Rechartering Your Scouting Unit

1. Rechartering Your Scouting Unit A Workshop For Sam Houston Area Council September 19, 2014

2. Agenda • Welcome • What is “recharter”? • Key points for 2014 • 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 4 at [specify location] and December 11 at [specify location] • If you miss the district event, turn in at Council office Monday-Friday 8am-4pm AND 9am-noon Saturday December 6 and 13.

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 2014 Important things everyone – first timer or Baden-Powell’s first cousin – needs to know

8. What’s New This Year? • Not many changes this year • Don’t forget last year’s big changes • BSA membership fees • Mandatory training of top unit leader • CM, SM, VC, NL, SK, EA • Internet Rechartering • SHAC recharter process • Big changes expected in 2015

9. Fees • BSA fees (passed through 100% to National) • Unit liability insurance fee $40/year • Membership fee $24/year • Boys’ Life subscription $12/year • No BSA membership fees are collected with recharters for LDS units • LDS Church aggregates BSA fees, except Boys’ Life, for all of its units and pays them directly to National • LDS units must pay for any Boys’ Life subscriptions • Council accident insurance $1/person

10. Mandatory Training –Top Unit Leader • SHAC requires that all “top unit leaders” must have complete all BSA training required to be considered “trained for the position” in order to recharter in that position • Applies to Cubmasters, Scoutmasters, Varsity Coaches, Venturing Advisors, Skippers, and Exploring Advisors • Recharter process will not complete until the top unit leader on the recharter has required training • See www.shac.org/training for requirements

11. Internet Rechartering • Sam Houston Area Council requires use of Internet Rechartering (or its equivalent for Exploring) for recharters • Internet Rechartering reduces mistakes in preparing recharters by volunteers and in entering changes by staff • Internet Rechartering requires use of Microsoft Internet Explorer version 6 or higher to operate properly • Internet Explorer versions 10 and 11 must operate in “compatibility mode” • Non-Microsoft browsers will not work properly

12. SHAC Recharter Process • All recharters must use Internet Rechartering, including Exploring Posts • Posts use IR on lfl.myparticipation.org • All units on same schedule with recharters due on DECEMBER 15 • Schedule October – recharter training, membership inventory 11/1 – IR available 11/7 – IR stage 1 complete 11/18 – IR stage 2 complete 11/21 – IR stage 3 complete 11/24 – IR stage 4 complete 11/27 – IR stage 5 complete 12/4 – district turn-in #1 12/6 – Saturday turn=in @ SHAC 9-noon 12/11 – district turn-in #2 12/13 – Saturday turn-in @ SHAC 9-noon 12/15 – ALL RECHARTERS DUE

13. Big Changes Expected In 2015 • BSA has announced a “no lapse” policy effective August 1, 2015 • Eliminates the current 60-day “grace period” to correct recharter problems • Units without a correct recharter will drop when January starts • Dropped unit no longer exists until recharter is correctly completed • No accident or liability insurance; unit tenure lost • No youth advancement counts until unit recharters • Internet Rechartering is to be replaced with an entirely new tool

14. Reminders • Complete applications are required for each new youth or adult member listed as new on the printout. • Social Security Numbers and Youth Protection Training are required for all adults. • 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!

15. Unit Recharter Plan How recharter is accomplished

16. 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

17. What Needs to be Done? 2 • (Complete by) Task to be completed • (Nov 27) Update recharter roster using Internet Rechartering • (Dec 4) Obtain signatures on updated roster from Chartered Organization head and unit leader • (Dec 4) Complete Council Accident Insurance Information Form (unless C.O. is LDS Church) • (Dec 4) Attach complete roster printout, applications for all new members, accident insurance information form, and payment to SHAC

18. What Needs to be Done? 3 • (Complete by) Task to be completed • (Dec 15) Turn in on or before December 15 • At our district’s recharter turn-in events on 12/4 and 12/11[replace with details] • Or at the Council office (2225 N Loop W) if you miss the district events M-F 8am-4:30pm OR 9-noon Saturdays 12/6 and 12/13 • Council staff reviews the paperwork for errors; issues a “problem recharter notice” if any are found • Commissioners or D.E. will contact unit to correct any 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

19. 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

20. How To Make Recharter Easy • Start early! • 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

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

22. 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

23. 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. • Internet Explorer 6 or higher • Key features do not work with other browsers • Knowledge • Take the tutorial now. Ask questions if needed. • Time • Can’t start working until two months before current unit charter expires (November 1) • Access Code from instructions in packet

24. How To Get Started • If you are a registered leader, you can access Internet Rechartering though MyScouting on www.myscouting.org • You can access the URL directly at https://scoutnet.scouting.org/ucrs/ui/home/ • The URL is on the Council recharter page at www.shac.org/recharter • Exploring Posts must use the Exploring version on lfl.myparticipation.org • Take the Internet Rechartering tutorial now • Begin as soon as you can – November 1

25. Internet Explorer 6+ Required • If you access the site with another browser, you will get a warning • Be warned that some key features simply DO NOT WORK in other browsers

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 Confidentiality Statement

29. Registration - 3 • Provide your contact information • Create password for access code

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

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

33. 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

34. 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 carefully review the current roster with Internet Advancement before starting Stage 1

35. Stage 2 – Update Roster • Update Chartered Organization contact info • Cannot change Chartered Organization name (contact your D.E. if this is needed)

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

37. Members Selected For Renewal

38. 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!

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

40. Promote Members 3 • Your unit will always be listed along with others chartered to the same organization

41. Promote Members 4 • Check box to copy member to your unit

42. Promote Members 5 • To promote from other units, get their access code from your Commissioner or D.E. • Enter it in area below the list of units for your chartered organization along with unit type and number (e.g., Pack 9999)

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

44. Add New Adult • Three screens to add an adult

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

46. Add New Adult 3 • You must make a selection in “Ethnic Background”; use “Not provided” if the new member did not provide this information

47. Add New Adult 4 • df

48. Add New Adult 5 • 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

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

50. Add New Youth • Two screens to provide data about the youth