2014

Charter Renewal Process

Select Renewal Volunteer

An adult member of the unit to handle the process.

Attend District Recharter Orientation and pick up online Recharter Access Code.

• Complete Charter Renewal

• Attend District Turn-in Party

Gather Information(Prior to November 1st)

• Make sure all applications have been turned in to the SSC for anyone who is participating in the unit in 2013.

• Current and up to date list of their units membership – (Hint: Download Roster from Internet Advancement or on your unit’s

MY SCOUTING TOOLS website.)

• 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

• Data of which adults are holding committee positions

• 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

Youth Protection Training

• Be sure that all registered adults are current with program specific YPT.

• If an adult’s YPT expires between now and next October please have them retake the course before you recharter them.

• It is recommended that YPT is taken every year at recharter time.

Unit Committee Positions(Please complete and turn in with recharter.)

2014 Unit Committee PositionsPlease use your committee members and assistants for these positions and not the top leader

Position First Name Last Name

Membership    

Treasurer/Friends of Scouting    

Popcorn    

Camp Cards    

Training    

Advancement    

Top Leader Training Requirements

Cubmaster

Youth Protection Training Cubmaster Specific Training

Scoutmaster

Youth Protection TrainingScoutmaster Specific Training

Introduction to Outdoor Leaders Skills

Varsity Coach

Youth Protection TrainingVarsity Specific Training

Introduction to Outdoor Leaders Skills

Venturing Advisor

Venturing Youth Protection Training Venturing Leader Specific Training Introduction to Outdoor Leaders Skills**

**Crews with Outdoor Programs only

Every Scout DESERVES a Trained Leader!

Adult Applications• Applications must be complete

– Must be their legal name, no nicknames(examples: What is on Birth Certificate, Marriage license, Adoption papers etc)

– 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 1st.

– Must have current program specific Youth Protection Training– MUST HAVE ALL THE CORRECT SIGNATURES.

Youth ApplicationsBiggest problem in delaying the units rechartering

• Applications must be complete– Must be their legal name, no nicknames

(What is on Birth Certificates, Adoption papers, etc)

– 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 application.

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 Parent Coordinator

– Chartered Org. Rep. also can be either Comm. Chair or Comm. Member AND Parent Coordinator

– Comm. Chair OR Comm. Member also can be Parent Coordinator

Remember, MORE LEADERS involved means less work for each leader – try to have one person for each position!

Tiger Adult Partners

These do not require an adult application. (exception: when the adult does not reside in the same residence as

the Tiger Cub.

• An adult application must be submitted if they hold any other position in the unit.

ScoutParents

• This position no longer exists.

• Anyone who was a ScoutParent and still wants to hold a position in the unit MUST submit an adult application.

• The ScoutParent Coordinator (which is a paid

position on the unit committee) is now the Parent Coordinator.

Merit Badge Counselors

• Registered through the District only

• New MBC requires separate application and MBC form to be submitted.

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 five (5) 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

Fees• BSA Registration $24

• Boys Life Magazine $12

• Charter Renewal $40– (Unit Liability Insurance Fee)

• Insurance $2– Per paid member

• New Members $1.25– With applications submitted with recharter

(This is for December 2013 membership)

Church of the Latter-Day SaintsFees

• Registration for units sponsored by LDS Church will be handled as normal.

• The online process will have $0 registration fees calculated.

• Fee for LDS units will be billed directly by National BSA to the LDS Church in Salt Lake City.

• Boys Life fees will have to be collected.

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 insurance fee

• Print updated roster for signature and turn-in

• 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

Getting Started

• Have all the material you have gathered

• Go to www.okscouts.org , Under Resources go to “Internet Rechartering”

• Use the “Tutorial” to get a sense of the systems works. – (This can be done prior to November 1st)

• Click on “Click Here to Recharter” to begin

You are a “First Time User” Every Year

Registration

Agree to Confidentiality Statement

Provide your contact informationCreate password for access code

After first time loginEnter this year’s access code

and your password

Internet Charter Overview

Load Council Information Do NOT use any other databases or programs

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

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.

Updating Unit Roster

• Updating the roster will NOT change or reset any of the data you have already entered.

• It is highly recommended to update the roster every time you log into the system.

• If you have already entered someone it will show another listing. You must delete the listing that does NOT have a BSA ID#.

Update Roster• Review and if needed update chartering

organization information

Select Members for RenewalUncheck the box to remove a member

Multiple Membership• Do NOT remove anyone who pays their membership in

another unit or district or council level.

• Examples:– Someone registered as a Cubmaster in a Pack and also an

Assistant Scoutmaster in a TroopThey may choose where they want their primary registration is to be.

– Someone who is a District Committee member or Commissionerthey must pay through the District and multiple in the unit.

• You will update fees in Stage 4.

Members Selected for Renewal

Promote MembersClick “Next Step”

(Do NOT use this step)

Add New Members

Add New Adult• Click “New Adult” to add

• Click “Next” if none to add

Add New AdultSocial Security Number to be added by Council staff

Ethnic Background is now required.

Add New Adult

Be sure to include “email address.

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

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

Add New Youth’s InformationInformation from Application

Add New Youth’s Information

Ethnic Background is now required

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”

Enter parent’s or guardian’s info

• Click “Yes” or “No”

Enter parent’s or guardian’s info

• Be sure to add “relationship”

Parent’s or guardian’s info

• Selected adult turns red. Click “Save”.

Update Members Data• Click “Update” to change data

• Click “Remove” to delete member

This step you can check the YPT status. It also allows you to make changes to the personal data for all

members, including members you have just entered..

Update Members Positions

• Adult leader positions are checked against BSA requirements – problems flagged in red

Updating Members Position

• Click the “Update” link to change a member’s positions – dialog box appears

• Change the position(s) and click “Save”

Complete Roster Update• Click “Check Roster” to update

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

Summary• Click “Summary” to review final roster and fees

Update Fees• Final roster

with fees is displayed

• “Update” link for fee changes

• Boys Life can be updated

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”.

Membership Inventory• Click a reason for NON-renewal for each

youth member being dropped

Submit Roster Page• This is the final stage

• Once you click “Submit to Council”, you cannot make any further changes

• Click the “Review/print roster” to print a draft copy of the recharter roster for review.

• 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

Print “Draft” for Review

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

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!

Cover page MUST be submitted with Recharter

• Log off Internet Rechartering

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.

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. ($2 per paid member)

– To be on the safe side you can bring a signed check with amount left blank to avoid any problem or delay in submitting your charter.

• Paper clip it all forms together and turn in at your district’s turn-in event.

• Cover Page must be included.

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!

District Turn-in DatesEagle Sac and Fox

District Commissioner Chuck Tomlins 918 671-4297 District Commissioner David Casey 918 695-3959

Date Location Time Date Location Time

Dec 10th Park Plaza Church 7:00 Dec 5th First Presbyterian Church Sapulpa 6:00pm

Dec 14th Scout Resource Center 9am-1pm Dec 12th First Presbyterian Church Sapulpa (prior to RT) 6:00pm

      Dec17th OSU Tech 6:30pm

Neosho Dec 14th Scout Resource Center 9am-1pm

District Commissioner Joe Morris 918 637-7644 Sequoyah

Date Location Time District Commissioner Larry Stapley 918 274-3917

Dec 12th LDS Church Muskogee (prior to RT) 6:00pm Date Location Time

Dec 19th United Methodist Church Sallisaw (prior to RT) 6:00pm Dec 7th LDS Church Owasso 9300 N. 129th 9am-1pm

Dec 14th Scout Resource Center 9am-1pm Dec 12th Methodist Church-Claremore (prior to RT) 5:30pm-7pm

      Dec 14th Scout Resource Center 9am-1pm

Oka Tuli Twin Arrows

District Executive Bill Dickson at 915 490-7213 District Commissioner Tim Lee 918 850-9560

Date Location Time Date Location Time

Dec 19th First United Methodist Church - Poteau 6:00 PM Dec 3rd Scout Resource Center 7:00pm

Dec 12th First Presbyterian Church - McAlester 6:00 PM Dec 7th Graves  9:00am

Dec 14th Scout Resource Center 9am-1pm Dec 11th Graves 7:00pm

Dec 23rd First United Methodist Church - Poteau 7:00 PM Dec 14th Scout Resource Center 9am-1pm

These dates are included in your Recharter Packet.

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PERFORMANCE RECOGNITION PROGRAM

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

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

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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

Journey to Excellence Forms

• In your Recharter Packet

• Found on JTE websitehttp://www.scouting.org/scoutsource/

Awards/JourneyToExcellence.aspx

• Spreadsheets and other help can be found on the site.