A Training Workshop For San Gabriel Valley Council October 4 th, 2014

 Welcome  What is “re-charter”?  Key points for 2015 and beyond  Unit Re-charter Plan  Using Internet Re-chartering to update your unit roster  Wrap-up

Thank you for being here!

 ◦ This site contains links to the other websites we will talk about, documents in your re-charter packet, and other helpful information including this presentation  Your district’s re-charter turn-in event(s) - ◦ We will accept your completed recharter and get it turned in for you ahead of the deadline. This also allows you to have more time to correct any errors found by the Council staff.

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

 Annual commitment of a chartered organization to continue sponsoring 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

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

 100% Trained top unit leadership  YPT certificates needed for all NEW Adults being added when applications are turned in.  2016 “NO LAPSE PERIOD”

 SGVC has adopted the policy that all “top unit leaders” must have completed all BSA training required to be considered “trained for the position” in order to re- charter in that position. ◦ Applies to Cubmasters, Scoutmasters, Varsity Coaches, Venturing Advisors, Skippers, and Exploring Advisors  Re-charter process will not complete until the top unit leader on the recharter has required training.  See your district training team for requirements

 All units must use Internet Re-chartering  All units on same schedule with re-charters due on DECEMBER 1, 2014  All registered leaders must have completed youth protection training before the unit can be re-chartered. *2016 Future changes to re-chartering

 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.  Turn in entire Internet Re-chartering printout!  Recharters are due by December 1.  Turn in Journey to Excellence Award worksheet with re-charter.

How re-charter is accomplished

 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

 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

A tool to make life easier

 Web-based application running on servers at the National Council  Used to update unit roster for re-charter ◦ 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

 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. Ask questions if needed.  Time ◦ Can’t start working until two months before current unit charter expires (e.g., October 1 for a charter expiring December 1)  Access Code from instructions in packet

 If you are a registered leader, you can access the Internet Re-chartering link via  Take the Internet Re-chartering tutorial  Begin as soon as you can – October 1st

 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

 Enter unit type, unit number, and access code

 Agree to Confidentiality Statement

 Provide your contact information  Create password for access code

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

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

 Internet Re-chartering keeps a “working copy” of your unit’s registration data  That means: ◦ Changes you make will not be visible to anyone else until re-charter is processed ◦ Changes made by BSA after this point in time will not appear in your Internet Re-chartering 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

 When you return to Internet Re-chartering after having started Stage 2, click the “Update Roster” button to get updates from Scoutnet

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

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

 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!

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

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

 Check box to copy member to your unit

 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)

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

 Three screens to add an adult

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

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

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 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

 Click “New Youth” button to add youth

 Two screens to provide data about the youth

 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”

 Click “Yes” or “No”

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

 Selected adult turns red. Click “Save”.

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

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

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

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

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

 Click “Update Roster” to complete Stage 2

 Click “Check Roster” to start a detailed check

 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

 Errors MUST be corrected before continuing

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

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

 We can move on…

 Click “Summary” to review final roster and fees

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

 Add missing Boy’s Life for youth member

 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”.

 Click “Next” when finished making changes

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

 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

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

 Don’t forget to print roster for signature

 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

 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.

 Complete the Accident Insurance Information Form.  Ask your unit Treasurer for a check payable to San Gabriel Valley 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 1st.

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