Charter Renewal For LDS Scouting Units A Workshop For Arapeen District

Agenda ______ ___ __ ______ ______ __ ______ ___ ___ ______ ______ ___ ____ _______ ______ __ ______ ____ ____ ______ ___ __ Welcome What is “Charter Renewal”? Key points for 2014 Unit Charter Renewal Plan Using Internet portal to update your unit roster Wrap-up

WELCOME Thank you for being here!

Write These Down – This site contains links to information and training Charter turn-in is scheduled by each of our 11 Stakes and should be completed prior to the Thanksgiving Holiday ( Please schedule this with District by Oct 1 ) December 5 to December 12 is for follow-up on Charter issues that prevent the local office from processing charters – Wards should complete charter s and turn them in ahead of the deadline to allow more time to correct any errors found by the Council staff

WHAT IS ANNUAL CHARTER RENEWAL? Let’s be sure we’re all on the same page with the terminology used in this presentation.

A Charter Agreement is …  Annual commitment of a chartered organization to continue owning and operating a specific Scouting unit  Annual renewal of individual memberships of a unit’s youth and adult members  Annual authorization from BSA for a chartered organization to use a BSA program to serve youth

KEY POINTS - THIS YEAR Important things everyone – first timer or Baden-Powell’s first cousin – needs to know

What’s New This Year? BSA membership fee changes Mandatory training of top unit leader – CM, SM, VC, NL, SK, EA Internet Charter renewal changes Our charter process

BSA Fee Changes No BSA membership fees are collected with charters for LDS units – LDS Church will aggregate BSA fees for all of its units and pay them directly to National – LDS Members and Stake leaders serving in District positions ( except Merit Badge Councilors) must be registered in their local Ward unit ( committee member usually) or they must pay the required $24 registration fee.

Internet chartering Changes BSA eliminated ScoutParent as of 7/1/13 – Adults who were ONLY ScoutParents are still on your roster with no “position”( application was not required ) – Unit must delete these adults OR register them in “registered position” as new member( application and YPT required) “ScoutParent Unit Coordinator “has been renamed Parent Coordinator; former SPUCs have new title New position Unit Scouter Reserve can be used for former ScoutParents – (application and YPT required) Unit College Scouter Reserve and Venturing College Scouter Reserve now available in Internet Renewal (IR)

Charter Renewal Process All LDS units use Internet charter Renewal (IR) portal except new units. Use this schedule as a guide to complete charters prior to Thanksgiving ( adjust dates to reflect your scheduled Stake turn in night ) September– charter renewal training, membership inventory and charter packet distribution at RT 10/1 – IR available 10/7 – IR stage 1 complete 10/18 – IR stage 2 complete 10/21 – IR stage 3 complete 10/24 – IR stage 4 complete 10/27 – IR stage 5 complete 11/5 – Stake turn-in 11/12 – Stake follow-up 11/14 – Stakes turn in to Scout office 11/26 – ALL RECHARTERS DUE

Reminders Completed and signed applications (LDS youth roster signed by Bishop for youth that are not new to the Ward) are required for each youth or adult member listed as new on the first page of the Charter printout. Social Security Numbers and Youth Protection Training are required on all adult applications. After submitting and printing, Turn in signed Internet Renewal printout (with all required documents listed on the first page of charter)! Charters are due by November 26. Turn in Journey to Excellence Award worksheet with charter.

UNIT ONLINE CHARTER PLAN How charter I renewal s accomplished

What Needs to be Done?  (September) Unit charter Coordinator attends RT workshop  (Oct 1) renewal codes have been received by Ward  (Oct 1) Unit Committee assigns charter plan tasks  (Oct 1) Unit completes membership inventory ◦ Determine which member are renewing ◦ If not renewing, note the reason (needed for I.R.) ◦ Collect Boy Life subscription fees ◦ Collect applications from members not included on current BSA unit roster

What Needs to be Done? pg2 (Oct 27) Ward leaders fill out Journey to Excellence forms (Oct 27) Update and submit charter roster using IR portal (Oct 27) Printout updated charter and obtain signatures from Bishop and unit leader Nov ?) Bishop, COR, and charter processor bring all required documents to Stake turn in. ( check with Stake for date and time ) (Nov 26) All charters received by Scout office ( Dec) Scout office verifies documentation completes charter process or returns charter for additional follow up

Who Does It? Process led by unit committee – Lead assigned to a committee member – Or Committee Chair Unit leader (CM, SM, etc.) signs certifying youth listed are actually in the unit Bishop signs approving adult leaders Stake leaders and district’s commissioner team are additional resources

How To Make Charter Renewal Easy  Start early!  Develop a Unit Renewal Plan using the tasks in the Unit Renewal Process  Be sure all members are on your unit roster before you begin the roster update process!  Assign responsibility and due dates for the Plan’s tasks  Monitor progress to assure that tasks are completed on time  Be thorough and accurate

USING INTERNET RENEWAL PORTAL TO UPDATE UNIT ROSTER A tool to make life easier

Internet Renewal What is it?  Online application running on National Council servers  Used to update unit Charters ◦ Correct wrong / out-of-date information ◦ Delete members who have left the unit ◦ Add new members not found on current roster ◦ Work at your pace  Verify required adult leadership in place  Print updated roster for signature and turn-in

What You Need To Get Started  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 ◦ Watch the tutorial. Ask questions if needed.  Time ◦ Can’t start working until two months before current unit charter expires (e.g., October1 for a charter expiring December 31)  Access Code from instructions packet

How To Get Started  Registered leaders, can access the Internet Renewal portal though MyScouting at  Anyone can access the URL directly at  The URL is on the Council charter page at  Watch the Tutorial  Begin as soon as you can – October 1

Internet Explorer 6+ Required 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

You Are A First Time User Every Year For Every Unit

Login User Registration Enter unit type, unit number, and access code

Registration - 2 Agree to Confidentiality Statement

Registration - 3 Provide your contact information Create password for access code

Log In After “First Time” Use this year’s access code and password to log in after the “first time”

Internet Renewal Overview

Stage 1 – Load Roster From current BSA data OR UMS such as Troopmaster, Packmaster, or ScoutSoft

You Now Have A “Working Copy” Of Your Unit Data IR keeps a “working copy” of your unit’s registration data That means: – Changes you make will not be visible to anyone else until charter is processed – Changes made by BSA after this point in time will not appear in your IR work area unless you click the “Update Unit Roster” button For this reason, we strongly suggest you carefully review the current roster with Internet Advancement before starting Stage 1

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

Stage 2 – Update Roster Update Chartered Organization contact info Cannot change Chartered Organization name (contact D.E. if this is needed)

Select Members For Renewal Uncheck the box to remove a member Check the box again to restore the member

Members Selected For Renewal

Promote Members Add new members to your unit by copying registration data from other units – Units chartered by the same chartered organization will be listed (note: C.O. name must match exactly) – Other units may be accessed by using their access codes and unit number Completed applications are required because these members are joining a different unit!

Promote Members 2 Click “Next Step” to skip “Promote Members”

Promote Members 3 Your unit will always be listed along with others chartered to the same organization

Promote Members 4 Check box to copy member to your unit

Promote Members 5 To promote from other units, get their access code from your Commissioner or D.E. Enter it in area below the list of units for your chartered organization along with unit type and number (e.g., Pack 9999)

Add New Members Click “New Adult” button to add a new adult

Add New Adult Three screens to add an adult

Add New Adult 2 Note that Social Security Number must be entered by Council staff to protect privacy

Add New Adult 3 You must make a selection in “Ethnic Background”; use “Not provided” if the new member did not provide this information

Add New Adult 4 df

Add New Adult 5 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

Add New Youth Members Click “New Youth” button to add youth

Add New Youth Two screens to provide data about the youth

Add New 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”

Add New Youth Click “Yes” or “No”

Add New Youth Choose the adult’s relationship to the youth Then select the adult with the “radio button”

Add New Youth Selected adult turns red. Click “Save”.

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

Update Member Data 2 If you click “Remove”, confirmation is requested Click “yes” to remove the member Click “no” to keep the member

Update Member Position Adult leader positions are checked against BSA requirements – problems flagged in red

Update Member Position 2  Click the “Update” link to change a member’s positions – dialog box appears  Change the position(s) and click “Save”

Update Member Position When all requirements are met, click “Next Stage ”

Complete Update Roster Click “Update Roster” to complete Stage 2

Stage 3 – Check Roster Click “Check Roster” to start a detailed check

Check Roster 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

Check Roster 2 Errors MUST be corrected before continuing

Check Roster 3 A warning should be corrected if it really is an error YPT Warnings

Check Roster 4 Leaders with YPT warnings will be listed in a new section of the Renewal Report

Check Roster 5 We can move on…

Stage 4 - Summary Click “Summary” to review final roster and fees

Update Fees  Final roster with fees is displayed  “Update” link for fee changes  Click “Boys’ Life” to check 100% Boys’ Life

Update Fees 2 Add missing Boys’ Life for youth member Boys Life fees have changed

Update Fees 3 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”.

Update Fees 4 Click “Next” when finished making changes These fees have changed

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

Stage 5 – Submit Roster  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 charter documents  Review the draft with the unit leader and members of your charter 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

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

Roster Submitted Don’t forget to print roster for signature

Print Roster  After “Submit to Council” is clicked, a PDF file can be created on your computer containing the updated roster by clicking “Print Recharter Renewal Application”.  This final 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 IR

Now What?  Now you need to get signatures of the unit leader and the Chartered Organization head (Bishop for LDS Wards).  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 take along any that haven’t been signed.

And Then? Paper clip it all together (Please do not staple) and turn in at your Stakes turn-in event or the local Scout office no later than November 26.

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