Welcome! This forum has a treasure trove of great info – Scouters helping Scouters! Just a heads up, though - all content, information, and opinions shared on this forum are those of the author, not the BSA.
BOY SCOUTS OF AMERICA

Scouting Forums

Online Registration for Multiples with $0.00 Fee

We are adding approximately 27 youth and 15 adults as Multiple Registration to another troop. These are not Transfers, and all of the existing registrations in the primary units are in good order. The Online Registration would be a huge time and error saver, and the process seems to work flawlessly if there is any small fee (like adding the prorated Boy’s Life) so that a credit card is used for that small amount. If there is any payment, the app quickly appears for review and acceptance by the 2nd unit, and the process is great. However, since most of these Multiple registrations have $0.00 fee, the system seems to get hung up on this. About the best we could do is get to a “Pending Payment” step, even though no payment is due. It seems like in this council, we are all still fairly low on the learning curve for Online Registration. Is there some glitch in this process for a $0.00 fee? Is there something that someone in the council level needs to do to push a $0.00 fee past the “Pending Payment” step?

1 Like

This would be great. Makes sense, right? Not supported with no publicly communicated commitment on timing. :frowning: Your only “electronic” option is to fill them out with a PDF editor, save them, and send them to your registrar via email. I think our registrar also has a dropbox account.

P.S. Why are you doing such an huge multiple registration effort? Very intriguing!

So do I understand you correctly in that it is just the $0.00 fee issue that is not supported with no commitment on timing? I assume you are not saying that the Online Registration doesn’t accept Muliple Registrations , in general. The reason I ask is we did have several people in our council suggest that it is the Multiple Registration that is not supported by Online Registration, but I passed along the following info (which I hope is accurate):

From the August 2020 version of the Online Registration Unit Guidebook (p.2):

The Application Manager:

Collects completed applications from new youth and adults or those with current registrations who are registering as multiple in another unit for the first time;

  • Youth and adults who use this system should be new to Scouting or be currently registered in a unit and applying to multiple in a different unit than the one in which they are currently registered. This system is not designed to register position changes in the same unit, transfers, or youth or adult renewals.

Regarding the reasons for doing all the multiple: I was hoping to avoid explaining it for fear of this spiraling off on a tangent issue. We have three troops “temporarily” combining for a variety of reasons. We are still rechartering in the primary unit, but might make this permanent a year or two from now.

Thanks for your quick response,

Well, it is good to hear if it really is supported, but we have been asking for it for a long time, and they continue to say “not yet”. So, maybe it just hasn’t been communicated (maybe just I haven’t heard, and everyone else has?).

Matt, since that Guidebook was just recently updated in August, it might be a fairly new change.
As you are probably aware, the page with “Information About Online Registration for Councils and Unit Leaders” can be found at:


and the link for the Unit Guidebook is referenced on that site at the link:

We had really not tried using it before, but with over 40 apps to process, and my laziness as a driver to find the easiest process, I was hoping this would work. Given that it has worked fine for those with any payable fee, is there any suggested place to turn for clearing up the $0.00 fee glitch for the remaining apps?

Thanks again,

Matt, one of the big advantages with the online registration is that if we have the BSA Member ID, much of the info prefills correctly, and it gets processed correctly and almost immediately. You might be correct that for the $0.00 fee apps, our only “electronic” option is to fill them out with a PDF editor, save them, and send them to our registrar via email. If that is the case, it appears that, in the Filestore, only the Adult Application is an editable pdf, where the youth app needs to be printed, filled out by hand, and scanned. Is this correct?

There is a known issue with $0 fee applications. I have been told that they are working on it, but I do not know when it will be fixed.

1 Like

Please don’t get the wrong impression. I wish they would fix all of this. It is very very very frustrating for the scouting fees to go up, for them to charge an admin joining fee, and then have systems that would be considered unacceptable 10-15 years ago.

The BSA seems to have little concept of productivity. They could reduce staffing and/or increase customer service if they got some of these most basic systems in working order. They just don’t seem to have the vision, the will, or the leadership.

PS It is great to hear that they may have the additional positions now supported. If they had any concept of where things should be, they would fix transfers before 12/31/2020 in time for cross overs. To think people have to do signed paper forms for crossovers. I wonder how many Webelos just don’t get proceeded into a troop and “oh well”.

No worries. We are all in this together, BSA Staffers included. Like I said, I’m just highly motivated by my own laziness to always try to find the best (translated: easiest and least error-prone) path for anything like the applications.
I did want to verify the info about the Youth Applications not being available as an editable pdf.

You might be correct that for the $0.00 fee apps, our only “electronic” option is to fill them out with a PDF editor, save them, and send them to our registrar via email. If that is the case, it appears that, in the Filestore, only the Adult Application is an editable pdf, whereas the youth app needs to be printed, filled out by hand, and scanned. Is this correct?

1 Like

National only seems to have a non-fillable, but you could try this one

Even the Advancement Report (34403) in non-fillable. So I spent some time and created a version in Word that looks close enough. I use it with both my troops and fill in the upper section like number, district leader, etc. Edit it once a year after recharter to match expiration date.

@MichaelMcGehearty If you get the Unit Advancement Report (form 34403) from the following website, it is a fillable pdf:

https://www.scouting.org/resources/forms/

We have been very happy with the way Scoutbook automatically completes the Advancement Reports. As long as a little care is taken to keep the Needs Approval and Needs Purchasing reports up to date, the Advancement Reports have been great.

Back to the topic of Online Registrations for Multiples with a $0.00 fee. I emailed the Manager of Member Applications on the BSA IT Team. He was very responsive, and they have been aware of the issue with the $0.00 fee. The good news is that this issue was actually currently being worked and is in QA this week, and he was hopeful that there may still be a fix as early as this week.

2 Likes

Awesome news. Thanks for the update.

Jennifer,
Back when I initially created my Word document version in 2016 the Unit Advancement Report available from the National Web Site was NOT fillable. I have been updating as necessary with each change in the 34403B.pdf document (Latest in 2019).
So NOW it is available as a fillable pdf, that is good news.
However usually with pdf’s there is a little bit more work required to save an edited copy, so for now I will still use my Word document. (In addition I am much more comfortable using Word.)
Thanks for the help

1 Like