1. A Workshop For Sam Houston Area Council September 19, 2014

2.  Welcome  What is “recharter”?  Key points for 2014  Unit Recharter Plan  Using Internet Rechartering to update your unit roster  Wrap-up

3. Thank you for being here!

4.  www.shac.org/recharter ◦ This site contains links to the other websites we will talk about, documents in your recharter packet, and other helpful information including this presentation  Our district’s recharter turn-in events are on December 4 at [specify location] and December 11 at [specify location]  If you miss the district event, turn in at Council office Monday-Friday 8am-4pm AND 9am-noon Saturday December 6 and 13.

5. Let’s be sure we’re all on the same page for some terms we will use to talk about recharter

6.  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

7. Important things everyone – first timer or Baden-Powell’s first cousin – needs to know

8.  Not many changes this year  Don’t forget last year’s big changes ◦ BSA membership fees ◦ Mandatory training of top unit leader  CM, SM, VC, NL, SK, EA ◦ Internet Rechartering ◦ SHAC recharter process  Big changes expected in 2015

9.  BSA fees (passed through 100% to National) ◦ Unit liability insurance fee $40/year ◦ Membership fee $24/year ◦ Boys’ Life subscription $12/year  No BSA membership fees are collected with recharters for LDS units ◦ LDS Church aggregates BSA fees, except Boys’ Life, for all of its units and pays them directly to National ◦ LDS units must pay for any Boys’ Life subscriptions  Council accident insurance $1/person

10.  SHAC requires that all “top unit leaders” must have complete 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  Recharter process will not complete until the top unit leader on the recharter has required training  See www.shac.org/training for requirementswww.shac.org/training

11.  Sam Houston Area Council requires use of Internet Rechartering (or its equivalent for Exploring) for recharters ◦ Internet Rechartering reduces mistakes in preparing recharters by volunteers and in entering changes by staff  Internet Rechartering requires use of Microsoft Internet Explorer version 6 or higher to operate properly ◦ Internet Explorer versions 10 and 11 must operate in “compatibility mode” ◦ Non-Microsoft browsers will not work properly

12.  All recharters must use Internet Rechartering, including Exploring Posts ◦ Posts use IR on lfl.myparticipation.org  All units on same schedule with recharters due on DECEMBER 15  Schedule October – recharter training, membership inventory 11/1 – IR available 11/7 – IR stage 1 complete 11/18 – IR stage 2 complete 11/21 – IR stage 3 complete 11/24 – IR stage 4 complete 11/27 – IR stage 5 complete 12/4 – district turn-in #1 12/6 – Saturday turn=in @ SHAC 9-noon 12/11 – district turn-in #2 12/13 – Saturday turn-in @ SHAC 9-noon 12/15 – ALL RECHARTERS DUE

13.  BSA has announced a “no lapse” policy effective August 1, 2015 ◦ Eliminates the current 60-day “grace period” to correct recharter problems ◦ Units without a correct recharter will drop when January starts ◦ Dropped unit no longer exists until recharter is correctly completed  No accident or liability insurance; unit tenure lost  No youth advancement counts until unit recharters  Internet Rechartering is to be replaced with an entirely new tool

14.  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.  Top Unit Leader must be trained for position.  Turn in entire Internet Rechartering printout!  Recharters are due by December 15.  Turn in Journey to Excellence Award worksheet with recharter.  BE ON-TIME AND ERROR-FREE!

15. How recharter is accomplished

16.  (Complete by) Task to be completed  (Oct 1) District Executive visits chartered organization  (Oct 1) Unit Committee assigns recharter plan tasks, including overall Unit Recharter Coordinator  (Oct 1) Unit obtains recharter packet from district’s Commissioners  (Nov 1) Unit Recharter Coordinator attends district recharter workshop  (Nov 1) Unit completes membership inventory ◦ Contact every member about renewing ◦ If not renewing, note the reason (needed for I.R.) ◦ Collect National fees from those renewing ◦ Obtain applications from members not included on current BSA unit roster

17.  (Complete by) Task to be completed  (Nov 27) Update recharter roster using Internet Rechartering  (Dec 4) Obtain signatures on updated roster from Chartered Organization head and unit leader  (Dec 4) Complete Council Accident Insurance Information Form (unless C.O. is LDS Church)  (Dec 4) Attach complete roster printout, applications for all new members, accident insurance information form, and payment to SHAC

18.  (Complete by) Task to be completed  (Dec 15) Turn in on or before December 15 ◦ At our district’s recharter turn-in events on 12/4 and 12/11[replace with details] ◦ Or at the Council office (2225 N Loop W) if you miss the district events M-F 8am-4:30pm OR 9-noon Saturdays 12/6 and 12/13  Council staff reviews the paperwork for errors; issues a “problem recharter notice” if any are found  Commissioners or D.E. will contact unit to correct any errors.  (Mar 1) Must complete corrections no later than 60 days after charter expiration date or unit drops, regardless of when the error is found or the unit is notified

19.  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  Chartered Organization Head signs approving adult leaders  Help from other unit leaders, parents  Unit Commissioner and district’s commissioner team are additional resources

20.  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

21. A tool to make life easier

22.  Web-based application running on servers at the National Council  Used to update unit roster for recharter ◦ 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  Print updated roster for signature and turn-in

23.  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 ◦ Take the tutorial now. Ask questions if needed.  Time ◦ Can’t start working until two months before current unit charter expires (November 1)  Access Code from instructions in packet

24.  If you are a registered leader, you can access Internet Rechartering though MyScouting on www.myscouting.org www.myscouting.org  You can access the URL directly at https://scoutnet.scouting.org/ucrs/ui/home/ https://scoutnet.scouting.org/ucrs/ui/home/  The URL is on the Council recharter page at www.shac.org/recharter www.shac.org/recharter  Exploring Posts must use the Exploring version on lfl.myparticipation.orglfl.myparticipation.org  Take the Internet Rechartering tutorial now  Begin as soon as you can – November 1

25.  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

27.  Enter unit type, unit number, and access code

28.  Agree to Confidentiality Statement

29.  Provide your contact information  Create password for access code

30.  Use this year’s access code and password to log in after the “first time”

32.  From current BSA data OR UMS such as Troopmaster, Packmaster, or ScoutSoft

33.  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 of more than 50% is not uncommon the first time you upload UMS data  Mismatched data will corrupt BSA’s database  For this reason, we do not encourage upload of UMS data

34.  Internet Rechartering 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 ◦ Changes made by BSA after this point in time will not appear in your Internet Rechartering 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

35.  Update Chartered Organization contact info  Cannot change Chartered Organization name (contact your D.E. if this is needed)

36.  Uncheck the box to remove a member  Check the box again to restore the member

38.  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 including any punctuation and spacing) ◦ 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!

39.  Click “Next Step” to skip “Promote Members”

40.  Your unit will always be listed along with others chartered to the same organization

41.  Check box to copy member to your unit

42.  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)

43.  Click “New Adult” button to add a new adult

44.  Three screens to add an adult

45.  Note that Social Security Number must be entered by Council staff to protect privacy

46.  You must make a selection in “Ethnic Background”; use “Not provided” if the new member did not provide this information

47.  df

48.  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

49.  Click “New Youth” button to add youth

50.  Two screens to provide data about the youth

52.  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”

53.  Click “Yes” or “No”

54.  Choose the adult’s relationship to the youth  Then select the adult with the “radio button”

55.  Selected adult turns red. Click “Save”.

56.  Click “Update” to make changes to member  Click “Remove” to delete member  Note adult YPT status information

57.  If you click “Remove”, confirmation is requested  Click “yes” to remove the member  Click “no” to keep the member

58.  Adult leader positions are checked against BSA requirements – problems flagged in red

59.  Click the “Update” link to change a member’s positions – dialog box appears  Change the position(s) and click “Save”

60.  When all requirements are met, click “Next Stage ”

61.  Click “Update Roster” to complete Stage 2

62.  Click “Check Roster” to start a detailed check

63.  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 they are “false alarms”  Links are provided that will take you to the place to make different possible corrections

64.  Errors MUST be corrected before continuing

65.  A warning should be corrected if it really is an error YPT Warnings

66.  Leaders with YPT warnings will be listed in a new section of the Recharter Report

67.  We can move on…

68.  Click “Summary” to review final roster and fees

69.  Final roster with fees is displayed  “Update” link for fee changes  Click “Boys’ Life” to check 100% Boys’ Life

70.  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. BSA calls this a “multiple” registration.  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. ◦ See next slide for example.  Then click “Save”.

71.  Update where BSA fee is paid or Boys’ Life

72.  Click “Next” at the bottom of the page when finished making changes

73.  Click a reason for NON-renewal for each youth member being dropped

74.  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

75.  If roster is correct, click “Submit to Council”

76.  Don’t forget to print roster for signature

77.  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

78.  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.

79.  Complete the Accident Insurance Information Form.  Ask your unit Treasurer for a check payable to Sam Houston Area 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 15.

80. Thanks again for taking the time to make administration of Scouting more efficient!