2007 Quality District
A 2007 Quality District

Unit Management Software Guidelines

Use one of four approved versions available that are compatible with ScoutNET

There are four ScoutNET compatible software programs listed below; the acceptable version numbers are:

*Versions earlier than these will not work with the ScoutNET interface.

Steps to prepare for the use of Unit Management Software Interface:

  • Prior to submitting the initial Advancement Report by disk the unit should request a Unit Roster Report and a Unit Advancement Report from the Council. Use the unit roster to verify names on their Management Software Program, check spellings, JR"s, nicknames, etc., the unit list must match the Council Roster. All Scout ranks should start with "Scout" which was not required on the old system.
    Be sure to watch from dumb things like that the Charter Org. name matches what the office has. (St. Christine Roman Catholic Church is not the same as St. Christine's Catholic Church!)
     
  • Submit paperwork with appropriate signatures and dates to document the awards along with a disk containing the current advancements. Disk must be clearly identified with Unit Number and District. Disks will not be returned to the unit!
     
  • You must use your 4-digit unit number or the system will not be able to identify your individual unit.
    4001 for a pack or troop in Arrowhead
    9001 for a pack or troop in Whispering Pines
    3001 for a pack or troop in Headwaters or Grand River
    Example: Cub Pack 24 in WP is actually 9024 while Troop 115 in WP is 9115.
     
  • Youth added to the units Management Software MUST be listed according to the information on their membership application submitted to the Council Office.
    Ex. Joe Smith Jr will not be recognized if the troop has submitted Joe Smith and the advancement will not be accepted.
    Check and see if your software has something like an "Additional Enrollment Report." This allows you to send Ethel a file of new Scouts and Leaders to automatically update her records. This way your stuff is exactly what the council has. (typos and all)
    ==> Advise your scouts applying for Camp Staff or National Trips, etc. that their application must be filled out EXACTLY as the Council has them recorded! While Ethel's good, and figured that "Joe" who was applying for a position might be "Joseph", If you use "Dutch" because that's what everyone calls you, Ethel may not figure out you're actually "Dustin".
     
  • We've also discovered that the SN2k software does not have provisions for automated "change of position" or changes of address or phone or other information between recharters, like if you reorganize some volunteers after new adults come on board in the fall. These must be processed the old manual way with Ethel.
    ==>As the District and Council are sending more and more direct mailings to the scouts it becomes increasingly important for you to keep you members' address current.
     
  • It is the unit"s responsibility to turn in to the Scout Office the paperwork for Achievements earned with appropriate signatures, etc. Units using "UMSI" system will be notified of any problems that exist in their Advancements.
    Also, If you have to purchase advancements at another council, be sure Ethel gets a copy of your 4403 as some councils do not forward out-of-council reports to their home councils.
     
  • You may have noticed that with the advent of SN2K, it seems like National has been revising all the forms, especially Applications. While our dearest Registrar will not send you away to get new forms, it makes her job easier if we're all using current Application Forms. These are:
    No. 28-102H Pack Application 2.9MM501
    No. 28-209Q Boy Scout Application 1.4MM501
    No. 28-303C Venture Application 700M501
    No. 28-501T Adult Registration Application 1.94MM701

Thanks for keeping current.

If you have questions please contact Ethel at the Scout Office 330-898-8474 x 25 or 1-800-234-7268  

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