Transcript Rechartering Your Scouting Unit

A Training Workshop For
San Gabriel Valley Council
October 4th, 2014
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Welcome
What is “re-charter”?
Key points for 2015 and beyond
Unit Re-charter Plan
Using Internet Re-chartering to update your
unit roster
Wrap-up
Thank you for being here!
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www.sgvcbsa.org
◦ This site contains links to the other websites we will
talk about, documents in your re-charter packet,
and other helpful information including this
presentation
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Your district’s re-charter turn-in event(s) ◦ We will accept your completed recharter and get it
turned in for you ahead of the deadline. This also
allows you to 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
re-charter
Annual commitment of a chartered
organization to continue sponsoring
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
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100% Trained top unit leadership
YPT certificates needed for all NEW
Adults being added when applications
are turned in.
2016 “NO LAPSE PERIOD”
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SGVC has adopted the policy that all “top unit leaders”
must have completed 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
Re-charter process will not complete until the top unit
leader on the recharter has required training.
See your district training team for requirements
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All units must use Internet Re-chartering
All units on same schedule with re-charters
due on DECEMBER 1, 2014
All registered leaders must have completed
youth protection training before the unit can
be re-chartered.
*2016 Future changes to re-chartering
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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 Re-chartering printout!
Recharters are due by December 1.
Turn in Journey to Excellence Award
worksheet with re-charter.
How re-charter is
accomplished
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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 re-charter
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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. Ask questions if needed.
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Time
◦ Can’t start working until two months before current
unit charter expires (e.g., October 1 for a charter
expiring December 1)
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Access Code from instructions in packet
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If you are a registered leader, you can access
the Internet Re-chartering link via
www.sgvcbsa.org
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Take the Internet Re-chartering tutorial
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Begin as soon as you can – October 1st
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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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Internet Re-chartering keeps a “working
copy” of your unit’s registration data
That means:
◦ Changes you make will not be visible to anyone else
until re-charter is processed
◦ Changes made by BSA after this point in time will
not appear in your Internet Re-chartering 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 Re-chartering
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 “Boy’s
Life” to
check 100%
Boy’s Life
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Add missing Boy’s 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 San Gabriel Valley 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 1st.
Thanks again for taking the
time to make administration
of Scouting more efficient!