Rechartering your Unit
If you are reading this, you probably have just been asked to recharter your unit and are full of questions. You also may be a little anxious, wondering “what in the world have I gotten myself into?” because everyone else was so relieved when you agreed to do it.
RELAX. Unit recharter has earned a reputation as being difficult… but it doesn’t have to be.
If there are hard parts, those parts are that some rules must be followed for each member and that you have to finish on time.
On October 1, 2022, the online internet recharter system opened. The system is accessed through Internet Advancement.
QUICK LINKS
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How to Check Youth Protection Status for Adults – click here
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New Unit Application
The answers to many common questions about the new system may be found here in this national FAQ. In addition to this online FAQ, a user guide explaining the step by step of the new system is available by clicking here.
Below is a brief highlight of some of most common questions:
Who can submit the Internet Recharter?
The Charter Organization Representative, Committee Chair, Unit Leader, or any Key 3 delegate has the ability to submit the Renewal.
Is an access code required?
No, an access code is not required. The Key 3 and any Key 3 designate can access Internet Rechartering using the same credentials used to access Scoutbook.com or My.Scouting.
Can a unit add multiples into a renewal?
Yes, they will enter the volunteer as a multiple and notate what unit/non-unit position and council that they are registered in. The unit will not auto-post and the council will be required to verify the multiple registration before posting the unit.
If I have a question or need help completing recharter for my unit, who can I ask?
Your Unit Commissioner or District Commissioner can help. You can find contact information for your District Commissioner on our Districts information page.
I’m having trouble accessing the online recharter system
Contact our office staff using the volunteer help form on this page of our website.
Don’t Forget Youth Protection Training
You can’t recharter an adult member of your Scout unit unless they are current in Youth Protection Training. The training is done online at my.scouting.org (not familiar with My.Scouting.org? Visit this page to learn more) and must be renewed every two years. To complete Youth Protection Training, simply:
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Go to My.Scouting.org (note the “dot” between “my” and “scouting”) and create an account.
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From My.Scouting.org, click on the Youth Protection Training logo on the right corner of the screen (or select “My Dashboard” from the “Home” navigation in the upper left corner).
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You should see options to take Youth Protection training. If not, select “YPT” from the menu at the top of the screen.
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Upon completion, print a certificate of completion and keep with your records.
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A copy of your certificate of completion is required any time you submit a new membership application.
Answers to Common Questions
What is a unit?
That’s the pack, troop, crew, or ship to which you belong. You’re a part of a district, and each district is a part of our council. A unit always has a Unit Leader who is responsible for seeing that a program is delivered to the youth members. The Unit Leader has a title like Advisor, Cubmaster, Scoutmaster, or Skipper. A unit has at least three adults who serve as the Unit Committee that supports the Unit Leader.
What is a “charter”?
The Boy Scouts of America (BSA) issues a charter through a local council to a Chartered Organization (the church or other organization that owns your unit). The charter is a formal agreement allowing that organization to use the Scouting program to serve youth in its community. BSA requires that the charter be renewed annually to continue using the program. We call that annual renewal “recharter”.
Who is the executive officer of my unit?
The name of your Executive Officer should be listed on the upper-left hand corner of the first page of your charter renewal. The Executive Officer is the head of the community-based organization and is sometimes referred to as the Institutional Head. Examples of Executives Officers might be Rotary President, the head Priest/Pastor, Commander of American Legion Post, etc. The Executive Officer is also in charge of selecting the Chartered Organization Representative (COR). The COR acts as a liaison between the charter organization and the Scout Unit. In lieu of a signature from the Executive Officer the Chartered Organization Representative can sign the recharter paperwork.
What happens during recharter? Basically, you’re telling BSA:
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Who is “in” for next year? (existing youth and adults, plus new members)
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Who is “out” for next year? (existing members who are dropping out of the program)
In addition to renewing the unit charter, recharter time is when all youth and adult members (leaders) renew their membership in BSA. Member renewals are most of the work. If your unit collects all or part of its member dues or fees on an annual basis, that collection often takes place at recharter, too. Your unit should also complete the application for the Journey To Excellence Award.
To accomplish this, the annual charter renewal process is essentially four steps:
Step 1: Log onto http://advancements.scouting.org
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National Boy Scouts of America Internet Recharter Tutorial – Click Here
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Middle Tennessee Council Recharter Training Zoom Recording – Click Here
Useful Documents if Needed
Step 2: Communicate with Unit Members
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Contact all leaders to confirm they are returning
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Confirm with leaders the youth that are returning
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Set a date for the collection of fees well before the date for charter turn in
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Gather Youth or Adult Applications for ANY names not listed on the charter (Applicants completed through BeAScout.org removes this step)
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Verify youth apps have birthdate and the parent has signed
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Verify adult apps have SS# / YPT / Right side filled out / signed app & CBC
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Verify all adults have completed Youth Protection Training & have a signed Criminal Background Check Form turned in
Step 3: Communicate with Charter
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Set an appointment with the Charter Representative to have them approve the charter & approve any new Adult Applications
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It is very important to verify they have access to My.Scouting.org and the above internet rechartering link.
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Gather $100 charter fee from the organization
Step 4: Final Check
Make payment HERE - Please DO NOT pay thought the recharter site.
When do I need to have my charter renewal finished?
The deadline to have recharter paperwork submitted to our council office is December 15th, 2022. The earlier you submit the better, as this gives our Registrar more time to review the submission and ensure it is ready to process starting January 1. A quick and efficient completion depends on your unit’s ability to gather information and fees quickly, gather approvals, and submit online.
Are digital signatures acceptable?
Yes! Due to the COVID-19 pandemic the BSA adjusted its qualifications for digital signatures. The following forms of digital signatures are acceptable:
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Faxed, email, or scanned copies of applications are acceptable. An email indicating approval of an application is sufficient when an actual signature or written approval is not available.
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Criminal Background Check authorizations should be original signatures but they may be transmitted via fax, email, or scan.
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Charter agreements may be signed via email approval by the Institutional Head (IH) and the Chartering Organization Representative (CR) with the IH meeting held at a future date and the council representative signature secured at a future date.
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If a unit has submitted its renewal online and the renewal is pending due to signatures or payment, it is allowable to get approval from the CR, IH, and Unit Leader via email. If the unit has sufficient funds in their custodial account at the council, the authorized signer on the unit account may give approval via email to withdraw the necessary funds for the recharter.
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Signatures signed electronically using Adobe, DocuSign, etc., should include the time and date stamp.
What if I don’t get the charter renewal in by December 15?
Completing your units charter renewal by December 15 allows our staff to review and reach back out to you if there are issues. Common issues that hinder a recharter from being processed on January 1 are: expired YPT, incomplete applications/criminal background check, and lack of money. Our council is committed to helping all of units recharter on time.
Units with late charters suffer a number of problems. First, their unit is no longer covered by BSA insurance. This means that your leaders could be liable in the event of an accident. Second, youth advancements cannot be recorded through the national office of the Boy Scouts of America. Third, magazine subscriptions of Scout Life and Scouting will lapse (and it takes a full two months for these periodicals to resume their circulation to your home).
If I have a question or need help completing recharter for my unit, who can I ask?
Your Unit Commissioner or District Commissioner can help. You can find contact information for your District Commissioner on our Districts information page.