Rechartering

1
Rechartering Tricks of the Trade
2
Objective -

• To make sure that the rechartering process goes
  as smoothly as possible for everyone involved
• Unit
• District
• Council
• And the individuals that you want registered
  (scouts and scouters)

3
Resources

• The NCAC Charter Renewal Handbook (CRHB) in your
  rechartering envelope
• my.scouting tools CRHB p5, p7
• Recharter training at the October Roundtable
• www.scoutnet.scouting.org/ucrs CRHB p9
  gtgt (Log-in / help /
  tutorial)
• Your Commissioners

4
Resources (continued)

• www.scoutnet.scouting.org/ucrs
• gtgt (Log-in / help / tutorial)
• The help link has a further series of links which
  can be accessed to show details on the steps in
  the recharter processing

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Rule 1

• Dont submit until all changes and corrections
  have been made in the system
• gtgt You can start, stop, save, re-enter and
  print a draft version -- until you have done the
  final submit

6
Registration forms

• Include a registration form for each adult and
  scout listed on the first page of the
  rechartering package as a new registration
• o for adults, the registration form, disclosure
  / authorization form, and proof of current YPT
• o submit the registration form even if it was
  previously submitted
• o all signatures on the forms

7
A registration form is required

• o For each adult or youth new to the unit
• o For an added or changed adult position in the
  unit
• (Always keep a copy of every registration form
  until you know that it have been successfully
  processed with signatures and SSN)

8
Problem -

• Adults/youth being given a second member ID when
  they are already registered or were previously
  registered

9
Tiger Cub partners

• A Tiger Cub partner is not a registered adult,
  has not filled out an adult registration form,
  does not have to take YPT, and has not had a
  background check
• But they are assigned a member ID

10
Re-registrations and multiple registrations

• For any registration, indicate on the
  registration form that an adult or youth was
  previously or is currently registered (or is/was
  a Tiger Cub partner), including (if possible)
• Previous or current member ID
• Previous or other current unit
• A multiple is a person whose primary (paid)
  registration is with another unit. Only one unit
  pays the registration fee and 1 insurance. CRHB
  p13

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Uploading using Third party software

• e.g., Packmaster, Troopmaster
• Not Recommended CRHB p6
• too many risks CRHB p11
• But if you do, make sure that each name you have
  in your software is shown the same as the name as
  submitted on the registration form
• (Dont use nicknames for either)

D
14
On-line registrations through BeAScout

• Dont accept or process any new on-line
  registrations once the rechartering cycle starts.
• Use only paper.
• Please note that the on line application process
  and fees paid must be completed before you begin
  your unit charter renewal process once you have
  started, new Scouts and leaders must have
  accompanying paper applications only CRHB p8

15
Transfers

• Dont enter anyone in the on-line software as a
  transfer. Enter as a new registration.
• (But show an existing member ID on the paper form)

16
Youth Protection Training

• Attach proof of current YPT for
• o every adult listed in the rechartering package
  as having expired YPT
• o every adult application (along with the
  application form and disclosure/authorization
  form)

17
Youth Protection Training (more)

• If an adults YPT expires during the rechartering
  cycle, the units recharter is not going to be
  processed until the problem is resolved
• Have any adult whose YPT will expire before the
  end of March retake it now

18
Youth Protection Training (more yet)

• Dont forget any Merit Badge Counselors not
  directly registered with the unit
• (Dont submit registration forms for Merit Badge
  Counselors as part of the rechartering package.
  Submit the required forms directly to the Patriot
  District Merit Badge Dean)

19
Problem -

• A scouters YPT isnt shown in their list of
  training in MyScouting, and the rechartering
  document shows missing or expired YPT

20
The most frequent cause -

• The scouter forgets the original User Name or
  password originally used to create the training
  account, and creates another

21
Avoiding the problem -

• The log-in page at MyScouting has a procedure for
  retrieving the User Name or password
• (also an FAQ)

22
Remember Rule 1

• Dont submit until all changes and corrections
  have been made in the system
• gtgt And use the draft version to check your
  document before final submission

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Fees

• For each adult/youth paid registration in the
  unit, 24 (Tiger Cub partners do not pay this)
• For each of the above, plus Tiger Cub partners
  not otherwise paid registrations, 1 NCAC
  insurance.
• Boys Life - 12 per subscription
• 40 unit charter fee

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Signatures

• On page 2 of the printout
• - the institution head (the same person as
  shown in the printout) not the COR
• - the unit leader (the same person as shown in
  the printout)
• On the transmittal envelope
• - the unit leader and the unit commissioner

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Be sure to include ..

• The first page (which will indicate whether or
  not there are any new registrations requiring a
  registration form. (The sheet with the unit
  leader and institution head signatures, and the
  fees, is the second page)
• A completed last page showing the contact
  information for the units rechartering processor

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Use the transmittal envelope(it shows how to
calculate council insurance and total fees)
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Turn-in

• Meet with your Unit Commissioner by November 8th
  to submit your completed rechartering package
  (with all signatures).
• The Unit Commissioner will review the document
  with you, and submit it to the District for final
  review and turn-in.

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and remember Rule 1

• Dont submit until all changes and corrections
  have been made in the system
• (If you do submit by mistake before you were
  ready, contact one of the individuals on the last
  page for help.)