Membership Renewal Process

• All membership in Scouting America will be renewed on a 12-month membership cycle.
• Each member, youth or adult, will renew their membership on their anniversary month. Many will have an anniversary that is the month their unit renewed last, and any new members will renew 12 months after they joined.
• Membership renewals will be completed either by credit card with a 12-month renewal payment from the individual, by a scout unit that has elected “Unit will pay all our members renewals” option, or by a manual payment at the Council Office.
• By eliminating proration, it will streamline the rechartering and membership renewal process for units and councils.

Role of the Unit

• Units are able to choose to pay renewals for all members, this option will block the online payment by the parent.
• Units are able to opt out of a member so as not to pay for someone who has quit.
• Units will get notifications via email for members to be renewed and members who renewed.
• Renewal status will show on the unit roster.
• Units have access to reporting in My.Scouting for members due to renew, members renewed, and members dropped (opt-out)
• Unit Renewal will be simplified and streamlined. The unit will validate the leadership and SYT requirements, validate the membership requirements, and pay the Unit Charter fee. This can all be done from one screen in My.Scouting by one of the unit Key-3 leaders.

Role of the Family

• Annually renew the registration of the members via an online link
• Email reminders beginning 60 day before the renewal date with a link to renew or Opt-Out will be sent out 60, 30, 15, 7 days before, and then 24 hours before and if needed 7 days after renewal date.
• Parents can renew the registration via Credit Card payment or pay at the council office if they prefer (Credit Card details are tokenized like other renewal payments and available if the parent approves).
• Reminder notification will be in Scoutbook beginning 45 days before the renewal date.

FAQ’s

Q: When will the new council program fee be implemented?

A: Starting November 15th, 2025, any new member or renewing member will pay the new council program fee.

Q: What is the new council program fee?

 A: The council program fee will be $60 for youth only. This is separate from the National fee of $85.

Q: Why is the council program fee increasing?

A: 100% of the $85 registration fee goes directly to the National Council. GNYC will use the $60 to offset risigin costs for camperships, program events, camping operations, and all of the things the make Scouting in New York City move.

Q: We want all of our members to renew in December each year, can we still do that?

A: No, the membership renewal will be in the month the person joined. In the first few years of this new process, most of the renewals will be in the month you historically rechartered your units in, but over time we expect that will shift to the September – November period as these are the month’s most new members join.

Q: How does membership renewal work?

A: All members will be sent an email 60, 45, 30, 15, and 7 days out from their anniversary month. Upon joining, the person will be asked to enter their Credit Card information and then in future years the renewal will be an “opt-out” process similar as a subscription or recurring gift. You will be reminded of your membership expiring and you can opt-out, renew your membership or the unit will have the ability to pay for their members.

Q: How does the unit leadership know who is due to renew and who has renewed in their unit?

A: Both youth and adult leaders will be included in email notifications to the unit Key-3 monthly as to who is due to renew and who has renewed. In addition, the roster in Scoutbook and My.Scouting will indicate the registration status of the member.

Q: What happens if someone’s email bounces and is undeliverable?

A: Email notifications are sent to the individual, COR, Committee Chair, and the Key Leader (Cubmaster/Scoutmaster/Advisor/Skipper); the unit should be able to identify that an individual is due to renew and can work with the individual to complete their renewal. Units are encouraged to update email contact information in Scoutbook. Should someone miss this process the council can pull a Non-Renewed Membership Report in My.Scouting. 

Q: How does the “Unit Pays” option work and not double collect fees?

A: The unit will have the option to change the setting in My.Scouting which will tell the system that member renewals are due, and the unit will pay for it, like many units do today with recharter. The unit would have a Credit Card or ACH pre-set and each month membership fees are due; they would automatically be paid. A “pay at the council office” option will also be available. This will only be for renewals, not new members. The unit will have an “opt-out” option to not renew a member too.

Q: After the two months of email notifications, a Scout/Adult doesn’t have their registration paid for by the individual or the unit, will the unit leader and individual get contacted stating that they can no longer participate?  

A: There is a one-month lapse period and then the Scout/Adults will be dropped. A notification will go to the individual/parent and the unit indicating that the person is dropped.

Q: Will a Scout be covered by insurance if they still show up to meetings after their registration period expired for lack of payment? 

A: It is important that all youth be registered in a timely manner. This ensures coverage for both general liability insurance and secondary accident and sickness insurance. All youth participating in Scouting America programs are covered by insurance. A Scout must register to continue participation in the program.

Q: A member is a month late with their annual membership renewal…will they need to complete another application to “rejoin”? 

A: There is a one-month lapse period. Those who fail to register will need to complete a new application for membership.

Q: Are Merit Badge Counselors now required to pay for membership? 

A: Yes, Merit Badge Counselors are required to register, take Youth Protection, and pay an annual $25 fee (if not already registered in a unit). Merit badge counselors are not registered in a unit position and therefore are not allowed to attend overnight Scouting activities/events.

Q: Does a Merit Badge Counselor qualify as a unit position?  

A: No, the Merit Badge Counselor is not a unit position. If a merit badge counselor wants to participate in unit activities and camp overnight activities, they must be registered in a qualified unit position.

Q: Can someone register as a Merit Badge Counselor for $25, and then multiple as an Assistant Scoutmaster for free instead of the $65? 

A: No, an adult must register in a qualified unit position and then they can multiple as a Merit Badge Counselor, the Merit Badge Counselor position is not a unit position and therefore are not allowed to attend overnight Scouting activities/events.

Q: Is there be a guide or tool kit to explain the new renewal for leader?

A: The National Service Center will create a video that will walk leaders and charter organizations through the new charter process.