Updated 2/17/2016 NEW items in red.
“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 Law.”
This page contains information, links and resources to assist Scout Committee Chairs and Scout Committees including:
- Relevant and Timely Information
- Purpose of Scout Committee
- New Scout Committee Chair
- Basic Duties of the Committee Chair
- Basic Duties of a Scout Committee
- More Detailed Scout Committee Functions
- Tips When Using: my.scouting.org
Note: All BSA Units in Highlands Ranch Stake are part of the Arapahoe District, Sub-District 5, when working in my.scouting.org.
Link to BSA Adult Application Form. Each newly called BSA Adult Leader should immediately fill this out, sign it, and submit to the scout committee chair or unit commissioner along with a copy of his/her Youth Protection Training certificate. This form is then submitted to the Arapahoe District professionals at Roundtable or by mailing it or taking it to the Council HQ.
One-page summary of training required by BSA position (related to the Troop, Team, Crew, Committees, and Chartered Org Rep) and training required for various activities (including camping, boating, swimming, backpacking, climbing and flying)
Scout committees have an important administrative role in helping scouts advance from the rank of Life to Eagle. Eagle Scout Projects must be approved by the units and by a representative from the Arapahoe District before a scout can begin working on the project. The two files below provide guidance on the process:
- Tips on how to fill out the Eagle Project Workbook.
- Eagle Scout Preparation Guidelines (step-by-step guidance on the Life-to-Eagle process)
- When it’s time for the eagle board of review, the Committee should work with unit leaders to assure that the scout is prepared for the board of review. Tips on this process can be found HERE.
Relevant and Timely Information
- Link to 2016 Charter Renewal Guide
- Charter Renewals due to Arapahoe District no later than Feb. 15, 2016
- See that any adult whose YPT expires before May 1, 2016 renews it during charter renewal process. Submit YPT certificate with charter renewal packet.
- Submit adult application forms for any adult leader who is currently serving in a scouting position but is not showing up on your unit’s roster at my.scouting.org. Submit application with charter renewal packet.
- Links to Unit and District Award Nominations to be awarded at the District Dinner in March 2016. Nominations due by Feb.15, 2016. Nominations for each of the below awards is done online:
- Outstanding Scouter: Awarded to Scouters who demonstrate outstanding service to their Units (troop, team, crew). Units nominate volunteers from their units by registering them for the district dinner. Everybody who is nominated will receive the award and there is no limit to the number of nominees.
- District Award of Merit: a council award presented by districts to Scouters who render service of an outstanding nature at the district level. A more distinguished award compared to the Spirit of Polaris and Footsteps of the Founder awards given for similar service. For the nomination, it is helpful to know what training knot awards the candidate has earned. Also, you can provide a short write-up describing why the nominee should receive this award.
- Spirit of Polaris and Footsteps of the Founder: online nomination for Scouters who render service of an outstanding nature at the district level
- NEW 2016 Journey to Excellence forms are available. Each unit should use these as a guide as “best practices” to run an effective program.
- 2016 Denver Area Council Planning Guide: contains information to assist in planning your activities for the year including Council opportunities, camping, calendar, and descriptions of scouting in the Denver area.
- NEW–Updated merit badge requirements and new merit badges are released periodically. To see the latest list and status check out Scouting Magazine’s tracking page.
Purpose of Scout Committee
A scout committee should relieve most of the administrative burden placed on unit leaders. This includes maintaining current and accurate advancement records, overseeing the finances, coordinating boards of review, helping to get supplies ready for activities and campouts, submitting church and BSA tour permits, maintaining accurate permission and medical forms, etc. It is important for scout committee chairs to fully staff their committees and utilize those individuals properly. Being aware of what’s going on with the units, and opportunities available with the district and council (including activities, campouts, and training), will help you be a successful committee chair and will give the unit leaders more time to focus on their efforts with the young men.
New Scout Committee Chair (SCC)
A newly called SCC should do the following as soon as possible:
- you should have already completed youth protection training and submitted an Adult Leader registration form to BSA. (When you login to your account, click on E-Learning on the left hand side, and check to see if your account profile indicates you have taken Youth Protection Training. If it’s not showing up, click HERE for instructions.)
- complete the online training, “Troop Committee Challenge” which is accessed through your my.scouting.org account (create one if you don’t already have one). This training will expose you to the basic structure of the troop committee and your roles as the chair.
- plan on attending roundtable on the first Thursday of the month, 7pm in the stake center. Handouts for training and other activities are available, and general announcements are made for the first ~20 minutes. This is followed by breakout sessions with assorted training and/or discussion topics. These topics may or may not be relevant to your units. Additionally, at times the stake will also conduct training during this breakout time.
- Encourage your scout leaders, especially troop leaders, to also attend roundtable.
- Meet your Unit Commissioner and begin to work closely with him/her.
- You should receive a card in the mail from BSA with your new leadership position–SCC. Once you receive this you are “officially” in the BSA system. You should then be able to log on to my.scouting.org with the same login credentials as your myscouting.org account. The my.scouting.org site gives you access to training reports and youth protection aging reports for your 3 units. An important administrative responsibility of a SCC is to see that all training that has been completed by unit leaders is properly recorded in this system. Your unit commissioner, or a member of the stake young men presidency will give you an overview of how to navigate this site and access these reports.
Basic Duties of the Committee Chair
- Work with current and new members of the committee to take the Troop Committee Challenge online training from their respective my.scouting.org accounts.
- If you, or others on the committee, are also registered as members of the Varsity Team Committee and/or the Venture Crew Committee, you will need additional training. The Team Committee Challenge and Crew Committee Challenge are in-person training sessions and will be offered annually at stake training nights in February and August.
- See that all committee members and all unit leaders and assistants have taken or plan to take their basic training (leader-specific training and ITOLS), Hazardous Weather, Scouting Safely Begins with Leadership, and supplemental training as necessary and outlined on the Policies page.
- SCC is one of a unit’s Key 3 members (along with the unit leader and chartered organization rep) and as such as certain administrative abilities through the my.scouting.org website. This is primarily helpful in pulling training reports for each of your units, including youth protection training. Also, if unit leaders have taken training that is not reflected in their profile you can add that training after seeing proper documentation that the training has been completed. A ‘Tips’ section for this tool is located at the bottom of this page.
- Organize the committee to see that all functions are delegated, coordinated and completed
- Maintain a close relationship with the chartered organization representative and the Scoutmaster/Varsity Coach/Venture Leader so you know their administrative needs and can help them.
- Work closely with the unit leaders in preparing Troop Committee meeting agendas.
- Sample agenda for a scout committee meeting can be found by clicking HERE.
- Call, preside over, and promote attendance at monthly troop committee meetings and any special meetings that may be called
- Ensure unit representation at monthly roundtables
- Ensure each unit has a successful outdoor program (min. 10 days and nights per year for a troop, suggest quarterly for Teams and Crews)
- Arrange for annual charter renewal
Basic Duties of a Scout Committee
- Refer to Section 4.3 of the green Scouting Handbook (published by the Church)
- All members of the scout committee (including unit leaders such as scoutmaster, varsity coach, and assistants, parents, chartered org rep) need to take Troop Committee Challenge online at the E-Learning section of their respective my.scouting.org account.
- Become familiar with safety and other church and BSA policies. A starting point for this can be found on the Policies page of this website.
- The Troop Committee Guidebook provides a complete description of the troop committee’s duties, structure, etc. This link is not the most current version but few meaningful changes were made to the newest version released in 2013. The 2013 version is available for purchase HERE, at the scout shop, or through Amazon’s Kindle.
- Work with each unit on Journey to Excellence. This is a Council program that incorporates best practices for troops, teams and crews and is designed to encourage and reward success and measure the performance of units, districts, and councils. Units achieving a Silver or Gold level of performance are qualified to receive free rank advancement patches at the Scout Shop during the following calendar year. These forms should be used as a guide to help units operate at a high level throughout the year and not just a form to check off at the end of each year. These forms are to be filled out by the units, signed as required, and returned to a member of the stake YM presidency before Dec.15 of each year.
- Committees are encouraged to be proactive and to anticipate needs of the units–don’t wait for them to ask for help–and work with the bishopric to fully staff your committee so it can function at a high level.
- The committee has visibility across all 3 boy scouting units in the ward (troop, team, crew) and can assist in creating a culture of quality scouting in all 3 quorums the Aaronic Priesthood. You can remove much of the administrative burden from the unit leaders allowing them time to focus on the needs of the boys.
- For those boys and/or units who want to track their scouting progress online or on their mobile device, Scoutbook.com is the resource to use.
More Detailed Scout Committee Functions
- Host a once per month troop committee meeting – discuss the scouts, needs and advancement, upcoming activities, conduct boards of review, etc.
- Organize timely Boards of Review for scout rank advancements as soon as the boys qualify for their next rank.
- Help review and sign-off on Eagle Project proposals
- Assist with Charter Renewal paperwork each year. This usually involves assuring an accurate youth roster, collecting any needed adult and youth applications, gathering signatures, and submitting the forms. The process begins annually in early December.
- Submit Journey to Excellence (JTE) form to the District Executive by Dec. 31 each year. Units should strive to earn the Silver or Gold designation and thereby qualify for free rank advancement patches from the scout shop for the following calendar year. JTE contains “best practices” for quality units and working on those objectives provides boys with programs they will enjoy.
- Assist with any paperwork during Roster Check (typically in the spring and in the fall) which is a simple way to advance the boys from their current unit (pack, troop, or team) to the next unit due to birthday, move-in, etc.
- Register new scouts and leaders. As new boys turn 11 years old, ensure that they get registered. As new advisors are called, ensure they are registered. In each case submit a
- Ensure all newly called scout advisors are appropriately trained. A list of training can be found HERE. Communicate the stake training dates including new leader training, ITOLS, and ensure that online Youth Protection is completed immediately (should already be done before sustaining and setting apart of new advisors).
- NEW–Work with Scouters on receiving personal awards. Recognition knots are displayed above the left pocket. A list of knots and requirements can be found HERE.
- NEW–Work with Bishopric to recognize adult Scouters through the On My Honor Award, a church recognition for scout service.
- NEW–Work with Bishopric to recognize scouts with the On My Honor Award, the church’s religious award for Boy Scouts.
- Assist with budgeting, budget tracking, and fundraising
- Communicate monthly merit badge college information to parents, scouts, and advisors
- Assist with Court of Honor planning, including working with the advancement chair to print the advancement reports, obtain signatures and go to the scout office to pick-up the awards. Assist in tracking any special awards, (On My Honor, Polar Bear, 14er Patches, etc.)
- Organize any merit badge college activities for which the ward is responsible and assist in providing resources (merit badge counselors) for larger district MB Colleges.
- Ensure that ward merit badge counselors stay registered each year. (all merit badge counselors receive an annual renewal form from the Council) Recruit and encourage new merit badge counselors. All counselors need to have YPT current and take a Merit Badge Counselor training course which is offered periodically at roundtable.
- Submit tour permits for campouts and other activities.
- Maintain a valid set of medical forms for each scout, updated once per year
- Designate an expert in the ward to assist with campout ideas and planning. (Ideally this would be the Activities Chair)
- Refer to the BSA You Tube channel for ideas to help your unit.
NEW: Helpful Information and Tips with My.Scouting.Org
- As Scout Committee Chair you are one of the ‘Key 3’ with access to unit level detail via my.scouting.org. Along with the unit leader and chartered organization rep you can view training reports such as YPT aging and general unit leader training, youth rosters, etc. You may also grant access to this information to 3 other people (Key 3 +3). Your ward’s unit commissioner can/should be one of those 3 people and would receive access to the troop, team, and crew’s accounts.
- Refer to THIS document for an overview of the capabilities all Key 3 members have through my.scouting.org.
- Add Leader Training: If a leader has completed a training module and it’s not showing up in training reports generated via my.scouting.org then a Key 3 (SCC, unit leader or COR) can add that by following the steps below. A valid certificate of training completion must be provided by the leader.
- go to: my.scouting.org and log in to your account
- click the “Home” button in the top left corner
- select “Training Manager” and you’ll see options. If you need to select a sub-district, Highlands Ranch units are sub-district 5. You should see the pie charts update and a list of your cub pack, troop, team and crew.
- If you want to see what training has been completed & recorded by an individual in your units, select the scouting unit on the left hand rail where the individual is registered, then select the ‘magnifying glass’ icon in the middle center which is to Search Training. You’ll then see a list of the registered leaders in that unit. Select a scout leader by clicking on the far right hand side of the row associated with that leader–you’ll see the row highlight blue AND you’ll see a checkmark appear on the far right if you’ve properly selected that individual. Then select the icon in the middle center that says ‘view training’ when you roll over it. That individual’s lifetime history of training appears.
- If you want to record training completed by a leader that is not reflected in that report, proceed by selecting the icon in the middle center with a green plus (+) sign. When you roll over it you’ll see ‘Add Training’. Follow the steps as outlined.
- There is a ‘Back’ button above the middle center icons which comes in handy.
- Removing a Leader: If you need to remove a leader due to release or a move, this is not a simple process. Ideally, leave that individual in the system until Charter Renewal and then drop the leader at that time. Replace that person with the new leader by submitting an Adult Application form to the District Executive.
- Linking Youth Protection Training to new BSA account: Newly called leaders who have never been a BSA Leader before will take Youth Protection Training as part of the registration process. But that individual does not yet have a BSA I.D. number and therefore can not create an account–he/she only created a profile. Once the application has been approved, BSA sends the new leader an I.D. card which enables the leader to create an account. However, the profile with YPT and the newly created account are not automatically synched. The process to sync those together can be found HERE.