Developing Council and District Advancement Committees National Advancement Task Force - PowerPoint Presentation

Developing Council and DistrictAdvancement Committees National Advancement Task Force Expiration Date This presentation is not to be used after January 31, 2020.Obtain an updated version at www.scouting.org/advancement

What This Education Will Cover Overview of Scouting’s mission, objectives, and methods.The method of Advancement.The role and responsibilities of district and council advancement committees. Organization of district and council advancement committees.Recruiting and educating committee members.Evaluating performance.

Mission Statement The mission of the Boy Scouts of America is to prepare young people to make ethical and moral choices over their lifetimes by instilling in them the values of the Scout Oath and Scout Law. Objectives of Scouting Character development Citizenship training Leadership Mental and physical fitness Every activity in Scouting should support one or more of these objectives.

Methods of Scouting Cub ScoutingScouting VenturingSea ScoutsLiving the IdealsIdealsIdealsIdealsBelonging to a DenPatrol MethodGroup Identity Group ActivitiesUsing Advancement AdvancementRecognition(Advancement)AdvancementFamily and Home Adult Association Adult Association Adult Association Participating in Activities Outdoors Group activities and adventure Nautical Activities, Outdoors Serving Home and Neighborhood Personal Growth Service Teaching Others Wearing the Uniform Uniform Not a method, but uniform is available Uniform Leadership development Leadership and mentoring Leadership

Advancement Defined Advancement is a method – not and end in itself.Advancement is based on experiential learning.Personal growth is the primary goal. GTA 2.0.0.0-2.0.0.1

Unit Advancement Coordinator Responsibilities Support and facilitate the unit leader’s vision for advancement.Understand and follow the policies and procedures of the Guide to Advancement.Educate Scouts, parents or guardians, unit leaders, and committee members.Help plan, facilitate, and conduct ceremonies and courts of honor.Report advancement on a regular basis.Obtain badges and certificates. GTA 3.0.0.3

Implement and facilitate unit advancement.Process special awards and recognitions. Follow national policies and council procedures.Operate within the BSA program function.Cooperate with membership, finance, and commissioner service. GTA 3.0.0.0 The Role of District and Council Advancement Committees

Council Advancement CommitteeResponsibilities Recruit committee members.Provide advancement training.Develop goals and action plans.Inspire positive working relationships with units and districts.Plan and present advancement conferences.Support council activities involving advancement.Support outdoor programs where advancement takes place. GTA 3.0.0.1

Council Advancement CommitteeResponsibilities Establish practices for advancement at outdoor events and merit badge events.Support and promote Internet Advancement/Scoutbook.Develop and distribute council advancement statistics.Administer an effective merit badge program.Determine methods for approving service project proposals, fundraising applications, and boards of review.Determine methods for collecting references. GTA 3.0.0.1

Council Advancement CommitteeResponsibilities Follow procedures for appeals and time extension requests.Establish procedures for use of technology-based tools.Follow procedures for special needs management.Consider and present special awards.Support and promote the religious emblems program.Process lifesaving and meritorious action awards.Notify media of significant youth achievements. GTA 3.0.0.1

District Advancement CommitteeResponsibilities Recruiting advancement committee members.Training committee members and unit coordinators.Establish objectives and action plans.Maintain and share advancement records.Plan and conduct advancement conferences, training, and other educational opportunities, at .Support advancement elements in other committees.Support outdoor programs where advancement takes place. GTA 3.0.0.2

District Advancement CommitteeResponsibilities 8. Promote and support Internet Advancement/Scoutbook. 9. Provide a merit badge program following National procedures Follow procedures for approving Eagle Scout, Summit, and Quartermaster service project proposals, conducting boards of review, collecting references, processing time extension requests.Support the religious emblems program.Participate in special awards consideration and processing.Notify media of significant youth achievement.Strengthen unit advancement. GTA 3.0.0.2

Council and District Advancement Committee Organization Councils have the authority to organize advancement committees as necessary in order to get the job done.

Function-Based Organization of theCouncil Advancement Committee District/unit Advancement chairs supportVolunteerismAdvancement Promotions Advancement Training and EventsCamping Committee/ Outdoor Program LiaisonRecords/Journey to ExcellenceTechnological reporting support Merit badge counselor & Supernova mentor coordinatorEagle, Summit, & Quartermaster Issues Special Needs SpecialistAwards and Recognition ChairReligious Emblems CoordinatorProfessional Advisor GTA 3.0.0.1 and 3.0.0.5

Responsibilities of the Advancement Committee Chair Recruits Advancement Committee members.Establishes objectives and action plans that stimulate advancement and lead to maximum success in Scouting’s Journey to Excellence.Is ultimately responsible for the success of the Advancement Committee.Reports to the Council Executive Committee.

Question:How might council and district advancement goals be established and upon what should these goals be based?

Committee Position Primarily Responsible forDistrict AdvancementChairs CoordinatorInspiring a positive working relationship with district advancement committees, providing clear guidance and direction on their responsibilities and objectives.Volunteerism CoordinatorRecruiting enough committee members to fulfill the responsibilities described in the GTA to achieve council advancement objectives. Advancement PromotionsCoordinatorHelping to drive awareness of advancement as a means to realize maximum success in Scouting’s Journey to Excellence.Notify the media to recognize significant youth achievements. Council Advancement Committee: Responsibilities by Position GTA 3.0.0.1 and 3.0.0.5

Committee Position Primarily Responsible forAdvancement Training and Events CoordinatorProviding members with ongoing training to maintain awareness of updated procedures, best practices and details related to all programs of the Boy Scouts of America.Planning, presenting, and submitting for the council calendar, advancement conferences, training events, and other advancement education opportunities that will strengthen the performance of district and unit advancement volunteers.Supporting advancement elements involved in training, and in events and activities presented by other council committees. . Responsibilities by Position

Committee Position Primarily Responsible forCamping Committee and Outdoors Program LiaisonSupporting outdoor programs where advancement takes place.Establishing local practices for adhering to National Council advancement procedures at outdoor programs, summer camp, and events such as merit badge fairs and midways.Records/Journey to Excellence Sharing advancement statistics for use in council fundraising materials and for supporting membership recruitment and retention efforts and commissioner service. Internet Advancement/Scoutbook Reporting CoordinatorSupporting and promoting BSA’s Internet portal for advancement reporting. Responsibilities by Position

Committee Position Primarily Responsible forMerit Badge ChairSeeing to an effective merit badge program that functions in accordance with national policies and recruits, trains, and makes known sufficient counselors to meet the needs of the council.Eagle Scout, Summit, and Quartermaster Issues CoordinatorDetermining, according to national procedures, consistent and appropriate methods for approving Eagle Scout and Quartermaster service project proposals, fundraising applications, providing service project coaches, Summit Award board of review chairs, and conducting Eagle Scout boards of review. Determining methods for collecting Eagle Scout, Summit, and Quartermaster application references.Knowing and following official procedures for appeals and time-extension requests. Responsibilities by Position

Committee Position Primarily Responsible forTechnology CoordinatorEstablishing procedures for use of and training for technology-based tools in advancement.Special Needs Scouting CoordinatorKnowing procedures for special needs cases requiring alternative requirements and merit badges, and registration beyond the age of eligibility.Awards and RecognitionConsidering and presenting special awards and recognitions according to council procedures. Processing lifesaving and meritorious awards. Religious Emblems CoordinatorSupporting and promoting the religious emblems program and other awards. Responsibilities by Position

P = Primarily Responsible; A = Provides Assistance To Responsibilities by Position Responsibility (GTA 3.0.0.1) Position 1 2 3 4 5 6 7 8 9 10 District Advancement Chair Coordinator A A A P Volunteerism P A A Promotions A A A A Training and Events Coordinator P A P P Camping Committee, Outdoor Events Coordinator A P P Records/Journey to Excellence A P Internet Advancement/ScoutBook Reporting Coordinator P Merit Badge Chair Eagle, Summit, Quartermaster Issues Coordinator Technology Coordinator (not listed in GTA ) Special Needs Scouting Coordinator Awards and Recognition Religious Emblems Coordinator

Responsibility (GTA 3.0.0.1)Position111213141516 17181920 District Advancement Chair CoordinatorA Volunteerism Promotions P Training and Events Coordinator Camping Committee, Outdoor Events Coordinator Records/Journey to Excellence Internet Advancement/ScoutBook Reporting Coordinator Merit Badge Chair P Eagle, Summit, Quartermaster Issues Coordinator P P P A Technology Coordinator (not listed in GTA) P Special Needs Scouting Coordinator P Awards and Recognition P P A Religious Emblems Coordinator P Responsibilities by Position P = Primarily Responsible; A = Provides Assistance To

Developing theCommittee Organization It is the responsibility of the chair to:Define member responsibilities.Select and recruit volunteers.Provide orientation and training.Establish objectives and action plans.Conduct coaching and mentoring.Recognize member contributions.Evaluate committee performance. Selecting District People (No. 34512) Seven Tasks for Advancement Success

Task One – Define responsibilities Review committee responsibilities.(Guide to Advancement)Review the committee:Current active members.Current committee assignments.Current needs.Establish goals. Developing theCommittee Organization

Task Two – Select and recruit new members Consider traits of good advancement committee members.Consider sources for good prospects.Use Friendstorming on Tour.Review committee roles and develop a list of prospects.Recruit face-to-face.Developing the Committee Organization

Developing theCommittee Organization Task Two – Select and recruit (continued) Making the pitch:Consider timing. Involve another volunteer member.Provide job description and time required.Secure one-year commitment.Make follow-up contact.

Task Two – Select and recruit (continued) Follow-up with immediate engagement:Letter or e-mail.One-on-one orientation.Invitation to first meeting.Formal training.Developing theCommittee Organization

Task Three – Orientation and training Review committee organization and roles.Review resources:Guide to Advancement.Specific program leader manuals.Role-specific resources.Review committee operations.Developing theCommittee Organization

Developing theCommittee Organization Task Four – Establish ObjectivesEstablish objectives and action plans that stimulate advancement and lead to maximum success in Scouting’s Journey to Excellence.

Task Five – Coaching and Mentoring Who would be good coaches or mentors?Chair or professional advisor.Prior volunteer in the role or committee member.Experienced peer. What are the coaching or mentoring needs?Resources, questions, feedback, assignments.Building relationships.Shared decision-making.Developing theCommittee Organization

Task Six – Recognizing contributions Recognize and praise member efforts.Recognition should be sincere, timely, and earned:Formal or informal recognition.Thoughtful note or phone call.Shared in front of peers or others.Formal awards and recognitions.Developing theCommittee Organization

Task Seven – Evaluate performanceEvaluation of committee Contribution to overall program.Achieving goals.Serving units.Feedback from evaluations.Developing theCommittee Organization

Task Seven – Evaluate performance (continued ) Evaluation of Individual volunteers:Formal and informal discussions.Fulfilling role and objectives.Providing input to committee evaluation.Discussion of interests.Reassign or replace if necessary. Developing theCommittee Organization

Evaluating Performance Signs of success:Committee is seen as a resource.Advancement is increasing.Journey to Excellence scores are improving.Participation is increasing.Other volunteers are interested in committee membership.Established goals and objectives are met.

Sustaining Momentum Keep the process moving forward: Make meetings fun and useful. Encourage and motivate all members. Share or change roles. Celebrate success monthly / annually. Ask: What has the committee achieved? How has the committee improved? Where do we go now? Set new goals.

AssignmentWrite down key ideas you discovered today that you may take home to use in your district or council advancement committee.

SummaryA good council advancement program requires close cooperation between advancement committees, commissioner staff, professional staff and the units they serve. Given the multiple responsibilities of an advancement committee, recruitment, training and continual oversight are keys to the ultimate success of the unit advancement program.

For More Information Guide to Advancement , No. 33088Friendstorming On Tour, No. 510-003Selecting District People, No. 34512District Nominating Committee Workshop, 512-332Journey to Excellence Score Cardswww.scouting.org/scoutsource/Awards/JourneyToExcellence.aspxScouting program leader manualsOn Increasing Advancement, No. 512-047Advancement Newswww.scouting.org/scoutsource/BoyScouts/AdvancementandAwards/resources.aspx

Questions? Thank you for attending!