A Workshop For Indian Springs District

Thank you for being here!

Let’s be sure we’re all on the same page for some terms we will use to talk about rechartering.

To save time, we will use the following terms without further explanation:  UNIT – a Pack, Troop, Team, or Crew  CHARTERED ORGANIZATION – organization desiring use of BSA programs to serve youth  CHARTER AGREEMENT – agreement between BSA and a chartered organization that allows it to use a BSA program  UNIT LEADER – top direct contact leader – Cubmaster, Scoutmaster, Varsity Coach, Crew Advisor

 Issued by BSA after a charter agreement is executed with a chartered organization  Creates one unit using a specific BSA program (e.g., a Cub Scout pack) owned by the chartered organization  Renewal process at the end of the initial term is called “rechartering”

Important things everyone needs to know

 Missing or incorrect applications is always the most common cause for rejected charters  If an adult is not listed on the current unit roster, an original application must be completed to add him/her at recharter ◦ Hint: use Internet Advancement to obtain current roster  All blanks on the application must be filled in  All signatures must be in ink  Adult applications must include criminal background authorization form and proof of YPT completed within last 24 months of application effective date (supply photocopy of training card)

 Once the fees are calculated, the Stake will receive a bill. Don’t worry about collecting fees at the time the charters are turned into the District Commissioner.  EXCEPTION: Boy’s Life. You must include the fees for Boy’s Life if you are ordering it at this time.

 Every adult leader must have completed Youth Protection Training within 2 years prior to the effective date of the new charter. Effective date is the day after the current charter expires. ◦ All new applications must have a copy of YPT card attached to application  ALL Venturing adult leaders must take Venturing Youth Protection Training.

 Use MyScouting’s Training Validation to check any adult’s YPT training date  Internet Rechartering now shows YPT status of all adults currently on the roster

 Each adult must provide a Social Security Number (SSN); used for criminal background check  Unit cannot enter SSNs or keep copy of “Local Council Copy” that shows SSN  Council staff must enter SSN from application  Change is intended to improve security and accuracy of this sensitive personal data.

 Each Unit must turn in their JTE scorecards at the same time the charter is turned in.  Journey to Excellence information can be found under the Commissioners tab at

A tool to make life easier

 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 now. Ask questions if needed.  Time ◦ Can’t start working the night before the turn in date.  Access Code from Unit Roster in packet

 If you are a registered leader, you can access Internet Rechartering though MyScouting on  You can access the URL directly at The URL is on the Council recharter page at  Take the Internet Rechartering tutorial now  The system will open up on October 1  Let’s take a look…

 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

 Enter unit type, unit number, and access code

 Agree to Confidentiality Statement

 Provide your contact information  Create password for access code

 Use this year’s access code and password to log in after the “first time”

 From current BSA data or UMS such as Troopmaster, Packmaster, or ScoutSoft

 Data can be uploaded from a UMS, such as Troopmaster, Packmaster, or ScoutSoft  Uploaded data is matched with current BSA registration data  To assure the best match, be very careful to use only the FULL LEGAL NAME and CORRECT BIRTHDATE in your UMS data  Failure to match between UMS and BSA upwards of 50% is not uncommon the first time you upload UMS data  For this reason, we do not encourage upload of UMS 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 (sort of...) ◦ Changes made by BSA after this point in time will not appear in your Internet Rechartering work area until you click the “Update Roster” button  For this reason, we strongly suggest you carefully review the current roster with Internet Advancement before starting Stage 1

 When you return to Internet Rechartering after having started Stage 2, click the “Update Roster” button to get updates from Scoutnet

 Chartered Organization contact info cannot be changed (contact District Executive if this is needed)

 Uncheck the box to remove a member  Check the box again to restore the member

 Add new members to your unit by copying registration data from other units ◦ Units chartered by the same chartered organization will be listed ◦ 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! A promoted member is still a NEW member of your unit.

 Click “Next Step” to skip “Promote Members”

 Your unit will always be listed along with others chartered to the same organization

 Check box to copy member to your unit

 To promote from units outside of your Chartered Organization, get access code from your Commissioner or District Executive  Enter it in area below the list of units for your chartered organization along with unit type and number (e.g., Pack 9999)

 Click “New Adult” button to add a new adult

 Three screens to add an adult

 Note that Social Security Number must be entered by Council staff as of Fall 2009

 You must make a selection in “Ethnic Background”; use “Not provided” if the new member did not provide this information

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 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

 Click “New Youth” button to add youth

 Two screens to provide data about the youth

 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”

 Click “Yes” or “No”

 Choose the adult’s relationship to the youth  Then select the adult with the “radio button”

 Selected adult turns red. Click “Save”.

 Click “Update” to make changes to member  Click “Remove” to delete member  Note adult YPT status information

 If you click “Remove”, confirmation is requested  Click “yes” to remove the member  Click “no” to keep the member

 Adult leader positions are checked against BSA requirements – problems flagged in red

 Click the “Update” link to change a member’s positions – dialog box appears  Change the position(s) and click “Save”

 When all requirements are met, click “Next Stage ”

 Click “Update Roster” to complete Stage 2

 Click “Check Roster” to start a detailed check

 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

 Errors MUST be corrected before continuing

 A warning should be corrected if it really is an error YPT Warnings

 Direct contact leaders with YPT warnings will be listed in a new section of the Recharter Report that you will print out.

 We can move on…

 Click “Summary” to review final roster and fees

 This is an important step.  Click update to determine whether fees are paid here or in another unit.

 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”.

 Click “Next” when finished making changes

 Click a reason for NON-renewal for each youth member being dropped

 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

 If roster is correct, click “Submit to Council”

 After “Submit to Council” is clicked, a PDF file will be created on your computer containing the updated roster.  This 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

 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 Youth Protection Certificates are included with adult applications.

 Regarding registration Fees: All fees for LDS youth and adults are paid by the stakes and reimbursed from general Church funds.  Want to make this process easier? Registration forms and fees for youth and adults should be submitted on an on-going basis as young men advance to Boy Scouts, Varsity Scouts, or Venturing and as adult positions change throughout the year.

Thanks again for taking the time to make administration of Scouting more efficient!