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Charter Renewal For Unit Leaders

Important updates for unit leaders regarding the upcoming BSA Charter Renewal process, including requirements for Youth Protection Training and changes to the Internet Rechartering system.

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Charter Renewal For Unit Leaders

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  1. Charter RenewalFor Unit Leaders NOTICE: BSA will release newInternet Recharting software withnew look and electronic approval and payment options

  2. Youth Protection Training • Effective September 1, 2017, Youth Protection Training will be required for all adult leaders at the time of registration. Paper applications from new leaders must be accompanied by a Youth Protection Training completion certificate, which must be filed with the application. • Because completion of YPT is now required for all leaders at the time of registration, unit leaders must obtain copies of the completion certificates from the leaders who register online before approving their application. • With the upcoming renewal cycle, the Internet Rechartering system will be updated so that units cannot submit the registration renewal of any adult who does not have current YPT as of the effective date of the renewal. Completion of YPT as part of the online registration system will be required in a future update. Additionally, council registrars will no longer be able to override the registration system to register any leader whose Youth Protection Training is not current. • Effective for the 2018 BSA summer camp season, any adult accompanying a Boy Scout troop to a residence camp or other Scouting activity lasting 72 hours or more must be registered as a leader, including completion of a CBC and YPT, even if they are the parent of a youth on the trip. • Please Note: Although YPT is strongly encouraged for adults attending any overnight activity, at this time, the requirement applies only to individual adults staying three or more nights at a resident camp.

  3. An Early Note If you run into problems at any point, call your unit commissioner promptly or the District Commissioner

  4. Do’s and Don’ts • DO final update before printing “Draft” charter for review before clicking the “Submit” button • DO ensure all required paperwork (applications, disclosure/authorization sheet, YPT certs for new adult members) is ready to be attached to final charter • DO NOT staple anything (charter, apps, etc), this must be scanned and stapled pages cause to scanner to miss pages, use paper clips • DO NOT print the charter double sided – it must be scanned

  5. Changes for this Year • One change to the system is that adults with expired YPT will not be added to the charter this year • Adults should review their My.Scouting profile and ensure that their email address is current • On-line registrations completed after the final charter paperwork is printed must be printed and submitted for inclusion on the 2018 charter • Charters can be signed digitally this year by the COR and paid for online. If payment is not made online, charter will sit untouched until payment is received in Texas from Council

  6. Changes for this Year (con’t) • Charters submitted online will sit untouched if any paperwork is missing until all paperwork is received in Texas from Council, charters will be marked as “Defective” • The Unit Charter Renewal System (UCRS) will look different this year due to upgrades but will have the same functions – the tutorial will look like last year

  7. Responsibilities for Charter Renewal Committee Chair (CC)& Unit Renewal Team Recharter Processor(RP) Commissioner Advise and Support

  8. Charter Renewal Timelines • Always • Submit youth and adult applications as soon as completed • September/October – Prepare • CC identify Renewal Team & set suspenses • CC and RP complete training and tutorial • Conduct membership inventory • Request adults update my.scouting profile • Request adults validate and update training esp. YPT • CC receive access codes • Identify Renewal Processor (RP) to Commissioner TIP: Ask all adults to retake YPT now, if YPT expires anytime in next 12 months

  9. Requests adults update info • Update profile – email, phone, address • Validate training – retake YPT, update completed training • Confirm positions • Confirm primary (paid) and multiple registrations • Subscribe to Boy’s Life if desired

  10. For Membership Inventory – Use Member Manager Under “Roster Details” click the “All” block,

  11. Pulling ScoutNet Roster click the “Check Mark” to select all members.

  12. Pulling ScoutNet Roster Click on “Blue Arrow”

  13. Pulling ScoutNet Roster Select “Member List”

  14. Pulling ScoutNet Roster Click on “Submit” button

  15. Pulling ScoutNet Roster Click “Agree”

  16. Pulling ScoutNet Roster

  17. Official BSA ScoutNet Roster

  18. Conduct Membership Inventory • Using roster pulled from ScoutNet – • Identify adults & youth that are not on ScoutNet roster • Obtain applications or pull unit’s copies of the apps • Youth members not on the ScoutNet roster cannot advance, earn merit badges or service time • For youth not being rechartered, find out reason – • Changed programs – moved from Cub Scouts to Boy Scouts • Too old for program • Changed units within the same city/town • Moved to another city/town • Stopped coming to meetings/lost interest/busy with other activities • Some other reason not listed above

  19. Charter Renewal Timelines • November – Unit Recharter Activity • RP log in to UCRS (Unit Charter Renewal System) • Charter renewal team provide RP with members (& reasons for drops), Boy’s Life subscriptions, leadership positions, primary (paid) position/unit and other (multiple, unpaid) positions/unit • Charter renewal team obtain applications and YPT certificates, as needed, and fees • RP clicks “Update Unit Roster” in UCRS to pull in new data • Key 3 (and UC) review draft to check for any defective issues and RP corrects any issues found • RP clicks “Submit to Council” in UCRS and prints final charter • CC meets with Chartering Organization head for signatures on final charter paperwork

  20. Collect fees • Member Renewal $33.00 per member(Tiger/Lion Partners no fee) • Boy’s Life $12.00 per family • Supplemental Council Insurance $ 6.00 all(Tiger/Lion Partners do NOT pay) • Unit Charter Renewal $40.00 per unit • Note: Use Transmittal Envelope to calculate fees

  21. Charter Renewal Timelines • December • CC assembles Charter Renewal Application package with envelope and check and submits to Unit Commissioner • Unit Commissioner reviews package for completeness • District Commissioner reviews package and submits to DE • DE faxes to Council registrar in Texas • January – Council/Registrar Activity • Registrar processes application • Deficiencies corrected • Registrar posts and sends New Charter and cards to Unit Leader • February/March – Unit/Commissioner Activity • Present Charter and membership cards

  22. Introduction to UCRS – Internet Rechartering

  23. The portal to UCRS is the “Recharter Now” link Direct URL link: www.ncacbsa.org/recharter

  24. First Time User

  25. Note the ‘Frequently Asked Questions’ link on most pages as well as links to the ‘Help’ and ‘Tutorial’ sites

  26. Inside UCRS, the first page shows the 5 stages of Internet Rechartering (Begin with ‘Begin)

  27. Stage 1 – The first choice is whether to download the existing Unit Roster from the National Database (my.Scouting) or upload from a third party software

  28. Uploading using Third party software e.g., Packmaster, Troopmaster, Scout Book • All official data is already in my.Scouting • If you use unit software, make sure that each name in your software is shown the same as the name in my.scouting -- Do not use nicknames for official records • If you decide uploading your unit software was the wrong way to go, you must call National to reset your charter and start all over

  29. Stage 2 is the “meat” of the process. In 6 steps, you update all of the information about Scouts and Scouters to be listed in the Rechartering Application

  30. Note that from this point on, the system is giving you a running account of registrants and costs (fee & BL – but may not include council insurance) in the upper left corner

  31. Personal datamasked here Update Unit Roster Stage 2, Step 2 begins by offering a list of all members currently in my.Scouting. There is an “Update Unit Roster” link near the upper right corner of the page

  32. “Update unit roster” At any time during the process until final submission -- • This updates the roster with any registrations processed since you started • And any adult YPT completed since you started • So that you don’t have to submit paperwork for either Click this every day you are in UCRS!

  33. Stage 2, Step 4 is the addition of new members,beginning with adults

  34. Adding a member (“transfer”) Note that there is a block to check, “Transfer into this unit.” Don’t use this for either an adult or a scout during rechartering If you process a transfer during rechartering, you are only registering the member for the NEXT Charter year. Submit a transfer separately now to register for THIS year If you “Update Unit Roster,” the member will be listed. Then, the member can be renewed for the NEW Charter year

  35. Parents as Tiger or Lion Partners An adult Tiger or Lion partner is not a registered position (but they are assigned a BSA ID) A previous or current Tiger or Lion partner registering in a committee or leader/assistant leader position must fill out an adult application, disclosure, and YPT • If you write in the Tiger or Lion Parent BSA ID on the new adult application, all training is transferred to the new adult profile

  36. This part of Stage 2, Step 4 lets you add new Scouts

  37. Page 3 starts the process of adding parent/guardian information. Is the parent or guardianan adult member of the unit?

  38. If yes, choose the member

  39. If no, enter the information manually

  40. 18 year-old Venturers A new Venturing youth registrant 18 or older must submit an adult application (signed application, disclosure form, and YPT certificate.) A previous member turning 18 on or after March 1, 2015, must submit the same information, or have previously submitted, in order to recharter.

  41. Stage 2, Step 6 begins by letting you update unitpositions. Note on the right a list of requiredand filled positions

  42. It allows changing the position (or adding a second position) using pull down lists.

  43. The next stage is checking the roster

  44. Check Roster - … provides two kinds of information – Warnings that should be reviewed to see if there is a problem Errors that must be corrected before rechartering can be completed

  45. The Summary Stage lets you review the finalroster or return easily to a previous stage

  46. Note: National raised member fee to $33 Summary, Step 1, lets you update fees formultiple registrations and Boy’s Life

  47. “Multiple” registrations A “multiple” registration is a person (adult or scout) whose primary (i.e., paid) registration is in another unit. Payment of the $33 registration fee (and $6 council insurance fee) is required only once for each registered person

  48. Selecting “Update” lets you show that the primary registration is in another unit and sign up for, or remove, a Boy’s Life subscription

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