Internet Advancement Great Southwest Council Boy Scouts
Internet Advancement Features Simple and intuitive interface Works from any Internet-connected PC with Internet Explorer JavaScript, Popups, and Cookies must be enabled You may need to add www.gswcbsa.org to your trusted sites A.pdf reader/print program is also required
Internet Advancement Benefits to Scouting Troops/Units Unit enters its own advancement records Unit prints a convenient advancement report Unit can print a purchase list Unit can obtain a current unit roster Unit can list unit advancement history Option allows data upload from Troopmaster, Rank N File, Scoutmate, or Scoutsoft
Internet Advancement Benefits to the Council Youth member records are updated Advancement statistics are current Record keeping is simplified for all units Data entry is reduced
Internet Advancement Troops, Crews, Teams and Ships should submit an advancement report monthly before the end of each month, or more often if needed The Unit must submit one final report in December Council advancement procedures and guidelines remain the same
Internet Advancement Ranks and Awards Nominated awards, such as meritorious action awards, can t be entered Ranks must be submitted in sequence based on unit type and program Eagle Ranks can t be entered Eagle Palms can t be entered
Internet Advancement Where to find it: Great Southwest Council http://www.gswcbsa.org
Internet Advancement What you need to begin: Unit ID number Obtain from Council Office Your Unit type Designated Troop/Unit Advancement Processor
Welcome Page Step 1: Register or Login as a Returning User
Step 1: Register or Login as a Returning User First Time User: Appoint a Unit Processor for the Unit Obtain a Unit Id Number from Council Office Unit Processor must provide an email address and phone number Create a password Press First Time User
If You Are A New User Registration Page: Enter Unit ID Unit Type Unit Number Read Confidentiality statement
New User Next Step Type in Registration information and Password click on register button Load Roster Screen will appear
Step 1: Register or Login as a Returning User Returning User: Click on Returning User Enter your Unit Id Number Enter your password Click on Log In button
Step 2 (a): Load Roster Internet Advancement has three stages; each is explained on this page.
Step 2 (b): Load Roster Load Roster offers two options to unit processors: Load the unit roster from council information; or, upload an advancement file from unit-management software, which matches against the council information.
Step 3: Update Members Once the unit roster is loaded and displays the unit members, Select Members for Advancement allows the entry of ranks, badges, and awards. Reports and other features are also available from this page.
Select Members for Advancement after Loading Roster
Step 4: Enter Ranks, Badges or Awards
Step 4: Enter Ranks, Badges or Awards
Step 4: Enter Ranks, Badges or Awards
Multiple Person Entry: Step 1 Select Multiple Selection Select Item to Record
Multiple Person Entry: Step 2 Enter Date the item was earned Select one or more youth members to be recorded with the same the badge and date
Step 5: Submit Report Submit Report reminds the user to review the draft Advancement Report.
Step 6: Confirm Advancements Advancement Report Boy Scouts of America Unit: Pack 0000 Chartered Organiza=on: (chartered organiza=on name) District: Happy Trail Council: Unit Expire Date: 12/31/2008 Processor: (processor name) (e- mail address) 000-000=00000 Date SubmiGed: Date Awards Needed: DRAFT VERSION: This is a dram report only and cannot be used for unit advancement. You must Submit this file to obtain the final version of your unit Advancement Report. No new achievements were recorded for this unit during this session. Total different youth 0 Qualified for 0 rank(s) Total different youth 0 Qualified for 0 ac=vity badge(s) Total different youth 0 Qualified for 0 award(s) Before unit advancement is submitted, the unit processor views the entries in a draft version to confirm that selections made are correct.
Step 7: Submit Report and Print the Advancement Report Once the Advancement Report is submitted, the unit processor prints the report. The report is in PDF format and can be saved for the unit s record.
Step 8: Sign Advancement Report Advancement Report lists procedures, provides for certifying signatures and lists each member s advancement.
Advancement Report for Boards of Review Advancement Report must be signed by members of the Board Of Review: Option 1: Conduct Board of Review, print advancement report from Internet Advancement program and obtain appropriate signatures. Option 2: Conduct Board of Review, have Board of Review members sign an supplemental Advancement Form with Scouts name, rank, and date.
Advancement Report for Boards of Review Option 2 Details: Conduct Board of Review Have Board of Review members sign a supplemental Advancement Form with Scouts name, rank, and date Import Board of Review information into Internet Advancement program and print advancement report Staple the two Advancement Forms together and submit the forms to the Scout Shop to obtain the awards
Advancement Report for Boards of Review Option 2: Supplemental Advancement Report Form
Step 9: Submit Printed Report to Scout Shop to Purchase Awards
Other Functions and Reports : Review Unit Roster Unit Advancement Summary Member Summary Print Membership Cards Start Over Internet Advancement
Review Unit Roster Units will obtain helpful reports from Internet Advancement, including the Unit Roster, which will list the adult and youth members from current ScoutNET data. The Unit Roster Internet Advancement, including the Unit Roster, which will list the adult and youth members from current ScoutNET data. The Unit Roster will include ScoutParents and the ScoutParents Unit Coordinator.
Unit Advancement Summary Unit Advancement Summary lists all youth members with advancement earned in the unit type and is updated each time the Load Roster process is completed.
Member Summary Individual member Advancement Summary Report may be printed for one member, all members, or selected members of unit. The selection for the report is made on this page.
A feature of Internet Advancement allows the unit to obtain temporary membership cards with the member name, unit position, and member ID number. Print Membership Cards
Unit processors handle their own needs online, such as changing passwords and e-mail addresses. Unit Managers
Start Over Feature Internet Advancement permits a unit processor to Start Over with a new Load Roster, which refreshes the member information. Advancements not yet submitted will not be saved unless you submit before you start over.
Easy to use Help documents assist the unit processor with understanding how Internet Advancement works. Understanding the Site
Internet Advancement A link to Frequently Asked Questions appears on each page.
Frequently Asked Questions 1. What is the difference between the buttons First Time User and Returning User? First- Time User takes the user through the Internet Advancement registraion process. This is the choice users should make if they haven t previously registered themselves as the unit advancement processor or are replacing a processor and need to create a new profile. Returning User takes the user to the Log In page. This is the choice users should make if they have already registered themselves as the unit advancement processor and, thus, already have a password.
Frequently Asked Questions 2. I am the unit advancement processor for another unit. Should I choose First-Time User or Returning User? The user will have to go through the First- Time User process for every unit for which they are the unit advancement processor. That is because they are both registering themselves and the unit for Internet Advancement. For example, Bob is the unit advancement processor for a pack and a troop. Registering for the pack does not register the troop in any way. Bob will sill have to go through the First- Time User link to register the unit and himself as the unit advancement processor.
Frequently Asked Questions 3. I was the unit advancement processor for my unit for the last charter. Should I choose First-Time User or Returning User? Once you are registered as the unit advancement processor, you use the Returning User log in. You will need the Unit ID and password. As long as the unit is an acive, registered unit of the local council, Internet Advancement will be available for use. 4. Q: What is the unit advancement processor privacy policy? Every page on the site contains a link to the Privacy Policy in the footer. 5. I think I have entered everything correctly to log in, but Internet Advancement is telling me that these three pieces of information do not match a valid unit. Why? Make sure that the unit advancement processor is using the full four- digit number. Some units will refer to themselves as Unit 71," while the council has them as registered as Unit 4071.
Frequently Asked Questions 6. When is Internet Advancement available? Units are only eligible to use Internet Advancement while they are acive, registered units of council. While there is no limited access window as there is with Internet Rechartering, a unit that drops can no longer log in to Internet Advancement. Once a unit is renewed, then their unit advancement processor can log in. Internet Advancement is available at all Imes except during brief periods for maintenance. 7. I lost my unit ID. What can I do? Call your local council. They have the ID numbers. 8. I forgot my password. What do I do? Select the Forgot password? link. The new password is sent by e- mail. The password is case sensiive and must be entered exactly as shown. You can copy the password from the e- mail and paste it into the Password field at the Returning User log in screen.
Frequently Asked Questions 9. At the Update Member screen, how can I see all current members of my unit? Click Review Roster to view the current unit roster, including the adults. You must have Acrobat Reader to view this file. The unit advancement processor can see all currently registered youth members of the unit. If someone isn't shown, then they are not registered in this unit. The appropriate applicaion may not have been approved and turned in to the council, or the processing of the new registraion may sill be underway. 10. Can records for adult members be updated through Internet Advancement? No. Only youth member records can be updated through Internet Advancement.
Frequently Asked Questions 11. There are some members of my current unit who are not appearing on the Update Member page. Why not? There are a couple of likely explanaions: The member was entered aber the Internet Advancement data was downloaded from the council to Internet Advancement for this unit. - - OR- - The member was never registered in this unit through the council. If the unit data has been downloaded for some Ime, addiional new members who were registered will not appear unil a new Load Roster is done. If the member has never been registered, the approved applicaion must be submiced to the council for processing.
Frequently Asked Questions 12. I was unable to complete Load Roster and received an error message. What should I do? If an error occurs during Load Roster for Internet Advancement, you may try again later. If there is sill a problem, please contact your council and provide the exact message received. If feasible, you could copy the message and put it in an e- mail to the council. 13. What information do I need to have before I begin to enter advancement? We recommend that you gather all the required informaion, including youth advancement records and merit badge applicaions with appropriate signatures, before beginning this process. You must complete Internet Advancement on a computer connected to a printer.
Frequently Asked Questions 14. Are there any restrictions on dates that can be entered as the date earned for a rank, merit badge, or award? Yes. You can only record dates for the current or previous months. You cannot record future dates. This applies to both new dates and changes to exising dates. If a unit is past its expiraion date but has not dropped, the unit may only enter dates that are before the unit expiraion date. Current month entry is blocked on expired units. Dates are entered in mm/dd/yyyy format. 15. What member history do I see in regard to any previously-earned ranks, merit badges, and awards? You will see all ranks, merit badges, and awards earned by the member that are relevant to your unit type (pack, troop, team, crew, or ship). This is not a full history on the individual, which are all ranks and awards earned since joining ScouIng. If it is on the pick list for your unit to select, then it will be shown on the member record and in the Unit Advancement Summary. Cub Scout packs will have ranks and awards only with these ranks and awards segmented by program level (Tiger Cub, Cub Scout, or Webelos Scout). The award choices displayed will be appropriate to the member s program level. Boy Scout troops, Varsity teams, Venture crews, and Sea Scout ships will have ranks, merit badges, and awards.