POTENTIAL MEMBER (PMBR) CANCELLATION PROCESS

Nova Scotia

Potential Members (PMBR’s) are those adult members who have submitted an A1 but have outstanding screening requirements. Potential Members can be members who are considered Inquiries in the IMIS system or new members.

While the intent to have as many Potential Members become members of the organization, it is recognized that cancellations must occur if the screening requirements are not met by the Potential Member.

The following process takes place if any of the following screening requirements have not been entered into IMIS 4 months after A1 has been received:

  • S1- Screening Checklist
  • S2- Interview Form
  • PRC- Police Record Check
  • Orientation to Guiding

Monthly:

Records (IMIS) Coordinator:
  • IMIS Coordinator runs PMBR report which indicates outstanding screening information and sends to Provincial Commissioner monthly.
  • Copies are sent to respective Area and District Commissioners for follow up.
  • 2 months after Join Date Province sends letter to PMBR advising O/S information
  • 4 months after Join Date:
  • Province sends cancellation letter to PMBR who has outstanding screening information & cc’s the Provincial Commissioner.
  • Province changes PBMR status to cancelled for those missing PRC /A1.
  • All other issues are forwarded to PC
Please note: Screening information is entered as received. During peak entry periods it may take a few days for screening paperwork to be updated.
PROVINCIAL COMMISSIONER
  • Compares current months PMBR report to previous months noting comments.
  • Reviews listing with Office Manager or IMIS Coord, noting comments
  • Membership Support Assistant follows up with PMBR for outstanding paperwork.

Membership Support Assistant
PMBR’s who have not completed their screening requirements by 2 months after Join Date:
  • Contacts respective Area and District Commissioners for follow up by phone.
  • Provides update to Provincial Commissioner
PMBR’s who have not completed their screening requirements by 3 months after Join Date:
  • Contacts respective Area and District Commissioners for follow up by phone.
  • Contacts PMBR directly for follow up by phone if necessary.
  • Provides update to Provincial Commissioner
Please note: PMBR’s who have not completed their screening requirements 4 months after Join Date , will receive a cancellation letter from Province.
Area / District Commissioner’s
2 month PMBR’s:
  • Contacts PMBR for follow up by phone.
  • Provides update to Membership Support Assistant.
3 month PMBR’s:
  • Contacts PMBR for follow up by phone.
  • Provides update to Membership Support Assistant.

NOTE: This Process will be reviewed in October 2013 to confirm the National Process.

H:\Common\GUIDE HOUSE\Processes\to be revised\PMBR Cancellation Process FINAL Sept 2013.doc