Renewal Application Instructions

A. Preparation Instructions

1. Identify the sections of the Renewal Application that require a response. 

• The notification will state if the Charter Holder is waived from any submission requirements. 

• When logged into the system and viewing the Renewal Application, each section that requires a response includes a description of the required information and a link for adding an attachment to the form. 

2. Locate information regarding Organizational Membership submission requirements

A Charter Holder that is required to submit an organizational membership response is required to submit evidentiary documentation that demonstrates the Charter Holder has taken action to reconcile discrepancies in the organizational membership on file with ASBCS and ACC. 

• To check the organizational membership on file with the Board: 

1. Navigate to the ASBCS public database: https://asbcs.my.site.com/s/. It is not necessary to log in as the charter representative. All information that requires review is publicly available and can be reviewed by anyone in the charter holder's organization.

2. Click on "View Charter Holder(s) information.

3. Enter part or all of the Charter Holder name and click “Search”

4. Select the applicable Charter Holder from the search results

5. Select the “Charter Reps & Principals" tab

6. Make a note of the officers, directors, members or partners listed. These uindividuals will be listed as "Charter Principal."

• To check the organizational membership on file with ACC:

1. Go to the ACC website

2. Click  the “eCorp” link on the right side of the page

3. In the top right corner, a search box appears that says “Search for Entity Name”

4. Type the Charter Holder name 

5. Select the Charter Holder from the list

6. Make note of the corporate principals (officers, directors, members, or partners) listed. 

If the officers, directors, members, or partners reflected on ASBCS Online do not match the current members on file with ACC, the Charter Holder must submit documentation of the steps taken to reconcile the discrepancy.

The Charter Holder may need to:

1. Correct the information on file with ASBCS by completing and submitting the appropriate notification request through the amendment process,

2. Correct the information on file with ACC by completing and submitting the appropriate filing with ACC, or

3. Both correct the information on file with ASBCS and ACC

Guidance and requirements for submitting charter contract amendments are available on the ASBCS website in the Guide to Amending a Charter.

B. Submission Instructions

1. Log in to your ASBCS online account using the Charter Representative’s user name (email address) and password. https://asbcs.my.site.com/s/

o If you do not remember your password, please email your assigned EPM for assistance.

o Once logged into the system, click on "Charter Holder Organization" and select the Charter Holder for which you are submitting a renewal application.  You will be taken to the Details page for the Charter Holder.

o Click on “Submit Form.”

o Under the Applications heading, click on “Renewal Application.”

2. Upload the required information to the appropriate section of the Renewal Application

• If the Charter Holder is required to complete the Organizational Membership section of the Renewal Application, the Charter Holder must provide evidence of the appropriate filing(s). Consider providing a screenshot of the completed filing, a notification that the filing has been received or processed, or a notification that the information has been updated. To submit Organizational Membership documentation: 

  • • Click on the “Add a new attachment” link in the Charter Holder’s Organizational Membership section of the Renewal Application.

    • Click the “Choose File” button

    • Browse to the file and click “Open”

    • In the Brief Description text area, type “CHARTER HOLDER NAME_Renewal_Organizational Membership Response”

    • Click the “Add Attachment” button

3. Review all sections of the application. Once all documents have been uploaded to the application, it is ready for submission. A submitted application cannot be changed. If the application needs to be changed, the submitted application can be withdrawn. If an application is withdrawn, a new application must be submitted prior to the due date stated in the notification email. 

4. Submit the application. Renewal Application packages must be submitted by 11:59 p.m. MST on the deadline date, which is identified in the Charter Holder’s renewal notification email. Late submissions will not be accepted. To submit the application:

• Click on "Submit Application," then review the agreements 

• Click “Sign Form”

• Click “Submit Application”