A Workshop For Sam Houston Area Council October 3, 2016

 Welcome  What is “recharter”?  Key points for 2016  Unit Recharter Plan  Using Internet Rechartering to update your unit roster  Wrap-up

Thank you for being here!

 ◦ This site contains links to the other websites we will talk about, documents in your recharter packet, and other helpful information including this presentation  Our district’s recharter turn-in events are on December 1 at [specify location] and December 8 at [specify location]  If you miss the district event, turn in at Council office Monday-Friday 8am-4pm AND 9am-noon Saturday December 3 and 10.

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

 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

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

 Not too much for a change…  Minor changes to Internet Rechartering about October 1  New recharter checklist (“check sheet”)  Don’t continuing requirements from recent years

 BSA IT has indicated that it will release changes to IR around October 1 primarily aimed at enhancing usability and performance.  Some of the changes may help us to manage recharter of Venturing youth, aged 18 and up, that were subject to a major policy change last year.  We will update the resources on shac.org/recharter as more information is available.

 The recharter checklist has been updated to provide a consistent tool for units, district, and council registration to check recharters.  “Recharter Check Sheet” is included in your recharter packet and can be downloaded from the recharter website.  We recommend reviewing the checklist before you “submit” your roster changes in IR.  Attach the checklist to the front of the entire printout from IR.

 BSA membership fees  Venturing youth, age 18 and up, must be registered as Venturing Participants (adult application + YPT Y02)  Mandatory training of top unit leader ◦ CM, SM, VC, NL, SK, EA  Internet Rechartering  SHAC recharter process

 BSA fees (passed through 100% to National) ◦ Unit liability insurance fee $40/year ◦ Membership fee $24/year ◦ Boys’ Life subscription $12/year  No BSA membership fees are collected with recharters for LDS units ◦ LDS Church aggregates BSA fees, except Boys’ Life, for all of its units and pays them directly to National ◦ LDS units must pay for any Boys’ Life subscriptions  Council accident insurance $1/person

 All Venturing youth, aged 18 and up, must complete an adult application and meet adult membership criteria, including taking YPT course Y02 ◦ Position is “Venturing Participant” ◦ Considered a youth for program purposes  Internet Rechartering provides incomplete support for this change, requiring extra diligence on the part of those rechartering crews and ships

 SHAC requires that all “top unit leaders” must have complete all BSA training required to be considered “trained for the position” in order to recharter in that position ◦ Applies to Cubmasters, Scoutmasters, Varsity Coaches, Venturing Advisors, Skippers, and Exploring Advisors  Recharter process will not complete until the top unit leader on the recharter has required training  See for requirementswww.shac.org/training

 Sam Houston Area Council requires use of Internet Rechartering (or its equivalent for Exploring) for recharters ◦ Internet Rechartering reduces mistakes in preparing recharters by volunteers and in entering changes by staff  Supported browsers are Chrome, Firefox, Internet Explorer 9, 10, and 11  Windows is the only supported operating system

 All recharters must use Internet Rechartering ◦ Posts must use version on lfl.myparticipation.org  All unit recharters due on DECEMBER 15  Schedule October – recharter training, membership inventory, confirm YPT and top leader training status 11/1 – IR available 11/7 – IR stage 1 complete 11/18 – IR stage 2 complete 11/21 – IR stage 3 complete 11/24 – IR stage 4 complete 11/27 – IR stage 5 complete 12/1 – district turn-in #1 12/3 – Saturday SHAC 9-noon 12/8 – district turn-in #2 12/10 – Saturday SHAC 9-noon 12/15 – RECHARTERS DUE

 Complete applications are required for each new youth or adult member listed as new on the printout.  Social Security Numbers and Youth Protection Training required on all adult applications.  Top Unit Leader must be trained for position.  Turn in entire Internet Rechartering printout!  Recharters are due by December 15.  Turn in Journey to Excellence Award worksheet with recharter.  BE ON-TIME AND ERROR-FREE!

How recharter is accomplished

 (Complete by) Task to be completed  (Oct 1) District Executive visits chartered organization  (Oct 1) Unit Committee assigns recharter plan tasks, including overall Unit Recharter Coordinator  (Oct 1) Unit obtains recharter packet from district’s Commissioners  (Nov 1) Unit Recharter Coordinator attends district recharter workshop  (Nov 1) Unit completes membership inventory ◦ Contact every member about renewing ◦ If not renewing, note the reason (needed for I.R.) ◦ Collect National fees from those renewing ◦ Obtain applications from members not included on current BSA unit roster ◦ (Nov 1) Confirm all adults have YPT and top unit leader has completed BSA training for position applications and YPT proof for 18yo+ Venturing youth

 (Complete by) Task to be completed  (Nov 27) Update recharter roster using Internet Rechartering  (Dec 1) Obtain signatures on updated roster from Chartered Organization head and unit leader  (Dec 1) Complete Council Accident Insurance Information Form (unless C.O. is LDS Church)  (Dec 15 or earlier) Turn in signed roster printout, applications for all new members, accident insurance information form, and payment to SHAC

 (Complete by) Task to be completed  (Dec 15) Turn in on or before December 15 ◦ At our district’s recharter turn-in events on 12/1 and 12/8 [replace with details] ◦ Or at the Council office (2225 N Loop W) if you miss the district events M-F 8am-4:30pm OR 9-noon Saturdays 12/3 and 12/10  Council staff reviews the paperwork for errors; issues a “problem recharter notice” if any are found  Commissioners or D.E. will contact unit to correct any errors.  (Mar 1) Must complete corrections no later than 60 days after charter expiration date or unit drops, regardless of when the error is found or the unit is notified

 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  Chartered Organization Head signs approving adult leaders  Help from other unit leaders, parents  Unit Commissioner and district’s commissioner team are additional resources

 Start early!  Be sure all members are on your unit roster before you begin the roster update process!  Develop a Unit Recharter Plan using the tasks in the Unit Recharter Process  Assign responsibility and due dates for the Plan’s tasks  Publicize dates pertaining to unit members in the Unit Annual Plan (calendar)  Monitor progress to assure that tasks are completed on time  Be thorough and accurate

A tool to make life easier

 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 fee  Print updated roster for signature and turn-in

 Computer with Internet connection ◦ Doesn’t have to be the same computer for each session! Be sure to log off each session.  Supported web browser ◦ Chrome, Firefox, Internet Explorer 9, 10, 11  Knowledge ◦ Take the tutorial now. Ask questions if needed.  Time ◦ Can’t start working until two months before current unit charter expires (November 1)  Access Code from instructions in packet

 If you are a registered leader, access Internet Rechartering under “Legacy Web Tools” on My.Scouting on my.scouting.orgmy.scouting.org  You can access the URL directly at  A link is on the Council recharter page  Exploring Posts use the Exploring version on lfl.myparticipation.org lfl.myparticipation.org  Take the Internet Rechartering tutorial now  Begin as soon as you can – November 1

 The supported browsers are: ◦ Chrome ◦ Firefox ◦ Internet Explorer 9, 10, 11  Windows is the only support operating system  MacOSX, Linux, Unix are NOT supported

 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 TroopSoft  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 of more than 50% is not uncommon the first time you upload UMS data  Mismatched data will corrupt BSA’s database  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 ◦ Changes made by BSA after this point in time will not appear in your Internet Rechartering 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

 There are 6 steps in this stage

 Update Chartered Organization contact info  Cannot change Chartered Organization name (contact your D.E. 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 (note: C.O. name must match exactly including any punctuation and spacing) ◦ 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!

 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 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)

 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 to protect privacy

 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” on returning to Stage 2 after logging out before completing it OR when navigating into it from another stage.

 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 they are “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

 Leaders with YPT warnings will be listed in a new section of the Recharter Report

 We can move on…

 Let’s look at the changes supporting the Venturing youth member policy changes implemented in 2015: ◦ Changes to Stage 2 member list ◦ How to add a Venturing Participant or update a Youth Member to a Venturing Participant ◦ Warning messages in Stage 3

 Shows Venturing Participants and Youth Members but does not highlight those Youth Members that need to be updated to VP

 Venturing Youth is a Venturing Participant by checking box on second screen of Add Member / Update Member

 IR issues warnings in Stage 3 when a Youth Member is 18 and over  Council will treat this as an error!

 An completed adult application and proof of YPT is required for each Venturing Participant added during recharter or updated from a Youth Member during recharter  Newly added Venturing Participants are listed on the “application required” list on the IR printout  Youth updated to Venturing Participants are NOT listed as “application required”, but an application IS REQUIRED

 Click “Summary” to review final roster and fees

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

 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. BSA calls this a “multiple” registration.  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. ◦ See next slide for example.  Then click “Save”.

 Update where BSA fee is paid or Boys’ Life

 Click “Next” at the bottom of the page 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”

 Print roster, called the “charter renewal application” for signatures

 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 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 take along any that haven’t been signed.

 Complete the Accident Insurance Information Form.  Ask your unit Treasurer for a check payable to Sam Houston Area Council for the total amount on the recharter roster PLUS THE AMOUNT ON THE ACCIDENT INSURANCE FORM.  Paper clip it all together and turn in at your district’s turn-in event or the council office no later than December 15.

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