Select Renewal Volunteer
• An adult member of the unit to handle the process.
• Attend District Recharter Training and pick up online Recharter Access Code.
• Complete Charter Renewal
• Attend District Turn-in Party
Gather Information(Prior to November 1st)
• Make sure all applications have been turned in to the SSC for anyone who is participating in the unit in 2011.
• Current and up to date list of their units membership – (Hint: Download Roster from Internet Advancement)
• Assure all adults to be registered are current with program specific Youth Protection Training. (Must have been within the past 2 years)
• Data of which adults are holding which paid position• Assure the top unit leader (Cubmaster, Scoutmaster,
Varsity Coach, Crew Adviser or Skipper) are trained for that specific position
• Who will be receiving Boy’s Life Magazine• Collection of fees
Adult ApplicationsBiggest problem in delaying the units rechartering
• Applications must be complete– Must be their legal name, no nicknames– Legible (print with block capital letters) – Circles need to be filled in– Disclosure portion must be signed– Must have SSN#, and DL# – Ethnic Background must be entered– Must be original application and with original signatures– Scouting history, Bio, references and questions must be
completed.– If adult is currently registered in BSA he/she still must fill out an
application for the unit and also complete the information on where he/she transferred from. NO transfers after December 1st.
– Must have current program specific Youth Protection Training
Youth ApplicationsBiggest problem in delaying the units rechartering
• Applications must be complete– Must be their legal name, no nicknames– Legible (print with block capital letters) – Circles need to be filled in– Must be original application and with original signatures– Ethnic Background must be entered– If youth is transferring in from another unit an application still
must filled out for the unit and must complete the information on where he transferred from
– Parent or guardian’s information must be filled out for Tiger Cubs, adult partners must indicate their relationship to the youth. It is highly recommended that all parents provide their information.
– Adult Partners who do not live at the same address must complete an adult registration form.
Adult Leadership Requirements
• Generally, an adult can hold only one registered leader position in each unit– Example: a Cubmaster cannot be a Den Leader– Example: a Comm. Member cannot be a Den Leader
• These are the only exceptions:– Exec. Officer also can be Chartered Org. Rep., AND either Comm.
Chair or Comm. Member AND ScoutParent Unit Coordinator– Chartered Org. Rep. also can be either Comm. Chair or Comm.
Member AND ScoutParent Unit Coordinator– Comm. Chair OR Comm. Member also can be ScoutParent Unit
Coordinator• Remember, MORE LEADERS involved means less work
for each leader – try to have one person for each position!
Youth Membership Requirements
• A unit must have at least five youth members – Exception: LDS units must have at least 2
paid youth members• At least two youth members must pay BSA
registration fees in the unit (“primary” members”)
• To avoid approval delays, we recommend that all units have at least 6 “primary” youth members
Fees
• BSA Registration $15
• Boys Life Magazine $12
• Charter Renewal $20
• Insurance $1– Per paid members
Internet Rechartering
• 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
• If you access the site with another browser, you will get a warning
• Be warned that some key features DO NOT WORK in other browsers
Internet Explorer Required
Getting Started
• Have all the material you have gathered
• Go to www.okscouts.org , Under Resources go to “Internet Rechartering”
• Use the “Tutorial” to get a sense of the systems works. – (This can be done prior to November 1st)
• Click on “Click Here to Recharter” to begin
You now have a “working copy” of your units 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
New - Updating Unit Roster
Any time after you have started you can update your “working copy” with any adult or youth who have been added by the registrar.
New - Updating Unit Roster
• Updating the roster will NOT change or reset any of the data you have already entered.
• If you have already entered someone it will show another listing. You must delete the listing that does NOT have a BSA ID#.
Add New Adult-2Social Security Number to be added by Council staff
NEW: Ethnic Background is now required
Add New Adult
• 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
Enter parent’s or guardian’s info
• 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”
Update Members Data• Click “Update” to change data
• Click “Remove” to delete member
New: YPT Status has been added.
This can be refreshed by using the “Update Unit Roster” in Stage 2. Current YPT will be flagged with “Y”
Update Members Positions
• Adult leader positions are checked against BSA requirements – problems flagged in red
Updating Members Position
• Click the “Update” link to change a member’s positions – dialog box appears
• Change the position(s) and click “Save”
Warnings & Errors
• 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
Update Fees
• Final roster with fees is displayed
• “Update” link for fee changes
• Boys Life can be updated
Updating Fees
• 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”.
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
Print Roster
• After “Submit to Council” is clicked, a PDF file will be created on your computer containing the updated roster.
• This 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 What?• Now you need to get signatures of the unit
leader and the Institutional Head of Chartered Organization (the person who signed the Charter Agreement with BSA,NOT the COR)
• 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.
And Then?
• Ask your unit Treasurer for a check payable to BSA for the total amount on the recharter roster PLUS THE AMOUNT ON THE ACCIDENT INSURANCE FORM. ($1 per paid member)
• Paper clip it all forms together and turn in at your district’s turn-in event
Be "On Time - Error Free“Every hour spent by volunteers and Council staff chasing down late recharters and fixing errors can't be spent helping youth.
THANK YOU in advance for helping us make the most effective use of our limited resources to provide the best possible Scouting programs for the youth of our area!
District Turn-in DatesEagle Sac and Fox
District Commissioner Chuck Tomlins 671-4297 District Commissioner David Casey 695-3959
Date Location Time Date Location Time
Dec 6th Park Plaza Church (sign up for time slot) 5:30 Dec 1st First Presbyterian Church, Sapulpa 6:00
Dec 8th Park Plaza Church (sign up for time slot) 5:30 Dec 8th First Presbyterian Church, Sapulpa 6:00
Dec 15th Park Plaza Church (sign up for time slot) 5:30 Dec 13th TBD, Okmulgee 6:30
Neosho Dec 16th Scout Resource Center 5:00
District Commissioner Kenny Davis 931-0523 Sequoyah
Date Location Time Contact Chris Guthrie 743-6125
Nov 8th 1st United Methodist Church Sallisaw 6:30 Date Location Time
Nov 10th LDS Church Muskogee 6:30 Dec 8th 1st United Methodist Church-Claremore 6:00
Dec 6th 1st United Methodist Church Sallisaw 6:30 Dec 13th Faith Lutheran Church-Owasso 7:00
Dec 8th LDS Church Muskogee 6:30 Dec 15th 1st United Methodist Church-Claremore 7:00
Oka Tuli Twin Arrows
Contact Bill Dickson at 915 490-7213 District Commissioner Ron Bender 724-0477
Date Location Time Date Location Time
Nov 28th 1st United Methodist –Broken Arrow 6:30
Dec 1st Scout Resource Center 6:30
Dec 8th Broken Arrow Church of Christ 6:30
Journey to Excellence helps Units. It brings:
• A framework for planning for the year• A method for evaluating the Unit• Assessment of how they’re doing in the key areas found
in great Units• Guidance in areas where they might do better• Specific guidelines and standards of what is good
performance• Early warning of potential problem areas• Recognition for good performance• Benchmarking to get ideas and tips from other good
units55
Unit performance is assessed in key areas including:
• Advancement• Outdoor• Service Projects• Training
• Membership• Retention• Leadership• Budget
56
In each area, the Unit’s performance against specific standards
Gold, Silver, Bronze or “did not meet minimum standard”
And did the Unit show improvement?The assessment is made as part of the charter renewal
Emphasis of Journey to Excellence
• Program and Participation in the Unit (Membership) are most important factors
• Administrative factors are considered
• Factors which are early indicators of Unit strength and health are identified and assessed
57
Here’s an Examplefor Cub Scouts
Advancement – Increase the percentage of Cub Scouts earning rank advancements.
Bronze – Have 55% of Cub Scouts advance one rank OR have a 2 percentage points increase – 100 points
Silver – Have 75% of Cub Scouts advance OR 55% advance, and have a 2 percentage points increase - 200 points
Gold – Have 90% of Cub Scouts advance, or 75% and have a 2 percentage points increase – 400 points
Here’s another Examplefor Boy Scouts
Short Term Camping – The troop conducts short term or weekend campouts throughout the year.
Bronze – Conduct 4 short term campouts - 50 points
Silver – Conduct 8 short term campouts – 100 points
Gold – Conduct 10 short term campouts – 200 points
And here’s another Examplefor Venturers
Youth leadership: The crew has elected youth leaders who are leading the crew activities.
Bronze – Have an elected president, vice president, secretary, and treasurer, and they are leading the activities of the crew. 75 points
Silver – 50% of the youth participate in Introduction to Leadership Skills for Crews (ILSC) course. 150 points
Gold – 70% of youth participate in Introduction to Leadership Skills for Crews. 300 points
How is the overall rating determined?
• The Units receive points in each of the categories:Gold, Silver, Bronze or no rating (no points)
• Total points are added to give the total score• Requirements most correlated with success receive the most
points• No one requirement is mandatory• Your total score determines your overall rating For 2011 :
– Bronze is 700 plus complete a specified number of requirements – Silver is 1000 plus Bronze – Gold is 1600 plus Silver and Bronze
• Journey to Excellence assessment is made at the time of Unit rechartering
61
Recognition• Units with a satisfactory performance
receive the “Bronze” level of recognition• Units which do better than satisfactory
receive higher recognition– “Silver” level - Effective Performance– “Gold” level - Excellent Performance
• Recognition items will include a ribbon, plaque patches for the uniform, clip art for Unit web page
62
Here’s how you might calculate the points for a typical Pack
The Pack achieved at least 10 of 13 requirements and earned a total of 1150 points. Since Silver is 1000 and Gold is 1600, this Pack qualifies for the Silver award.
There is incentive for Continuous Improvement
• Better Performance means better Scouting for youth!
• Better Performance can earn a higher level of Recognition
• Key requirements and “leading indicators” are tracked and improvement can be quickly identified
64
Journey to Excellence Forms
• In your Recharter Packet
• Found on JTE website– http://www.scouting.org/scoutsource/Awards
/JourneyToExcellence.aspx
• Spreadsheets and other help can be found on the site.