a training workshop for san gabriel valley council october 4 th, 2014
TRANSCRIPT
Re-chartering Your Scouting Unit
A Training Workshop ForSan Gabriel Valley Council
October 4th, 2014
Welcome What is “re-charter”? Key points for 2015 and beyond Unit Re-charter Plan Using Internet Re-chartering to update your
unit roster Wrap-up
Agenda
WelcomeThank you for being here!
www.sgvcbsa.org◦ This site contains links to the other websites we
will talk about, documents in your re-charter packet, and other helpful information including this presentation
Your district’s re-charter turn-in event(s) -◦ We will accept your completed recharter and get
it turned in for you ahead of the deadline. This also allows you to have more time to correct any errors found by the Council staff.
Write These Down
What Is Re-charter?Let’s be sure we’re all on the same page for some terms we will use to talk about re-charter
Annual commitment of a chartered organization to continue sponsoring 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
Re-charter is …
Key Points for 2015Important things everyone – first timer or Baden-Powell’s first cousin – needs to know
100% Trained top unit leadership
YPT certificates needed for all NEW Adults being added when applications are turned in.
2016 “NO LAPSE PERIOD”
What’s New This Year?
SGVC has adopted the policy that all “top unit leaders” must have completed all BSA training required to be considered “trained for the position” in order to re-charter in that position.◦ Applies to Cubmasters, Scoutmasters, Varsity
Coaches, Venturing Advisors, Skippers, and Exploring Advisors
Re-charter process will not complete until the top unit leader on the recharter has required training.
See your district training team for requirements
100% Training –Top Unit Leadership
All units must use Internet Re-chartering
All units on same schedule with re-charters due on DECEMBER 1, 2014
All registered leaders must have completed youth protection training before the unit can be re-chartered.
*2016 Future changes to re-chartering
SGVC Re-charter Process
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.
Turn in entire Internet Re-chartering printout!
Recharters are due by December 1. Turn in Journey to Excellence Award
worksheet with re-charter.
Reminders
Unit Re-charter PlanHow re-charter is accomplished
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
Who Does It?
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
How To Make Recharter Easy
Using Internet Rechartering To Update
Unit RosterA tool to make life easier
Internet Re-chartering Web-based application running on servers at
the National Council Used to update unit roster for re-charter
◦ 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
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. Ask questions if needed. Time
◦ Can’t start working until two months before current unit charter expires (e.g., October 1 for a charter expiring December 1)
Access Code from instructions in packet
What You Need To Get Started
If you are a registered leader, you can access the Internet Re-chartering link via www.sgvcbsa.org
Take the Internet Re-chartering tutorial
Begin as soon as you can – October 1st
How To Get Started
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
Internet Explorer 6+ Required
You Are A First Time User Every Year For Every Unit
Enter unit type, unit number, and access code
Registration
Agree to Confidentiality Statement
Registration - 2
Provide your contact information Create password for access code
Registration - 3
Use this year’s access code and password to log in after the “first time”
Log In After “First Time”
Internet Re-charter Overview
From current BSA data OR UMS such as Troopmaster , Packmaster, or ScoutSoft
Stage 1 – Load Roster
Internet Re-chartering keeps a “working copy” of your unit’s registration data
That means:◦ Changes you make will not be visible to anyone
else until re-charter is processed◦ Changes made by BSA after this point in time will
not appear in your Internet Re-chartering 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
You Now Have A “Working Copy” Of Your Unit Data
When you return to Internet Re-chartering after having started Stage 2, click the “Update Roster” button to get updates from Scoutnet
“Update Roster” Button
Update Chartered Organization contact info
Cannot change Chartered Organization name (contact D.E. if this is needed)
Stage 2 – Update Roster
Uncheck the box to remove a member Check the box again to restore the member
Select Members For Renewal
Members Selected For Renewal
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)
◦ 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!
Promote Members
Click “Next Step” to skip “Promote Members”
Promote Members 2
Your unit will always be listed along with others chartered to the same organization
Promote Members 3
Check box to copy member to your unit
Promote Members 4
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)
Promote Members 5
Click “New Adult” button to add a new adult
Add New Members
Three screens to add an adult
Add New Adult
Note that Social Security Number must be entered by Council staff to protect privacy
Add New Adult 2
You must make a selection in “Ethnic Background”; use “Not provided” if the new member did not provide this information
Add New Adult 3
df
Add New Adult 4
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 Adult 5
Click “New Youth” button to add youth
Add New Members 2
Two screens to provide data about the youth
Add New Youth
Add New Youth 2
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”
Add New Youth 3
Click “Yes” or “No”
Add New Youth 4
Choose the adult’s relationship to the youth Then select the adult with the “radio
button”
Add New Youth 5
Selected adult turns red. Click “Save”.
Add New Youth 6
Click “Update” to make changes to member Click “Remove” to delete member Note adult YPT status information
Update Member Data
If you click “Remove”, confirmation is requested
Click “yes” to remove the member Click “no” to keep the member
Update Member Data 2
Adult leader positions are checked against BSA requirements – problems flagged in red
Update Member Position
Click the “Update” link to change a member’s positions – dialog box appears
Change the position(s) and click “Save”
Update Member Position 2
When all requirements are met, click “Next Stage”
Update Member Position
Click “Update Roster” to complete Stage 2
Complete Update Roster
Click “Check Roster” to start a detailed check
Stage 3 – Check Roster
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
Check Roster
Errors MUST be corrected before continuing
Check Roster 2
A warning should be corrected if it really is an error
Check Roster 3
YPT Warnings
Leaders with YPT warnings will be listed in a new section of the Recharter Report
Check Roster 4
We can move on…
Check Roster 5
Click “Summary” to review final roster and fees
Stage 4 - Summary
Final roster with fees is displayed
“Update” link for fee changes
Click “Boy’s Life” to check 100% Boy’s Life
Update Fees
Add missing Boy’s Life for youth member
Update Fees 2
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”.
Update Fees 3
Click “Next” when finished making changes
Update Fees 4
Click a reason for NON-renewal for each youth member being dropped
Membership Inventory
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
Stage 5 – Submit Roster
If roster is correct, click “Submit to Council”
Submit Roster
Don’t forget to print roster for signature
Roster Submitted
After “Submit to Council” is clicked, a PDF file can be created on your computer containing the updated roster by clicking “Print Recharter Renewal Application”.
This final 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
Print Roster
Now you need to get signatures of the unit leader and the Chartered Organization head (the person who signed the Charter Agreement with BSA).
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.
Now What?
Complete the Accident Insurance Information Form.
Ask your unit Treasurer for a check payable to San Gabriel Valley Council for the total amount on the recharter roster PLUS THE AMOUNT ON THE ACCIDENT INSURANCE FORM.
Paper clip it all together and turn in at your district’s turn-in event or the council office no later than December 1st.
And Then?
Wrap-UpThanks again for taking the time to make administration of Scouting more efficient!