Volunteer Screening Policy

REFERENCES

Volunteer Canada – Volunteer Screening Handbook
Best Practice Guidelines for Screening Volunteers – Public Security Canada
5001-0 – CJCR Supervision of Cadets
5010-0 – CJCR Suitability Screening

PURPOSE

The Navy League of Canada (NLOC) is committed to providing a safe, supportive, and positive environment for youth. To ensure the safety and well-being of all participants, the NLOC requires that all individuals who volunteer with, or have access to, youth undergo a thorough screening process.

This policy outlines the mandatory procedures for screening, selection, and ongoing monitoring of volunteers.

GENERAL PRINCIPLES

Child and Youth Protection: Screening safeguards the well-being of cadets and ensures that volunteers meet safety and ethical standards.

Due Diligence: The NLOC has a duty of care to assess the suitability of all volunteers.

Transparency and Consistency: Screening processes are applied fairly and uniformly across all Branches and Divisions.

Confidentiality: All personal information obtained through screening will be handled in accordance with applicable privacy legislation.

POLICY

All prospective employees, members and volunteers who will have, or may have, direct contact with Cadets * , must complete the Volunteer Screening process adopted by the National Board of Directors of the Navy League of Canada.

These prospective individuals may not have direct contact, supervised or unsupervised, with any cadets, or may not have access to cadet files, until they have completed the Navy League Volunteer Screening process and are in possession of a Navy League of Canada Registered Screened Volunteer photo Identification card issued by the National Office.

The Navy League considers any person who parades and/or instructs more than three (3) times a year at a corps as a volunteer, and therefore, they must complete the Navy League Volunteer Screening process.

Volunteers are required to be re-screened every five (5) years.

* Persons seeking to serve primarily in the capacity of a CJCR Volunteer shall be registered in accordance with the provisions of Gp O 5010-0.

CRITERIA

All volunteers working with the youth of our cadet programs must be a minimum 18 years of age.

All volunteers must be a resident of Canada.

All volunteers must serve a six (6) month probationary period, during which time they are evaluated to determine if they are suitable and in what capacity they can support the League.

CATEGORIES OF VOLUNTEERS

The Navy League of Canada formally recognizes the following categories of volunteers:

League Volunteers – Individuals who contribute their time and services in support of the Navy League of Canada, typically through Branches, Divisions, or the National organization.

Navy League Cadet Officers – Individuals responsible for supporting the training, supervision, and leadership of youth between 9 to 12 years within the Navy League Cadet Corps, at the Division or National level.

CJCR Volunteers/Instructors – Individuals who provide voluntary time and services in support of the Cadet and Junior Canadian Rangers (CJCR), generally under the direction of a Corps Commanding Officer, in the delivery and administration of the cadet program. These volunteers operate under the supervision and authority of the Corps Commanding Officer. CJCR Volunteers are screened in accordance with CJCR Group Order 5010-0.

PROCESS

1. Application & Timelines: New volunteers must apply at their Branch and complete the screening process within 3 months. Renewals must be submitted before the 5-year expiry; otherwise, the full screening process must be repeated.

2. Restrictions: Cadet Officers who fail to renew on time may not instruct or parade until screening is renewed.

3. Process Oversight: Volunteers work with the Branch Screening Coordinator, who tracks progress using the Screening Log. Screening includes an application form, supporting documents (incl. Police Record Check with Vulnerable Sector Screening* ), and a formal interview.

4. Approval Chain:

• Branch Coordinator recommends or declines.
• Division Coordinator reviews and forwards.
• National Coordinator makes the final approval.

5. Outcome: Approved volunteers are registered nationally and issued a Screened Volunteer photo ID card. Declined applications are escalated to the National Coordinator with rationale.

6. Probationary Period: Begins when the ID card is issued (6 months). Volunteers must be supervised with cadets, and the Branch Coordinator must track and observe progress.

7. Responsibilities: Screening is managed by the Branch Screening Coordinator; Corps COs and Branch Presidents are accountable for ensuring it is completed.

8. Release of Volunteers: The Navy League (Branch, Division, or National) may release volunteers for just cause.

* A Police Records Check is valid for six months from the date of issue.

REVIEW PROCESS FOR APPLICANTS WITH A CRIMINAL RECORD

When an applicant submits a volunteer screening application that indicates a criminal record, a detailed review of their file will be initiated.

Automatic Unsuitable Decision: If the Police Record Check (PRC) or Vulnerable Sector Screening (VSS) identifies a conviction related to a vulnerable person, a sexual offence, or a court martial, the applicant will be deemed unsuitable without further review.

Review Required: For all other situations, the file will be reviewed by members of the National Executive Committee.

To support the review process, the following documents must accompany the application:

• A written explanation from the applicant outlining the circumstances of the conviction/adverse information
• A letter of support from the Branch President
• A letter of support from the Division President

Once the file is complete, including all required documentation, the review panel will assess the information and determine the applicant’s suitability for volunteer engagement.

DRIVER’S LOG

Driver’s Log is used to manage unscreened volunteers that assist as drivers for activities when carpooling is required. (Tag Days, for example)

As screening volunteers for single events is impractical, the Driver’s Log was adopted as an alternate means of protecting cadets during these activities.

Proper use of the Driver’s Log ensures:

• Branches have a record of each driver and the cadets they are transporting.
• All drivers have their own insurance.
• No cadet is left alone. They are always paired with another cadet.
• Cadets are aware of their rights and the appropriate safety precautions.
• Drivers are aware of their responsibilities towards cadet safety.

RECORDS MANAGEMENT

Screening documents shall be securely stored in accordance with privacy laws.

Access to screening information will be restricted to authorized Division or National officials.

REFUSAL, SUSPENSION, OR TERMINATION

The NLOC reserves the right to refuse, suspend, or terminate any volunteer whose background or conduct is deemed inconsistent with the safety and values of the youth program.

Appeals may be submitted in writing to the National Office authority for review.

HANDBOOK

A Volunteer Screening Coordinator Handbook has been created to assist Branches and Screening Coordinators in processing volunteer applications.

QUESTIONS OR COMMENTS

For additional information, please contact the Division Screening Coordinator or National Office.

c/o Navy League of Canada, National Office
screening@navyleague.ca.