Application Manager District Overview What the New Online Registration System Is An alternative to traditional paper applications for registering youth who are new to Scouting The next step in reducing the amount of paper you must handle ID: 706813
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Slide1
1
Invitation Manager &
Application Manager
District Overview Slide2
What the New Online Registration System IsAn alternative to traditional paper applications for registering youth who are new to ScoutingThe next step in reducing the amount of paper you must handleA work in progressNew system to track BeAScout Leads(BeAScout pin management is still unchanged.)2Slide3
What the new online registration system is not (currently)MandatoryAvailable for adult applicationsUsed with Learning for Life units (including posts)Used to renew membership as a part of the recharter processUsed to transfer people from one unit to anotherUsed when forming a new unit3Slide4
Key Deadlines in the systemNew leads (requests for information) must be handled within 5 daysNew applications must be accepted or rejected within 8 days of applicationEntire process including payment processing by council office done within 60 days of applicationIf payment is made by credit card, nothing to turn in to councilBe sure to give office staff a reasonable amount of time to process payment (No payments at 4:59PM on day 60, please!)If day 60 is a weekend or holiday, payment must be processed before the start of the weekend or holiday4Slide5
Login to my.scouting.org5Slide6
Open your district or council menu…6Slide7
Invitation Manager7Slide8
Who has access to Invitation Manager?8Unit positions that have full access to the Invitation Manager Dashboard to add leads, manage inquiries from prospective Scouts, and send joining invitations:Chartered organization representative (CR)*Committee chair (CC)*
Unit leader (Cubmaster, Scoutmaster, Crew Advisor, Skipper, Coach)*
Institutional Head/Chartered Organization Executive Officer (IH)
New Member Coordinator (NM)
* = Members of the Unit Key 3
The Unit Key 3 can assign a “Registration Inquiry” functional role to other unit volunteers who need
read only
access to view lead status and submitted requests. Slide9
Who has access to Invitation Manager?9District positions that have access to the Invitation Manager Dashboard to add leads, manage leads assigned to the district, and monitor leads assigned to units:
District committee chair*
District Commissioner*
District Executive/Senior District Executive/District Director*
District membership committee chair+
* =
Members of the
District Key 3
+
=
Assigned in Organization Security ManagerSlide10
Who has access to Invitation Manager?10District positions that have read-only access to the Invitation Manager Dashboard to view leads:District Membership Committee Member+
Registration Inquiry+
Unit Commissioner
Assistant District Commissioner
Roundtable Commissioner
Assistant Roundtable Commissioner
+ = Assigned in Organization Security
ManagerSlide11
Invitation Manager11Slide12
View By Status12Slide13
Invitation Manager Status Definitions – Action RequiredNew – Request from BeAScout that has not been opened. Action is required by the unit.Opened – Request has been viewed or entered manually. Action is required by the unit.Pending Reassignment – Request has been sent up to district or council for assignment to a unit. Action is required by the district or council.13Slide14
Invitation Manager Status Definitions – Action CompletedInvitation Sent – Email invitation sent with link to online application.Completed – An invitation has been sent and opened and the person has initiated an online application.Closed – Request either timed out after 60 days of inaction or was manually closed.Note: Although nothing more needs to be done with the lead in invitation manager, comparing names in these lists with the list of active applications and current members may still be useful.14Slide15
List of Open Leads15Slide16
Lead Detail16Slide17
View By Status17Slide18
List of Applications Requiring Reassignment18Slide19
Lead Detail19Slide20
Application Manager20Slide21
Key Unit Roles in Application ManagerFull authority to accept or reject a youth application is given to:Unit Leader (Cubmaster, Scoutmaster, Crew Advisor, Coach, or Skipper)*Committee Chair*Chartered Organization Representative*Institution Head (Executive Officer)Read-only access is granted to:Unit Membership Chair+Registration Inquiry+ * = Members of the Unit Key 3 + = Assigned in Organization Security Manager21Slide22
Key District Roles in Application ManagerAuthority to reassign applications that have been sent to the district (and view others) is given to:District committee chair*District Commissioner*District Executive/Senior District Executive/District Director*District membership committee chair+*
= Members of the District Key 3
+
= Assigned in Organization Security
Manager
22Slide23
Key District Roles in Application ManagerRead-only access to applications within the district is given to:Registration Inquiry+District membership committee member+Assistant District CommissionerUnit CommissionerRoundtable Commissioner
Assistant Roundtable Commissioner
*
= Members of the District Key 3
+
= Assigned in Organization Security
Manager
23Slide24
Application Manager24Slide25
Application Manager Youth Status25Slide26
Application Manager Status DefinitionsPending acceptance – Application needs to be reviewed and a decision made to accept, reassign, or decline the applicant. Unit action required.Pending unit email – Application has been accepted and payment processed and is awaiting a nightly process that sends out an email welcome message. No further action is necessary.Pending reassignment – Application has been reassigned to the district or council and is awaiting district or council action. 26Slide27
Application Manager Status DefinitionsPending Applicant Agreement – Application has been reassigned to another unit and the unit is awaiting applicant agreement to the reassignment.Pending Applicant Response – Applicant has been sent a message asking for additional information or clarification.27Slide28
Application Manager Status DefinitionsPending Payment – The applicant has been accepted and selected to pay by cash or check. The unit must collect this money and turn it in, along with the invoice showing the record locator, to the council office for processing so that the application can be completed and a welcome packet can be sent.Pending Refund - The applicant paid by credit card and has either withdrawn their application, was not accepted or has timed out of the system. The council must initiate the refund.28Slide29
Application Manager Status DefinitionsPending Review – The applicant was not accepted by a unit and is awaiting council action to either reassign them to another unit or deny their application and refund any money paid.Completed – Applicant has been on-boarded and all welcome emails have been sent. Applicant is a member!Closed – Application was closed because the applicant withdrew the application, the unit did not accept it, the application timed out, or the applicant turned in duplicate applications.29Slide30
Applications Pending Acceptance30Slide31
Individual Application Pending Acceptance31Slide32
Individual Application Pending Acceptance (scroll down)32Slide33
Print Application33Slide34
Review Application Main Screen34Slide35
Review Application Detail Screen35Slide36
Review Application Detail Screen36Slide37
Review Application Main Screen37Slide38
Individual Application Pending Acceptance38Slide39
Print Invoice39Slide40
Applications Pending Acceptance40Slide41
Application Manager Youth Status41Slide42
Applications Pending Reassignment42Slide43
Individual Application Pending Reassignment43Slide44
Reassign down…44Slide45
Invitation Manager tl;drDistrict Action Needed:Pending ReassignmentUnit Action Needed:NewOpenedRecommended Monitoring:Invitation SentCompletedClosed45Slide46
Application Manager tl;drDistrict Action Needed:Pending ReassignmentUnit Action Needed:Pending AcceptancePending PaymentApplicant Action Needed:Pending Applicant AgreementPending Applicant ResponseRecommended Monitoring:ClosedPending Refund or Pending Review46Slide47
47www.Scouting.org/onlineregistrationTrainingGuidebooksChecklistsSlide48
48Local information about Occoneechee council’s configurationFrequently asked questionsCopy of this presentationwww.ocscouts.org/onlineregistrationSlide49
49Address sent to all new members upon completion of registration processUnit must have approved applicationPayment must have been processedwww.ocscouts.org/newmemberSlide50
ContactsTiffany Adams, Occoneechee Council Registrartiffany.adams@scouting.org919-872-4884Todd Taft, Occoneechee Council Volunteer Leadtaft@unclet.net972-408-5112BSA National Service Center & IT Supportmyscouting@scouting.org972-580-248950Slide51
Occoneechee Invitation Manager Statistics as of Oct 25, 2017387 Applications sent to Leads123 Other leads closed586 Leads timed out79 Leads waiting on unit in Invitation Manager93 Leads waiting on district in Invitation Manager51Slide52
Occoneechee Application Manager Statistics as of Oct 25, 2017254 New Scouts have joined the program14 Other Applications closed10 Applications timed out61 Applications waiting on unit action3 Applications waiting on district reassignment1 Application waiting on applicant response3 Applications waiting on council action52Slide53
Questions???53