Internet Recharter Workshop Fall 2005 Winter 2006

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(No Transcript)
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InternetRecharter WorkshopFall 2005 Winter
2006
Sam Houston Area Council

• 2005-2006 IR Key Points, pages 2 - 21
• Internet Rechartering, pages 22 - 83

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Key Points for 2005-06

• Internet Rechartering is strongly recommended
• Traditional Rechartering is available
• Last years Lessons Learned, new year changes
• Training Records
• Minimum Recharter Requirements
• Cub Scout Leadership
• S/S Numbers for Adult Applications
• Quality Unit Forms and Insurance

2005 - 2006 Key Points
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Internet Rechartering

• We will use internet rechartering this year.
• We field tested it successfully last year.
• 68 used it, generally rave reviews
• You may use Unit Management Software such as
  Troopmaster or Packmaster, but we do not advocate
  it.
• You dont have to be a computer guru.
• We WILL NOT accept floppy disk recharters.

2005 - 2006 Key Points
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Internet Rechartering

• Attend SHAC rechartering training.
• Go on-line and do the tutorial.
• Get your unique unit access code from a letter in
  your charter renewal packet.
• To complete Internet rechartering
• Go on-line.
• Work at your own pace.
• Save your work, stop, and start again, if
  necessary.
• (Note Software prevents most defective
  recharters.)
• When you finish, print the new Recharter Form,
  get signatures, calculate fees per step 7 of the
  unit recharter instructions, complete the
  Accident Insurance Information form, complete the
  Quality Unit form, and turn it in at your
  designated district recharter turn-in location.

2005 - 2006 Key Points
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Lessons Learned, 1

• You must have five primary youth to recharter
  your unit. If you have less, contact your
  District Executive.
• Multiples in the same unit
• No committee chairs/members as den leaders/
  assistants/Scoutmasters/assistants/etc.
• Institution head ONLY as chartered organization
  representative/committee chairman/member.
  Chartered organization representative as
  committee chairman/member
• Tiger adult partner may serve in any other
  position
• Multiples in several units
• Only selected in Step 4, Update Fees
• Know where the fee is being paid
• When rechartering several units from one partner,
  do not submit any until all are ready

New for 2005 - 2006
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Lessons Learned, 2

• Transfer vs. Drop/Add
• No transfer if recharter month is the same
  (Dec/Dec)
• Transfer only if current registration extends
  beyond new units recharter date (i.e. Feb/Dec)
• Cannot earn Scout ranks/MB before reg date
• Multiple registrations are marked in the update
  fee section
• Do NOT put false SSNs into ScoutNET, you cant
  change them. They do run a check on the numbers.
• You cant change parent/youth relationships once
  entered

New for 2005 - 2006
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New Stuff

• New FAQ box in upper right corner
• The draft (no signature) version says DRAFT in
  a watermark across the page
• Promote
• Move from Cubs-Scouts-Varsity-Venturing-adult
• Automatic from the same sponsoring institution
• May use the access code of partner units if
  needed
• Boys/adults must still be deleted if promoted
• Processing is independent in each unit
• Some youth becoming adults will need more data
• You are a new user every year, every unit

New for 2005 -2006
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Promote (1)

• Click on center button to promote

New for 2005 - 2006
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Promote (2)

• Click on one unit at a time
• Your unit will always be there

New for 2005 -2006
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Promote (3)

• All adults and youth in other unit are shown
• Click on them to promote them

New for 2005 - 2006
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Promote (4)

• This is how the report looks. You still MUST
  have a new youth or adult application

New for 2005 -2006
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Training Records

• All leaders should receive Fast Start training,
  New Leader Essentials, and leader specific
  training.
• Trained leader requirements for Quality Unit
  remain the same.
• Prior training in a current position still meets
  Quality Unit requirements.
• Training records cannot be updated on the
  recharter printout or by Unit Management Software
  (UMS).
• A separate form is being provided to update
  training records for input to ScoutNET.
• The training update form (a manual form found in
  the SHAC recharter material packet) must show
  leaders names, training sessions, and month/year
  attended.

2005 - 2006 Key Points
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Training Records
2005 - 2006 Key Points
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Training Records

• Trained leaders for the Quality Unit Award must
  be trained for their current position either
• under the new training beginning 9/1/01
• OR
• under the old training prior to 9/1/01.
• The key is trained for their current position.

2005 - 2006 Key Points
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Minimum Recharter Requirements

• In order to recharter, either on the Internet or
  by traditional methods, a unit must have
• a chartering organization
• the minimum number of adult leaders
• the minimum number of youth, and
• an active Scouting program
• Three signatures are required on the recharter
• institutional head
• unit leader
• council representative (commissioner where
  available DD/DE countersign)

2005 - 2006 Key Points
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Minimum Recharter Requirements
If the minimum requirements are not being
met fix the problem immediately OR dont
recharter the unit!
2005 - 2006 Key Points
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Cub Scout Leadership

• A Tiger den leader is strongly encouraged, if
  Tiger Cubs are registered.
• A Cub den leader is strongly encouraged, if Wolf
  and/or Bear Cub Scouts are registered.
• A Webelos den leader is strongly encouraged, if
  Webelos are registered.
• Tiger Partners are still required for each Tiger
  Cub.
• One den leader (Tiger, Cub or Webelos) is
  required for every pack.

2005 - 2006 Key Points
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Adult Social Security Numbers

• All adult applications must include Social
  Security numbers and dates of birth.
• Tiger Partners (Cub application) require dates of
  birth, but NOT Social Security numbers.
• This is required to meet the BSA youth protection
  policy.

2005 - 2006 Key Points
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Quality Unit Form and Insurance Money

• Complete and turn in the Quality Unit form with
  the charter!
• Dont forget the insurance money! The IR program
  does not figure that in.
• Turn in your ON TIME charter to a commissioner!
• Your district 1st date
• Your district 2nd date
• Your district 3rd date

2005 - 2006 Key Points
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Why Defective? Top 5 Reasons

• Missing required signature(s).
• No application on file for youth or adult
  submitted in recharter file.
• Incorrect Social Security numbers.
• Not enough money.
• Missing required adult position.
• All easy problems to avoid!

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2005-6 Key Points
2005-6 Key Points
QUESTIONS?
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Internet Rechartering

• The Big Picture

• Topics we will cover
• Recharter What? Why? Who? When?
• Recharter Packet - Whats in It?
• Unit Roster - Getting the Update
• Recharter Printout - Updating
• Calculating Money Due
• Turn-in Procedures
• Avoiding and Solving Problems

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What Is a Recharter? Why Do Recharters?

• It is the annual BSA registration process.
• Units receive printouts showing current
  membership in BSAs database. These should not be
  used for Internet Rechartering.
• Units update ScoutNET membership rosters, along
  with annual dues and fees, through this Internet
  Rechartering Process.
• The charter is renewed with the chartered
  partner.
• Insurance is renewed.
• Quality Unit Award applications are submitted.

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Who Does the Recharter?

• Unit committee has primary responsibility
• membership chairman
• committee chairman
• treasurer
• Others play a support role
• commissioner staff
• executive officer
• chartered organization representative
• unit leader

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When Do We Do This?

• Tonight recharter workshop
• This month - recharter committee meeting
• Two months ahead - update unit roster, collect
  money
• One month ahead - update recharter printout and
  obtain signatures
• Early in recharter month - turn in recharter
  packet to commissioner staff
• District due date Preferably at roundtable

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The Recharter

• Its really quite simple...
• Receive a unit packet with step-by-step
  instructions,
• Update the membership roster,
• Collect money and signatures, and
• Turn in everything.
• Take one step at a time!

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Recharter Packet

• Table of Contents
• Council Commissioner Letter
• Recharter Printout (these should not be used for
  Internet Rechartering)
• Your Pack / Troop / Crew (information sheet)
• Instructions
• Extra Youth and Adult Applications
• Overflow Pages (these should not be used for
  Internet Rechartering)
• Quality Unit Award Form
• Quality Unit Recognition Order Form
• Fee Schedule
• Insurance Papers
• Unit Budget Plan
• Membership Inventory
• Uniform Inspection
• Telephone Reference
• Risk Management Checklist
• Leader Training Forms

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Unit Recharter Instructions
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Similarities

• Basic preparation is the same
• New youth and adult applications are still
  needed.
• Overflow sheets are not needed for Internet
  Rechartering.
• Three signatures on the recharter and two on the
  Quality Unit forms are still needed.
• The same membership and Boys Life fees are paid.
  
• The insurance forms and insurance fee are the
  same. Use the SHAC blue calculation sheet.

Internet Rechartering
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Suggested Calendar
Internet Rechartering
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Benefits

• On-line tutorial (Do it first!)
• Easy to use
• Internet insures you have correct positions to
  recharter
• Increased accuracy because unit is using ScoutNET
  data (or units may use their own troop management
  software program such as Troopmaster etc.)
• Calculates membership and Boys Life fees (but
  not insurance fee, which is separate and
  different for each BSA council)
• Saves time for unit and council

Internet Rechartering
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The Process

• Unit receives access code in recharter packet
• Need to use Microsoft Internet Explorer browser
• Go to the council Web site and select Internet
  Recharter for information, training materials,
  and links to Internet Recharter
• Take the Internet Recharter tutorial
• Perform and complete the Internet recharter
  process
• Obtain the required three signatures on Internet
  recharter printout
• Institutional head
• Unit leader
• Council representative (commissioner where
  available DD/DE countersign)
• Complete Quality Unit form, new youth and adult
  applications, and insurance form
• Turn in recharter at roundtable - dont forget
  check for recharter signatures, correct
  membership and insurance fees, and Boys Life
  subscriptions.

Internet Rechartering
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First Time Log On

• Log on to the Unit Charter Renewal System at
  www.scoutnet.scouting.org/ucrs
• Choose Tutorial, First Time User or
  Returning User.

Internet Rechartering
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Tutorial

• Use the tutorial as many times as you wish.

Internet Rechartering
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Tutorial

• The tutorial will allow you to walk through the
  system as if you are actually rechartering a
  unit.
• It is available at any step of the process.
• Each screen requests that you perform a specific
  action.
• You can jump past a screen by clicking on the
  tabs at the top and selecting the specific
  process you want to review.

Internet Rechartering
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First Time / Returning User

• Enter unique access code provided by SHAC
• Select unit type (drop down menu)
• Enter unit number (4 digits, including leading
  zeros)

Internet Rechartering
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Online Help from ScoutNET

• If you need online help, click Help

Internet Rechartering
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ScoutNET Help
which brings you to a ScoutNET help page.

• Help is available at any time.
• It works just like Windows help
• Anything that is underlined is a link to
  additional information.
• You can navigate using a table of contents,
  index, or search.

Internet Rechartering
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FAQ
New for 2005-2006
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Confidentiality Statement

• Everyone must agree to a confidentiality
  statement.

Internet Rechartering
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First Time Log On Information

• The first time you log on, you will complete the
  requested information, including setting a
  password.
• Once this profile has been created, no one else
  can use the unit access code, but you can log in
  using your password.

Internet Rechartering
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Forgot Your Password?

• Click Forgot password? on the log-in page.

Internet Rechartering
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Forgot Your Password?

• At the Password Reset page, enter the following
  information
• Access Code (original access code provided by the
  council)
• E-mail (e-mail address provided during
  registration)
• Click Reset.

Internet Rechartering
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Unit Roster Upload

• You can upload your data from one of two sources
• Most units will use ScoutNET data (i.e., council
  information).
• Unit Management Software, such as Troopmaster,
  can provide a file that can be uploaded.

Internet Rechartering
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Charter Organization

• Update chartered organization information as
  needed.

Internet Rechartering
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Determine Who Is Returning

• Decide who is returning and who is not.
• Those returning should have checks by their names.

Internet Rechartering
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Membership Confirmation

• A list confirming your selections is presented.

Internet Rechartering
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Promote (1)

• Click on center button to promote

Internet Rechartering New for 2005-2006
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Promote (2)

• Click on one unit at a time
• Your unit will always be there

Internet Rechartering New for 2005-2006
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Promote (3)

• All adults and youth in unit are shown
• Click on them to promote them

Internet Rechartering New for 2005-2006
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Promote (4)

• This is how the report looks. You still MUST
  have a new youth or adult application

Internet Rechartering New for 2005-2006
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Adding New Youth and Adults

• Dont forget to turn in application forms, and
  training records.

Internet Rechartering
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Enter Name and Position

• Enter full name, primary position, and other
  positions, as appropriate.
• Check box for a transfer from another unit.
  Drop/add at recharter time is not a transfer.

Internet Rechartering
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Recharter Details Multiple Positions
Multiple Positions in One Unit
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Address, Phone, and Other Data

• Dont forget SSN, DOB, etc.

Internet Rechartering
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Youth Example

• Enter name, address, and additional information.
• Check box for a transfer from another unit.

Internet Rechartering
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Youth Example

• Enter address, phone, e-mail, DOB, etc.

Internet Rechartering
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Parent/Guardian Member of Unit

• You must select if the parent or guardian is or
  is not a current member of the unit.

Internet Rechartering
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Parent/Guardian Relationship to Youth

• If the parent is a member of the unit, you must
  select the proper relationship and individual.
• Once the individual is selected, the parents
  record will automatically be completed.

Internet Rechartering
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Parent/Guardian Is Not a Member

• If the parent or guardian is not a member of the
  unit, the following information should be
  completed.

Internet Rechartering
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Additional Information

• Again, additional information should be filled in.

Internet Rechartering
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Membership Roster Verification

• Update information on any returning adults or
  youth, or remove individuals from roster.

Internet Rechartering
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Adult Required Positions

• This insures that all required positions are
  filled.

Internet Rechartering
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Verification Process

• Each individual is checked to ensure that he or
  she meets the requirements for registration.
• Warnings and errors may appear.
• Errors must be corrected. Warnings should be
  checked.

Internet Rechartering
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Final Recharter Roster with Fees

• A final recharter roster with fees will allow you
  to go back and make adjustments, such as adding
  Boys Life subscriptions and identifying
  multiple registrations.

Internet Rechartering
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Recharter Details Multiple Registrations

• Multiple Registrations
• Multiple registrations are used when an adult or
  youth is registered in more than one unit.
• A multiple registrant only pays fees to the
  primary unit.
• Click on Update Fee and enter the unit where
  the member is primarily registered.

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Recharter Ready for Printing

• Print a Roster Review. Double check all data.

Internet Rechartering
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Submit to Council

• When everything is in order, the information is
  ready to be submitted to the council.
• Double check before you select this option. (Read
  the instructions provided below.)
• Click Submit to Council to print the signature
  copy and obtain the required signatures.

Internet Rechartering
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Obtain Signatures and Turn-in at Roundtable

• Turn in the signed copy (3 signatures) with new
  application forms, fees, and insurance at
  roundtable.

Internet Rechartering
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Recharter Details

• Completing
• the
• Recharter Process

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Calculating Fees Due

• IR will figure
• Adult and youth BSA registration fees
• Adult and youth Boys Life subscriptions
• Transfer fees
• Charter fee
• You must add
• Insurance fees

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Accident Insurance Fees

• A fee of 1 is charged for each primary youth,
  registered adult leader, and adult partner.
• Membership numbers are filled in on the Accident
  Insurance Information form and submitted with the
  recharter.
• There is no need for separate checks insurance
  fees may be combined with registration fees.
• Do not write insurance fees on the recharter
  printout.

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Signatures

• The unit leader (Cubmaster, Scoutmaster, etc.)
  signs the recharter on the last page.
• The unit leader also signs all youth
  applications.
• The institutional head signs the recharter on the
  first page.
• The institutional head also signs all adult
  applications.
• The commissioner signs the recharter before
  turn-in. (DD/DE will sign after turn-in.)

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Recharter Details - Chartered Organization

• Institutional head (executive officer)
• Signature required on front page
• No registration fee required unless registered in
  a unit leadership position
• Enter date of birth, if person is new
• Confirm name and address of organization

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Quality Unit Award Application

• A Quality Unit Award form should always be
  completed and turned in with a units recharter
  packet.
• Column A achievement over past year determines
  Quality Unit Award
• Column B goals for coming year
• Continue working toward the Quality Unit Award if
  not it is not achieved at recharter time.

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Putting It All Together

• Is everyone listed with current information?
• Is the money correct?
• Are all required adult positions filled?
• Are all required signatures obtained?
• Are copies of registration forms attached?
• Is the Quality Unit Award form completed and
  signed?
• Is training record update form completed?

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When Is It Due?

• Recommended turn-in is early in the month in
  which the units recharter is due (at
  roundtable).
• BSA due date is on or before the 15th of the
  month in which the unit recharters.
• Unit charter expires if the recharter is not
  registered at the council service center by the
  end of business (430 p.m.) on the last working
  day of the month in which the unit recharters.

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Turn-in Procedures

• Confirm the due date and location with the
  commissioner staff.
• Use the instruction sheet to be sure all
  paperwork is complete before the turn-in
  appointment.
• Bring all paperwork and two blank checks.

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Its Turned InNow What?

• Paperwork is logged in and reviewed by council
  registration staff.
• If the packet is complete, our goal is to have
  the new membership listing and charter available
  in 30-60 days.
• If the paperwork is incomplete or inaccurate, a
  defective notice is issued.

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Defective Notice

• Issued by council registration staff when packet
  is reviewed -- usually a week or more after turn
  in.
• Lists each item missing or wrong.
• Must be corrected within 30 days of recharter
  date -- not defective notice date -- to maintain
  on-time status for Quality Unit Award.

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Why Defective? Top 5 Reasons

• Missing required signature(s).
• No application on file for youth or adult
  submitted in recharter file.
• Incorrect Social Security numbers.
• Not enough money.
• Missing required adult position.
• All easy problems to avoid!

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In Summary

• Get your access code from your packet.
• Follow the tutorial. Go back to the tutorial if
  you have any problems.
• Allow a week for your latest applications to be
  entered.
• Enter unit data at your convenience. Save and
  return when you wish.
• Not earlier than two weeks before, make a final
  update and print the roster. Applications are
  still required. Overflow sheets are not.
• Get signatures on the printed recharter.
• Make any additional corrections on the printed
  roster or by application and overflow sheets.
• Collect fees and insurance (use SHACs blue
  form).
• Turn in at the district recharter with blue form
  and fees.
• Remember, Murphys Law is still in force. If you
  wait until the last day, the Internet will go
  down or your computer will break. Dont wait!

Internet Rechartering
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The Bottom Line

• Its really quite simple
• just take one step at a time!
• Thank You !