Rechartering A Z

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Rechartering A - Z
Fall 2007
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Rechartering A Z

• You need a P.L.A.N.
• P reparation
• L eadership
• A ttitude
• N o excuses

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Agenda

• Before you start and general considerations
• Internet Recharter System demonstration
• Recharter Completion
• Reports
• Follow-up
• Final submission

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Getting Ready

• DO NOT WAIT TO START THIS PROCESS!
• BUT DO THE PAPERWORK PREP WORK BEFORE JUMPING
  ONLINE!
• The online process goes a lot more quickly and it
  wont lock out your unit for updates
• Remember that you must have your recharter
  packets signed by the Charter Institutional Head
  (not your Charter Organization Rep)
• Make an appointment with this person (and the
  COR) to ensure they will not be out of town when
  you need them
• If you are missing any applications (youth or
  adult), you will need time to get them from the
  individual, signed by all the appropriate people
  and then signed by the relevant authority (Unit
  Leader and/or COR)
• Accurate and late beats almost accurate and on
  time (within reason)
• An error in the recharter packets will cause a
  MINIMUM of one month delay in the charter
  submission sometimes up to three months
• Potentially 6 handoffs and 6 returns
• Each of these is an opportunity for delay and
  record loss
• If there a multiple units chartered by the same
  Charter Institution, they will have the same
  Charter Organization Representative (COR)
• There is only one COR per Charter Organization
• Whichever unit gets submitted first, the COR
  specified on that recharter will be the COR for
  the CO it is recommended that this be decided
  by the CO beforehand

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General considerations

• Each unit must consist of a minimum of 5 primary
  (i.e. paid in the unit) youth and 5 primary
  adults (4 for Venture Crews)
• If the scout is registered in a Venture Crew AND
  a Scout Troop, we suggest that they register as
  primary with the Crew
• It is no longer a requirement to have one Den
  Leader per rank
• NO transfers are allowed during recharter
• A transfer is intended to allow the current
  membership info (including payment) to swap to
  another unit
• Since recharter establishes the new membership
  for the coming year, there is no current
  membership info to transfer
• In order to accomplish this, either transfer
  before or after the recharter process, or allow
  the membership to lapse with the old unit and
  join the new unit
• All of these options will of course require a new
  application
• Packs remember to recharter your Webelos II
  scouts
• This is always confusing to Packs
• If you do not recharter these scouts, they will
  be out of the program (not covered by insurance)
• If you do not recharter these scouts, they will
  have to rejoin with their chosen Troop after
  crossover

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Now the Fun Begins

• Units have/will receive an online recharter
  packet
• These are supposed to be given/sent to the
  Charter Institution
• Often, however, they are distributed at a
  Roundtable by the District Commissioner staff,
  typically a couple of weeks prior to their
  earliest log-in date
• On the outside of the packet, the unit number and
  unit name will be printed on a label, along with
  two numbers
• The first 9-digit number is the unit-specific
  confidential access code for the Internet
  Recharter System this access code changes every
  year
• Once you sign on, you will be asked for a
  password you should share the access code and
  password with anyone who will also be working on
  the online recharter with you
• The second number is the Internet Advancement
  (and Good Turn for America) sign-on
• You can use the Internet Advancement to get a
  current roster of your scouts and the adult
  leadership
• You should use this as a reference point before
  you go on-line
• Anyone who is not listed here, is probably not on
  ScoutNet, so get going on getting a new
  application from them
• Atlantabsa.org Program/Services and then

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How to get to Internet Advancement
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How to get your roster from Advancement
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How to get your roster from Advancement
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How to get your roster from Advancement
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More Fun

• If you lose your access code for some reason, you
  should contact your Unit Commissioner who then
  can get it from the District Commissioner who has
  a complete list of access codes
• Please note that the above access code will allow
  you to access and complete your recharter process
  during the three months before your charter
  expires
• Most District charters in the AAC expire at the
  end of either December or January
  (Cherokee-Pickens, Three Rivers and Covered
  Bridge all have one odd unit tat expires in the
  other timeframe)
• No unit within a District will be able to access
  the recharter system except during this window
• You must complete your online recharter prior to
  the closing date for the District
• The tutorial is active throughout the year

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New Recharter Packet Envelope

• This year you will see an updated Recharter
  packet envelope
• simplified information
• ? allows for time stamping of handoffs

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Using a Package to Maintain Your
Data?PackMaster/TroopMaster, ScoutSoft or Rank N
File

• Be very careful about the names in your database
• Discrepancies between peoples names is the
  number of cause of recharter rejects and
  additional Registrar work
• Check the roster that comes from ScoutNet against
  the names in your database
• Change the information in the package to match
  the roster
• Nicknames can be added in the package and it will
  refer to the scout by the nickname
• Avoid multiple member names either delete the
  multiple member or change their name (ScoutSoft
  in particular)
• If one of your members name is wrong in ScoutNet
  (and there is no way around this)
• No not try to change the name in the online
  system the system will accept it but it will
  cause the entire unit recharter packet to reject
  later in the process
• If you need to change the name, then drop the
  scout from the roster (do not renew) and add him
  with the new name this will necessitate a new
  application
• If you do this, you must contact the registrar to
  transfer the advancement records over to the new
  name
• Avoid commas
• The transfer file is a comma-separated file so
  commas mess things up
• Watch out for a comma being entered in the street
  address line in front of an apt and at the end
  of a person's name where there is II or III being
  used

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How to add a nickname - sample
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Before you start the Internet Recharter

• There are two ways to enter information into the
  online system
• Download information from ScoutNet to your PC,
  edit it there and submit
• This would mean that anyone helping you would
  have to use the same PC for editing the data
• Upload data from PackMaster/TroopMaster,
  ScoutSoft or Rank N File
• Note that the fourth approved software package
  Scoutmate has decided to close down
• There are migration routines available to get
  data over to PackMaster/TroopMaster and to
  Scoutsoft, if you are a current user
• If you plan to upload, you must generate the
  input file before you sign on to the internet
  Recharter System
• For ScoutSoft, use the Maintenance Rechartering
  subsystem to create the transfer file
• For PackMaster/TroopMaster, use the Reports
  Scout/Unit General Council Recharter Annual
  Recharter subsystem

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Generating an input file from TroopMaster
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Generating an input file

• Note that when specifying the file location, you
  are simply specifying the folder in which to
  place the file, not the filename
• The file itself is a comma-separated value (.csv)
  file, whose name is in the form CHTxnnnn.csv
• where x C for Cub Pack
• S for Scout Troop
• P for Venture Crew or Ship
• V for Varsity Team
• E for Explorer Post
• and nnnn unit number
• For example, CHTS2143.csv Troop 2143s transfer
  file
• This file is automatically produced in the format
  compatible with ScoutNet
• Not only is there no need to edit this file, you
  will mess it up if you do so
• If you need to change the information, go back to
  ScoutSoft or PackMaster/TroopMaster, make the
  changes and regenerate the file

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Internet Recharter System

• Going through the tutorial ahead of their actual
  recharter will help you a lot
• https//scoutnet.scouting.org/help/tutorial/main.h
  tml
• It is somewhat out of date because there is an
  extra screen step just before the Submit Phase
• Give a reason for scouts who are dropping
• Note that this tutorial will not be updated until
  November
• The Atlanta Area Council has put the link to the
  Internet Recharter system and its tutorial on the
  home page www.atlantabsa.org
• If that link does not work for you for any
  reason, you can click on the Programs/Services
  box at the top of the home page
• Then on the left menu, move the cursor over the
  Commissioners box and then click on
• Internet Rechartering Tutorial or
• Internet Rechartering

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How to get to Internet Rechartering (1)
For the tutorial
For the system
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How to get to Internet Rechartering (2)
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Internet Recharter System Look Feel
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Internet Recharter Tutorial
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On-line Tutorial Demo
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Missing Screens from the Tutorial
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Missing Screens from the Tutorial
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Missing Screens from the Tutorial
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Missing Screens from the Tutorial
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Missing Screens from the Tutorial
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Missing Screens from the Tutorial
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Missing Screens from the Tutorial
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Internet Recharter System

• After completing your recharter and submitting it
  on the Internet Recharter System (Stage 5)
• Print three copies of your completed charter
• Have each of the copies signed by the Charter
  Organization Head and the Unit Leader
• Attach any youth and adult applications that you
  are instructed by the System to have with you
• Do not write any checks at this point
• Bring four blank signed checks with you to
  Recharter Day along with your completed packet
  (see below for Recharter Day details)
• You will turn all your paperwork and money in at
  your Districts Recharter Day event (see below)
• DO NOT TURN YOUR RECHARTER PACKET DIRECTLY INTO
  THE COUNCIL SERVICE CENTER
• If your District does not have a Recharter Day,
  then turn the packet into your District Executive

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Before you go to Recharter Day

• How many times do we have to be told?
• Check and double check that all the correct
  signatures are on all the documents
• Recharter renewal
• Executive officer (not COR)
• Recharter packet
• Unit Leader and Executive Officer (not COR)
• Adult applications
• Adult, Committee Chair and COR
• Youth applications
• All but Venturing Parent and Unit Leader
• Venturing (and Ships) Venturer and Crew
  Advisor/Skipper

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Recharter Day - ChecklistYou need to bring the
following

• One complete recharter online printout
• Printed out from Stage 5 (not before)
• Signed by the Charter Organization Executive
  Officer (not the COR)
• Signed by the Unit Leader
• Charter Agreement (multi-part form) signed by the
  Charter Organization Executive Officer (not COR)
• Applications for all adults and youth listed as
  new on the printout from step 1
• If the Council/other lost it, were sorry but get
  over it just bring the applications (copy wont
  do)
• New youth applications are complete including
  grade, date of birth, Tiger Partner date of birth
  (if appropriate), and signed by parent and unit
  leader
• New adult applications are complete including
  SSN, DOB and three references, signed by
  Applicant, Committee Chair and Chartered
  Organization Representative
• Bring 3-4 signed blank checks (Recharter fees and
  other related Council/District expenses depending
  on what your District includes at Recharter Day
  and a spare)
• Alternatively, bring your Treasurer

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Recharter Day - ChecklistYou need to bring the
following

• These depend on if and when your District
  supports these programs () and/or if your
  Recharter Day includes the turn-in
• National Camping Award application (Troops and
  Crews)
• Based on the number of nights camping
• District Award of Merit nomination(s)
• Unit Godsend recipient name
• Scoutmaster Award of Merit nomination packet (if
  desired)
• Troops updated Merit Badge Counselor list
• Updated Yellow Pages/Contact List entries
• FOS presentation date
• OA registration list (Adults all units, and
  Youth Troops only)
• Centennial Quality Unit Award Commitment Form
• With attainment numbers
• Signed by Unit Leader and Unit Commissioner
• Honor Unit Booklet
• Filled in with achievements
• Score tabulated
• Signed by Unit Leader and Unit Commissioner

Depends on District check with your Unit
Commissioner
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Recharter Day Possible Station Set-upTailored
for Online Recharter Manual Recharter will take
a custom walk-through
Station 4b Online Recharter Applications Review
Station 5 Packs Only Crossover Baseline
Station 6 Troops Only Merit Badge Counselors
Station 7 Yellow Pages Update
Station 8 Awards Submission
Station 4a Online Recharter Applications Review
Station 9 FOS Sign-up and OA Registration
Station 3 Online Recharter Packet Update

Station 10 Quality and Honor Unit Application
Check
Station 2 Online Recharter Packet Review

Station 11a Registration and Money Turn-in
Station 11b Registration and Money Turn-in
Kitchen
Station 1 Self-Assessment


Exit ?
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Recharter Completion - Reports

• From December 1st through March 31st, the
  Assistant Council Commissioner for Recharter
  (Recharter ACC) will produce a weekly report, by
  District, indicating the status of every unit
  within that District
• Summary chart of all Districts
• District Name
• Unit Type and Number
• Initial Login date
• Whether or not the Unit uploaded a file (Y or N)
• Highest stage that the unit has completed (1
  through 5)
• If submitted, the date on which the unit
  submitted their charter
• This occurs once the unit has completed Stage 5
• If the recharter was submitted manually, this
  column will contain Manual
• This report is sent to the District Commissioner,
  the District Executive and the Service Area
  Commissioner, if requested
• A summary report of all Districts is also sent to
  the Council Commissioner and several Council BSA
  staff

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Recharter Completion Follow-up

• District Commissioner should distribute the
  weekly progress report to all Unit Commissioners
  (or their equivalent)
• Unit Commissioners (or equivalent) will follow up
  with all units to ensure that they are making
  progress
• District Commissioner will respond to the
  Recharter AAC with
• Units that have already ceased operation prior to
  recharter (aka Dropped)
• Units that will not be rechartering in this round
  and why
• New units that chartered during the year that are
  not on the report
• Indicate the expiration date for each of these
  new units (they could have chartered for more
  than a year)

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Recharter Completion Registrar

• District Executive ensures that the packets are
  properly received and logged in at the AAC
  Program Center
• District Executive makes an appointment with the
  Registrar
• The Registrar checks each individual packet for
  completeness and accuracy
• If not complete, the DE goes back to resolve
  issues(s) with the District Commissioner/ Unit
  Commissioner/ Unit Leader
• Once resolved, DE returns to the Registrar to
  work the packet through to submission
• When the recharter packet is complete and
  correct, the Registrar will release the recharter
  for ScoutNet update
• When ScoutNet returns a successful message, then
  the recharter is finally considered complete
• Once the recharter is complete, the registration
  cards will be printed and mailed to the
  Chartering Institution

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Suggestions

• At the January 2007 Commissioners Conference, we
  held a breakout on the subject of Recharter and
  we captured many suggestions
• Set up a District Help Desk function
• Set up local computer centers (Charter
  Organizations, churches, schools etc) with
  experienced people to get rid of the technology
  barrier
• Council training should be Train-the-Trainer
• Council ? DEs ? UCs ? Leaders
• Start training earlier than we have in the past
• Have more training sessions than we have had in
  the past
• DEs and/or UCs to print out rosters ahead of time
• Introduce incentives and consequences for on-time
  recharters
• These have not been introduced as yet
• COMMUNICATE!
• Any other suggestions?
• Were all ears

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Atlanta Area Council Contacts

• Geoff Barnes
• Assistant Council Commissioner for Recharter
• Cell [phone]
• email gwb999_at_bellsouth.net
• Tom Wilson
• Atlanta Area Council Director of Support Services
• Office [phone]
• email twilson_at_atlantabsa.org