Charter Renewal

Please refer to the information below detailing renewal details, effective August 1, 2024. A unit charter renewal can be renewed two months or 60 days prior to expiration.

Unit Authorization Form

On an annual basis, the unit is requested to submit an updated Unit Chart Authorization Form to Scout Shop. This form notifies Scout Shop of those leaders that are authorized to use funds from the Unit Custodial Account. The leaders listed on the form need to have a current registration with the unit and is approved by the unit Committee chair. Authorized users may be asked to provide identification prior to funds being used. 

The form can be found and downloaded here.

Required Items for Unit Charter Renewal

Annual Unit Charter Agreement - download here.

  • The Annual Unit Charter Agreement is a 3-page agreement between Aloha Council, the Unit Charter Organization, and Scouting America.
  • Please be sure the most current form is being reviewed and submitted.
    • The current agreement will be dated in 3/1/2024-3/1/2025.
  • The top section of the agreement will need to reflect the unit's charter organization, the type of unit and the unit number.
  • On the last page, the agreement needs to be signed by the Executive Officer, also known as the Institutional Head (IH), the Charter Organization Representative (COR) and the Committee Chair.
    • Once the agreement is signed and submitted, the unit's District Executive or District Associate will sign on behalf of Aloha Council. Signatures on the agreement should be a wet signature or a digital signature that is date and time stamped by a third party application (i.e. DocuSign).

Unit Key 3 Renewal validations in my.scouting.org.

  • Key 3 should be aware of the following items:
    1. Leadership Positions
      • Generally, regardless of unit type, each unit should have a Charter Organization Representative (COR), Committee Chair (CC), and the Unit Leader (Cubmaster, Scoutmaster, Crew Advisor (NL) or Skipper (SK), depending on the type). These 3 leaders make up the unit's Key 3 leadership,
      • Along with the Key 3 are at least two Committee Members (MC), and for Cub Scouts, a Den Leader.
    2. Youth Protection Training (YPT)
      • All registered adult leaders should be YPT compliant. Unit Key 3 should ensure their adult leaders are current with their protection training.
      • When renewing or updating the Youth Protection Training, all four modules need to be taken within 30 to 60 days of the first completed module. The fourth module, the YPT Certification Test, cannot be renewed alone. All four modules need to be taken.
    3. CBC Authorization Form
      • If the system does not recognize a Criminal Background Check authorization form on file. There will be a validation flag. The CBC is located on page 6 of the adult application, which can also be found here.
        • The CBC is on page 6 of the application.
      • The criminal background check authorization form will need a wet signature or digital signature that is date and time stamped by a third-party application like DocuSign.
    4. Adult Leader Age Requirement
      • Adult leader age requirements, especially those under the age of 18 years old, may be flagged.
      • Members that are 18 years or older may register as an Assistant Scoutmaster (ASM), Unit College Scouter Reserve or Unit Participant. If a member is registered as an Assistant Scoutmaster, it is highly recommended that the position-specific training for an ASM is completed.
      • Only members 21 years or older may hold Primary Unit Leadership positions and serve as Two Deep Leadership.
    5. Youth Age/Grade Requirement
      • Youth. Age and grade requirements are dependent on the unit type.
      • Cub Scout units, or Packs are generally guided by the youth grade level. Scouts BSA or Troop are for ages 11 to 17, except for:
        • A youth who is ten years old and has earned the Arrow of Light
        • A youth who is ten years old, currently in the 5th grade, and joins after March 1st.
      • Venturing Units (Crews) and Sea Scouts (Ships) are for youth 14 - 20 years old.
        • When the youth turns 18, they will need to register as a Venturing participant until they turn 21 years of age.
    6. Adult Leaders Missing SSN
      • Adult leaders missing Social Security numbers are rare, but will be flagged if it is missing in the person's records.
  • Once the pre-check is done on the 6 possible flags for validation, the Key 3 can start the unit renewal.

For Key 3

  • Key 3 leader will log into their my.scouting.org account.
  • Under Menu, select the Unit under Organization, then select Organization Manager.
  • Under Organization manager, on the left column, choose Unit Renewal.*
    • *Again the first step is unit validation. Check that leaders are in their correct positions. If changes need to be made whether it is in their paid registered position or functional position.
  • Click on Edit Positions to make those changes. As a reminder, leaders are being positioned effective January 1st. Don't forget to save if any positions were adjusted.
  • A yellow triangle with an exclamation mark icon indicates expired or lapsed members.
    • If these members are renewing with the unit, they should do so before the unit renewal is completed.
    • If the unit has members that are not continuing, they may be opted out by the Key 3.
      • To opt out members for the upcoming unit renewal, the Key 3 will need to go to roster and click on Opt Out for those members.
  • Errors or warnings will apear above the Unit Renewal and Leadership Approval section, and will need to be addressed before continuing.
  • Once leadership positions and validations are complete, Unit Key 3 may approve by typing in their name.

Unit Charter Renewal Fee of $100

Charter Renewal Payment & Process

There are three ways that the renewal can be paid. :

  • Pay Online - Credit Card
  • Pay Online - ACH
  • Unit Pay to Council or Use Funds from Their Unit Custodial Account
    • Unit authorizes use of Custodial Account or submits payment to Council

Regardless of how the Unit Charter Renewal is being paid, whether online or Pay at Council, continue to the Unit Pin review. Key 3 should review the Unit Pin settings and make any necessary changes. If the unit is paying to Council, stop here and submit the necessary unit renewal report, payment or authorization to use funds in the Unit Custodial Account to Council.

For Key 3 | Pay Online - Credit Card & ACH

  • If the unit is paying online, click on continue to Unit Renewal.
  • The payment page will appear. The top of the page will display the renewal order status along with the unit renewal fee.
  • The unit may elect to pay by credit card or ACH.
    • Whichever the unit chooses, the admin fee will adjust accordingly. Please be sure to list a valid email address as a confirmation receipt will be sent to that address.
  • Credit Card Payments: The unit may elect to save the credit card information for future payments. If the unit does not want the information saved, be sure to unclick the box, then proceed to payment.
  • ACH Payments: The same option to save payment information is listed. Be sure to click or accept the box and proceed to pay with bank account
  • Once the payment is submitted, a summary will be displayed. Continue by clicking go to Confirmation. The payment processing and confirmation page will be displayed.
  • An email confirmation and receipt will be sent to the email address provided in the billing information section. It is suggested to share this email with the unit Key 3.

For Key 3 | Unit Pay to Council or Use Funds from Their Unit Custodial Account

  • If the unit would like to submit payment for their unit renewal to Council or use their Custodial Account, click on Click here for Pay at the Council Office Option.
  • A unit renewal report will be generated listing leadership positions. The Key 3 submitting and proving will need to sign.
  • If any leadership positions need to be adjusted, they may be indicated on the report or in an email that the report is attached.
  • Your report will list the leaders that you have in those specific positions.
  • Continue to the Unit Pin review. Key 3 should review the Unit Pin settings and make any necessary changes.

 

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