Charter Renewal For Unit Leaders NOTICE: BSA will release new Internet Recharting software with new look and electronic approval and payment options 1
Youth Protection Training • Effective September 1, 2017, Youth Protection Training will be required for all adult leaders at the time of registration. Paper applications from new leaders must be accompanied by a Youth Protection Training completion certificate, which must be filed with the application. • Because completion of YPT is now required for all leaders at the time of registration, unit leaders must obtain copies of the completion certificates from the leaders who register online before approving their application. • With the upcoming renewal cycle, the Internet Rechartering system will be updated so that units cannot submit the registration renewal of any adult who does not have current YPT as of the effective date of the renewal. Completion of YPT as part of the online registration system will be required in a future update. Additionally, council registrars will no longer be able to override the registration system to register any leader whose Youth Protection Training is not current. • Effective for the 2018 BSA summer camp season, any adult accompanying a Boy Scout troop to a residence camp or other Scouting activity lasting 72 hours or more must be registered as a leader, including completion of a CBC and YPT, even if they are the parent of a youth on the trip. • Please Note: Although YPT is strongly encouraged for adults attending any overnight activity, at this time, the requirement applies only to individual adults staying three or more nights at a resident camp. 2
An Early Note If you run into problems at any point, call your unit commissioner promptly or the District Commissioner 3
Do’s and Don’ts • DO final update before printing “Draft” charter for review before clicking the “Submit” button • DO ensure all required paperwork (applications, disclosure/authorization sheet, YPT certs for new adult members) is ready to be attached to final charter • DO NOT staple anything (charter, apps, etc), this must be scanned and stapled pages cause to scanner to miss pages, use paper clips • DO NOT print the charter double sided – it must be scanned 4
Changes for this Year • One change to the system is that adults with expired YPT will not be added to the charter this year • Adults should review their My. Scouting profile and ensure that their email address is current • On-line registrations completed after the final charter paperwork is printed must be printed and submitted for inclusion on the 2018 charter • Charters can be signed digitally this year by the COR and paid for online. If payment is not made online, charter will sit untouched until payment is received in Texas from Council 5
Changes for this Year (con’t) • Charters submitted online will sit untouched if any paperwork is missing until all paperwork is received in Texas from Council, charters will be marked as “Defective” • The Unit Charter Renewal System (UCRS) will look different this year due to upgrades but will have the same functions – the tutorial will look like last year 6
Responsibilities for Charter Renewal Committee Chair (CC) & Unit Renewal Team Recharter Processor(RP) Advise and Support Commissioner 7
Charter Renewal Timelines • Always q Submit youth and adult applications as soon as completed • September/October – Prepare q CC identify Renewal Team & set suspenses q CC and RP complete training and tutorial q Conduct membership inventory q Request adults update my. scouting profile q Request adults validate and update training esp. YPT q CC receive access codes q Identify Renewal Processor (RP) to Commissioner TIP: Ask all adults to retake YPT now, if YPT expires anytime in next 12 months 8
Requests adults update info • Update profile – email, phone, address • Validate training – retake YPT, update completed training • Confirm positions • Confirm primary (paid) and multiple registrations • Subscribe to Boy’s Life if desired 9
For Membership Inventory – Use Member Manager Under “Roster Details” click the “All” block, 10
Pulling Scout. Net Roster click the “Check Mark” to select all members. 11
Pulling Scout. Net Roster Click on “Blue Arrow” 12
Pulling Scout. Net Roster Select “Member List” 13
Pulling Scout. Net Roster Click on “Submit” button 14
Pulling Scout. Net Roster Click “Agree” 15
Pulling Scout. Net Roster 16
Official BSA Scout. Net Roster This roster information is to be used only for authorized purposes on behalf of the Boy Scouts of America. Disclosing, copying, or making any inappropriate use of this roster information is strictly prohibited. Name Devlin Paul Biggers Colten Blankenship Nicholas J. Borger Daniel C Borger Cameron Bryce Broberg Robert Richard Bryant Ellis Garretson Cain Brandon Cain Tyce Mathias Campbell Elijah Robin Carvalho Keoni Lavon Edward Chong Elijah Jadon Fentress Sherri Lindamarie Fentress Eric James Fentress Josiah E Fentress Matthew Alexander Fisher Walter James Gildner Member Id 133463533 133463626 131856636 133101561 133463188 129667187 12177463 130593388 133463422 133859082 133101565 133463094 12525085 12557044 12557043 133101555 133463705 Position Youth Member Youth Member Webelos Leader Committee Member Youth Member Youth Member Committee Member Registration Inquiry Lion Adult Partner Youth Member Expiry Date 1/31/2018 1/31/2018 1/31/2018 1/31/2018 1/30/2018 1/31/2018 17
Conduct Membership Inventory • Using roster pulled from Scout. Net – – Identify adults & youth that are not on Scout. Net roster • Obtain applications or pull unit’s copies of the apps • Youth members not on the Scout. Net roster cannot advance, earn merit badges or service time • For youth not being rechartered, find out reason – – – – Changed programs – moved from Cub Scouts to Boy Scouts Too old for program Changed units within the same city/town Moved to another city/town Stopped coming to meetings/lost interest/busy with other activities Some other reason not listed above 18
Charter Renewal Timelines • November – Unit Recharter Activity – RP log in to UCRS (Unit Charter Renewal System) – Charter renewal team provide RP with members (& reasons for drops), Boy’s Life subscriptions, leadership positions, primary (paid) position/unit and other (multiple, unpaid) positions/unit – Charter renewal team obtain applications and YPT certificates, as needed, and fees – RP clicks “Update Unit Roster” in UCRS to pull in new data – Key 3 (and UC) review draft to check for any defective issues and RP corrects any issues found – RP clicks “Submit to Council” in UCRS and prints final charter – CC meets with Chartering Organization head for signatures on final charter paperwork 19
Collect fees • Member Renewal (Tiger/Lion Partners no fee) • Boy’s Life • Supplemental Council Insurance (Tiger/Lion Partners do NOT pay) • Unit Charter Renewal $33. 00 per member $12. 00 per family $ 6. 00 all $40. 00 per unit • Note: Use Transmittal Envelope to calculate fees 20
Charter Renewal Timelines • December – CC assembles Charter Renewal Application package with envelope and check and submits to Unit Commissioner – Unit Commissioner reviews package for completeness – District Commissioner reviews package and submits to DE – DE faxes to Council registrar in Texas • January – Council/Registrar Activity – Registrar processes application – Deficiencies corrected – Registrar posts and sends New Charter and cards to Unit Leader • February/March – Unit/Commissioner Activity – Present Charter and membership cards 21
Introduction to UCRS – Internet Rechartering 22
The portal to UCRS is the “Recharter Now” link Direct URL link: www. ncacbsa. org/recharter 23
First Time User 24
Note the ‘Frequently Asked Questions’ link on most pages as well as links to the ‘Help’ and ‘Tutorial’ sites 25
Inside UCRS, the first page shows the 5 stages of Internet Rechartering (Begin with ‘Begin) 26
Stage 1 – The first choice is whether to download the existing Unit Roster from the National Database (my. Scouting) or upload from a third party software 27
Uploading using Third party software e. g. , Packmaster, Troopmaster, Scout Book • All official data is already in my. Scouting • If you use unit software, make sure that each name in your software is shown the same as the name in my. scouting -- Do not use nicknames for official records • If you decide uploading your unit software was the wrong way to go, you must call National to reset your charter and start all over 28
Stage 2 is the “meat” of the process. In 6 steps, you update all of the information about Scouts and Scouters to be listed in the Rechartering Application 29
Note that from this point on, the system is giving you a running account of registrants and costs (fee & BL – but may not include council insurance) in the upper left corner 30
Personal data masked here Update Unit Roster Stage 2, Step 2 begins by offering a list of all members currently in my. Scouting. There is an “Update Unit Roster” link near the upper right corner of the page 31
“Update unit roster” At any time during the process until final submission - • This updates the roster with any registrations processed since you started • And any adult YPT completed since you started • So that you don’t have to submit paperwork for either Click this every day you are in UCRS! 32
Stage 2, Step 4 is the addition of new members, beginning with adults 33
Adding a member (“transfer”) Note that there is a block to check, “Transfer into this unit. ” Don’t use this for either an adult or a scout during rechartering If you process a transfer during rechartering, you are only registering the member for the NEXT Charter year. Submit a transfer separately now to register for THIS year If you “Update Unit Roster, ” the member will be listed. Then, the member can be renewed for the NEW Charter year 34
Parents as Tiger or Lion Partners An adult Tiger or Lion partner is not a registered position (but they are assigned a BSA ID) A previous or current Tiger or Lion partner registering in a committee or leader/assistant leader position must fill out an adult application, disclosure, and YPT – If you write in the Tiger or Lion Parent BSA ID on the new adult application, all training is transferred to the new adult profile 35
This part of Stage 2, Step 4 lets you add new Scouts 36
Page 3 starts the process of adding parent/ guardian information. Is the parent or guardian an adult member of the unit? 37
If yes, choose the member 38
If no, enter the information manually 39
18 year-old Venturers A new Venturing youth registrant 18 or older must submit an adult application (signed application, disclosure form, and YPT certificate. ) A previous member turning 18 on or after March 1, 2015, must submit the same information, or have previously submitted, in order to recharter. 40
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Stage 2, Step 6 begins by letting you update unit positions. Note on the right a list of required and filled positions 43
It allows changing the position (or adding a second position) using pull down lists. 44
The next stage is checking the roster 45
Check Roster … provides two kinds of information – Warnings that should be reviewed to see if there is a problem Errors that must be corrected before rechartering can be completed 46
The Summary Stage lets you review the final roster or return easily to a previous stage 47
Note: National raised member fee to $33 Summary, Step 1, lets you update fees for multiple registrations and Boy’s Life 48
“Multiple” registrations A “multiple” registration is a person (adult or scout) whose primary (i. e. , paid) registration is in another unit. Payment of the $33 registration fee (and $6 council insurance fee) is required only once for each registered person 49
Selecting “Update” lets you show that the primary registration is in another unit and sign up for, or remove, a Boy’s Life subscription 50
If you show the member paid in another unit, it will ask for the unit type and number. Get this data before you start the process. • A District position is listed as a Council position 51
Stage 4, Step 2 is the “Membership Inventory. ” Show the reason for each dropped youth 52
The “Submit to Council” link is on this page – But Don’t Do It Yet 53
First, select the “Review/Print Roster” link to print a DRAFT of your rechartering submission Use the draft for Key 3 (& UC) meeting to review the complete package 54
XXXX First Middle Lastname Page 1 of the Draft will show you the adults and youth for whom a registration form is required 55
Issues for CC & Charter Renewal Team And Key 3 Review 56
Registration forms Include a registration form for each adult and scout listed on page 1 of the rechartering application as a new registration – for adults, the registration form, disclosure / authorization form, and proof of current YPT – submit the registration form even if it was previously submitted – all signatures on the forms • Normally, if you “Update Unit Roster” in UCRS before clicking “Submit to Council, ” the new registration will be listed and removed from page 1. Then, another paper application is not needed 57
A registration form is required … For each adult or youth new to the unit, or Venturer turning 18 For an added or changed adult position in the unit (If you keep a paper copy of a registration form with signatures and SSN until successfully processed, you must protect and shred the sensitive info) 58
Avoid different BSA profiles Adults/youth may be given a second member ID when they are already registered or were previously registered For any registration, indicate on the registration form that an adult or youth was previously or is currently registered (or is/was a Tiger Cub partner), including (if possible) • Previous or current member ID • Previous or other current unit 59
Annotate applications to aid the registrar Mbr ID # 60
Adults without current YPT The last page of the draft (and the second last page of the Charter Renewal Application) will give a list of adults for whom the YPT date in the system is not current (i. e. , within 2 years) – New Internet Rechartering system will not permit the CRA to be submitted if a YPT is not current 61
Youth Protection Training Attach proof of current YPT for every adult application (along with the application form and disclosure/authorization form) For renewing members with an Error in the rechartering package for having expired YPT, obtain new certificate, update their training record, and pull in the new YPT into Internet Rechartering 62
After Key 3 Review, Print the complete application • Get signatures • Submit the report to your Commissioner for review • The District Executive will fax the report after Commissioner Review 63
Insurance Fees NO insurance Fees for Lion and Tiger adult partners: Lion and Tiger adult partners will not pay the $6 insurance fee as originally planned during charter renewal. Updated Internet Rechartering will only compute the insurance fee for paid members. I recognize that this is a change from what was published in the Charter Renewal Handbook and on the face of Transmittal Envelopes. This is late breaking news. 64
Fees The $6 NCAC insurance may not be included in the fees listed on page 2 of the recharter printout. The $6 fee is calculated and shown only on the transmittal envelope 65
Assemble Charter Renewal Package q NCAC Transmittal Envelope q First page indicating attached applications q Second page with all signatures. District Commissioner or DE signs for Council q Last page with Processor information q Applications (Youth. Adults: signed app, disclosure, YPT) q YPT certificates q Check: Payable to NCAC q Signed Charter Agreement q 2017 Journey to Excellence Form 66
Annual Unit Charter Agreement 67
2017 Pack JTE Form 68
2017 Troop JTE Form 69
2017 Team JTE Form 70
2017 Crew JTE Form 71
2017 Ship JTE Form 72
Turn-in Meet with your Unit Commissioner by the date given by the District to submit your completed rechartering package The Unit Commissioner will review the document with you, and submit it to the District for final review and turn-in. 73
Your Goals Increase Membership & Reduce the Rechartering paperwork: • Identify youth and adults on your roster who are not properly registered • Submit completed adult & youth applications prior to completing Internet Rechartering • Complete YPT re-training if expirations are in next 12 months • Don’t get stuck/delay, call your UC • Identify specific time/place to obtain signatures and a check • Submit to UC before designated District turn-in date 74
Special Review & Approval Special review and approval is required by the Council Scout Executive for all— - Units with less than 5 paid youth - Units with more than 100 paid youth - Units rechartering less than 50 percent of youth from current year 75
Questions If you have questions or need help – Contact your Unit Commissioner Not sure who that is, check the Roundtable Bulletin Board If there is NO Unit Commissioner listed for your unit Contact the District Commissioner John Patrick, aquiadistcmsr@cox. net 540 -809 -8337 76
Websites http: //www. my. scouting. org http: //www. ncacbsa. org/recharter John Patrick, aquiadistcmsr@cox. net 540 -809 -8337 77
Recharter Turn In Dates/Locations Date Mon, 27 Nov Wed, 29 Nov Sat, 2 Dec Mon, 4 Dec Wed, 6 Dec Sat, 9 Dec Mon, 11 Dec Wed, 13 Dec Thurs, 14 Dec Location Panera’s Rte 17 Panera’s Rte 610 Roundtable Times 7 – 9 pm 10 am – 12 noon 7 – 9 pm 7 – 8: 30 pm 78
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