Unit Renewal & Membership Renewal
The previous “recharter” process has been replaced by 2 separate processes, Unit Renewal and Membership Renewal. This is a change in 2024. Membership of youth and adults is now handled on an individual 12 month cycle and no longer directly linked to an unit charter.
COMPLETING YOUR UNIT RENEWAL
One of the unit’s Key 3 leaders must log into My.Scouting.org, choose Organization Manager, then Unit Renewal. A step-by-step Unit Renewal Guide is available.
The system will validate several basic requirements. Any errors will be shown in red and won’t let you proceed. Any warnings will be shown in yellow but will allow you to proceed. The three most common errors are:
(1) Not having the required leaders in all positions. See the Inventory worksheets below for the required adult leadership positions.
(2) Leaders who do not have valid Youth Protection Training. Check your list and remind your active leaders to retake training if it has expired.
If you have adults on your roster that are no longer active in your unit, you can click “Opt Out” on your unit’s Roster page. Note, this is not in the Unit Renewal screens. Go back to the my.Scouting.org main menu to find your Roster. Click the “Opt Out” symbol on that person’s row. Then wait overnight for this change to sync. The adult’s name will stay on your Unit Renewal list, but the error for expired Youth Protection Training will no longer stop you.
(3) Youth who do not meet the age/grade requirements for your program. For a Troop, any youth who has turned 18 must complete a paper application form and background check authorization if they wish to continue in an adult role. (The youth-to-adult application process can’t be completed online. Forms and instructions are on the Membership Resources page.)
FREQUENTLY ASKED QUESTIONS
How Do We Assign a Charter Organization Representative (COR) Delegate?
The COR Delegate can only be assigned by your currently registered Chartered Organization Representative. To assign the COR Delegate, your Chartered Organization Representative must log into My.Scouting.org and navigate to Position Manager.
How Do We Assign a Unit Key 3 Delegate?
View step-by-step instructions for assigning a Unit Key 3 Delegate here.
How do I submit my unit’s Annual Charter Agreement?
The Annual Charter Agreement (Required for Traditional Units) and the Memorandum of Understanding (Required for Exploring Units) must be signed and returned to the Council office by December 31 each chartering year. Unfortunately, an electronic copy cannot be uploaded to the Internet Charter Renewal 2.0 system. Instead, please send the completed form to the Council office via mail or fax (920-734-1991).
How can I assign adults to new positions? The Chartered Org Rep (COR) (or a COR delegate) can assign adults to new positions, anytime. This is done in My.Scouting.org, Organization Manager, Position Manager to. Although it can be done anytime, it is not done during the Unit Renewal. Make the changes first, to ensure that you have the required minimum positions filled. Or, after the unit renewal posts, you can continue renewing members and changing positions around as needed. You do not need to wait until next year.
I have multiple positions; why aren’t they all shown as Renewed? This seems to be a bug in the new system and we are awaiting definitive guidance from national. After someone with multiple positions pays their renewal, it may appear that only the “primary” position shows the new renewal date (e.g. 12/31/2025) and other positions continue to show an earlier date. We know this isn’t correct and are awaiting an answer.
My unit wants to pay for individual membership renewals, by sending a check to the council office. That’s fine. One tip though; please do not create a “renewal batch.” Check off the members to renew on the roster in Organization Manager and print out the Unit Payment of Membership Renewal report. Then forward that report to the office for processing, along with your payment.
