GOLDEN EMPIRE COUNCIL BOY SCOUTS OF AMERICA

LET’S GET STARTED!! Recharter Advancements Year-round Registration

IMPORTANT THINGS TO REMEMBER YOUTH PROTECTION TRAINING MUST BE TAKING BY ALL ADULTS. (Applications will not be processed ) NATIONAL HELP NUMBER

Table of Contents Important Things to Remember Rechartering –Getting Started –Before You Recharter –Checklist for Rechartering –Frequent Mistakes made in Rechartering –What a completed Recharter looks like. Advancements Applications and Registration Boys’ Life Frequently Asked Questions

WELCOME TO RECHARTERING

Getting Started  Congratulations, you have been selected as the Online Recharter Processor for your unit.  The Online Rechartering process is great because you’ll be in complete control of your information - which ensures that it’ll be correct, and you can do it from home or office, anytime that it’s convenient for you. It’s a secure and easy- to-use application.

 Now that you have been selected, you must attend the Online Recharter Training at your October Roundtable. Please check your District calendar on the GEC website.  During this training session, you will receive more information and help on how to log on and process your charter.  Beginning October 1, 2012 the Online Recharter access will open.  To be eligible for the Centennial Quality Award, your recharter must be On Time. (December 15, 2012  This means the recharter must be submitted, signed and delivered to the Council office with payment between November 2nd and December 15th. Please contact your District Commissioner for your Districts turn in night and location.

 Here is what you’ll need to get started:  The website: Myscouting.org  Your Recharter Access Code: This can be found on the front of your Recharter envelope. (This code changes every year)  A Unit Roster (Please obtained from your Unit Advancement Processor)  Applications (for new members only)  Once you have logged onto the Online Rechartering web site.  Select First-time user and enter the unit access code.  Select the unit type and enter the unit four-digit number. (ex:70 will be 0070)  Create a password as instructed.  Complete the information requested on each screen. Note: You can stop at anytime, log off the system, and begin again where you left off by reentering your access code and password.

Before you Recharter  Recharters are considered on time when turned in by 12/31/2012  The Council posting process does not start until after January 1, 2013  We will make an effort to have all Recharters posted within 3 to 4 months.  Use ONLY legal names on applications. NO NICK NAMES PLEASE!  Once you have submitted your Recharter to council, you can NO LONGER log into the Recharter System to make changes or updates.

 Simplify your Recharter process, by getting new members registered by November 1 st or before you start the Recharter process.  ONLY THE CHARTERED ORGANIZATION REP can hold more then one position. (Positions include: Executive Officer, Committee Chair and Committee Member ONLY)  Position changes can be done during the recharter process only without an application.

Checklist for Recharter So you have everything you need to get started: Your Access Code Your Unit Roster List of youth & adults to remain on Roster List of youth & adults to delete from Roster Applications for new youth & adults List of those that want Boys’ Life Disclosure forms for new adults Youth Protection Certificates of new adults.

FREQUENT MISTAKES IN RECHARTERING

Printing the Draft Copy Please complete the posting process and print the finally copy. DRAFT VERSION: This is a draft report only and cannot be used for charter renewal. You must Submit this unit to obtain the final version of the Charter Renewal Application

Note: Do not change the record of an existing person by inserting another person’s information. Never put someone else information into an existing person’s registration, please add them as NEW! Name Change Problem

NO Transfers at Recharter During the Recharter period everyone is consider new. There are NO TRANSFERS!!!!!

Name Changing If a name is misspelled or incorrect, please make corrections on the final printout in RED INK!!!! This is used only for changing the last name of someone newly married, adopted or legally changing their name. Please Do Not remove middle names!

No signatures or incorrect signatures on adult applications and Recharter. Adult applications should have the Committee Chair and Charter Reps signature. Recharters should have the Executive Officer (IH) and the Unit Leaders (Scoutmaster, Cubmaster...etc) signature. No fee or wrong amount attached. Remember NO ONE is a transfer at Recharter time, this can cause the registration fees to be incorrect. Applications missing. Make sure there are applications for everyone listed on the front of the Recharter. Please be aware that even if you turned in an application for someone 6 months ago and they show up on the front of the Recharter, please either make a copy of the unit’s copy or supply a new application. Incomplete Applications. Adults missing Social Security number, and not answering Question #6. Youth missing parent information (important especially for Tiger cub) also missing parent birth dates. OTHER ISSUES

What a Complete Recharter will have

Adding New Members The application form(s) for new adult/youth member(s) must be submitted with the UCRS Charter Renewal Package. Not submitting these applications will delay the process of your Recharter. Please only submit applications for new youth and adults only. Not for your whole unit!

Signatures and Fees Signature of the Executive Office goes here. Check to make sure the fees are correct. Make check payable to: Golden Empire Council or GEC

Signature of Unit Leader goes here. Please make sure the Contact information is completed. Unit Leader and Contact Info

This form must be included with your Recharter.

ADVANCEMENTS

Please enter all advancements for Tiger cubs and 11-year-old Webelos before the June 1 st National Grade Rollover. This will ensure that you will be able to get the awards they have earned. You must be registered to be an Internet Advancement Processor. You must also create a Myscouting account. If you are changing Advancement Processors, you must contact the Council Office as soon as possible. Sharing account and password information is against our policy The Scout Shop will not except Advancement forms without the signature of the Advancement Processor.

Applications and Registration INFORMATION FOR PROCESSING YOUTH AND ADULT APPLICATIONS AFTER RECHARTER

Make sure all Adult applications are complete: –Signature of the Committee Chair –Signature of the Charter Representative –Social Security number –A position –Question #6 must be answered. –A Disclosure Form –Copy of Youth Protection Certificate

Adult Application Please make sure all highlighted areas are completed. All Adults Applications must have a Social Security number or it will NOT be processed Please make sure these questions are answered. Please enter a Position here. Please make sure the Committee Chair & Charter Rep sign here. Please be aware that if you are transferring, dual registering or changing positions, that all signatures are required. Please indicate your district Please indicate your Unit type and number

The Disclosure Form This form must be attached to all new adult applications!

Youth Protection Certificate A certificate similar to this must accompany all new adult applications

Youth Application Important things to remember when filling out a Youth Application The Unit number must be on the application. Transfer information: If they are coming from a different council, please get the Council name. If they are transferring within our council please get the old unit number. Parent/Guardian Information: This is important, because it provides use with contact information. If your youth is a Tiger Cub this section must be completed. All youth applications must be signed by the Unit Leader and Parent Please DO NOT forget birth dates! DON’T FORGET THE DATE

Position Codes Must have Positions IH - Institutional Head (Executive Officer) (21) CR - Chartered Organizational Rep (21) CC - Committee Chair (21) MC - Committee Member (21) CM - Cubmaster (21) DL - Den Leader (21) SM - Scoutmaster (21) VC - Varsity Scout Coach (21) NL - Crew Advisor (21) SK - Ship Skipper (21) Other Positions TL -Tiger Cub Den Leader (21) PT - Pack Training (21) CA - Assistant Cubmaster (18) WL - Webelos Den Leader (21) WA - Assistant Webelos Den Leader (18) DA - Assistant Den Leader (18) SA - Assistant Scoutmaster (18) VA - Assistant Varsity Scout Coach (18) NA - Crew Assistant Advisor (18) MT - Mate (21) PC - Scout Parent Coordinator (21) Positions with no charge IH - Institutional Head AP - Adult Cub Partner PS - Scout Parent All positions can be held by male or female and the minimum age requirement for each position is in parentheses.

Remember the 1st issue of Boy’s Life should be received 2 to 3 months after unit is posted.

Processing Youth and Adult applications throughout the year. Please make sure applications are complete. If you have a Unit account with the Council, which you will be charging registration to, please make sure there are funds in the account. We will no longer be processing applications if a unit doesn’t have enough funds, no funds or a negative balance. The Committee Chair has access to check the Unit account, please contact the Council if you have any questions. All applications must come across the first desk, unless mailed or faxed. If the applications is a Dual registration, Position change or a backdate please indicate that on the application in writing. If the application is a Transfer please indicate the Unit number and type they are transferring from or if from another Council, please include the Council name.

Yes, Boys’ Life is Essential! Unit leaders work hard to bring the best scouting program possible to their unit members. Surveys and experience have shown that Boys’ Life magazine is Essential to a strong Scouting program. A Boys’ Life subscription is $12.00 for the year. Note to LDS Units: The Stake does not pay for Boys’ Life

FREQUENTLY ASKED QUESTIONS

Where can I get a copy of our Roster? You should contact your Internet Advancement Processor. Is my Recharter access code the same as last year? No, this code changes every year. I was the Recharter Processor last year. Should I choose First-Time User or Returning User? When you first login always log in as a First-Time User. I lost my access code. What do I do? The first person to call is your District Executive or the Registrar: Please include name, unit number and district. I forgot my password for Internet Rechartering. What do I do? You can use the “forgot Password” option. We only have the access codes you create the password. So we suggest you use a password that is easy to remember. There are some members of my unit who are not appearing on the select members for Renewal page. Why not? There are a couple of likely explanations: The member was entered after the Internet Rechartering data was downloaded from the council or the member was never entered into the Council system. NEW TO RECHARTERING THE RELOAD BUTTON! Either way, the Recharter Processor should enter the member as a new participant.

CONT How do I change my Executive Officer during recharter? The easiest way to do this is to complete the recharter as is. Once printed, cross out the name of the old Executive Officer in RED and provide an application for the new Executive Officer. How do we change our Chartering Organization? Attach a new unit application to your recharter, along with a letter from the previous Organization releasing the number and all property to the new organization. I completed my Recharter and submitted it, but I realized I forgot someone, what do I do? Write their name on the front of the Recharter, attach an application and the fees for that person. Why is my Charter not posted? There can be several reasons for this: –Applications are missing –No fees have been paid –Information missing on an application –Charter wasn’t submitted correctly online – Signatures missing on Charter and/or applications –Youth Protection Issues. –Please contact your District Executive for more details.

Contacting Us Golden Empire Council, PO Box 13558, Sacramento, CA (916) office (916) fax Website:

This slide show was presented to you by Judi Velasquez Golden Empire Council Registrar UPDATED: 8/2012