heart of virginia council rechartering for 2020...make sure applications are complete with required...

Heart of Virginia Council Rechartering for 2020

Agenda

• What’s New?

• Key Dates

• Steps for Successful Charter Renewal

• Review of UCRS (Internet Rechartering)

• Recharter Turn-In

What’s New?• Simplified charter renewal process!

– Mail and email 4-page recharter instructions and JTE form on 10/15/19 to Key Three of every unit

– No recharter packet distribution at Roundtable. Unit requirements limited to completing and turning in recharter paperwork, fees and JTE form.

– Condensed internet recharter timeline: 11/1/19 – 12/31/19

• New 2020 fee structure

• Background Check Authorization forms must be signed by every registered adult and submitted at recharter Turn-In. No form = no registration.

• On-time and complete recharter Turn-In (+ Gold JTE + Family FOS Presentation) will be a requirement for free rank badges in 2020

2019 Key Dates• Before Oct 15 – Process as many new member

applications as possible to minimize new member “adds” during Internet Recharter process

• Oct 15 – Recharter instructions mailed and emailed to unit leaders and committee chairs

• Nov 1 – Unit Charter Renewal System (UCRS) Open

• Early Nov – District Roundtables – Recharter Training

• Nov/Dec –District District Turn-In Events

• If you miss Turn-In Events, set up Turn-In appointment with your District Executive. Don’t wait until last week!

Steps for Successful Charter Renewal• Register newly recruited members in September/October before starting

Internet Recharter process in November. Submit applications to Council Office as soon as possible.

• Also, in early Fall, identify and close gaps between unit’s in-house roster and Council roster (my.scouting.org – Member Manager). Update member contact information.

• Make sure all adults are up to date with YPT (all) and Position Specific Training (Direct Contact Leaders) in early Fall. Anticipate position changes and train accordingly.

• Appoint your unit’s Renewal Processor (RP). In early November, RP should register and log into UCRS and download the unit’s Council Roster.

Steps for Successful Charter Renewal• Complete Roster Check by reconciling downloaded Council Roster and in-

house rosters. Reach out to inactive members and encourage them to reregister. Identify and collect applications from any unregistered adults and youth. Refresh Council Roster every time you log into UCRS.

• Incomplete applications are number one cause of defective charter renewals. Make sure applications are complete with required training certificates attached.

• Begin collecting recharter & Boys’ Life fees.

• Keep track of who’s paid, who’s dropping, who’s changing positions and whose applications/training certificates are needed.

2020 Fees

• $60 Unit Liability Fee (unit recharter fee)

• Per member registration fees

– Youth – Cub Scouts, Scouts BSA, Venturing, Sea Scouts –$70 ($60 BSA + $10 HOVC)

– Youth – Exploring – $46 ($36 BSA + $10 HOVC)

– Adults – $46 ($36 BSA + $10 HOVC)

• $12 per subscriber Boys’ Life fee

2020 Payment Options

• Pay at turn-in by check or cash.

– Recommended option because sometimes changes made during turn-in review

– Bring signed check without amount filled in

• Pay online during Internet Recharter process

– Pay credit or debit card - 3% fee added

– Pay by Electronic Check – no fee

Recharter Approvals• The chartered organization must approve the charter

renewal and thereby all the adults included in the submitted roster

• Two approval options

– Online approval by chartered organization’s Executive Officer or Chartered Organization Representative

– Signature of Unit Leader and either Executive Officer orChartered Organization Representative on a printed copy of the Unit Charter Renewal Report

New Adult Members

• Youth Protection Training required for all adults

• Position Specific Training required for Direct Contact Leaders

• Recharter paperwork must include completed applications and training certificates for all adults new to your unit

• Any member 18 years or older is considered an adult and must take YPT and complete adult application –including Sea Scouts and Venturers

New Member Coordinator

• Every unit is encouraged to have a NMC

• Member of the unit committee

• Can count as one of the two minimum required committee members

• NMC welcomes new youth and adults, makes them feel welcome and orients them to unit

Unit Charter Renewal System

• Obtain unit Access Code

– October 15th letter and email to unit Key Three (unit leader, committee chair and chartered organization representative) will include Access Code

– Your district executive and district commissioner will have list of all district unit codes

• Log on to UCRS site via HOVC.org link or directly at scoutnet.scouting.org/ucrs/ui/home/

Updated Internet Rechartering

October 2018

Clicking on the link provided by your local council for Internet Rechartering brings you to this page. The first time you go in you must select Register.

In order to continue, you must agree to the confidentiality statement.

The stages to Internet Rechartering appear on this screen. You will progress through the stages until you have successfully entered all the information and all the BSA requirements have been met.

Load Roster – select the LOAD COUNCIL INFORMATION option. That will enable you to do a Roster Check by comparing what is officially on record with your council and against your in-house records. During the Internet Recharter process, you will update the Council Roster by renewing, adding and deleting members.

Stage 2 is where you will update the information on your roster. There are several steps to updating the roster. Select Next when you are ready to begin.

If at any time you wish to stop, you select the gear in the upper right corner and Log Out. All changes you have made will be saved.

Pressing the Review / Print Roster Button will give you a copy of the Charter Renewal Application, which may then be printed if desired.

After deselecting members from the previous screen, only the members in your unit will show here. You may correct any incorrect information.

Follow the instructions for promoting members into your unit from another unit. Note you will need access codes for units in which you are not a member. Notice that you will see a fee on the righthand side of your screen under Roster Review. This is a view of only the registration fees for youth and adult members, not your final fee for recharter.

Follow the instructions for promoting members into your unit from another unit. Note you will need access codes for units in which you are not a member.

Here you may add a new adult.

Complete the information for a new adult.

Note the warning about the social security number. You will not be asked to enter a social security number.

Here you will enter the youth protection completion date for the adult. You will need to submit the signed completed application, YPT certificate, and any other supplemental documents the council requires.

Here you may add a new youth member.

Enter new youth member information

Here you have the opportunity to update information on your members. (Sensitive information has been redacted).

Here you are able to see if you have the required minimum unit adult positions for your unit type. (Sensitive information has been redacted).

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Once you have made all your changes, you select Check Roster and your roster will be validated against the BSA unit requirements, including youth protection requirements of the members.

If there are any errors, they are indicated on this page. (Sensitive information has been redacted). Warnings are not the same as errors (as explained on the screen).

After selecting the member in error, you will be able to make changes to correct the error. The unit processor will be able to modify YPT dates, but should be done with proper documentation.

Still updating the member in error. (Sensitive information has been redacted).

All errors have now been fixed.

Summary Page.

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Here is where you make changes to fees.

By clicking the Boys Life button on the previous page you will see what you need to qualify to be a 100% Boys Life unit.

If paying by credit card you enter all of the credit card information.

Note: There is a 3% administrative fee for using the credit card.

If paying cash or through a council unit account, you will need to remit the funds to your council before your recharter will be accepted.

If paying by e-check you will enter the name on the account, account type, routing number, and account number associate with the account.

This is the confirmation you should receive if

your payment is successful.

If you selected payment by Credit Card

If you selected to Pay Direct to the Council

You should get this payment message.

If you selected payment by E-Check

This is the information you will fill out if paying electronically from a checking or savings account.

When you are satisfied that your roster is complete, click on SUBMIT TO COUNCIL. Note the warning.

If you are paying by cash you have the option of checking this box, before submitting you roster. The box is greyed out for any other payment option.

This is the second confirmation that you are submitting your roster.

An opportunity to take the survey on using the Internet Rechartering tool.

Confirmation of a successful submission.If you re-enter Internet Rechartering at a later date, you will be presented with this page. This gives you the opportunity to print any required documentation.

HOVC requires units to print and turn in the Unit Charter Renewal Report Package (and not the Summary Renewal Report E-Z).

Here is a the charter renewal application, if you clicked on PRINT RENEWAL APPLICATION from the previous slide.

Step 5 –Submit and Next Steps

• Follow Instructions carefully

• Print out the Unit Charter Renewal

Report

• If not doing online approval, get

signatures of Unit Leader and either

Executive Office or Chartered

Organization Representative

Journey to Excellence (JTE)

• To evaluate the unit’s progress toward achieving the Journey to Excellence Performance Unit Recognition

• To review the unit’s goals, successes, and vision for the coming year, including a succession plan for future key leadership.

• To identify any areas of improvement—leadership, program, membership, youth and unit retention.

• To determine any specific actions needing to be taken to assist with unit improvements and determine who will follow up on those actions

JTE Unit Award Forms

Recharter Turn-In

• What to bring?

– Unit Charter Renewal Report showing online approval or with required signatures

– Completed adult applications with training certificates

– Completed youth applications

– Proof of online fee payment or signed blank check

– Signed Background Check Authorization forms for every registered adult

– Completed JTE form

Best Practices• Rechartering often held up by a few individuals who are slow to provide

applications, take required training or pay fees

• This year, collecting background check authorization forms from all adults may be another obstacle

• Give a deadline for submitting applications, training certificates, background check form and paying fees and proceed with recharter with those who paid on time

• Those who don’t meet your deadline may submit a new paper application with fees, training certificates and background check form before 12/31/19 without losing their membership

Best Practices Continued

• Click the Update Unit Roster “Refresh” button frequently during the Internet Recharter process to ensure online registrations that occurred after you started are captured and included in the recharter process

Questions?

Thank you for Coming