Re-charter training 2019

1. Heart of America Council Re-charter training 2019

2. Availability and Due Date • You can log on for Internet Rechartering 3-months prior to your renewal date • October 1, 2019 for charters expiring December 31, 2019 • November 1, 2019 for charters expiring January 31, 2019 • Charter Turn-in Dates • Ask you Unit Commissioner or District Professional • LATE Charters • NO GRACE PERIOD • NO insurance, NO advancement

3. Just Like Last Year… • ALL ADULTS must have completed Youth Protection training before they can be registered or re-registered. • ALL Direct Contact Leaders must be fully trained for the position in which they serve in order to re-register. • Fully Trained includes completing all three levels of training (Before the 1st Meeting, First 30 Days, and Position Trained).

4. New This Year… • Unit Participant (UP) – New position for registering 18-20 year old youth members in Troops who are continuing to work on Scouts BSA advancement to Eagle. Will also support Troop or Pack registration of Special Needs members who participate as a youth after reaching age 18

5. Unit Participant • Persons joining as a UP (age 18 and over) or change from Youth Member to UP must submit the Adult Application and receive a background check. • This position is modeled on the Venturing Participant (VP) and will follow processes that have been used since 2015.

6. Direct Contact Leaders that Require Training • CM – Cubmasters • SM – Scoutmasters • NL - Venture Crew Advisors • SK – Sea Scout Skipper • ALL Den Leaders (LL, TL, DL, WL)

7. Adult Background Disclosure Forms • All Adults will receive email from National Service Center around October 7th with the Disclosure Forms and the Signature page. • Signature form must be included with recharter or received prior at council service center. • Adults WILL NOT be registered without the signed form. Emails/faxes will not be accepted.

8. Do This First… • Identify the Key Personnel • Unit Recharter Facilitator • Unit Commissioner • District Professional • Check out the tools at my.scouting.org • Print youth & adult roster and membership cards • Review & update leader training records including Youth Protection and Position Specific • Tutorials for My Dashboard, Training Manager, Membership Manager, and more

9. Pre-Planning Steps for Recharter • Complete membership inventory of all youth & adults. Identify dropped members, continuing members, and new members. • Determine changes to key unit leadership. Identify replacements and/or additions. • Determine leadership positions for ALL adults. • Collect applications for all NEW youth & adult members.

10. Pre-Planning Steps • Confirm ALL Adults have completed Youth Protection Training (YPT) • Confirm ALL Direct Contact Leaders are FULLY Trained for their position. • Collect training verification for ALL new Direct Contact Leaders.

11. Process • Unit receives access code with Recharter Packet • Unit receives location & date of Recharter Turn-in • Go to the Council website and select Internet Rechartering • Complete the rechartering process • Print recharter paperwork • Obtain signature of Unit Leader & Executive Officer • Turn-in charter paperwork, member applications, training verifications, correct fees or unit account authorization.

12. Fees • All units to collect the current fee for every registered youth & adult • NO Fee for Lion/Tiger Cub Adult Partners • NO Fee for ‘Multiple’ Position Registrations • $12 for Boys’ Life Magazine • $40 Unit Liability Insurance fee for each UNIT. (Formerly called Unit Charter Fee)

13. Required Unit Membership • Chartered Organization Representative (COR) can also be the Committee Chair (CC) or a Committee Member (MC) • Institutional Head (IH)/Executive Officer can be any position in the unit (but must pay a the registration fee for that position) • All other leader positions…one person - one job

14. Required Unit Membership Cub Scouts • Institutional Head (IH) - No Application or Fee • Charter Organization Representative (CR) • Committee Chair (CC) • Cubmaster (CM) • At Least Two (2) Committee Members (MC) or 1-MC and 1-Pack Trainer (PT) or 1-New Member Coord (NM) • At Least One (1) Den Leader (LL, TL, DL, WL) • At Least Five (5) Youth Members • Must Have One (1) Lion/Tiger Adult Partner for every Lion/Tiger Cub

15. Required Unit Membership Cub Scouts • Optional Positions • Assistant Cubmaster (CA) • Assistant Den Leaders (Lion,Tiger,Den,Webelos) • Pack Trainer (PT) • New Member Coordinator (NM) • Unit College Reserve age 18-20; (92U)

16. Required Unit Membership Cub Scouts Lion/Tiger Adult Partners • No fee or application required • They may register in another leader position with fee and application. • If the Adult Partner’s physical address is different from the Youth. • Adult Application is Required • Youth Protection Training is Required • No Fee is charged

17. IMPORTANT !!! Webelos Crossing Over • Encourage that Webelos re-register with the Pack and then  transfer to the Troop when the Arrow of Light (AOL) paperwork has been turned in to the Council. • Make sure any Webelos crossing over have their Arrow of Light paperwork turned in at the Council BEFORE registering with a Troop. • If they register with a troop prior to turning in the AOL paperwork to the Council, they CANNOT earn the AOL - this is a mistake that cannot be undone!

18. Required Unit Membership Troops & Crews • Institutional Head (IH) - No Application or Fee • Charter Organization Representative (CR) • Committee Chair (CC) • Scoutmaster (SM) or Crew Advisor (NL) or Sea Scout Skipper (SK) • At Least Two (2) Committee Members (MC) or 1-MC and 1-New Member Coord (NM) • Minimum of Five (5) Youth Members

19. Required Unit Membership Troops & Crews • Optional Positions • Assistant Scoutmaster (SA) • Crew Associate Advisor (NA) • New Member Coordinator (NM) • Unit College Reserve age 18-20; (92U)

20. IMPORTANT !!! Scouts & Venturers Age 18-20 • Considered a youth for program purposes HOWEVER • All Scouts and Venturers age 18-20 must complete: • Adult Application • Youth Protection Training • Undergo a Background Check • Position Code • Troops - Unit Participant (UP) • Crew - Venturing Participant (VP)

21. Common Mistakes • Youth & Adult Applications for NEW members • Missing, Unsigned, or Incomplete • Adults • Disclosure Form not completed & signed • 3 references missing • All questions not answered. • 2 certifying initials missing • SSN missing • Required Leadership Positions not identified COR – CC – 2MC – CM/SM/NL/SK – DL • Direct Contact Leaders not fully trained • Charter Paperwork not signed COR, Executive Officer (IH), & Unit Leader

22. Information Input(online recharter will allow…but when synced with other systems, things get screwed up) • No spaces in last names (DeCarlo not De Carlo) • No apostrophes (OBrien not O’Brien) • No initials for first names • Use an initial for a middle name, no period after initial. • Prefixes are Dr., Rev. • Suffixes are Jr., III, etc. • No need to enter Mr. or Mrs.

23. Information Input • Change wrong contact information (Address, phone number, etc.) • Change grades if wrong, BUT don’t “update” to the next year’s grade. This happens automatically by BSA

24. Internet Rechartering Electronic Options • Electronic Authorization • Available for the COR • No signatures required if this option is chosen • Online Payment Option • Units can elect to pay using credit card or eCheck

25. Internet Rechartering • Use this year’s access code for rechartering provided to each unit to log into the system. • (Log in as First-Time User) • www.hoac-bsa.org • Under “RESOURCES” tab • Select “Internet Rechartering” • Supported browsers • Firefox, Chrome (Best), IE 10 & 11, Edge • MAC Computers not supported

26. Internet Rechartering • Load Council information from ScoutNet OR • Upload file from PackMaster TroopMaster Scoutbook • Update roster • Update information • Renew Current Members • Add adult members • Add youth members • Update member data • Update positions • Ensure non-members are removed at re-charter

27. Internet Rechartering • Update member fees • Assign “Multiple” status • Sign up members for Boys’ Life • Survey: Why Scouts are not re-chartering • After double checking everything, SUBMIT information to council and print paperwork for signatures

28. Internet Rechatering • Obtain signatures from Charter Organization’s Executive Officer & Unit Leader • Note: “Submit to Council” on Internet = NOT COMPLETED • Must PRINT and SIGN all paperwork • Paperwork and fees taken to the Council Office or to the Recharter Meeting for processing • OR – elect to use electronic authorization (still need to submit New Youth & Adult Applications) • Fees must be paid at the council office or at Recharter Meeting • OR – elect online payment option IF RECHARTER & PAYMENT IS DONE COMPLETELY ONLINE & NO NEW APPLICATIONS ARE REQUIRED Please notify your Unit Commissioner AND District Professional that you have submitted electronically

29. Charter Renewal Application If the Executive Officer has changed, cross this out and write in correct information • Requires Signatures from: • Executive Officer (IH) • Unit Leader • Cubmaster • Scoutmaster • Crew Advisor

30. Annual Charter Agreement • Requires Signatures from: • Executive Officer (IH) • Charter Organization Rep. (COR)

31. Journey to Excellence • Complete Journey to Excellence form = qualified for Bronze, Silver, or Gold ? • Log your Service Hours (Link on JTE site at www.Scouting.org )

32. Additional Recharter Training • https://www.hoac-bsa.org/internet-rechartering • 2019 Recharter Training (Powerpoint) • https://www.scouting.org/commissioners/internet-rechartering/ • FAQ’S AND HOW TO’S – Charter Certificate Printing • FAQ’S AND HOW TO’S – Membership Card Printing • 2018 Internet Recharter Tutorial

33. Questions?