Transcript Rechartering Your Scouting Unit

A Workshop For
Sam Houston Area Council
September 12, 2013
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Welcome
What is “recharter”?
Key points for 2013
Unit Recharter Plan
Using Internet Rechartering to update your
unit roster
Wrap-up
Thank you for being here!
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www.shac.org/recharter
◦ This site contains links to the other websites we will
talk about, documents in your recharter packet, and
other helpful information including this
presentation
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Our district’s recharter turn-in events are on
December 5 at [specify location] and
December 12 at [specify location]
◦ We will accept your completed recharter and get it
turned in for you ahead of the deadline so that you
will have more time to correct any errors found by
the Council staff
Let’s be sure we’re all on the
same page for some terms we
will use to talk about recharter
Annual commitment of a chartered
organization to continue owning and
operating a specific Scouting unit
 Annual renewal of individual
memberships of a unit’s youth and
adult members
 Annual authorization from BSA for a
chartered organization to use a BSA
program to serve youth
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Important things everyone –
first timer or Baden-Powell’s
first cousin – needs to know
BSA membership fee changes
 Mandatory training of top unit leader
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◦ CM, SM, VC, NL, SK, EA
Internet Rechartering changes
 SHAC recharter process
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BSA membership fee increases to $24/year or
$2/month
◦ Approved by National Aug. 30; effective Jan. 1
◦ To cover increased costs of BSA National
◦ NEW RATE APPLIES TO THIS RECHARTER because it
creates new charters for 1/1/2014
◦ NONE of BSA fee is kept by our council
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No BSA membership fees will be collected
with recharters for LDS units
◦ LDS Church will aggregate BSA fees for all of its
units and pay them directly to National
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SHAC has adopted the policy that all “top unit
leaders” must have complete all BSA training
required to be considered “trained for the
position” in order to recharter in that position
◦ Applies to Cubmasters, Scoutmasters, Varsity
Coaches, Venturing Advisors, Skippers, and
Exploring Advisors
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Recharter process will not complete until the
top unit leader on the recharter has required
training
See www.shac.org/training for requirements
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BSA eliminated ScoutParent as of 7/1/13
◦ Adults who were ONLY ScoutParents are still on your roster
with no “position”
◦ Unit must delete these adults OR register them in
“registered position” as new member
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ScoutParent Unit Coordinator has been renamed
Parent Coordinator; former SPUCs have new title
New position Unit Scouter Reserve can be used for
former ScoutParents – requires an application,
payment of fee, and YPT
Unit College Scouter Reserve and Venturing College
Scouter Reserve now available in IR
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All recharters must use Internet Rechartering,
including Exploring Posts
◦ Posts use IR on lfl.myparticipation.org
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All units on same schedule with recharters
due on DECEMBER 15
Schedule October – recharter training, 12/5 – district turn-in #1
membership inventory
11/1 – IR available
11/7 – IR stage 1 complete
11/18 – IR stage 2 complete
11/21 – IR stage 3 complete
11/24 – IR stage 4 complete
11/27 – IR stage 5 complete
12/7 – Saturday turn=in
@ SHAC 9-noon
12/12 – district turn-in #2
12/14 – Saturday turn-in
@ SHAC 9-noon
12/15 – ALL RECHARTERS
DUE
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Complete applications are required for each
new youth or adult member listed as new on
the printout.
Social Security Numbers and Youth Protection
Training are required for all adults.
Turn in entire Internet Rechartering printout!
Recharters are due by December 15.
Turn in Journey to Excellence Award
worksheet with recharter.
How recharter is accomplished
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(Complete by) Task to be completed
(Oct 1) District Executive visits chartered organization
(Oct 1) Unit Committee assigns recharter plan tasks,
including overall Unit Recharter Coordinator
(Oct 1) Unit obtains recharter packet from district’s
Commissioners
(Nov 1) Unit Recharter Coordinator attends workshop
(Nov 1) Unit completes membership inventory
◦ Contact every member about renewing
◦ If not renewing, note the reason (needed for I.R.)
◦ Collect National fees from those renewing
◦ Obtain applications from members not included on
current BSA unit roster
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(Complete by) Task to be completed
(Nov 27) Update recharter roster using Internet
Rechartering
(Dec 5) Obtain signatures on updated roster from
Chartered Organization head and unit leader
(Dec 5) Complete Council Accident Insurance
Information Form (unless C.O. is LDS Church)
(Dec 5) Attach complete roster printout, applications for
all new members, accident insurance information form,
and payment to SHAC
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(Complete by) Task to be completed
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(Dec 15) Turn in on or before December 15
◦ At our district’s recharter turn-in events on 12/5 and 12/12
[replace with details]
◦ Or at the Council office (2225 N Loop W) if you miss the district
events M-F 8am-430pm OR 9-noon Saturdays 12/7 and 12/14
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Council staff reviews the paperwork for errors; issues a
“problem recharter notice” if any are found
Commissioners or D.E. will contact unit to correct any
errors.
(Mar 1) Must complete corrections no later than 60 days
after charter expiration date or unit drops, regardless of
when the error is found or the unit is notified
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Process led by unit committee
◦ Lead assigned to a committee member
◦ Or Committee Chair
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Unit leader (CM, SM, etc.) signs certifying
youth listed are actually in the unit
Chartered Organization Head signs approving
adult leaders
Help from other unit leaders, parents
Unit Commissioner and district’s
commissioner team are additional resources
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Start early!
Be sure all members are on your unit roster
before you begin the roster update process!
Develop a Unit Recharter Plan using the tasks in
the Unit Recharter Process
Assign responsibility and due dates for the Plan’s
tasks
Publicize dates pertaining to unit members in the
Unit Annual Plan (calendar)
Monitor progress to assure that tasks are
completed on time
Be thorough and accurate
A tool to make life easier
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Web-based application running on servers at
the National Council
Used to update unit roster for recharter
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Correct wrong / out-of-date information
Delete members who have left the unit
Add new members not found on current roster
Work can completed in multiple sessions
Verify required adult leadership in place
Calculate BSA National fees
◦ Does not calculate Council accident fee
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Print updated roster for signature and turn-in
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Computer with Internet connection
◦ Doesn’t have to be the same computer for each
session! Be sure to log off each session.
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Internet Explorer 6 or higher
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Knowledge
◦ Key features do not work with other browsers
◦ Take the tutorial now. Ask questions if needed.
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Time
◦ Can’t start working until two months before current
unit charter expires (e.g., November 1 for a charter
expiring December 31)
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Access Code from instructions in packet
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If you are a registered leader, you can access
Internet Rechartering though MyScouting on
www.myscouting.org
You can access the URL directly at
https://scoutnet.scouting.org/ucrs/ui/home/
The URL is on the Council recharter page at
www.shac.org/recharter
Exploring Posts must use the Exploring
version on lfl.myparticipation.org
Take the Internet Rechartering tutorial now
Begin as soon as you can – November 1
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If you access the site with another browser,
you will get a warning
Be warned that some key features simply DO
NOT WORK in other browsers
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Enter unit type, unit number, and access code
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Agree to Confidentiality Statement
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Provide your contact information
Create password for access code
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Use this year’s access code and password to
log in after the “first time”
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From current BSA data OR UMS such as
Troopmaster , Packmaster, or ScoutSoft
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Data can be uploaded from a UMS, such as
Troopmaster, Packmaster, or TroopSoft
Uploaded data is matched with current BSA
registration data
To assure the best match, be very careful to use
only the FULL LEGAL NAME and CORRECT
BIRTHDATE in your UMS data
Failure to match between UMS and BSA upwards
of 50% is not uncommon the first time you
upload UMS data
For this reason, we do not encourage upload of
UMS data
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Internet Rechartering keeps a “working copy”
of your unit’s registration data
That means:
◦ Changes you make will not be visible to anyone else
until recharter is processed
◦ Changes made by BSA after this point in time will
not appear in your Internet Rechartering work area
unless you click the “Update Unit Roster” button
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For this reason, we strongly suggest you
carefully review the current roster with
Internet Advancement before starting Stage 1
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When you return to Internet Rechartering
after having started Stage 2, click the “Update
Roster” button to get updates from Scoutnet
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Update
Chartered
Organization
contact info
Cannot
change
Chartered
Organization
name
(contact D.E.
if this is
needed)
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Uncheck the box to remove a member
Check the box again to restore the member
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Add new members to your unit by copying
registration data from other units
◦ Units chartered by the same chartered organization
will be listed (note: C.O. name must match exactly)
◦ Other units may be accessed by using their access
codes and unit number
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A completed application is still required
because the member is joining a new unit!
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Click “Next Step” to skip “Promote Members”
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Your unit will always be listed along with
others chartered to the same organization
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Check box to copy member to your unit
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To promote from other units, get their access
code from your Commissioner or D.E.
Enter it in area below the list of units for your
chartered organization along with unit type
and number (e.g., Pack 9999)
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Click “New Adult” button to add a new adult
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Three screens to add an adult
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Note that Social Security Number must be
entered by Council staff to protect privacy
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You must make a selection in “Ethnic
Background”; use “Not provided” if the new
member did not provide this information
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df
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Click “OK” on the “Save” dialog box
You will be returned to “Add New Members”
Click “New Adult” to add another adult
Click “Next” when there are no adults to add
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Click “New Youth” button to add youth
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Two screens to provide data about the youth
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Next we must enter the parent or guardian
If the parent is on the roster – including new
adults just added – we will select the parent
Otherwise, we will collect the parent’s
information through screens similar to those
for “Add New Adult”
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Click “Yes” or “No”
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Choose the adult’s relationship to the youth
Then select the adult with the “radio button”
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Selected adult turns red. Click “Save”.
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Click “Update” to make changes to member
Click “Remove” to delete member
Note adult YPT status information
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If you click “Remove”, confirmation is
requested
Click “yes” to remove the member
Click “no” to keep the member
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Adult leader positions are checked against
BSA requirements – problems flagged in red
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Click the “Update” link to change a member’s
positions – dialog box appears
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Change the position(s) and click “Save”
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When all requirements are met, click “Next Stage”
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Click “Update Roster” to complete Stage 2
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Click “Check Roster” to start a detailed check
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Finds two classes of problems
◦ Errors, such as missing required data
◦ Warnings, such as a youth that appears to be in the
wrong grade for his/her age
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Errors MUST be fixed before you continue
Warnings should be fixed if there really is an
error, but can be ignored if “false alarms”
Links are provided that will take you to the
place to make different possible corrections
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Errors MUST be corrected before continuing
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A warning should be corrected if it really is an
error
YPT Warnings
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Leaders with YPT warnings will be listed in a
new section of the Recharter Report
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We can move on…
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Click “Summary” to review final roster and
fees
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Final roster
with fees is
displayed
“Update”
link for fee
changes
Click “Boys’
Life” to
check 100%
Boys’ Life
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Add missing Boys’ Life for youth member
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If your unit has members that pay their BSA
registration fees in another unit, you do not
need to pay BSA fees for them again.
Click “Update” by the member.
On the dialog, click the “radio button” by
“Member paid in another unit” and enter the
other unit in the space which will appear.
Then click “Save”.
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Click “Next” when finished making changes
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Click a reason for NON-renewal for each
youth member being dropped
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This is the final stage
Once you click “Submit to Council”, you cannot
make any further changes
We strongly recommend that you click the
“Review/print roster” to print a draft copy of the
recharter roster
Review the draft with the unit leader and
members of your recharter team before
proceeding and make any corrections
Note that the draft copy is watermarked “Draft”
and contains no signature lines – it CANNOT be
turned in, even with signatures
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If roster is correct, click “Submit to Council”
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Don’t forget to print roster for signature
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After “Submit to Council” is clicked, a PDF file
can be created on your computer containing
the updated roster by clicking “Print
Recharter Renewal Application”.
This final copy will not be watermarked
“Draft” and WILL contain signature lines for
the Chartered Organization head and Unit
Leader.
Print the entire PDF and fasten it together.
Do not discard any pages!
Log off Internet Rechartering
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Now you need to get signatures of the unit
leader and the Chartered Organization head
(the person who signed the Charter
Agreement with BSA).
Remember that the chartered organization
must sign all adult applications and that the
unit leader must sign all youth applications.
Save yourself and them some time by
checking all your new applications to be sure
that they are properly signed and take along
any that haven’t been signed.
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Complete the Accident Insurance Information
Form.
Ask your unit Treasurer for a check payable
to Sam Houston Area Council for the total
amount on the recharter roster PLUS THE
AMOUNT ON THE ACCIDENT INSURANCE
FORM.
Paper clip it all together and turn in at your
district’s turn-in event or the council office
no later than December 15.
Thanks again for taking the
time to make administration
of Scouting more efficient!