a workshop for sam houston area council october 5, 2015

A Workshop ForSam Houston Area Council

October 5, 2015

Welcome What is “recharter”? Key points for 2015 Unit Recharter Plan Using Internet Rechartering to update your

unit roster Wrap-up

Thank you for being here!

www.shac.org/recharter◦ This site contains links to the other websites we

will talk about, documents in your recharter packet, and other helpful information including this presentation

Our district’s recharter turn-in events are on December 3 at [specify location] and December 10 at [specify location]

If you miss the district event, turn in at Council office Monday-Friday 8am-4pm AND 9am-noon Saturday December 5 and 12.

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

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

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

BSA membership policy change for Venturers aged 18-20

Changes to Internet Rechartering and its Exploring counterpart.

Continuing requirements

As of March 1, 2015, all new Venturers aged 18-20 must complete an adult application and meet adult membership criteria, including taking YPT course Y02◦ Position is “Venturing Participant”◦ Considered a youth for program purposes

We are trying to clarify the procedure for existing youth members – we recommend that units be prepared to meet the new reqs.

Updates for rechartering these youth posted on www.shac.org/recharter once known

On October 1, 2015, BSA announced changes to Internet Rechartering and its Exploring counterpart◦ Supported browsers: Firefox, Chrome, IE 9, 10, 11◦ Technical improvements to navigation and user

experience◦ Addition of Venturing Participant to crews/ships◦ Addition of Unit Chaplain and Unit Religious

Emblems Coordinator to all units◦ Internet Rechartering removed from MyScouting

and added to My<dot>Scouting Legacy Web Tools

The council has asked for clarification about these changes

As clarification is received, it will be posted as an update on the recharter website

In the meantime, we recommend that units continue to use “compatibility mode” for Internet Explorer 10 and 11 as has been required in the past

Windows 10 EDGE is not supported

Some IR functions DO NOT WORK with EDGE

IE 11 still can be accessed from EDGE via the “…” below the close box in upper right corner – use “compatibility mode”

BSA membership fees Mandatory training of top unit leader

◦CM, SM, VC, NL, SK, EA Internet Rechartering SHAC recharter process

BSA fees (passed through 100% to National)

◦Unit liability insurance fee $40/year◦Membership fee $24/year◦Boys’ Life subscription $12/year

No BSA membership fees are collected with recharters for LDS units◦ LDS Church aggregates BSA fees, except Boys’ Life,

for all of its units and pays them directly to National ◦ LDS units must pay for any Boys’ Life subscriptions

Council accident insurance $1/person

SHAC requires that all “top unit leaders” must have complete all BSA training required to be considered “trained for the position” in order to recharter in that position◦ Applies to Cubmasters, Scoutmasters, Varsity

Coaches, Venturing Advisors, Skippers, and Exploring Advisors

Recharter process will not complete until the top unit leader on the recharter has required training

See www.shac.org/training for requirements

Sam Houston Area Council requires use of Internet Rechartering (or its equivalent for Exploring) for recharters◦ Internet Rechartering reduces mistakes in preparing

recharters by volunteers and in entering changes by staff Supported browsers are Firefox, Chrome,

IE9, IE10, and IE11 as of October 1, 2015

All recharters must use Internet Rechartering◦ Posts must use version on lfl.myparticipation.org

All unit recharters due on DECEMBER 15 Schedule

Complete applications are required for each new youth or adult member listed as new on the printout.

Social Security Numbers and Youth Protection Training required on all adult applications.

Top Unit Leader must be trained for position. Turn in entire Internet Rechartering printout! Recharters are due by December 15. Turn in Journey to Excellence Award worksheet

with recharter. BE ON-TIME AND ERROR-FREE!

How recharter is accomplished

(Complete by) Task to be completed (Oct 1) District Executive visits chartered organization (Oct 1) Unit Committee assigns recharter plan tasks, including

overall Unit Recharter Coordinator (Oct 1) Unit obtains recharter packet from district’s

Commissioners (Nov 1) Unit Recharter Coordinator attends district recharter

workshop (Nov 1) Unit completes membership inventory

◦ Contact every member about renewing◦ If not renewing, note the reason (needed for I.R.)◦ Collect National fees from those renewing◦ Obtain applications from members not included on current

BSA unit roster◦ (Nov 1) Confirm all adults have YPT and top unit leader

has completed BSA training for position

(Complete by) Task to be completed (Nov 27) Update recharter roster using Internet

Rechartering (Dec 3) Obtain signatures on updated roster from

Chartered Organization head and unit leader (Dec 3) Complete Council Accident Insurance

Information Form (unless C.O. is LDS Church) (Dec 3) Attach complete roster printout, applications

for all new members, accident insurance information form, and payment to SHAC

(Complete by) Task to be completed (Dec 15) Turn in on or before December 15

◦ At our district’s recharter turn-in events on 12/3 and 12/10[replace with details]

◦ Or at the Council office (2225 N Loop W) if you miss the district events M-F 8am-4:30pm OR 9-noon Saturdays 12/5 and 12/12

Council staff reviews the paperwork for errors; issues a “problem recharter notice” if any are found

Commissioners or D.E. will contact unit to correct any errors.

(Mar 1) Must complete corrections no later than 60 days after charter expiration date or unit drops, regardless of when the error is found or the unit is notified

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 recharter◦ 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. Supported web browser

◦ Firefox, Chrome, IE9, IE10, IE11 Knowledge

◦ Take the tutorial now. Ask questions if needed. Time

◦ Can’t start working until two months before current unit charter expires (November 1)

Access Code from instructions in packet

If you are a registered leader, access Internet Rechartering though My<dot>Scouting on my.scouting.org

You can access the URL directly at https://scoutnet.scouting.org/ucrs/ui/home/

The URL is on the Council recharter page at www.shac.org/recharter

Exploring Posts must use the Exploring version on lfl.myparticipation.org

Take the Internet Rechartering tutorial now Begin as soon as you can – November 1

As of October 1, 2015, the supported browsers are:◦ Firefox◦ Chrome◦ IE 9, 10, 11

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

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 of more than 50% is not uncommon the first time you upload UMS data

Mismatched data will corrupt BSA’s database For this reason, we do not encourage upload of

UMS data

Internet Rechartering 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◦ Changes made by BSA after this point in time will not

appear in your Internet Rechartering 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

There are 6 steps in this stage

Update Chartered Organization contact info

Cannot change Chartered Organization name (contact your 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 including any punctuation and spacing)

◦ 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

df

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” on returning to Stage 2 after logging out before completing it OR when navigating into it from another stage.

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 they are “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 “Boys’ Life” to check 100% Boys’ Life

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. BSA calls this a “multiple” registration.

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.◦ See next slide for example.

Then click “Save”.

Update where BSA fee is paid or Boys’ Life

Click “Next” at the bottom of the page 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”

Print roster, called the “charter renewal application” for signatures

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 Sam Houston Area 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 15.

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