RECHARTERING YOUR SCOUTING UNIT A Workshop For Unit Recharter Leaders September 2015

WELCOME Thank you for being here!

Agenda What is “Charter Renewal” (AKA Recharter”)? Key points for 2016 Unit Recharter Plan Using the Internet Rechartering application Wrap-up

Key Resources and Dates! Internet Rechartering is a web-based application October 1: Internet Rechartering open for use by Units Oct 8: District Help Sessions at Roundtable November 12, 19, 24,30: Check/Help/Turn-In at Covenant Presbyterian Church; 6:30-8:00. November 30: Deadline for all renewal packages to be turned in December: Council process packets and readies them for posting in system (January 1).

WHAT IS RECHARTER? Key words and terms

Recharter is …  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

KEY POINTS FOR 2016 Important things everyone needs to know

Process very similar to 2015 Units were asked to designate Recharter Leaders (not Unit Leader) Report package requires review and approval for turn-in by a Unit Commissioner. Key dates almost the same Guide and Calendar have been rewritten Pro-rated membership for 2015 separate

Recharter Fees: The Basics BSA membership fee is $24/year per registered member (youth or adult). Units with “multiples” need to coordinate on which unit is paying membership for the adult in order to avoid paying it twice. Boy’s Life is $12/year per youth (not household). Unit Recharter Fee is $40. Insurance is $1 per year per registered member (adult or youth). NOTE: Internet Recharter will not calculate these fees correctly so Unit Commissioners will review and sign off on your “Charter Renewal Worksheet”!

Ideal Unit Recharter Timeline Schedule Sept 12-30: Units receive recharter guide and calendar via Sept 22: deadline to get all new membership apps to Council for data entry by October 1 Sept 30: units print roster and YPT Report to check for completeness and accuracy (start notifying families for updates and/or corrections). Oct 1: Internet Recharter available online Oct 10: Unit completes Stages 1 and 2 in Internet Recharter. Oct 24: Unit completes Stages 3 and 4 October 31: Unit completes Stage 5 (submission) Nov 1-13: Unit meet with Charter Executive and Unit Leader to obtain signatures. Nov 12: Unit brings package to First Review; turns in if complete

What does complete look like? Youth or adult applications include signatures. Youth: Parent/guardian and Unit Leader Adult: Adult, Committee Chair, and Charter Organization Rep Adult applications include pertinent data and release. Adult’s signature on the Disclosure/Authorization page. Questions answered and references (right column of app page). Social Security and Driver License Number Youth Protection Training certificates for Adults. Entire Internet Summary Report printout! Charter Executive and Unit Leader signatures Check made out to “BSA” with amount left blank (unless verified by Unit Commissioner) Unit Charter Renewal Worksheet

UNIT RECHARTER PLAN How recharter is accomplished

Start early! Build a checklist! Collaborate!  Develop a Unit Recharter Plan using the tasks in the Unit Recharter Timeline  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  Send regular reminders for YPTs and to get updated/corrected information from your unit membership.  Be thorough and accurate before you go online!

Get Organized  Sept 1: Unit Committee approves recharter plan and designates Unit Recharter Leader (URL)  Sept 10 +/- : URL receives recharter guide from District Commissioner via  Sept 10: Unit Recharter Leader attends workshop  Sept 25 +/- : Access codes sent to URL  Oct 1: Unit completes membership inventory ◦ Contact every member about renewing ◦ If not renewing, note the reason (needed later) ◦ Collect recharter fees from those renewing ◦ Obtain applications from members not included on current BSA unit roster (received after Sept 22)

Internet Rechartering  Web-based application running on servers at the National Council  Used to update unit roster for recharter ◦ Correct wrong or out-of-date information ◦ Move adults leaders to new positions ◦ Remove members who have left the unit ◦ Add new members not found on current roster ◦ Work can be completed in multiple sessions  Verify required adult leadership in place  Calculate BSA National fees ◦ This is not the total fee to be paid  Print updated roster for signature and turn-in

Internet Explorer 6+ Required If you access the site with another browser (e.g., Safari, Chrome, Firefox), you may get a warning message.

Browser Compatibility Solutions  Default is Internet Explorer (IE) 6 or higher  IE 10 or 11 issues: try enabling compatibility view mode Open the Tools menu (a quick way to do this is by hitting 'Alt' and 'T' on the keyboard). Select Compatibility View Settings. Under 'Add this website:' add 'scouting.org' and click 'Add'.scouting.org' and click 'Add'. Select 'Close’.  Other browsers  Safari: Go to Safari > Preferences > Advanced Tab and check "Show Develop menu in menu bar". Under “Develop” menu, you will find User Agent. Select the IE 10 browser to emulate, then go to your web address.  Firefox: Go to  Chrome: Suggest IE Tabhttps://chrome.google.com/webstore/detail/ie- tab/hehijbfgiekmjfkfjpbkbammjbdenaddhttps://chrome.google.com/webstore/detail/ie- tab/hehijbfgiekmjfkfjpbkbammjbdenadd

INTERNET RECHARTERING Web-based application

You Are A First Time User Every Year… For Every Unit…

Register Enter unit type, unit number, and access code

Registration, cont’d Agree to Confidentiality Statement

Registration, cont’d Provide your contact information Create password for access code (write it down!)

Log Back In… Use this year’s access code and password to log in after the registering as a “first time” user.

Internet Recharter: 5 “Stages”

Stage 1 – Load Roster From current BSA data OR UMS such as Troopmaster, Packmaster, or ScoutSoft

Using UMS Data  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 upwards of 50% is not uncommon the first time you upload UMS data  For this reason, we do not encourage upload of UMS data

You Now Have A “Working Copy” Of Your Unit Data Internet Recharter 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 (Stage 5) Changes made by BSA after this point in time will not appear in your Internet Recharter work area unless you click the “Update Unit Roster” button For this reason, we strongly suggest you carefully review the current roster through Internet Advancement before starting Stage 1.

“Update Roster” Button When you return to Internet Rechartering after having started Stage 2, click the “Update Roster” button to get updates from Scoutnet

Stage 2 – Update Roster Update Charter Organization contact info Cannot change Chartered Organization name (contact D.E. if this is needed)

Select Members For Renewal Uncheck the box to remove a member Check the box again to restore the member

Members Selected For Renewal

Promote Members 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!

Promote Members 2 Click “Next Step” to skip “Promote Members”

Promote Members 3 Your unit will always be listed along with others chartered to the same organization

Promote Members 4 Check box to copy member to your unit

Promote Members 5 To promote from other units, get their access code from your Commissioner or District Executive Enter it in area below the list of units for your chartered organization along with unit type and number (e.g., Pack 9999)

Add New Members Click “New Adult” button to add a new adult

Add New Adult Three screens to add an adult

Add New Adult 2 Note that Social Security Number must be entered by Council staff to protect privacy

Add New Adult 3 You must make a selection in “Ethnic Background”; use “Not provided” if the new member did not provide this information

Add New Adult 4 df

Add New Adult 5 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

Add New Members 2 Click “New Youth” button to add youth

Add New Youth Two screens to provide data about the youth

Add New Youth 2

Add New Youth 3 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”

Add New Youth 4 Click “Yes” or “No”

Add New Youth 5 Choose the adult’s relationship to the youth Then select the adult with the “radio button”

Add New Youth 6 Selected adult turns red. Click “Save”.

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

Update Member Data 2 If you click “Remove”, confirmation is requested Click “yes” to remove the member Click “no” to keep the member

Update Member Position Adult leader positions are checked against BSA requirements – problems flagged in red

Update Member Position 2  Click the “Update” link to change a member’s positions – dialog box appears  Change the position(s) and click “Save”

Update Member Position When all requirements are met, click “Next Stage”

Complete Update Roster Click “Update Roster” to complete Stage 2

Stage 3 – Check Roster Click “Check Roster” to start a detailed check

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

Check Roster 2 Errors MUST be corrected before continuing

Check Roster 3 A warning should be corrected if it really is an error YPT Warnings

Check Roster 4 Leaders with YPT warnings will be listed in a new section of the Recharter Report

Check Roster 5 We can move on…

Stage 4 - Summary Click “Summary” to review final roster and fees

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

Update Fees 2 Add missing Boys’ Life for youth member

Update Fees 3 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”.

Update Fees 4 Click “Next” when finished making changes

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

Stage 5 – Submit Roster  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

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

Roster Submitted Don’t forget to print roster for signature

Print Roster  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.  Save a copy of the pdf file or make a photocopy. Do not discard any pages!  Log off Internet Rechartering

Now What?  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 Representative 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.

And Then?  Bring Complete Charter Renewal Package to a Check/Help/Turn-in Session for review and approval.  Commissioner staff will review and make final fee calculation.  Ask your unit Treasurer for a check payable to BSACAC or verify sufficient funds in your unit account.  Do NOT fill in the amount until your packet has reviewed and approved and the total fees due from the worksheet verified.  Use a binder clip (not a paper clip) to keep it all together.

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