*I would like to verify the correct process for removing someone from a position in my.scouting. We are having issues with leaders being greyed out and showing either membership or position expired and not being able to do anything with them filling a spot. Leaders who have expired I kind of understand, not being able to move them anyway, but why cant they be removed from a position? We also have leaders who we have expired their position, but they are still registered, and are now stuck in that position. If expiring a position is not an appropriate way to remove someone why it it available as an action, and what should it actually be used for? Is there a current tutorial on how to reassign positions? ( I was not able to find one in a quick search)
Thank you!*
@JasonCostarakis this is more of a council question.
What I do understand is this - John joins a unit till 2/1 and has a 60 day grace period after that - so as long as YPT is good he has to be in the unit unless council intervenes. So sometimes you can just change their position to something else, BUT sometimes the grace period freezes that.
Council can intervene and solve things it seems.
@JasonCostarakis Is this for a registered position or for a functional role?
Jennifer,
The current issue is for a leader who is in both our Pack and Troop, exiting the Treasurer position. Our COR ended her position, and it now shows her as position expired and unable to be removed to put someone else in. This has been referred to Council as I understand from reading many other posts it has to be fixed there. My interest is in if this was something preventable as a process problem and how to guide folks and prevent future issues as I do council level unit platform use support.
So the question is what is the correct way to remove someone from a position? If ending their position is not the correct way any longer (used to be in legacy Scoutbook) what is that feature still there for?
Thank you!
@DonovanMcNeil I understand from reading other threads this is a council level correction issue. What I am looking for is information on the correct way to remove someone from a position to not create problems, and for resources I can share to support that goal. I help my Council with unit level platform use support so want to be able to help prevent the need for support calls.
This case is a fully registered and multiple unit registered Adult being removed from the Pack Treasurer position by having the position ended resulting in her being greyed out as position expired and stuck in the single slot preventing a new assignment. Yes Council will need to fix it, but was it preventable?
@JasonCostarakis so was the person out of the registered dates before the position was tried to be changed?
@DonovanMcNeil the person is currently registered in both the pack and troop. The COR tried to remove them from Treasurer in the pack, and they are also a Den Leader. The attempted removal was performed by ending/expiring the position, which resulted in them still being there but showing expired and not being able to be removed.
@DonovanMcNeil I was just given COR Delegate and was able to add this person to the digital product sales manager position and then expire them. The issue seems to be why is expiring (the terminology listed for the action) someone who is currently registered is getting them stuck in a position. Also a serious DEV question is why is someone expired stuck in ANY position? Being expired at all should automatically bounce someone by my way of thinking.
Yeah and those are all council questions - none of the team that deals with that is on the forums - they only listen to issues sent in by councils
I believe you could used the opt out flag if they want to be completely removed from the unit.
@JasonCostarakis The problem is created by the grace period. Currently, a functional role or registered position expired sometime this month will show as expired but remain in the system until the grace period expires, which is the start of the second month after the expiration. For any expiration in March, the grace period ends May 1st.
Sometimes the system allows the unit to add a person to a position / role when there is already someone there; other times, registrar intervention is required.
Rumor has it that the grace period will sunset sometime in 2026.
I advise CORs / COR delegates as follows when they become aware that a registered volunteer is no longer performing their current position and/or may not be renewing their membership:
a) reassign the volunteer to the unit scouter reserve position; this can be done until the individual membership expires
b) mark opt-out on the roster; this can be done during either the unit renewal or the individual membership renewal period; take this path only when certain they intend to end their affiliation
In my experience as a commissioner, having the system showing expired leaders on the roster during the grace period particularly causes confusion among units that are lean on registered leaders. The system prevents roster changes when the unit falls below the minimum threshold. So troubleshooting step one is to ensure sufficient paid adult members (5). And step two is for the COR (or COR delegate) to assign them to the required positions (COR, CC, CM/SM/NL, DL / MC / NMC).
The current system design is particularly burdensome when making changes to new units formed under the 3x3 model. That situation invariably requires council registrar involvement.
