1 Welcome to Bay Lakes Council Recharter Training!

2 Here is a big Thank You No one joins the Boy Scouts as a leader to do paperwork. Mike Moegenburg District Commissioner – Lakeshore Disrict August 17, 2015 Thank you for taking on one of the most thankless jobs in scouting.

3 Why Error Free? A recharter packet that is error free and routine takes 20 minutes to process A recharter packet that has errors takes a minimum of one hour Last year a recharter packet with errors, follow-up and significant changes took five hours to process

4 Process Overview Let’s review the overall processHere are the steps and the recommended timeline.

5 Step One Youth Inventory SeptemberConduct a youth inventory Identify all youth that are transferring to Boy Scouts or are turning 18. Contact any youth you have not seen for awhile to be sure they are staying with the program. Identify new youth recruited in the fall. Identify individuals who will process recharter

6 Step Two – Leader Inventory SeptemberConduct a leader inventory Identify adults not returning in January Verify that all rechartering adults have current YPT through the end of the year. Leaders lacking YPT must retake the course. Let leaders know that they need to take YPT before October. Identify new adults who were recruited since last recharter so you can confirm they are on the roster. Does your unit have an Advancement Chair or Training Chair? If yes, add the codes for these positions

7 Step Three Training - OctoberDetermine if your district conducts recharter training Attend recharter training

8 Step Four – Login - OctoberLog into my.scouting.org – Helpful hints Click on “Legacy Web Tools” Click on “Internet Recharter” Click FIRST TIME USER Enter Access Code ed by your district professionals at the beginning of October.

9 Step Five Finish Recharter October and NovemberComplete JTE for 2016 Review recharter checklist Correct errors Collect required signatures

10 Helpful Hint! Forgot or can’t find the current access code?Contact your District Commissioner; or Your District professional

11 Recent Changes The National Council recently required all unit charters were adjusted to end on December 31. No more “lapse grace” period for units that fail to re-charter on time. Youth Protection Training is mandatory and must be current! Members may not recharter without current YPT. All 2016 charters need to be turned in at a district re-chartering site. Recharters not received at the Council office by December 31, 2016 will be placed on the “non-member” listing.

12 Questions or problems? your District Commissioner or District Professional Attend Online Recharter Support Night if held in your district.

13 Let’s walk through these Screen-shots in order to see how this processBay Lakes Council Rechartering 2016 Let’s walk through these Screen-shots in order to see how this process works.

14 Login You are a NEW USER Each Year! The access code changes each year.

15 First Time User Screen You start with the first time user each time. This will trigger the confidentiality agreement you must agree to.

16 Confidentiality AgreementThis agreement is mandatory every time the first time user accesses the system.

17 Returning User Screen After logging in as a First Time User, all future logins are as a returning user.

18 Easy to remember passwordUnit type and unit number are easy to remember. Pack1234.

19 Load Roster You Must Select Load Council Information Period.

20 If you feel you must load Recharter FileNever change Council Roster to match your file! You have been warned.

21 Print your roster

22 Update Roster Click on Update RosterMembers added will display with a person ID

23 Import members added at CouncilUpdate unit roster allows the renewal processor to import adult and youth members added to the unit roster by the council into Internet Re-Chartering at any time. Work already done will not be changed or reset.

24 Members added online 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.

25 Common Application ErrorsYouth protection training card is not attached. Did not obtain Chartered Organization Rep Signature Did not obtain Committee Chair Signature Did not personally sign the application or include birth date

26 Common Errors (Cont.) Did not provide Social Security Number – Needed for Criminal Background Check Did not provide Drivers’ License Number – Needed for Criminal Background Check Position description (Unit code if known)

27 Always Include This Page

28 Overlooked Fields on Application

29 YPT Certificate Must Be Attached

30 Update Roster to Refresh YPTUse Update unit roster to refresh the status of adult YPT completion as of the day you are processing the recharter. The YPT must be current as of the day the recharter is processed, not the date turned-in.

31 Update Roster to Refresh YPTUse Update unit roster to refresh the status of adult YPT completion as of the day you are processing the recharter. The YPT must be current as of the day the recharter is processed, not the date turned-in.

32 Put a check mark next to those continuing

33 Select those not continuing

34 Review Roster

35 Add a New Member

36 Do not mark as a transfer!

37 Ethnicity is not required, but all other fields are

38 Update Member Data \Update name, address, phone, and ethnic background Note YPT Status Box

39 Chartered Org Rep is only multiple position allowed!The Chartered Organization Representitive(COR) must be the same for all units chartered by that organization. Be sure your COR is active in scouting. The COR is the only position that can approve Adult Leaders using online applications. If they are not active, consider adding the Committee Chair as COR.

40 Update Leader PositionThis step allows you to change a leaders’ position and validates that required unit positions are filled.

41 Update Boy’s Life and Multiple Unit Registrations

42 Click on name you wish to update

43 Make changes to that record

44 Give reason for each scout leaving

45 Submit AND Print Recharter

46 Review and Correction Get out our recharter review checklistReview all points made Correct all errors. Here are a couple common errors: Applications Missing or incomplete YPT not current when charter processed. Collect signatures Obtain check for recharter fees(Using unit account at Council will cause problems.) Complete JTE and obtain signatures

47 Any problems along the way??Attend Online Support Night if offered by your district! your district commissioner or professional.

48 What to Bring to Online Support Night(if available)Roster of all Scouts and Scouters that will be re-chartering with unit (address, phone, ) Collect completed Youth Applications for new scouts (signed by parent and leader) and Adult Applications and Disclosure Authorization (they sign 2x, Committee Chair and Charter Rep.) How does online impact?

49 Impact of Errors Youth protection was not currentOver half of the leaders were dropped from the unit! If leader needing YPT was in a required position rechartering was delayed. Youth protection expired after submission Recharters were held until documentation of completion was received. Applications were missing Recharters were held until application received Recharters were processed without that leader

50 Need More Help? Contact District CommissionerContact District Your Professional

51 Error-Free is the Way to Be! Happy Rechartering Thank youFinally, Error-Free is the Way to Be! Happy Rechartering Thank you