Transcript Slide 1
Rechartering A - Z Fall 2013 Agenda • Some conventions in this presentation • What’s new this year • New Fee Structure • Position Code changes • No transfer fee (shouldn’t really apply to recharter) • First steps • [Recharter Itself – Questions] • Recharter completion – Reports – Follow-up – Final submission • Recharter day Slide 2 Rechartering A-Z, Fall 2013 Some conventions for this presentation The training has been a little confusing in the past, so… • We will use the term “Recharter Packet” to mean the handout you got at Roundtable/Recharter Training − The Recharter Packet has in it a very important list called the 2013 – 2104 Recharter Checklist which is intended to make your job a whole lot easier and more predictable − Part of the Recharter Training will be to explain what else is in the Recharter Packet that is of note • We will use the term “Charter Renewal Application” to mean the output of the Internet Recharter system − This is form that is submitted to the BSA that has all the membership renewal from your unit − It is produced as part of the Internet Recharter system and must be signed by the Charter Executive and the Unit Leader before submitting − It is usually submitted as part of your District’s Recharter Day Slide 3 Rechartering A-Z, Fall 2013 What’s New This Year 2014 FEE CHANGE • The 2014 registration fee has changed to $24 per registrant • The Church of Latter Day Saints (LDS) has graciously agreed to fund all of their units and will pay the National Council directly • • No registration fees nor Charter fees need to be collected at time of Recharter for LDS units This does not include the Boys Life fees, if individuals have requested this • This fee change will begin on January 1, 2014 so all recharters that expire on December 31 or January 31 will be affected • The “catch up” registration fee charged to cover new applications in the last month(s) of the 2013 year are not affected. These will still be $1.25 per month • There are no longer any fees associated with transferring a registration to another unit • • Slide 4 This went away earlier in the 2013 This should not affect Recharter since you shouldn’t be doing transfers as part of this process. Rechartering A-Z, Fall 2013 What’s New This Year Position Changes: • • • • ScoutParent Position has gone away – that doesn’t meant that BSA is discouraging parental involvement though! Adults in these positions will still be listed in your roster when you recharter but you will get a message to change their position to another The closest corresponding position is Unit Scouter Reserve however be aware that is a fee position, unlike the ScoutParent ScoutParent Unit Coordinator has been renamed to Parent Coordinator • What’s coming: • • Slide 5 Soon the unit’s top leaders will be able to use the unit dashboard within the new MyScouting Tools system to make changes to unit adult positions without the need for them to complete a new adult registration form and submit it to our council registrar. In the meantime, adults who wish to register as a Unit Scouter Reserve should complete a new application showing position code 91U, complete online youth protection training using their BSA person ID number, and attach the registration fee for the remainder of the unit’s charter year. Rechartering A-Z, Fall 2013 What’s Not New This Year The user interface to the Internet Recharter system has not changed • If you have not used the Internet Recharter System before, going through the tutorial ahead of your actual recharter will help you a lot https://scoutnet.scouting.org/ucrs/Help/tutorial/main.html The 2012 Charter Agreement (the old goldenrod multi-part form) will be handled by the District Executives again this year • • • Slide 6 The DE will contact the Charter Organization Executive Officers and obtain their signatures The DE will be responsible for merging this in with the unit’s Charter Renewal Application prior to recharter submission Your DE may have asked for your help with this but that doesn’t mean that they are off the hook in terms of responsibility Rechartering A-Z, Fall 2013 First Steps FOLLOW THE PAPER CHECKLIST…it really does work Remember there are two different IDs – One for the advancement system – One for the recharter system – Only the Recharter ID is listed on the Checklist There is a timeline that will make recharter more effective and… way less stressful (for everyone) if you follow it! – Let’s go over that now… Slide 7 Rechartering A-Z, Fall 2013 Recommended Timeline Determine when your District’s Recharter Day is…let’s call this “R”. 1. At R – 60 days… – Download your roster and check it against your youth and adult membership 2. At R – 50 days… – – Contact every youth and adult member to see if they are continuing Ensure that all adults who need to, have taken Youth Protection Training (YPT) 3. At R – 40 days… – – – – Get the applications filled out and signed for all new adults and youth, or for those who are continuing but who are missing from your roster Double check that all signatures are correct on the applications For all adult applications, make sure you have the corresponding YPT certificate Make an appointment with the Charter Executive for several days before Recharter Day so that they are available to sign the Charter Renewal Application 4. At R – 30 days… – – Slide 8 Prepare your data (either download or upload from your unit management software) Complete the Internet Recharter process Rechartering A-Z, Fall 2013 Step 1 at R – 60 days DON’T sign onto the Internet Recharter System yet! Check your roster on the Internet Advancement System: – www.atlantabsa.org > Program/Services > Advancement link > Internet Advancement sublink to get to the system • Sign on to the Internet Advancement System (next slides will explain) • Note that your unit may have changed this password – check with your Advancement Chairman • Choose Load Roster • Choose Review Unit Roster • Click on the printer icon (upper left) to print your Roster and then log off the system – If for some reason you can’t get your roster, contact your DE Check this roster against your records for adult and youth members – If you can’t find a member on this list, they won’t appear on the Recharter download either, so a new application will be necessary Slide 9 Rechartering A-Z, Fall 2013 Use MyScouting.org to get to Internet Advancement Slide 10 Rechartering A-Z, Fall 2013 …or use the AAC Website and Program/Services Slide 11 Rechartering A-Z, Fall 2013 How to get your roster from Advancement Slide 12 Rechartering A-Z, Fall 2013 How to get your roster from Advancement Slide 13 Rechartering A-Z, Fall 2013 How to get your roster from Advancement Slide 14 Rechartering A-Z, Fall 2013 Step 2 at R – 50 days • Check Roster with unit record for youth and adults − CHECK YOUTH PROTECTION TRAINING DATES FOR ADULTS – make sure that all adults everyone has taken YPT within two years of the unit’s recharter date − You can do this through MyScouting.org using the BSA IDs from the roster • If anyone is missing from the roster as you have downloaded it, you will need to get a new application for them (youth or adult) – reconcile yourself to that fact: – The Internet Recharter System will tell you the same thing when you get there – This is National Policy with no exceptions – Allow time to get the app from the individual, signed by all the appropriate people and then signed by the relevant authority (Unit Leader and/or COR) • Take an inventory of who is returning for next year − Generally you should not drop them until they confirm that they are not returning − If they are not returning, note the reason for their decision so that you can enter it later in Stage 4 on the Internet Recharter Slide 15 Rechartering A-Z, Fall 2013 Step 3 at R – 40 days • Gather all your new applications − Check and double check the required signatures − Ensure the adult applications have a valid social security number – a dummy number will simply delay the process − If an adult has a problem putting the SSN down on the paper form, check with your DE to make special arrangements • Make an appointment to go see the Charter Executive at least several days before the Recharter Day − This will ensure that you can get them to sign the Charter Renewal Application, once you create it using the Internet Recharter system • Collect all registration fees, if they are not already included in unit dues • Remember that the 2014 registration fee has increased to $24 per member Slide 16 Rechartering A-Z, Fall 2013 Step 4 at R – 30 days Prepare your recharter data using one of two options to get information into the online system: – DOWNLOAD information from the BSA to your PC, edit it there and submit • Remember anyone helping you would have to use the same PC for editing the data – UPLOAD data from your unit-management software • Note that PackMaster/TroopMaster and TroopSoft (formerly ScoutSoft) are now the only two software packages approved for electronic interaction with the BSA • Rank N’ File, and Scoutmate are no longer doing business If you plan to download, there is no more preparation to do – The initial roster you printed from the Internet Advancement System will match the download data If you plan to upload, you must generate the transfer file before you sign on to the Internet Recharter System – For TroopSoft, use the Maintenance> Rechartering subsystem to create the transfer file – For PackMaster/TroopMaster, use the Reports> Scout/Unit General> Council Recharter> Annual Recharter subsystem (see next slide) Slide 17 Rechartering A-Z, Fall 2013 Generating a transfer file from TroopMaster Slide 18 Rechartering A-Z, Fall 2013 Generating a transfer file Note that when specifying the file location, you are simply specifying the folder in which to place the file, not the filename The file itself is a comma-separated value (.csv) file, whose name is calculated by the system, in the form: CHTxnnnn.csv where x = and nnnn = - C for Cub Pack S for Scout Troop P for Venture Crew or Ship V for Varsity Team E for Explorer Post unit number For example, CHTS2143.csv = Troop 2143’s transfer file This file is automatically produced in the format compatible with the National BSA database called ScoutNet - Not only is there no need to edit this file, you will mess it up if you do so - If you need to change the information, go back to TroopSoft or PackMaster/TroopMaster, make the changes and regenerate the file Make a note of the filename and the directory that the file is loaded into Slide 19 Rechartering A-Z, Fall 2013 Now you’re ready for the Internet Recharter System If you have not used the Internet Recharter System before, going through the tutorial ahead of your actual recharter will help you a lot https://scoutnet.scouting.org/ucrs/Help/tutorial/main.html Slide 20 Rechartering A-Z, Fall 2013 Use MyScouting.org to get to Internet Rechartering Slide 21 Rechartering A-Z, Fall 2013 …or use the AAC Website Program/Services Slide 22 Rechartering A-Z, Fall 2013 Internet Recharter System – Look & Feel Slide 23 Rechartering A-Z, Fall 2013 Internet Recharter System – On line Help Slide 24 Rechartering A-Z, Fall 2013 Internet Recharter System – FAQs Slide 25 Rechartering A-Z, Fall 2013 Internet Recharter Tutorial – Look and Feel Slide 26 Rechartering A-Z, Fall 2013 Sign-on Process Slide 27 Rechartering A-Z, Fall 2013 Sign-on Process WRITE DOWN THE PASSWORD YOU SELECTED! Account registration is simple to complete and requires name, password, e-mail address, and telephone number of the unit renewal processor. If you lose your access code, contact your Unit Commissioner If you lose your password, contact the Council Office to reset your recharter – please note that this will force you to start over! (so write it down, share it with unit…really) Slide 28 Rechartering A-Z, Fall 2013 The 5 Stages of Internet Recharter See the separate presentation for the full overview of the Internet Recharter System Slide 29 Rechartering A-Z, Fall 2013 Internet Recharter System After completing your recharter but BEFORE hitting Submit on the Stage 5 screen of the Internet Recharter System: – – Have ALL applications signed and in hand…if you don’t have the signed applications by this point, you should probably remove them from your roster and submit them after recharter Print copies of your draft roster as it stands and have 2-3 of your leaders check it over to make sure it’s right…this is the point to make any necessary changes Complete your recharter by hitting Submit on the Stage 5 screen of the Internet Recharter System: – – – Print three copies of your completed Charter Renewal Application Have each of the copies signed by the Charter Executive and the Unit Leader Attach any youth and adult applications that you are instructed by the System to have with you, along with the YPT completion certificates for these adults Do not write any checks at this point (the money calculation on the Charter Renewal Application will not be correct – do not write checks based on that amount) – Bring 3 blank signed checks (or bring your Treasurer) with you to Recharter Day along with your completed Charter Renewal Application (see below for Recharter Day details) You will turn all your paperwork and money in at your District’s Recharter Day event (see below) – – Slide 30 DO NOT TURN YOUR CHARTER RENEWAL APPLICATION DIRECTLY IN TO THE COUNCIL SERVICE CENTER If your District does not have a Recharter Day, then turn the Charter Renewal Application in to your District Executive Rechartering A-Z, Fall 2013 YPT and Recharter - Reminder How adult Youth Protection Training works with Recharter – As part of Stage 2 (Update Roster), Step 5 (Update Member Data) for registered adults, the system will display a flag of whether this adult has taken Youth Protection Training (YPT) within two years of the unit’s expiration date – If an adult’s YPT date is older than 2 years prior to the unit’s charter expiration date then an “N” will appear in the “YPT Trained” column. Otherwise, it will display a “Y” • After you determine your adult roster for next year, you should also go into myscouting.org and look up the YPT date for each of your leaders using their BSA ID (from the roster) – this will give you a warning about those who are about to expire – If an adult has been flagged then you should do two things: 1. Hound all such leaders to take the 20-minute online course and don’t let up until they do (this is the preferred option because it is the right thing to do) 2. Point out that the system will automatically drop them as registered leaders shortly – Note that this means that they will have to come back as a new leader and fill out another adult application…this should motivate them – ALL new applications must be accompanied by the completion certificate for their youth protection training Slide 31 Rechartering A-Z, Fall 2013 YPT and Recharter Stage 2, Step 5: Update Member Data: YPT information displays. Adults who have current Youth Protection Training will show “Y” flag Slide 32 Rechartering A-Z, Fall 2013 YPT and Recharter Remember the “Update unit roster” button in Stage 2 (Update Roster), Step 2 (Select Members) This button does two things: – First, it will check the current roster that you have loaded (either upload or download) and add any members (youth and adults) who are on the national database but not in your loaded roster – Second, it will update the YPT flag for all adults in the loaded roster This has two benefits: – You no longer have to hold new applications if it’s within 6 weeks of recharter day (still a good idea if it’s within 1-2 weeks though) – You can get a current listing of those who have taken YPT even after you’ve started your recharter process Note: if a new member is added in this process who was already registered in BSA, the system will decide that the entry without the BSA ID is the duplicate and remove it Slide 33 Rechartering A-Z, Fall 2013 YPT and Recharter In Stage 2 (Update Roster), Step 2 (Select Members) hit the “Update unit roster” button to: • update the YPT flag, or • add any new members that have been registered since you initially loaded your membership data Slide 34 Rechartering A-Z, Fall 2013 JTE and Recharter How Journey to Excellence works with Recharter – The second item on the unit-level JTE scorecards is retention, which obviously is very much affected by recharter – You probably won’t be able to calculate this number until you complete the recharter process – The formula is this: Number of youth members on this year’s recharter (C) divided by the number of youth members on last year’s recharter (D) plus any additional youth members (E) minus any transfer outs or age outs (F). Total = (C) / (D+E-F). – To calculate the total, you will need three reports: • Your roster as it stands today (pre-recharter) from the Internet Advancement System • Your Charter Renewal Application from last year • Your Charter Renewal Application from this year – See the next page for the steps Slide 35 Rechartering A-Z, Fall 2013 JTE and Recharter Retention Percent = (C) / (D+E-F), where C is the number of youth members on this year’s recharter, D is the number of youth members on last year’s recharter, E is the total number of youth members who joined this year and F is the number of scouts who have transferred out (i.e. stayed in scouting but are with another unit) or aged out of your program (Cubs, Scouts, Venturing) C = # Youth listed on the signature page of this year’s Charter Renewal Application D = # Youth listed on the signature page of last year’s Charter Renewal Application E requires that you compare last year’s recharter report and the roster as it stands today to see which youth names are new F = # youth dropping for reasons 1, 2 or 3 in Stage 4, Step 2 (Membership Inventory). Up to now, this information has been anecdotal but now it’s IMPORTANT! F is tricky since you often don’t know for sure that a scout has transferred or just left scouting. The best approach is to call the scout’s family to make sure but if that’s not practical, you will have to estimate. Slide 36 Rechartering A-Z, Fall 2013 The Charter Renewal Application The standard layout for the Charter Renewal Application is: – – – – – – – – – New Adults New Youth Name Changes Charter Information and Fees Adult Member List Youth Member List Dropped Report (Adult and Youth) No Fee Report Adults Without Youth Protection Training Report When the Charter Renewal Application is in an “in progress” state, the report will be clearly marked as such – you cannot submit the report in this state: – It will have a DRAFT watermark on all its pages – There will be the following phrase sprinkled throughout the report 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. Slide 37 Rechartering A-Z, Fall 2013 Before you go to Recharter Day • Check and double check that all the correct signatures are on all the documents – Charter Renewal Application • Unit Leader and Executive Officer (not COR) sign this – Adult applications • Adult, Committee Chair and COR sign these – Youth applications • All but Venturing: Parent and Unit Leader sign these • Venturing (and Ships): Venturer and Crew Advisor/Skipper sign these Slide 38 Rechartering A-Z, Fall 2013 Recharter Day - Checklist You need to bring the following One complete Charter Renewal Application – Printed out from Stage 5 (not before – i.e. no DRAFT watermarks) – Signed by the Charter Organization Executive Officer (not the COR) – Signed by the Unit Leader Applications for all adults and youth listed as “new” on the printout from step 1 – If the Council/other lost it, we’re sorry but get over it – just bring the applications (copy won’t do) – New youth applications are complete including grade, date of birth, Tiger Partner date of birth (if appropriate), and signed by parent and unit leader – New adult applications are complete including SSN, DOB and three references, signed by Applicant, Committee Chair and Chartered Organization Representative – New adult applications are accompanied by the certificate of completion of Youth Protection Training for each new adult leader Bring 3 signed blank checks (Recharter fees and other related Council/District expenses depending on what your District includes at Recharter Day– and a spare) – Even better, bring your Treasurer – Please note that the money calculation on the recharter Charter Renewal Application will not be correct Slide 39 Rechartering A-Z, Fall 2013 Recharter Completion - Reports From November through early May, the Council Commissioner Cabinet will produce a weekly report, by District, indicating the status of every unit within that District: – – – – – – – Summary chart of all Districts District Name Unit Type and Number Initial Login date Whether or not the Unit uploaded a file (Y or N) Highest stage that the unit has completed (1 through 5) If submitted, the date on which the unit submitted their charter • This occurs once the unit has completed Stage 5 • If the recharter was submitted manually, this column will contain “Manual” – The date that the Unit Recharter information has posted to the National Database – The date that the Unit Charter and Registration cards were mailed to the Unit Leader This report is sent to the District Commissioner, the District Executive and the Service Area Commissioner A summary report of all Districts is also sent to the Council Commissioner and several Council BSA staff Slide 40 Rechartering A-Z, Fall 2013 Recharter Completion – Follow-up District Commissioner should distribute the weekly progress report to all Unit Commissioners Unit Commissioners will follow up with all units to ensure that they are making progress Slide 41 Rechartering A-Z, Fall 2013 Recharter Completion – Registrar District Executive ensures that all Charter Renewal Applications are properly received and logged in at the AAC Program Center District Executive makes an appointment with the Registrar: – The Registrar checks each unit’s Charter Renewal Application for completeness and accuracy: • If not complete, the DE goes back to resolve issues(s) with the District Commissioner/ Unit Commissioner/ Unit Leader • Once resolved, DE returns to the Registrar to work the Charter Renewal Application through to submission – When the Charter Renewal Application is complete and correct, the Registrar will post the recharter to the national BSA database, ScoutNet • When ScoutNet returns a successful message, then the recharter is finally considered complete Once the recharter is complete, the registration cards are printed and mailed to the Unit Leader who is listed on the Recharter – Please note that your DE is NOT ALLOWED to pick these up for you Slide 42 Rechartering A-Z, Fall 2013 Atlanta Area Council Contacts Geoff Barnes Assistant Council Commissioner for Membership Cell: (770) 329-7137 email: [email protected] Donna Carr Atlanta Area Council Program Office Manager Office: (770) 956-5694 email: [email protected] Tom Wilson Atlanta Area Council Director of Support Services Office: (770) 956-3173 email: [email protected] Slide 43 Rechartering A-Z, Fall 2013 Other stuff Slide 44 Rechartering A-Z, Fall 2013 Other Considerations (Non System) Are there multiple units chartered by your Charter Institution? – They will have the same Charter Organization Representative (COR) – There is only one COR per Charter Organization – Whichever unit gets submitted first, the COR specified on that recharter will be the COR for the CO – it is recommended that this be decided by the CO beforehand Packs: remember to recharter your Webelos II scouts – This is always confusing to Packs – If you do not recharter these scouts, they will be out of the program (not covered by insurance) – If you do not recharter these scouts, they will have to rejoin with their chosen Troop after crossover Slide 45 Rechartering A-Z, Fall 2013 General considerations (System) Each unit must consist of a minimum of 5 primary (i.e. paid in the unit) youth and 5 primary adults (4 for Venture Crews) – If the scout is registered in a Venture Crew AND a Scout Troop, we suggest that they register as primary (ie. paid) with the Crew – It is no longer a requirement to have one Den Leader per rank NO transfers are allowed during recharter – A transfer is intended to allow the current membership info (including payment) to swap to another unit – Since recharter establishes the new membership for the coming year, there is no “current” membership info to transfer – In order to accomplish this, transfer before the recharter process, or simply allow the membership to lapse with the old unit and join the new unit (with the same BSA ID) • All of these options will of course require a new application Slide 46 Rechartering A-Z, Fall 2013 Considerations Regarding Your Access Code If you lose your access code for some reason, you should contact your Unit Commissioner who then can get it from the District Commissioner who has a complete list of access codes If you lose your password, contact the Council Office to reset your recharter – Please note that this will force you to start over! − Write it down, share it with other unit leaders…really Please note that the above access code will allow you to access and complete your recharter process during the three months before your charter expires – All unit charters in the AAC expire at the end of either December or January – No unit within a District will be able to access the recharter system except during this window – You must complete your online recharter prior to your unit’s expiration date – The tutorial is active throughout the year Slide 47 Rechartering A-Z, Fall 2013 Considerations for Maintaining Data in a Unit Management System Use the full legal name in your database – Discrepancies in people’s names is the number two cause of recharter rejects and additional Registrar work – Check the roster that comes from the Internet Advancement System against the names in your database • Change the information in the package to match the roster • Nicknames can be added in the package and it will refer to the scout by the nickname (see next slide) – Avoid multiple member names – either delete the multiple member or change their name (ScoutSoft in particular) Avoid punctuation – The transfer file is a comma-separated file so commas mess things up – Watch out for a comma being entered in the street address line in front of an apt # and at the end of a person's name where there is II or III being used Slide 48 Rechartering A-Z, Fall 2013 How to add a nickname - sample Slide 49 Rechartering A-Z, Fall 2013 Recharter Day - Checklist You may be asked by your District to bring the following These depend on if and when your District supports these programs (*) and/or if your Recharter Day includes the turn-in: – – – – – – – – District Award of Merit nomination(s) Unit Godsend recipient name Scoutmaster Award of Merit nomination packet (if desired) Troops: updated Merit Badge Counselor list Updated Yellow Pages/Contact List entries FOS presentation date OA registration list (Adults – all units, and Youth – Troops only) Journey to Excellence (JTE) Spreadsheets and Scorecards • • With all attainment numbers except retention (calculated by the Council) Signed by Unit Leader and Unit Commissioner • • • Filled in with achievements Score tabulated Signed by Unit Leader and Unit Commissioner – Honor Unit Booklet These all depend on the District – check with your Unit Commissioner for details For more information on this Recharter Day model, contact Geoff Barnes Slide 50 Rechartering A-Z, Fall 2013 Recharter Day – Possible Station Set-up Tailored for Online Recharter – Manual Recharter will take a custom walk-through Station 7 Station 8 Awards Submission Station 9 FOS Sign-up and OA Registration JTE and Honor Unit Application Check Station 2 Station 10 1 box/award Charter Renewal Application Review Station 3 $ Station 4b Station 4a Packs Only – Crossover Baseline Charter Renewal Application Review $ Station 5 Charter Renewal Application Update Station 11a Registration and Money Turn-in Slide 51 Station 6 Troops Only – Merit Badge Counselors Charter Renewal Application Review Yellow Pages Update $ Station 11b Kitchen Registration and Money Turn-in $ Station 1 Exit Self-Assessment Rechartering A-Z, Fall 2013