1. Charter Renewal For Unit Leaders
NOTICE: BSA will release new Internet Recharting software with new look and electronic approval and payment options

2. Youth Protection Training
Effective September 1, 2017, Youth Protection Training will be required for all adult leaders at the time of registration. Paper applications from new leaders must be accompanied by a Youth Protection Training completion certificate, which must be filed with the application.
Because completion of YPT is now required for all leaders at the time of registration, unit leaders must obtain copies of the completion certificates from the leaders who register online before approving their application.
With the upcoming renewal cycle, the Internet Rechartering system will be updated so that units cannot submit the registration renewal of any adult who does not have current YPT as of the effective date of the renewal. Completion of YPT as part of the online registration system will be required in a future update. Additionally, council registrars will no longer be able to override the registration system to register any leader whose Youth Protection Training is not current.
Effective for the 2018 BSA summer camp season, any adult accompanying a Boy Scout troop to a residence camp or other Scouting activity lasting 72 hours or more must be registered as a leader, including completion of a CBC and YPT, even if they are the parent of a youth on the trip.
Please Note: Although YPT is strongly encouraged for adults attending any overnight activity, at this time, the requirement applies only to individual adults staying three or more nights at a resident camp.

3. An Early Note
If you run into problems at any point, call your unit commissioner promptly or the District Commissioner

4. Do’s and Don’ts
DO final update before printing “Draft” charter for review before clicking the “Submit” button
DO ensure all required paperwork (applications, disclosure/authorization sheet, YPT certs for new adult members) is ready to be attached to final charter
DO NOT staple anything (charter, apps, etc), this must be scanned and stapled pages cause to scanner to miss pages, use paper clips
DO NOT print the charter double sided – it must be scanned

5. Changes for this Year
One change to the system is that adults with expired YPT will not be added to the charter this year
Adults should review their My.Scouting profile and ensure that their address is current
On-line registrations completed after the final charter paperwork is printed must be printed and submitted for inclusion on the 2018 charter
Charters can be signed digitally this year by the COR and paid for online. If payment is not made online, charter will sit untouched until payment is received in Texas from Council

6. Changes for this Year (con’t)
Charters submitted online will sit untouched if any paperwork is missing until all paperwork is received in Texas from Council, charters will be marked as “Defective”
The Unit Charter Renewal System (UCRS) will look different this year due to upgrades but will have the same functions – the tutorial will look like last year

7. Responsibilities for Charter Renewal
Committee Chair (CC) & Unit Renewal Team
Recharter Processor(RP)
Commissioner
Advise and Support

8. Charter Renewal Timelines
Always
Submit youth and adult applications as soon as completed
September/October – Prepare
CC identify Renewal Team & set suspenses
CC and RP complete training and tutorial
Conduct membership inventory
Request adults update my.scouting profile
Request adults validate and update training esp. YPT
CC receive access codes
Identify Renewal Processor (RP) to Commissioner
TIP: Ask all adults to retake YPT now, if YPT expires anytime in next 12 months

9. Requests adults update info
Update profile – , phone, address
Validate training – retake YPT, update completed training
Confirm positions
Confirm primary (paid) and multiple registrations
Subscribe to Boy’s Life if desired

10. For Membership Inventory – Use Member Manager
Under “Roster Details” click the “All” block,

11. Pulling ScoutNet Roster
click the “Check Mark” to select all members.

12. Pulling ScoutNet Roster
Click on “Blue Arrow”

13. Pulling ScoutNet Roster
Select “Member List”

14. Pulling ScoutNet Roster
Click on “Submit” button

15. Pulling ScoutNet Roster
Click “Agree”

16. Pulling ScoutNet Roster

17. Official BSA ScoutNet Roster
This roster information is to be used only for authorized purposes on behalf of the Boy Scouts of America.
Disclosing, copying, or making any inappropriate use of this roster information is strictly prohibited.
Name
Member Id
Position
Expiry Date
Devlin Paul Biggers
Youth Member
1/31/2018
Colten Blankenship
Nicholas J. Borger
Daniel C Borger
Cameron Bryce Broberg
Robert Richard Bryant
Webelos Leader
Ellis Garretson Cain
Committee Member
Brandon Cain
Tyce Mathias Campbell
Elijah Robin Carvalho
Keoni Lavon Edward Chong
Elijah Jadon Fentress
Sherri Lindamarie Fentress
Registration Inquiry
1/30/2018
Eric James Fentress
Lion Adult Partner
Josiah E Fentress
Matthew Alexander Fisher
Walter James Gildner

18. Conduct Membership Inventory
Using roster pulled from ScoutNet –
Identify adults & youth that are not on ScoutNet roster
Obtain applications or pull unit’s copies of the apps
Youth members not on the ScoutNet roster cannot advance, earn merit badges or service time
For youth not being rechartered, find out reason –
Changed programs – moved from Cub Scouts to Boy Scouts
Too old for program
Changed units within the same city/town
Moved to another city/town
Stopped coming to meetings/lost interest/busy with other activities
Some other reason not listed above

19. Charter Renewal Timelines
November – Unit Recharter Activity
RP log in to UCRS (Unit Charter Renewal System)
Charter renewal team provide RP with members (& reasons for drops), Boy’s Life subscriptions, leadership positions, primary (paid) position/unit and other (multiple, unpaid) positions/unit
Charter renewal team obtain applications and YPT certificates, as needed, and fees
RP clicks “Update Unit Roster” in UCRS to pull in new data
Key 3 (and UC) review draft to check for any defective issues and RP corrects any issues found
RP clicks “Submit to Council” in UCRS and prints final charter
CC meets with Chartering Organization head for signatures on final charter paperwork

20. Collect fees
Member Renewal $33.00 per member (Tiger/Lion Partners no fee)
Boy’s Life $12.00 per family
Supplemental Council Insurance $ all (Tiger/Lion Partners do NOT pay)
Unit Charter Renewal $40.00 per unit
Note: Use Transmittal Envelope to calculate fees

21. Charter Renewal Timelines
December
CC assembles Charter Renewal Application package with envelope and check and submits to Unit Commissioner
Unit Commissioner reviews package for completeness
District Commissioner reviews package and submits to DE
DE faxes to Council registrar in Texas
January – Council/Registrar Activity
Registrar processes application
Deficiencies corrected
Registrar posts and sends New Charter and cards to Unit Leader
February/March – Unit/Commissioner Activity
Present Charter and membership cards

22. Introduction to UCRS – Internet Rechartering

23. The portal to UCRS is the “Recharter Now” link
Direct URL link:

24. First
Time
User

25. Note the ‘Frequently Asked Questions’ link on most pages as well as links to the ‘Help’ and ‘Tutorial’ sites

26. Inside UCRS, the first page shows the 5 stages of Internet Rechartering (Begin with ‘Begin)

27. Stage 1 – The first choice is whether to download the existing Unit Roster from the National Database (my.Scouting) or upload from a third party software

28. Uploading using Third party software
e.g., Packmaster, Troopmaster, Scout Book
All official data is already in my.Scouting
If you use unit software, make sure that each name in your software is shown the same as the name in my.scouting
-- Do not use nicknames for official records
If you decide uploading your unit software was the wrong way to go, you must call National to reset your charter and start all over

29. Stage 2 is the “meat” of the process
Stage 2 is the “meat” of the process. In 6 steps, you update all of the information about Scouts and Scouters to be listed in the Rechartering Application

30. Note that from this point on, the system is giving you a running account of registrants and costs (fee & BL – but may not include council insurance) in the upper left corner

31. Personal data masked here
Update Unit Roster
Stage 2, Step 2 begins by offering a list of all members currently in my.Scouting. There is an “Update Unit Roster” link near the upper right corner of the page

32. “Update unit roster”
At any time during the process until final submission --
This updates the roster with any registrations processed since you started
And any adult YPT completed since you started
So that you don’t have to submit paperwork for either
Click this every day you are in UCRS!

33. Stage 2, Step 4 is the addition of new members, beginning with adults

34. Adding a member (“transfer”)
Note that there is a block to check, “Transfer into this unit.” Don’t use this for either an adult or a scout during rechartering If you process a transfer during rechartering, you are only registering the member for the NEXT Charter year. Submit a transfer separately now to register for THIS year If you “Update Unit Roster,” the member will be listed. Then, the member can be renewed for the NEW Charter year

35. Parents as Tiger or Lion Partners
An adult Tiger or Lion partner is not a registered position (but they are assigned a BSA ID)
A previous or current Tiger or Lion partner registering in a committee or leader/assistant leader position must fill out an adult application, disclosure, and YPT
If you write in the Tiger or Lion Parent BSA ID on the new adult application, all training is transferred to the new adult profile

36. This part of Stage 2, Step 4 lets you add new Scouts

37. Page 3 starts the process of adding parent/ guardian information
Page 3 starts the process of adding parent/ guardian information. Is the parent or guardian an adult member of the unit?

38. If yes, choose the member

39. If no, enter the information manually

40. 18 year-old Venturers
A new Venturing youth registrant 18 or older must submit an adult application (signed application, disclosure form, and YPT certificate.) A previous member turning 18 on or after March 1, 2015, must submit the same information, or have previously submitted, in order to recharter.

43. Stage 2, Step 6 begins by letting you update unit positions
Stage 2, Step 6 begins by letting you update unit positions. Note on the right a list of required and filled positions

44. It allows changing the position (or adding a second position) using pull down lists.

45. The next stage is checking the roster

46. Check Roster -
… provides two kinds of information – Warnings that should be reviewed to see if there is a problem Errors that must be corrected before rechartering can be completed

47. The Summary Stage lets you review the final roster or return easily to a previous stage

48. Note: National raised member fee to $33
Summary, Step 1, lets you update fees for multiple registrations and Boy’s Life

49. “Multiple” registrations
A “multiple” registration is a person (adult or scout) whose primary (i.e., paid) registration is in another unit. Payment of the $33 registration fee (and $6 council insurance fee) is required only once for each registered person

50. Selecting “Update” lets you show that the primary registration is in another unit and sign up for, or remove, a Boy’s Life subscription

51. If you show the member paid in another unit, it will ask for the unit type and number. Get this data before you start the process.
A District position is listed as a Council position

52. Stage 4, Step 2 is the “Membership Inventory
Stage 4, Step 2 is the “Membership Inventory.” Show the reason for each dropped youth

53. The “Submit to Council” link is on this page –
But Don’t Do It Yet

54. First, select the “Review/Print Roster” link to print a DRAFT of your rechartering submission
Use the draft for Key 3 (& UC) meeting to review the complete package

55. 7/6/2018
XXXX
First Middle Lastname
Page 1 of the Draft will show you the adults and youth for whom a registration form is required

56. Issues for CC & Charter Renewal Team And Key 3 Review

57. Registration forms
Include a registration form for each adult and scout listed on page 1 of the rechartering application as a new registration
for adults, the registration form, disclosure / authorization form, and proof of current YPT
submit the registration form even if it was previously submitted
all signatures on the forms
Normally, if you “Update Unit Roster” in UCRS before clicking “Submit to Council,” the new registration will be listed and removed from page 1. Then, another paper application is not needed

58. A registration form is required …
For each adult or youth new to the unit, or Venturer turning 18 For an added or changed adult position in the unit (If you keep a paper copy of a registration form with signatures and SSN until successfully processed, you must protect and shred the sensitive info)

59. Avoid different BSA profiles
Adults/youth may be given a second member ID when they are already registered or were previously registered
For any registration, indicate on the registration form that an adult or youth was previously or is currently registered (or is/was a Tiger Cub partner), including (if possible)
Previous or current member ID
Previous or other current unit

60. Annotate applications to aid the registrar
Mbr ID #

61. Adults without current YPT
The last page of the draft (and the second last page of the Charter Renewal Application) will give a list of adults for whom the YPT date in the system is not current (i.e., within 2 years)
New Internet Rechartering system will not permit the CRA to be submitted if a YPT is not current

62. Youth Protection Training
Attach proof of current YPT for every adult application (along with the application form and disclosure/authorization form) For renewing members with an Error in the rechartering package for having expired YPT, obtain new certificate, update their training record, and pull in the new YPT into Internet Rechartering

63. After Key 3 Review, Print the complete application
Get signatures
Submit the report to your Commissioner for review
The District Executive will fax the report after Commissioner Review

64. Insurance Fees
NO insurance Fees for Lion and Tiger adult partners: Lion and Tiger adult partners will not pay the $6 insurance fee as originally planned during charter renewal.  Updated Internet Rechartering will only compute the insurance fee for paid members.  I recognize that this is a change from what was published in the Charter Renewal Handbook and on the face of Transmittal Envelopes.  This is late breaking news.

65. Fees
The $6 NCAC insurance may not be included in the fees listed on page 2 of the recharter printout. The $6 fee is calculated and shown only on the transmittal envelope

66. Assemble Charter Renewal Package
NCAC Transmittal Envelope
First page indicating attached applications
Second page with all signatures. District Commissioner or DE signs for Council
Last page with Processor information
Applications (Youth. Adults: signed app, disclosure, YPT)
YPT certificates
Check: Payable to NCAC
Signed Charter Agreement
2017 Journey to Excellence Form

67. Annual Unit Charter Agreement

68. 2017 Pack JTE Form

69. 2017 Troop JTE Form

70. 2017 Team JTE Form

71. 2017 Crew JTE Form

72. 2017 Ship JTE Form

73. Turn-in
Meet with your Unit Commissioner by the date given by the District to submit your completed rechartering package The Unit Commissioner will review the document with you, and submit it to the District for final review and turn-in.

74. Your Goals Increase Membership & Reduce the Rechartering paperwork:
Identify youth and adults on your roster who are not properly registered
Submit completed adult & youth applications prior to completing Internet Rechartering
Complete YPT re-training if expirations are in next 12 months
Don’t get stuck/delay, call your UC
Identify specific time/place to obtain signatures and a check
Submit to UC before designated District turn-in date

75. Special Review & Approval
Special review and approval is required by the Council Scout Executive for all—
- Units with less than 5 paid youth
- Units with more than 100 paid youth
- Units rechartering less than 50 percent of youth from current year

76. Questions If you have questions or need help –
Contact your Unit Commissioner
Not sure who that is, check the Roundtable Bulletin Board
If there is NO Unit Commissioner listed for your unit
Contact the District Commissioner
John Patrick,

77. Websites http://www.my.scouting.org http://www.ncacbsa.org/recharter
John Patrick,

78. Recharter Turn In Dates/Locations
Date Location Times Mon, 27 Nov Panera’s Rte 17 7 – 9 pm Wed, 29 Nov Panera’s Rte – 9 pm Sat, 2 Dec Panera’s Rte am – 12 noon Mon, 4 Dec Panera’s Rte – 9 pm Wed, 6 Dec Panera’s Rte 17 7 – 9 pm Sat, 9 Dec Panera’s Rte am – 12 noon Mon, 11 Dec Panera’s Rte 17 7 – 9 pm Wed, 13 Dec Panera’s Rte – 9 pm Thurs, 14 Dec Roundtable 7 – 8:30 pm