Las Vegas Area Council, Boy Scouts of America

2021 Charter Renewal Instructions

Resources and forms can be found at: https://lvacbsa.org/rechartering/

Before you Begin

There are several important steps that you should complete before trying to get online to do Internet Rechartering:

1. Conduct a membership inventory: • Go to my.scouting.org to pull a current membership roster – if you have any scouts or adults not

showing up on the roster turn in an application to the Council office to get them registered. (Must have completed YPT with a completion date in the last 24 months.)

• Verify all adults have completed their youth protection training.

2. Obtain the required paperwork. This means gather completed new adult applications and Youth Protection training YPT certificates, as well as completed new youth applications. The information that you will enter online must match and correspond exactly with the information found on the application.

3. Review the internet rechartering tutorial. Found at: https://lvacbsa.org/rechartering/

Important Highlights for 2020/2021

1. New Access Codes for Every Unit Each Year (See pg 3 for steps). When you first login to Internet Rechartering, please remember that you are a new user each year, even if you have done Internet Rechartering in the past. You must register using the access codes provided each year. The access codes from prior years are not valid and will not work. Each unit (pack, troop, crew) has a separate access code which was emailed to the unit leader. **NOT your ScoutBook Login**

Please choose a password that you will easily remember and write it down. Example for Pack 950: password would be “pack950”.

2. Submit new Scouts along with the prorated fee and $25 new member fee directly to the council service center PRIOR to submission of your charter.

3. Turn your charter into your District Executive—by appointment only, by December 10, 2020.

Common Problem Areas

1. Youth applications. When adding a new youth member to a unit charter a youth application is required. **The most common problem with Youth applications is missing signatures from parent and/or unit leader.** See number 3 above.

2. Adult applications. Every new adult added to a unit charter requires a new adult application and Youth Protection certificate. Those adults changing positions in the same unit are not required to complete a new application. An adult who has been registered in one unit and is now being added to another unit does not need a new Adult application or YPT certificate. A new adult is defined as a without person ID or with Person ID but did not hold a volunteer position in 2020 in current or previous unit. ONLY USE ADULT APPLICATIONS DATED 2020. The date is located on the cover page, bottom left corner.

Common problems with Adult applications include: missing or invalid Social Security numbers, missing question answers, incomplete names (e.g., Jimmy instead of James), missing or incomplete disclosure statements, missing initials and missing or incorrect signatures. Please note that the Chartered Organization Head or Chartered Organization Representative signing the application must correspond with the unit to which the applicant belongs. Also be aware that the information for new adults needs to match and correspond exactly with the information contained on the application.

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3. Youth Protection Training is mandatory for all adults. If an adult shows up on the Charter Renewal Package in the section “Adults Without Youth Protection Training Report” you will need to have that leader complete Youth Protection Training before submitting the charter.

YOUTH PROTECTION TRAINING IS VALID FOR TWO YEARS. All Adult Leaders must have taken Youth Protection to be registered in Scouting.

A printout of the BSA Training Validation page from MyScouting.org will also be acceptable as long as the printout contains the name of the adult and the course code and finish date of each training course.

Avoiding Common Problem Areas

1. One copy of The Annual Charter Agreement form will suffice for all units chartered under the same sponsoring organization. Ask the executive officer to sign this form at the same time he/she is signing the Charter Renewal Report for each unit.

2. A 2020 Journey To Excellence (JTE) Scorecard signed by the unit commissioner must be turned in with your charter.

3. Charter Renewal Report Package. After completing Stage 5 of the online portion of internet rechartering, you will print out a Unit Charter Renewal package. Please make certain that you have the final version with signature lines, NOT the draft version without signature lines. There are three signature lines. You must obtain two of the three signatures, one from the Executive Officer of the sponsoring organization and the other from the unit leader (Cubmaster, Scoutmaster, Crew Advisor, or Ship Advisor). The third signature line is for the district executive who will sign it before the package is turned into the council registration department.

Internet Rechartering won’t allow a charter to be complete when there are errors in the minimum number of adult positions required. The problems happen when changes are made by hand after the charter has been submitted online. Please be aware of the minimum number of positions when making changes by hand. For packs you need at minimum IH, CR, CC, CM, DL, Two MC. Troops, Crews & Ships need IH, CR, CC, Two MC, SM/NL/SK.

If your chartered organization has more than one unit, the Executive Officer and Chartered Organization Representative must be the same persons for all units.

It is often necessary that adults and even youth are registered in multiple units. Generally, an adult may not be registered in more than one position within the same unit. The one exception is the Charter Organization Representative, who can also register as a Committee Chairperson or Committee Member.

On the signature page of the recharter renewal packet it will show a cost breakdown for registration fees by youth, adult and the annual liability insurance. The fee break down is:

• $66.00 for youth members • $42.00 for adult members (includes cost of background check and Scouting Magazine) • $12.00 Boys’ Life Magazine Subscription • $25.00 New Scout Joining Fee (for Scouts who have never been registered) • $75.00 for annual liability insurance fee

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Recharter Process

1. Log onto the Las Vegas Area Council website at: www.LVACBSA.org. 2. Click on the Internet Rechartering link. (under “Resources” tab)

3. Click on: a. First Time User for 2021 Recharter (all users will click on this tab to begin the process) b. Returning User (if you start and have to stop, then you log back on as a returning user).

4. Log In a. Access Code – The code was emailed directly to the unit leader. (*NEW CODE every year*) b. Unit Type – (use the drop down arrow to select pack, crew, post or ship) c. Unit # - (Enter your unit’s National {4 digit} unit number – see email) d. Click on “Continue”.

5. Confidentiality Statement a. Please review and click on “I agree”.

6. Enter Contact information as asked for a. Once completed click on “Register”.

7. Review the 5 Stage Process – click begin

8. YOU MUST SELECT “LOAD COUNCIL INFORMATION”. DO NOT use the “Upload UMS File”.

9. From the point of “Update Roster” please follow the instructions given by the Internet Rechartering system. It will direct you through:

a. Update Roster 1. Update Chartered Organization Contact 2. Select members for renewal. After members are selected, you will be asked to review

the changes. 3. Promote Scouts or Adults to another unit 4. Add new members: Scouts than Adults 5. Update member data 6. Update member positions

b. Check Roster. Review any error messages and make necessary adjustments. c. Submit Roster d. IH & CR can approve online. e. DO NOT use the electronic payment method. At checkout select “Will pay at council office.” f. Print Recharter even if approved online. (Must include ALL printed pages and appropriate

signatures with your Recharter). g. Have recharter paperwork signed by Institutional Head and Unit Leader (unless it has already

been approved online). h. Have Institutional Head and Charter Organization Rep. sign Annual Charter Agreement. i. Recharter Fees: $66.00 for Youth members, $42.00 for Adult Members, $12.00 Boys’ Life

Magazine Subscription, $25 for new Scouts and $75.00 annual liability insurance/recharter fee. Your total will print on the signature page of the recharter application.

j. Turn in (not emailed) the following to your District Executive: 1. Signed copy of FULL Charter. (DO NOT print the “Summary Copy”) 2. Annual Charter Agreement 3. Completed and signed JTE Forms

4. Check or authorization to pay from Unit Trading Post Account. DO NOT PAY ONLINE.

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Recharter Checklist

Submit Completed Charter Electronically Online.

Recharter Authorization after Submitting. (2 Options) 1. Electronic Authorization: Print off Submitted Charter (Full Report) - Select to have Charter

Organization Representative (COR) authorize charter online. Approval will show on front page.

2. Physical Authorization: Print off Submitted Charter (Full Report) - Get appropriate recharter authorization signatures and bring signed “Full Report” to your charter turn-in.

Annual Charter Agreement. Found at: https://lvacbsa.org/rechartering/

Must have Executive Officer signature Must have Charter Organization Representative (COR) signature. All units must bring a signed copy to turn-in. Form can be printed from but not submitted

online.

Completed 2020 Journey to Excellence Scorecard, signed by unit commissioner. These can be found at https://lvacbsa.org/rechartering/

Applications for all new youth and adults, including members listed on the Cover Sheet of your Recharter. Completed BSA application for all new youth and adults. A new adult is defined as a without person ID or with Person ID but did not hold a position in 2020 in current or previous unit. Youth application must be signed by Parent and Unit Leader. Adult Applicant and Charter Rep (COR) must sign all adult applications. All questions must be answered on adult applications. (DO NOT LEAVE ANY BLANK) ONLY USE ADULT APPLICATIONS DATED 2020.

Youth Protection. All leaders must have completed Youth Protection Training before charter can be submitted. Youth Protection must be renewed every 2 years. All new and recently renewed Youth Protection certificates should be included with Recharter

packet. Youth Protection Training must have been completed after 2/1/2019.

Charter Payment based on “Total Fee Submitted”. Make checks payable to: Las Vegas Area Council $66.00 - Annual Membership Fee per Scout $42.00 - Annual Membership Fee per Adult. (Includes background check & Scouting

Magazine.) $12.00 - Boys’ Life Magazine per subscription (optional) $25.00 - New Scout Joining Fee (for Scouts who have never been registered) $75.00 - BSA Unit Liability Insurance (Charter Fee)

Questions contact your district executive at 702.736.4366

Las Vegas Area Council, Boy Scouts of America 7220 South Paradise Road, Las Vegas, NV 89119

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