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Charter Renewal Support

2016 – 2017 information

(Note:  This page is still being updated.  Check back often for new information)

Unit Rechartering Is Available 24/7

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The 2016-2017 Charter Renewal Handbook is your guide to the annual recharter process. With the assistance of your unit commissioner, this book will lead your unit step by step through rechartering your unit.

NEW 2016-17 Charter Renewal Handbook (PDF-1-page per sheet-682 KB)

2015-16 Exploring Recharter Handbook (PDF-1-page per sheet-234 KB) The 2016-17 handbook will be posted shortly,

Rechartering Tricks of the Trade (.pptx)

Before beginning Internet Rechartering, read the handbook above, collect all member information, including new member forms with the appropriate signatures. To complete the process, you must be connected to a printer to print the final report for signature.

If you are a new user, you can consult the help and the tutorial for additional instructions on using Internet Rechartering.

ANNUAL MEETING WITH CHARTERED ORGANIZATION
An annual meeting between the executive officer of a chartered organization and the district professional, or in appropriate cases his or her designee, should be scheduled at least 90 days prior to the renewal date of the unit’s charter. More information is available in the 2014 BSA Charter Agreement Form (PDF)

FROM THE COUNCIL COMMISSIONER:

What is a Charter?

In the BSA, a charter authorizes an organization to operate BSA Scouting units. It certifies the agreement between a chartered organization – an organization that agrees to utilize Scouting as a part of its service to youth– and the Boy Scouts of America, setting expectations for the quality of program to be delivered. Issuing a charter is one of the oldest traditions in Scouting.

Why is a charter renewed annually?

Charters are usually issued for a period of 1 year; hence, chartered organizations must submit an application to the Council annually to renew its charter. The requirement to renew a charter:

What will I find in this handbook?

This Charter Renewal Handbook explains the timelines, key roles, major process steps, and common challenges. Use this handbook along with resources found on the Charter Renewal Support pages at NCACBSA.org, the Internet Rechartering Tutorial, and your district’s commissioner staff to submit your Charter Renewal Application (CRA) on time and error free.

Who Can I Contact with Specific Questions?

Contact your unit commissioner (UC) or your district’s charter renewal point of contact (POC) for help with charter renewal. A list of district POCs are found on the NCAC website. If using Email, send a copy to recharter@ncacbsa.org.

Best wishes to all for a successful charter renewal season.

Garry W. Lewis
Council Commissioner

 

UNIT CHARTER RENEWAL OVERVIEW

Since 1916, annually, chartered organizations renew their charters. In this process, the unit Key 3 (committee chair (CC), charter organization representative (COR), and unit leader (UL)) confirm and record their members and leaders for the coming year and pay national membership fees. At the same time, the institutional head of the chartering organization recommits to offering the Scouting program to youth for the new charter year.

During charter renewal, the CC leads the processes that ensure the unit begins the new charter year with no or minimum losses in members, with fully trained leaders and with a strengthened relationship with the chartering organization. These processes include forming the charter renewal team, setting timelines, inventorying members, updating leader training, confirming leader positions, collecting fees, entering data into Internet Rechartering, reviewing and approving the charter renewal application, submitting materials on time, receiving new membership cards and participating in the new charter presentation. When listed, these processes seem daunting. In fact, the committee accomplishes these processes routinely throughout the year and merely validates them during charter renewal. The unit commissioner will assist the CC and the committee throughout the renewal process..

Recharter Dates and Time Period

Units turn in charter renewal packets the month prior to the unit charter expiration month. The month to turn in packets varies by district; see the chart at the top of page 2. District’s charter renewal timelines are established to ensure packets are reviewed, corrected, and finalized prior to delivery to the district executive (DE) for scanning to the registrar. Access to the Unit Charter Renewal System (UCRS) or Internet Rechartering starts 90 days before and ends 30 days after the unit’s charter expiration date. In practical terms, units must accomplish the precursor activities before updating the charter using Internet Rechartering. Contact your UC to coordinate the date for the unit’s charter review meeting.

Displayed information is for 2016-2017:

December Renewals January Renewals February Renewals
Goose Creek Appalachian Trail Bull Run
Mattaponi Aquia Chain Bridge
Occoquan Catoctin Mountain Colonial
Old Dominion Potomac George Mason
Patriot Prince George’s Powhatan
Piedmont Seneca Sully
Washington, D.C. White Oak
Western Shore Zekiah
U.S. Virgin Islands
Timeline Timeline Timeline
Charters Expire 12/31/2016 Charters Expire 1/31/2017 Charters Expire 2/28/2017
UCRS access opens 10/1/2016 UCRS access opens 11/1/2016 UCRS access opens 12/1/2016
Units turn in charter packets during November 2016 Units turn in charter packets during December 2016 Units turn in charter packets during January 2017
DE scans charters NLT 12/1/2016 DE scans charters NLT 1/6/1917 DE scans charters NLT 2/1/1917

Charter Renewal Roles and Responsibilities

The unit’s roles and tasks for charter renewal can be divided into four phases:

  1. Activities and planning accomplished before Internet Rechartering
  1. Entering data during Internet Rechartering
  1. Finalizing and approving the charter renewal packet
    • 60 – 30 days before charter expiration – UC & DC review
    • 30 – 0 days before charter expiration – Registrar process and post new charters and membership rosters
  2. Reviewing and presenting new charters
    • Registrar sends membership cards and charter certificates to CC
    • The CC reviews the membership cards and charter certificate for accuracy
    • The UC schedules and conducts a charter presentation.

 

Youth Protection Training – an absolute must!

All registered adults take Youth Protection Training (YPT) at least every two years. If a volunteer’s YPT is not current at charter renewal, or if it expires any time during the charter renewal process, the volunteer cannot be registered. Units should not wait until it is time to renew the unit’s charter to make sure all YPT is current. Urge leaders to renew their YPT before it expires. Unit Key 3s must review their unit’s YPT status. Have all adults with expired YPT or YPT that will expire during charter renewal (expires before or 30 days after charter expiration) go to https://my.scouting.org and take the training before starting the charter renewal process!

Privacy Policy

Charter renewal involves confidential and/or private information and requires accepting the responsibility for maintaining the privacy and confidentiality of that information. Private and/or confidential information must never be shared outside of the Boy Scouts of America. If you cannot accept this responsibility, you must notify your unit’s committee chair and withdraw from viewing or working with these documents.

Incomplete Applications/Submissions

If a unit has even one missing or incomplete application during charter renewal, it delays registration for all the adult and youth members in the unit. Incomplete adult/youth applications account for eight out of ten defective charter renewal applications.

REMINDER:
New Adult Applications must be accompanied by a Youth Protection Training Certificate and a signed Disclosure/ Authorization Form.

Uploading Charter Renewal Data Using Third-Party Software

If a unit uploads data using a third-party Unit Management Software file, Internet Rechartering automatically checks that the file is compatible. The most important preparation for using third party software is to ensure unit information is accurate and current before uploading to Internet Rechartering. Archive Scouts and adults who will not reregister. Check that names are entered in your software using the same rules as described in Stage 2 in the Handbook. Compare them to the names in the online rosters available in Member Manager and Internet Advancement. Some third party software will allow you to print a draft CRA for review. Remember – you cannot submit this draft to the registrar. You must upload your unit’s roster and complete the process using Internet Rechartering.

Charter Renewal Package Review and Submittal Procedure

Please turn in all charter renewal packets (CRA, Youth and Adult Applications, YPT certificates, the check and the Annual Charter Agreement) to your UC.

. PLEASE DO NOT  take packages to the Marriot Scout Service Center!

Commissioners conduct a detailed review of all packages to ensure they can be processed expeditiously by the Registrar. The UC needs the complete Renewal Application, not merely the E-Z Report to conduct the review. The UC will contact the CC and RP to resolve issues as required.

After the UC’s review, packages are submitted to the DE via the DC to scan to the Registrar in Texas

Unit Rechartering Forms

The following forms are available to assist units in the rechartering process.

The latest youth,adult, and transfer applications are downloadable at
Scouting Forms (BSA)

Forms for ALL Traditional Units – Packs, Troops, Teams, Crews, Ships