Unit and Member Renewal
Individual Registration and Renewal Changes
Renewal Dates to Know
START: Unit Renewal System Activated for the Key 3 in each unit on December 1, 2024.
LOGIN to my.scouting.org to confirm your access - if you have forgotten your username or password contact Margaret Brown @ 225-926-2697 or e-mail info@iacbsa.org.
FINISH: The renewal process must be completed no later than January 31, 2025.
Highlights for Individuals
- Membership is for 12 months
- Renewal notifications/reminders will be sent via email from National BSA. Unit Key 3's will be copied.
- Renewal opens 60 days prior to an individual’s expiration date (anniversary date.)
Current Member Renewal
- Current members, youth and adults, renew using my.scouting.org by clicking on the red notification icon to open the renewal page.
- Verify your registered & multiple position(s)
- Agree to the Terms & Conditions
- Pay your registration fee and optional Scout Life magazine subscription.
Fees (2025)
- Adults $85
- Youth $150
- Scout Life magazine $15
- Administrative Fee 3%
Key 3 members have the correct access to perform this process. Unit Renewal is found in Organization Manager.
Tips for a successful unit renewal:
1) This process only renews the unit, not any of the members. There is a separate process for member renewals based on their joining date or last renewal date.
2) A unit can renew two months prior to expiration. (Expiration date = January 31, renewal opportunity begins December 1.)
3) It is recommended to perform a pre-check to ensure requirements are met prior to proceeding and encounter validation issues.
- Leaders do not have current Youth Protection Training (most common.) (ERROR)
- Unit does not have required number of leadership positions. (ERROR)
- Leaders are less than 18 years old. (ERROR)
- Youth do not meet the age/grade requirement for the program. (ERROR)
- Leaders do not have completed Criminal Background Check (CBC) Authorizations. (WARNING)
- Adults do not have Social Security Number (SSN). (WARNING)
4) Check your leadership positions and make sure the correct names are in the correct positions. The Chartered Organization Representative can use “Position Manager”, also found in Organization Manager, to edit and then wait overnight for the data jobs to run. Afterwards, you can validate again.
5) Have a credit card or ACH information to pay the Unit Recharter fee ($100.00). There is a convenience fee of 3% for credit cards and $1.00 for ACH processing.
6) Proceed with unit renewal.
Units (Key 3) can process renewals on behalf of members of their unit.
- The system allows you to select all or specific individuals to renew.
- You can do this multiple times during the month so if you leave someone off you can always renew their membership later, and
- You can do this monthly to capture those that are entering their renewal window.
The renewal period for membership begins two (2) months before the expiration date.
Navigation: To begin, log in to my.scouting.org and go to Menu> Organization Manager>Roster
Select the member you want to renew by clicking the box to the left of the name. At this time, the system will only allow the registration of one member at a time. Provide a separate written list for members you wish to multiple.
To pay at the council: Select “Print” and then “Unit Payment of Membership Renewal.” This will produce a Summary of Fees PDF document to be printed, signed, and submitted to the local council along with the payment for the renewal.
That completes the process for renewing members of a unit if paying at the local council.
Units (Key 3) can process renewals on behalf of members of their unit.
- The system allows you to select all or specific individuals to renew.
- You can do this multiple times during the month so if you leave someone off you can always renew their membership later, and
- You can do this monthly to capture those that are entering their renewal window.
The renewal period for membership begins two (2) months before the expiration date.
Navigation: To begin, log in to my.scouting.org and go to Menu> Organization Manager>Roster
Select the member(s) you want to renew, then click on “Renew.” A list of the members you have selected to renew will display. Provide a separate written list for members you wish to multiple.
Scout Life Subscription will be selected by default. If you have members who do not want to subscribe, you will need to uncheck the box.
To Pay at Council:
Select “Print” and then “Unit Payment of Membership Renewal.” This will produce a Summary of Fees PDF document to be printed, signed, and submitted to the local council along with the payment for the renewal.
- You can see a person’s multiple registrations for this unit only by selecting “Show Multiple Registrations.” You cannot see any positions that are not part of your unit.
- To go back for any reason, select “Back to roster.”
- To continue with the renewal ,select “Create Renewal Orders.”
- The Payment Summary page displays a recap of the fees.
First Time Set Up for Credit Card or ACH Payment:
- You will be presented with the option to submit the required information.
- The ACH Payment admin fee is $1.00; Credit Card admin fee is 3%.
- You can securely store the payment method for easy use in the future.
Continued Use of Credit Card or ACH Payment:
If your unit already has a credit card or ACH payment detail saved, you will be presented with a payment summary as well as the last saved payment method used.
You have the option to remove someone from the renewal ~OR~ when you select the icon to the right of Remove, there is one last opportunity to remove a Scout Life subscription.
If needed, you can change the payment method by selecting “Pay with New Method.” Follow the submission prompts for the payment method selected.
Payment has been processed message will display. Print this screen for your records by selecting Control-P (at the same time).
A Transaction Pending message will display if a payment has already been submitted within the last 30 minutes. This is to prevent the possibility of duplicate payments.
Things to Know
- As a parent/guardian, you must be linked to youth.
- If the parent/guardian does not have a my.scouting.org account, an account must be created in the parent/guardian name. Visit https://my.scouting.org/ to create an account. You will need the scout's member ID number to link to the parent/guardian account. The member ID number can be provided by the Unit leader, Committee Chair or unit membership chair (or from the membership renewal emails you should have already received).
- All youth linked to the parent that have registrations expiring within the next 60 days will be listed, as well as any eligible registrations for the parent.
Navigation: To begin, log in to the parent/guardian my.scouting.org account.
- In the top right there will be a red “notification” symbol. When you hover over it, a message appears to renew registrations that are expiring soon. Click on that message.
- Select “Start Renewal” to proceed with the renewal. Renewals will be completed one at a time if there are multiple individuals eligible to renew.
- All positions that are eligible for renewal for that individual will be displayed on the screen. Select “Go To Payment”.
- The Terms and Conditions will display. After reviewing them, you as the parent/guardian will enter your name to “sign” the document.
- Select “Go To Checkout Summary.”
- Review the summary of charges. Notice that Scout Life is selected by default. If you do not want it, uncheck the box.
- Enter the payment details.
- You, as the parent/guardian, have the option to save your payment information securely to be used next year. After entering all the Payment details, select “Place Order.”
- If, as the parent, you choose to not pay online but to pay at the council, instead of selecting “Place Order,” select “Click to print for manual pay.” This will create a download of a fee summary pdf to be taken to the council.
REMEMBER: The renewal period for membership begins two (2) months before the expiration date.
Things to Know
- Parents and leaders can renew their registration online two months before the membership expires.
- My.scouting.org displays a reminder notice in the upper right corner upon login when your registration is due to renew within two months.
- A membership renewal notice is also sent via email with a link that can be used to renew the registration.
- The notice will be sent 60, 30, 15, 7 and 1 day(s) out, as well as 1 week after expiration until the registration is renewed.
Navigation: To begin, log in to the parent/guardian my.scouting.org account.
- IIn the top right there will be a RED “notification” symbol. When you hover over it, a message appears to renew registrations that are expiring soon. Click on that message.
- Positions eligible to renew will be listed. If more than one position, make sure the appropriate one is selected as primary. That is the one that will show you as paid. This is also your opportunity to change which is marked as primary if needed.
- Review to ensure everything looks correct, then click on the “Go To Payment” button.
- Select “Start Renewal” to proceed with the renewal. Renewals will be completed one at a time if there are multiple individuals eligible to renew.
- All positions that are eligible for renewal for that individual will be displayed on the screen. Select “Go To Payment”.
- You will be prompted to sign and agree to Scouting America’s Terms and Conditions, just like you did when you joined Scouting America. (Please review before signing).
- Click on “Go To Checkout Summary.”
- The checkout page shows the fees to pay and allows you to adjust the Scout Life Magazine Subscription. NOTE: The default is to subscribe. You will need to “uncheck” the box if you do not wish to subscribe.
- Proceed to enter your Credit Card information.
- The payment process will default to the billing address record on file. Please confirm this address compared to the card you are using. If the Credit Card has a different address, you can change it.
- Click on “Place Order.”
- Once the Credit Card process is completed, your receipt will be displayed. Click on the “Complete Registration” option at the bottom and you will be directed back to your applications in my.scouting.org.
| File Name | Description | |
|---|---|---|
| BSA Annual Charter Agreement | Download |