Must Do’s for Safety, Governance and Great Stewardship
Keep this for a Reference
There are times when we are all completing paperwork and we ask ourselves what is the reason behind doing some of these items. There is sometimes the rush to get the paperwork done that we may forget to do a few important things that must be done for everyone’s protection.
Rather than go into thousands of reasons, let’s get right down into the nitty gritty.
Registration
Adult applications (http://www.scouting.org/filestore/pdf/524-501.pdf ) have changed. They require a signature on the “Disclosure/Authorization Form” that gives us permission to do a background check as well as the actual application part where you complete a lot of information, initials, questions and another signature. Any question that indicates something other than what you would expect, such as “do you use illegal drugs”, if you answer yes, needs a written explanation. Use additional paper and staple it to the application if necessary. Effective January 1, 2016, this version of adult applications is the only adult application Tidewater Council will accept and process.
All applications at the unit level must be approved by the chartered organization.
We will produce a defective report on applications if things are missing like a social security number, a birthdate, questions are not answered, things are not fully signed and initialed, it has no place indicated where you are registering, and more.
Merit Badge Applications
Being a merit badge counselor requires you complete an adult application and a merit badge counselor information sheet (http://www.scouting.org/filestore/pdf/34405.pdf) specifying which merit badges you are proficient in and can teach. Not to be trite, but if you once walked by a horse stable it does not qualify you to be a horsemanship counselor. You should read over the requirements (http://www.scouting.org/scoutsource/BoyScouts/GuideforMeritBadgeCounselors/IntroToMeritBadges.aspx) before you complete an application saying that you are proficient.
Adult applications are required of all counselors, whether you are currently registered in another position or not. Merit badge counselors are registered and approved on the district level and all applications must approved by the district merit badge counselor coordinator before submission to the council office.
Although it costs you nothing to be a merit badge counselor at this time, also note that you are commissioned to be registered in the program for merit badge counseling only. It does not grant you permission to act as if you were registered in other position (i.e. assistant scoutmaster). For all other positions, you must be fully registered.
Committee Member
To be a committee member in a unit, you must be a registered member of the Boy Scouts of America. Parents themselves are not committee members unless they register. Direct leaders such as scoutmasters, cubmasters, den leaders, and assistant scoutmasters are not members of the committee. The committee chair along with the members of the committee and the chartered organization select the direct contact leaders. Direct contact leaders do not have a vote but that does not mean they do not have a strong voice. The whole purpose of the committee is to strongly support the direct contact leaders. The committee serves as a means to ensure strong leadership is provided and people will follow what the unit would like to accomplish. Unfortunately, at times some take this to mean you have no voice. A scoutmaster should never have to stand up and say if you do not support me, I am taking my tent and going somewhere else. You’ll find that these individuals have a strong voice at committee meetings, but for everyone’s protection, there always has to be a body in charge.
Positions on the Committee
Are you serving as a treasurer or secretary or advancement chair? These are some of the typical positions on the committee. You need to be registered if you are handling funds. It provides a background report through the registration process that indicates there is nothing irregular in your background and allows you to serve. It also provides you real peace of mind in terms of liability insurance protection.
I Don’t Want to Register
Folks that want to do one time jobs like be the Blue and Gold chair or bring refreshments, do not necessarily need to be registered. However, folks that are doing ongoing jobs that handle unit money or important registration information of your unit, should be registered. It provides again the background information and insurance protection.
We are not trying to pump up the number of people that are registered in Scouting, but our organization does have a process and reasons for doing things the way we do them. Our insurance protection gives you top of the line protection and in today’s world and based on other things we have seen, being registered and receiving this type of protection is one of the smartest moves you can make.
Multiple Registrations
It is possible to be registered in more than one position in Scouting and the great news is that you only pay one fee. There are some limitations as to what you can be registered in. Here are just a few. A committee chair cannot be both a committee chair and serve as a direct contact leader or as another member of the committee.
A direct contact leader cannot serve as a committee member where they are serving as a direct contact leader.
A commissioner other than district commissioner cannot be registered in any unit that they provide service to.
A merit badge counselor can be registered in other positions, but the merit badge counselor application will not serve as a paid registration. You must prove that you have paid somewhere to be registered in other positions and complete the full application and required training for those positions.
Training Required
You must complete an adult application for every position you wish to serve in Scouting and prove you have the corresponding training for that position. Other than chartered organization representative, you will find all the position training available online for Cub Scouting. Troop committee training for Boy Scouts is online as well as youth protection training for Venturing. Extensive supplemental training is available for all programs now more basic training will be available later in 2016.
Why do I have to fill out a new adult application each time?
Yes, we get exasperated with the paperwork too, but there are strong reasons for the multiple applications. Let’s cover a number of these:
- Every unit is different, even within chartered organizations. Just because you are a member of the pack committee does not make you a member of the troop committee. To be on both, you need to be registered with an application for both.
- If you are signing onto a district position and already serve in a unit, you will need to complete the application to the district and the right people have to approve (district committee chair or commissioner).
- Although we covered merit badge counselors a couple of times already, this is not a paid position and it gives only the authority to conduct merit badge sessions per the policies of the Boy Scouts of America. Merit badge counselors are a district position, do not get approved by the troop committee chair or charter representative but must be approved by the district merit badge counselor coordinator.
- You are a onetime chair of a camporee in a district and you are registered in a unit. You do not need to complete an application to be on the district, but you have to remember that districts are in charge of camporees, not individuals or units.
Can unit leaders or committee chairs be registered in the council and the district as a commissioner, board member or district member?
Only with the expressed permission of the board. The Scouting movement strongly believes that the most important working element of the Scouting program is the local unit. The continued success of every unit depends on individuals who give their full attention to a quality experience in the local unit. The purpose of the district and the council is to make sure that these local units get support. There are some unusual circumstances that allow unit leaders and committee chairs to serve, individuals with large quality units with lots of backup, that are very well trained…is just one of those considerations. Each case of permission must have beneficial reasons to all and there cannot be a down side to a unit.
What happens if my registration is denied?
If your local unit denies you registration and they are on board with their chartered organization, the only option you have is to try a different unit. The council and district will not, nor can they, make a unit accept an individual for registration.
Can my unit refuse men as assistant Scoutmasters?
Every position in the Boy Scouts of America is open to all races and genders. Your unit leaders, the registered committee members, the chartered organization representative nor the chartered organization governing body is protected by any insurance when an illegal act has occurred. In this case, denying registration for gender or race falls under discrimination. You cannot knowingly deny anyone registration based on this reason alone. If you deny someone registration, the same tests and procedures should apply to everyone in your unit. Just because someone has dark hair is not a reason to deny someone.
If your unit is found to knowingly discriminate and it can be proven, it will cost the unit its charter as this is unacceptable to the Boy Scouts of America. Why the charter? Because the chartered organization representative can override the decision of a committee and enforce polices. If they will not enforce the policies of the Boy Scouts of America, there can be no contractual understanding between the Boy Scouts of America and a chartered partner.
Where can I find more detailed answers on membership standards? You can find this information at the official Boy Scouts of America website: www.scouting.org
What does my position code allow me to do? This is a question that each person should ask. Every position in the Boy Scouts of America is commissioned. The act of commissioning signifies that both the person being commissioned and the body doing the commissioning are, in good faith, allowing someone act in specified ways on behalf of the organization. Examples include:
Scoutmasters are individuals who are authorized to work directly with boy leaders to bring about the desired outcomes of Boy Scouting in a troop.
A committee person in a unit, is responsible for the governance of the unit which includes property, approval of programs, and the selection of leaders.
Den leaders are authorized to conduct den program with boys to bring about the desired outcome of a den.
Here are a few lesser used positions and what they are commissioned for:
Unit Scouter reserve. This person is authorized to be only registered as a unit person, is entitled to the magazine, but has no authority either with youth or adults. It is essentially an honorary position and is primarily used only for people who wish to remain registered. They are not authorized to do anything. There is no training required for this position other than Youth Protection Training.
College Scouter Reserve. This is for students that are currently undertaking a course of college studies and wish to maintain their registration with the unit. There is no training required for this position other than Youth Protection Training.
Merit Badge Counselors. They are authorized to provide instruction of approved merit badges. They are not authorized to give leadership beyond the duties of being a merit badge counselor.
Unit Commissioner. This position approves the individual to provide direct service to chartered organizations and units, to represent the official literature of the Boy Scouts of America and to help interpret those policies to local units, under the auspices of the district commissioner, and under the final authority of the council commissioner. This position requires specialized training and a strict adherence to the privacy policy of the Boy Scouts of America. This position also requires the individual to support the local council and to give proper feedback so that the needs of units are completely heard and understood.
Professional Scouters. Professional Scouters or the ones that are employed by the council are commissioned by the National Council Boy Scouts of America and work directly for the local council. All employees work directly for the Scout executive and the Scout executive works directly for the council through the executive board. The Scout executive is an employee of the council and works for and through the Council President.
A Parent. There is no commission for being a parent, but there might be one. When a parent gives approval to their child to be in the Scouting program, they agree to follow the rules and regulations of the Boy Scouts of America, just like all the adult leaders with applications. They must agree to cooperate with volunteers so that their child can enjoy the Scouting program. Additionally, a parent has the responsibility to ensure that their child has permission to go on every outing and to participate in the Scouting program.
Anymore background that you would like to provide?
Scouting has specific organizations at every level. In a Scout troop for example, we know boys are organized by patrols, and each member of the patrol has duties and responsibilities. If the boy assigned to buying the food for the weekend does not buy the food, it makes for some really quick thinking to make sure that the program can continue onward. It’s important to note that we can get almost every adult to understand these concepts.
On the district level, there are different functions that need to be filled with qualified manpower to effectively carry out the role of the district. We call that the four functions: “Program, Service, Membership and Finance.” Just like in a patrol, where the boy forgets to secure the food for the weekend, if a district does not do its role in service, then units will not get the help they need to sustain unit programs and Scouting units will cease to function.
The council level includes the four functions already mentioned in the districts. It also includes policy making, stewardship functions and governance functions.
Scouting is both a complex and simple program to execute. The raw excitement to go camping or hiking through the mountains is mirrored with our desire to be prepared when we do these things so we all return with great stories and every one that went on the hike.
Scouting also believes that every person should be a part of the total package. Some examples of this include: If your unit needs help driving to summer camp, don’t sit back and say I cannot do it, look for ways to help. Pipsico Scout Reservation belongs to us all, not just on the day you camp there but every day. Every day, means we all need to pitch in and fund it, maintain it, and to use it.
Advancement Reporting
The BSA offers a program that will upload all advancements to the database maintained by the council. Internet advancement is available to the unit via My.Scouting.org Tools (access through “Legacy Web Tools”). This program will ensure that unit registration and advancements are synchronized. There are several commercially available unit tracking programs that allow recording participation, leadership roles, dues, etc. Many of the third party vendor tracking programs can upload directly to internet advancement.
Advancement reports should be submitted monthly even if your unit does not have an awards ceremony planned that month. By submitting the report monthly you are recognizing youth as soon as they earn an award and not waiting months to recognize their accomplishments. Instant recognition helps to motivate the youth to stay active.
Advancement records should be maintained by the unit until all the youth on the form have aged out of the program.
Summary
The council is like a giant household. Everyone lives under one roof and whereas there might be arguments about how to do somethings or a lot of things, everyone agrees that we want food in the refrigerator, a roof that doesn’t leak, cars that run, insurance if someone gets hurt, and lots of fun and entertaining things for everyone.
