Unit Rechartering

Rechartering Resources    |   Recent Changes and Key Points    |   Recharter Process     
Internet Rechartering 2.0    |    Useful Forms and Documents     |    Frequently Asked Questions 

Every December, all units (packs, troops, crews, ships) are required to renew their affiliation with Scouting. The BSA issues charters to community organizations to enable them to use the Scouting program under their own leadership as a service to their children, youth, and families. Re-chartering is the process of renewing the charter agreement between the BSA and the organization, and renewing the registration of youth and adult members. 

Rechartering on time is critical. It is required for units to continue registration without interruption. It is required to ensure Scouts are registered, critical for receiving rank advancement and other awards, and for insurance coverage. It is required for Journey to Excellence.

A representative of each unit completes the paperwork for renewing a charter online. Through the process, the unit's membership is updated as well as registration fees and Scout Life subscriptions are collected. A newly rewritten online tool, Internet Rechartering 2.0, facilitates roster update, payment, and paperless submission of the updated roster and required forms to council registration.

2021 Changes:  Due to the new Internet Rechartering 2.0 system, please read through this entire page.

Contact:

For questions about recharter, please contact your unit commissioner or district commissioner


Rechartering Resources


 2021 Changes and Key Points

  • The Covid-19 pandemic still constrains what we do and how we do it.  We are still in the process of returning to the face-to-face meetings during which we talked about rechartering and conducted part of the rechartering process.
  • BSA’s bankruptcy has impacted our members, our units, and our chartered organizations. Some units will be required by their chartered organizations to recharter on a different schedule than the one we normally use.
  • To top it off, as you will see, BSA is replacing the decade-old Internet Rechartering tool with a new one that changes how a unit updates its roster for recharter and the way in which it submits the recharter once done.

You will find a larger than normal number of significant changes to recharter this year as all of us cope with these “opportunities.”  Some of the changes will be permanent, such as the changes caused by the new Internet Rechartering 2.0 and new BSA fees.  Others may or may not be permanent such as those dealing with Covid-19 and chartered organization issues related to the BSA bankruptcy.

  1. BSA fees effective for this recharter. 
    • $25 one-time “joining fee” applicable to all youth participants registering in Scouting for the first time except Exploring,
    • $72 for youth members in Cub Scouts, Scouts BSA, Venturing, and Sea Scouts,
    • $45 for youth members in Exploring, and
    • $45 for adult members,
    • $75 unit charter fee
    • $12 Scout Life Magazine
  2. The council accident insurance fee remains $4/paid registration. As in the past, the fee is not paid by Executive Officers / Institution Heads and adult partners for Lions and Tigers unless they also hold a paid, registered position in the unit. The fee is paid only in the unit in which the member pays BSA membership fees (the “primary” unit). Internet rechartering will calculate the accident insurance fee and include it in the total fee on the recharter roster.
  3. All recharters are due to council no later than December 15th. Using Internet Rechartering 2.0, the unit will submit the recharter electronically without paper copies.  Any required paper documents (applications, Criminal Background Check Authorization forms, Youth Protection Training certificates) can be photographed or scanned and attached to the entry of the member to which they apply. The chartered organization representative (or a member of the Key 3 he/she designates) must then approve the submitted recharter. Once the recharter is reviewed by council registration, the unit will receive requests for any corrections or additional documents from commissioners or professional staff as it has in the past.
  4. All recharters must be prepared using the new Internet Rechartering 2.0 which is scheduled to be released and available on October 15.  Version 2.0 is a complete rewrite of the web-based tool that we have used in recent years. It is used by all units, including Exploring posts. It provides most of the functionality of the old system but it has a completely different structure. It is incorporated into Internet Advancement and can only be used by the unit's Key 3 (chartered organization representative, committee chair, and unit leader [cubmaster, scoutmaster, advisor, skipper]) or the delegates the Key 3 authorize. It is designed to allow paperless submission of recharters. See the Internet Rechartering 2.0 User Guide and demonstration videos on BSA's Internet Rechartering website.
  5. Internet Rechartering 2.0 cannot update individual member contact information for existing members. It is the responsibility of the member (or the parents) to update individual contact information (address, phone number, email address) in the member's profile.  The unit Key 3 (or their delegates) can assist members who are unable to update their own contact information by editing the member's entry in My.Scouting's Roster Manager.
  6. Internet Rechartering 2.0 has a demonstration area known as "the sandbox". The sandbox can be used by unit authorized users and commissioners to try out the new system. Unit authorized users are registered unit Key 3 members.  These individuals use their usual My.Scouting login credentials. Unit users will see data from their unit that has been reported to be up to two years out of date.  Commissioners may use the system using the authorized temporary userids and passwords distributed in late September.  Commissioner users will see fictitious data for a fictitious troop at National.
  7. The unit Key 3 can create a "Key 3 delegate" to use Internet Rechartering 2.0 using the Position Manager function of My.Scouting's Organization Manager. Keep in mind that My.Scouting will allow a delegate to perform the same functions that Key 3 members can perform. We encourage units to manage actively any delegate they create solely for the purpose of using Internet Rechartering 2.0. Either remove the delegation once the task is completed or set an expiration date on the delegation. A help file for Position Manager help file is found here. A unit may have up to 3 "Key 3 delegates". Note: delegates are not authorized to use "the sandbox".
  8. The unit Key 3 can download the current roster and training reports at any time using the My.Scouting tools. Member Manager can report the current unit roster. Training Manager produces the unit’s YPT Aging Report which will show the completion and expiration dates for adult members and report an individual member’s training record to determine if the member is “Trained for the Position”. These reports are useful in completing items #9, #10 and #11 below.  Contact your district’s commissioner team if you need help getting started with my.scouting.org tools. Changes in applications processed by the registrar on any given day will not be visible in my.scouting.org until the next business day.
  9. While you wait for internet rechartering to become available, gather the information that you will need to update the recharter roster starting in October. This is called “membership inventory”. Are all your unit’s youth and adult members listed on the unit roster? (Your unit’s Key 3 or delegate can use my.scouting.org's Member Manager to download the current roster of members.) Contact all your unit’s members to find out if they will renew their memberships for the coming year. If any member does not plan to continue, ask why and make a note of the reason. (Internet rechartering may ask you why each dropping youth member is not renewing.) While you are at it, be sure all members understand the BSA and unit fees to be collected and the date by which the fees must be paid. Finally, check that top unit leader training requirements are met (item #8) and Youth Protection Training is current for everyone aged 18 or older (item #9). 
  10. Sam Houston Area Council requires the “top unit leader” named on the recharter roster to be “trained for the position”. This entails completing “position-specific training” in addition to Youth Protection Training. Most position-specific training can now be completed online at My.Scouting.org EXCEPT “Introduction to Outdoor Leadership Skills” (IOLS) for Scoutmasters. The “top unit leader” is the Cubmaster, Scoutmaster, Advisor, or Skipper. See www.shac.org/training for required courses. Internet rechartering does NOT check this requirement, so you will need to be careful to check it. If your unit will replace the "top unit leader" during recharter, be sure the new leader to be appointed has the required training prior to recharter!
  11. Only Youth Protection Training (YPT) taken on or after January 1, 2020, will count as “current” for rechartering. As in the past, all adults, including those aged 18 and over that are participating as youth (Venturing Participants, Unit Participants, Exploring Participants) must complete YPT. Hint: To avoid further delays in the event of errors found during recharter, units should ask their members to retake YPT if the member's YPT will expire prior to April 1, 2022.  This will avoid creating additional problems when members' YPT expire while other errors are being corrected. NOTE: Internet Rechartering 2.0 only issues a warning message for missing/expired YPT. The unit will be allowed to complete Internet Rechartering 2.0 but the recharter will not be completely processed until all missing/expired YPT has been completed. However, the missing certification must be supplied before the council registrar can complete processing the recharter.
  12. Electronic submission of documents and online approval change our traditional "turn-in" process. With nothing to turn-in, districts will not hold turn-in sessions. If a unit does not elect to pay fees online, the unit must deliver a check to council registration during business hours. The unit will also be required to provide such documents that the council registrar determines to be missing or in need of corrections. However, for the most part, there should be a lot less paper to be "turned in".

Your friendly commissioners are still here to help. Commissioners can help you find answers, solve recharter problems, and just be an "extra set of eyes" reviewing your roster for common recharter errors. However, the new system will require them work with units in ways different from previous years.  Commissioners cannot access your Internet Rechartering 2.0 work in progress. All reviews must be conducted "looking over the shoulder" of an Internet Rechartering 2.0 session created by one of the unit's authorized users.  This can be virtually via a shared screen in a videoconferencing application or in-person in a coffee shop.  But commissioners are not allowed to have copies of the information the unit is submitting electronically to council registration.  We encourage -- but do not require -- each unit to request a commissioner review on the updated recharter roster for common recharter errors when step 1 of Internet Rechartering 2.0 has been completed, but before step 2 is completed and the electronic submission has been made. Commissioner reviews cannot occur after the "Pay and Post Renewal" button is clicked, ending step 2. Let your commissioners know when the unit is ready for a review!

Recharter Process

Most of us know what needs to be done and, in most cases, by when it needs to be done. The bankruptcy and BSA recharter changes leave us a little less sure about how it is to be done. So, we will focus less on dates and more on the order that things are best done and work on them as quickly as your unit’s situation allows.

Let’s call it: GET READY!…GET SET!…GET DONE!

October to mid-November  

    GET READY!...these tasks are best done during this time frame and before the rest

  • Unit Committee assigns recharter tasks (Get Ready!...Get Set!...Get Done!) a due date and to a person
  • Appoint overall Unit Recharter Coordinator
  • Unit Recharter Coordinator attends district’s recharter training
  • Unit completes a membership inventory
  • Contact every member about renewing, especially those not seen lately
  • Member (or parent) is responsible for updating contact information
  • If not renewing, note the reason (may be needed for IR 2.0)
  • Collect National fees and council accident insurance fee from those renewing
  • Obtain applications (including CBC form and YPT proof, when required) from members not included on current BSA unit roster. Hint: online application can eliminate the need for submitting paper applications!
  • Confirm all adults have current YPT and top unit leader has completed BSA training for position; get applications and YPT proof for 18yo+ youth. Hint: get members whose YPT will expire before April 1 to renew it NOW to avoid YPT expiration during recharter and any error corrections

10/15/21 

    Internet Rechartering 2.0 scheduled to be available 

Mid-November to early December   
    ...GET SET!...These tasks are best done next…
  • Update unit roster (with needed attachments) using Internet Rechartering 2.0 through step 1
  • Request a commissioner review – recommended but not required – contact your friendly commissioners when ready
  • Complete Internet Rechartering 2.0 step 2 to pay online and submit updated roster and attached documents
  • COR or designate to approve submitted roster electronically
 

12/15/2021

    Recharters due

Starting
mid-December

    ...GET DONE! These tasks must be completed last [starting mid-December]

  • Council staff reviews the paperwork for errors; issues a “problem recharter notice” if any are found
  • Commissioners and district professional work with unit to submit additional required documents and take such other corrective actions as required by the council registrar
  • Must complete corrections by the last day of February or unit drops, regardless of when the error is found or when the unit is notified
  • Unit prints new unit charter and membership cards for charter presentation after registrar completes processing unit’s recharter  

 

Internet Rechartering 2.0

All Sam Houston Area Council units are expected to recharter electronically. Internet Rechartering 2.0 (IR 2.0) is the web-based system provided by the BSA National Council that allows units to update the unit roster for recharter, attach required documentation, and electronically submit the revised roster and documentation for approval by the unit's chartered organization representative. It is a complete rewrite of the system that we used through 2020. All of the BSA documentation for IR 2.0 is online at BSA's Internet Rechartering website (link also found in the Resources section above).

Unlike the previous system, IR 2.0 is part of Internet Advancement. As a result of this change, the person who uses IR 2.0 must be a member of the unit's Key 3 (COR, CC, or unit leader) or a "Key 3 delegate" created by the Key 3 in the Position Manager function of My.Scouting's Organization Manager. A delegate must be a registered leader in the unit. Because My.Scouting allows a delegate to do the same things that a Key 3 member can do, units should thoughtfully consider any such appointments. If the unit creates a delegate solely for the purpose of using IR 2.0, we strongly recommend that the unit set an expiration date for the appointment using the controls in Position Manager or manually remove the appointment promptly once IR 2.0 has been completed.  More information on Position Manager can be found here.

Hint: Your district’s commissioner team is your first point of contact if you need help. If they don’t already know the answer to your question, they will help find it. Contact your unit commissioner or, if you do not know who your unit commissioner is, contact your district commissioner, district director, or executive.

For convenience, we will refer to the registered leader authorized by the unit to use IR 2.0 as the "recharter processor" using the same term that was used by the old system.

IR 2.0 is organized into only two steps.


During the first step, Complete Recharter Information, the recharter processor updates the unit roster

  • by removing existing members who will not recharter.
  • by making any required changes to the positions of existing members.  No application is required to change an existing adult's position during recharter.
  • by adding any new members that were missed during the unit's roster review before IR 2.0 was started.  The recharter processor can send invitations to new members to complete online applications if the unit has enabled online applications.
  • by designated a person paying his/her BSA fees in another unit as a "multiple".  The unit in which fees are paid must be specified.
  • by adding or removing Scout Life Magazine subscriptions as requested by members.

Hint: the effort for this part of the process will be greatly reduced if the unit has completed the tasks in the recharter process step we call "Get Ready!...". Doing should assure that the unit roster is up to date and assure that the information has been gathered that the recharter processor needs to do the job.  Otherwise, he/she constantly be stopping work on IR 2.0 to get information that is needed to continue.

Note: IR 2.0 only allows one attachment for each member entry in the roster. If multiple attachments are needed, such as an application, CBC form and YPT certificate for a new adult leader, place the photos or scans of all three files into a .ZIP file and attach the .ZIP file to the member's entry. (Windows users may be more familiar with the term "compressed folder" for .ZIP files.)

Note: IR 2.0 does not allow the recharter processor to update contact information for existing member or to add contact information for new members added during IR 2.0. BSA assigns the responsibility for entering new members' contact information to the council registrar.  BSA assigns the responsibility for maintain existing members' contact information to the member (or parent) although the unit Key 3 can also edit contact information in My.Scouting's Roster Manager.

Once the roster is updated, click the "Validate and Pay" button in the lower right hand corner.  IR 2.0 will check that number of each adult leader positions meets BSA standards and that all adult leader positions are filled by persons who are at least 18 years old.  If either of these tests fail, the recharter processor must continue editing the roster; he/she will not be allow move to the next step.  The validate process also checks all members using the adult application to verify that the member's YPT certification will not expire until after the first day of the new charter period (that is, January 1) and that there is a Criminal Background Check authorization form (CBC) on file. IR 2.0 will issue a warning about the failure of either of these two tests, but will allow the recharter to continue.  However, the errors must still be corrected before council registration can finalize the recharter.  So please make every effort to obtain these required documents before completing IR 2.0.

After validation is completed, the final step, Payment and Confirmation, begins in which recharter processor completes IR 2.0

  • by specifying how payment of BSA fees and council accident insurance fees will be made. The unit may choose between credit card (service charge of 3% will be added), electronic check to a bank account (service fee of $1 will be added), or by delivering a paper check to the council.  The first two options are completed online at this time.
  • by electronically submitting the revised roster, any attached documents, and payment information by clicking the "Pay and Post Renewal" button in the lower right-hand corner of the page. Note: you will not be able to make further changes after completing this action.

Hint: it is a good idea to print the revised roster, either in paper or electronic form, before completing step 2 of IR 2.0.  Review the revised roster with the unit leader, the CC, and such other members of the unit committee as are involved with recharter.  Every "extra set of eyes" that reviews it reduces the chance of an error slipping in.

Hint: speaking of an "extra set of eyes"... Your friendly commissioners are also willing to help by reviewing your IR 2.0 roster after you complete step 1 but before you complete step 2.  However, please don't send your commissioners a copy of the "printout" in the previous hint because they aren't allowed to have it.  Instead, a commissioner review is conducted by looking "over the shoulder" of an IR 2.0 session controlled by the recharter processor.  This can be done in person by actually looking your shoulder in a coffee bar or some other convenient place.  Or it can be done virtually by sharing the recharter processor's screen using popular videoconferencing software. You are encouraged - but not required - to ask for a commissioner review when you are ready!

Once step 2 is completed, the unit Key 3 will be informed by email that the recharter processor has submitted the recharter. The unit COR is given instructions how to do the approval electronically.  In the event that the COR is unable to do the approval, he/she can direct another member of the Key 3 to act on his/her behalf.  The leader so directed will follow the directions in the BSA email for completing the approval on behalf of the COR.

After chartered organization approval is received, the council registrar will be reviewing the electronic submission.  If any problems are found, the unit will receive requests for correcting information and/or documents which will be supplied through means other than IR 2.0.


Useful Forms and Documents

The recharter instructions page consists of a single-sheet document containing the information found above in the changes and key points section.  You can download it here.
 
In this section are links to useful documents that may be helpful in rechartering and managing your unit.
 
1.  Checklist: Use this list to double-check that you are ready to submit your unit recharter.
 

2. Mandatory Adult Leader Training: Sam Houston Area Council requires that all top unit leaders (i.e., Cubmaster, Scoutmaster, Advisor, Skipper) complete BSA required training for their positions prior to recharter, in addition to the mandatory Youth Protection Training required by BSA. Read this document to be sure your leaders meet standards.

3. Membership Inventory:  Procedure for a membership checkup.

 
4. Telephone Reference Check for New Volunteer Leaders:   Use this checklist to check references for volunteers that you are adding to your unit's roster.
 
5. Risk Management Checklist:  For unit program planning.
 
6. Journey To Excellence Scorecard is used to determine whether units meet Journey To Excellence requirements. Use forms for the 2021 year in the Scorecards section of this page. There is a separate form for each type of unit: pack, troop, crew, ship.

Frequently Asked Questions

What is a unit?
A unit is a pack, troop, crew, or ship. Units in our area operate under the Sam Houston Area Council (SHAC), the local operating arm of the Boy Scouts of America (BSA). The council assigns each unit to a district, a geographic part of SHAC’s area of operations. 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 recharter?
BSA issues a charter through the local council to a chartered organization, like the church or other organization that owns your unit, which allows it to use a BSA program to serve youth in its community. For example, a Cub Scout pack uses Cub Scouting to serve youth in the first through fifth grades. BSA requires that the charter be renewed annually to continue using the program. At the same time the charter is renewed, volunteers renew the individual members of the unit. We call that annual renewal of members "recharter."
What else happens during recharter?
In addition to renewing the unit charter, your unit should also complete the application for the Journey To Excellence Award which must be turned in to the Cockrell Scout Center before December 31.
Who is the unit leader?
As used in this document, the "unit leader" or "top unit leader" is the Cubmaster (CM), Scoutmaster (SM), Venturing Advisor (NL), Skipper (SK), or Exploring Advisor (EA) for the unit. 
Who are the unit "Key 3"?
The unit "Key 3" refers to the Chartered Organization Representative (or CR or COR), the unit Committee Chair (or CC), and the unit leader (CM, SM, NL, SK, EA). The CR is the chartered organization's link to the unit.  The CC is responsible for managing the functions of the unit committee.  The unit leader is responsible for the Scouting program being delivered to the unit's youth.
Who can use Internet Rechartering 2.0?
The unit Key 3 are authorized to use Internet Rechartering 2.0.  The unit Key 3 may create up to 3 "Key 3 delegates".  The delegates are also authorized to use Internet Rechartering 2.0.
Who or what is the "recharter processor"?
The recharter processor is the registered leader authorized by the unit to use Internet Rechartering 2.0.  This person must be a member of the unit Key 3 or a "Key 3 delegate" created by the unit Key 3.  This person uses Internet Recharter 2.0 to update the unit roster for recharter, electronically attaches documentation required for adult applications (including persons aged 18 and over participating as youth in the unit), designates persons who pay their BSA fees in another unit, specifies how the unit will pay its fees, and electronically submits the roster and documentation for approval by the unit's COR.
Does a leader need a new application for each time they change their job responsibility in the unit or when they gain a new job responsibility in another unit?
The unit should submit a new application immediately when the change is made so that the leader receives communications appropriate to their position and so that there is a record that the chartered organization has approved the change.   However, at recharter time only, the position may be changed without an application because the leader's information is already on file and the chartered organization approval of the recharter roster also approves the position change.

Don't forget that there are three parts to a complete adult application: (1) the application itself with signatures of the applicant, the committee chair, and the chartered organization, (2) the criminal background check authorization signed by the applicant, and (3) a copy of the applicant's Youth Protection Training course completion certificate.
Are Lion and Tiger adult partners considered "adult members of the unit?" Are Lion Tiger adult partners registered leaders?
Lion and Tiger adult partners are not registered leaders. They do not have to pay a BSA membership fee or the council accident insurance fee.  They do not have to take Youth Protection Training although it is highly recommended that they do so.  If an adult partner later wants to become a registered leader, such as a den leader or committee member, the adult partner must complete Youth Protection Training, complete an adult application, pay fees, and undergo a criminal background check.
Does BSA's membership system keep up with individuals who are in multiple units and as such are wearing multiple hats?
Yes. However, Internet Rechartering 2.0 does not do so automatically. An individual pays registration fees, including council accident insurance fee, in the first unit in which he/she registers (the "primary registration").  The individual must inform any unit in which he/she registers after that (called "multiple registrations") of the primary registration so that the unit is not charged fees for the multiple registration.  If the individual later leaves the unit of the "primary registration", he/she must designate  one of the remaining multiple registrations as the new primary registration and pay fees in that unit.
Does a person pay for primary membership in each unit or just once for being in BSA?
A person is only required to pay once each year for BSA membership and council accident insurance fees. The unit through which the person pays BSA membership is called the "primary" membership.  Additional memberships are unpaid (called "multiple" registrations). Only the primary membership is assessed the $4 council accident insurance fee.
What happens if I discover I don't have some information I need to complete the recharter?
You may continue to enter the information you do have.  You may logout and it will save the information you have entered.  Make notes of what you need, then go get it.  When you have more information, you can go back to the appropriate pages and enter the new information. You may stop and start as often as you need.

Remember that step 1 has a "refresh roster" button.  Clicking this button updates your Internet Rechartering 2.0 roster with current roster information, Youth Protection Ttraining completion information and Criminal Background Check authorization form information.
When is the effective date of the recharter?  The date signed or the date/time submitted?
Neither. The effective date of the recharter is the day after the old charter expires.  Because charters expire on the last day of a month, the new charter will be effective on the first day of the following month. Because all Sam Houston Area Council charters expire on December 31, the effective date of all recharters is January 1 of the next year.
Are we allowed to make changes via internet rechartering throughout the year as new youth/adults are added or removed?
No, the internet rechartering process is just for the annual renewal.  And changes cannot be made after the recharter is submitted. Timely submission of new youth and adult applications to the council service center throughout the year will keep the charter information current.  The unit Key 3 can obtain current rosters at any time using my.scouting's Roster Manager.

Contact

For questions, contact your unit commissioner, district commissioner or district director or executive.