Summer Camp 2020 + UseLetter 3 - Early Bird Deadline Pushed Back to March 19

Based upon the emails I’ve received I did not do a good job explaining the online payment option during our kick-off meeting. In reviewing my notes and slides from that day, looks like I did not cover it at all. My mistake, my bad. I am sorry.

To allow everyone adequate time to prepare for online payments, communicate with families and the like, we will push the early bird payment deadline back to Thursday, March 19. All other deadlines remain the same.

We use our online merit badge registration system, Summer Camp Systems, to not only enroll Scouts in merit badges and activities, but also provide a means for you and parents to submit payments online.

You now have access to the online merit badge registration system for Summer 2020. As of now you can do one thing – create an account. You should do that now.
More than one person within your unit can have an account. You may want to have your treasurer, summer camp coordinator, Scoutmaster, advancement chair to have an access to the system.
By March 9, we will have loaded all of the Old North State Council scouts and their details Summer Camp Systems. We pull this data from ScoutNet after recharter. Going forward you will need to add Scouts who join your unit by hand.
Out-of-council units, we will provide you with an Excel template to collect your Scouts’ data so we can mass add your Scouts to the system as well. Details are below.
I will email you again, on or before March 9 to let you know the system is ready to take credit card payments. You can begin to make payments via check or face-to-face now.
Checks should be made payable to Old North State Council, 1405 Westover Terrace, Greensboro, NC 27408.
Remember the preferred method of payment is for you to collect funds from your Scouts and then the unit pays the council.

• The information regarding the online merit badge registration system is below.
• Please read and review.
• Please watch the help videos.
• While our program has many features, that make your and my life easier, it is not a Microsoft or Google product. You will need to read and follow the directions for it to work smoothly for you.

Online Merit Badge Registration System
 
Link to the Online Merit Badge Registration System
http://www.summercampsystems.com/onsc
 
Creating a User Account
If you are a returning unit, you already have an account.
If you are new to us, you need to create an account. Here’s how to create an account.
If you are new to us, this getting started page will be helpful to you.
 
Loading Scouts into the System

• In council units
  • By Monday, March 9 we uploaded all the current Scouts in your unit into the online merit badge registration system.
  • Going forward, if you need to add Scouts into the system, you will need to add them manually (like in the past).
  • You will need the following information
    • Scout’s First and Last Name
    • Scout’s BSA ID Number
    • Scout’s Gender
    • Scout’s Email
    • Parent/Guardian’s Name
    • Parent/Guardian’s Phone
    • Parent/Guardian’s Email
• Out-of-Council units
  • If your unit is returning the Cherokee, you may already have an account.
  • If not, you will need to create an account. Follow the directions above.
  • Complete the PersonImportTemplate.xlsx spreadsheet.
  • The spreadsheet is attached to this email.
  • The green boxes are required.
  • The yellow boxes are helpful but not required.
  • Row A includes directions.
  • Via the Online Merit Badge registration system, submit the file following this path Unit User > Other Items > Upload Files.
  • You can also submit your spreadsheet via email to [email protected], but uploading to the system directly is more secure.
  • If you need assistance, please contact our technical consultant, Jason Coe, at [email protected].
  • Please note, Jason is a traveling consultant. Sometimes he is out of the country. He will respond to you.

 
Paying for Scouts Online

• We will turn on the online payment tool on March 9.
• I will email you to inform you that the online payment tool is ready for start taking payments from you and your parents/guardians.
• The convenience fee for paying by credit card is 1%.
• Remember, regardless of your payment method, you must still indicate which Scouts have paid and the amount paid using the online payment tool.
• This link outlines how to use the online merit badge system to process your summer camp payments.
• This link shows you how to run your unit balance report.
• This link shows you how to run event charges transaction history report – a report that shows the individual payments for each Scout. It could function as a bill to give to parents/guardians.

Submitting Early Bird Payments and Payment 1

• REMEMBER, for Early Bird payments and Payment 1, you should us the Process Pre-Payments link.
• The image below highlights where to find the Process Pre-Payments link.
• This video shows you how to submit a pre-payment (Early Bird Payment and Payment 1)

Parents/Guardians Paying for Scouts Online

• Parents/guardians can pay their Scout’s summer camp fee using the online merit badge system
• Parents/guardians must create an account.
• Parents/guardians must know their Scout’s BSA ID.
• This link will walk parents/guardians through the steps of creating an account and submitting a payment.
• Parents/guardians can only make payments.
• All they can see is the payment window.
• We will only accept payment directly from parent/guardians via the online merit badge registration system.
• The convenience fee for paying through the online merit badge system with a credit card is 1%.

 
Registering Scouts for Merit Badges

• We will not begin to enroll Scouts in merit badges until the first weekend of April
• For groups coming to camp Weeks 1, 2, and 3, you will have access starting at 8:00 pm on Friday, April 3.
• For groups coming to camp Weeks 4, 5, and 6, you will have access starting at 8:00 pm on Saturday, April 4.
• These link shows you how to register for courses.
  • Running The Course Restriction Report  Download Video
  • Running the Course Totals Report  Download Video
  • Registering For Classes  Download Video
  • Running The Unit Schedule Report  Download Video
• Here’s a link to the individual merit badge registration form to help you collect your Scout’s schedules.
• If a merit badge section is full, use the My Requests function to add the Scout to the waitlist. Waitlist Request may not be acted upon until June 10.

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