Presentation on theme: "Golden Empire Council, Boy Scouts of America"— Presentation transcript:
1 Golden Empire Council, Boy Scouts of America Online Rechartering
2 Online Rechartering Each unit recharters itself Units provide more and better informationUnits enter and confirm their own dataEffectively eliminates defective chartersValidates BSA rules at inputSubmits charter only when it is correct
3 Online Rechartering Easy to Use Saves You Time Saves Council Money Tutorial available with on-screen instructionsAvailable from any internet connection with MS Internet Explorer, user controls inputSaves You TimeFinished charter is error-free, registrar only confirms signatures and paymentSaves Council MoneyEliminates data entry by the registrar
4 Online Rechartering The unit can: Compare roster to unit management softwarePackmaster, Troopmaster, othersUpdate individuals’ informationUpdate “Boys’ Life” subscriptionsValidate all information before submittingCalculated feesAll BSA membership rules are enforced
5 Checklist for Recharter Gather all information neededCompleted applications for new peopleLists of youth and adults remainingList of youth and adults to removeList of youth and adults wanting Boy’s LifeComplete recharter process onlineClick Submit and printMinimum 2 copies ( one unit, one council)
6 Checklist cont. Gather all required signatures Applications and recharterCollect fees that are dueBring or mail completed recharterPacket, fees, new applicationsDue at council office on or before Dec 31If brought to office…Sign the Log-In binder at the front desk
7 Recharter tips Use legal names only; no nicknames Do not change names onlineHandwrite corrections on printout onlyIf deleting be sure it is correct personIf deleted by accident enter on printout onlyDo not re-enter onlineNo one should be marked as a transferNo transfers at recharter time
8 Recharter Tips cont. There has to be at least 2 paying youth Check and confirm all multiplesBe sure to mark Boy’s Life if wantedOnly new members need applicationsA list is printed on front page of printoutMake sure all applications are completeSignatures, birthdates, Social Security #Return with recharter packet
9 More Tips Complete last step of online recharter Submitting and printing the recharterSubmit all paperwork togetherPrinted recharterSignatures (Executive Officer & Unit Leader)All new applications (completed)Fees for recharter (invoice on recharter)Update for Unit account (if applies)Be the first to return your packet
10 More Tips Cont.Make sure all youth that should be registered are registered.Youth are not removed after the fact unless transferredThey will remain on your roster until next recharter year.
11 Multiple Registrations Only the Charter Representative in unitMay also be chairman or committee memberAll others can only serve one position in unitNo restriction for multiple in other unitsYouth may multiple in other units asBoy Scout and Varsity team or Venture crewVarsity and crew, ship, or troopTroop member may not multiple in anotherFees paid only for primary position
12 Multiples cont. If registering as multiple Indicate on application write MULTIPLEReceives certificate only for primary pos.Youth cannot multiple as adultAdult cannot multiple as youth
13 The Timeline G. E. C. All Districts October: Training at Roundtable November 1: Window opens for RecharterNovember RTs: Follow up training at Roundtable orRecharter events ?December: Commissioners follow up with late unitsDecember 1: Last day for On Time RechartersDecember 2: Units are late and ineligible to be a Quality UnitAll of December: Commissioners follow up with late unitsDecember 31: The unit is dropped and no longer exists
14 The Six Step Process Get your unit access code (new every year) Go to the council Web site gec-bsa.org and select Online RecharteringComplete the rechartering processPrint the recharter application (min. 3 copies)Get necessary signatures on application (IH and CM, SM, TC, CABring or mail in the recharter application, new member applications, and payment checkThe unit receives an access code from the council (you might pass out the access codes at this meeting).Go to the council’s Web site, and click on the Tutorial link.You must use Microsoft Online Explorer browser. You can access the Online with AOL, but you must open Online Explorer browser to view the Web page correctly.Log on with the unit’s access code and explain that the unit processor can continue using the access code until the charter is submitted.The system will populate the form with the current information from ScoutNET.When the unit completes the process, it submits the file. This submittal process creates the charter renewal batch for the unit within PAS and places it on hold.Information is updated at the council.The unit prints the recharter papers and acquires the appropriate signatures. The signature gives national the authority to conduct background checks, for a youth to participate in the program, and for adult leaders to be approved.Forward the papers and money to the council office.
15 Enter your unique access code and unit information Enter your unique access code and unit information. The council provides the access code in your recharter packet, and it will be available from your District Commissioner.
16 Everyone must agree to a confidentiality statement.
17 The first time you log on, you will complete the requested information including setting a password. Once this profile has been created, no one else can use the access code.If you win the Lottery and leave for Fiji the Council CAN change the Recharter Specialist, but it’s a difficult process so make that FOS contribution a BIG ONE!
18 You receive your data from one of two sources You receive your data from one of two sources. Unit-management software, such as TroopMaster, can provide a file that can be uploaded. Most units will choose to populate their data from ScoutNET (Load Council Information).
19 The information for the chartered organization is then available to update.
20 On this screen, you decide who is returning and who is not On this screen, you decide who is returning and who is not. Those returning should have a check by their name.
21 Then a list confirming your selections is presented.
22 Next, you can add new adults and youth Next, you can add new adults and youth. Our first example will register a new adult.
23 Name and position must be entered next Name and position must be entered next. If the individual is fulfilling more than one position, add each position.
24 The next step is to complete the needed information about the individual. Anytime there is a magnifying glass, you can make your selection from a list.
26 As with the adult, page 2 is available to add more information.
27 You must select if the parent is or isn’t a current member of the unit.
28 If the parent is a member of the unit, you must select the proper relationship and individual. Once the individual is selected, the parent’s record will automatically be completed.
29 If the parent is not a member of the unit, the information must be completed.
30 Again, additional information must be filled in.
31 A roster of the selections is presented so you can then update information on any of the returning adults or youth. Again, you may remove individuals from the roster.
32 A listing of adults filling required positions is presented with a recap of the minimum and maximum requirements and the current status. If the current number of people for that position does not fall within the minimum and maximum levels, you will not be able to proceed any further.
33 Each individual is checked to ensure that he meets the requirements for registration. Warnings and errors may appear.Errors must be corrected, while warnings should be checked.
34 A final roster with fees will allow you to go back and make adjustments, such as adding Boys’ Life subscriptions.
35 A printed copy of the charter renewal application will allow you to obtain the required signatures. The signed copy of the application is forwarded to the council with the necessary member applications and fees.It should be reviewed before submitting the information to the council.
36 When everything is in order, the information is submitted to the council.
37 The tutorial will allow you to walk through the system as if you are actually rechartering a unit. It is available from any step of the process.Each screen requests that you perform a specific action. You can jump past a screen by clicking on the tabs at the top and selecting the specific process you want to review.
38 Help is available at any time. It works just like Windows help Help is available at any time. It works just like Windows help. Anything that is underlined is a link to additional information. You can navigate using a table of contents, index, or search.
39 Resources Online Help is available while you are doing the Recharter Practice on the TutorialYour District Commissioner has access codes for all district units