Crosswinds District Internet Rechartering 15 November 2018

What’s New for 2018 Internet Rechartering Council Website: ocscouts.org/recharter No Paper Packets in 2018 - everything is available online Units will receive an online code for the Internet Rechartering system If you lose it, contact your Commissioner Insurance Fees have increased to $2.00 / youth or adult The Council is recommending utilizing the online payment option

LDS Units Charters for LDS Units will be renewed by the National Service Center – units will not need to complete the usual recharter process Any adult that is not current with YPT will be dropped from your roster Units must have adequate adults to recharter (all Key 3 positions and 2 additional committee members) FAQ Sheet for LDS Units can be found on Council website

How to Make Recharter Easy Start Early. Be sure all unit members are on your roster before starting Internet Rechartering. Turn in all youth and adult applications before starting your recharter. Conduct a unit inventory to compare your membership against what the BSA shows as your membership. Review your unit’s YPT status. Adult leaders whose YPT is expired must take YPT. Be thorough and accurate. If you have a question about recharter, ask your Unit Commissioner.

Key Things to Remember Print the Recharter Turn-In Check Sheet to use as a paperwork checklist 2018 JTE Scorecard must be turned in with the Recharter Packet Complete Applications are required for each new youth and adult member. Social Security Numbers and Youth Protection Training required on all adult applications. All recharters MUST be signed by a Commissioner. Recharters will not be accepted by the Council Office, they MUST be turned into the District.

Starting Internet Rechartering Using a supported browser, navigate to https://my.scouting.org Firefox Chrome IE9, IE10, IE11 Enter your UserID and Password Click Sign In Menu > Legacy Web Tools > Internet Rechartering

You are a First Time User Every Year for Every Unit You are a First Time User Every Year for Every Unit. Click on Register – First Time User

Enter the Access Code provided to you in your Recharter Packet. Select the Unit Type from the Drop Down box. Enter your 4 digit unit number (include leading zeroes).

In order to continue, you must agree to the confidentiality statement.

The Unit Processor enters their information and sets a password The Unit Processor enters their information and sets a password. (Sensitive information has been redacted).

Internet Recharter Overview The stages to Internet Rechartering appear on this screen. You will progress through the stages until you have successfully entered all the information and all the BSA requirements have been met.

Stage 1 Load Roster

Load Roster Load Roster – here you have the option of loading the roster from what is on record with your Council, or you may load the roster information from another tool your unit may be using, like PackMaster, TroopMaster or TroopSoft.

Using Troopmaster / Packmaster / etc. Data Data can be uploaded from a UMS, such as Troopmaster / Packmaster / Etc. 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.

Working Copy of your Unit Data Internet Rechartering keeps a “working copy” of your unit’s registration data 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. After clicking “Update Unit Roster”, if you previously added youths or adults that have now been added by council registration, you will have duplicate entries in your workspace. You must delete the extra entries that YOU ADDED. You are strongly encouraged you to use Internet Advancement’s print roster feature to check for missing members before you log in as a “first time user” this year. Submit applications for missing users and wait for them to be processed (that is, wait for them to appear in Internet Advancement) before you begin Internet Rechartering.

Stage 2 Update Roster

Update Roster Stage 2 is where you will update the information on your roster. There are several steps to updating the roster. Select Next when you are ready to begin. If at any time you wish to stop, you select the gear in the upper right corner and Log Out. All changes you have made will be saved.

Update Chartered Organization Notice the Review / Print Roster button. Cannot change Chartered Organization name (contact your D.E. if this is needed. Enter the information relevant to the Charter Organization. When finished select Next Step

Review / Print Roster Pressing the Review / Print Roster Button will give you a copy of the Charter Renewal Application, which may then be printed if desired.

Select Members for Renewal It is important to refresh your roster if your unit has accepted a youth or adult through the online registration system or if your unit has submitted any paper applications to the council that are not showing in your roster. Be sure to update the roster each time you return to work on your recharter. Follow the instructions on the page for selecting and deselecting members for renewal.

Members Selected for Renewal After deselecting members from the previous, only the members in your unit will show here. You may correct any incorrect information.

Promote Members Promote Members generally means promoting Cub Scouts to Boy Scouts. Promote Members also allows moving members from one unit to another. 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.

Promote Members Notice that you will see a fee on the righthand side of your screen under Roster Review. This is a view of only the registration fees for youth and adult members, not your final fee for recharter. Follow the instructions for promoting members into your unit from another unit. Note you will need access codes for units in which you are not a member.

Promote Members Follow the instructions for promoting members into your unit from another unit. Note you will need access codes for units in which you are not a member. If ‘Promote’ was selected on the previous screen, you will end up here. Your unit will be listed along with other from the same chartered organization.

Add New Members The next sections allow you to enter information for new adult and youth members. It is highly recommended that all youth and adult member applications be turned into the Council office prior to recharter to avoid having to enter the information here. If a new member is to be registered during recharter, turn in the application to the Council office and wait a few days. The update the roster in this Internet Rechartering tool to add the new member to the charter.

Add New Members Here you may add a new adult member or select Next Step.

Add New Adult Complete the information for a new adult, including the adult’s position in the unit

Add New Adult Note the warning about the social security number. You will not be asked to enter a social security number. Here you will enter the youth protection completion date for the adult. You will need to submit the signed completed application, YPT certificate, and any other supplemental documents the council requires.

Add New Adult Continue to enter the new adult information You must make an ‘Ethnic Background’ selection. Select ‘Not Provided’ if the new member does not provide an ethnic background. Once all information is entered, Click SAVE. You will be returned to the ‘Add New Members’ page. Click ‘New Adult’ to add another adult. Click ‘Next’ when there are no more adults to add.

Add New Youth Here you may add a new youth member or select Next Step.

Add New Youth Enter new youth member information

Add New Youth Continue to enter the new youth information You must make an ‘Ethnic Background’ selection. Select ‘Not Provided’ if the new member does not provide an ethnic background. Next, a parent or guardian will be entered. If the parent is on the roster – including new adults just added – the parent can be selected. Otherwise, the parent’s information will be collected using screens similar to adding a new adult. Once all information is entered, Click SAVE. You will be returned to the ‘Add New Members’ page. Click ‘New Youth’ to add another youth. Click ‘Next’ when there are no more youth to add.

Update Member Data Click ‘Update’ to make changes to a member. Click ‘Remove’ to delete a member. Note YPT status. Here you have the opportunity to update information on your members.

Update Member Position Here you are able to see if you have the required minimum unit adult positions for your unit type. Problem areas are highlighted in Red.

Stage 3 Check Roster

Check Roster Once you have made all your changes, you select Check Roster and your roster will be validated against the BSA unit requirements, including youth protection requirements of the members.

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 they are ‘False Alarms’. Links are provided that will take you to the place to make corrections.

Check Roster If there are any errors they are indicated on this page

Check Roster All errors have now been fixed.

Stage 4 Summary

Update Fees Here is where you make changes to fees. Click ‘Update’ link for fee changes Click ‘Boys Life’ to check 100% participation

Update Fees – Multiple Registration 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. In the dialog, click the radio button by ‘Member Paid in Another Unit’ and enter the other unit in the space, which will appear. Click ‘Save’

Update Fees - Boy’s Life By clicking the Boys Life button on the previous page you will see what you need to qualify to be a 100% Boys Life unit.

Approve Roster Also known as the charter fee If you choose to file your charter electronically, you would complete this page and select NEXT. If not filing electronically do not fill in anything and select NEXT. Note – this council has elected to collect Accident and Sickness Insurance Fees This would not appear if the council did not select this option.

Approve Roster If not filing electronically and you selected NEXT you are presented with this question. Select OK.

Stage 5 Submit Roster

Stage 5 – Submit Roster This is the final stage. Once you click ‘Submit to Council’, you cannot make any further changes. It is STRONGLY recommended the you click the ‘Review/Print Roster’ to print a draft copy of the recharter roster. Review the draft with the Unit Leader and member(s) of the your recharter team before proceeding to make any corrections. Note the draft copy is watermarked ‘Draft’ and contains no signature lines. This copy cannot be turned in, even if it is signed.

Payment 3% Administrative Fee No Fee No Fee If paying by credit card you enter all of the credit card information. Note there is a 3% administrative fee for using the credit card.

On-Line Payment Receipt This is the confirmation if using a credit card.

On-Line Payment Confirmation This is the Payment Confirmation if you selected Print Payment Confirmation on the previous slide.

Payment – Cash or Check 3% Administrative Fee No Fee No Fee Select Cash and remit to your local Council by check, cash, or other accepted payment. Payment to the local council is the preferred method at this time;.

Submit Roster If you are paying by cash you have the option of checking this box. Before submitting your roster. The box is greyed out for any other payment option. When you are satisfied that your roster is complete, click on SUBMIT TO COUNCIL. Note the warning.

Submit Roster – Part Two This is the second confirmation that you are submitting your roster.

Survey An opportunity to take the survey on using the Internet Rechartering tool.

Survey Confirmation of success submission. If you re-enter Internet Rechartering at a later date, you will be presented with this page. This gives you the opportunity to print any required documentation.

Example Roster Here is a the charter renewal application, if you clicked on PRINT RENEWAL APPLICATION form the previous slide.

What’s Next The Unit Leader and Chartered Organization Head (the person who signed the Charter Agreement with the BSA) must sign the front page of the recharter (if not electronically signed) The Chartered Organization must sign all Adult Applications submitted with the recharter. To save time get the Adult applications signed at the same time as the recharter. Adult Applications must be filled out completely (i.e. SSN, applicant signature on application and background check, background history). The Unit Leader must sign all Youth Applications submitted with the recharter.

Turn-in Your Recharter Signed Recharter Package Unit Recharter Turn-in Check Sheet Completed and Signed Adult and Youth Applications Proof of YPT training for new Adult Members Completed JTE for 2018 If you unit elects not to participate in JTE, the form can be left blank but still must be signed Blank check signed by the appropriate person in the unit (i.e. Unit Treasurer) The blank check is necessary to ensure the funds collected are correct. Sometimes changes occur during the turn-in

Journey To Excellence (JTE) Signed by the Unit Leader, Unit Committee Chair, and Commissioner

Key Dates to Remember 1 December 2018 – Internet Recharter systems opens for units 15 - 16 January 2019 – Recharter Turn-In Event Christ the King Lutheran – 7:00 pm to 8:30 pm 17 January 2019 – Recharter Turn-In Event Christ the King Lutheran – At Roundtable 28 January 2019 – Recharter Turn-In Event 31 January 2019 Your Charter Expires

Questions?