Summer Camp 2020 + UseLetter 4 - 60% Capacity Rule, Deadline Reminders, Pre-Camp Swim Tests

The online merit badge system is now ready to process payments.
The help files on how to manage payments are below should you need them.
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Upcoming Deadlines

• 60% Capacity Rule – Due Thursday, March 12
• Early Bird Payment - $110 per Scout – Due Thursday, March 19 (EXTENDED DEADLINE)
• Payment 1 - $115 per Scout – Due Thursday, March 26

Technical Questions Regarding Summer Camp Systems

• Jason Coe is your first line of support for all technical questions regarding Summer Camp Systems (online payments and online merit badge enrollment)
• His email is scshelp@summercampsystems.com.

Reminder – 60% Capacity Rule

• Remember, your payments should be equal to exceed the amount equivalent to 60% of the campsite’s capacity.
• If you notify us, by March 12, that your unit will use less than 60% of the campsite’s capacity and you are willing to share your campsite with another unit, we will waive the 60% capacity rule for your unit.
• Please email Kristina Edmondson (kristina.edmondson@scouting.org) to alert us if this applies to you.
• Here is a link to Unit Estimated Attendance Chart. It shows the capacity of the campsite, the 60% capacity, and the camper attendance estimate you provided when you made your campsite reservation.
• There is a page per week of camp in the Unit Estimated Attendance Chart.
• The units who have informed us in writing that they will use less than 60% of the campsite’s capacity and are willing to share the campsite with another unit are highlighted in blue.

Kick-Off Meeting Follow-Up

• If you missed the Kick-Off Meeting, you can watch the video of our live stream.
• Here’s a link to the presentation slides referenced during the meeting.
• Leader Guide
• Scout & Family Guide
• Merit Badge and Activity Schedule

Pre-Camp Swim Checks

• A list of pre-camp swim checks can be found here.
• Scouts participate in pre-camp swim checks with their unit not as individuals.
• Units must make a reservation for pre-camp swim checks by calling the Scout Office (336-378-9166).
• Most pre-camp swim checks are free, but some do have a cost associated with them. Please note those and follow the established process.
• The purpose of pre-camp swim checks is to conduct the swim check for summer camp. It is not a unit free swim event.
• Adult leaders who are Swim and Water Rescue trained may conduct swim checks for their own units.
• The Swim Check Unit Classification Report can be found here.
• You can schedule your own pre-camp swim checks following these swim check guidelines.

Pre-Orders

• We will only accept pre-orders for units only.
• You will submit your order via the web by Thursday, May 14.
• The camp store can be found at store.csr.camp.
• Here’s a link to an individual pre-order form you can use to collect individual orders within your unit

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 scshelp@summercampsystems.com, but uploading to the system directly is more secure.
  • If you need assistance, please contact our technical consultant, Jason Coe, at scshelp@summercampsystems.com.
  • 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)

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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