Effective Charter Renewal Process for Scout Commissioners

College of Commissioner Science MCS 302 On-Time Charter Renewal Mike Ransom, ADC Golden Gate Area Council milkransom@comcast.net

Introductions

Course Objectives At the end of this training a commissioner will be able to: UNDERSTAND the process setting expectations and milestones for charter renewal IDENTIFY district activities and best practices to support units UNDERSTAND the consequences of failure

Charter Renewal Phases Let s review the phases of a unit s charter renewal -120 days -90 days -60 days -30 days Due date

Charter Renewal Phases 1 & 2 Be Prepared Activities and planning accomplished before Internet Rechartering 120 60 days before charter expiration Do Your Best Enter data during Internet Rechartering 90 30 days before charter expiration Collect fees -120 days -90 days -60 days -30 days Due date

Charter Renewal Phase 3 Do Your Duty Finalize and approve charter renewal package 60 30 days before charter expiration UC & DC review 30 0 days before expiration - Registrar process and post new charters and rosters -120 days -90 days -60 days -30 days Due date

Charter Renewal Phase 4 Raise the Colors Review and present new charters Cards and charters sent to the Unit Leader CC and UL review the membership and charter COR schedules and UC presents charter -120 days -90 days -60 days -30 days Due date

Charter Renewal Phases Be Prepared Do Your Best Do Your Duty Raise the Colors -120 days -90 days -60 days -30 days Due date

Key Tools my.scouting.org : Application Manager - to add members Roster - to inventory all members and adult positions Training Manager & YPT Reports - to identify adults who need to retake YPT

Key Tools District or Council Training - aids or handbooks regarding rechartering Internet Rechartering website, tutorial, and access code

Internet Rechartering Overview Available 60 days before and 60 days after charter expires On my.scouting.org (BSA Web Links) Easy to use YPT validation Sends electronic version to council office Electronic signature, payment online and electronic submission new features Prints paper copy for signatures, to submit

Charter Renewal Roles What are unit problems and errors?

Phase 1 Be Prepared Units Not Prepared: 1. Unit leaders not identified for new charter year 2. Youth or adults not properly registered 3. Training, especially Youth Protection not current

Phase 2 Do Your Best Units Not Organized for or Trained on Rechartering: 1. Committee Chair does not organize a team, make assignments or set timelines 2. Renewal Processor is untrained for Internet Rechartering or does not have data needed 3. Fees are not available or collected in a timely way

Phase 3 - Do Your Duty Delayed or Inaccurate: 1. Renewal criteria not met 2. Approvals not obtained in a timely way 3. Fees inaccurate

Group Activity

Which Practice Goes With Phase ? 1. Monitor defectives 9. Track and communicate 2. Set expectations and turn-in date 10. Ensure IR access codes distributed 3. Train committee chairs and processors 11. Commissioners are trained 4. Turn in applications ahead of window 12. UC s pick up renewal packages 13. Review each renewal 5. Suggest charter presentation ceremonies 14. Identify unit renewal processor early 6. Set up reviewers 15. Empower unit commissioners for turn-in and review 7. Record mistakes 8. Triage units and proactively help 16. Request membership inventory early 1) Be Prepared 2) Do Your Best 3) Do Your Duty 4) Raise the Colors

Select Phase 1 Practices Be Prepared: District Commissioner: Set expectations and turn-in date Identify unit renewal processor early Train committee chairs and processors Establish who and how helps District Key 3: Requests all applications be submitted Request membership inventory early

Select Phase 2 Practices Do Your Best: District Commissioner: Empower unit commissioners for turn-in and review Set up reviewers Track and communicate Triage units and proactively help

Phase 3 Practices Do Your Duty: District Commissioner: Request UC s pick up renewal packages Review each renewal; resolve issues All: Record mistakes Monitor defectives

Phase 4 Practices Raise the Colors: District Commissioner: Suggest charter presentation ceremonies

Potential Consequences What are potential consequences of not completing Charter Renewal accurately and timely? Units no longer have a charter partner Members can be dropped from Scouting Scouts cannot earn advancement

Summary District commissioner should take charge and drive process Planning, preparing, tracking, review and following up are key Internet Rechartering tool is critical but a small part of the renewal process

Questions?