internet advancement training - national capital …boy scouts of america® overview • purpose:...
TRANSCRIPT
BOY SCOUTS OF AMERICA®
Prepared by:
National Capital Area Council
Advancement and Recognition Committee
Internet Advancement Training
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BOY SCOUTS OF AMERICA®
Overview
• Purpose: Internet Advancement is provided to assist units with
recording ranks, merit badges, and awards, and reporting to
the council
• This process has been available since 2006
• Incorporated into the new Guide to Advancement, #33088
• It’s the NCAC’s preferred way of recording unit advancement
• After April 1st, 2012 you must submit advancement reports
generated only by Internet Advancement
– Eagle Scouts are the only exception
– Rank advancement and merit badge purchases at the Scout Shop must
include an Internet Advancement report
• The website is easy to navigate, especially if you use the
on-line help package
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Internet Advancement Improves
Reporting
• You become more responsible for approving your
youth member advancements
• Units set their own schedule for submitting
advancement reports
• The information is synchronized with ScoutNET
• No one has to decipher another person’s
handwriting
• You can make corrections to the data anytime before
submitting, and
• The BSA rank advancement rules are enforced
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Internet Advancement Features
• Simple and intuitive interface - designed to accommodate the widest variety of users – No need for specific training
– Users should have a basic knowledge of BSA terminology
• Works from any Internet-connected PC with Internet Explorer 9.0 or below – If using IE10 or IE11, change browser settings to Compatibility Mode
– Additional instructions are on the opening page!
• BSA routinely updates menus with the latest rank, merit badge, and award options
• Units will: – Have one unit advancement processor register to use Internet
Advancement
– Access is made with a unit ID that does not change annually
– Enter ranks and awards appropriate to their unit type
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Unit Advancement Processor
• Unit designates adult member as Unit Advancement
Processor
– Gathers all the information needed for recording advancements
– Navigates to Internet Advancement via the NCAC or MyScouting
website
– Registers as Processor and logs into Internet Advancement
• If the unit appoints a new unit processor, just
contact NCAC (301-214-9197) to reset the profile
– New unit advancement processor registers as a first time user
– NCAC can reset the profile if the current processor wants to
change information such as e-mail address or telephone
– Any advancement entry in progress is retained
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Tips About Registering and Logging In
• You must register as a new user for each separate unit
– Includes cases where you are the unit advancement processor for more than one unit
– Create a password that is easy to remember and do not keep it with the unit ID number
• You can begin updating advancements in Internet Advancement and stop before finishing - when you return, log in as a returning user
• The unit ID number does not change
– So long as the unit remains an active, registered NCAC unit
• NCAC can reset data in Internet Advancement, which means that all updates are deleted
– The roster returns to the roster downloaded from ScoutNET
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Submitting Reports
• BSA recommends submitting a report every month,
but many units do updates in conjunction with award
events (e.g., Court of Honor, Blue and Gold)
• Each December a final report with anything not
already recorded for the year should be submitted
before month end
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Unit and Council Benefits
• To Scouting Units – Unit enters its own advancement records
– Unit prints a final advancement report for Scout Shop purchases
– Unit can correct existing ranks and awards, should the earned date displayed be incorrect according to the unit’s records
– If you log out before you submit a report, your data will be saved
– Internet Advancement will dynamically return you to the Stage you were in when you left
• To the Council – Youth member records are updated
– Advancement statistics are current - supports Journey to Excellence program
– Record keeping is simplified for all units
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Limitations
• Nominated awards, such as meritorious action
awards, cannot be entered
• Eagle Scout rank cannot be entered with Internet
Advancement and must be completed through the
NCAC Program office
• Ranks must be added in sequence based on unit
type and program
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Internet Advancement Website
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Two ways to get
to Internet
Advancement
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Welcome Page
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New and Returning Users
• If you are a new user: – At the Internet Advancement home page, click the “First Time User” button
– At the registration page, enter your information into the following fields:
• Unit ID (the Unit ID number is provided by the District Advancement or council Program Office personnel)
• Unit Type (choose one from the drop-down list)
• Unit Number
– Click “Continue”
– Read the confidentiality statement - Click “I Agree”
– At the contact information page, enter your information - all fields are required
– Click “Register”
• If you are a returning user: – At the Internet Advancement home page, click the “Returning User” button
– At the Log In screen, enter the Unit ID and the password
– Click “Log In”
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The First Time
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Confidentiality Statement
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You are about to view information confidential to your
unit and Boy Scouts of America. You accept the
responsibility of maintaining the confidentiality of this
information. You agree you will share this information
only with individuals in your unit or the Boy Scouts of
America on a need to know basis.
You agree this information will not be distributed or
shared outside the Boy Scouts of America
I agree. I disagree.
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Your Registration
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• Complete all fields with your information
– First Name
– Last Name
– Password
– Re-enter Password
– Re-enter E-Mail
– Phone Number
• E-Mail and Phone Number are used to contact you
for password resets or help tickets
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Returning User Log In
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Stage 1 - Load Roster
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Loading Your Unit’s Roster
• You must click Load Roster each time you log in after submitting a report to obtain your unit’s current roster information
• Load Roster is required after each submittal but it may also be done to obtain a current unit roster or advancement records
• If you are using unit-management software, you can upload advancement information generated from the application, instead of entering it manually
• It may take more than a few minutes to load your roster, depending upon the size of your unit
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Handling Error Messages
• If you receive an error message when loading data,
contact the NCAC Program office and provide the
following information:
– The information in the message
• Copy and paste the error message into an e-mail
– Unit type (Pack, Troop, Crew, etc.)
– Unit number
• NCAC Program Office
– 301-214-9197
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Loaded Unit Roster
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• Review Unit Roster • Unit Advancement Summary • Member Summary • Review Advancement Report • View Previous Advancement
Reports
• Print Membership Cards
• Multiple Person Entry
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Unit Roster Menu Options - 1
• Review Unit Roster – Provides a PDF file of your unit roster like you receive before or after rechartering – Alphabetically lists adults, then youth, with registration
information
– Adult list also includes YPT date
• Unit Advancement Summary – Provides a PDF file of your unit, alphabetically organized, with each Scout’s advancements (rank, merit badge, award, etc) listed and the date each was earned – This summary only shows those items that are currently in the
member records for this unit
– Advancements that have not been submitted to NCAC will not appear
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Unit Roster Menu Options - 2
• Member Summary – Allows you to select individual
members for inclusion in a Unit Advancement
Summary report
– The report comes as a PDF file
– Each selected Scout is printed on a separate page(s)
• Review Advancement Report – Creates an html view
of an Advancement Report currently in progress
• View Previous Advancement Reports – Generates a
selectable list of previous Advancement Reports for
you to select, review, save, and reprint
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Unit Roster Menu Options - 3
• Print Membership Cards – Generates a PDF file of
replacement membership cards for each adult and
youth member whose memberships have been paid
• Multiple Entries – Allows you to enter Awards and
Merit Badges for multiple members in the unit
– Processor selects which merit badge(s), the date earned, and
the Scout(s) earning the badge
– Be careful – this can do a lot of damage to your unit’s records if
done carelessly
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Starting Over!!!
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When All Else Fails, Reset Your Data To The Last Submission To NCAC!
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Notes on Updating Youth Records
• Once you have loaded the roster, you can select members for advancement
• You will see a list of all the youth members of your unit. Click Ranks, Merit Badges, or Awards to the left of the name for which you wish to record an advancement
• If a rank, merit badge, or award has a date recorded but was not earned, you must contact NCAC to have this corrected – If you remove a date from an existing rank, you will receive an error
message when you click on another field or click Save - click OK and the removed date will return
• You cannot enter the same item twice – For example, a Scout earns an Award multiple times, such as the Mile
Swim, only the NCAC may enter each date
• After you have recorded all advancements, click Next
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Reviewing / Editing Youth Ranks
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• You can change the dates
• You can add dates to empty
rank fields
• But you cannot completely
delete dates!
Software Follows
Advancement Rules
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Notes on Youth Ranks
• In the text boxes, enter the date the youth earned rank, then click “Save”
• Note: Click Reset to return the screen to the original information
• Guidelines for Youth Ranks – Enter dates in mm/dd/yyyy format (acceptable forms of entry will be 06/01/2006
or 6/1/2006)
– The date earned must always be in the current month or a prior month and year • Do not date ranks for a future month
– Youth members must be currently registered in the unit to receive a rank
– If your unit is a lapsed unit (past its unit expiration date), you may only submit ranks with a date earlier than the unit expiration date
– If there is a rank that you wish to record that is not on the pick list, submit the rank to the council on an Advancement Report (No. 34403B)
– Ranks can be awarded based on the program level of the youth member: • Tiger Cub: Bobcat and Tiger Cub Rank
• Cub Scout: Bobcat, Wolf and Bear
• Webelos Scout: Bobcat, Webelos, and Arrow of Light
• Boy Scout, Varsity, Venture, and Sea Scout: Units may award ranks based on the unit type of the registered member
• Explorer: No ranks to be awarded
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Recording Youth Awards
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Available Scout awards are: • BSA Lifeguard • Boardsailing BSA • Den Chief Service Award • Emergency Preparedness • 50-Miler • Firem’n Chit • Historic Trails • Interpreter Strip • Kayaking BSA • Leave No Trace • Mile Swim • National Outdoor
Achievement • SCUBA BSA • Snorkeling BSA • Totin’ Chip • World Conservation Award
BOY SCOUTS OF AMERICA®
Notes on Youth Awards
• In the text boxes, enter the date the youth earned the award, then click “Save”
• Note: Click Reset to return screen to the original information
• Guidelines for Youth Awards – Enter dates in mm/dd/yyyy format (acceptable forms of entry will be
06/01/2006 or 6/1/2006).
– The date earned must always be in the current month or a prior month and year. You may not date awards for a future month
– Youth members must be currently registered in the unit to receive awards
– If your unit is a lapsed unit (past its unit expiration date) you may only submit awards with a date earlier than the unit expiration date
– Youth awards may be awarded to eligible members of packs, troops, teams, crews, ships, and posts
– You cannot award in Internet Advancement any nominated awards, such as the meritorious action awards, and awards controlled by other organizations, even if permitted for uniform wear
– Each unit award pick list is based on the unit program
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Recording Youth Merit Badges
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• Merit Badges can be viewed in alphabetically groups or just those required for Eagle
• Make sure you “Save”
after entering the last merit
badge for a Scout !
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Notes on Youth Merit Badges
• In the text boxes, enter the date the youth earned the merit badge, click “Save”
• Note: Click Reset to return screen to the original information
• Click Eagle to see a list of the merit badges available for the rank of Eagle Scout
• Guidelines for Youth Merit Badges – Enter dates in mm/dd/yyyy format (acceptable forms of entry will be
06/01/2006 or 6/1/2006)
– The date earned must always be in the current month or a prior month and year. You may not date merit badges for a future month
– Youth members must be currently registered in unit to receive merit badges
– If your unit is a lapsed unit (past its unit expiration date) you may only submit merit badges with a date earlier than the unit expiration date
– Merit badges may only be awarded to eligible members of troops, teams, crews, and ships
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Submitting Updates To Council
• Once all ranks,
merit badges, and
awards have been
entered then select
“Next”
• You will have the
option to review
your advancement
report, which we
strongly encourage,
or submit it directly
to council
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Uploading An Advancement File
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Let’s Start With TroopMaster or PackMaster!
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Generating TroopMaster Advancement
File
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• To get to this screen
in TroopMaster, go to
Reports,
Awards/Advancement,
Court of Honor/4403
• Select Unit
Advancement Report,
make sure ScoutNET
report is selected, and
enter appropriate
dates
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TroopMaster Advancement Report
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• Double check
this report to
make sure
everything looks
right
• If not, cancel out,
fix the problem,
and start again
• Save this report
using the “Disk”
icon at the top
and selecting the
“ScoutNET
(*.csv)” option
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Saving The ScoutNET Transfer File
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• TroopMaster will ask
you where you want
to save the file
• Use the Explore icon
to navigate there
• Make it easy, like
your Desktop!
• Click “OK”
Warning! Do not open or rename the ScoutNET
Transfer File!!
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Uploading The ScoutNET Transfer File
to Internet Advancement
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• Browse to the file
location where you
saved the ScoutNET
Transfer File
• Click “Upload File”
once and then wait!
• Watch the green
progress bar at
the bottom of the
screen!)
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Uploading Instructions - 1
• At the Upload Advancement File page, click Browse – In the dialog box, locate and select the correct file on your computer, and
click Open
– Then click Upload File
– Internet Advancement verifies the data file is an approved version and data format
– Depending on file size, unit size, and time of day, the data upload can take some time - just be patient!
• Note: If there is an error at file uploading, please note the error message you receive – It might be necessary to create a new advancement file
– Be careful to follow the instructions provided by the unit-management software (UMS) vendor on how to do this
– If difficulty continues, contact the user support for the UMS vendor who sells and maintains your software and ask for assistance
– A properly named advancement file is ADVxxxxx.csv where xxxxx represents the unit type and four-digit unit number
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Load Roster Confirmation
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• Check The List To
Make Sure Each
Scout Was Loaded
• For Unmatched
Members You Will
Be Able to Manual
Enter The
Advancement
Information
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Uploading Instructions - 2
• Once started you may Cancel Upload if you do not wish to continue – Upload stops and data will revert to the last roster from NCAC
– Start Over can be done to return the user to Load Roster stage
• After processing, you will receive a Load Roster confirmation page – Check the list to make sure each scout was loaded
– For unmatched members you will be able to manual enter the advancement information
– Click “OK”, the Update Member stage will open at the roster for Select Members for Advancement
– If the advancement file was not an approved version and data format, an error message displayed and processing did not occur
– View the error message and take the appropriate steps to correct the error
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Review Advancement Report
• At Select Members for Advancement (Slide 19), click on Review Advancement Report and view the results of the file processing – Compare the results of the processing to the advancement that was
selected for upload
– Any member who was not updated may be entered manually
– If records in the file were not recorded there are several possible reasons
• The exact first name and last name match with council information did not occur,
• The exact date of birth match did not occur, or
• A member in the file is not currently on the unit roster
– Contact the NCAC Registrar to make corrections
– If a specific badge was not recorded, it may not be in the pick list to be recorded
• Complete all advancement entries and click Next to continue with report submittal
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Submitting The Report To Council
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Pay Attention to
the Warning!
This is Your
Last
Opportunity to
Make
Corrections!
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Notes on Submitting the Report
• Once all advancements have been entered, you can submit the advancement report to the council
• To submit the advancement report – Click “Submit Report”
– Click “Print the Advancement Report”
• The advancement report will appear in a separate window as a PDF file
• You must have Acrobat Reader in order to view the file
• You must print the report or save the report before you log out
– Obtain the appropriate signatures, and deliver the signed advancement report package to the NCAC or Scout Shop
• Warning: Once you submit to NCAC, you can only make date changes through Internet Advancement
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Congratulations, Print, and Save!
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Help!
• Frequently Asked Questions
– Link appears on banner at top right of each page in Internet
Advancement and displays the current FAQ for unit users
• Internet Advancement Help
– The Help link on the Welcome page or Help link on the right of
all other pages reaches Internet Advancement Help
– Help contains an contents, index, and search functions
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Change Password
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• You can the change the password in either Stage 1: Load Roster or Stage 3: Submit Report
• To change the password:
• Click the “Change Password” link
• In the fields provided, type in the old password
• Type in the new password and repeat it exactly
• Click OK
• Result: The password is changed - at your next log in, enter the new password
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Forgotten Password
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• To reset the password:
• Click “Password” on any page where it appears
• At the Password page, enter the following information:
• Unit ID (unit ID provided by the council)
• E-mail (e-mail address provided during registration)
• Click “Reset”
• Result: A new password is sent to the e-mail address
IMPORTANT: The unit advancement
processor must enter the e-mail
address provided during registration
• For security reasons, Internet
Advancement requires the unit ID
and the e-mail address that the unit
advancement processor initially
registered
• If you forget the password and do
not know the unit ID, contact the
NCAC for assistance
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Changing Your E-Mail Address
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• You can change the e-mail address in either Stage 1: Load Roster or Stage 3: Submit Report
• To change the e-mail address:
• Click the “E-Mail” link
• In the fields provided, type in the old e-mail address
• Type in the new e-mail address and repeat it exactly
• Click OK
• Result: The e-mail address is changed
• If you later use the Forgot Password link, the new password will go to the new address
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What Next?
• Appoint the unit advancement processor
• The unit advancement processor will then: – Obtain the Unit ID from NCAC, District Executive, or District
Advancement Chair
• Go to the council website or log-in to the BSA website and enter Internet Advancement – NCAC: Home Page Popular Links, Internet Advancement
– BSA: Log-in to MyScouting, My Tools
• Review instructions, Help, and FAQ
• Register as a new user
• Review current Unit Advancement Summary
• Gather youth advancement records and begin entry
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THAT’S ALL!!! QUESTIONS??
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