Introduction/ Welcome Slide: Welcome to instructional video for the BeAScout application process. Whether this is your first time accessing the BeAScout website, or simply your first time viewing the application procedure, this video will help you know and understand the ins and outs of this tool. Before we look at what volunteers and potential Scouts will see when they arrive at the site, we must take care of some “housekeeping” needs first. Let’s take a look at the Administration side of the BeAScout application process.

BeAScout Administration Access Slide: Your council’s MyBSA Administrator must grant BeAScout Administration access to one or more council employees. With this access, these employees will be able to view the BeAScout Dashboard, Unit Pin Administration, Unit Lead Administration, Council Pin Management, Council Lead Management, Lead Generation Report, and they can also grant BeAScout Administration access to others. This is done under “Access to Pages” on MyBSA, and more-specific access can be granted under “Access Within Pages”.

District E-mailing List Utility Access Slide: Now, the newly-appointed BeAScout Administrator or MyBSA Administrator can grant the district users access to the District E-mailing List Utility. If you are one of these administrators you will need to go back to the MyBSA home page and click ‘Membership’,

DELU – BeAScout Button Slide: then click ‘BeAScout’.

BeAScout Administration Slide: Here you will see the options for Unit Pin Administration, Unit Lead Administration, BeAScout Administration, and Membership Application Administration. In order to choose the employees who will be associated with each of your districts, and manage the applications for those districts, click BeAScout Administration.

Choosing a DE Slide: Once there you will see a list of District Users on the left. Select the users to be e-mailed, and move them to the right-hand column. These people will now receive an email notification when a potential new member in their district applies to join the Scouting program.

Council Join Status Slide: Now you will need to click on the ‘Council Join Status’ tab. If you want to allow your units to give the option of “apply,” you will need to change this to “Active”. If you have failed to assign a District User to any of your districts it will not let you save. Go back to the District E-mailing List Utility tab and assign a district executive to each district and then click save. Now that the Council Join Status is set to “active,” your units will have the ability to turn on their application status.

Unit Leader logging into MyScouting Slide: We will now show you how a unit leader will change the application status to “active” for their unit. The unit leader will need to log into MyScouting.org,

Unit Leader Clicks BeAScout Slide: then click on the BeAScout option. If they do not see it, it means they do not have access to the application. It is also a possibility that their position isn’t set right in PAS or their member ID number isn’t associated with their MyScouting account.

Lead/Pin Management Slide: Your unit leader will then see the options for Unit Pin Management, Unit Lead Management, and Membership Application Management. To see an instructional PowerPoint on lead/pin management, please go to www.scouting.org/Volunteer and click on the BeAScout Webinar Presentation link on the right.

Unit Apply Status Slide: Now that the unit leader has correctly set up the unit pin, they can go in and set the unit to “active” for the online application process. Remember, they cannot change the unit to “active” until his council is set to “active” first. In order to change the unit pin to “active,” the unit leader will go to the Unit Pin Management tab and choose “active” from the “Apply Status” dropdown. Now potential members will be able to use the online application status to join that unit.

BeAScout.org Welcome Screen Slide: Now that both the council and the unit’s application status have been activated, we will quickly demonstrate what a potential youth, parent, or volunteer will see on the front-side of BeAScout. When a parent or volunteer goes to beascout.org, they will click on the correct age group (for this example we will choose Volunteers).

Enter Zip Code Slide: Then they will be re-directed to a page where they can enter their zip code.

Google Map Slide: A Google map will then appear, and the local units will populate the page. In the column on the right, they will see the local units, in order of proximity. “Show Unit” will be highlighted in blue,

Apply Now Slide: and (if their council and their unit have both turned the application status to “active”) when it is clicked, two options will appear: “Request More information” and “Apply Now”. Once the lead chooses “Apply Now” they will be directed to page 1 of the application process.

Application Welcome Page Slide: First they will see the ‘Welcome’ page. This will give them a quick explanation of what they will be seeing and completing during the application process.

Personal Information Slide: Throughout the next few slides, they will follow the steps for completing the online application to be a volunteer leader. They will be asked to provide personal,

Contact Information Slide: contact,

Employer and Scouting Information Slide:

Boys’ Life Subscription Slide: asked if they would like a Boys’ Life subscription,

Agree to CBC Slide: Agree to a criminal background check,

CBC Completion Slide: Complete it,

Terms and Conditions Slide: And agree to the terms and conditions.

Summary Slide: Once they have looked through the summary, (and all the information appears to be correct), they will click submit,

BeAScout Confirmation Slide: and their application will be sent to the BeAScout administrator for that unit.

Youth Application Slide: The youth application is virtually the same thing, except for the requirement of a criminal background check,

Youth Application Slide - Personal and Contact Information: and both the youth and adult will need to provide personal and contact information.

Viewing the application Slide: Once the application (youth or adult) is submitted, the unit leader and the applicant will both receive an email notification. The applicant’s email will simply tell them that their application is being reviewed and that they will receive a follow-up email once their membership has been approved or denied. The unit leader will be told about the new applicant and be advised to go the BeAScout section of MyScouting and view the application under Membership Application Management.

Membership Application Management Slide: All of the recently-submitted applications are stored under this tab.

Who Can Approve Slide: If it is a volunteer (adult) application, approval by the Chartered Organization Representative is required. For a youth application, only the unit top leaders can approve.  Unit Top Leaders include: Chartered Organization Representative (CR) Committee Chairman (CC) Top Leader by Unit Type Cubmaster (Pack) Scoutmaster (Troop) Varsity Coach (Team) Venturing Crew Advisor (Crew) Skipper (Ship)

Approving the application, sending to PAS Slide: The unit leader or Chartered Organization Representative can now approve the application, and it will be submitted to PAS. Once their application is submitted, the applicant will receive another email with contact information for the unit leader. The new member will be advised to contact the unit leader to learn where and when the unit meets. The unit leader will also need to contact the potential new member to organize a meeting with the unit and collect the membership fee.

This concludes the BeAScout Administration Video This concludes the BeAScout Administration Video. Thank you for watching! Conclusion Slide: Now that the application has been submitted to PAS, the registrar will take care of pairing up the membership fee with the application, ensure the criminal background check is completed for adults, and finalize any other back-end tasks. Please note that the membership fee will be collected by the unit leader when they meet the new lead, and then brought in to the registrar. Once an application has been posted, the automatic member onboarding service will take place. This concludes the BeAScout Administration video. Thank you for watching.