Recharter Information for 2025

For 2025 Unit Charters, the process will take place in my.Scouting.org

Tutorial – With a brand new process, resources to help you navigate can be found on: Unit and Membership Renewal

DEADLINE:  We ask that all recharters be completed and submitted by December 13, 2024. This will allow time for them to be reviewed and any issues to be resolved prior to the January 1, 2025 effective date.

If you have any questions about the process please contact your Unit Commissioner, District Commissioner, or District Executive.

 

RENEWAL FEES: A Registration Fee Update email sent via Constant Contact with details on fees.  The fees are as follows:

Fees if Paid Prior to 1/1/2025 National Fee Council Program Fee TOTAL
Youth $85 $66 $151
Adults $65 $42 $107

Scout Life cost is $15.

Fees if Paid 1/1/2025 or later National Fee Council Program Fee TOTAL
Youth $85 $72 $157
Adults $65 $54 $119

 

TRAINING REQUIREMENTS:  During recharter units should verify that all registered adults are trained for their position.  It is our Council Board policy that all registered adults should complete their position specific training within one year of registering in that position.  Training will be verified once the recharter is submitted to the council, if there are any problems this could hold up your recharter from posting.  So it’s best if the unit does a review prior to submitting their recharter. There are a few items that should be checked:

  1. Youth Protection Training:
    1. The new membership renewal process will not let an adult reregister if their YPT is expired.
    2. To check on adult members expiration you can use the YPT report in my.Scouting.org  under Training Manager.
    3. If anyone with a 12/31/2024 membership expiration date has their YPT expiring prior to 1/1/2025, please make them aware.  Just a head up if they try to register at the end of December and it is not updated this could delay their registration into 2025 when the fees go up.
  2. Trained for Position:
    1. The recharter system does NOT include a check for position specific training – this is something the unit should verify and it will be checked by the Council once the recharter is submitted.
    2. Training can be checked in my.Scouting under the Training Manager.  Please reach out to your Unit Commissioner or myself if you need help verifying training.
    3. Here is a link to a helpful chart that includes details and codes on training by position:  https://www.scouting.org/wp-content/uploads/2024/07/Position-Trained-Requirements-July2024.pdf
  3. Hazardous Weather
    1. Hazardous Weather is also part of position specific training BUT the trained leader report in my.Scouting does not accurately reflect if someone is not current with the training (code SCO_800).
    2. Those required to have a current Hazardous Weather trained certificate are the following direct contact leaders:  Cubmaster, Asst Cubmaster, Den Leader, Scoutmaster, & Asst. Scoutmaster.
    3. Hazardous Weather training is only good for two years and must be renewed. It’s probably a good practice for everyone to update their Hazardous Weather training when they update their YPT.
    4. So that you do not have to look up each adult individually, Click here for a document that shows you how to pull a Hazardous Weather report for all registered adults in your unit at one time.
    5. This is something the unit should verify and it will be checked by the Council once the recharter is submitted.
    6. NOTE:  There is a “grandfather” exemption for Hazardous Weather.  If you were in any of the above listed positions prior to April 2019, you are not required to take Hazardous Weather Training.  But note that on any outing it is required that at least one registered leader on the outing have Hazardous Weather training that has not expired.  Plus it is always good for those in the above positions to know the latest.
  4. PA Act 15 Clearances
    1. Please verify that each registered adult’s PA Act 15 clearances will not expire prior to 2/1/2025.
    2. Here is the link to the database:  http://padutchbsa.org/act15/pa-act-15-clearance-status-list/
    3. It is password protected but can be shared with the individual in your unit that will be verifying clearances.  For the password, please reach out to your District Executive.

 

RECHARTER: Unit Renewal Guide

  • Starting with 1/1/2025 “Recharter”, membership renewals and recharter will be separate processes.  “Recharter” is now referred to as “Unit Renewal”.
  • Unit Renewal is found in my.Scouting.org under Organization Manager and available to Unit Key-3 members (and delegates).
  • Notes to keep in mind:
    • This process only renews the unit, not any of the members.
    • A unit only has a one month lapse period after the unit expires, so ALL Unit Renewals need to be completed AND processed by 1/31/2025!
    • It is recommended you pre-check if there are any validation issues.  The most common is Youth Protection Training (YPT) dates for adult leaders.
    • Validation Codes in Unit Renewals – Errors will not let you proceed.  Warnings will allow you to proceed.
      • Unit does not have required number of leadership positions – Error.
      • Leaders do not have current YPT – Error.
      • Leaders do not have completed CBC  Authorizations – Warning.
      • Leaders are less than 18 years old – Error.
      • Youth do not meet the age/grade requirement for the program – Error.
      • Adults do not have SSN – Warning.
    • Check your leadership positions and make sure you have the correct names in the correct positions. If not, the Charter Org Rep (or the COR delegate) can use “Position Manager” found in “Organization Manager” to edit and then wait overnight for the data jobs to run, then you can validate again.
    • Have a credit card or ACH information handy to pay the Unit Recharter fee ($100.00).  There is an option to pay at Council with no fee.
    • For a visual of the above steps, click the following link (https://www.scouting.org/resources/unit-and-membership-renewal/) and select the “Unit Renewal Guide Job Aid”.
  • Once your unit renewal has been submitted in the system, please let your DE know.  We will also want to verify that PA Act 15 clearances are not expired and that registered adults have completed their position specific training.

 

Unit Paying for Individual Members

  • Using this method, individuals can pay the unit and the unit can renew registrations on their behalf through my.Scouting.org.  This is ideal for units who pay for renewals through funds from fall product sale.  To renew this way:
    • A member of the unit Key 3 (or assigned delegate) logs into my.Scouting.org and clicks on Organization Manager then Roster.
    • To Pay at Council, you will select each person by clicking on the box to the left of their name in your Roster.  Then above the list, select Print and choose: Unit Payment of Membership Renewal. Print the PDF, sign and bring to store along with payment.
    • To Pay by Credit Card or Check: The unit leadership selects members who are eligible to renew and then simply clicks Renew in the header bar.
      • Scout Life subscriptions will be selected by default.  If you have members who do not want to subscribe, uncheck the box.
    • There will be a summary page showing totals and directs the unit to pay. Please note: there is an ACH Payment fee of $1.00 or a Credit Card fee of 3%.
  • Important Information:
    • Units can only renew members beginning two months before their expiration date through the three months “lapsed” period after their expiration date.
    • Units can complete this process at any time and as many times as they want!  This means that if units are waiting on payment from individuals, they can come back and renew them once payment is made to the unit.
    • Units can also Opt-Out a member from renewing if they have left the unit. This will remove them from the roster after the grace period of three months has run out.
    • You can also see a person’s multiple registrations in your unit by clicking on Show Multiple Registrations.  Please make sure that for any adults or youth with multiple registrations in other units, that you coordinate with the other unit(s) so that multiple payments are not made.
    • Remember, all renewals are for 12 months and begin the day after the expiration date of the current registration.
    • For a visual of the above steps, click the following link (https://www.scouting.org/resources/unit-and-membership-renewal/ ) and select the “Unit Pay for Member Renewal Oct. 2024”.  There is also a video that is very informative: Unit Pay for Member Renewal Video

 

ANNUAL UNIT CHARTER AGREEMENT: The Annual Unit Charter Agreement MUST be completed outside of the online recharter system.  Use the following link to a fillable PDF:

Please note that on the signature line for “Charter Organization” this should be the Executive Officer signature.  Once the form is completed with required signatures, please bring to the office or email me a scanned copy.

 

REMINDER:  Journey to Excellence (JTE) Unit Recognition Program is Retiring

Effective December 31, 2024, the JTE program will be retired. Moving forward, metrics for unit success will be seamlessly integrated into unit leader support materials and resources. These metrics will be consistent with those used by the Commissioner corps to support units. This new approach aims to provide a consistent and more streamlined and effective method for evaluating and enhancing unit performance. Feedback from unit leaders and survey results played a crucial role in making this decision. It is believed that this transition will better support our unit leaders and ultimately improve the experience for all participants as we continue to develop and deliver relevant programs. Units can continue to purchase 2024 JTE recognition items through December 31, 2025.

  • For 2024 JTE completion
    • Please make sure you review this with your Unit Commissioner.  If you do not have one assigned, please reach out to District Commissioner.
    • Completed scorecards can be emailed to your District Executive or turned into the council service center.
    • Use this link to get your scorecard and more information:  https://www.scouting.org/awards/journey-to-excellence/

 

Websites & Support

  • Youth Protection – This website has a Q&A about Youth Protection Training and links to the online course.
  • My.Scouting Tools – This site allows units to view and update training records.
  • Printing BSA Membership Cards instructions.
  • Printing Unit Charter instructions.
  • FAQs on Criminal Background Check Authorization Forms