Promote Youth and Adults during Charter Renewal

The newest feature in Internet Rechartering is called Promote Members. This new feature makes it easy to move boys and adults from one unit to another provided the units expire on the same date and are in the same council.

The members moved through Promote Members are not transfers because both the sending and the receiving units have the same current expiration date and same new effective date for the next renewal term.  Usually a valid transfer occurs only from an out-of-council unit.

Promote Members is integrated seamlessly into Internet Rechartering and is a simple process to use with step-by-step screen text instructions for the unit user.

The unit renewal processor will be able to select the unit they want to promote from and check the boys that qualify based on the age or the age and grade requirements for their new unit. 

Adults may also be selected and the position will be assigned when they are moved.  All adults promoted will have the default position of assistant leader (in a troop, assistant Scoutmaster, for example).  The unit user will change the adult position if it is to be different than the default position.

This process will also permit age-eligible youth members in troops, teams, crews, and ships to be made adult leaders in the unit without having to do full data entry and this is beneficial to the unit.  It usually will be necessary to add the Social Security number, however, to the new adult record.

Stage 2: Update Roster
There are now six steps in Stage 2: Update Roster because “Promote Members” was made a new step in Stage 2.  The steps are as follows:

1. Update chartered organization information.  Review your chartered organization information and make any necessary changes.
2. Select members for renewal.  Select for renewal only the members who will be renewing with your unit.
3. Promote members.  Select members from another unit to become members of your unit.
4. Add new members.  Add new adults and/or new youth to your roster.
5. Update member data.  Update the personal information about the members on your roster, such as birthday, e-mail address, or occupation.
6. Update adult positions.  Update the adult positions. Internet Rechartering will assist you in making sure each required adult position is filled.

Promote Members
In Promote Members the unit doing promotions will have automatic access to units that are chartered to the same, unique chartered organization (with the same expire date).  If there is a different chartered organization, the unit must obtain the access code of the other unit in order to obtain the records of members (adults or youth) in that unit who will join their unit.  Units that want to upload recharter files will still be able to do so and then may later go back to use the Promote Members process.

There are two options for unit users doing the Promote Members process:

• Option 1:  If the units are both chartered to the same, unique chartered organization, the potential sending unit will automatically be shown in Promote Members to the potential receiving unit.  So a troop, for example, will be able to access the record data for a pack under the same organization and see any youth eligible to join the troop.  The troop will also be able to check to see any current youth age 18 or over who are eligible to become assistant Scoutmasters in the troop.  This provides for converting a youth to an adult without having to enter all of the information (Social Security number does have to be added in most cases).
• Option 2:  If the units are not under the same, unique chartered organization, the receiving unit must have the access code, unit type, and number of the sending unit in order to obtain access to their records.   This Access Code must be requested from the sending unit.

There is no requirement that one unit type be processed for renewal before another (i.e., you don’t have to do the pack before the troop).  In addition, 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.

If adults are going to be in two units, for example, they will pay in one unit and be made multiple in the other unit.  The respective units coordinate as to which unit is to pay the registration fee for such adults.  This is the same for youth if approved to be youth members in two units (a troop and a crew).

All youth and adults who join a new unit through Promote Members or are added as new members must submit the appropriate application for their new unit.  This includes age eligible youth members who become adult leaders in the same unit.  Each name will be listed on the Unit Charter Renewal Report Package as requiring a new application.