Hi, I am a registrar in The Spirit of Adventure council. Here is what happens here (no 2 councils are the same, remember). We shut off allowing paper applications on December 1 and it is not turned back on until the charter has gone thru the final processing. I can’t remember if National shut it off earlier, but I am pretty sure once 12/31/2019 rolled around, online apps were shut off until the charter was posted by us… All 360+ units are to turn in there paperwork that supports their charters by 12/10. All charters expire on 12/31/2020. This year, because of the fee change, we couldn’t begin to process charters until Jan 6. Yes, units add people ALL the time after turning in their charters. We have a spreadsheet that tracks when the charters were turned in and all kinds of stuff. We tell everyone that once you turn in the charter just do paper. I take the paper applications, find the charter, write it on page 1 of the charter and clip it to the rest of the paperwork. If the charter paperwork hasn’t made it to the office, I put the stray bit of paper in the infamous red folder. Everyday, before my co-worker starts to do the processing, we go thru the red folder searching for paperwork that might have slipped by me and look for the matching charter. We did try to check the online system for folks who had units turn in the charter paperwork in October, but then added folks via online. It was a NIGHTMARE! We do check for paper applications that might have been processed after the turn in date that didn’t get matched to the charter. Slows things down.
Best bet? don’t do online after physically turning in the charter paperwork. Send it in with a bright colored note: PLEASE ADD TO CHARTER and add the date when you turned the paperwork into a DE or whoever. Keep a copy of the application for your records by the way. We ask that apps get scanned and emailed. See if the registrar in your council will allow that. If that is acceptable, again, include an approximate date it was turned in. Helps find the charter and get the paper in the same binder clip.
Oh and please don’t be THAT unit that ONLY turns in applications after hitting submit. Trust me it makes life so much harder for us and for you…
not sure how much this helps, but it might shed a bit of light on a convoluted painful process.