Internet Re-chartering System Overview October 1, 2010 Amended 2012/2015/2016/2017 by Dean Danner

Re-Charter Packet Label

Re-charter on Time Early Paperwork Collection Tuesday Nov. 21 4:30-6:30 PM at the Council office Everything is due at the December Roundtable A special table will be set up to review and collect your submission and fees You will be given a list of issues that need to be corrected to complete your re-charter Errors MUST to be corrected by Mid December Units with incomplete re-charter materials may be dropped at the end of December unless arrangements are made in advance, and are due to extraordinary circumstances

Access http://My.Scouting.org

Go to Internet Re-Charter v Legacy Web Tools Internet Rechartering

Internet Re-chartering Don’t try to go into this system more than 60 days prior to charter expiration as it is not open for your use until then! For PAC this is: November 2nd, 2017 Welcome Screen

Internet Re-chartering On the front of the Packet Returning User 4 digits - 0004 First Time User The unit renewal processor for Internet Rechartering begins as First Time User because the unit access code is changed each year for security reasons. After initial registration, log in as a Returning User.

Internet Re-chartering All unit processors are required to agree to a Confidentiality Statement when the initial First Time User registration is completed. The agreement is required each time First Time User is selected.

Internet Re-chartering This is your information for the Council to contact if there are any issues Account registration is simple to complete and requires name, password, e-mail address, and telephone number of the unit renewal processor.

Internet Re-chartering Unit processors handle their own needs online, such as changing passwords and e-mail addresses.

Internet Re-chartering The Overview page lists the five stages of processing for Internet Rechartering.

Internet Re-chartering Do This Only Once! The system saves your work automatically, re-loading information re-loads the original unchanged data!!! Load Roster offers two options to unit processors: Load the unit roster from council information; or upload a rechartering file from unit-management software to match against the council information.

Internet Re-chartering Upload recharter file requires a valid file from unit-management software.

Internet Re-chartering The first steps of Stage 2, following Load Roster, are to review the chartered organization information and determine if any members will not be renewed for the new roster.

Internet Re-chartering Update unit roster allows the renewal processor to import adult and youth members added to the unit roster by the council into Internet Rechartering at any time. Work already done will not be changed or reset. Members added will display with a person ID. If an adult or youth record was entered online and then is added through Update unit roster the processor will know which record to remove by selecting the record with no person ID displayed. Use Update unit roster to refresh the status of adult YPT completion.

Internet Re-chartering Once selection of members for renewal is completed, there is a confirmation screen to list those to be renewed or not renewed.

Internet Re-chartering Promote Members is a process designed to allow selection of adults and eligible youth from related units and conversion of eligible youth to adult assistant in the unit, when applicable.

Internet Applications Promote Members allows processor to select from among the family of units by chartered organization, if listed, or to use an approved alternative.

Internet Applications Once the unit is selected and members eligible for promotion are listed, the promoting unit checks the Promote box to complete the promotion. The original unit does not renew the member if member is leaving unit.

Internet Re-chartering Try to use only the Primary Position as multiple positions may cause validation issues! There is no change to Page 1: Add New Adult.

Internet Re-chartering Page 2: Add New Adult has Ethnic Background selection required.

Internet Re-chartering There is no change to Page 3: Add New Adult.

Internet Re-chartering There is no change to Page 1: Add New Youth Member.

Internet Re-chartering Page 2: Add New Member has Ethnic Background selection required.

Internet Re-chartering There is no change to Page 3: Add New Youth Member.

Internet Re-chartering There is no change to Page 4: Parent/Guardian information.

Internet Re-chartering There is no change to Page 5: Parent/Guardian information.

Internet Re-chartering Update Member Data is a core step of Internet Rechartering as it provides for updating of name, address, telephone, e-mail address, and ethnic background information. YPT information has been added. Adults who have current Youth Protection Training will show “Y” flag.

Internet Re-chartering There is no change to Page 1: Update Adult in Update Member Data.

Internet Re-chartering Page 2: Update Data has no SSN entry online; Ethnic Background can be entered.

Internet Re-chartering There is no change to Page 3: Update Adult Data in Update Member Data.

Internet Re-chartering Minimum Positions is Critical Adjust people as needed to satisfy these minimums Update Member Position allows for position changes and validates positions are correct.

Internet Rechartering Update Membership Inventory allows the entry of the Reason for non-renewal by selecting the appropriate radio button.

Internet Re-chartering Membership Inventory lets you select a reason for each youth member not selected for renewal, such as too old for program or moved away. This information is shared with councils for follow-up with youth to encourage a continued Scouting experience.

Internet Re-chartering 40 Check Roster verifies BSA registration rules and Update Fees handles fee payment data.

Internet Re-chartering Fees are Calculated for full 12 months! Internet Re-chartering Fees are Set by National Each year Update Fees allows Boys’ Life to be added and multiple fee selection.

Internet Re-chartering Fees are Calculated for full 12 months (Jan-Dec)! Internet Re-chartering Jan - Dec Fees are Set by National Each year The Application Fee recap will calculate fees based on unit expiration date.

Any Adult on an outing of over 72 hours (like summer camp) MUST be registered and have a current Youth Protection Training for that unit type!

Internet Re-chartering After the unit renewal is submitted, the unit prints the Unit Charter Renewal Report.

Internet Re-chartering The Unit Charter Renewal Report Package contains the Charter Renewal Application with the Registration Fee detail and totals and the appropriate lines for the original signatures of Executive Officer, Unit Leader, and the Council Representative Sample $336.00 $ 0.00 $ 72.00 $144.00 $ 40.00 $592.00 Sample Sample Sample Cash or Checks – No Credit Cards

Internet Re-chartering Re-chartering is a perfect time to work with your Unit Commissioner, to ask them where they may be able to support and guide you through this process and to help improve your unit in the upcoming year! *** At the end of the Internet Re-chartering process you will be prompted to complete the JTE scorecard for your unit. The JTE topics should be fresh in your memories as to what you ought to be doing to build a stronger unit. November 25, 2015 - National Commissioner’s Newsletter

Internet Re-chartering Easy to use Help assists the unit processor with understanding how Internet Rechartering works.

Internet Re-chartering Once you are sure the on line is correct and you have verified the draft printout: Submit the on line form This is due before Thanksgiving This can be submitted as early as November 3rd Print the Final Copy Get the necessary signatures Turn in paperwork at the December Roundtable The paperwork can be turned in at the Council office as early as November 3rd Turn in the Fees These should be turned in with the paperwork If due to fundraising or other financial issues these can be turned in as late as December 15th These can be turned in as early as November 3rd

Items needed at Check-In Final re-charter printout (SIGNED) This is from the Internet re-charter session Both the Charter Organization’s Executive officer or COR must sign as well as the Unit Leader Fee payment Due by December 15th at the latest! Youth or Adults only pay a fee if this is their primary unit, but they then MUST be registered with another Potawatomi unit Don’t forget the Boy’s Life fees

Items needed at Check-In Youth applications Any youth you needed to add MUST have an application completed and signed Youth ranks MUST reflect their current rank, NOT what they will be in the fall Unit & transfer information completed correctly E-mail address Signatures include Parent, and Unit Leader

Items needed at Check-In Leader applications Any leader you needed to add MUST have an application completed and signed Any leader you needed to change their position DOES NOT need a new application if they are already registered with your unit Leader positions MUST reflect their current position, NOT what they will be in the fall Unit & transfer information completed correctly E-mail address

Items needed at Check-In Leader applications con’t. Adults MUST complete the background check authorization page and include their SSI number Background information on the right Write “on file” if nothing has changed Additional Yes/no questions on the right Required Signatures include individual, Charter Organization Representative and Committee Chair

Items needed at Check-In Youth Protection Training Certificates for all leaders who shows it missing on the printout Leaders missing this will be DROPPED! Double check for expired or about to expire certificates! Training Certificates for all leaders who show as untrained in your packet This is for their CURRENT position which is what you should have entered in the re-charter Untrained leaders may ONLY be registered as committee members or parents which may result in your unit not having the required leaders (new leaders have 90 days to complete position training) E-mail addresses for everyone This is required for “Voice of the Scout” and for information distribution Need Parent or guardian’s if youth is under 14

Items needed at Check-In Journey to Excellence (SIGNED) All units must complete the JTE evaluation form The unit’s Unit Commissioner must sign it Order of the Arrow renewals (Troops Only) Included appropriate payment in a separate check from re-charter Merit Badge Counselors not renewing with the unit must still renew at this time and have a current Youth Protection Training

Items to watch out for Aged out youth Insufficient number of youth 18 for Troops 21 for Crews They now need all adult requirements Exception for position training if they are Eagle and still enrolled in school until age 21 they are College / Scouter Reserve MUST have adult Youth Protection Training Insufficient number of youth 5 total minimum 2 must have this unit as primary Conflicting information Numbers don’t add up correctly Missing information