Transcript GOLDEN EMPIRE COUNCIL BOY SCOUTS OF AMERICA

GOLDEN EMPIRE COUNCIL
BOY SCOUTS OF AMERICA
LET’S GET STARTED!!
• Recharter
• Advancements
• Year-round Registration
IMPORTANT THINGS TO REMEMBER
YOUTH PROTECTION TRAINING MUST BE
TAKING BY ALL ADULTS.
(Applications will not be processed )
NATIONAL HELP NUMBER
1-972-580-2267
Table of Contents
Important Things to Remember
Rechartering
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Getting Started
Before You Recharter
Checklist for Rechartering
Frequent Mistakes made in Rechartering
What a completed Recharter looks like.
Advancements
Applications and Registration
Boys’ Life
Frequently Asked Questions
WELCOME
TO
RECHARTERING
Getting Started
Congratulations, you have been selected as the
Online Recharter Processor for your unit.
 The Online Rechartering process is great because you’ll be
in complete control of your information - which ensures
that it’ll be correct, and you can do it from home or office,
anytime that it’s convenient for you. It’s a secure and easyto-use application.
 Now that you have been selected, you must attend the Online
Recharter Training at your October Roundtable.
Please check your District calendar on the GEC website.
 During this training session, you will receive more
information and help on how to log on and process your
charter.
 Beginning October 1, 2012 the Online Recharter access will
open.
 To be eligible for the Centennial Quality Award, your
recharter must be On Time. (December 15, 2012
 This means the recharter must be submitted, signed and
delivered to the Council office with payment between
November 2nd and December 15th.
Please contact your District Commissioner for your
Districts turn in night and location.
 Here is what you’ll need to get started:
 The website: Myscouting.org
 Your Recharter Access Code: This can be found on the front of your
Recharter envelope. (This code changes every year)
 A Unit Roster (Please obtained from your Unit Advancement Processor)
 Applications (for new members only)
 Once you have logged onto the Online Rechartering web site.
 Select First-time user and enter the unit access code.
 Select the unit type and enter the unit four-digit number. (ex:70 will
be 0070)
 Create a password as instructed.
 Complete the information requested on each screen.
Note: You can stop at anytime, log off the system, and begin again
where you left off by reentering your access code and password.
Before you Recharter
 Recharters are considered on time when turned in by
12/31/2012
 The Council posting process does not start until after
January 1, 2013
 We will make an effort to have all Recharters posted within
3 to 4 months.
 Use ONLY legal names on applications. NO NICK
NAMES PLEASE!
 Once you have submitted your Recharter to council, you
can NO LONGER log into the Recharter System to make
changes or updates.
 Simplify your Recharter process, by getting new
members registered by November 1st or before
you start the Recharter process.
 ONLY THE CHARTERED ORGANIZATION
REP can hold more then one position.
(Positions include: Executive Officer, Committee
Chair and Committee Member ONLY)
 Position changes can be done during the recharter
process only without an application.
Checklist for Recharter
So you have everything you need to get started:
Your Access Code
Your Unit Roster
List of youth & adults to remain on Roster
List of youth & adults to delete from Roster
Applications for new youth & adults
List of those that want Boys’ Life
Disclosure forms for new adults
Youth Protection Certificates of new adults.
FREQUENT MISTAKES IN
RECHARTERING
Printing the Draft Copy
DRAFT VERSION:
This is a draft report
only and cannot be used
for charter renewal.
You must Submit this
unit to obtain the final
version of the Charter
Renewal Application
Please complete the posting
process and print the
finally copy.
Name Change Problem
Never put someone else
information into an existing
person’s registration, please add
them as NEW!
Note: Do not change the
record of an existing person
by inserting another person’s
information.
NO Transfers at Recharter
During the Recharter period
everyone is consider new. There
are NO TRANSFERS!!!!!
Name Changing
If a name is misspelled or
incorrect, please make
corrections on the final
printout in RED INK!!!!
Please Do Not remove middle names!
This is used only for changing
the last name of someone
newly married, adopted or
legally changing their name.
OTHER ISSUES
No signatures or incorrect signatures on adult applications and
Recharter.
Adult applications should have the Committee Chair and Charter Reps
signature.
Recharters should have the Executive Officer (IH) and the Unit Leaders
(Scoutmaster, Cubmaster...etc) signature.
No fee or wrong amount attached.
Remember NO ONE is a transfer at Recharter time, this can cause the
registration fees to be incorrect.
Applications missing.
Make sure there are applications for everyone listed on the front of the
Recharter.
Please be aware that even if you turned in an application for
someone 6 months ago and they show up on the front of the Recharter,
please either make a copy of the unit’s copy or supply a new
application.
Incomplete Applications.
Adults missing Social Security number, and not answering Question #6.
Youth missing parent information (important especially for Tiger cub) also
missing parent birth dates.
What a Complete Recharter
will have
Adding New Members
The application
form(s) for new
adult/youth
member(s) must be
submitted with the
UCRS Charter
Renewal Package.
Not submitting these
applications will delay
the process of your
Recharter.
Please only submit applications for
new youth and adults only.
Not for your whole unit!
Signatures and Fees
Signature of the
Executive Office goes
here.
Check to make sure
the fees are correct.
Make check payable to:
Golden Empire Council or GEC
Unit Leader and Contact Info
Please make sure the
Contact information
is completed.
Signature of Unit Leader
goes here.
This form must be
included with your
Recharter.
ADVANCEMENTS
ADVANCEMENTS
Please enter all advancements for Tiger cubs and 11-year-old
Webelos before the June 1st National Grade Rollover. This
will ensure that you will be able to get the awards they have
earned.
You must be registered to be an Internet Advancement
Processor. You must also create a Myscouting account.
If you are changing Advancement Processors, you must
contact the Council Office as soon as possible. Sharing
account and password information is against our policy
The Scout Shop will not except Advancement forms without
the signature of the Advancement Processor.
Applications and Registration
INFORMATION FOR PROCESSING YOUTH AND ADULT APPLICATIONS AFTER RECHARTER
Make sure all Adult applications are complete:
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Signature of the Committee Chair
Signature of the Charter Representative
Social Security number
A position
Question #6 must be answered.
A Disclosure Form
Copy of Youth Protection Certificate
Adult Application
Please indicate your Unit type
and number
Please indicate
your district
Please make sure all
highlighted areas are
completed.
All Adults Applications
must have a Social
Security number or it
will NOT be processed
Please make sure these
questions are answered.
Please enter a Position
here.
Please make sure the
Committee Chair &
Charter Rep sign here.
Please be aware that if you are transferring, dual registering or changing
positions, that all signatures are required.
The Disclosure Form
This form must be
attached to all new
adult applications!
Youth Protection Certificate
A certificate similar to this must accompany all new adult applications
Youth Application
Important things to remember when filling out a Youth Application
The Unit number
must be on the
application.
Transfer
information:
If they are coming
from a different
council, please get
the Council name .
If they are
transferring within
our council please
get the old unit
number.
Please DO NOT
forget birth dates!
DON’T FORGET THE DATE
All youth applications must be signed by the Unit Leader and Parent
Parent/Guardian
Information:
This is important,
because it provides
use with contact
information .
If your youth is a
Tiger Cub this
section must be
completed.
Position Codes
All positions can be held by male or female and the minimum age requirement for each position is
in parentheses.
Must have Positions
IH - Institutional Head (Executive Officer) (21)
CR - Chartered Organizational Rep (21)
CC - Committee Chair (21)
MC - Committee Member (21)
CM - Cubmaster (21)
DL - Den Leader (21)
SM - Scoutmaster (21)
VC - Varsity Scout Coach (21)
NL - Crew Advisor (21)
SK - Ship Skipper (21)
Positions with no charge
IH - Institutional Head
AP - Adult Cub Partner
PS - Scout Parent
Other Positions
TL -Tiger Cub Den Leader (21)
PT - Pack Training (21)
CA - Assistant Cubmaster (18)
WL - Webelos Den Leader (21)
WA - Assistant Webelos Den Leader (18)
DA - Assistant Den Leader (18)
SA - Assistant Scoutmaster (18)
VA - Assistant Varsity Scout Coach (18)
NA - Crew Assistant Advisor (18)
MT - Mate (21)
PC - Scout Parent Coordinator (21)
Remember the 1st
issue of Boy’s Life
should be received 2 to
3 months after unit is
posted.
Processing Youth and Adult applications throughout the year.
Please make sure applications are complete.
If you have a Unit account with the Council, which you will be charging
registration to, please make sure there are funds in the account.
We will no longer be processing applications if a unit doesn’t have enough
funds, no funds or a negative balance.
The Committee Chair has access to check the Unit account, please contact
the Council if you have any questions.
All applications must come across the first desk, unless mailed or faxed.
If the applications is a Dual registration, Position change or a backdate
please indicate that on the application in writing.
If the application is a Transfer please indicate the Unit number and type
they are transferring from or if from another Council, please include the
Council name.
Yes, Boys’ Life is Essential! Unit leaders work hard to
bring the best scouting program possible to their unit
members. Surveys and experience have shown that
Boys’ Life magazine is Essential to a strong Scouting
program.
A Boys’ Life subscription is $12.00 for the year.
Note to LDS Units: The Stake does not pay for Boys’ Life
FREQUENTLY ASKED QUESTIONS
Where can I get a copy of our Roster?
You should contact your Internet Advancement Processor.
Is my Recharter access code the same as last year?
No, this code changes every year.
I was the Recharter Processor last year. Should I choose First-Time User
or Returning User?
When you first login always log in as a First-Time User.
I lost my access code. What do I do?
The first person to call is your District Executive or email the Registrar:
[email protected]. Please include name, unit number and district.
I forgot my password for Internet Rechartering. What do I do?
You can use the “forgot Password” option. We only have the access codes
you create the password. So we suggest you use a password that is easy to
remember.
There are some members of my unit who are not appearing on the select
members for Renewal page. Why not?
There are a couple of likely explanations:
The member was entered after the Internet Rechartering data was
downloaded from the council or the member was never entered into the Council
system. NEW TO RECHARTERING THE RELOAD BUTTON!
Either way, the Recharter Processor should enter the member as a new participant.
CONT
How do I change my Executive Officer during recharter?
The easiest way to do this is to complete the recharter as is. Once printed,
cross out the name of the old Executive Officer in RED and provide an
application for the new Executive Officer.
How do we change our Chartering Organization?
Attach a new unit application to your recharter, along with a letter from
the previous Organization releasing the number and all property to the
new organization.
I completed my Recharter and submitted it, but I realized I forgot
someone , what do I do?
Write their name on the front of the Recharter, attach an application and
the fees for that person.
Why is my Charter not posted?
There can be several reasons for this:
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Applications are missing
No fees have been paid
Information missing on an application
Charter wasn’t submitted correctly online
Signatures missing on Charter and/or applications
Youth Protection Issues.
Please contact your District Executive for more details.
Contacting Us
Golden Empire Council, PO Box 13558, Sacramento, CA 95853-3558
(916) 929-1417 office (916) 929-4461 fax
Email: [email protected]
Website: www.gecbsa.org
This slide show was presented to you by
Judi Velasquez
Golden Empire Council Registrar
Email: [email protected]
UPDATED: 8/2012