1. CIRCLE TEN COUNCIL
RECHARTER
PLAYBOOK
OCT
NOV
DEC
JAN

2. MEMBERSHIP YEAR = CALENDAR YEAR
ROOKIE SEASON
RECHARTER = MEMBERSHIP RENEWAL
MEMBERSHIP YEAR = CALENDAR YEAR
For how many of you, is this your rookie recharter season? O.K., that’s great. Let me know if there’s something that doesn’t make any sense as we go along. I’ll try to touch on all the basics, but if it gets confusing, don’t worry … we have lots of people who can help.
SO, to start with … WHAT’S RECHARTER, exactly? The Boy Scouts of America is a membership organization. Just like your GYM! You pay up for a membership. Once the time period is over, you need to renew your membership. FINALLY, after many years of doing it, we have aligned our membership year with the CALENDAR YEAR. So when your renew your membership, it will be for the period JANUARY 1, 2016 – DECEMBER 31, 2016.
New members who joined since last renewal paid a PRORATED FEE. For example, all those new scouts who joined in SEPTEMBER, they paid for the FOUR months of Sept., Oct., Nov., and December. So yes, they need to pay again. Some units find it easier to collect for 16 months when their new families join in the fall rather than ask for another check again so soon. If you aren’t doing that now, you may want to think about it for next year.
What’s the price? $24/year for registered member, youth OR adult. $12/year for a Boys’ Life Subscription. That’s still a bargain! AND, NONE OF THESE FEES STAYS LOCAL. This is the ONLY money you pay to the NATIONAL BOY SCOUTS OF AMERICA, but ALL of that $24 goes to them. Your unit, your district and your council do not keep ANY of this money. You write the check to Circle Ten Council as the Council has to pay the bill for everyone to National.
OCT
NOV
DEC
JAN

3. GAME PLAN TIMELINE JAN OCT 2016 NOV DEC Sep 2006 ON-LINE
INTERNET RECHARTER
OBTAIN
SIGNATURES
Oct 2015
TOO BAD! SO SAD!
SEASON’s
OVER
Aug 2003
TREATS FOR THOSE WITH
CURRENT YPT.
TRICKS FOR THOSE WITH NOT!
Mar 2012
COUNTING
DOWN!
TIME TO HUSTLE!!!!
YPT
MONTH
YPT MONTH
CODES AVAILABLE
COLLECT MEMBERSHIP DATA & FEES
Jan 2009
TURN IN BY
TURKEY DAY!
HAVE AN EXTRA SLICE OF
Let’s just take a sneak peek at the play book, so you can get yourself oriented, and your game face on. Here’s the overview of our game winning strategy.
OCT
NOV
DEC
JAN
2016

4. PRE-SEASON (OCTOBER)
PRESEASON is all about getting ready for the GAME! Players need to be tuned –up and ready to go. It’s the time to make sure all the paperwork is in order. YPTs up to date, membership inventory up to date, fees collected. This is what you need to focus on THIS MONTH. 20 30 40 10

5. MEMBER MANAGER TRAINING MANAGER SPECIAL TEAMS 20 30 10 40
My.Scouting.org
MEMBER
MANAGER
TRAINING
MANAGER
HOW MANY OF YOU are aware and familiar with the TOOLS available at my.scouting.org? How many of you use them? O.K., for now, let me keep moving and just know there are computer tools that you as a UNIT LEADER (CM, SM) or a CC, can access and use to manage various aspects of unit administration. Of course, one of the tools deals with MEMBERSHIP.
Who’s on your team? Use the MEMBER MANAGER tool at MY.SCOUTING.ORG to print out your team roster. That printout will list the official line-up according to BSA National, ONLY YOU can answer is: “Does it reflect who’s actually out on the playing field?” Compare the two, and you’ll know what adjustments you need to make. Have all your NEW scouts/leaders who joined recently been added to the official roster? Maybe those applications are still sitting in your briefcase. Maybe your dog ate them. It happens. NEW PLAYERS, both youth and adult, will need the appropriately signed BSA Application. (discuss signatures). What if you have names on the “official” roster who have quit the team? The good news is you don’t have paperwork for that, it will just require some action in NOVEMBER!
One other VERY IMPORTANT thing to do at this time is to UPDATE all the contact information on ALL of your members. Unless we tell the system about the changes, the system won’t know. USING the MEMBER MANAGER tool, you can update ALL that information and we really, really, really need you to do this. IT IS EASIER to do this NOW. Once you get into November, you will want to rush through the rest of the process.
ALL ADULT TEAM PLAYERS have to have BASIC YPT TRAINING. Use TRAINING MANAGER to obtain a listing of the YPT status of all your registered adults. We are promoting OCTOBER as YPT month. If we could get EVERYONE TO REFRESH THEIR YPT training in October, in either the odd or even years, EVERYONE would be current when recharter came along. The Training Manger tool will tell you who’s in the danger zone, though … who either a) Never took YPT, b) YPT is already expired, or c) YPT will expire between now and January 1. Those are the individuals who ABSOLUTELY HAVE TO UPDATE THEIR YPT. THEY WILL NOT BE RENEWED AS LEADERS if they don’t. And, you cannot hold up your RECHARTER PAPERWORK waiting on them. Get them to do it THIS MONTH. MISSING YPT is the single LARGEST reason for units not getting their recharter done on time. THIS IS 100% preventable. 20 30 10 40

6. PASSING PLAY MYSCOUTING.ORG USER NAME BSA MEMBER ID NUMBER 10 20 30 40
Here’s how it works. In order to take the BSA on-line training, you need to establish a myscouting.org account with a USERNAME and PASSWORD. Let’s say, I set up my account with a USERNAME of JOHNNY FOOTBALL. I know JOHNNY FOOTBALL is really Debra Copley, but the computer system does not. In fact, even if I set up my USERNAME as Debra Copley, the system still would NOT know who I am. WHY? Your name is not unique but your BSA ID is. In the BSA records, the identifier is the UNIQUE number of your BSA Member ID – not your name. Until we tell the computer system that JOHNNY FOOTBALL is BSA Member ID number 12345, member 12345’s records won’t reflect any training taken on-line.
So we need to make sure the quarterback, the BSA Adult Leader, passes the YPT TRAINING football, to his/her receiver … the BSA ID number. Those two things have to be linked in order for the system to know YOU are trained. 10 20 30 40

7. PASSING PLAY
How do you tie the two? Easy. Log into MyScouting.org – the Legacy system. In the upper right hand corner, you will see under your name VIEW FULL PROFILE. Click on that.
2005
2010
2015

8. PASSING PLAY
Then your profile will come up. In about the middle of the page, under MEMBERSHIP INFO, you will see where you can add the link. Note: At first glance it looks like I don’t have anything tied to my account as the boxes are empty. BUT look below the grey bar, and you’ll see that indeed, I do have my membership ID linked. There’s a pull down menu to select your council so you don’t need to know that Circle Ten is #571. 10 20 30 40

9. 1st HALF (NOVEMBER)
GOOD JOB. You’ve completed your preseason training, and have collected all the information you need to complete your recharter. YPTS are all current and linked in the system, all members are registered, and all contact information is current.
Now it’s time for the real game to start. You are ready to enter the BSA INTERNET RECHARTER SYSTEM.
You should have all picked up one of these pamphlets. PLEASE TAKE THE TIME TO READ IT. AND BE SURE TO GIVE IT TO WHOMEVER IS ACTUALLY DOING THE RECHARTER TASK FOR YOUR UNIT. It’s got a TON off good info., and can answer probably 90%+ of your questions. I’m not going to go over every thing written here, so you will need to read it. Also, it refers to TWO tutorials … both of them are still available and worth while. They don’t take long to look at. 10 20 30 40

10. 1st HALF (NOVEMBER) INTERNET RECHARTER SYSTEM GOES ON-LINE IN NOVEMBER
UNIT LEADERS/COMMITTEE CHAIRS SHOULD HAVE ACCESS CODES NOW
ONCE IN SYSTEM YOU WORK WITH A SCREENSHOT OF THE DATA -- NOT THE LIVE DATA
COUNCIL “PROCESSES” YOUR RECHARTER TO EFFECT CHANGE TO LIVE DATA
Now it’s KICKOFF TIME. YOUR GOAL IS TO HAVE THE GAME IN THE BAG BY THE END OF THE FIRST HALF. No messing around, let’s march done the field and pile up the score.
Just like any administrative chore, recharter is a process you need to complete before you can cross it off the list for another year. BSA has it’s OWN system, the INTERNET RECHARTER SYSTEM, that you need to use. The good news is that it, while it looks pretty dated, is easy to use, and very methodical.
You will be able to access the system starting in NOVEMBER. You need a “recharter code” – it is a NEW CODE EVERY YEAR. You cannot use last year’s code. It won’t work. The letter with the codes has been mailed to the UL and CC. If you don’t have your code, you can ask your Unit Commissioner and/or your District Commissioner or District Executive.
Here’s one thing that confuses people every year. When you enter the system, you load a roster. Once loaded, that roster is in effect, “frozen” … The changes you make as you work through the 5 step process are being made to this “frozen screenshot” of the data. YOU ARE NOT MAKING CHANGES TO LIVE DATA. That’s why, when you turn it in, a Council employee is needed to PROCESS your recharter … they push the magic button to make the changes go out and effect the live data. 30 40 10 20

11. 1st HALF (NOVEMBER)
STEP 1 – LOAD ROSTER (from Council data or unit source)
STEP 2 – UPDATE ROSTER
Remove Members – ONLY time of year to do this
Add Members – CAN BE DONE IN ADVANCE
Update Member Profiles -- CAN BE DONE IN ADVANCE
Change Adult POSITIONS – only time to do WITHOUT APP.
STEP 3 – CHECK ROSTER
STEP 4 – UPDATE FEES
STEP 5 – SUBMIT ROSTER yards short of goal line!
Without dwelling in the detail too long, here’s the 5 step INTERNET RECHARTER PROCESS. The BIG step, the one that takes the time, is STEP 2. Here are some important things about step 2. First, you can GREATLY SHORT CUT YOUR WORK IF you have all your preseason ducks in a row. IF all your members have already been added to the national roster (by your turning in the properly signed application). IF ALL YOUR LEADERS’ YPT is current and RECORDED IN THE SYSTEM and LINKED TO THEIR BSA ID NUMBER. IF ALL THE MEMBER CONTACT DATA IS CURRENT.
All of these “IFS” … they can all be done ahead of time.
There are two things YOU CAN DO ONLY during the recharter process, in STEP 2. One is REMOVE MEMBERS. We don’t give refunds, so if someone quits mid-year, they have paid for a full year of membership, and they are on the books for a full year of membership. Let’s say you do the typical New Year’s resolution gym membership. But by June, you’ve lost interest and don’t show up. You’ve paid for 12 months! You are entitled to the benefits of membership for 12 months. The gym doesn’t give refunds … but if you decide to start coming again in October to be ready for your Christmas cruise, you can. Your membership is still valid. Same with the BSA. So we’d don’t drop someone off the National roster until their membership expires. At recharter time, you know who hasn’t “paid-up” to “re-up,” and those members you REMOVE from the roster.
Secondly, you can change POSITIONS between adult leaders without using an application to do so. IT IS VERY IMPORTANT to have the correct individuals identified in the system as Unit Leader, Committee Chair, and Chartered Organization Representative. Everyone else, too, but especially the “KEY 3” … many communications are directed to those positions of record, and if Bob is no longer Cubmaster, he’s going to be receiving all the traffic if he’s still listed as CM in the system. Meanwhile, the new guy on the job isn’t receiving ANY information. At any other time of the year, position changes require a physical adult application … It’s one of the perks of recharter … you don’t need apps for position changes as long as the NEW person is already registered. 10 20 30 40

12. GAME WINNING EXTRA POINT!
PRINT OUT RECHARTER PAPERWORK
OBTAIN SIGNATURES
UNIT LEADER
EXECUTIVE OFFICER / INSTITUTIONAL HEAD
COUNCIL REPRESENTATIVE (your DE)
BRING TO CIRCLE TEN SERVICE CENTER WITH:
MONEY
ANY YPT CARDS
ANY APPLICATIONS
Just because you’ve hit the “SUBMIT” button, you are NOT yet done. There’s still one play left.
The “extra point” kick puts the finishing touches on your recharter. Print out the paperwork. Get it SIGNED by all the right people. And keep in mind, everyone else’s schedule this time of year is just as busy as yours. People travel. Your Chartered Organization Executive Officer or Institutional Head (and that means the pastor of the church, his/her designee, or whomever has responsibility for your unit at your CO) is probably not sitting around waiting for you. Make an appointment.
Then bring the recharter paperwork, your checkbook (or check), and any applications and YPT cards you need to the Service Center. They will look it over before accepting it to try and catch the obvious things.
NOW you are done. 10 20 30 40

13. HALF TIME
You’ll have an extra special something to be thankful for if you have it DONE and TURNED in by THANKSGIVING. 10 20 30 40

14. 2nd HALF (DECEMBER)
O.K., your game didn’t go exactly as planned. Maybe you had some fumbles, quarterback sacks or too many penalties. You weren’t able to shut down the game by the end of the first half. Now you’re into December, and while technically you have the ENITRE MONTH, it going to seem a lot more like the two minute warning.
You do not want to be messing around with this in December. But if you are, get it done as quickly as possible. It is the busiest month of the year for people, mom’s especially. There are so many extra, additional things on everyone’s to-do list: decorations, cards, presents, baking, wrapping, cleaning, parties, etc.
Mark your calendars .. Our next RT is 12/10. BE THERE with your paperwork and TURN IT IN. We can save you the trip to the Scout office!
DECEMBER IS CRUNCH TIME. DO NOT LET ANYTHING HOLD YOU UP. Missing a YPT? Tell that adult he/she will be dropped from the roster, and can RE-REGISTER NEXT YEAR … with a NEW APPLICATION. Yep, they’d have to fill out a brand new one! That’s a threat if there ever was one!
Missing YPT from a KEY LEADER (UL, CC, etc.) -- Be the squeaky wheel. Pester, call, ring their doorbell. Whatever it takes. Seriously.
GET IT DONE. 12/10 AT THE LATEST. You know you don’t have time for this after that. 10 20 40 30

15. OVERTIME
DEFECTIVES
Defectives are going to require a bit of overtime from you. A DEFECTIVE is what we call a recharter packet that is missing something necessary. Think of it as a penalty flag, and you have to re-do the play.
What causes a defective:
MISSING YPT for an adult leader … we’ve talked about this earlier. This is the #1 penalty. This is why you want ALL YPTs refreshed this month.
MISSING APPLICATIONS … you still need an application for EVERY member added. You can type in their information, but you need to turn in the application just like you would any other time of the year.
MISSING SIGNATURES ON APPS … YOUTH apps need signatures from parent and from Unit Leader. Adult applications need 2 signatures by the adult, and the Committee Chair and COR.
MISSING SIGNATURES on the recharter document. You need the UNIT LEADER & CO Institutional Head.
The GOOD NEWS is that these are all 100% preventable BY YOU. If you have all this taken care of, you won’t have any defectives.
But, o.k., let’s pretend you missed something. The Circle Ten staff will review your recharter, and if they find a defective, they log it. Then they will notify, by (another reason to have those s accurate) the UNIT KEY 3, the District Executive, and the District Commissioner. They will help you, but remember it is YOUR JOB to get the recharter done PROPERLY and COMPLETELY.
PAY ATTENTION TO THIS. RESOLVE any issues quickly. Your recharter is not COMPLETE until it is clear of any defectives. 10 20 30 40

16. NO BOWL BID & NCAA SANCTIONS (JANUARY)
JUST GET IT DONE.
IT IS NOT FAIR TO
YOUR SCOUTS
IF YOU CAN’T GET IT DONE.
The final whistle has blown on 12/31. You have lost the game. No RECHARTER TOUCHDOWN for you.
Your unit isn’t “official” anymore. Things are in limbo. We will be beating a path to your door.
JUST GET IT DONE. IT IS NOT FAIR TO YOUR SCOUTS if you can’t. IT IS NOT FAIR TO THEIR PARENTS WHO HAVE PAID THE MONEY if you can’t.
IT IS A CHORE. BUT YOU HAVE TO PAY THE BILL, it’s once a year. GET IT DONE. No MESS, no FUSS.
EVERYONE WILL BE A WINNER IF YOU DO. 10 20 30 40

17. DISTRICT COMMISSIONER DISTRICT EXECUTIVE COUNCIL SERVICE CENTERS
COACHING STAFF
“RETIRED” PLAYERS
UNIT COMMISSIONER
DISTRICT COMMISSIONER
DISTRICT EXECUTIVE
Every team has a coaching staff, and the Recharter Team is no different.
Who can help you? Start with WHO DID IT LAST YEAR? The “retired” player can walk you through the process.
No one else at your unit who understands the problem? Call your UNIT COMMISSIONER. This is a big part of their “job” … and they are more than happy to help.
No unit commissioner? GO UP THE LADDER. Just call your District Commissioner.
Or call your District Executive.
BUT THERE’s one more line of defense. Call either of the Service Centers, or go ask at the desk. They can help, too.
LASTLY, for one more REMINDER. DECEMBER 10th ROUNDTABLE ….. We’ll have folks here to HELP. SPECIFICIALLY.
COUNCIL SERVICE CENTERS 10 20 30 40

18. EVERYONE CAN BE A WINNER! POSTSEASON 10 20 30 40
REMEMBER: EVERYONE CAN BE A WINNER and take home the TROPHY of a SUCCESSFUL RECHARTER. 10 20 30 40