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emills

emills
Member since : Oct-27-2008 (Verified)
2 Ideas, 22 Comments, 92 Votes

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Ideas Posted

14
After several years of reviewing what i do at our council as new staff members arrive and of course how i want paperwork handled, etc. I typed up a report that covers all the topics i want to be sure to cover with the new staff member. Without it i always wondered if i had forgotten something that is unique to our council on hadling paperwork, etc. I update the information regularly, and adapt it as needed for the position, district, etc. I find it much more efficient, and it gives both of us something to look at and use as a guide as we discuss my roll as Council Registrar. (This can really apply to any position as well.) It also serves as a resource tool for the new DE, etc. Of course i cover what is "required" but there is always more information that will make the job of the field staff a little easier.

We are a "merged" council where 3 council became one. To allow the units to keep the numbers already in place when the conversion took place a new prefix number was assigned to each "old council area" (this allowed for three troop 101's- 1 in district "A" with the traditional "0" one troop 101 in district "b" with a prefix number of "4"(4101) and one troop 101 in district "c" with a prefix number of "9" (9101) This system works very well and have had few problesms - much fewer than forcing units to change their original unit numbers - there can be tension and unease as it is with any merger.

As Registrar the filing was interesting until i decided to assign each district their own color of route sheet. I have taken it one step further and the colors change each year so that when i clean out the files it is easy to see which ones need to be destroyed.
Moderator Comments
1/8/09
From: Gary Butler, Council Solutions Group Director

For new employees there typically are two types of orientation needed. One of course must be conducted by the local council and will relate to council employment topics such as processes and procedures. The other is position specific training such as in this cases – Registrars. There are resources available both in the National and Regional offices designed to help prepare employees in their new roles. Our Membership Resources Department can help new Registrars, the Governance and Accounting Team can help new accounting specialists. Feel free to contact the national service desk to explore all the resources available to help make you more successful.
If membership cards did not have to be printed by program it would save many cards over the course of a year and multiply that by the number of councils nationwide it would be a hudge savings. I have learned not to try and print too many at once but if we could even print BS & CS cards for a specific district it would be a savings.
Moderator Comments
11/24/08
Sam Thompson, Membership Impact Department Manager

This idea will be shared with the Membership Resources group to determine the ability of the system to allow this type of printing as well as the costs associated with the idea.
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Comments Posted

emills 1 month ago
In response to STHANSON - the number is not the key for the transfer it is having prood of a paid registration which just having the number does not provide. With an out of counci transfer for adults or youth - the Registrar needs to receive a copy of the individuals "person profile" from the former council - this will give all the advancment and or training records so that they can then be entered by the appropriate staff member. At least this is what needs to be done until we are able to acutally physically transfer someone from one counci to another and have their info follow them electronically which is not possible at this time.
emills 1 month ago
The application clearly states that the card for a transfer should accompany the application- I encourage units to provide only a copy so i don't have the bother of returning the card to the youth/adult via mail. Units are told that without the card the youth/adult will be counted as a new registrant with the appropriate fees being charged. This does not affect any advancments that can be entered when the records are received from the original council. I will also accept the "Person Profile" as proof since it also gives the expiration date for the individual.
emills 2 months ago
Our council went to mandatory internet recharter several years ago - yes there was grumbling at first but all did recharter online and i would say that 98% think it is wonderful. I think the +'s would outweigh the -"s if it were required council wide.
emills 2 months ago
If you do the leadership through Regestrant Print Selections it will give you the email address but that is after you have pulled it into an excel file! should be an easier way!
emills 3 months ago
The key to making volunteers feel secure about giving their SS # is to make it clear how this paperwork is handled, and the priority that secruity is give to this sensitive documentation. We stress who has access to the information, that it is kept in a locked office, only specific individuals are permitted to see the files because of the confidential information. I have had individuals refuse, i talk with them, expalain our process and / or send them the letter about refual of the SS # - in every instance they have provided a completed adult application.
emills 4 months ago
I believe the key is as society changes - and the type of logos selected. How many high end executives in business have a pierced ear - or at least evidence of having had an earing at one time. Scouting needs to maintian its values and keep up with the times.
emills 4 months ago
Page 29 of the on-line Regitrar Procedures Manual states that a Tiger Cub must be under the age of 8, and has completed kindergarten, OR is in the first grade, OR is age 7. This gives several options which the youth can meet. I feel if the Cubmaster and the parent-both of whom have signed the youth application say that the youth has completed kindergarden then the youth has met the requiremnt to become a Tiger Cub. Home schooled young men should not be held back in Cub Scouts if they meet the guidelines. The parents and unit leader do need to be aware and understand that the requirements for joing Boy Scouts a few years down the road have both age and grade requirements that must be met - at least 10 years old AND completed 5th grade or with the AOL completed 4th grade + 6 months! Also remember that most home schooling parents that i have dealt with follow guidlines of the states in which they live, and often national programs.
emills 4 months ago
This is such vital information - it should be easier to enter than jumping through the hoops we have to now to put it in the computer - unless of course you have enough to scan!
emills 5 months ago
I understand that commissioners and field staff would find it helpful in some areas to have the "recharter window" open for 90 days - Perhaps the window should be shorter not longer! The online recharter is processed so quickly once it is received in the office -is extra lead time really needed? As a registrar whose council does all traditional units via the online recharter process I see the potential for problems if a recharter is processed to far in advance of the actual renewal date. Once the unit has been submitted and then posted by the council -changes are prohibited until the acutal expire date of the unit. One of the major pluses of the internet recharter is that if there are problems with who is on the charter it is the responsibility of the unit processor not the council! If paperwork is received too far in advance and then held to a date closer to the actual recharter you go back to the problem of units wanting changes; the changes then become the responsibility of the registrar not the unit. Double checking paperwork for changes,fee discrepancies, etc. is then required. For each change made after the submittal of the recharter to council there are potential fee changes for additions, subtractions, etc. You loose the authentisity of the Executive Officers signature since changes have been made that he/she may not be aware of. You, of course, could not allow changes but that is not fair to the unit and the individuals involved.

One of the great features of the "online recharter" is the Commissioners Status report-with this report a commissioner can see exactly who has started the process and if submitted can verify with council that the paperwork has been submitted with fees to the offce. The unit processor report allows an easy and hassel free method of folowing up with the person actually completing the recharter who may or may not be the committee chairman. Fast does not necessarily create a better outcome.
emills 6 months ago
We use the internet recharteirng for all of our tradistional units and have various items in the physical packets to remind the units to include the insurance fees. To simplify calculations we use an average fee of $1.00 per registered youth or adult. Occasionally a unit will forget to include the insurance but it is not the norm. Extensive education and the fact that insurance fees are charged for each new registration throughout the year seems to help aleviate problems. It would be great if there was a way for the council to set the cost of the insurace fee if this is added to the program. Ourunits also have the option of paying through Doubleknot where we can include the insurance fees.
emills 7 months ago
It sounds like a good idea BUT then you are putting the responsibility of checking their credentials on a staff member who works in the store that would sell the item. From what i have seen in an emergency those that are able to help make it known that they are willing to assist.
emills 8 months ago
I believe it would be cost prohibitive! With all councils looking to cut expenses during this economic downturn - now is not the time. Perhaps at a time in the future.
emills 8 months ago
It is alwyas a good idea to get input from the individuals actually using a program, system, etc. What seems approprite in a test situation is not always practicle in "real life" Registrars could also give input on reports, etc.
emills 8 months ago
Transfers at recharter are a problem in our council as well - All traditional units recharter the same month so transfers are not acceptable since fees are wrong and as mentioned you always have some units trying to use the feature so the fees are off. This can be avoided if the commissioners are on the ball and catch the problem at charter turn-ins but often checks are made out and brought to turn-in with what they think they owe. We encourage units to bring checks that leave the amount blank till verified or use their unit account in the Scout Store.
emills 9 months ago
The internet recharter process aleviates this problem since the unit pulls up a roster that is up to date! we have gone from rechartering each district in a different month because of work load to rechartering all units in the council in the same month. Internet recharter puts the burden on the unit leadership since if someone is dropped etc. the unit leadership is the one responsible. I have found it to be much more efficent than the paper method! I cost may be prohibitive for some councils but those that can SHOULD!
emills 9 months ago
the new Explorer applications are available with the correct fee schedule. The biggest drawback i find with the applicaitons is that the colors are the traditional Red - White & Blue and very similar to traditional scouting applications - would like in a different color scheme since they are LFL - in all they are much better than the previous "roster sheets" where you couldn't read the information since the lines were too small!
emills 10 months ago
Rather than you doing so before the charters are posted your registrar can prnt out a roster for you after the unit is posted - it goes into a hold file on the transmittal and will automaticaly post on March 1, 2009. I start checking and posting the recharters as soon as the paperwork is complete and fees paid. the only glich i have found is that the rosters will not print from the print que as the membership cards and charter certificates do. I have also found that i have to print out the expiring rosters at the end of december since our recharter window opens January 1st - if a unit goes in and completes their recharter online - their roster will no longer be available under "expiring rosters
emills 1 year ago
the "other " catagory has presented many problems (differences from the old system) since its inception. In reference to labels if you create in Regestrant Print Selections and create a file that you then import to excel you can pick and choose those you need - jut go through and delete those you don't need and print labels from there. There should be a simpler way - actually adding people etc is a hassel The idea of the system automatically giving labels for these would be wonderful! but then unless your merit badge councelor are paid registrations it is my understanding that "multiple " registrations are not to get membership cards??
emills 1 year ago
Remember what Scout Net was like when we first started using it - it was my understanding that those creating it did not have a scouting background - what a mess we had to work with - I have a feeling it would be the same with the Scout Executive brought in from industry without any scouting background. Even someone who may be a dedicated volunteer sees Scouting from an entirely differnt perspective. Do not think it is workable.
emills 1 year ago
I have run into the same problem when trying to "vote" on an item i know that i have not voted on previously!
emills 1 year ago
Because of the confidentiality of adult applications we no longer provide them to the advancment committees. the complete application comes into the Registrar witht he merit badge information sheet. the information sheet is stamped and initialed and sent on to the advancment committee. The adult application is signed by that districts executive and entered in the system as a 42. if rejected by the advancement committee the info sheet is dated and initialed by the advancment committee chair for the district they would then be removed (expired) from Scoutnet as a councelor until the provide enough info for the committee to accept them as a councelor. the info sheet provides all the personal information a committee needs for their records. It also means tht the CBC is completed in a reasonable amount of time.
emills 1 year ago
This would be a "time bomb"! All a unit needs to do is email the information to the council registrar, and the changes would be made. While it might be more convenient how could the registrar be held accountable for the information found in each unit if the unit can go in and update personal information. How could a membership audit be completed if you allow the units to take off an individual just because they stopped showing up! They paid their fees and should show until the next recharter - who knows maybe they are in the process of transferring to a new unit.