Unit Guide to Online Camp Registration www.nhscouting.org/camping 571 Holt Avenue Manchester, NH 03109 Phone: (603) 625-6431 Fax: (603) 625-2467 Feb. 2013 1
Unit Guide to Online Camp Registration Thank you for choosing Daniel Webster Council summer camps for your unit s long-term camping adventure! This guide will bring you through the process for registering your unit* for one of the Daniel Webster Council s resident camp programs: For Cub Scouts, Camp Carpenter Cub World located in Manchester, NH. For Boy Scouts and Venturers, Hidden Valley Scout Camp and Camp Bell, located on the Griswold Scout Reservation (GSR) in Gilmanton Iron Works, NH. If you have any questions, please contact Program Services at the Daniel Webster Council at (603) 625-6431 or visit www.nhscouting.org/camping. *Unit refers to a Cub Scout pack, Boy Scout troop, Varsity Scout team, Venture crew, or Sea Scout ship. 2
Registration Methods Unit (Group) Registrations Resident Camps: Camp Carpenter Cub World (chartered pack) Hidden Valley Scout Camp (chartered troop) Camp Bell (chartered troop/ crew) This guide is going to focus on unit (group) registrations for resident camps. Individual Registrations Provisional (attending individually) Cub World Resident Camp Cub World Akela Camp Cub World Day Camp Day Camps Around the State Provisional at Hidden Valley National Youth Leadership Training (NYLT) Counselor-in-Training Both Methods Available Voyageur Programs at GSR SPOKE at GSR Programs that require individual registration are to be completed directly by the parent/guardian of the youth participant. 3
Unit Camp Coordinator s Responsibilities Unit assigns one person to be the camp coordinator. Camp coordinator key responsibilities: Promote camp early and often! Confirm week/session with Daniel Webster Council Program Department. Register for an account on www.nhscouting.org (if you don t already have one). Complete online registration. Collect deposits/payments from families. Submit follow-up paperwork (roster, program sign-up, etc.). Make sure unit has and understands the appropriate camp Leaders Guide and attend a pre-camp orientation/planning meeting. 4
How to Register Your Unit for Resident Camp Online Go to www.nhscouting.org/camping. From the main menu, select your Scouting program: Cub Scout Programs for Cub Scout packs attending Camp Carpenter Boy Scout Programs for Boy Scout troops attending Hidden Valley or Camp Bell Venturer Programs for Venture crews attending Camp Bell Select the Chartered unit (pack, troop, or crew) resident camp option. Select your assigned week (if you don t know your unit s week, please contact Program Services at 603-625-6431 x116 or Valerie.Whatmough@scouting.org). Log-in. Enter or update group (unit) information. Enter number of youth and adults attending. Submit payment for deposits and/or full fees. Log back in prior to May 15 to enter individual camper and leader names for discounts, additional programs and (for Hidden Valley only), merit badge class signups. The following pages will guide you through the unit registration process. 5
This is the Camping Homepage (www.nhscouting.org/camping). Select your Scouting program to begin the group registration process for your chartered unit. For the following pages, we re going to use the example of a troop registering for Hidden Valley Scout Camp. The process for Camp Carpenter Cub World Resident Camp and Camp Bell is very similar. 6
Click Register> under Chartered Registration. 7
The unit registration pages for Camp Carpenter Cub World Resident Camp and Camp Bell look similar to this page for Hidden Valley Scout Camp. Click here to verify the session/week that your unit has reserved for resident camp. If your unit attended camp last summer, a leader at camp most likely reserved a week for 2013 with a site deposit. If your unit s session/week is incorrect or missing, you must contact the program department before proceeding with registration. New for 2013: Registration for in-council and out-of-council units is done through the same link. Once your week is verified, click Register> to continue. 8
Select the Click here to Register link for the session/week your unit has reserved (you should have verified this by clicking the link on the previous page). Please do not select a session/week that is different from the one your unit has reserved. These links provide additional information. However, this information will appear on the very next screen once you select Click here to Register so it s really not necessary to view it from this page. The rest of the information on this page details how many participants in each category have been registered to date. If for some reason your reserved week/session is full, please contact the Program Dept. 9
This page details fees and other important information. Please read through this carefully. Please note the cost listed is the Tier 2 price. Above the cost you will see the early payment discount (i.e. Tier 1, which requires a $50 per camper deposit by March 15 and the balance due by May 15) and the late fee (which is Tier 3). If you are unsure of the number of leaders attending camp with your unit, please just register the number of campers and update your registration with free/paid leader numbers later. This is especially the case for the Tier 1 deposit deadline of March 15. Leader fees are not tiered, therefore there are no late fees associated with adding leaders at a later date. Once you ve read through the page, click Register> to continue. Once you ve made your initial registration, you may return and edit it by clicking the link under the Register> button. 10
Sign-in using an existing nhscouting.org account (this is not a MyScouting account) or create an account to continue. 11
If your unit has registered for resident camp before, your group (unit) may already be in this menu. You may select that profile if you choose. If this is not the case or if you want to create a new unit profile, select New Group. 12
If you selected to create a new unit profile on the previous page, you will be brought to this page to enter the details about your unit. It is important that you type in your unit type and number in the first field. Cub Scouting = Pack # (indicate your pack s number) Boy Scouting = Troop # (indicate your troop s number) Varsity Scouting = Team # (indicate your team s number) Venturing = Crew # (indicate your crew s number) Sea Scouting = Ship # (indicate your ship s number) It is not necessary to indicate your town or any other information before your unit type and number (i.e. do NOT type Anytown Pack 1). If you selected a previous unit profile on the previous page, you will skip to the next page automatically. However, it is important that you click on Edit you Group on the next page and update your profile. 13
Click here to enter the number of participants that will be attending camp. The next page of this guide will bring you through this step of the process. This is as far as you ll need to go for the initial registration if you choose. New for 2013: Click here to enter the names of participants. You ll need to enter (or upload) the names for campers that qualify for any discounts and (for Hidden Valley only) merit badge and specialty program sign-up. You can log back in after the initial registration to complete this step. This is the link to assign campers to any discounts and (for Hidden Valley only) merit badges, SPOKE, Voyageur, etc. Click here to edit your unit information if necessary (you ll definitely need to complete this step if you selected a unit profile from a previous year). Once you ve completed these steps, a button will appear to the right of the Cancel button. Select the button to continue. 14
Remember, the camper prices listed here are for the Tier 2 rate; depending on when you register, fees will be adjusted on the final payment screen. Tier 1 (discount) prices are in effect for registrations/ deposits submitted by March 15. New for 2013: This screen has been greatly simplified as discounts are no longer taken on this screen. For Hidden Valley and Camp Bell, simply enter the number of Scouts in either the In-Council Scout field if you re with a Daniel Webster Council unit or the Out-of-Council field if you re from another council. Enter the number of adults in the Adults field. If you re not sure of the number of adults, proceed with camp registration and return to edit the adult number later. For Camp Carpenter Cub World Resident Camp, this screen will differ slightly, offering additional fields for free and paid leaders and den chiefs. Also, there is no differentiation between in-council and out-of-council campers. Again, you may skip the adult and den chief fields if you are unsure for the initial registration (late fees do not apply to leaders or den chiefs). 15
This is Step 2 of the registration process, which may be completed by logging back in to your account after you make the initial registration by reserving a block of space. You may enter names or import participants. When you add a new participant, make that the Type matches the person appropriately. 16
This is Step 3 of the registration process, where you may assign discounts to campers and sign-up for merit badges (Hidden Valley only) and other programs. Click View Items to see the options or classes in each category. 17
This is an example for Environmental Science merit badge. You may select the specific class time in the dropdown menu (please note that some merit badges have multiple classes in the same time period). The screen will tell you how much space is left in each particular class. To register a Scout for this badge, select the checkbox next to his name. You may do this for multiple Scouts. When finished, click Save. 18
This is an example for registering a Scout or multiple Scouts for a specialty program (in this case SPOKE). For classes or programs with additional details, you may select Event Description for more information. This program incurs an additional $25 fee above the base camp fee. When finished, click Save. 19
VERY IMPORTANT! You must click the Save button in order to complete the registration. This is the final payment screen. The Amount to Pay field will calculate the $50 deposit per paid registrant that needs to be paid at the time of registration. You can update this field to pay more or select the Pay in Full to pay for the entire amount. Payment may be made through PayPal, Visa, MasterCard, Discover, electronic check, or by mail. If you select the Mail/ Offline option, your unit must make payment by mail or in person at the council service center as soon as possible after the online registration is submitted. Failure to do so may move your unit into the next payment tier and incur additional fees. 20
Final Notes Once you have completed the registration, a receipt will appear that you should print/save for your records. The system will also automatically email you a copy of the receipt. To ensure that you receive the email, please configure your email application to receive emails from noreply@doubleknot.com so the receipt will not be filtered as junk mail/spam. If you have any questions or issues with online registration, please contact Program Services at the Daniel Webster Council at (603) 625-6431. 21