Welcome Screen Welcome to the instructional video for the BeAScout application process. Whether you’re new to BeAScout in general, or simply new to the application process, this video will help you know and understand the features of this tool. Before we look at what a potential new scout, scout parent, or volunteer will see on the application itself, we will take a peek at the behind-the-scenes screens that will be accessed by unit leaders and the Unit Key 3.

Council must be “Active” Screen: If a unit leader would like to start using the online application process to recruit more members, they need to take care of some housekeeping needs first. To begin, a unit will not have the option of displaying the “Apply Now” button on their BeAScout pin unless the “apply status” has been turned on at council level first. Once the council has the apply status of “active”, the unit leader can select “active” as the apply status for the unit as well.

Unit Leader logging into MyScouting Screen: In order to turn on the apply status, the unit leader must first log into their MyScouting account and click the BeAScout link. If they do not see it, it means they do not have access to the application. It is also a possibility their member ID number isn’t associated with their MyScouting account.

Lead/Pin Management Screen: The unit leader will see the options for Unit Pin Management, Unit Lead Management, and Membership Application Management. A unit leader will not be able to change the apply status to “active” until the pin for the unit is set up correctly. In order to see an instructional PowerPoint on lead/pin management, please go to www.scouting.org/Volunteer and click on the BeAScout Webinar Presentation link on the right.

Changing pin to “Active” Screen: Now that the unit leader has correctly set up the unit pin, they can go in and set the unit to “active” for the online application process. Remember, they cannot change the unit to “active” until the council is set to “active” first. In order to change the unit pin’s apply status to “active,” the unit leader will go to the Unit Pin Management tab and choose “active” from the “Apply Status” dropdown. Now, potential members will be able to use the online application to apply to that unit.

BeAScout Welcome Screen: Now that both the council and the unit’s application status have been activated, we will quickly demonstrate what a potential youth, parent, or volunteer will see on the front-side of BeAScout. When a parent or volunteer goes to beascout.org, they will click on the correct age group (for this example we will choose Volunteers).

Zip Code Screen: Then they will be re-directed to a page where they can enter their zip code.

Show Unit Screen: A map will then appear, and the local units will populate the page. In the column on the right, they will see the local units, in order of proximity. “Show Unit” will be highlighted in blue,

“Apply Now” Screen: and (if their council and unit have both turned the application status to “active”) when it is clicked, “Request More information” and “Apply Now”. Once the lead chooses “Apply Now” they will be directed to page 1 of the application process.

Application Welcome Screen: First they will see the ‘Welcome’ page. This will give them a quick explanation of what they will be seeing and completing during the application process.

Personal Information Screen: Throughout the next few screens, they will follow the steps for completing the online application to be a volunteer leader. They will be asked to provide personal,

Contact Information Screen: contact,

Employer & Scouting Information Screen: employer and Scouting information,

Boys’ Life Screen: Offered a Boys’ Life subscription,

CBC Screen: Agree to a criminal background check,

CBC completion Screen: Complete additional background check information,

Terms and Conditions Screen: And agree to the terms and conditions.

Summary Screen: Once they have looked through the summary, (and all the information appears to be correct), they will click submit,

Confirmation Screen: and their application will be sent to the BeAScout administrator for that unit.

Youth Application Screen: The youth application is similar, except it does not have the requirement of a criminal background check,

Youth Application Screen Two: and both the youth and adult will need to provide personal and contact information.

Email Notification Slide: Once the application (youth or adult) is submitted, the unit leader and the applicant will both receive an email notification. The applicant’s email will simply tell them that their application is being reviewed and that they will receive a follow-up email once their membership has been acted upon. The unit leader will be told about the new applicant and be advised to go the BeAScout section of MyScouting and view the application under Membership Application Management.

Select Unit Screen: Once there, they will need to select a unit from the drop-down at the top of the page. A list of both the Volunteer and Youth applications will be displayed.

List of Applications Screen: The unit leader will see a list of applications located next to their District Number, Application Tracking ID, Lead Name, Application Date, and Application Status.

View Button Screen: In order to view the application itself, the unit leader will click on the magnifying glass under the “View” category.

Application-Scroll Screen: The application will pop up and they have the ability to scroll down in order to see it completely. At this point the unit leader can either print or close it.

View/Enter Notes Screen: There is also the option to view or enter notes. The unit leader will simply need to click on the paper/pencil icon under the “Actions” column, write down the information, then click submit to save the entry.

Assign a Volunteer Position Screen: In order to assign a volunteer position, the unit leader will need to click on the “scout-in-profile” icon under the “Actions” category. There will be a drop-down with the different positions. Choose one and click “submit”.

Payment Voucher Form Screen: When ready to print off the Payment Voucher form, the unit leader will click the printer icon. This form will be given to the new adult member at the first meeting, and returned to the council once payment has been attached to it. The unit must provide the applicant with the fee for their Boys’ Life subscription (if purchased), as well as inform them of the registration fee for their unit.

Update Application Status Screen: Another icon that will appear under the “Actions” column for either a youth or an adult is a green pencil. This is the “Update Application Status” option. Here the application status can be changed from ‘More Info Needed’ to ‘Approved’ or ‘Disapproved’.

Icon Screen: Two other icons that may be listed under the “Actions” column are an envelop and a fleur-de-lis. If clicked, the envelop icon gives unit leaders the option to send an application link via e-mail to be used in the Unit Lead Administration/Management pages. The fleur-de-lis icon is clicked when a unit leader wants to assign an applicant to a unit or council.

Who Can Approve Screen: In order to approve one or more application, simply click the box to the left of that application (or applications) and then hit the ‘Approve’ button. To decline membership, the unit leader will click the box and then click the ‘Disapprove’ button. Please keep in mind that if it is a volunteer (adult) application, approval by the Chartered Organization Representative is required. For a youth application, only the unit Key 3 can approve.  Unit Key 3 Leaders include: Chartered Organization Representative (CR) Committee Chairman (CC) Top Leader by Unit Type Cubmaster (Pack) Scoutmaster (Troop) Varsity Coach (Team) Venturing Crew Advisor (Crew) Skipper (Ship)

Final Screen: Once the unit leader or Chartered Organization Representative approves the application, it will be submitted to the local council. Once their application is submitted, the applicant will receive another email with contact information for the unit leader. The unit leader will also need to contact the potential new member to organize a meeting with the unit and collect the membership and Boys’ Life fees. The new applicant will bring their payment to the meeting. It is then the unit leader’s responsibility to attach the payment to the Payment Voucher and bring it back to the council. Once it has been processed, the new Boy Scouts of America member will be sent an email informing them of where to meet their new unit and what to bring to the meeting. This concludes the BeAScout Unit Leader video. Thank you for watching.