Recharter Tracking

Recharter is the once-a-year process where every unit re-registers with the Scouting America council. MySummitKeep gives you two ways to watch it happen: a commissioner readiness tracker for keeping an eye on the units you serve, and a separate Scout-Executive command center for council staff who load charter dates and work the full unit list. This page covers both, and is honest about which one does what — they look similar but are different surfaces with different data.

Note

There is no recharter “wizard” inside MySummitKeep, and the platform does not submit packets to the council. Both pages are tracking tools: they show you where each unit stands so you can intervene. The actual recharter is still filed through your council’s process.

The commissioner readiness tracker

Open Commissioners → Recharter (the Recharter tab in the commissioner nav). This page is available to Council Commissioner and above — if you only have a narrower scope, you’ll see a “Council access required” message instead.

At the top you get four stat cards for the current charter year: Total Units, Submitted, In Progress, and Not Started. The cards count by submission status — Submitted rolls up both submitted and approved recharters, and In Progress rolls up units whose recharter is in draft or under review. Below the cards is a row of filter tabs, then the unit table sorted by urgency (soonest charter expiration first).

Statuses you’ll see

The status badge on each row reflects the unit’s recharter submission, and in practice you’ll see one of three:

• Not Started — no recharter submission on record yet. Units that have only started a draft or sent it for internal review also fall under this badge until they’re actually submitted to the council.
• Submitted — the unit has submitted its recharter to the council (the submitted date is shown beneath the badge).
• Approved — the council has approved the recharter.

Charter expiration is shown separately, not as a status: a unit that has blown past its expiration date without submitting gets a red PAST DUE badge next to its status, and its Days Left number turns red. (A unit that has already submitted or been approved won’t be flagged PAST DUE even if the old charter date has passed.)

Filter tabs

The tabs across the top are All, Not Started, In Progress, Submitted, and Expiring Soon. The first four filter on submission status; Expiring Soon ignores status entirely and shows every unit whose charter expires in fewer than 60 days (including units already past due), carrying a small red count badge so you can spot the size of the problem at a glance.

Reading the table

The columns are Unit, District, Status, Expiration (charter expiration date), Days Left, Members (active count, with adults/youth in the tooltip), and Actions Needed.

The Days Left number is color-coded by urgency so triage is fast:

• Red — fewer than 30 days to expiration
• Amber — 30 to 60 days
• Green — more than 60 days

Actions Needed flags two specific readiness blockers the council cares about:

• Min members (amber) — the unit is below the minimum member count to recharter
• YPT (red) — one or more registered adults do not have current Youth Protection Training

If a unit is clear on both, the column shows a dash. Each unit name links to its unit detail page so you can dig into the full picture before you reach out.

Recharter alerts

You don’t have to keep this page open to catch a slipping unit. The Commissioners → Alerts page generates a RECHARTER_DUE alert for any unit whose charter expires within 60 days. Severity rises as the deadline approaches:

• Info — more than 30 days out (31 to 60 days)
• Warning — between 1 and 30 days out
• Critical — the charter expires today or has already expired

The alert message names the unit and the exact days remaining (or how many days ago the charter expired), and alerts are sorted Critical-first. Check the Coverage Gaps and Alerts pages alongside this tracker during recharter season.

The Scout-Executive command center

Council staff have a separate, more detailed page at /council/recharter — the Recharter Command Center. It requires Scout-Executive (council staff) access and is where charter-date data actually gets loaded into the platform.

This page uses its own status set — On Track, Behind, Missing, and Submitted — shown as filter chips with live counts. You can search by unit name, unit number, or district, sort by unit, district, youth count, or status, and the table adds readiness checkmarks for Key 3 (three distinct key-leadership positions filled on the unit) and YPT compliance, plus a click-to-email contact for each unit. There is also a Medical column, but the platform does not yet track medical-form readiness, so it always shows a grey X as a placeholder — don’t read it as “no medical forms on file.”

Importing charter dates

This import bulk-sets each unit’s charter-expiration date, which is what powers the RECHARTER_DUE alerts on the Alerts page and the automated charter-renewal reminder emails, so getting it loaded is an important council-staff task. (The Days Left and status columns on the two recharter pages themselves are driven by each unit’s recharter submission record, not by this CSV.) Three buttons sit in the header:

1. Template — downloads a charter-dates-template.csv with the expected columns: UnitType, UnitNumber, CharterExpirationDate (dates as YYYY-MM-DD).
2. Import Charter Dates — pick your filled-in CSV. The platform reports how many rows were updated, how many were skipped, and lists any per-line errors with the offending row, so you can fix and re-import.
3. Export CSV — downloads the current filtered unit list (status, Key 3, YPT, medical, contact) for sharing in council meetings.

Tip

Fill in the template from your council’s official charter roster, not from memory. The import matches each row on unit number within your council (the optional unit type only breaks ties when two units share a number, such as Pack 46 and Troop 46), so a typo in the unit number shows up in the skipped/errors list rather than silently updating the wrong unit. Dates more than five years in the past or two years in the future are also rejected.

Caution

Until you import charter dates here, RECHARTER_DUE alerts and the automated renewal-reminder emails won’t fire — the unit charter-expiration dates they rely on simply aren’t set. (The Days Left column on the recharter pages is a separate signal: it comes from recharter submission records, so early in the cycle, before any unit has started its recharter, every unit will read Not Started with a blank Days Left regardless of whether you’ve imported charter dates.)

Intervening with a slow unit

The tracker tells you who is behind; the conversation is where it gets fixed. A practical sequence:

1. Start at the top of the readiness table. It’s already sorted by urgency (soonest expiration first), so the red rows are right there.
2. Check the Actions Needed flags. A “YPT” or “Min members” flag is often the whole blocker. An adult with expired Youth Protection Training can renew in well under an hour; a unit below minimum membership needs a recruiting push.
3. Look at recent contact. Review your visit notes — did the Key 3 already mention a recharter blocker?
4. Reach out directly. On the command center the contact link opens an email to the unit’s primary contact; for everyone else, a phone call beats another reminder email.
5. Log the conversation as a commissioner visit so the next person to look at this unit has the context.

Caution

A unit carrying the red PAST DUE badge (its charter expired before it submitted) is a serious situation. Loop in your District Commissioner and the unit’s chartered organization right away — recovery is possible but needs fast, direct conversations, not more email.

---

Need help? Contact support — we usually respond within 1 business day.