INTERNET RECHARTERING UNIT RENEWAL

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INTERNET RECHARTERING UNIT RENEWAL
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Statement of Objectives

• We hope that this overview will help you as the
  Unit Renewal Processor to complete this important
  task more easily.
• Thank-you in advance for your efforts from the
  volunteer leadership and staff of the
  Transatlantic Council.

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What is Charter Renewal?

• The annual process of registering the membership
  of the Boy Scouts of America.
• An opportunity to review and verify the
  membership information of each individual and to
  make sure they are enrolled in the proper
  positions and programs.
• The means by which subscription to Boys Life
  magazine, BSAs in-home program resource, is made
  available to both youth and leaders.

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Benefitsof Renewing your Charter over the
Internet.

• Easy to use
• Increased accuracy
• Each unit directly accesses and updates ScoutNET
  data (the official information on record with
  BSA)
• Saves time
• Council data entry is faster
• Many hands make light work

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The Process
NOTE You must use Microsoft Internet Explorer
browser to complete the on-line Charter Renewal.
You can access the Internet with AOL, etc., but
you must open the Internet Explorer browser to
view the Web page correctly. Netscape or other
browsers will not work correctly.

• Complete unit training
• Review and update the charter and membership
  information online
• Print the charter renewal application
• Obtain necessary signatures
• Submit charter, new membership applications, and
  required fees (for Boys Life, etc.)

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HOW IT WORKS
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Make sure that you have Acrobat Reader installed
and a printer available.
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Enter the unique access code for this unit and
the unit type and four-digit number.
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The first time you log in to each unit, you will
complete the requested user information including
setting a password (you may use the same password
for all of the units chartered by your
organization). Once this profile has been
created, you are registered as the Unit
Processor and no one else can register the unit.
Remember to record the password in a safe place.
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You receive your unit roster information from one
of two sources. Unit-management software, such
as TroopMaster, can provide a file that can be
uploaded. Most units will choose to load their
data from ScoutNET (Load Council Information).
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Remember, you may logout at any time during the
online Charter Renewal process. The work you
have done will be saved and you will be able to
return and pick up where you left off.
At this point, we suggest that you print out a
paper copy of your roster as a work copy.
This will be helpful in gathering all of the
required information to complete the Charter
Renewal process.
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On your work copy, note all of the changes that
need to be made so that it will be readily
available once you start updating your data in
the computer.
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Make any needed changes to your chartered
organization information on address and
telephone. You must provide a phone number.
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On this screen, you decide who is continuing as a
member on your 2006 charter and who is not.
Those continuing should have a check by their
name.
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Promote Members is a new feature of the program
that makes it easy to move youth and adults from
one unit to another (Pack to Troop, Troop to
Team, Team to Crew) without re-entering all of
the data by hand.
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Select the Unit that you want to import members
from and click Next. You may import either age
eligible youth and/or adults from any unit listed.
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There is no requirement that one unit type be
processed for renewal before another (i.e., you
dont have to do the pack before the troop).
NOTE The selection of an adult or youth to
join the receiving unit does not remove them from
the sending unit. If the unit in which they were
registered is not going to renew that member, the
unit must deselect them for renewal.
Check the adults and youth that you want to
promote into your unit
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Next, you can add new adults and youth. Our first
example will register a new adult.
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Do not check this box, unless the adult is moving
into your unit from another council and has a
current membership card that expires after your
unit expiration date. If this is the case,
additional information about where they are
currently registered must be included on the
paper Adult Registration Form that must be turned
in with your charter.
Remember A paper application must be submitted
with your charter renewal for each New or
Promoted youth and adult
If the individual may fill more than one position
in this unit, add each position.
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The next step is to complete the needed
information about the individual. Anytime there
is a magnifying glass, you can make your
selection from a list.
IMPORTANT You are responsible for the data
entry for your unit, do not invent data. Social
Security 's and birthdates are used to do
back-ground checks on every Scout leader. Please,
be careful and verify all information!
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If e-mail address is available, please enter it.
This will enable the council to communicate
important program information to leaders in a
faster and more efficient manner for up coming
events.
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Our next example is a new youth.
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Do not check this box, unless the youth is moving
into your unit from another council and has a
current membership card that expires after your
unit expiration date. If this is the case,
additional information about where they are
currently registered must be included on the
paper Registration Form that must be turned in
with your charter.
Remember A paper application with signatures must
be submitted with your charter papers for each
New or Promoted youth and adult.
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You must select if the parent is or isnt a
current member of the unit. For this reason,
its a good idea to enter any new adults first.
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If the parent is registered with this unit, you
must select the proper relationship and
individual, which automatically inserts the
parents information on this youths application.
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If the parent is not a member of the unit, the
information must be completed.
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A roster of the selections is presented so you
can then update information on any of the adults
or youth. If e-mail address is available, please
enter it to facilitate faster, more efficient
communications. Again, you may remove
individuals from the roster.
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A listing of adults filling required positions is
presented with a table of the minimum and maximum
requirements and the current status.
If the current number of people for that position
does not fall within the minimum and maximum
levels, you will not be able to proceed any
further, click update to change an adults
position or go back and add leaders as needed.
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The next step is to validate your work.
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Each individual is checked to ensure that he or
she meets the requirements for registration.
Warnings and errors may appear. Errors must be
corrected, while warnings should be checked.
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Note During the Update Fees stage, double
check that each youth is registered in only one
unit. You can also make sure that any adult who
is being registered in multiple units is only
charged registration fees once.
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To Add a Boys Life subscription or adjust fees
for someone already paying in another position or
unit, click Update
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If an adult is paying fees in another unit, You
will be prompted to enter where the registration
is being paid.
Remember to sign up for Boys Life ! Click the
Boys Life button for your 100 recognition.
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Changes made in the Update Fees process will be
displayed. In this case, Cheryl Lane has paid in
another unit/position and her multiple
registration status is noted by the fee
adjustment.
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After you press the Submit button, you will
print the final copy of your charter renewal
which will need to be signed by your Unit Leader
and Executive Officer before they are turned into
the Council. Changes after this point must be
noted and explained on the application and then
made by the Council.
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Note All pages of the final report must be
completed and turned in to the Council.
Note that a list is generated of all those new
and promoted youth and leaders for which
application forms must be completed and signed by
the parents and unit leader.
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Note The final printout of your charter
requires the signatures of your Chartered
Organizations Executive Officer and your Unit
Leader. The Council will designate who will sign
as the Council Representative.
Required
District Executive
Required
Required
A tally of all fees due is also provided
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• Need more help?
• The following resources are available.
• The FAQ screen is available throughout the
  process.
• A Help link appears on each screen and a tutorial
  is provided by the BSA at https//scoutnet.scouti
  ng.org/ucrs/Help/tutorial/main.html

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Thank you for your help in assuring that the
youth in our area have the opportunity to benefit
and grow by participating in America's 1 value
based youth organization!