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groups:dashboard [2025/01/22 10:04] – [Dashboard & Registrations] lizkcgroups:dashboard [2025/01/22 10:44] (current) – [Registrations & Criminal History Checks] lizkc
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-====== Dashboard & Registrations ====== +====== Registrations & Criminal History Checks ====== 
-[[groups:about|Why OSG]] | [[groups:startup|Starting a Group]] | [[groups:org|Group Organization]] | [[groups:dashboard|Dashboard & Registrations]] | [[groups:tools|Apps & Software]] | [[groups:finances|Finances]] | [[groups:recruitment|Recruitment]] | [[groups:volunteers|Volunteers]]+[[groups:about|Why OSG]] | [[groups:startup|Starting a Group]] | [[groups:org|Group Organization]] | [[groups:dashboard|Registrations & Background Checks]] | [[groups:tools|Apps & Software]] | [[groups:finances|Finances]] |  [[groups:recruitment|Recruitment]] | [[groups:volunteers|Volunteers]] 
 + 
 +All members of OSG, youth and adult, must register nationally. Adult members must also go through a Criminal History Check run through Sterling Volunteers, which includes verification of identity and legal aliases, a local and national search of sex offender registries, and a local and national search of criminal records. 
  
 All Groups and Scouts are tracked at the National Level using a database called "Dashboard". This is also the software we use to keep track of Criminal History Checks for adult members. You can log in via the main homepage or get there directly by going to [[https://outdoorserviceguides.org/dashboard/|https://outdoorserviceguides.org/dashboard/]]. All Groups and Scouts are tracked at the National Level using a database called "Dashboard". This is also the software we use to keep track of Criminal History Checks for adult members. You can log in via the main homepage or get there directly by going to [[https://outdoorserviceguides.org/dashboard/|https://outdoorserviceguides.org/dashboard/]].
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 To access Dashboard, you will need to create an account. Generally accounts are held by the GSM and/or secretary of a group, whoever will be handling the national registrations. Once you have created an account, you can email your regional commissioner to be added as a leader of the appropriate group. That will allow you to register members to that group and see current members. It also gives you access to the security report for your group, which shows a list of all adults whose background checks are more than two years past due or who have not yet completed one. To access Dashboard, you will need to create an account. Generally accounts are held by the GSM and/or secretary of a group, whoever will be handling the national registrations. Once you have created an account, you can email your regional commissioner to be added as a leader of the appropriate group. That will allow you to register members to that group and see current members. It also gives you access to the security report for your group, which shows a list of all adults whose background checks are more than two years past due or who have not yet completed one.
  
-A couple of important things: the leader list for each group is how we track who the GSM is so that we are able to contact them. Also for Criminal History Checks to go through seamlessly, ensure that the name entered in dashboard is their legal name and that their date of birth is accurate. 
- 
-=====Registration Dates===== 
-Currently, registration renewals for all members are due prior to November 1 of each year. After a 4 month grace period, all members who have not been renewed will be inactivated in the system. Ideally, groups should plan to register their members and collect dues starting in August/September so that they can complete their National Registrations by the end of October.  
- 
-You can see in your member report when the next renewal is due for that member. Past-due renewals are highlighted. If you have a member whose membership is good through the following year, you do not need to re-register them when you update registrations. 
- 
-{{ :groups:screenshot_6.png?600 |}} 
 =====Using Dashboard===== =====Using Dashboard=====
 Once you create your account, your profile will look like this: Once you create your account, your profile will look like this:
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 {{ :groups:screenshot_2.png?600 |}} {{ :groups:screenshot_2.png?600 |}}
 +
 +====Registering a Scout====
 +
 +When you go to register a new scout or renew an existing scout's registration, you will need to fill out the following information. An Adult Registration is for a Rover, an Adult/Non-Rover Bkg is for a non-rover adult volunteer, and a Youth Registration is for a child under 18. Criminal history checks are not triggered for youth registrations.
 +
 +{{ :groups:screenshot_4.png?600 |}}
 +
 +Once you select the type of registration, you will register them to your group (or they may register as a lone scout). You will then fill out their personal information. If you are re-registering an existing scout, this information will already be populated. As stated above, the most important fields to check for errors to ensure Criminal History Checks go through are First Name, Last Name, Date of Birth, and Email.
 +
 +====Group Management====
  
 If you click on your group name, it gives you information on charter renewals and access to a list of group members, the organization of your group, and the group security report, which shows out of date or incomplete criminal history checks. If an adult member has a valid and current criminal history check on file, they will NOT be listed on the security report. It shows out of date members only. If you click on your group name, it gives you information on charter renewals and access to a list of group members, the organization of your group, and the group security report, which shows out of date or incomplete criminal history checks. If an adult member has a valid and current criminal history check on file, they will NOT be listed on the security report. It shows out of date members only.
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 {{ :groups:screenshot_3.png?600 |}} {{ :groups:screenshot_3.png?600 |}}
  
-"View Members" will give you access to all of the group members and allow you to renew their memberships. If their membership is tied to your account as the one who registered them, they will also show up on your main dashboard page.+===View Members=== 
 +This will give you access to all of the group members and allow you to renew their memberships. If their membership is tied to your account as the one who registered them, they will also show up on your main dashboard page.
  
-"Group Organization" allows you to update the list of leaders within your group. You can also add patrols here and divide up the sections that way, but it is not necessary. The most important person to list on this page is the GSM, as this is how National knows who to contact for your group.+===Group Organization=== 
 +This is where you can update the list of leaders within your group. You can also add patrols here and divide up the sections that way, but it is not necessary. The most important person to list on this page is the GSM, as this is how National knows who to contact for your group.
  
-"Group Sharing Settings" allows you to give access to another user to manage your group. If you have a group registrar/secretary or a co-GSM, the group can only be associated with one profile, but you can share it to those other profiles. If your group only has one person managing dashboard, you can leave "Turn on group sharing" unchecked.+===Group Security=== 
 +The Group Security Report is critical for ensuring that all members stay up to date on their background checks. Only active adult members & Rovers whose background checks are out of date or incomplete will show up on this report. If an adult member of your group is not listed, it means their background check is up to date.
  
-"Private Registration Settings" is similar to Group Sharing Settings, but for Member Registration as opposed to Group Management. Again, if you have a group registrar/secretary their account should be listed here. If you turn on Private Registration, it means that only the designated Registrars may add scouts to your group. If you have your members create their own dashboard accounts and register themselves, you would turn this option off.+{{ :groups:screenshot_7.png?600 |}}
  
-====Registering a Scout====+===Group Sharing Settings=== 
 +This page allows you to give access to another user to manage your group. If you have a group registrar/secretary or a co-GSM, the group can only be associated with one profile, but you can share it to those other profiles. If your group only has one person managing dashboard, you can leave "Turn on group sharing" unchecked.
  
-When you go to register a new scout or renew an existing scout's registration, you will need to fill out the following information. An Adult Registration is for a Rover, an Adult/Non-Rover Bkg is for a non-rover adult volunteer, and a Youth Registration is for a child under 18. Criminal history checks are not triggered for youth registrations.+===Private Registration Settings=== 
 +If you turn on Private Registration, it means that only the designated Registrars may add scouts to your group. If you have your members create their own dashboard accounts and register themselves, you would turn this option off. If this setting is turned on, this page is where you can designate allowed registrars for your group.
  
-{{ :groups:screenshot_4.png?600 |}}+=====Registration Dates===== 
 +Currently, registration renewals for all members are due prior to November 1 of each year. After a 4 month grace period, all members who have not been renewed will be inactivated in the system. Ideally, groups should plan to register their members and collect dues starting in August/September so that they can complete their National Registrations by the end of October. 
  
-Once you select the type of registration, you will register them to your group (or they may register as a lone scout). You will then fill out their personal information. If you are re-registering an existing scout, this information will already be populated. As stated above, the most important fields to check for errors to ensure Criminal History Checks go through are First Name, Last Name, Date of Birth, and Email.+You can see in your member report when the next renewal is due for that member. Past-due renewals are highlighted. If you have a member whose membership is good through the following year, you do not need to re-register them when you update registrations. 
 + 
 +{{ :groups:screenshot_6.png?600 |}}

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