Volunteering

For Rotary Programs, if you are:

  • NGSE, RYLA, RYPEN, RAYEC Program Lead
  • District Indigenous Relations Committee
  • District Board
  • Protecting Vulnerable People Committee
  • Club Interact Advisor
  • Club Stay-in-School Mentor
  • Club Youth Service Committee 
  • Club Youth Scholarships & Awards
  • Club Vulnerable People Programs (e.g. Seniors, New Immigrants)
 
Once started, you can continue with Steps 2 and 3 below.

For Youth Exchange Program, if you will hold one of these positions:

Youth Exchange Volunteer:

  • District Youth Exchange Committee
  • Club Youth Exchange Officer (YEO)
  • Inbound Counsellor
  • Outbound Counsellor

 

Host Family, including all persons living in the home

 
 
Once started, you can continue with Steps 2 and 3 below.

 

Renewing? Skip to Step 2

 
All volunteers interested in participating in District 5360 programs and activities for vulnerable persons, including Youth Service/Mentorship Programs working with youth and the vulnerable, must have a valid and current Volunteer Screening, including Vulnerable Sector Screening.

This process protects the interests of everyone involved and creates and maintains a safe and respectful environment for all participants in Rotary programs, activities or events.


A. When you start your application, record your username and password if applicable.

All volunteer profiles are completed online by entering information via a secure web portal identified by "https".
 
Use a personal email address so you’ll always be able to access it rather than a work email address which sometimes blocks access.
 
B. Have the emails, phone numbers, and home addresses available for three references.  These references will be contacted by email to complete an easy and quick reference questionnaire about you. Only one reference can be a Rotarian.
 
C. In "Part 2 of 7, Employment History," If you are currently a Student with no employment history, enter "Student" and the Education Institution and click "Submit page and Continue." If you are currently Retired, enter this in the "Current Employer" field and complete the "Previous Employer" if applicable. 
 
D. For Host Family Applications: Family Members who live in the house, who are 18 years+, must each provide a personal email address to complete the Youth Protection Awareness Training.
 
E.  ELECTRONICALLY SIGN with your Typed Name and Date of Birth to confirm the information is accurate and to proceed with the process. This will ensure your application is completed, and the next steps will commence automatically.
 

OBTAIN Police Record Check

For Calgary Police Service:
 
A. Download and complete this Volunteer Letter; save it as a PDF on your computer. Have the completed letter accessible to upload to CPS application website.
 
B. Click Here to Perform a Personal Information Check through Calgary Police Service. 
Record your username and password for future use. You will receive an email notification once your check has been completed, usually within 10-15 business days.  Review Calgary Boundaries here.
 
C. EMAIL A PDF (not a photo - all smartphones scan documents to PDF) of the document to the District Office.
 
 
For all other law enforcement agencies:
 
A. Download and complete this Volunteer Letter.
 
B. PRINT IN COLOUR.
 
C. Take the letter to your nearest RCMP or Police Service office to complete an Information Check:
 
D. EMAIL A PDF (not a photo - all smartphones scan documents to PDF) of the document to the District Office.
 
 
**NOTE: NOT ALL background checks are completed free of charge. As per Rotary District 5360 agreement with Volunteer Alberta - Volunteer Screening Program,  identified positions may receive free background checks; other General Volunteer positions are completed at a possibly reduced cost to the applicant.
 
***NOTE: Once received, the Police Information Check is valid for three years. The Database system will automatically prompt you to update your PIC before expiration.
 

COMPLETE the Youth Protection Awareness Course

A. The course link will be emailed from the online portal and is specific to each applicant or family member. Check your spam mail folder for it as well. 
 
B. When you have obtained a passing grade, the system should automatically record the results in your profile within the database.
 
C. Keep the system email regarding your results for your records.
 
 
**NOTE: Once passed, the training course is valid for three years. The Database system will automatically prompt you to update your training before expiration. The Database will automatically inform Volunteers via email when any part of their information requires updating.
 

When all steps are completed, you are eligible to volunteer
for Rotary Youth and Vulnerable Sector Programs!

District 5360 Protection Policy

 
Rotary International District 5360 Adheres to Policy set forth by Rotary International and the Canadian Government by creating its own Protection Policy, which District Clubs are to adopt.
 

Statement of Conduct for Working with Youth/Vulnerable Sector

Rotary International is committed to creating and maintaining the safest possible environment for all who participate in Rotary activities. It is the duty of all Rotarians, Rotarians’ spouses and partners and other volunteers to safeguard to the best of their ability the welfare of, and to prevent the physical, sexual, or emotional abuse of children and young people and vulnerable persons with whom they come into contact.
 

Volunteers

Any adult involved with any of Rotary’s Programs (Youth Exchange, RYLA, RYPEN, Interact, Stay in School, etc.) and Mentor Programs who have direct interactions, either supervised or unsupervised, with youth/vulnerable sector is considered a volunteer. Volunteers include, among others, Club and District Youth Service Officers and committee members, Youth Exchange Counsellors, Rotarians and non-Rotarians and their spouses and partners who host youth/vulnerable sector persons for activities or outings or who might transport same to events or functions; and host parents and other residents over 15 years of age of the host home, including siblings and other family members.
 
All volunteers interested in participating in District 5360 programs and activities for vulnerable persons, including Youth Service/Mentorship Programs working with youth and the vulnerable, must have a valid and current Volunteer Screening, including Vulnerable Sector Screening.
 
District 5360 has resolved that all Police Security Clearances will be valid for three (3) years. Volunteers with valid Volunteer Screening issued before this calendar year minus 3 years must re-apply should they wish to continue participating in District 5360’s Youth Service and Mentorship Programs.
 
All volunteers should also complete the Youth Protection Training through the link provided; the results will automatically be recorded in the system. 
 
Rotary International District 5360 is a member of the Volunteer Organization of Alberta, and this independent agency has vetted all the above-noted material and complies with stringent protocols.
 
NEXUS and BackCheck are not acceptable for clearance as the background check does not search the required offender databases. However, Backcheck is available only for an interim renewal, and background checks are completed within 24 hours.  BackCheck is contracted by Rotary International District 5360 to provide background checks, and results are transmitted to both the applicant (you) and District Office to update files. The applicant pays the cost of $30.
 

Volunteer Application,  NAYEN Training link, Personal References
Email District Safety Officer

 

Volunteer Letter, CPS Application, VSS Application, Submit PDF of Record Check to
Email District Administrator

 

InBound and OutBound Students, Fees, Events Schedule
Email Youth Exchange Administrator 

Contact Your Local Service
Screening Program Pro Tips
 
* Use a personal email address instead of a work one so you’ll always be able to access your application.
 
* At Step 10 of the online CPS ePIC Process, enter the VSPN number 4917CU0184.
 
* Scan and EMAIL a PDF  the results of RCMP or Police Service checks to Rotary International District 5360 Inc.