International Participants and Offers of Service

How to register International Patrols and Offers of Service

This applies to non-Scouts Canada members who are members of other WOSM (World Organization of the Scouting Movement) recognised organizations.

International Volunteer in Positions of Authority

Volunteers offering service (OOS) who are registered in another National Scouting Organization (NSO) can serve in positions of authority as defined by Scouts Canada. They must therefore fulfill all liability, insurance, documentation, screening and training requirements, including a Police Record Check and background Reference Checks.

Scouting Documentation

  1. Participants and volunteers offering service who are registered in another NSO must have an International Letter of Introduction from their National office or Council on a standard form issued by the World Organization of the Scout Movement (WOSM). The purpose of the International Letter of Introduction is to identify the carrier as an actively registered Scouting member. The letter conveys no special privileges. This must accompany your registration.
    • l’Assocation des Scouts du Canada and Boy Scouts of America
      Fully active volunteers within l’Association des Scouts du Canada and Boy Scouts of America are known to have comparative training and screening to those required by Scouts Canada. An International Letter of Introduction will serve as proof that a Scouter meets the screening, training and insurance rules set out below. This must accompany your registration.

Screening and Training

  1. International Participant Scouters and Volunteers offering service (OOS) who are registered in another National Scout Organization (NSO) must provide a signed letter from their National Scout Organization (NSO) on official letterhead, confirming that the adult member has met the NSO’s standards for adult screening and this must be attached to the registration form.
    • Alternatively you can complete Scouts Canada’s Child and Youth Safety Session by registering through myscouts.ca.
  2. You must also sign the Scouts Canada’s Code of Conduct. This requirement applies without exception to any member of Scouting age 14 – 18 (Youth version) or over 18 (Adult version) who may have contact with, but will not be directly responsible for youth members under 18 years of age. This must accompany your registration.
  3. Please read Scouts Canada’s Duty of Care Policy. All Offers of Service (OOS) and Scout Leaders will be required to conform to these expectations.

Liability and Insurance

  1. Each Participant, including Scout Leaders and International Volunteers offering service (OOS) who are registered in another NSO must sign the Individual Release and Hold Harmless Agreement.
  2. Each individual (participant, Leader, OOS) must provide Proof of Medical Insurance coverage which must be obtained prior to arrival in Canada.
  3. If Proof of Organizational General Liability Insurance in North America (Certificate of Liability Insurance in North America) showing Scouts Canada as an additional insured, of not less than CAN$2 million per occurrence has been received from a National Scout Organization (NSO), subsequent Patrols or individuals are not required to provide this. They are required to provide all other documentation as indicated above.
    • Where a National Scout Organization (NSO) is unable to provide a Certificate of Liability Insurance for CAN$2 million in North America, each patrol or individual participant will be required to purchase their own coverage and provide a certificate from the insurance company. These documents must accompany your registration.

Summary of requirements:

  • If you are a registering an International Patrol, scan and upload copies of the following documents to your registration form. There will be a field for each form at the end of the registration form. You will need a signed copy of the Code of Conduct for each adult member of the Patrol and a Hold Harmless for each member of the Patrol. Scan all copies of these into one document and upload to the appropriate field on the registration form.
  • If you are an Offer of Service (OOS), scan and upload copies of the following documents to your registration form. There will be a field for each form at the end of the registration form.
  • Bring paper copies with you to PJ – these will be required when you check in.
  1. Letter of introduction from your National Organization
  2. Letter from your National Organization confirming you have met standards for adult screening
  3. Signed Scouts Canada Code of Conduct
  4. Signed Scouts Canada Individual Release and Hold Harmless Agreement
  5. Proof of Medical Insurance
  6. Proof of Organizational General Liability Insurance in North America (Certificate of Liability Insurance in North America)

Please read Scouts Canada’s Duty of Care Policy. All Offers of Service (OOS) will be required to conform to these expectations.

Visa Requirements – Letter of Invitation

Some countries require that individuals have an invitation from Canada in order to apply for a visa to able to visit Canada. Groups or OOS coming from one of those countries are welcome to attend PJ, but will need a Letter of Invitation from Scouts Canada’s National Office.

  1. Letter of Invitation requests to Scouts Canada’s National Office – International Relations must come from a Patrol’s Contact Scouter or, in the case of Offers of Service, from the Registrar for the event.
  2. To request a Letter of invitation
    1. For Patrols: please contact Scouts Canada’s National Office – International Relations at intl@scouts.ca
    2. For OOS: To request a Letter of Invitation please contact PJ2019 OOS Registrar at oosregistrar.pj@scouts.ca
  3. Countries from where citizens require visas to enter Canada are listed on the Department of Immigration & Citizenship’s website. Event organizers should check on visa requirements before requesting a Letter of Invitation from Scouts Canada’s National Office – International Relations.
  4. The National Office will request information as is required in addition to registrant’s information. This will include:
    • Complete Name
    • Date of Birth
    • Address and Telephone Number (country of Residence and in Canada (if available)
    • Purpose of the Trip
    • How long the person plans to stay in Canada
    • Details on accommodation and living expenses (including any period not spent at a Scouting event)
    • The date of expected arrival and departure to and from Canada.
  5. Please note that the visa process is lengthy. In some countries it may take considerably longer than 6 months to complete the visa application process.

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