Unit & Membership Renewal

The links below may be useful for unit leaders related to unit and membership renewal.  These two processes were formally part of "recharter' but are now separate.

Unit Renewal

  • Completing the "Unit Renewal" process confirms that the unit will continue to operate in 2025 under the same chartered organization.  It also confirms unit leadership.
  • Individual members renew separately (see "Membership Renewal" below).
  • Please make plans to complete this before the end of the year.  There is a provision for being late, but we're concerned that will create some other unintended problems.

Preparation for Unit Renewal

  • Appoint one of the Unit Key 3 to renew the unit.
  • Make sure all of the adults listed on unit roster have complete YPT (and PA background clearances) that are valid for at least three months past the renewal date.
  • The Chartered Organization Representative (COR) or COR delegate should make any changes to leadership positions in my.scouting/position manager prior to submission of the renewal.
  • Decide how payment will be made – options are to use a credit card, pay at the council service center, or use the unit’s bank account.

Steps in Renewing the Unit

  • Log in at my.scouting and go to "organization manager".
  • Validate the adult leader roster and confirm YPT (and PA background clearances) are current.
  • If any adult leader positions need to be changed, this can be done in "position manager" by the COR or COR delegate.  Be aware that this will take one day to sync before the unit renewal can continue.
  • Complete payment

This document provides more detailed directions: Guide for Unit Key 3 Members

Reminders/Notes

  • Units can change leadership at anytime during the year by 1) the COR or COR delegate can use "Position Manager", or 2) submitting new applications.
  • Units do not need to wait until every member has completed his/her renewal before doing the "Unit Renewal" process.  That is separate from "Membership Renewal".

Membership Renewal

Membership Renewal is the process where individual members renew their membership.  This is separate from the "Unit Renewal".  There are a few different options for how this will work, depending on how the unit wants to pay.

The most common is called "Family Pay" where individuals pay for themselves.  There is a "Unit Pay" option where units can pay for all members.  Also, there is a hybrid approach for units that opt for "Family Pay" but want to pay the fees for certain members (for example: leaders or families in need).  Please visit the links below for details on each:

News & Notes

  • As of October 1, units will not need to approve online renewals.  All renewals will be automatically posted when completed.  This is a change from earlier this fall.
  • Unit leaders can pull reports from the "Organization Manager" that show which members have renewed or are scheduled to renew their membership.

Common Issues

  • The most common issue that units are encountering when working through "Membership Renewal" is that youth members are not correctly associated with their parent in My.Scouting.  This may be because the parent has multiple profiles (perhaps as a parent and also as a leader) or that the youth is associated with a different parent.  Units may be able to fix this, or the unit leader can reach to WCC Registrar Anna Marie Pepper for assistance.
  • Remind unit members to renew on time.  In mid-November, some units had problems when a family tried to renew late, though the issues were able to be resolved with some extra steps.

Other Helpful Links

Understanding & Explaining Fees