Boy Scouts of AmericaUnit Inventory & Charter Renewal Training

S.avingY.ouS.omeT.imeE.nergyM.oney

Steps to Charter Renewal

1. Review My.Scouting.org Roster

-Youth and Adults Required to Charter

2. Register Adults and Youth

-Adult Applications & Youth Protection

-Youth Applications & MLS Rosters

3. Begin Online Charter Renewal Process

4. Subscribe to Boys’ Life Magazine

5. Submit Online Charter

6. Print & Review Each Charter

-Charter Packet & Cover Sheet

7. Stake Turn-in Meeting

-Recharter Day Checklist

Unit Inventory• Annual BSA Charter Agreement Form

• Journey to Excellence Forms

• Email Address List

• Leader Position Help Form

The Annual Charter AgreementThis form serves to show the

agreement between the BSA and the Chartered Organization.

What does the Ward agree to do?

What does the BSA agree to do?

Review and fill out the form with the COR’s or IH’s (Bishop) signature at the bottom

(Only ONE form is needed per Ward)

• In order to fully achieve the best Scouting program possible, every unit leader should adopt JTE as their job description

• Review the forms for the Pack, Troop, Team, and Crew with your Unit Commissioner

• Circle level achieved in each category then add up your units achievements

• Return the filled out and signed forms with your Charter packet.

Journey to Excellence

***These Forms are REQUIRED to recharter!***

Leader Position Help Form

Use this form to keep track of those called

Scout Leaders in your Ward.

This form lists those positions that are

typically required in every Scout Unit.

It also shows how certain positions are duplicated and how one person can

fill multiple positions.

Steps to RecharteringChoose to do

things the easy way.

What is Rechartering?It is a yearly process where every Scouting unit

renews their adult and youth membership for the next year. Essentially the charter renewal is taking a snap shot of what the each units’ membership will look like

on January 1st of the year coming up.

Step 1. Review My.Scouting.org Roster• As the *COR log on to https://my.scouting.org using your regular

myscouting.org credentials to access your units’ adult & youth rosters.• To export a unit roster start by selecting Home at the top left. Select a

unit (i.e. Pack), then, select membership manager. Once selected, under “Roster Details” select “All”. You will now see a list of registered members. Near the top right corner under “Roster View”, click on the blue downward arrow. An “Export Type” bar will appear. Select “Member List”. Now click on the green check mark in the upper right corner of the page to select all members. Now click the submit button and agree to download the roster. The roster is in an excel spreadsheet format. This process will need to be repeated for each unit (i.e. Pack, Troop, Team, Crew).

• Use this roster to help see which adult and youth are currently registered in the unit.

*Note: The COR must be properly registered in the ward.

Click “Submit” to Create Roster

Select Member List

Click Arrow for export option

Click to Select ALL

Step 2. Register Adults & Youth• Get ALL Adult Leaders properly registered before you log-on!!!– Fill out new adult applications for any new adults who are registering for the first

time in your ward and submit them to Boy Scout Service Center. Please allow one week for processing before you log-on to the recharter system.

– A Youth Protection Training certificate or date of training must accompany the adult application. YOUTH PROTECTION IS REQUIRED TO GET REGISTERED!!

– Make sure that all applications are filled out and signed correctly!

NOTE: Only one application is needed if the person is registering in multiple units, i.e. John Doe is registering as a committee member in the Troop, Team and Crew.

Time Saving Tip: If applications are not submitted before you begin the online process you will have to key in each new leader yourself. This will take more of your time. It is best to get all your brand new adult leaders properly registered when they are called and not wait until the end of the year.

Get ALL applications submitted to Council ASAP!!!

NEW Registration Policy!!• Effective immediately!• Adults currently registered in one of your Scout Units who are changing or adding

positions are not required to complete a new adult application. This is now true even if moving from one program to another (e.g. Cub Scouting to Boy Scouting) as long as the two units fall under the same chartered organization (Ward).

• This is now both a council and a national membership policy.

• Examples of “no new adult application required” situations include: - Changing from Den Leader in a Pack to a Varsity Scout Committee member - Scoutmaster is now the IH(Bishop) for all four units in the LDS ward - Venturing Advisor is added as a member of the Boy Scout committee - Varsity Coach is now the Venturing Advisor

New Registration Policy!!

Leave Stake Leaders Registered as Committee Members or Scouter Reserve (91U).

• Due to the new LDS Scouting registration policies. Those registered in District (Stake) positions’ registration fees are not covered by the LDS Church. So to avoid paying the $24 registration fee, please dual register all Stake Scouters as Committee members or Scouter Reserve (91U) of the Pack/Troop in their home wards and their District Scouting Position. This does NOT cost anymore to the LDS Church.

• Positions needing to register in the Ward Units• Asst. District Commissioner (Stake Pres. Counselor & High Co.)• Unit Commissioner (Stake YM & Stake Primary Presidencies)• District Committee Member (District Volunteers)• Roundtable Commissioners & Staff (District Volunteers)

Attention!!Please certify that all applications have been filled out correctly and with the four needed signatures. Both the

Disclosure Form and Adult Application pages are needed.

Proof of Youth Protection Training must also be submitted with each new adult application.

Signature of Applicant

Signature of Applicant

Signature of Committee Chair or COR

Signature of COR or Bishop

Professional Scouter’s Signature

NEW!! – On Newer applications applicant initials here

Updating Youth Protection• Via https://my.scouting.org you can create an adult leaders training roster to see

who needs to take Youth Protection and other required trainings for their position.

• Logged in as the COR, start by clicking on home in the top left corner. Select the desired unit, then select training manager. You will see two pie charts indicating the completed training in the unit. Above the YPT chart click on the blue button that, when hovering the cursor over it, will say “YPT Aging Report”. This will generate the Youth Protection report of those registered leaders in your unit. This process will need to be repeated for each unit (i.e. Pack, Troop, Team, Crew).

• Use this list to see who needs to retake Youth Protection Training and who may need to have their training updated.

• Leaders who need to take Youth Protection can do so at www.myscouting.org . They need to have their Scout ID associated with their account for their training to sync with their membership.

**LEADERS CANNOT REGISTER WITHOUT YOUTH PROTECTION TRAINING.*** **THEY WILL BE DROPPED FROM THEY DO NOT COMPLETE THE TRAINING.**

Updating Youth Protection Cont.• If a leader has taken Youth Protection training and the reports shows

them as expired you can update their training!• On the Training manager screen near the top of the page at the center

there is a button that looks like a certificate. Click on it to update trainings.

• At the Add Training page, starting at the left selection bar, select other, in the middle bar select Youth Protection Training, on the right bar select the date. Once this is done a new part of the page will open up.

• In the search bar type the name of the person needing to update their training. Find their name and click on them to add them to the list of those receiving the credit for the training. Once all names needed have been selected then move to right of the page and click submit. All the selected individuals will receive credit for Youth Protection training.

Create YP Training Report

Add New Trainings

Create Report of ALL Required Trainings

Register Youth• Get ALL Youth properly registered before you log-on!!!– Option #1. Fill out new youth applications for any youth who are in a new age group or who are

registering for the first time and submit them to Boy Scout Service Center. Please allow one week for processing before you log-on to the recharter system.

– Make sure that all applications are filled out and signed correctly!– Option #2. For LDS Youth ONLY. A custom MLS list can be used instead of application forms to

promote youth to the next age group in Scouting. Each printed MLS form must be signed by a member of the Bishopric. Please visit www.utahscouts.org/mls to download the custom MLS list templates and instructions. MLS lists must include Youth full name, full address, age & Birthdate.

NOTE: Non-LDS youth must have a youth application to register them either as a new youth into the program or to move them up into their proper age group. Any brand NEW LDS Youth Member joining Scouting for the first time must submit a Youth Application.

Time Saving Tip: If applications or custom MLS Reports are not submitted before you begin the

online process you will have to key in each new member yourself. Register boys during the year into their proper age group when they turn 8 (Cub Pack), 11 (Scout Troop), 14 (Varsity Team), & 16 (Venturing Crew). Submit a custom MLS list of all boys ages 8-18 indicating which youth need to advance to the next age group to the Scout Service center several times a year as needed.

www.utahscouts.org/mls

**I recommend deleting old templates and downloading a new template every year.**

Step 3. Begin online Process

• Charter renewal is an on-line process requiring Internet Explorer 6.0 or higher as the browser , Chrome and Firefox work this year ( NO Macs).

• Charter Renewal Processor should be a computer literate individual designated for all Scout units from your Ward.

• Begin the On-line Process: go to www.utahscouts.org

You will click this button for as many units as you have to charter. For most wards, you will be a first

time user up to 4 times!! You are a

first time user every year.

TIP:Start with the CREW, then Team, Troop, and Cubs Last!!!

Take the Internet Rechartering Tutorial

Internet Explorer ONLY

For Beginners to the Rechartering System please go to Charter Renewal Resources at: www.utahscouts.org/mtnebo

Step 4. Subcribe to Boys’ Life

• Please provide the opportunity for all youth and adults to subscribe to Boys’ Life

• Collect $12.00 for each subscription. Indicate those subscriptions during the appropriate step of the on-line renewal process.

• Bring the money for all subscriptions to your District turn-in meeting.

Step 5. Submit Online Charter

• When you have completed all the information to recharter the Scout unit, click the Submit to Council button.

• This completes the electronic portion but NOT the physical paperwork portion.

Step 6. Print & Review Each Charter

• Print each Unit Charter Renewal Report Packet, which includes the renewal application and member lists.

• MAKE SURE THIS IS THE FINAL COPY AND NOT THE DRAFT COPY.

draft

Charter Packet Cover Sheet

• The PRINTED front cover sheets of each charter shows:– A list of new members for whom application forms

are required. (Youth & Adult)• This will be any new registrants you keyed in yourself.

– NOTE: A list of adult leaders who need to submit a Youth Protection Training certificate will be near the end of the packet.

On Page 2: The Bishop/Executive Officer signsThe top line.The Unit Leader, (i.e. Cubmaster) signsthe bottom line.

New APPLICATIONS (New Adults, Any Brand NEW Youth) & MLS Lists (Youth) are needed for people listed on the front page of the packet.

Signature of Bishop

Signature of Unit Leader

Step 7. Stake Turn-in Meeting• Take your completed packet along with any new

applications to your scheduled Stake Turn-in Meeting. – Your Stake will determine when and at what time you will

have your meeting. • The final charter process is not completed until all

pages are printed and all required applications are submitted at the Stake turn-in meeting with required signatures and, if applicable, any Boys Life Fees.

• NOTE: Journey to Excellence forms are Required.

Recharter Day Checklist

Before coming to your Stake Recharter Turn-in Meeting. Please review this

checklist and make sure that you have accomplished each task.

Task #4 will be completed at the Charter turn-in meeting.

It is important to review your items because your charter packet may be refused at turn in night until you have

completed the needed items.

To Download Presentations & Documents

The Good Shepherd

Questions???Grant Hansen

Office 801-437-4411 Melissa 801-437-4468

grant.hansen@scouting.orghttp://www.utahscouts.org/alpine

Download this presentation at www.utahscouts.org/mtnebo