Rechartering Your Scouting Unit

1. Rechartering Your Scouting Unit A Workshop For Sam Houston Area Council October 4, 2018 12:00AM

2. Agenda • Welcome • What is “recharter”? • Key points for 2018 • Unit Recharter Plan • Using Internet Rechartering to update your unit roster • Wrap-up

3. Welcome Thank you for being here!

4. Write These Down • 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 6 at [specify location] and December 13 at [specify location] • If you miss the district event, turn in at council office Monday-Friday 8am-4pm and Saturday Dec. 8 and Dec. 15 from 8am-noon

5. What Is Recharter? Let’s be sure we’re all on the same page for some terms we will use to talk about recharter

6. Recharter is … • 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

7. Key Points for 2018 Important things everyone – first timer or Baden-Powell’s first cousin – needs to know

8. What’s New This Year? • LDS units will not recharter • Youth Protection Training change • Changes to Internet Rechartering • Allow registration of girls in Cub Scouts • Allow registration of Lions • Saturday recharter turn-in at the Scout office will be available from 8:00AM – noon on December 8th and 15th

9. LDS Units Will Not Recharter • The LDS Church will end its 100+ year agreement with BSA on December 31, 2019. • BSA will extend the expiration date of all units chartered by the LDS Church to December 31, 2019 without no action required by units or councils. • Thus, LDS units will not recharter this year. • LDS units should submit applications to update existing members or to add new members.

10. Youth Protection Training Change • In early 2018, BSA announced that all members are required to complete the new Youth Protection Training that was released on February 1, 2018. • On September 14, 2018, BSA set the expiration date to September 30, 2018, for all YPT completed prior to February 1, 2018. • There is now ONLY ONE YPT course – Y01. • Members for whom YPT is required must complete YPT Y01 on or after February 1, 2018, to be “current” for recharter.

11. Internet Rechartering Changes • BSA has announced that there will be minor changes to Internet Rechartering around October 1, 2018. • At this time, we do not know the specifics but we anticipate the changes will support the expanded membership in Cub Scouting • Registration of girls in Family Scouting units • Registration of kindergarten-aged youth as Lions • After the changes are visible to us on November 1, we may provide additional information if warranted.

12. Saturday Recharter Turn-in • Because December 15th is a Saturday, the council office will be open to receive recharters on the following Saturdays: • Saturday December 8 from 8:00AM – noon • Saturday December 15 from 8:00AM – noon • Please arrive at least 30 minutes before closing time; the office will close promptly at noon on both days.

13. Reminders • Do your homework in October so that you will be ready to use Internet Rechartering when it becomes available on November 1. • 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!

14. Unit Recharter Plan How recharter is accomplished

15. What Needs to be Done? • (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 current YPT and top unit leader has completed BSA training for position; applications and YPT proof for 18yo+ Venturing youth

16. What Needs to be Done? 2 • (Complete by) Task to be completed • (Nov 27) Update recharter roster using Internet Rechartering • (Dec 1) Obtain signatures on updated roster (online approval by EO from Chartered Organization head and unit leader • (Dec 15 or earlier) Turn in signed roster printout, applications for all new members, and payment to SHAC • At our district’s recharter turn-in events on 12/6 and 12/13 [replace with details] • Or at the council office (2225 N Loop W) if you miss the district events M-F 8am-4:30pm • Or at the council office from 8:00AM until noon on Saturday December 8 and Saturday December 15

17. What Needs to be Done? 3 • (Complete by) Task to be completed • Council staff reviews the paperwork for errors; issues a “problem recharter notice” if any are found • Commissioners or D.E. work with unit to correct 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 • New charter is issued to District Executive for commissioner presentation • New membership cards mailed to top unit leader

18. Who Does It? • 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

19. How To Make Recharter Easy • Start early! • Do your homework to 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

20. Using Internet Rechartering To Update Unit Roster A tool to make life easier

21. Internet Rechartering • Web-based application running on servers at the National Council • Used to update the 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 • Verify required adult leadership in place • Work can be completed in multiple sessions • Calculates BSA National fee and council accident insurance fee • Optionally, chartered organization approval online and credit card payment online • Print updated roster for turn-in

22. What You Need To Get Started • Computer with Internet connection • Doesn’t have to be the same computer for each session! Be sure to log off each session. • Web browser supported by My.Scouting • Chrome, Firefox, Internet Explorer 11, Safari • Knowledge • Take the tutorial now. It’s outdated but will give you an idea of what happens. Ask questions of your commissioner team, if needed. • Time • Can’t access the system until November 1 • Access Code from yellow label on instructions

23. How To Get Started • If you are registered in My.Scouting, access Internet Rechartering under “Legacy Web Tools” in the menu

24. Or … • Link on shac.org/recharter in the “Recharter Resources” section • Exploring Posts use the Exploring version on lfl.myparticipation.org • Begin as soon as you can – November 1

25. Supported Browser Required • The supported browsers for My.Scouting are the most current version of the following: • Chrome • Firefox • Internet Explorer 11 (older versions are no longer supported) • Safari • You should be able to use the same devices that you use for My.Scouting

26. You Are A First Time User Every Year For Every Unit

27. Registration • Enter unit type, unit number, and access code

28. Registration - 2 • Agree to the Confidentiality Statement

29. Registration - 3 • Provide your contact information • Create password for access code • Click “Register”

30. Log In After “First Time” • Use this year’s access code and password to log in after the “first time”

31. Internet Recharter Overview Note that the windows will scroll to show more info!

32. Page Layout of New Version Entry Area Header Navigation Pane Info & Tools

33. Stage 1 – Load Roster • From current BSA data OR UMS such as Troopmaster , Packmaster, or ScoutSoft

34. Using UMS Data • 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

35. You Now Have A “Working Copy” Of Your Unit 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 review current roster with My. Scouting Member Manager before starting Stage 1

36. Stage 2 – Update Roster • There are 6 steps in this stage

37. Update Chartered Organization • Update Chartered Organization contact info • Cannot change Chartered Organization name (contact your D.E. if this is needed)

38. Select Members For Renewal • Uncheck the box to remove a member • Check the box again to restore the member

39. Members Selected For Renewal

40. Promote Members • 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!

41. Promote Members 2 • Click “Next Step” to skip “Promote Members”

42. Promote Members 3 • Your unit will always be listed along with others chartered to the same organization • To access units not listed, use that unit’s access code, unit type, and unit number

43. Promote Members 4 • Check box name to a name to copy that member to your unit

44. Add New Members • Click “New Adult” button to add a new adult

45. Add New Adult • Multiple screens to add an adult • Same screens used to add or update adult

46. Add New Adult 2 • Note that Social Security Number must be entered by council staff to protect privacy

47. Add New Members 2 • Click “New Youth” button to add youth

48. Add New Youth • Enter data about the new youth member

49. Add New Youth 2 • Continue on page 2 • Note Venturing Participant checkbox

50. Add New Youth 3 • Next enter the parent or guardian • Click “YES” or “NO” when asked if the youth’s parent a member of the unit • If the parent is in the unit – including new adults just added at the beginning of Step 4 –select the parent by clicking the button • Otherwise, collect the parent’s information through screens similar to those for “Add New Adult” but lacking the fields relating to Scouting position