Home > Unit and Membership Renewal > Unit Renewal Page last updated: September 2, 2025

Unit Renewal

for Unit Key 3

Youth and adult leader membership renewal is separated from the unit renewal process.

"The process was very simple and I really appreciated all the instructions and steps sent out. Took the guesswork out of everything."

- Cubmaster, Canal District

Read Council Commissioner Sherri Buck's Letter to Unit Leaders

Use the sections below to renew your Unit:

Steps and relevant dates
Help Files
Forms for the unit renewal process

Unit renewal has improved for 2025

Unit renewal and member renewal are separate actions. To avoid late fees, you should renew your Unit as soon as your Unit renewal window opens. For 2025, the renewal window opens on November 1. A late fee penalty will be added for all unit renewals not completed by December 12.

If any of your members hold multiple registered positions, they must renew their registrations themselves to retain all their multiple positions beyond the unit.

Support is available:
Contact your Unit Commissioner, District Commissioner, or District Executive if

You need help with the renewal process, or
You have members needing more financial assistance than your unit can provide.
Do not contact the Council Registrar directly.

For contact information, dates, and deadlines, click the red District Support button below.

New in 2025:

A late fee of $125 will be imposed on all units who do not complete their renewal by December 12.
The Adventure Program Fee is now billed/paid with the individual membership renewal and not to your Unit. Refer to the fees page for details on what is included in the adventure fee and who is charged.
The need to turn in extra forms is eliminated for units with traditionally-chartered (non-GTC) organizations. Only Great Trail Registered Units will have additional forms to submit at or around the time of renewal. (See #3 below)
The Agreement form or Chartered Organization Agreement form is no longer a process of unit renewal. Instead, your DE will handle this still-needed form directly with your institutional head and will not hold up your renewal.

District Support for Unit Renewal for Key 3s

District Support Dates and District Deadlines

Steps to an online renewal of your unit

Step 1 Log in to my.scouting

At My.Scouting.org and go to Organization Manager (Unit Leader, committee chair, chartered organization representative, or designee have access).

Step 2 Click On "Unit Renewal" on the menu

Step 3 Validate Information

Step 4 Make Changes to Leadership Positions if needed

Designate your leadership by selecting among the registered adult leaders on your roster.

Have leaders take Safeguarding Youth Training if needed.

There are 7 Unit leader positions that need to be in place are the Committee Chair, Cub Master or Scoutmaster, Charter Organization Representative, Committee Member, Executive Officer, Assistant Cub Master or Assistant Scoutmaster and New Member Coordinator.

Note: The only people that can change leadership positions within a unit are the Charter Organization Representative(COR) or their delegate. To update unit leader positions go to Organization Manager in MY.SCOUTING. It will take overnight for any leadership changes to update.

Step 5 Validate whether your leaders have the required training.

The Great Trail Council has a policy that our unit leaders must have Position Specific Training.

Hazardous Weather Training is also required for all "direct contact" leaders. This training must be renewed every two years. "Direct Contact Leaders" are defined as: Den Leader, Assistant Den Leader, Cubmaster, Assistant Cubmaster, Scoutmaster, Assistant Scoutmaster, Venture Crew Advisor, Sea Scout Skipper.

The unit renewal process only checks for valid SYT. The Unit Leader, Committee Chair, or your unit's Training Chair should be certain that all training is up to date before you post your renewal.

Step 6 E-sign the Page

Add the signature (E-sign) in the required field.

Step 7 Pay and Submit

We prefer you pay online, which helps with timely renewal. If you choose to pay at the council office, there will be a form you need to print out and include in any submission or turn in.

You are done unless you are registered by the Great Trail Council.

Step 8 Turn in Forms

The forms below are required only for Council Registered Units.

See Step #3 below

2. Help Files - For Unit Renewal

links are to scouting.org

HELP Needed? Contact your District Commissioner for assistance.

Steps for Unit Renewal (published in March 2025)

(PDF) (2.5-min Video,)

Unit Renewing the Members (published in March 2025)

GTC recommends that all members renew their memberships individually to avoid dropping of multiple positions. Units renewing their members will not renew those individuals' multiple memberships (such as in another unit, district or council position).

(PDF) (4- min Video)

3. Forms for the Unit Renewal Process
Council Registered Units only

This section is only for units whose sponsor is the Great Trail Council.

To be physically turned in, in person. at your district turn in day. If you miss that deadline you must get it to your DE.

These forms below have not been updated for Fall 2025; seek advice from your district Commissioner in the meantime about what forms to submit. We expect to review and refresh this section in late August. Each form below bears the date they were updated and this section may be updated one form at a time.

You must submit the following forms

Facility Use Agreement
2025 Annual Agreement for Council Registered Units
GTC Inventory form
Annual Unit Finance report.

plus

pay the trailer insurance premium

For more information about being a unit chartered to the Great Trail Council visit the Council Registered Units page.

Facility Use and Indemnity Agreement

updated 10/22/2024

Open this agreement in a separate window (pdf)

2024-2024 BSA General Facilities Use Agreement.pdf

The Annual Agreement for Council Registered Units

updated 10/22/2024

Open this agreement in a separate window (pdf)

2025 GTC-Unit Agreement for Council Registered Units.pdf

GTC Unit Inventory Form

Open this spreadsheet in a separate window (xlsx)

GTC_Inventory_Form.xlsx

Annual Unit Finance Report

Open this spreadsheet in a separate window (xlsx)

10. Unit Finance Report Template_8.10.2021_v1.xlsx

4. FAQs

When can a unit begin the unit renewal process?

Unit Renewal begins November 1

Who can submit the unit renewal?

The Unit Key 3 can renew the unit.

Does the COR delegate have access as well?

Yes, they will.

Is a unit required to pay their renewal fee online?

To avoid delay, please pay online. However, if circumstances prevent you from paying online, you may pay at the council office.

How can the COR sign the renewal?

The COR or COR delegate only can log in to Organization Manager and sign the form and then process the renewal.

How can we avoid delays?

The new process is much simpler, but the things you can do include

Check in Roster and see if all your adult leaders are current with SYT at the time of renewal.
Make sure unit leaders are registered in the positions they will be in at renewal time.
Check to see if you have any “aged out” youth, Scouts BSA, who are now 18 years old, as an example.

Will Charter agreement forms still be needed?

Yes. However they are not needeed to renew your unit renewal. This will be handled by your District Executive.

You can learn about the unit and membership renewal process at Scouting.org at this link. Unit and Membership Renewal on Scouting.org

This page is sponsored by the Council Commissioner Service Team, who stand ready to assist unit leaders in understanding how to renew their units annually and how to understand membership renewals on a monthly basis. The previous process, known as Charter Renewal, is no more, and the new process is a greatly simplified one. Contact your District Commissioner for assistance.

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