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Exploring Renewal

2018 – 2019 Information

For Exploring Unit Renewal, Click here

The 2018-2019 Exploring Renewal Handbook is your guide to the annual registration renewal process. With the assistance of your unit commissioner, this book will lead your unit step by step through renewing the registration of your unit.

2018-2019_NCAC_Explorer Renewal Guide (PDF-1-page per sheet-2261 KB) New

Before beginning Exploring Online Renewal, read the handbook above, collect all member information, including new member applications with appropriate signatures.

Renewal Dates and Time Period

Units turn in renewal packets the month prior to the unit registration expiration month. The month to turn in packets varies by district; see the chart below. 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 Exploring Online Renewal starts 60 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 Exploring Online Renewal. Contact your Unit Commissioner (UC)/Service Team member to coordinate the date for the unit’s renewal review meeting.

Schedule for 2018-2019:

District Charter Renewal Date Exploring Online Renewal
Access Window
Bull Run Dec. 31 Nov. 1-Jan. 31
Chain Bridge Dec. 31 Nov. 1-Jan. 31
George Mason Dec. 31 Nov. 1-Jan. 31
Goose Creek Dec. 31 Nov. 1-Jan. 31
Mattaponi Dec. 31 Nov. 1-Jan. 31
Occoquan Dec. 31 Nov. 1-Jan. 31
Old Dominion Dec. 31 Nov. 1-Jan. 31
Patriot Dec. 31 Nov. 1-Jan. 31
Piedmont Dec. 31 Nov. 1-Jan. 31
Powhatan Dec. 31 Nov. 1-Jan. 31
Washington DC Dec. 31 Nov. 1-Jan. 31
Western Shore Dec. 31 Nov. 1-Jan. 31
US Virgin Islands Dec. 31 Nov. 1-Jan. 31
Aquia Jan. 31 Dec. 1-Feb. 28
Francis Scott Key Jan. 31 Dec. 1-Feb. 28
Patuxent Jan. 31 Dec. 1-Feb. 28
Potomac Jan. 31 Dec. 1-Feb. 28
Seneca Jan. 31 Dec. 1-Feb. 28
White Oak Jan. 31 Dec. 1-Feb. 28
Colonial Feb. 28 Jan. 1-Mar. 31
Sully Feb. 28 Jan. 1-Mar. 31

Units should turn in their renewal packets the month prior to the renewal month.

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 registration renewal, or if it expires any time during the renewal process, the volunteer cannot be registered. Units should not wait until it is time to renew the unit’s registration 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 registration renewal (expires before or 30 days after registration expiration) go to https://my.scouting.org and take the training before starting the registration renewal process! For 2018-19 renewal, all must take the new YPT. If needed, print and forward your updated YPT certificate to your Renewal Processor.

Incomplete Applications/Submissions

If a unit has even one missing or incomplete application during registraion 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 registration renewal applications.

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

Registration Renewal Package Review and Submittal Procedure

Please turn in all registration renewal packets (Youth and Adult Applications, YPT certificates, the check and the Memorandum of Understanding) 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.  The UC will contact the unit key 3 to resolve issues as required.

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

Special Note on Registration Fee Increase

The membership fee increasd from $24 to $33 for Explorers and adult volunteers effective August 1, 2018.

Exploring Renewal Forms

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

The latest youth and adult applications are downloadable at www.exploring.org