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2014 Charter Renewal Process

2014 Charter Renewal Process. Select Renewal Volunteer. An adult member of the unit to handle the process. Attend District Recharter Orientation and pick up online Recharter Access Code. Complete Charter Renewal Attend District Turn-in Party. Gather Information (Prior to November 1 st ).

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2014 Charter Renewal Process

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  1. 2014 Charter Renewal Process

  2. Select Renewal Volunteer An adult member of the unit to handle the process. Attend District Recharter Orientation and pick up online Recharter Access Code. Complete Charter Renewal Attend District Turn-in Party

  3. 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 2013. Current and up to date list of their units membership (Hint: Download Roster from Internet Advancement or on your unit’s MY SCOUTING TOOLS website.) 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 Data of which adults are holding committee positions 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

  4. Youth Protection Training • Be sure that all registered adults are current with program specific YPT. • If an adult’s YPT expires between now and next October please have them retake the course before you recharter them. • It is recommended that YPT is taken every year at recharter time.

  5. Unit Committee Positions(Please complete and turn in with recharter.)

  6. Top Leader Training Requirements • Scoutmaster • Youth Protection Training • Scoutmaster Specific Training • Introduction to Outdoor Leaders Skills • Cubmaster Youth Protection Training Cubmaster Specific Training • Varsity Coach Youth Protection Training Varsity Specific Training Introduction to Outdoor Leaders Skills Venturing Advisor Venturing Youth Protection Training Venturing Leader Specific Training Introduction to Outdoor Leaders Skills** **Crews with Outdoor Programs only Every Scout DESERVES a Trained Leader!

  7. Adult Applications Applications must be complete Must be their legal name, no nicknames (examples: What is on Birth Certificate, Marriage license, Adoption papers etc) 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 MUST HAVE ALL THE CORRECT SIGNATURES.

  8. Youth ApplicationsBiggest problem in delaying the units rechartering Applications must be complete Must be their legal name, no nicknames (What is on Birth Certificates, Adoption papers, etc) 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 application.

  9. 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 Parent Coordinator Chartered Org. Rep. also can be either Comm. Chair or Comm. Member AND Parent Coordinator Comm. Chair OR Comm. Member also can be Parent Coordinator Remember, MORE LEADERS involved means less work for each leader – try to have one person for each position!

  10. Tiger Adult Partners These do not require an adult application. (exception: when the adult does not reside in the same residence as the Tiger Cub. • An adult application must be submitted if they hold any other position in the unit.

  11. ScoutParents • This position no longer exists. • Anyone who was a ScoutParent and still wants to hold a position in the unit MUST submit an adult application. • The ScoutParent Coordinator (which is a paid position on the unit committee) is now the Parent Coordinator.

  12. Merit Badge Counselors • Registered through the District only • New MBC requires separate application and MBC form to be submitted.

  13. 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 five (5) 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

  14. Fees BSA Registration $24 Boys Life Magazine $12 Charter Renewal $40 (Unit Liability Insurance Fee) Insurance $2 Per paid member New Members $1.25 With applications submitted with recharter (This is for December 2013 membership)

  15. Church of the Latter-Day SaintsFees • Registration for units sponsored by LDS Church will be handled as normal. • The online process will have $0 registration fees calculated. • Fee for LDS units will be billed directly by National BSA to the LDS Church in Salt Lake City. • Boys Life fees will have to be collected.

  16. 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 insurance fee Print updated roster for signature and turn-in

  17. Internet Explorer Required • 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

  18. 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

  19. You are a “First Time User”Every Year

  20. Registration

  21. Agree to Confidentiality Statement

  22. Provide your contact informationCreate password for access code

  23. After first time loginEnter this year’s access codeand your password

  24. Internet Charter Overview

  25. Load Council Information Do NOT use any other databases or programs

  26. 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

  27. 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.

  28. Updating Unit Roster Updating the roster will NOT change or reset any of the data you have already entered. It is highly recommended to update the roster every time you log into the system. If you have already entered someone it will show another listing. You must delete the listing that does NOT have a BSA ID#.

  29. Update Roster Review and if needed update chartering organization information

  30. Select Members for Renewal Uncheck the box to remove a member

  31. Multiple Membership • Do NOT remove anyone who pays their membership in another unit or district or council level. • Examples: • Someone registered as a Cubmaster in a Pack and also an Assistant Scoutmaster in a Troop They may choose where they want their primary registration is to be. • Someone who is a District Committee member or Commissioner they must pay through the District and multiple in the unit. • You will update fees in Stage 4.

  32. Members Selected for Renewal

  33. Promote Members Click “Next Step” (Do NOT use this step)

  34. Add New Members

  35. Add New Adult Click “New Adult” to add Click “Next” if none to add

  36. Add New Adult Social Security Number to be added by Council staff • Ethnic Background is now required.

  37. Add New Adult • Be sure to include “email address.

  38. 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

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

  40. Add New Youth’s Information Information from Application

  41. Add New Youth’s Information • Ethnic Background is now required

  42. 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”

  43. Enter parent’s or guardian’s info • Click “Yes” or “No”

  44. Enter parent’s or guardian’s info • Be sure to add “relationship”

  45. Parent’s or guardian’s info • Selected adult turns red. Click “Save”.

  46. Update Members Data • Click “Update” to change data • Click “Remove” to delete member This step you can check the YPT status. It also allows you to make changes to the personal data for all members, including members you have just entered..

  47. Update Members Positions • Adult leader positions are checked against BSA requirements – problems flagged in red

  48. Updating Members Position • Click the “Update” link to change a member’s positions – dialog box appears • Change the position(s) and click “Save”

  49. Complete Roster Update • Click “Check Roster” to update

  50. 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

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