2012

Charter Renewal Process

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 are a “First Time User” Every Year

Registration

Agree to Confidentiality Statement

Provide your contact informationCreate password for access code

After first time loginEnter this year’s access code

and your password

Internet Charter Overview

Load Council Information Do NOT use any other databases or programs

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#.

Update Roster• Review and if needed update chartering

organization information

Select Members for Renewal

Uncheck the box to remove a member

Members Selected for Renewal

Promote MembersClick “Next Step”

Add New Members

Add New Adult• Click “New Adult” to add

• Click “Next” if none to add

Add New Adult-2Social Security Number to be added by Council staff

NEW: Ethnic Background is now required

Add New Adult-3

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

Add New Youth Member• Click “New Youth” to add• Click “Next Step” if none to add

Add New Youth’s Information• 2 screens

Add New Youth’s Information

NEW: Ethnic Background is now required

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”

Enter parent’s or guardian’s info

• Click “Yes” or “No”

Enter parent’s or guardian’s info

• Be sure to add “relationship”

Parent’s or guardian’s info

• Selected adult turns red. Click “Save”.

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”

Complete Roster Update• Click “Check Roster” to update

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

Summary• Click “Summary” to review final roster and fees

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”.

Membership Inventory• Click a reason for NON-renewal for each

youth member being dropped

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

Submit Roster• If roster is correct, click “Submit to Council”

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

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PERFORMANCE RECOGNITION PROGRAM

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

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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

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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

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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

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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

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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.