GRADUATE U U S S A A II R R F F OO R R C C E E W W E E A A P P O O N N S S S S C C H H O O O O L L CommissionerBasicTraining Dave Prior Jenny Prior Sean Baker

Commissioner Quiz

Overview l Purpose of Scouting l BSA Organization l Providing Unit Service l Ways to Help a Unit l Membership Management l Commissioners Role l Counseling

Purpose of Scouting

Aims of Scouting l What are the aims of Scouting? l Character development l Citizenship training l Personal fitness

Methods of Scouting l What are some methods of Scouting? l Cub Scouts l Boy Scouts / Varsity l Venturing

District Key 3 l District Executive – Scouting Professional l Staff advisor to Key 3 l Manages council resources in support of district l District Chair - Volunteer l Chairs the District Committee l District Commissioner – Volunteer l Directs the Commissioner Corps

District Committee l l Four function organization Membership Finance Program Unit service

Membership Functions l l 1. Fall Roundup l l 2. Spring Roundup l l 3. Special membership rallies l l 4. Advice and help to units with membership problems

Finance Functions l l 1. Sustaining Membership Enrollment / Friends of Scouting l l 2. Trust Funds (James E. West Award) l l 3. Advice to units

Program Functions l l 1. Activities l l 2. Advancement l l 3. Camping l l 4. Training

Activities l l Scout Expo l l Scouting for Food l l Scouting Anniversary Week l l District Recognition Dinner l l Cub Day Camp l l Derbys: Pinewood, Soapbox, etc. l l Camp-O-Rees, Klondike Derbies

Advancement l l Eagle Boards of Review l l Merit Badge Counselors l l Venturing awards l l Advice / training for units l l Heroism awards l l Adult recognition

Camping l l Order of the Arrow l l Where to go camping l l Summer camp promotion l l High Adventure l l Philmont

Training l l Fast Start l l New Leader Essentials l l Leader Specific Training: l l Den Leader, Cubmaster, Scoutmaster, Venturing Advisers l l Intro to Outdoor Leadership Skills l l Unit Committee l l Youth Protection l l P&TC, Roundtable, High Adventure Powder Horn Wood Badge, Powder Horn

Training l l Youth: l l Den Chief l l Troop Leadership Training (Unit) l l National Youth Leader Training (Council) l l National Advanced Youth Leader Experience (National)

Commissioner Service Role

The Commissioner Concept l l The commissioner is the liaison between the local council and Scouting units. l l The commissioner's mission is to l l Keep units operating at maximum efficiency, l l Maintain regular contact with unit leaders, l l Counsel leaders on where to find assistance, l l Note weaknesses in programs, l l And suggest remedies. l l The commissioner is successful when units effectively deliver the ideals of Scouting to their members.

Job Description Card

l l Friend

Job Description Card l l Friend l l + Representative

Job Description Card l l Friend l l Representative l l + Unit "GP doctor"

Job Description Card l l Friend l l Representative l l Unit "GP doctor" l l + Teacher

Job Description Card l l Friend l l Representative l l Unit "GP doctor" l l Teacher l l + Counselor

Providing Unit Service

Annual Commissioner Service Plan

Annual Commissioner Service Plan Gives specific purpose to regular and supportive contact with units.

Annual Commissioner Service Plan l Membership inventory (twice a year) l Uniform inspection l Quality Unit measurement l Unit leadership inventory l Charter presentation ceremony l Unit program planning l Youth Protection visit l Other ongoing commissioner functions

Annual Plan l l April - Unit leadership inventory l l May - Membership inventory - Troop uniform inspection l l June - Check on Quality Unit progress l l August - Unit program planning l l October - Troop/pack uniform inspection l l November - Youth Protection Training - Recharter l l December - Membership inventory - Quality Unit Measurement l l February - Charter presentation

Annual Plan coupled with regular visitation provides good commissioner service.

Making Unit Contacts l What do you need to know before you contact the unit as a commissioner? l Chartered organization status l Membership (rosters) l Leadership status l Any current concerns l Any special philosophy (e.g. home-school youth only)

Indicators of Unit Health: Pack l l Leadership l l Webelos den l l Advancement l l Attendance l l Adult attendance l l Den activity l l Program operations l l Den chiefs or den aides l l Membership l l Planned program

Indicators of Unit Health: Troop l l Meeting operation l l Youth leadership l l Advancement l l Adult assistance l l Attendance l l Outdoor program l l Patrol activity l l Budget plan l l Membership l l Planned program

Indicators of Unit Health: Crew l l Adult Leadership l l Elected Officers l l Adult assistance l l Membership l l Meeting operation l l Planned program

Evaluation Tools l Commissioner Worksheets - pack, troop, crew l Unit self assessment l Centennial Quality Unit Award l Do unit leaders like evaluation? l What are your resources?

Visiting the Unit Meeting

The First Unit Visit l Make appointment to visit an assigned unit l Go with your observer/coach/ADC l Worksheet will be filled out later l Take your resource kit l Observe for the entire meeting l Do not participate beyond introductions l Both new commissioner and coach fill out independent worksheets l Wear your complete uniform as an example

Visiting A Unit Meeting l Call ahead and ask unit leader if it’s okay to visit. l Be in full field uniform to set the example. l Introduce yourself as a “friend” or “resource”. l Let everyone know how to contact you.

Visiting A Unit Meeting (cont’d) l Stay on the sidelines; do not interrupt the meeting. l Visit committee too, not just pack/troop meetings. l Do not sit and complete the form during the visit! l Aim for one contact a month (phone or okay). l Go with your ADC/coach if you are a first time commissioner

Making a report after the visit l Report by form or phone or or web form to your ADC or DC. l Use the information to see how you can help the unit.

Unit Visitation Reports Using the Commissioner Work Sheet

Worksheet

Sample

Follow-up (immediate) l Try to make a positive comment after meeting is over. l Address any breach of BSA policy as soon as possible.

Follow-up (soon after meeting) l Compliment the unit for its strengths (do try to find at least one!) l Pick an area that could use improvement – but be tactful. l Ask how leaders feel they are doing in that area. l Or ask leader to pick one thing they would like to improve. l Help them brainstorm ways to improve (see counseling). l Suggest Unit Self-Assessment form as tool for leaders.

Second / Third Unit Visits l Second visit — unit meeting l Go by yourself l Stay only 15 minutes (drop-in) l Take your resource kit l Make worksheet (or changes) l Third visit — committee meeting l Visit with chartered organization representative l Be prepared with ways to help l Give everyone your phone and address l Wear your complete uniform as an example

Ways To Help a Unit l Encourage Quality Unit Operation l Training, Training, Training l Introduction to Youth Protection l Unit Program Planning

Centennial Quality Unit Award l Help with a goal-setting meeting l Training is still #1 l Recruitment and retention, new adults l Advancement l Outdoor activities l Planning and financing the program l Visibility of Unit Commissioner l Ongoing Assessment

Training, Training, and Training l Know training requirements for each leadership position l Encourage and enable leader training l Supply district training calendar and information l Offer special recognition of trained leaders

Youth Protection Training

Introduction to Youth Protection l The commissioner can help the unit with Youth Protection. l All adults need to be trained and know reporting process. l Commissioners should know adult and youth resources.

Commissioner and Youth Protection l Annual Youth Protection visit in the fall l Encourage proper leader selection procedures l Coach unit people if child abuse occurs l Promote the youth videos l It Happened to Me l A Time to Tell l Personal Safety Awareness l Explain how to use Youth Protection inserts l Complete Youth Protection Training yourself

Unit Program Planning l Understand the process for each level. l Understand how it works in a boy-run troop. l Know resources that you could suggest to the unit.

Break!

GRADUATE U U S S A A II R R F F OO R R C C E E W W E E A A P P O O N N S S S S C C H H O O O O L L CommissionerBasicTraining

Membership Management

Membership l New membership is essential to healthy unit!

Potential Membership Problems l Too many graduating at same time l Ineffective recruitment efforts l Poor retention of new youth

Recruitment and Retention Tools l Unit membership inventories, with follow-up l Year-round recruitment plan l Lists of available youth l Lists of Webelos ready to graduate l Phone call, personal invitation

More Recruitment and Retention Tools l Recruitment night or open house l Day Camp/Resident Camp/Cub Scout Fairs l Events such as Camporees or Webelos Woods l Boys having fun and telling their friends!

Webelos to Scout Transition l Unit Commissioner has a role in the process: l Access to information about troops l Introduce leaders to each other l Help troops come up with visibility campaign

Membership Resources l Know how to use district and council resources l School-night training for Cub Packs (often several districts) l Recruitment materials available from council

Membership Management l l Unit with mostly older boys l l Recruit l l Inventories of active boys l l Committee Involvement for inactive boys l l Program or Administrative issue

Membership Management l l Year-round recruiting l l Birthday greetings l l Phone Invitations l l Personal Invitations l l Webelos-Scout transition l l Preventing dropped units l l Assigned to unit l l Assigned while organizing new units

Charter Renewal "If commissioners are providing regular visitation and doing their job as in the Annual Service Plan, then rechartering becomes a minor paperwork exercise." George Crowl, 1982

Objective: l l Reregister unit l l On time l l Maximum membership l l Member retention l l Good leadership

The Plan l l 90 days before: l l District Executive visit Institution Head l l Printout available (to right person!) l l 60 days before: l l Membership inventory l l Recruit to make up loss l l 100% Boy's Life? l l 45 days before: l l Charter renewal meeting l l Boys l l Adults l l Fees l l Approvals l l Plans for the next year (Quality Unit) l l 15 days before: l l Charter turn-in night l l 60 days after: l l Charter presentation

Charter Renewal l Become familiar with the online recharter process, understand paper as a backup l Encourage your unit to start early – online recharter opens 11/1 l Understand the charter paperwork from the council l Train the person doing the recharter, find best method. l DE (could be UC with COR) visits the chartered org. l Keep in touch with DE regarding potential problems.

Charter Renewal (cont’d) l Help unit to do membership inventory. l Determine Quality Unit status. l Get the Commissioner’s Status Report from council. l Collect charter signature forms and others, and return them with fees to council. l If recharter is not in on time, find out who has it! l Get the new charter certificate from DE or DC. l Present the charter and QU award in an impressive ceremony.

Some Techniques l l Talk about 100% Boy's Life early and often l l Engage committee members to do membership follow-up l l Discuss Quality Unit with the whole committee (several times a year) l l Commissioner (the expert) can assist with online recharter, and knows how to use paper as a backup l l Use a charter renewal checklist (available)

Commissioner Priorities l l Remember your job description l l Stick to your primary responsibility l l Unit focus

Priorities l Don’t take on a lot of other Scouting stuff! l Give more time to units with greatest needs. l Concentrate on specific unit needs. l Prioritize the units’ needs, can’t fix all at once. l Tackle “life-threatening” problems first.

Prevent Commissioner Burnout l Don’t take responsibility for fixing everything. l Don’t allow leaders to give you “guilt-trips”.

Lifesaving Commissioner !!!

Vital Signs l What are they?

Vital Signs l l Youth dropping out l l No youth recruiting or poor recruiting methods l l No adult leader l l No planned program l l No youth leaders l l No discipline l l Unit stops meeting l l Charter lapses / drops l l Chartered org. leader unhappy with the unit l l Only one active adult l l No parents involved l l Adult conflicts / poor communications

Hurry Cases l l Unit not meeting (stopped breathing) l l No leader (no heartbeat) l l No committee (choking) l l No new members (severe bleeding) l l Conflict with chartered organization (poisoning by mouth) l l New untrained leader (blue baby) l l Weak leadership (comatose)

TAKE ACTION l l Consult ADC / DC l l Ask some basic questions l l What are the problems? l l What are possible solutions? l l What do we do first? l l Who do we involve? l l How do we know when unit is saved? l l What is “plan B”? l l Be enthusiastic l l Apply "first aid“ l l Apply “second aid” l l Promote teamwork

Lifesaving Team l l Ad hoc, or organized l l Bring appropriate skills to bear on the problem l l Adapt to the individual problems

Where to get help if you are stumped! l District Executive and professional staff l Other commissioners and district committee UC is “unit doctor”; district provides the “specialists”. UC is “unit doctor”; district provides the “specialists”.

l To encourage or reassure l To develop a more effective Scouter l To help solve problems Why do we counsel?

Counseling "Listen to someone in such a way that they will solve their own problems."

When do we counsel? l When a leader needs l help to solve a problem l encouragement in a difficult task or situation l help interpreting facts l assistance to resolve indecision or confusion l a pat on the back

Fundamentals Of Good Counseling l l 1. Time and place with no interruptions l l 2. Understand what the leader is saying l l 3. Let the leader know you hear and understand l l 4. Do not give advice! l l Guide the discussion through questions l l Leader solves his/her own problem l l If they don't solve their own problem: l l Give information l l Propose possible alternatives l l Let leader pick best solution l l 5. Summarize from time to time to keep on track l l 6. Support thinking with information l l Know the difference between information and advice l l 7. Resources: l l Commissioner Fieldbook, Counseling

How Can We Become Effective Counselors l Select a good time and place l Listen – be an active listener l Check understanding (repeat back) l Give (or ask for) additional information l Do not give quick advice l Encourage multiple possibilities or solutions l Let leader select solution

Commissioner Quiz l l The unit commissioner: (true / false) l l 1. Reports to the District Executive. l l 2. Must be an expert in training adults and youth. l l 3. Is only concerned with reregistering a unit on time. l l 4. Should be familiar with the official literature used by units for program. l l 5. Visits the unit committee only, on a regular basis. l l 6. Must know the unit program planning process. l l 7. "Sells" the unit leader on district and council functions, as a primary responsibility. l l 8. Periodically communicates with the chartered organization representative to offer help.

Commissioner Quiz l l The unit commissioner: (true / false) - Continued l l 9. Regularly attends Roundtables to check up on unit leaders. l l 10. Guides the unit through the annual service plan. l l 11. May earn the Commissioner’s Key and/or the Cub Scouter Award. l l 12. Attends monthly meetings of the district committee. l l 13. Is not involved in the presentation of the unit charter. l l 14. Must be familiar with the monthly program themes. l l 15. Encourages assigned packs, troops, teams, and crews to earn the Quality Unit Award.

Summary l Purpose of Scouting l BSA Organization l Providing Unit Service l Ways to Help a Unit l Membership Management l Commissioners Role l Counseling

Be an Effective Commissioner l Evaluate yourself l Maintain a positive attitude l Work well with other adults l Guide unit leaders l Set a good example l Continue learning l Practice good communication

Be an Effective Commissioner l Evaluate yourself l Maintain a positive attitude l Work well with other adults l Guide unit leaders l Set a good example l Continue learning l Practice good communication

GRADUATE U U S S A A II R R F F OO R R C C E E W W E E A A P P O O N N S S S S C C H H O O O O L L Questions?

U U S S A A II R R F F OO R R C C E E W W E E A A P P O O N N S S S S C C H H O O O O L L Thank You Dave Prior Jenny Prior Sean Baker