Here are some more details to answer your questions. It is important to distinguish ScoutNet (Aleka) from ScoutBook and My. Scouting. My understanding is that ScoutNet is the current BSA registration data base. Access is limited to specific functional positions of registered Scouting personal. ScoutBook is a different tool, that is used by scouts, unit leaders and others, to help deliver the Scouting Program. My.Scouting is a system that stared out as the front-end of the online training system, but has morphed into other areas.
I use the Print Registrant Selections report on ScoutNet and select position code 42, Merit Badge Counselors. You must have specific access to get to this report. It includes address and other pertinent data that I need.
After download, my program matches the downloaded ScoutNet data against my current MBC DB. It automatically updates things like YPT dates, etc. If anyone is missing from ScoutNet, they show up as not having a matching record. We have not had problems with people “disappearing” from ScoutNet. Could you have been looking at ScoutBook data? ScoutBook will omit a person if their YPT has expired, but that is a different issue.
James, The “white sheet” (MBC Info sheet) is routed to me. I can see their background check status using ScoutNet. If someone is dropped, they don’t download from ScoutNet and I see that in my DB because their record didn’t match. The MBC Info form, or “white sheet” as you call it, is routed to me. I enter the counselors into my DB from the white sheet, by matching them to their downloaded Print Registrant Selection data. If they aren’t registered as an MBC, they are not in the download, and I don’t enter them into my DB. Our MBC Info form has a place for them to enter their unit number, and I put that into my DB.
While they are officially registered at the District level, most are associated with a specific unit. This is collected off the MBC Info form. This makes it easier to distribute renewal letters and keeps the units aware of counselors that are active with their unit. I generate a list of the counselors associated with a unit, and email that to the unit leader and committee chair a couple of times a year.
The distribution of the Merit Badge Counselor list is consistant with previous, printed versions. It includes the name, phone number, associated unit and badges for counselors. No other personal information is included on that list.
I have checked that occasionally. It has always matched so far. I used an Excel spread sheet to check that the records matched.
As for the “ChangemyEmail@scoutbook.com” or “email@example.com”, those are caused because ScoutBokk REQUIRES that the email address for each user be unique. If a person registers on Scoutnet twice (forgot their first login/password and created a duplicat account with the same Email), then you get this error. If a family decides to share an Email for all scouting, you get this error. It is a pain to clear. You will need to work with the ScoutBook support team to resolve these problems.