Charter Renewal Support
2015 – 2016 information
Unit Rechartering Is Available 24/7
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The 2015-2016 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 2015-16 Charter Renewal Handbook (PDF-1-page per sheet-682 KB)
NEW 2015-16 Exploring Recharter Handbook (PDF-1-page per sheet-234 KB)
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.
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 THE 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:
- Fosters a formal, timely plan for regular dialogue between charter organization and BSA, and
- Assures membership is current so Scouts can participate in Scouting activities and advance in rank.
What will I find in this handbook?
This Charter Renewal Handbook is a compilation of information regarding Internet Rechartering, its associated tutorial and help. Renewal processors should take the Internet Rechartering Tutorial and review the End-User Procedures (help) to better understand Internet Rechartering. This handbook is a resource that provides answers to frequently asked questions. Additional resources are available to help you with issues not covered in this book.
Who Can I Contact with Specific Questions?
First, contact your district’s commissioner staff, but if you need additional help, please email: firstname.lastname@example.org.
My goal is simple for this recharter season: Units will deliver accurate, complete charter renewal packages on time. In return, expect accuratecharters and membership cards to be delivered to the chartered organizationand unit leaders, respectively, within 30-60 days of your charter renewaldate.
Best wishes to all for a successful charter renewal season.
Garry W. Lewis
UNIT CHARTER RENEWAL OVERVIEW
During charter renewal the intent is to reregister units on time with no, or minimal, losses in membership and adequate leadership. The commissioner and unit committee must conduct a thorough membership inventory of currently registered youth and adults. Contact all inactive members and attempt to reactivate them. Every effort should be made to recruit additional youth and adults so that the unit can reregister with no loss in membership. Also, be sure to register any youth who are participating but are not yet registered.
Using the information collected during the membership inventory, the unit’s renewal processor (RP) will renew the charter online (Internet Rechartering). Renewal processors will visit the Council’s website, complete the steps through the submittal process, and print a revised charter renewal application to bring to the unit’s charter renewal meeting for review, discussion, and approval. The charter renewal application and applications for new youth and adults are checked during this meeting. All forms and fees are then handed to the unit commissioner or delivered at the district’s turn-in event at least 30 days before the charter renewal date.
Adhering to the process will ensure units and members remain active. If a unit is separated from Scouting, it CANNOT legally operate in any capacity. An expired unit has no status with BSA, and as such, no BSA insurance to cover members or the chartered organization. Youth and adults cannot earn awards or recognition. Scout advancements or achievements – including Eagle Scout Rank – stops. An expected outcome of following the charter renewal process is that all unit charter renewal applications will post before charters and membership expires.
What is different this year?
The Council has established a new partnership with BSA’s National Council. This new partnership means charter renewal applications will post in 72 hours. Unlike previous years, units/members will realize the benefits of submitting complete, accurate charter renewal applications on-time.
Note: The full implementation of the removal of the lapsed period has been delayed.
Recharter Dates and Time Period
Units have access to the online Unit Charter Renewal System (UCRS) for 120 days starting 90 days before and ending 30 days after the charter renewal date. Your unit’s charter renewal date depends on your district. If you’re not sure which district you are in, contact your unit commissioner or district executive.
For December charter renewals, the Charter Renewal Letter & enclosures will be mailed to the units (unit chairmen) in early September. The Internet Rechartering Window will open on October 1. Membership cards and charter certificate will be mailed directly to the units after processing.
Displayed information is for 2015-2016:
|District||2015 Recharter Date||Access Window 2015/16|
|Goose Creek||Dec. 31||Oct. 1-Jan. 31|
|Mattaponi||Dec. 31||Oct. 1-Jan. 31|
|Occoquan||Dec. 31||Oct. 1-Jan. 31|
|Old Dominion||Dec. 31||Oct. 1-Jan. 31|
|Patriot||Dec. 31||Oct. 1-Jan. 31|
|Piedmont||Dec. 31||Oct. 1-Jan. 31|
|Washington DC||Dec. 31||Oct. 1-Jan. 31|
|Western Shore||Dec. 31||Oct. 1-Jan. 31|
|US Virgin Islands||Dec. 31||Oct. 1-Jan. 31|
|Appalachian Trail||Jan. 31||Nov. 1-Feb. 29|
|Aquia||Jan. 31||Nov. 1-Feb. 29|
|Catoctin Mountain||Jan. 31||Nov. 1-Feb. 29|
|Potomac||Jan. 31||Nov. 1-Feb. 29|
|Prince George’s||Jan. 31||Nov. 1-Feb. 29|
|Seneca||Jan. 31||Nov. 1-Feb. 29|
|White Oak||Jan. 31||Nov. 1-Feb. 29|
|Zekiah||Jan. 31||Nov. 1-Feb. 29|
|Bull Run||Feb. 28||Dec. 1-Mar. 31|
|Chain Bridge||Feb. 28||Dec. 1-Mar. 31|
|Colonial||Feb. 28||Dec. 1-Mar. 31|
|George Mason||Feb. 28||Dec. 1-Mar. 31|
|Powhatan||Feb. 28||Dec. 1-Mar. 31|
|Sully||Feb. 28||Dec. 1-Mar. 31|
Youth Protection Training – an absolute must!
Registered leaders take Youth Protection Training (YPT) 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 go to https://my.scouting.org and take the training before starting the charter renewal process!
Charter renewal involves confidential and/or private information and 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.
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.
New Adult Applications must be accompanied by a Youth Protection Training Certificate and a signed Disclosure/ Authorization Form.
Unit adult applications will no longer require council approval, unless the applicant has answered “yes” to any of the background questions. Council approval will still be required for adults in district and council-level positions. This change is documented on page 2 of the adult application under the section titled “Approval Required-Unit Adults.”
Program Specific Items
- PT can multiple
- Tiger adult partners pay insurance
- Existing Venturing or Sea Scouting participants who turn 18 on or after 1 March 2015 must register as an adult (VP) and take YPT.
- New Venturing and Sea Scouting participants who are 18 but not yet 21 must complete an Adult Application and Criminal Background Check Disclosure/Authorization form beginning March 1.
Please submit all charter renewal packages via your district’s commissioner staff in accordance with the schedule established by your district. The commissioner staff will verify that your charter is complete and check for potential issues that may generate defective notices and delay processing. PLEASE DO NOT BRING CHARTER RENEWAL PACKAGES DIRECTLY TO THE COUNCIL OFFICE!
NCAC no longer maintains a local registrar function. Your District Executive will forward the package to the Membership Data Shared Services office in Irving, TX.
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 Step 2 of the Recharter 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 charter renewal application for review. Remember – you cannot submit this draft as a charter renewal application. You must upload your unit’s roster and complete the process using Internet Rechartering.
ALWAYS HAVE YOUR UNIT COMMISSIONER REVIEW YOUR CHARTER RENEWAL PACKAGE AND DO NOT TURN IN YOUR CHARTER RENEWAL PACKAGE TO THE SCOUT SERVICE CENTER
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