Charter Renewal Support
2016 – 2017 Information
For Internet Rechartering, Click here
(Having trouble with the Internet Recharter? Change your “Compatibility View Settings” to adjust your current settings in your internet browser.)
For Exploring Unit Renewal, Click here
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.
2016-2017 Charter Renewal Handbook (PDF-1-page per sheet-1556 KB)
2016-2017_NCAC_Explorer Renewal Guide (PDF-1-page per sheet-1187 KB)
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 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:
- 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. It is a resource that provides answers to frequently asked questions. Renewal processors should also take the Internet Rechartering Tutorial and review the End-User Procedures (help) to better understand Internet Rechartering. 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: email@example.com.
My goal is simple for this charter renewal season: units will deliver accurate, complete charter renewal packets on time. In return, expect accurate charters and membership cards to be delivered to the chartered organization and unit leaders, respectively, within 30 days of your charter renewal date.
Best wishes to all for a successful charter renewal season.
Garry W. Lewis
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..
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 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:
|District||Charter Renewal Date||Access Window|
|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. 28|
|Aquia||Jan. 31||Nov. 1-Feb. 28|
|Catoctin Mountain||Jan. 31||Nov. 1-Feb. 28|
|Potomac||Jan. 31||Nov. 1-Feb. 28|
|Prince George’s||Jan. 31||Nov. 1-Feb. 28|
|Seneca||Jan. 31||Nov. 1-Feb. 28|
|White Oak||Jan. 31||Nov. 1-Feb. 28|
|Zekiah||Jan. 31||Nov. 1-Feb. 28|
|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|
Charter Renewal Roles and Responsibilities
The unit’s roles and tasks for charter renewal can be divided into four phases:
- Activities and planning accomplished before Internet Rechartering
- 120 – 90 days before charter expiration
- Entering data during Internet Rechartering
- 90 – 60 days before charter expiration
- 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
- 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!
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.
If a unit has even one missing or incomplete application during charter renewal, it may delay 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.
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