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Rechartering

Rechartering is an annual process through which the Boy Scouts of America and its Chartered Organizations (churches, civic groups. etc) renew and update their partnerships to operate Cub Scout Packs, Boy Scout Troops, Venturing Crews and Explorer Posts.  In the Great Rivers Council, all units recharter in December.

On or about October 9th each unit received an email which included instructions for the rechartering process which included their unit access code. This e-mail was sent to each unit's currently registered Key-3 (unit committee chair, chartered organization representative, and unit leader). If you've misplaced your code, unit access codes are available by calling the Council Service Center at 573-449-2561.

All units that do not complete the process will expire on December 31, 2018.


NOTE: Unit charters must be received by the council office by December 15, 2018 to be considered "on time" and to be processed by the 12/31/18 expiration dateIf they are not turned in on time and your unit drops because of it, you will:

  • Need to cease all Scout meetings and activities because of potential insurance lapses
  • No longer be covered on our Accident, Sickness, and Liability Insurance Policies in the case of an accident or incident
  • Not be able to process rank advancements or awards online or at the Scout Shop/Office 

For the 2019 charter cycle, units will be able to complete the entire renewal process online, with the exception of making payments.  Payments must be made to the council office.  If you have Scouts that receive financial assistance, their fees will be reflected on the Recharter Report.  You will adjust those fees on the Recharter Coversheet and Checklist form. Please contact the Council Service Center at 573-449-2561 to check your registration account balance before writing your renewal check.

PLEASE NOTE:

  • Youth and Adult National registration fees are $33 per year. Please include an additional $9 for each youth registered ($42.00 total). The additional $9 service fee does not apply to adults, and will NOT be reflected on the Charter Renewal Application.  It will be added on the Recharter Coversheet.

  • Final recharter paperwork must include appropriate signatures on the Charter Renewal Application and on all individual adult and youth applications. The lack of appropriate signatures will delay processing of your charter renewal.

  • All youth and adult applications should be checked for completeness.  Incomplete forms will delay processing of your charter renewal.

  • Please confirm that every adult leader has current YPT before turning in the final renewal paperwork.  YPT needs to be updated every two years for all leaders.  ALL leaders MUST have completed the NEW Youth Protection Training (released March 2018), regardless of when they last completed the prior version.

  • Units that have Scouts who are receiving financial assistance from the Council for registration fees will adjust their total amount due on the Recharter Coversheet. Health Insurance vouchers must be turned in with your charter for all applicable Scouts.

Unit recharter & Training Incentive
As an added bonus, any unit that has 100% of their leaders trained AND submits their recharter materials and payment ON-TIME will receive their RANK advancements (patches and cards) FREE for all of 2019!

Instructions to Complete the Annual Re-Charter

Click here to begin (have your user code ready, and select First-Time user, even if you did this in the past).  You can view the tutorial or FAQ first if you wish. Follow the instructions through the process. If you encounter a problem, stop and call the council office, you can come back and start from where you left off. Your work to that point is automatically saved. When finished click "submit to the council" and print your report.  Units WILL NOT be able to complete the recharter process if they have adults who are not current on Youth Protection Training.

Below are documents for both reference and completion.

After you complete your online rechartering, print the full Charter Renewal Report Package.  That report along with the required forms below should be turned in to your commissioner or to the council office along with your charter fees. If you have youth that are receiving financial assistance from the council, please submit a copy of their approval letter with your completed charter paperwork.

SPECIAL NOTE FOR YOUTH PROTECTION TRAINING:

YOUTH PROTECTION TRAINING (YPT):
In an effort to ensure Scouts are in a safe environment the following steps are being taken:

  • YPT is REQUIRED for all adult leaders and must be completed every two years per BSA policy.

  • ALL LEADERS must have completed the NEW Youth Protection training regardless of when they last took the previous version.

  • Make sure that every adult leader has CURRENT YPT BY December 15, 2018 (this includes having their Member ID number linked to their personal profile in their My.Scouting.org account) in order to receive credit for that training course.

  • Scout Leaders that do not have a CURRENT Youth Protection Training WILL BE DROPPED on December 15, 2018 AND NOT re-registered for 2019.

  • A completed, new BSA Adult Application (with approval signatures) and proof of YPT will be required in order to add that leader back into their unit/position after December 15, 2018, even if they are on the re-chartering roster that is turned in (since they were deleted on 12/15/2018) 

    • Units will likely access the Internet Re-Chartering portal prior to this deadline and thus the unit roster will be loaded with leaders that do not have current Youth Protection Training. If a leader is turned in on a re-charter roster that has been deleted because of failure to complete Youth Protection Training by the deadline, the individual and/or unit will be in a defective status in which case the charter may be held up from processing until the Youth Protection is taken if that leader is in a key leadership role (Charter Org. Rep, Committee Chair, one of 2 Members of the Committee, Unit Leader, and the sole Den Leader in a pack).    

Re-Charter Reference Materials
Letter to Charter Org. Rep/Committee Chairmen/Unit Leaders (FYI-Important)
Journey to Excellence-What's In It For Me? (FYI)
 
Documents Required with Annual Charter
2019 Recharter Coversheet and Checklist (Required)
The Annual Charter Agreement (Required)
United Way Demographic Form
Youth Protection Training (Required for each leader every two years)
Journey to Excellence Forms
Public School Partner Consent Form 
(Columbia only)-not mandatory but VERY helpful for us to be able to quantify how well Scouts are doing in school compared to non-scouts.
Adult Application (when necessary)
Youth Application (when necessary)
Veteran Application (when appropriate)
Program Grant Application (when financial assistance is needed for individuals)

 

  • Unit Training Report and Unit Roster are available by going to http://my.scouting.org and logging in with your www.myscouting.org username and password. NOTE: The Charter Org. Representative, Committee Chair, and Unit Leader (Cubmaster, Scoutmaster, and Crew Advisor) are the only ones with my.scouting.org access to these files.
  • The printed charter will tell you which adults and youth require an application.
  • Many of the forms above will need to be signed by the institutional head or charter representative of your chartering organization and the unit leader.
  • All forms must be turned in with your printout, along with proper signatures and charter fees to insure that your charter is processed in a timely manner. Please use single sided documents as they must be scanned to the BSA National Office.
  • All this takes time so start your rechartering NOW! If you have any questions contact the Council Service Center at (573) 449-2561.
  • NOTE: Please check all addresses and phone numbers (email addresses for leaders) to make sure they are correct.
  • Healthcare USA will pay the registration fee of those children that belong to that organization. Contact Healthcare USA at 800-566-6444 to get the form to submit with your charter. Missouri Care will also pay the registration fee. Contact them at 800-322-6027 for full details.
  • Charter certificates, membership cards, and rosters will be sent to the Unit Leader of each unit. Unit leaders should coordinate with their Unit Commissioner to arrange a time with their chartering organization for presentation.