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Charter Renewal Support

2019 – 2020 Information

 

Notice:  The 2020 Membership Fees have been changed.  The new fees are:

Read the 2020 Membership Fee Changes FAQ for further information.  Other NCAC Rechartering information is being updated.  Check back often for updates.

For Internet Rechartering and Exploring Renewal, Click here

(Having trouble with the Internet Recharter? Change your “Compatibility View Settings” to adjust your current settings in your internet browser.)

 

The 2019-2020 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.

2019-2020 Charter Renewal Handbook (PDF-1-page per sheet-1160 KB) New

2019-2020 Adult Membership Reregistration Instructions

2019-2020_NCAC_Explorer Renewal Guide

Online Explorer Renewal Instructions New

***Note:  Exploring Renewal has shifted from the Online Exploring Renewal application to BSA’s Internet Rechartering Application for all units renewing after October 1, 2019. ***

Forms to assist in Exploring unit renewal are posted to the bottom of this page.

Before beginning Internet Rechartering, read the handbook above, collect all member information, including new member applications with appropriate signatures. Consult the help and the tutorial and Frequently Asked Questions (FAQs) for additional instructions on using Internet Rechartering.

NCAC Recharter Training Presentations

Charter Renewal for Unit Leaders 2019 – 2020 New

Charter Renewal for Unit Leaders 2019 – 2020 Long Version New

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 contract (POC) for help with charter renewal.  A list of districts POCs are found on the NCAC website.  If using Email, send a copy to: ncac.recharter@ncacbsa.org.

Best wishes to all for a successful charter renewal season.

Rick Rogers
Council Commissioner

 

Charter Renewal 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 previously varied by district; now all district units will renew in December. 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.

Note: Direct Service units have different cycles for renewal.

District units’ new charters will expire on 12/31/2020. The districts that renewed in January 2019, will renew for 11 months, from 1/31/2020 to 12/31/2020. (Previous January districts were Aquia, Francis Scott Key, Patuxent, Potomac, Seneca, and White Oak.)

UCRS or Internet Rechartering access will open on 10/1/2019. Unit rosters will be loaded into Internet Rechartering at that time. Once the unit begins to access Internet Rechartering, they should be careful with accepting BeAScout on-line applications to avoid cases when the member is only registered for the expiring year and not the new charter year. Download a copy of the online application before accepting it and be prepared to provide the copy of the application after Charter renewal if the member is not on the new roster. Alternatively, use paper applications and prepare to submit a copy with the charter renewal package and retain a copy until the member appears on the new Charter year roster.

Units turn in charter renewal packages in November 2019.

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. Successful districts and units separate YPT updates from charter renewal so that waiting for YPT completion does not delay renewal. Such units choose a month such as May and ask all adults to retake YPT if theirs expires within the next 12 months.  Units should not wait until it is time to renew the unit’s charter to make sure all YPT is current. 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!  If needed, print and forward your updated YPT certificate to your Recharter Processor.

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 Marriott 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.

When the registrar processes charters for the new charter year, unit and member expiration dates are updated in Organization and Member Manager respectively.

District Charter Renewal Points of Contact

A list of District Charter Renewal points of contact is located here.

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

Exploring Renewal Forms