteer screening and training must be renewed every three years. You’ll receive automated email reminders before your renewal date to help you stay current.
Are you a new Volunteer/Leader or a Returning Volunteer/Leader?
New Volunteers & Leaders
First things first, you need to decide if you would like to join us as a Screened Volunteer or a Trained Leader.
Screened Volunteer
Screened Volunteers are adults who complete the volunteer screening process and register for the current 4-H year. They play an important role in supporting a safe environment for youth by helping clubs meet 4-H Nova Scotia’s Youth Safety Protocol, including contributing to supervision ratios and the Rule of Two.
Screened Volunteers may assist Trained Leaders with activities and events, provide additional supervision, and support club programming, but they are not responsible for planning or leading activities. This role is an excellent opportunity for parents, guardians, and other community members who already attend club meetings and would like to become more involved while helping create a safe and positive experience for all participants.
Trained Leader
Trained Leaders are adults who complete the volunteer screening process, required leader training, and annual registration with 4-H Nova Scotia. They are the foundation of the 4-H program, providing leadership, mentorship, and guidance to youth throughout the club year while supporting the mission and values of 4-H.
Trained Leaders are responsible for planning and delivering club programming, fostering positive youth development, and ensuring a safe and engaging learning environment. Depending on their role, they may serve as:
- Project Leaders, who teach technical knowledge and practical skills within a specific project area.
- General Leaders, who guide the overall operation of the club, coordinate activities, and support the club’s organizational and administrative responsibilities.
Whether sharing expertise in a project or leading the club as a whole, Trained Leaders help young people build confidence, develop life skills, and grow into engaged leaders in their communities.
Screening & Training Checklist
Thank you for your interest in volunteering with 4-H Nova Scotia!
Here is what you need to know about the different requirements to becoming a Screened Volunteer or a Trained Leader.
Click the titles to open the document/course.
Screening/Training Item
Screened Volunteer
Trained Leader
Volunteers and Leaders must register online with their club/county each 4-H year. Registration can be completed through the online portal for those with existing accounts or using the new volunteer registration form for new volunteers and leaders.
The Child Abuse Registry (CAR) check can be applied for online. You will be sent an email with your submission number and personalized link. Please forward this email with your birthdate to screening@4hnovascotia.ca. The CAR must be dated within six months of the date of receipt at the 4-H Nova Scotia office.
To obtain your Criminal Record Check (CRC) (with vulnerable sector), you will need to go to your local police detachment. Some detachments may charge you for this service and this cost is not covered by 4-H Nova Scotia. Please take the volunteer criminal record check letter and necessary documents with you. Online background checks are not accepted. Mail your original embossed letter to the 4-H Nova Scotia office or email a high-quality scan/photo to screening@4hnovascotia.ca. The embossed seal must be visible for the email CRC to be accepted. The CRC must be dated within six months of the date of receipt at the 4-H Nova Scotia office.
Please have three reference forms filled out by people who have known you for 2+ years. Once your references are on file, you do not need to submit new references when you renew your screening. This is for new volunteers only and isn't required when renewing your volunteer status.
4-H Nova Scotia staff will contact you for a brief telephone interview to get to know you and your experience volunteering!
This is for new volunteers only and isn't required when renewing your volunteer status.
This is for new volunteers only and isn't required when renewing your volunteer status.
The Commit to Kids Training is delivered through a series of self-paced online modules that can be completed at your convenience. The course takes approximately 1.5 hours to complete.Developed by the Canadian Centre for Child Protection, Commit to Kids is designed specifically for organizations that work with children and youth to recognize, prevent, and respond to situations that could affect the safety and well-being of young people, while promoting safe, respectful, and supportive environments. Please note: Volunteers who have completed Respect in Sport for Activity Leaders may use it as an equivalent to the Commit to Kids training, provided the certification is current.
The Youth Safety Leader Training is delivered through a series of self-paced online modules that can be completed at your convenience. The course takes approximately 1.5 hours to complete and provides leaders with the knowledge, tools, and best practices needed to implement recognized youth safety standards within 4-H Nova Scotia.
Printer Friendly Screening and Training Checklist
Important Information
- Once the expiry date on your screening has passed, you are no longer a Screened Volunteer or Trained Leader. 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) Check 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.
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.
Screening & Training Renewal Checklist
Thank you for your renewing your screening and training with 4-H Nova Scotia!
Here is what you need to know about the different requirements to complete your renewal.
Click the titles to open the document/course.
Screening/Training Item
Screened Volunteer
Trained Leader
Volunteers and Leaders must register online with their club/county each 4-H year using the registration portal. If you have any issues logging in, please reach out to your RPC.
The Child Abuse Registry (CAR) Check can be applied for online. You will be sent an email with your submission number and personalized link. Please forward this email with your birthdate to screening@4hnovascotia.ca. The CAR must be dated within six months of the date of receipt at the 4-H Nova Scotia office.
To obtain your Criminal Record (CRC) Check (with vulnerable sector), you will need to go to your local police detachment. Some detachments may charge you for this service and this cost is not covered by 4-H Nova Scotia. Please take the volunteer criminal record check letter and necessary documents with you. Online background checks are not accepted. Mail your original embossed letter to the 4-H Nova Scotia office or email a high-quality scan/photo to screening@4hnovascotia.ca. The embossed seal must be visible for the email CRC to be accepted. The CRC must be dated within six months of the date of receipt at the 4-H Nova Scotia office.
The Youth Safety Refresher Course is delivered through a series of self-paced online modules that can be completed at your convenience. The course takes approximately 1.5 hours to finish and provides leaders with an opportunity to refresh their knowledge of the key concepts, tools, and best practices introduced in Commit to Kids and Youth Safety training. This refresher course is required every three years to maintain an active Trained Leader status with 4-H Nova Scotia.
Screening & Training FAQs
All volunteers should complete their screening in a timely manner. These documents are valid for 3 years.
Please send documents to screening@4hnovascotia.ca or mail to 4-H Nova Scotia, 7 Atlantic Central Drive, East Mountain, NS B6L 2Z2.
Who has to complete the leader screening and training process?
Anyone in a position of trust within the club, county, 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?
Trained 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. Screened Volunteers are very important to the success of the 4-H program, but do not regularly provide leadership to 4-H members. 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 check.
Once my screening has expired how long do I have to renew it?
Trained Leaders and Screened Volunteers should start the renewal process 2 months prior to the expiry date. Once your screening has expired you are no longer a Screened Volunteer or Trained Leader and, until your renewal is complete, you cannot work with 4-H members unless another Screened Volunteer or Trained 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.
