BOY SCOUTS OF AMERICA ® Prepared by: Alan Deter National Capital Area Council Advancement and...

BOY SCOUTS OF AMERICA®

Prepared by: Alan Deter

National Capital Area CouncilAdvancement and Recognition Committee

1

Eagle Scout Service Project and Workbook


Philosophy

• Need to think about this as it relates to BSA’s Mission orientation

• Our business is to generate young men who look in the mirror one day and are proud of who they are and what they have accomplished

• We don’t need to ensure success!• Not intended to be a doctoral thesis• Remember, advancement is not the end result!

– Eagle is just one rank - it’s a brand - you know it when you see it!– The project is one requirement for one rank in Scouting

• It’s IMPORTANT, it’s a BIG DEAL, but keep it in perspective

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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.


Project Purpose

• Provide service• Fulfill part of the Scout Oath, “to help other people at

all times”• To demonstrate or hone, or to learn and develop,

leadership skills• Project management and taking responsibility for a

significant accomplishment are important related skills

3

ESSPW


Eagle Scout Requirement 5

4

While a Life Scout, plan, develop, and give leadership to others in a service project helpful to any religious institution, any school, or your community. (The project must benefit an organization other than Boy Scouting.) A project proposal must be approved by the organization

benefiting from the effort, your unit leader and unit committee, and the council or district before you start. You must use the Eagle Scout Service

Project Workbook, No. 512-927, in meeting this requirement.

This requirement formerly read, “The project plan must be approved …” This change is effective with the release of the Guide to Advancement and the

2011 revision of the Eagle Scout Service Project Workbook.

9.0.2.0


What is an Eagle Scout Service Project Coach?

• Why a “coach”?– BSA almost considered “advisor”, “mentor”, and “counselor”– It’s what the adult should actually do - he stays on the sideline, sends out advise,

where the play goes is up to the Scout

• Many units, districts, and councils currently use Eagle Scout service project advisors

– As “coaches”, they may or may not be part of proposal approval

• It is up to the council to determine who may serve as project coaches and how they might be assigned or otherwise provided to candidates

– As a member of the NCAC ARC, you have the authority in your District to determine how this works the best

• Coaches must be:– Registered with the BSA (in any position)– Have taken BSA Youth Protection training (required with registration)– May come from the unit, district, or council level

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9.0.2.9


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Implementing the “Coach” Concept

• Though it is a Scout’s option, coaches are highly recommended– Look to those who are knowledgeable and experienced with project approvals

• Coaches greatest value comes in the advice they provide after approval of a proposal

– Project content may effect who is the right coach

• Coaches must use the BSA method of positive adult association, logic, and common sense to help the candidate

• Assistance can come through:– Evaluating a plan, discussing its strengths, weaknesses, and risks– Helps a Scout see that, if a plan is not sufficiently developed, then the project can

fail

• The Scout makes the decisions– On the other hand, adult leaders must bear in mind he is yet a youth– Expectations must be reasonable and fitting

Coaches Shall Not Have The Authority To Dictate Changes, Withdraw Approval, Or Take Any Other Such Directive Action

9.0.2.9


Candidate Expectations (1 of 5)

• Questioning and probing for his understanding of the project, the proposal, and what must be done, shall be conducted in a helpful, friendly, courteous, and kind-hearted manner

• We will respect the Scout’s dignity• He will be allowed, if he chooses, to have a parent,

unit leader, or other adult present as an observer at any time he is discussing his proposal or project with someone who is reviewing it

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Not A Major Problem In The NCAC - We Must Be A Good Role Model And Provide Process Transparency!

9.0.2.1 & ESSPW

These are in the GTA and Message to Scouts and Parents or Guardians



• Project expectations will match Eagle Scout requirement 5, and we will not require proposals to include more than described in the Eagle Scout Service Project Workbook

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The NCAC Eagle Scout Procedures Guide Will Change To Support This Requirement !

Council, district, and unit developed formats for the project plan are a thing of the past - although if you look at our guide and the new workbook, you will see many similarities!

9.0.2.1 & ESSPW



• If requested by the Scout or his parent or guardian, an explanation of a proposal rejection will be provided in writing, with a copy sent to the council advancement chair and staff advisor

• The explanation will indicate reasons for rejection and suggestions concerning what can be done to achieve approval

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Best Practice - Recommend You Document Your Discussions To Facilitate This Should It Be Necessary

9.0.2.1 & ESSPW



• Guidance that maximizes the opportunity for completion of a worthwhile project will be readily available and strongly recommended

• The responsibility for success belongs to the Scout, and final evaluation is left to the board of review

10

You Can Lead A Horse To Water…..

9.0.2.1 & ESSPW



• If the candidate believes he has been mistreated or his proposal wrongfully rejected, he will be provided a method of redress

• This will include the opportunity for a second opinion and approval, either through another volunteer or professional advancement administrator, or the Scout executive, as determined by the council advancement committee or executive board

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The NCAC ARC Will Probably Develop A Process That Works For All, Subject To Coordination With The Executive Board

9.0.2.1 & ESSPW


“While a Life Scout, Plan, Develop, and…”

• The process begins after the Life Scout Board of Review– Don’t shutdown an enthusiastic Star Scout from thinking

• Development of a better proposal should lead to a better plan– It is inappropriate to expect a Scout to invest the time required

for detailed planning, only to face the prospect of rejection– A good test - evaluate a projects complexity - elements can be

added so there is a clear demonstration of planning, development, and leadership

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9.0.2.2-9.0.2.3


“Give Leadership to Others…”

• “Others” means at least two people besides the Scout– Helpers may be involved in Scouting and of any age appropriate

for the work– Satisfaction of a beneficiary may help to determine the “right”

size

• The Eagle Scout service project is an individualized experience– Every project must be evaluated, case-by-case, on its merits,

and on lessons that will advance the candidate’s growth

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Councils, Districts, And Units Shall Not Establish Requirements For The Number Of People Led, Or Their Makeup, Or For Time Worked On A Project

9.0.2.4


“Helpful to Any Religious Institution, Any School, or Your Community”

• “Any religious institution” and “any school” are self-explanatory

• How is “your community” defined?– Scout may work for the ‘world community’ - recently redefined– Does not normally refer to individuals, although an advancement

committee may consider scenarios where an individual in need can affect a community

– Source must represent the “community” to provide approval

• Beneficiary need not be a registered non-profit• Project may not be of a commercial nature or for a business

– Museums and various service agencies might be acceptable

• Test - Does the project primarily benefit the community as opposed to the profits of the business?

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9.0.2.5 & ESSPW


“Benefit an Organization Other Than Boy Scouting”

• Projects may not be performed for the Boy Scouts of America or its councils, districts, units, camps, and so forth

• The unit’s chartered organization, however, is certainly a good candidate, as are other youth organizations such as the Girl Scouts of the USA

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“To Help Other People At All Times” Is A Basic Tenet

9.0.2.6


Use the Workbook!

• The requirement that Scouts use the Eagle Scout Service Project Workbook means they must use the official document as produced by the Boy Scouts of America

• It is acceptable to copy and distribute it, and even to transfer it to a different software platform or operating system– Although tempting, do not change the appearance– NCAC will not have an MS Word version of the new workbook

• No council, district, unit, or individual has the authority:– To require additional forms, or– To add or change requirements, or– To make any additions, deletions, or changes in the text, outlines,

graphics, or other layout or informational elements of the workbook

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9.0.2.8


“Like A Good Neighbor, the Workbook is There!”

• Using the workbook is like insurance– It protects candidates and helps avoid pitfalls– If properly used, it very nearly assures success– It shows approvals have been secured– It lists important limitations– It suggests questions for those approving the project, and– It includes outlines for the proposal and the more detailed final

plan that should come next

• The workbook should not, however, become a source for rejecting candidates based on “technicalities” that have nothing to do with requirement intent

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9.0.2.8


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“Proposal Must Be Approved… Before You Start”

• Even though the proposal is an overview it the beginnings of a plan and should meet the following tests (found in GTA and ESSP Workbook)

– The project provides sufficient opportunity to meet the requirement• You must show that planning, development, and leadership will take place; and how the three factors will

benefit a religious institution, a school, or your community

– The project appears to be feasible• You must show the project is realistic for you to complete

– Safety issues will be addressed• You must show you have an understanding of what must be done to guard against injury, and what will

be done if someone does get hurt

– Action steps for further detailed planning are included• You must make a list of the key steps you will take to make sure your plan has enough details to be

carried out successfully

– Is he on the right track with a reasonable chance for a positive experience

• The detail required for a proposal depends on project complexity• Reviewers must not require more planning and development than necessary to

execute the project– These elements must not overshadow the project itself, as long as the effort was well led and

resulted in otherwise worthy results acceptable to the beneficiary

9.0.2.7 & ESSPW


Proposal Approval

• There are new phrases by each proposal reviewer! (Slide 46)• The unit committee is responsible for an approval of the proposal

– Troop, team, crew, or ship committee may designate representative(s) to act on its behalf

– This is a unit decision– Neither the district nor the council may institute restrictions, such as how many

committee members are to be involved

• The coach or the District Eagle Representative may contact the Scout and his parent or guardian and, as appropriate, a representative of the beneficiary, if– He or she becomes concerned the project will not meet the requirements, or– It will not be completed to the satisfaction of the benefiting organization

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Final Design Issues Are Ultimately Between The Scout And The Beneficiary

9.0.2.7


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A Word on Completing the Eagle Scout Service Project Workbook

• In most cases, a Scout should be required to fully complete the proposal and project report, and be strongly encouraged to complete the final plan

• If it is clear the project was completed and approved of, and meets Eagle Scout requirement 5 as it is written, then it should be considered– The exception is, if it will be a hardship, or a poor use of time to fill in missing

information, or– Obtain a signature of a party who is unavailable or by some other means

known to have approved it, then– It is appropriate to accept it

• Keep in mind that write-ups and signatures, though important, are simply supportive - it is a project that the BSA requires

9.0.2.8


Jumping the Gun

• Sometimes Scouts will “jump the gun” and begin fundraising efforts - or even work on the project itself - before a proposal is approved

• This is counter to the requirements and well covered in multiple documents, but still it happens

• Normally, a Scout should select a different project– If circumstances are compelling, however, the Scout can be

allowed to carry on and have his proposal or project approved after-the-fact

– Lenience can be extended– A lesson learned without significant detriment to fulfilling the

project’s purpose

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9.0.2.7


Managing Changes

• Allow a level of flexibility in carrying out proposals and planning action steps

• Essential elements should not be changed without good reason– If this must occur, the Scout should consult his project coach or unit leader for advice– It is appropriate to strongly suggest he share substantive changes with the project

beneficiary, and also with those involved in preapprovals

• If it appears changes will cause results to fall below what is required, then cautionary advice is in order

• Except under extreme circumstances, it is not acceptable for unit, or council or district, approval to be withdrawn

• If the young man decides to strike out on his own, this is his prerogative– At some point, responsibility must take over– The board of review decides whether planning was sufficient and if the requirement

was met

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9.0.2.7


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Guidance for Fundraising

• Projects may not be fundraisers!!!!• Permitted only for securing materials and/or facilitating a project• Council approval is required unless the contributions come from the:

– Beneficiary, or– Candidate, or– Candidate’s parents, or– Candidate’s relatives, or– Candidate’s unit, or– Candidate’s unit chartered organization, or– Parents or members in the candidate’s unit

• Project beneficiary is responsible for providing documentation of a gift, not the BSA

• Turn over funds to the beneficiary or the candidate’s unit until needed• Project beneficiary will retain leftover fundsUse The Eagle Scout Service Project Fundraising Application For

Fundraising That Requires Council Approval

9.0.2.10


Can Routine Labor Qualify?

• Routine labor is not normally considered appropriate for a project– Defined as a job or service that a Scout may provide as part of

his daily life, or a routine maintenance job normally done by the beneficiary

• If “routine labor” is conducted on so large a scale it requires planning, development, and leadership, it may have sufficient impact

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9.0.2.11 & ESSPW


Common Misconceptions

• No unit, district, council, or individual shall place any requirement or other arbitrary standard on the number of hours spent on a project

• No more than one candidate may receive credit for working on the same project

• No requirement a project must have lasting value

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9.0.2.12 & ESSPW

These Are Persistent, Aren’t They?


Project Evaluation After Completion

• Each Eagle Scout Service Project must be evaluated on the following:– Primary - the extent of benefit to the beneficiary– Primary - leadership provided by the candidate– Secondary - evidence of planning and development

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9.0.2.13

Reviewers must not require more planning and development than necessary to execute the project. These elements must not overshadow

the project itself, as long as the effort was well led, and resulted in otherwise worthy outcome acceptable to the beneficiary.


Handling Potential Problems With The Project

• Rejection would rarely result if:– There was an approved proposal, and– Subsequent effort represents planning and development that was

adequate to the project, and– The project was well led, and– The project was carried out to the satisfaction of the unit leader

and project beneficiary

• It would have to be clearly established that Eagle Scout requirement 5 - as written - was not completed

• Under no circumstances may final project approval be withheld for reasons that have nothing to do with the project

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9.0.2.13


Risk Management and Eagle Projects

• All Eagle Scout service projects constitute official Scouting activity and thus are subject to Boy Scouts of America policies and procedures

• Projects are considered part of a unit’s program and are treated as such

• As with any Scouting activity, the Guide to Safe Scouting applies– The “Sweet 16 of BSA Safety” must also be consulted as an appropriate planning

tool

• Unit leadership should be aware of project plans and schedules, and council tour plan requirements

• The Boy Scouts of America’s General Liability Policy provides general liability insurance coverage for official Scouting activities

– Registered adult leaders are provided primary coverage– Unregistered adults participating in a Scouting activity are provided coverage in

excess of their personal insurance

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9.0.2.14 & 9.0.2.15


Contact Information

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Repeated for Unit Leader, Committee Chair, Advancement Coordinator, Project Beneficiary, Project Beneficiary Representative, District Project Approval Representative, Project Coach

ESSPW

More Than Before, But It’s Consolidated In

One Spot


EAGLE SCOUT SERVICE PROJECT PROPOSAL

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Proposal - Description and Benefit

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No ChangeNo Change

New

No Change

ESSPW


Proposal - Giving Leadership

32

This Is New, But They Are

Questions We Should Already Be

Asking

ESSPW


Proposal - Materials and Supplies

33

Not a Detailed List, Only A Reasonable Idea

ESSPW

Neither Are a Big Change From the NCAC Procedures Guide


Proposal - Tools, Permits, and Permissions

34

Not a Detailed List, Only A Reasonable Idea

Shows Forethought and May Prevent A Major Project Pitfall

ESSPW

Neither Are a Big Change From the NCAC Procedures Guide


Proposal - Preliminary Cost Estimate

35

ESSPW

Reviewers Should Expect A Balance

Between Expenses, Fundraising, Material,

and Supply Entries

Cells Automatically Total Inputs


Proposal - Phases

36

Not To Be Confused With

Detailed Planning Steps

ESSPW


Proposal - Logistics and Safety

37

Reviewers Should Already Been Asking These

Questions, But Its Better To Put It In

Writing

ESSPW


Proposal - Further Planning

38

ESSPW

Don’t Confuse These With Project Phases - This Will Help The Candidate Get to Project

Execution


Proposal - Candidate’s Promise

39

ESSPW

• The Candidate has never signed the proposal or detailed planning before!• Consistent with the ESRA, this Candidate’s Promise is in keeping with the Scout

Oath and Scout Law


Proposal - Approvals

40

Last To Sign!

Read And Appreciate The

Words! Notice How They Fit With Each

Position’s Responsibility!

ESSPW


EAGLE SCOUT SERVICE PROJECT FINAL PLAN

41


Final Plan - Comments From Proposal Review

42

Assumes SM, CC, and Beneficiary Suggestions Are

Resolved!

For the Candidate, Coach, Board of Review, and District Eagle Representative to Use at Various Points

During the Remainder of the Process

ESSPW


Final Plan - Changes to Description and Benefit

43

Also, for the Candidate, Coach, Board of Review, and District Eagle Representative to Use at Various Points

During the Remainder of the Process

ESSPW


Final Plan - Present Condition or Situation

44

Adopted By the BSA From Numerous Council Guides

ESSPW


Final Plan - Project Phases

45

An Opportunity For the Candidate to Review and Improve the Proposal Material - Add More

Detail and Timing

ESSPW


Final Plan - Work Processes

46

ESSPW

Purpose: For The Candidate to

Use and Be Successful!

Looks and Smells Like The Old

Detailed Planning, but Without The Adult Approvals!


Final Plan - Permits and Permissions

47

An Opportunity to Follow-Through From The Proposal

ESSPW

Consistent With NCAC Eagle Scout Procedures Guidance


Final Plan - Materials

48



ESSPW


Final Plan - Supplies

49



ESSPW


Final Plan - Tools

50



ESSPW


Final Plan - Expenses, Revenue

51

ESSPW

Another Opportunity to Follow-Through With More Detail From

The Proposal


Final Plan - Giving Leadership

52

• Scouts and Coaches should look for consistency between this section and the work processes

• The questions below the table make sure the Scout has a communications plan for leading

ESSPW


Final Plan - Logistics

53

More Opportunities to Follow-Through From The Proposal

With More Details

ESSPW



Final Plan - Safety

54


• Encourages the Scout to be safety conscious both indoors and outdoors

• Provides for a safety briefing and a communications plan

ESSPW


Final Plan - Contingency Plans

55


ESSPW


Final Plan - Comments From Your Project Coach

56

An Opportunity For the Coach to Provide Positive Feedback and/or Constructive Comments

ESSPW


EAGLE SCOUT SERVICE PROJECT REPORT

57


Report - Summary and Changes

58

No Longer Hidden In The Workbook Text, Scouts Have Two Full Pages to Summarize Their

Projects

ESSPW


Report - Leadership

59

The Leadership Aspect is Clearly

Crucial in Evaluating Completion of the

Requirement

ESSPW


Report - Materials, Supplies, and Tools

60

If The Candidate Did The Detailed

Planning, Input To This Section Should

Be Minimal

ESSPW


Report - Service Project Data

61

Built To Facilitate Entry Into Journey to

Excellence

Cells In Both Columns Automatically Total Inputs

ESSPW


Report - Funding

62

Not Previously Covered in the

Summary This Helps The Candidate Learn To Reconcile Funds

ESSPW


Report - Photos and Other Documentation

63

Provides a Common Place for

All Project Documentation

ESSPW


Report - Candidate’s Promise and Completion Approvals

64

ESSPW


THANKS FOR ALL YOU DO!

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