INCOMPLETE FORMS PROCESS

Nova Scotia

Occasionally forms are received that are incomplete and therefore must be returned to the member or GGC delegate for further information in order to process.

Incomplete forms can be:

  • Membership and Non Member Forms
/
  • PRC’s

  • Image Releases
/
  • General mail that requires a response

Provincial Office Process

Membership Forms- Members & Non Members

IMIS Coordinator
Unsigned / Incomplete A1’sor A7’s (adults) / Unsigned / Incomplete A5’s (Girls)
If able to identify person:
  • Copies / Scans and returns form to AC / DC with explanation and request for return of completed form(s).
  • Original form is maintained, on file, for future reference and follows up.
  • Works with Membership Support Assistant who follows up on Unsigned / Incomplete A1’s & A7’s.
/ It is recognized that non member girls occur in very rare situations and are usually youth who register as non member Unit Assistants.
  • Forwards to Membership Support Assistant for follow up & resolution.

Membership Support Assistant
Unsigned / Incomplete A1’s or A7’s (adults) / Unsigned / Incomplete A5’s (Girls)
If able to identify member:
Adult:
  • Membership Support Assistant follows up with the District Commissioner.
Girl:
  • Membership Support Assistant follows up with the District Commissioner or Unit Guider as appropriate.
  • Returns original form(s) to parent / guardian with explanation.
  • Maintains a log of returned girl forms for future reference and follow up.
  • Advises IMIS Coordinator of status of outstanding items.

PRC’s

IMIS Coordinator
PRC - Screening Issues
  • Forwards PRC and IMIS number to Provincial Commissioner.
  • Provincial Commissioner reviews and addresses concerns with national if needed.
  • Advise IMIS of acceptance or member cancelation
  • Advises member of situation

Image Releases (IR)- Incomplete or Unidentifiable

IMIS Coordinator
Incomplete (neither a Y or N have been indicated on form) / Unidentifiable (unable to read name not in IMIS)
  • Members IMIS file remains blank
  • Shreds submitted form.
  • Updates members IMIS file as complete paperwork is received.
  • Due to large number of forms received for IR’s there is no individual follow up done for incomplete IR’s received.
/
  • Maintains a file of Unidentified Image releases.
  • Periodically checks IMIS for member record
  • Updates IMIS when possible
  • Shreds unidentified forms after Dec 1 of current year.

General Correspondence - Incomplete or Unidentifiable

Office Manager
Incomplete / Unidentifiable
  • Researches contact information
  • Contacts sender for resolution
/
  • Reviews with:
  • Office Staff
  • Provincial Commissioner
  • Files for future review if needed.

H:\Common\GUIDE HOUSE\Processes\Approved\Incomplete Forms Process FINAL Aug 2012.doc