1 Rechartering – Tricks of the Trade

Objective - To make sure that the rechartering process goes as smoothly as possible for everyone involved – -Unit -District -Council -And the individuals that you want registered (scouts and scouters) 2

Resources The NCAC Charter Renewal Handbook (CRHB) in your rechartering envelope my.scouting tools [CRHB p5] Recharter training at the October Roundtable >> Recharter Now -- or 3

Resources (continued) [CRHB p7, p9] >> (Log-in / help / tutorial) The help link has a further series of links which can be accessed to show details on the steps in the recharter processing Your Commissioners 4

Rule #1 Don’t’ “submit” until all changes and corrections have been made in the system – >> You can start, stop, save, re-enter – and print a draft version -- until you have done the final “submit” 5

Registration forms Include a registration form for each adult and scout listed on the first page of the rechartering package as a new registration ofor adults, the registration form, disclosure / authorization form, and proof of current YPT osubmit the registration form even if it was previously submitted oall signatures on the forms 6

A registration form is required … o For each adult or youth new to the unit o For an added or changed adult position in the unit (Always keep a copy of every registration form until you know that it have been successfully processed – with signatures and SSN) 7

Problem - Adults/youth being given a second member ID when they are already registered or were previously registered 8

Tiger Cub partners A Tiger Cub partner is not a registered adult, has not filled out an adult registration form, does not have to take YPT, and has not had a background check But they are assigned a member ID 9

Re-registrations and “multiple” registrations For any registration, indicate on the registration form that an adult or youth was previously or is currently registered (or is/was a Tiger Cub partner), including (if possible) Previous or current member ID Previous or other current unit A “multiple” is a person whose “primary” (paid) registration is with another unit. Only one unit pays the registration fee and $1 insurance. [CRHB p10, p11, p14] 10

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Uploading using Third party software e.g., Packmaster, Troopmaster If a unit uploads data using a third-party Unit Management Software file, Internet Rechartering automatically checks that the file is compatible. The most important preparation for using third party software is to ensure unit information is accurate and current before uploading to Internet Rechartering. You cannot complete rechartering using third-party software. You must upload your unit’s roster and complete the process using Internet Rechartering. 13

Uploading using Third party software (continued) If you use third-party software, make sure that each name you have in your software is shown the same as the name as submitted on the registration form (Don’t use nicknames for either) 14

On-line registrations through BeAScout Don’t accept or process any new on-line registrations once the rechartering cycle starts. Use only paper. “Submitting applications online can eliminates paperwork, improve record accuracy, and eliminate registration delays. If new members are registered before your unit begins the charter renewal process, it will speed up the process! ” [CRHB p5] 15

“Transfers” Don’t enter anyone in the on-line software as a transfer. Enter as a new registration. (But show an existing member ID on the paper form) 16

Youth Protection Training Attach proof of current YPT for – oevery adult listed in the rechartering package as having expired YPT oevery adult application (along with the application form and disclosure/authorization form) 17

Youth Protection Training (more) If an adult’s YPT expires during the rechartering cycle, the unit’s recharter is not going to be processed until the problem is resolved Have any adult whose YPT will expire before the end of March retake it now 18

Youth Protection Training (more yet) Merit Badge Counselors also require YPT, but are considered District-level volunteers and are registered on the District Charter (Don’t submit registration forms for Merit Badge Counselors as part of the rechartering package. Submit the required forms directly to your District Merit Badge Dean) 19

Problem - A scouter’s YPT isn’t shown in their list of training in MyScouting, and the rechartering document shows missing or expired YPT 20

The most frequent cause - The scouter forgets the original User Name or password originally used to create the training account, and creates another 21

Avoiding the problem - The log-in page at MyScouting has a procedure for retrieving the User Name or password (also an FAQ) 22

Remember Rule #1 … Don’t’ “submit” until all changes and corrections have been made in the system – >> And use the draft version to check your document before final submission 23

Fees For each adult/youth paid registration in the unit, $24 (Tiger Cub partners do not pay this) For each of the above, plus Tiger Cub partners not otherwise paid registrations, $1 NCAC insurance. Boys’ Life - $12 per subscription $40 unit charter fee 24

Print Renewal Application Effective October 1, 2015, BSA added new a new option for printing the Charter Renewal Application. 25

Print Renewal Application (continued) The first option “Print Renewal Application” provides the full format Renewal Report Package. Use this version during the Charter Renewal Meeting/during turn-in to check the accuracy and completeness of the Charter Renewal Application and to reconcile unit registrations after the Charter Renewal Application post. 26

Print Renewal Application (continued) The second option “Print Renewal Report E- Z” is a shorter Summary Renewal Report. This is a new enhancement designed to facilitate scanning the Charter Renewal Application to the registrar Use this option to print the Renewal Report E-Z Do not include the full format Renewal Report Package in the Charter Renewal Transmittal Envelope. 27

Signatures Obtain the signatures required by the Charter Renewal Handbook and submit the Renewal Report E-Z in the Charter Renewal Transmittal Envelope. -the institution head (the same person as shown in the printout) – not the COR -the unit leader (the same person as shown in the printout) 28

Signatures (continued) On the transmittal envelope -the unit leader and the unit commissioner 29

Use the transmittal envelope (it shows how to calculate council insurance and total fees) 30

Turn-in Meet with your Unit Commissioner to submit your completed rechartering package (with all signatures). The Unit Commissioner will review the document with you, and submit it to the District for final review and turn-in. Remember, do not turn your unit’s charter into the Scout Service Center – only your commissioner and professional staff can review your charter effectively. 31

… and remember “Rule #1” Don’t’ “submit” until all changes and corrections have been made in the system (If you do “submit” by mistake before you were ready, contact the BSA National Service Desk at ) 32