1. 2012 Charter Renewal Process

2. Select Renewal Volunteer An adult member of the unit to handle the process. Attend District Recharter Training and pick up online Recharter Access Code. Complete Charter Renewal Attend District Turn-in Party

3. Gather Information (Prior to November 1 st ) Make sure all applications have been turned in to the SSC for anyone who is participating in the unit in 2011. Current and up to date list of their units membership –(Hint: Download Roster from Internet Advancement) Assure all adults to be registered are current with program specific Youth Protection Training. (Must have been within the past 2 years) Data of which adults are holding which paid position Assure the top unit leader (Cubmaster, Scoutmaster, Varsity Coach, Crew Adviser or Skipper) are trained for that specific position Who will be receiving Boy’s Life Magazine Collection of fees

4. Adult Applications Biggest problem in delaying the units rechartering Applications must be complete –Must be their legal name, no nicknames –Legible (print with block capital letters) –Circles need to be filled in –Disclosure portion must be signed –Must have SSN#, and DL# –Ethnic Background must be entered –Must be original application and with original signatures –Scouting history, Bio, references and questions must be completed. –If adult is currently registered in BSA he/she still must fill out an application for the unit and also complete the information on where he/she transferred from. NO transfers after December 1 st. –Must have current program specific Youth Protection Training

5. Youth Applications Biggest problem in delaying the units rechartering Applications must be complete –Must be their legal name, no nicknames –Legible (print with block capital letters) –Circles need to be filled in –Must be original application and with original signatures –Ethnic Background must be entered –If youth is transferring in from another unit an application still must filled out for the unit and must complete the information on where he transferred from –Parent or guardian’s information must be filled out for Tiger Cubs, adult partners must indicate their relationship to the youth. It is highly recommended that all parents provide their information. –Adult Partners who do not live at the same address must complete an adult registration form.

6. Adult Leadership Requirements Generally, an adult can hold only one registered leader position in each unit –Example: a Cubmaster cannot be a Den Leader –Example: a Comm. Member cannot be a Den Leader These are the only exceptions: –Exec. Officer also can be Chartered Org. Rep., AND either Comm. Chair or Comm. Member AND ScoutParent Unit Coordinator –Chartered Org. Rep. also can be either Comm. Chair or Comm. Member AND ScoutParent Unit Coordinator –Comm. Chair OR Comm. Member also can be ScoutParent Unit Coordinator Remember, MORE LEADERS involved means less work for each leader – try to have one person for each position!

7. Youth Membership Requirements A unit must have at least five youth members –Exception: LDS units must have at least 2 paid youth members At least two youth members must pay BSA registration fees in the unit (“primary” members”) To avoid approval delays, we recommend that all units have at least 6 “primary” youth members

8. Fees BSA Registration$15 Boys Life Magazine$12 Charter Renewal $20 Insurance$1 –Per paid members

9. Internet Rechartering 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

10. If you access the site with another browser, you will get a warning Be warned that some key features DO NOT WORK in other browsers Internet Explorer Required

11. Getting Started Have all the material you have gathered Go to www.okscouts.org, Under Resources go to “Internet Rechartering”www.okscouts.org Use the “Tutorial” to get a sense of the systems works. –(This can be done prior to November 1 st ) Click on “Click Here to Recharter” to begin

12. You are a “First Time User” Every Year

13. Registration

14. Agree to Confidentiality Statement

15. Provide your contact information Create password for access code

16. After first time login Enter this year’s access code and your password

17. Internet Charter Overview

18. Load Council Information Do NOT use any other databases or programs

19. You now have a “working copy” of your units 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

20. New - Updating Unit Roster Any time after you have started you can update your “working copy” with any adult or youth who have been added by the registrar.

21. New - Updating Unit Roster Updating the roster will NOT change or reset any of the data you have already entered. If you have already entered someone it will show another listing. You must delete the listing that does NOT have a BSA ID#.

22. Update Roster Review and if needed update chartering organization information

23. Select Members for Renewal Uncheck the box to remove a member

24. Members Selected for Renewal

25. Promote Members Click “Next Step”

26. Add New Members

27. Add New Adult Click “New Adult” to add Click “Next” if none to add

28. Add New Adult-2 Social Security Number to be added by Council staff NEW: Ethnic Background is now required

29. Add New Adult-3

30. Add New Adult 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

31. Add New Youth Member Click “New Youth” to add Click “Next Step” if none to add

32. Add New Youth’s Information 2 screens

33. Add New Youth’s Information NEW: Ethnic Background is now required

34. Enter parent’s or guardian’s info 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”

35. Enter parent’s or guardian’s info Click “Yes” or “No”

36. Enter parent’s or guardian’s info Be sure to add “relationship”

37. Parent’s or guardian’s info Selected adult turns red. Click “Save”.

38. Update Members Data Click “Update” to change data Click “Remove” to delete member New: YPT Status has been added. This can be refreshed by using the “Update Unit Roster” in Stage 2. Current YPT will be flagged with “Y”

39. Update Members Positions Adult leader positions are checked against BSA requirements – problems flagged in red

40. Updating Members Position Click the “Update” link to change a member’s positions – dialog box appears Change the position(s) and click “Save”

41. Complete Roster Update Click “Check Roster” to update

42. Warnings & Errors 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 “false alarms” Links are provided that will take you to the place to make different possible corrections

43. Summary Click “Summary” to review final roster and fees

44. Update Fees Final roster with fees is displayed “Update” link for fee changes Boys Life can be updated

45. Updating Fees 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. 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. Then click “Save”.

46. Membership Inventory Click a reason for NON-renewal for each youth member being dropped

47. Submit Roster 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

48. Submit Roster If roster is correct, click “Submit to Council”

49. Print Roster After “Submit to Council” is clicked, a PDF file will be created on your computer containing the updated roster. This 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

50. Now What? Now you need to get signatures of the unit leader and the Institutional Head of Chartered Organization (the person who signed the Charter Agreement with BSA,NOT the COR) 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.

51. And Then? Ask your unit Treasurer for a check payable to BSA for the total amount on the recharter roster PLUS THE AMOUNT ON THE ACCIDENT INSURANCE FORM. ($1 per paid member) Paper clip it all forms together and turn in at your district’s turn-in event

52. Be "On Time - Error Free“ Every hour spent by volunteers and Council staff chasing down late recharters and fixing errors can't be spent helping youth. THANK YOU in advance for helping us make the most effective use of our limited resources to provide the best possible Scouting programs for the youth of our area!

53. District Turn-in Dates EagleSac and Fox District Commissioner Chuck Tomlins 671-4297District Commissioner David Casey 695-3959 DateLocationTimeDateLocationTime Dec 6thPark Plaza Church (sign up for time slot)5:30Dec 1stFirst Presbyterian Church, Sapulpa6:00 Dec 8th Park Plaza Church (sign up for time slot) 5:30Dec 8thFirst Presbyterian Church, Sapulpa6:00 Dec 15thPark Plaza Church (sign up for time slot)5:30Dec 13thTBD, Okmulgee6:30 NeoshoDec 16thScout Resource Center5:00 District Commissioner Kenny Davis 931-0523Sequoyah DateLocationTimeContact Chris Guthrie 743-6125 Nov 8th1st United Methodist Church Sallisaw6:30DateLocationTime Nov 10thLDS Church Muskogee6:30Dec 8th1st United Methodist Church-Claremore6:00 Dec 6th1st United Methodist Church Sallisaw6:30Dec 13thFaith Lutheran Church-Owasso7:00 Dec 8thLDS Church Muskogee6:30Dec 15th1st United Methodist Church-Claremore7:00 Oka TuliTwin Arrows Contact Bill Dickson at 915 490-7213District Commissioner Ron Bender 724-0477 DateLocationTimeDateLocationTime Nov 28th1st United Methodist –Broken Arrow6:30 Dec 1stScout Resource Center6:30 Dec 8thBroken Arrow Church of Christ6:30

54. 54 PERFORMANCE RECOGNITION PROGRAM

55. Journey to Excellence helps Units. It brings: A framework for planning for the year A method for evaluating the Unit Assessment of how they’re doing in the key areas found in great Units Guidance in areas where they might do better Specific guidelines and standards of what is good performance Early warning of potential problem areas Recognition for good performance Benchmarking to get ideas and tips from other good units 55

56. Unit performance is assessed in key areas including: Advancement Outdoor Service Projects Training Membership Retention Leadership Budget 56 In each area, the Unit’s performance against specific standards Gold, Silver, Bronze or “did not meet minimum standard” And did the Unit show improvement? The assessment is made as part of the charter renewal

57. Emphasis of Journey to Excellence Program and Participation in the Unit (Membership) are most important factors Administrative factors are considered Factors which are early indicators of Unit strength and health are identified and assessed 57

58. Here’s an Example for Cub Scouts Advancement – Increase the percentage of Cub Scouts earning rank advancements. Bronze – Have 55% of Cub Scouts advance one rank OR have a 2 percentage points increase – 100 points Silver – Have 75% of Cub Scouts advance OR 55% advance, and have a 2 percentage points increase - 200 points Gold – Have 90% of Cub Scouts advance, or 75% and have a 2 percentage points increase – 400 points

59. Here’s another Example for Boy Scouts Short Term Camping – The troop conducts short term or weekend campouts throughout the year. Bronze – Conduct 4 short term campouts - 50 points Silver – Conduct 8 short term campouts – 100 points Gold – Conduct 10 short term campouts – 200 points

60. And here’s another Example for Venturers Youth leadership: The crew has elected youth leaders who are leading the crew activities. Bronze – Have an elected president, vice president, secretary, and treasurer, and they are leading the activities of the crew. 75 points Silver – 50% of the youth participate in Introduction to Leadership Skills for Crews (ILSC) course. 150 points Gold – 70% of youth participate in Introduction to Leadership Skills for Crews. 300 points

61. How is the overall rating determined? The Units receive points in each of the categories: Gold, Silver, Bronze or no rating (no points) Total points are added to give the total score Requirements most correlated with success receive the most points No one requirement is mandatory Your total score determines your overall rating For 2011 : –Bronze is 700 plus complete a specified number of requirements –Silver is 1000 plus Bronze –Gold is 1600 plus Silver and Bronze Journey to Excellence assessment is made at the time of Unit rechartering 61

62. Recognition Units with a satisfactory performance receive the “Bronze” level of recognition Units which do better than satisfactory receive higher recognition –“Silver” level - Effective Performance –“Gold” level - Excellent Performance Recognition items will include a ribbon, plaque patches for the uniform, clip art for Unit web page 62

63. Here’s how you might calculate the points for a typical Pack The Pack achieved at least 10 of 13 requirements and earned a total of 1150 points. Since Silver is 1000 and Gold is 1600, this Pack qualifies for the Silver award.

64. There is incentive for Continuous Improvement Better Performance means better Scouting for youth! Better Performance can earn a higher level of Recognition Key requirements and “leading indicators” are tracked and improvement can be quickly identified 64

65. Journey to Excellence Forms In your Recharter Packet Found on JTE website –http://www.scouting.org/scoutsource/Awards /JourneyToExcellence.aspxhttp://www.scouting.org/scoutsource/Awards /JourneyToExcellence.aspx Spreadsheets and other help can be found on the site.