- Every registered unit leader and COR must have a valid email address in Scoutnet.
- Every unit must have a leader who updates their pin in BeAScout.org.
- Have good communication. Someone must be assigned to check regularly to see if applications are awaiting review and submission.
How to Prepare for Online Registration
- Complete Your Preparation Checklist: It is critical that you complete all items on the checklist for your Scouting role to ensure you are granted the necessary permissions to work within the online registration system. To have the appropriate access, your role, council name, and a valid email address must be listed correctly in your My.Scouting Tools profile.
- Please visit http://www.scouting.org/onlineregistration.aspx for checklists and instructions available for employees and volunteers at the council, district, and unit level.
- Review Training Videos and How-To Documents: Learn how to use the application manager, review an application, and process youth and adult applications by watching the training videos at http://www.scouting.org/onlineregistration.aspx. There, you’ll also find how-to documents that provide application manager and invitation manger instructions at the council, district, and unit level.
- Update Your “Contact Us” Pin in BeAScout.org: Unit leaders must update their pin in BeAScout.org. Instructions for unit leaders are available at http://www.scouting.org/onlineregistration.aspx.
- Need Help? An FAQ document is available at http://www.scouting.org/onlineregistration.aspx. For questions not answered in the FAQ, please reach out to your council online registration contact. If you need assistance completing the preparation checklist, please contact the Member Care Contact Center at email@example.com or 972-580-2489.
A Mini-lesson on the Language of Scouting
Scouting has a terminology all its own, so sometimes it is difficult to follow official instructions. The Council staff are happy to translate. Feel free to call or email us or stop by the office for help. The instructions often refer to the “Key 3.” In your ward, the first of those “Key 3” is your chartered organization representative, aka COR or CR. In units sponsored by The Church of Jesus Christ of Latter-day Saints, that is the counselor in the bishopric who is over Scouting, and it will be the same individual for Cub Scouts (8–10 yr old boys), Boy Scouts (usually 11–13 yr old boys), Varsity Scouts (14-15 yr old boys), and Venturers (16–18 yr old boys).
The other members of the Key 3 are the committee chair and the unit leader. In LDS units, a member of the bishopric will call the committee chair, who takes care of or assigns many of the organization details like calling meetings, registering youth and leaders, and making sure leaders are trained. The bishopric may call one individual for all four groups or as many as 4 different individuals. Most often in LDS units one person is called for the Cub Scout pack and another works with all of the units that serve boys 11–18 years old.
The unit leader is the Cubmaster, the Scoutmaster, the Varsity coach, or the Crew Advisor—basically the main leader who works with the boys on their activity night.
Each of the Key 3 has the right to designate other members of the committee as “delegates” who have the same leadership rights in my.scouting.org as the Key 3.
To make this designation, a member of the Key 3 will go to their own my.scouting.org account and select the “menu” button, click on the unit they want to to update, and select “Organization Security Manager.” They then select “Key 3 Delegate” and click on the green plus sign on the right side of the page. A list of committee members will appear, from which they can select
the right person. This will allow them to designate a specific individual to be in charge of registration.
That person who is in charge of getting people registered will then be able to send invitations to join the unit to new boys and leaders . Boys who live in your neighborhood will be able to find your unit by going to “Be a Scout” at scouting.org. The “Key 3” and their delegates will be able to see the online applications that have been submitted, review and approve them, and submit them to National.
Training is Available
Click on these illustrated instructions Instructions to manage settings to become familiar with the process. If you need help, your district staff member will be glad to work with you to get online registration running smoothly. As we discover weaknesses, we will work with the National help desk to find solutions. We invite you to partner with us by sharing your experiences. We will incorporate your suggestions and discoveries into our training and articles to make registration simple and painless.
Author: Susan Cheever | Utah National Parks Council Marketing Team Administrative Assistant