Re-chartering Your Scouting Unit

1. Re-chartering Your Scouting Unit A Training Workshop For San Gabriel Valley Council October 4th, 2014

2. Agenda • 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

3. Welcome Thank you for being here!

4. Write These Down • www.sgvcbsa.org • 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.

5. What Is Re-charter? Let’s be sure we’re all on the same page for some terms we will use to talk about re-charter

6. Re-charter is … • 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

7. Key Points for 2015 Important things everyone – first timer or Baden-Powell’s first cousin – needs to know

8. What’s New This Year? • 100% Trained top unit leadership • YPT certificates needed for all NEW Adults being added when applications are turned in. • 2016 “NO LAPSE PERIOD”

9. 100% Training –Top Unit Leadership • 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

10. SGVC Re-charter Process • 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

11. Reminders • 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.

12. Unit Re-charter Plan How re-charter is accomplished

13. Who Does It? • 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

14. How To Make Recharter Easy • 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

15. Using Internet Rechartering To Update Unit Roster A tool to make life easier

16. Internet Re-chartering • 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

17. What You Need To Get Started • 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

18. How To Get Started • If you are a registered leader, you can access the Internet Re-chartering link via www.sgvcbsa.org • Take the Internet Re-chartering tutorial • Begin as soon as you can – October 1st

19. Internet Explorer 6+ Required • 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

20. You Are A First Time User Every Year For Every Unit

21. Registration • Enter unit type, unit number, and access code

22. Registration - 2 • Agree to Confidentiality Statement

23. Registration - 3 • Provide your contact information • Create password for access code

24. Log In After “First Time” • Use this year’s access code and password to log in after the “first time”

25. Internet Re-charter Overview

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

27. You Now Have A “Working Copy” Of Your Unit Data • 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

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

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

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

31. Members Selected For Renewal

32. 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!

33. Promote Members 2 • Click “Next Step” to skip “Promote Members”

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

35. Promote Members 4 • Check box to copy member to your unit

36. Promote Members 5 • 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)

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

38. Add New Adult • Three screens to add an adult

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

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

41. Add New Adult 4 • df

42. 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

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

44. Add New Youth • Two screens to provide data about the youth

45. Add New Youth 2

46. 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”

47. Add New Youth 4 • Click “Yes” or “No”

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

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

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