Transcript Rechartering Your Scouting Unit

Charter Renewal
For LDS Scouting Units
A Workshop For
Arapeen District
Agenda
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Welcome
______
What
___ __is “Charter
______ Renewal”?
______
Key
__ ______
points for
___2014
Unit
___ Charter
______ Renewal
______ Plan
___
Using
____ Internet
_______portal
______
to __
update
______
your
____
unit____
______
roster
• Wrap-up
___ __
Thank you for being here!
WELCOME
Write These Down
• www.utahscouts.org/recharter
– This site contains links to information and training
• Charter turn-in is scheduled by each of our 11 Stakes
and should be completed prior to the Thanksgiving
Holiday (Please schedule this with District by Oct 1)
• December 5 to December 12 is for follow-up on
Charter issues that prevent the local office from
processing charters
– Wards should complete charter s and turn them in ahead
of the deadline to allow more time to correct any errors
found by the Council staff
Let’s be sure we’re all on the same page with the terminology used in
this presentation.
WHAT IS
ANNUAL CHARTER RENEWAL?
A Charter Agreement is …
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
Important things everyone – first timer or Baden-Powell’s first cousin –
needs to know
KEY POINTS - THIS YEAR
What’s New This Year?
• BSA membership fee changes
• Mandatory training of top unit leader
– CM, SM, VC, NL, SK, EA
• Internet Charter renewal changes
• Our charter process
BSA Fee Changes
• No BSA membership fees are collected with
charters for LDS units
– LDS Church will aggregate BSA fees for all of its
units and pay them directly to National
– LDS Members and Stake leaders serving in District
positions (except Merit Badge Councilors) must be
registered in their local Ward unit (committee
member usually) or they must pay the required $24
registration fee.
Internet chartering Changes
• BSA eliminated ScoutParent as of 7/1/13
– Adults who were ONLY ScoutParents are still on your roster with no
“position”( application was not required)
– Unit must delete these adults OR register them in “registered
position” as new member( application and YPT required)
• “ScoutParent Unit Coordinator “has been renamed Parent
Coordinator; former SPUCs have new title
• New position Unit Scouter Reserve can be used for former
ScoutParents – (application and YPT required)
• Unit College Scouter Reserve and Venturing College Scouter
Reserve now available in Internet Renewal (IR)
Charter Renewal Process
• All LDS units use Internet charter Renewal (IR)
portal except new units.
• Use this schedule as a guide to complete charters
prior to Thanksgiving (adjust dates to reflect your
scheduled Stake turn in night)
September– charter renewal training, 10/21 – IR stage 3 complete
membership inventory and charter 10/24 – IR stage 4 complete
packet distribution at RT
10/27 – IR stage 5 complete
11/5 – Stake turn-in
10/1 – IR available
11/12 – Stake follow-up
10/7 – IR stage 1 complete
11/14 – Stakes turn in to Scout office
10/18 – IR stage 2 complete
11/26 – ALL RECHARTERS DUE
Reminders
• Completed and signed applications (LDS youth roster signed
by Bishop for youth that are not new to the Ward) are required for
each youth or adult member listed as new on the first
page of the Charter printout.
• Social Security Numbers and Youth Protection
Training are required on all adult applications.
• After submitting and printing, Turn in signed Internet
Renewal printout (with all required documents listed
on the first page of charter)!
• Charters are due by November 26.
• Turn in Journey to Excellence Award worksheet with
charter.
How charter I renewal s accomplished
UNIT ONLINE CHARTER PLAN
What Needs to be Done?
 (September) Unit charter Coordinator attends RT
workshop
 (Oct 1) renewal codes have been received by Ward
 (Oct 1) Unit Committee assigns charter plan tasks
 (Oct 1) Unit completes membership inventory
◦ Determine which member are renewing
◦ If not renewing, note the reason (needed for I.R.)
◦ Collect Boy Life subscription fees
◦ Collect applications from members not included
on current BSA unit roster
What Needs to be Done? pg2
• (Oct 27) Ward leaders fill out Journey to Excellence forms
• (Oct 27) Update and submit charter roster using IR portal
• (Oct 27) Printout updated charter and obtain signatures from
Bishop and unit leader
• Nov ?) Bishop, COR, and charter processor bring all required
documents to Stake turn in. (check with Stake for date and time)
• (Nov 26) All charters received by Scout office
• ( Dec) Scout office verifies documentation completes charter
process or returns charter for additional follow up
Who Does It?
• Process led by unit committee
– Lead assigned to a committee member
– Or Committee Chair
• Unit leader (CM, SM, etc.) signs certifying
youth listed are actually in the unit
• Bishop signs approving adult leaders
Stake leaders and district’s commissioner team are
additional resources
How To Make Charter Renewal Easy
 Start early!
 Develop a Unit Renewal Plan using the tasks in
the Unit Renewal Process
 Be sure all members are on your unit roster
before you begin the roster update process!
 Assign responsibility and due dates for the Plan’s
tasks
 Monitor progress to assure that tasks are
completed on time
 Be thorough and accurate
A tool to make life easier
USING INTERNET RENEWAL PORTAL
TO UPDATE UNIT ROSTER
Internet Renewal
What is it?
 Online application running on National Council
servers
 Used to update unit Charters
◦
◦
◦
◦
Correct wrong / out-of-date information
Delete members who have left the unit
Add new members not found on current roster
Work at your pace
 Verify required adult leadership in place
 Print updated roster for signature and turn-in
What You Need To Get Started
 Computer with Internet connection
◦ Doesn’t have to be the same computer for each session! Be
sure to log off each session.
 Internet Explorer 6 or higher
◦ Key features do not work with other browsers
 Knowledge
◦ Watch the tutorial. Ask questions if needed.
 Time
◦ Can’t start working until two months before current unit
charter expires (e.g., October1 for a charter expiring
December 31)
 Access Code from instructions packet
How To Get Started
 Registered leaders, can access the Internet
Renewal portal though MyScouting at
www.myscouting.org

Anyone can access the URL directly at
https://scoutnet.scouting.org/ucrs/ui/home/
 The URL is on the Council charter page at
http://www.utahscouts.org/recharter
 Watch the Tutorial
 Begin as soon as you can – October 1
Internet Explorer 6+ Required
• 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
You Are A First Time User
Every Year For Every Unit
Login User Registration
• Enter unit type, unit number, and access code
Registration - 2
• Agree to Confidentiality Statement
Registration - 3
• Provide your contact information
• Create password for access code
Log In After “First Time”
• Use this year’s access code and password to
log in after the “first time”
Internet Renewal Overview
Stage 1 – Load Roster
• From current BSA data OR UMS such as
Troopmaster , Packmaster, or ScoutSoft
You Now Have A “Working Copy” Of
Your Unit Data
• IR keeps a “working copy” of your unit’s
registration data
• That means:
– Changes you make will not be visible to anyone else
until charter is processed
– Changes made by BSA after this point in time will not
appear in your IR work area unless you click the
“Update Unit Roster” button
• For this reason, we strongly suggest you
carefully review the current roster with Internet
Advancement before
starting Stage 1
“Update Roster” Button
• When you return to IR after having started
Stage 2, click the “Update Roster” button to
get updates from Scoutnet
Stage 2 – Update Roster
• Update
Chartered
Organization
contact info
• Cannot change
Chartered
Organization
name (contact
D.E. if this is
needed)
Select Members For Renewal
• Uncheck the box to remove a member
• Check the box again to restore the member
Members Selected For Renewal
Promote Members
• 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
• Completed applications are required because
these members are joining a different unit!
Promote Members 2
• Click “Next Step” to skip “Promote Members”
Promote Members 3
• Your unit will always be listed along with
others chartered to the same organization
Promote Members 4
• Check box to copy member to your unit
Promote Members 5
• 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)
Add New Members
• Click “New Adult” button to add a new adult
Add New Adult
• Three screens to add an adult
Add New Adult 2
• Note that Social Security Number must be
entered by Council staff to protect privacy
Add New Adult 3
• You must make a selection in “Ethnic
Background”; use “Not provided” if the new
member did not provide this information
Add New Adult 4
• df
Add New Adult 5
• 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
Add New Youth Members
• Click “New Youth” button to add youth
Add New Youth
• Two screens to provide data about the youth
Add New Youth
Add New Youth
• 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”
Add New Youth
• Click “Yes” or “No”
Add New Youth
• Choose the adult’s relationship to the youth
• Then select the adult with the “radio button”
Add New Youth
• Selected adult turns red. Click “Save”.
Update Member Data
• Click “Update” to make changes to member
• Click “Remove” to delete member
• Note adult YPT status information
Update Member Data 2
• If you click “Remove”, confirmation is
requested
• Click “yes” to remove the member
• Click “no” to keep the member
Update Member Position
• Adult leader positions are checked against
BSA requirements – problems flagged in red
Update Member Position 2
Click the “Update” link to change a member’s
positions – dialog box appears
Change the position(s) and click “Save”
Update Member Position
• When all requirements are met, click “Next Stage”
Complete Update Roster
• Click “Update Roster” to complete Stage 2
Stage 3 – Check Roster
• Click “Check Roster” to start a detailed check
Check Roster
• 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
• 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
Check Roster 2
• Errors MUST be corrected before continuing
Check Roster 3
• A warning should be corrected if it really is an
error
YPT Warnings
Check Roster 4
• Leaders with YPT warnings will be listed in a
new section of the Renewal Report
Check Roster 5
• We can move on…
Stage 4 - Summary
• Click “Summary” to review final roster and
fees
Update Fees
 Final roster
with fees is
displayed
 “Update”
link for fee
changes
 Click “Boys’
Life” to
check
100% Boys’
Life
Update Fees 2
• Add missing Boys’ Life for youth member
Boys Life
fees have
changed
Update Fees 3
• 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”.
Update Fees 4
• Click “Next” when finished making changes
These fees
have
changed
Membership Inventory
• Click a reason for NON-renewal for each youth
member being dropped
Stage 5 – Submit Roster
 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 charter documents
 Review the draft with the unit leader and members of your charter
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
Submit Roster
• If roster is correct, click “Submit to Council”
Roster Submitted
• Don’t forget to print roster for signature
Print Roster
 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 IR
Now What?
 Now you need to get signatures of the unit leader
and the Chartered Organization head (Bishop for LDS
Wards).
 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.
And Then?
• Paper clip it all together (Please do not staple)
and turn in at your Stakes turn-in event or the
local Scout office no later than November 26.
Thanks again for taking the time to make administration of Scouting
more efficient!
WRAP-UP