Rechartering

Your Scouting Unit Colonial Virginia Council

PLEASE

Write This Down

• http://www.cvcboyscouts.org/recharter.html

–Site contains document links & other information

CVC Recharter Help Desk CVCRecharter@gmail.com

On-line System Opens 1 Nov @ 1am

Turn in NO LATER than Friday, 30 Nov

Contact your Unit or District Commissioner or Designated Representative to turn in your Recharter Paperwork

Recharter packets are not accepted at the Scout Shop!

Agenda

• What is Rechartering

• New for 2018

• Special Instructions for LDS Units

• Membership

• YPT Policy

• How Recharter is Accomplished

• Internet Rechartering

What is Rechartering...

• Annual commitment of a Chartered Organization to continue owning and operating specific Scouting Unit(s)

–Annual authorization from BSA for a Chartered Organization to use a BSA program to service youth

• Annual membership renewal of a Unit’s youth & leaders

New for 2018

• Improved user friendly approval & payment process

• Online approval requires specific certification that processor has consent from IH/COR to use online approval

• No fee E-Check for online payment

• YPT validation component

–All leaders must have completed the new Youth Protection Training (YPT2) by 30 Sep 2018

–Units with leaders who have not completed the training will be unable to complete their on-line recharter

New for 2018

• Girl Units are required to have a registered & trained female adult leader 21 or older

–Leader should fill the position that directly interacts with the girls i.e. DL/ADL, SM/ASM, etc.

LDS Unit Special Instructions

1. Complete unit membership inventory; update roster a. A current roster can be obtained from Internet Advancements, My.Scouting, or a pdf

copy from your DE

2. Ensure unit has the required number and type of leaders, see Guide page 12 3. Ensure unit has the required minimum number of youth - 5; LDS units, only,

may be registered with as few as 2 youth 4. Obtain all necessary & required signatures for membership applications

(new & changing unit or position) 5. Finalize roster for accuracy, completeness, and requirements

a. Any individual needing removal from the roster must submit a letter to the Council Registrar requesting their removal (letters can be submitted together with this paperwork)

LDS Unit Special Instructions

6. Collect Boy’s Life monies and annotate who wishes to continue their subscription for 2019

7. Collect/provide proof that all registered leaders are YPT trained 8. Submit roster and supporting documents

a. If there are no discrepancies, paperwork will be accepted and unit actions are complete

b. If there are discrepancies, unit will be informed what they are and advised on what is needed to clear them

Membership

• Youth:

–Units must have 5 primary paid youth

• Adults (Must Have):

–Institutional Head/Executive Officer

–COR

–Committee Chair

–At least 2 Committee Members

–Unit Leader (CM, SM, NL, SK) Also, Packs must have a Den Leader for each den within the Pack

Membership

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

–Youth Apps must include grade & DOB

–Adult Apps must have SSN & DOB, AND fully filled out

• Venturing Participants, 18 & older must fill out the Adult App & take YPT

DON’T FORGET SIGNATURES

Youth Protection Policy

• Registering leaders must be current in Youth Protection through December 31st of the following year

• A unit My.Scouting report or an individual’s YPT certificate is required to be turned in with each charter packet showing all unit leaders are current for YPT

–Unit created documents not acceptable

How Recharter is Accomplished

Choose to make

Recharter

easier

How Recharter is Accomplished

• Start Early! - Conduct Membership Audit

• Set deadlines: YPT completed, dues collected, forms turned in

–Monitor progress to assure tasks are completed on time

• Read/Review the CVC Recharter Guide

• Use & Follow Unit Checklist

BE ON TIME AND ERROR FREE

Internet Rechartering

5 STAGES Go to www.my.scouting.org – Legacy Web Tools – Internet Rechartering Stage 1 Load Roster: Retrieves your current year roster information Stage 2 Update Roster: Specify which members will stay, add new members, update and correct information Stage 3 Check Roster: System will check your roster against BSA charter rules and allow you to make changes Stage 4 Summary: Ensure each member is being charged registration fees only once. Add Boys Life subscription. Also, specify why dropped youth are not being re-registered; Note those who are ‘Multiples’ Stage 5 Submit Roster: Electronically submit roster for all units to the Council. Print copies of the new charter for turn in. Get signatures

Internet Rechartering

• Internet Recharter system used to update unit roster

–Correct wrong/out of date information

–Delete members who have left the unit

–Add new members not on current roster

–Work can be completed in multiple sessions

• Verify required adult leadership is in place

• Calculate National Fees

• Print updated application & roster for signature and turn in

To Begin Recharter • Log into

my.scouting.org • Legacy Web Tools • Internet Rechartering The first time you log in you must select Register

Internet Rechartering Tutorial

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 – here you have the option of loading the roster from what is on record with your council/Scoutbook (recommended), or you may load the roster information from another tool your unit may be using, like PackMaster, TroopMaster, or TroopSoft.

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, 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 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.

“Promote Members” is a feature that makes it easy to move youth and adults from one unit to another (Pack to Troop, Troop to Crew/Ship) without re-entering all of the data by hand; see the guide for important caveats. 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.

Promoting a member does not take them out of the other unit. That must be done manually by the Recharter Processor of the other unit.

Select the Unit that you need to import members from and click Next. You may import either age eligible youth and/or adults from any unit listed

Charter Renewal Data Entry Cautions Entries overwrite Council data – Be careful!

• DO NOT change a name - if the information is incorrect note it on the print out after you submit the final version

•Name entries. -Use full legal names, not nicknames -Do not put spaces between prefixes (Decarlo not De Carlo) -Do not enter apostrophes (Obrian not O’Brian) -Do not use hyphens (John SmithPayne not John Smith-Payne)

•Do not enter bogus data to bypass prompt

IMPORTANT You are responsible for the data entry for your unit, do not invent data. If false information is provided, it can only hurt the youth. Please, be careful and verify all required fields & information

Here you may add a new adult It’s preferred you turn in the applications ASAP, after turning them in and council updates the system, you must then update your roster, which allows you to skip adding them manually during this step. All adds will be effective starting 1 Jan

Complete the information for a new adult

DO NOT USE

TRANSFER

If the COR is filling one additional position in a unit, add both positions. NOTE: The COR is the only member that can hold more than one position in a unit, those positions are Committee Chair or Committee Member

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 an adult. You will need to submit the signed completed application, YPT certificate, and any other supplemental documents the council requires.

Add new youth members here It’s Best to turn in the applications ASAP, after turning them in and council updates the system, you must then update your roster, which allows you to skip adding them in manually during this step. All adds will be effective starting January 1

Enter new youth member information

DO NOT USE

TRANSFER

This is where you have the opportunity to update information on your members.

(Sensitive information redacted)

A roster of the selections are presented so you can update information on any of the adults or youth

This section tells you if you have the required minimum adult positions for your unit type.

(Sensitive information redacted)

$$$$.$$

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.

$$$$.$$

NOTE: Each individual is checked to ensure that they meet BSA requirements Warnings or Errors may appear, Errors must be corrected

If there are any errors they are indicated on this page. (Sensitive information redacted)

After selecting the member in error, you will be able to make changes to correct the error. Unit processor will be able to modify YPT dates, this must only be done with proper documentation to support such a change.

Page 2 - updating the member in error (Sensitive information has been redacted)

All Errors Resolved

FEES & MULTIPLE REGISTRATIONS Page is very important do not skip!!!!

Clicking the Boys Life button on the previous page/slide, you will see what you need to qualify to be a 100% Boys Life unit.

If paying by credit card, enter all card info. Note: There is a 3% admin fee for using a credit card

If paying cash or through your council, 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 associated with the account.

WARNING: If you choose to pay fees online, once submitted you will no longer be able to make changes to your roster, including pen & ink changes.

This is the confirmation you should

receive if your payment is successful

Paying by Credit Card

Paying Direct to Council

You should get this payment message.

Paying by E-Check

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

Colonial Virginia Council does not have Unit accounts The box is greyed out for any other payment option

When you are satisfied that your roster is complete, click

on SUBMIT TO COUNCIL Note Warning

This is the 2nd confirmation that you are submitting your roster

Internet Rechartering Submit Roster

• Once units “Submit to Council” they cannot make further system changes – Print a draft copy for review and check the roster first

• Review the draft with the unit leadership and members of the recharter team, make necessary corrections

• Note: draft copy is watermarked “Draft” and contains no signature lines – it CANNOT be used for turn in, even with signatures

• If Roster is correct and ready, “Submit to Council”

• Roster Submitted – Print Roster, called the “Charter Renewal Application” for signatures

CVC Requires pen & ink signatures even if unit used the electronic approval process

Confirmation of a successful submission If you re-enter Internet Rechartering at a later date, you will be presented with this page, which gives you the opportunity to print any required documentation; do not use the EZ Print feature.

After you Submit on-line, you MUST print Recharter Application

Note: Submit ALL pages of the final report, at turn in

On the FINAL REPORT A list is generated of all new and promoted youth & leaders for which application forms must be completed. (including all required signatures) Members within the same Charter Org do not require an application.

Charter renewal application

if ‘PRINT RENEWAL APPLICATION’ was selected from the previous slide

Obtaining Signatures

• Obtain signatures on the application from the unit leader & EO/IH

– Even if the electronic signature/approval was used

• Remember the COR or IH must sign all adult applications and that the unit leader must sign all youth applications

– Save time by checking all new applications to be sure that they are properly completed and signed

Commissioner or DE will sign as the

Council Representative

Final charter application requires signatures from Chartered Organization’s EO/IH & Unit Leader

Renewal Application

Unit did not use on-line approval process

Commissioner or DE will sign as the

Council Representative

Renewal Application

Unit used on-line approval process Note, no signature lines

Final charter application requires signatures from Chartered Organization’s EO/IH & Unit Leader

EO/IH sign here

Unit Leader sign here

Charter agreement must be signed by the EO/IH & COR

FINAL ACTIONS

• Complete “Unit Checklist” before submitting pkg for acceptance to UC, DC, or Designated Rep

– Checklist is on last page of CVC Recharter Guide Print & include with package

• Packages found to have discrepancies will immediately be returned to the unit: identifying those discrepancies

– Once those problems are cleared they can resubmit the pkg for acceptance

• Once pkg is accepted the unit’s effort is complete

– Unless: Errors are found during a QA check or the Registrar

QUESTIONS Thank you for taking the time to

make the administration of Scouting work!