rechartering your scouting unit a workshop for unit recharter leaders september 2015
TRANSCRIPT
Agenda
• What is “Charter Renewal” (AKA Recharter”)?• Key points for 2016• Unit Recharter Plan• Using the Internet Rechartering application • Wrap-up
Key Resources and Dates!• www.bsacac.org/resources/bsa_online/recharter
• Internet Rechartering is a web-based application
• October 1: Internet Rechartering open for use by Units• Oct 8: District Help Sessions at Roundtable • November 12, 19, 24,30: Check/Help/Turn-In at Covenant
Presbyterian Church; 6:30-8:00.• November 30: Deadline for all renewal packages to be
turned in• December: Council process packets and readies them for
posting in system (January 1).
Recharter 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
Process very similar to 2015• Units were asked to designate Recharter Leaders (not Unit Leader)
• Report package requires review and approval for turn-in by a Unit Commissioner.
• Key dates almost the same• Guide and Calendar have been rewritten• Pro-rated membership for 2015 separate
Recharter Fees: The Basics• BSA membership fee is $24/year per registered member
(youth or adult).• Units with “multiples” need to coordinate on which unit is paying
membership for the adult in order to avoid paying it twice.• Boy’s Life is $12/year per youth (not household).• Unit Recharter Fee is $40.• Insurance is $1 per year per registered member (adult or
youth).
NOTE: Internet Recharter will not calculate these fees correctly so Unit Commissioners will review and sign off on your “Charter Renewal Worksheet”!
Ideal Unit Recharter Timeline• Schedule
• Sept 12-30: Units receive recharter guide and calendar via email • Sept 22: deadline to get all new membership apps to Council for data
entry by October 1• Sept 30: units print roster and YPT Report to check for completeness
and accuracy (start notifying families for updates and/or corrections).• Oct 1: Internet Recharter available online• Oct 10: Unit completes Stages 1 and 2 in Internet Recharter.• Oct 24: Unit completes Stages 3 and 4• October 31: Unit completes Stage 5 (submission)• Nov 1-13: Unit meet with Charter Executive and Unit Leader to obtain
signatures.• Nov 12: Unit brings package to First Review; turns in if complete
What does complete look like?• Youth or adult applications include signatures.
• Youth: Parent/guardian and Unit Leader• Adult: Adult, Committee Chair, and Charter Organization Rep
• Adult applications include pertinent data and release.• Adult’s signature on the Disclosure/Authorization page.• Questions answered and references (right column of app page).• Social Security and Driver License Number
• Youth Protection Training certificates for Adults. • Entire Internet Summary Report printout!
• Charter Executive and Unit Leader signatures• Check made out to “BSA” with amount left blank (unless verified by
Unit Commissioner)• Unit Charter Renewal Worksheet
Start early! Build a checklist! Collaborate!
Develop a Unit Recharter Plan using the tasks in the Unit Recharter Timeline
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 Send regular reminders for YPTs and to get
updated/corrected information from your unit membership.
Be thorough and accurate before you go online!
Get Organized Sept 1: Unit Committee approves recharter plan and
designates Unit Recharter Leader (URL) Sept 10 +/- : URL receives recharter guide from
District Commissioner via email Sept 10: Unit Recharter Leader attends workshop Sept 25 +/- : Access codes sent to URL Oct 1: Unit completes membership inventory◦Contact every member about renewing◦If not renewing, note the reason (needed later)◦Collect recharter fees from those renewing◦Obtain applications from members not included on current BSA unit roster (received after Sept 22)
Internet Rechartering Web-based application running on servers at the
National Council Used to update unit roster for recharter
◦ Correct wrong or out-of-date information◦ Move adults leaders to new positions◦ Remove members who have left the unit◦ Add new members not found on current roster◦ Work can be completed in multiple sessions
Verify required adult leadership in place Calculate BSA National fees
◦ This is not the total fee to be paid
Print updated roster for signature and turn-in
Internet Explorer 6+ Required• If you access the site with another browser (e.g., Safari,
Chrome, Firefox), you may get a warning message.
Browser Compatibility Solutions Default is Internet Explorer (IE) 6 or higher
IE 10 or 11 issues: try enabling compatibility view mode• Open the Tools menu (a quick way to do this is by hitting 'Alt' and 'T' on the
keyboard).• Select Compatibility View Settings.• Under 'Add this website:' add 'scouting.org' and click 'Add'.• Select 'Close’.
Other browsers Safari: Go to Safari > Preferences > Advanced Tab and check "Show
Develop menu in menu bar". Under “Develop” menu, you will find User Agent. Select the IE 10 browser to emulate, then go to your web address.
Firefox: Go to https://addons.mozilla.org/en-US/firefox Chrome: Suggest IE Tabhttps
://chrome.google.com/webstore/detail/ie-tab/hehijbfgiekmjfkfjpbkbammjbdenadd
Registration, cont’d• Provide your contact information• Create password for access code (write it down!)
Log Back In…• Use this year’s access code and password to log in after
the registering as a “first time” user.
Using UMS Data 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
You Now Have A “Working Copy” Of Your Unit Data
• Internet Recharter 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 (Stage 5)• Changes made by BSA after this point in time will not appear in
your Internet Recharter work area unless you click the “Update Unit Roster” button
• For this reason, we strongly suggest you carefully review the current roster through Internet Advancement before starting Stage 1.
“Update Roster” Button• When you return to Internet Rechartering after having
started Stage 2, click the “Update Roster” button to get updates from Scoutnet
Stage 2 – Update Roster• Update Charter
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
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
• A completed application is still required because the member is joining a new unit!
Promote Members 3• Your unit will always be listed along with others chartered
to the same organization
Promote Members 5• To promote from other units, get their access code from
your Commissioner or District Executive• 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 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 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 3• 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 5• Choose the adult’s relationship to the youth• Then select the adult with the “radio button”
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”
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
Update Fees Final roster
with fees is displayed
“Update” link for fee changes
Click “Boys’ Life” to check 100% Boys’ Life
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”.
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 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
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. Save a copy of the pdf file or make a photocopy. Do not
discard any pages! Log off Internet Rechartering
Now What? 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 Representative 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? Bring Complete Charter Renewal Package to a
Check/Help/Turn-in Session for review and approval. Commissioner staff will review and make final fee
calculation. Ask your unit Treasurer for a check payable to BSACAC
or verify sufficient funds in your unit account. Do NOT fill in the amount until your packet has reviewed
and approved and the total fees due from the worksheet verified.
Use a binder clip (not a paper clip) to keep it all together.