Commissioner Basic Training Cliff Wright

Commissioner Quiz COMMISSIONER QUIZ The unit commissioner: F 1. Reports to the District Executive. F 2. Must be an expert in training adults and youth. F 3. Is only concerned with reregistering a unit on time. T 4. Should be familiar with the official literature used by units for program. F 5. Visits the unit committee only, on a regular basis. T 6. Must know the unit program planning process. F 7. "Sells" the unit leader on district and council functions, as a primary responsibility. T 8. Periodically communicates with the chartered organization representative to offer help. This quiz can be posted as a pre-opening activity.

Overview Purpose of Scouting BSA Organization Providing Unit Service Ways to Help a Unit Membership Management Role in Charter Renewal The Lifesaving Commissioner Counseling Session 1 Overview We will initially talk about some basic concepts of Scouting and of commissioner service

Purpose of Scouting

Aims of Scouting What are the aims of Scouting? Character development Citizenship training Mental and physical fitness 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

Lord Baden-Powell’s Vision "Let us, therefore, in training our Scouts, keep the higher aims in the forefront, not let ourselves get too absorbed in the steps. Don't let the technical outweigh the moral. Field efficiency, backwoodsmanship, camping, hiking, good turns, jamboree comradeship are all means, not the end. The end is character with a purpose. And that purpose, that the next generation may be sane in an insane world, and develop the higher realization of service, active service of love, and duty to God and neighbor." Lord Baden-Powell affirmed that Scouting methods are the means to develop the character of young people. Scouting leads young people to recognize their duty to God and the value of service to family, friends, and community.

Methods of Scouting Methods vary with age level: Cub Scouts Boy Scouts Varsity Scouts Venturing Methods of Scouting are somewhat different in Cub Scouting, Boy Scouting and Venturing, as we are dealing with different age groups. The methods reinforce the aims, as applied to the characteristics and needs of youth. Cub Scouting: Home- and neighborhood-centered, parent involvement, advancement, den, ideals, uniform, activities Boy Scouting: Ideals, patrol method, outdoor program, advancement, personal growth, adult association, leadership development, uniform Venturing: Voluntary association between youth and adults, ethical decision making, group activity, recognition of achievement, democratic process, Venturing curiosity exploration & adventure

District Key 3 District Executive – Scouting Professional Staff advisor to Key 3 Manages council resources in support of district District Chair - Volunteer Chairs the District Committee District Commissioner – Volunteer Directs the Commissioner Corps Reference, “The Council,” #33078, pp. 1-2. Council is a voluntary association of citizens Includes representatives of organizations chartered by BSA Promotes the Scouting program within a geographic area Purpose of council is to guide and support districts in achieving Scouting’s purpose

District Committee Four function organization Membership Finance Program Unit service Provide a good understanding of the resources available in the district committee to ensure the success of the unit Explain that the commissioner is like the country doctor or general practitioner. The district committee includes specialists whom the commissioner can call in for consultation or specialized treatment.

Membership Functions Fall Roundup Spring Roundup Special membership rallies Advice and help to units with membership problems Discuss the main functions listed. Answer any questions.

Finance Functions Sustaining Membership Enrollment Friends of Scouting Trust Funds (James E. West Award) Advice to units James E. West - This award is presented to individuals based on a contribution of $1000 or more to the local Council's West Fellowship Fund. Only registered Scouters or youth members receive and wear the square knot.

Program Functions Activities Advancement Camping Training

Activities Scout Expo Scouting for Food Scouting Anniversary Week District Recognition Dinner Cub Day Camp Pinewood Derby, etc. Camp-O-Rees, Klondike Derby

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

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

Training Youth Protection Fast Start This is Scouting Leader Specific Training: Den Leader, Cubmaster, Scoutmaster, Venturing Advisors Intro to Outdoor Leadership Skills Unit Committee PTC, Roundtable, High Adventure Wood Badge, Powder Horn

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

District Scout Organization and Functions Membership/relationships Finance Program Unit Service District Key 3 District Commissioner Executive Chairman LDS Commissioners need to be introduced to the organization and functions of districts in the Scouting organization. A key function of the district relates to providing unit service. Commissioners serve in that role. Commissioner Role

Commissioner Service Role

The Commissioner Concept The commissioner is the liaison between the local district/council and Scouting units. The commissioner's mission is to work directly with unit leaders and help them be successful in using Scouting programs to influence the lives of youth The commissioner is successful when units effectively deliver the ideals of Scouting to their members. Read, explain and discuss the commissioner concept found in the front of the CBTM. Amplification is in CF, pp. 10-11. Introduce the Commissioner Fieldbook as the single most important resource for all commissioners

The Commissioner’s Methods Maintaining regular contact with unit leaders Be a friend that unit leaders know and can rely upon for encouragement and advice Counseling leaders on where to find assistance Providing leaders with ideas and alternative solutions Observing strengths weaknesses and passing successes in programs on to district Engaging other district resources to help troubled units and to learn from successful units Read, explain and discuss the commissioner concept found in the front of the CBTM. Amplification is in CF, pp. 10-11. Introduce the Commissioner Fieldbook as the single most important resource for all commissioners

Unit Commissioner Assistant District Commissioner District Commissioner Cub Scout Roundtable Commissioner Boy Scout Roundtable Commissioner Varsity Huddle Commissioner Venturing Roundtable Commissioner Assistant Council Commissioner Council Commissioner

Job Description Card Using the pre-opening quiz and Commissioner Job Description cards, lead a discussion on the job of the unit commissioner. Cover all items on the card. Be sure participants have the right quiz answers.

Job Description Friend

Job Description Friend Representative

Job Description Friend Representative Unit doctor

Job Description Friend Representative Unit doctor Teacher

Job Description Friend Representative Unit doctor Teacher Counselor

Unit Commissioner Unit Leader

Break! 10:00

Commissioner Basic Training 10:13

Providing Unit Service

Annual Commissioner Service Plan 1:50 There is an old saying, “Plan your work and work your plan.” Everything that happens in a program year starts with a plan.

Annual Commissioner Service Plan Gives specific purpose to regular and supportive contact with units. (CF p. 16)

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

Annual Plan April - Unit leadership inventory May - Membership inventory - Uniform inspection June - Journey to Excellence progress August - Unit program planning October - Membership inventory November - Youth Protection Training - Journey to Excellence - Recharter February - Charter presentation This plan is tailored to The Los Angeles Area Council with December rechartering. Adapt it as required for your council. Please note that the final charters are not available from this council until late January.

Annual Plan Regular Visitation coupled with Regular Visitation provides good commissioner service.

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

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

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

Indicators of Unit Health: Team Meeting operation Youth leadership Advancement Adult assistance Attendance Outdoor program Budget plan Membership Planned program

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

Evaluation Tools Commissioner Worksheets - Pack, Troop/Team, Crew Unit self-assessment Journey to Excellence program Can you use a tool for evaluating unit health? Pass out worksheets 34125A, 34126A, 33660A and 33619A. (see Appendix) [CF p. 16] How might they use the worksheets? Would a unit leader resist evaluation? Why? (They must understand that this is a commissioner’s tool, not a checksheet to be filled out in the presence of or shared with the unit leader.) Do you understand the profile? If you had a profile with many checks in the right column, where might you go for help? Listed references Commissioner Helps for Packs, Troops and Crews, #33618 ADC, district committee

Journey to Excellence

Journey to Excellence

Visiting the Unit Meeting 10:15

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

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

Making a report after the visit Enter monthly report using the Unit Visitation tool at www.myscouting.org Use the information to see how you can help the unit. Regularly update DC/ADC on health of unit.

Unit Visitation Reports Using the Commissioner Work Sheet (CF pp. 14-15) The premise of this presentation is that it is one day training, and the new commissioners have had a chance to visit at least one of their units. They may not have been introduced to the Commissioner Work Sheet until this training. Ask the new commissioners to get out a Commissioner Work Sheet, and prepare a verbal report based on their observations of their last visit and the key issues of the worksheet. If any staff members have any independent knowledge of the unit, they can share their comments also. Stress that, in addition to reporting, the UC has a responsibility to take action to solve problems. What action does he/she propose to take, based on the situation? The group may be divided into smaller groups to stay in the time limit. Course director makes appropriate comments regarding the different reports, the need to be familiar with all resource material to be able to make better evaluation, and the need to understand the total situation to render a valid report. We will make additional visits after this course. CD reviews “Unit Contacts” section of the Commissioner Fieldbook.

Worksheet

Worksheet

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

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

Ways To Help a Unit Encourage Journey to Excellence Training, Training, Training Emphasize Youth Protection Unit Program Planning

Unit Visitation Report my.scouting.org

Unit Visitation Report my.scouting.org

Unit Visitation Report my.scouting.org

Unit Visitation Report “Monthly unit visits are the single most critical issue to ensure the delivery of a quality program to every unit in your council. It is important to monitor the unit’s progress through a tracking system that is used by each unit commissioner.” Boy Scouts of America

Scouting’s Journey to Excellence Performance recognition program Bronze, Silver and Gold levels (with points) Advancement, retention, recruitment Trained Leaders Emphasis on outdoor activities & service Webelos-to-Scout transition plan Use this form as annual unit assessment

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

Introduction to Youth Protection The commissioner can help the unit with Youth Protection. All adult leaders must be trained (current) All adults must know reporting process. Commissioners should know adult and youth resources.

Commissioner and Youth Protection Annual Youth Protection visit in the fall Encourage proper leader selection procedures Coach unit people if child abuse occurs Promote the youth videos It Happened to Me A Time to Tell Personal Safety Awareness Explain how to use Youth Protection inserts Complete Youth Protection Training yourself Commissioners help in several ways: Conduct annual Youth Protection visit each fall for unit adults in every unit you are assigned to serve (usually as part of your November visit at a unit committee meeting). Help units and their chartered organizations use proper leader selection procedures. Coach unit people if child abuse occurs. Promote unit use of the videos designed to protect boys from abuse: It Happened to Me, AV-09V011, for Cub Scout-age boys; A Time to Tell, AV-09V004, for Boy Scout-age boys; and Personal Safety Awareness, AV09V027, for high school-age youth. Explain to unit adults how boys and parents use the Youth Protection inserts in the front of the handbooks. Commissioners are also encouraged to attend the council’s complete Youth Protection training course.

Unit Program Planning Understand the process for each level On-line training and PTC can provide training to commissioners Understand how it works in a youth run troop, team, or crew Know resources that you could suggest to the unit

Break! 10:00

Commissioner Basic Training 10:13

Membership Management 1:15 Now that the trainees have been introduced to many ways they can help leaders to grow and committees to function, with good budgeting and a good program for boys, it is also essential that they help units to add membership, so that more boys can have the advantages of a sound Scouting experience

Membership New membership is essential to healthy unit!

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

Membership Management Recruit to fill age gaps Recruit year-round Inventories of active boys Committee involvement for inactive boys Program or Administrative issue?

Membership Management Preventing dropped units: Unit Commissioners assigned to every unit before problems arise Supporting new units: Unit Commissioners assigned while organizing new units

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

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

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

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

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 (CF pp. 35-41) This was my initial statement to district commissioners when I became Conquistador Council Commissioner in 1982. It is a philosophy of service. If we do our jobs right all year long, all we have to do is complete a few papers.

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

The Plan 90 days before: 60 days before: 45 days before: District Executive visit Institution Head Printout available (to right person!) 60 days before: Membership inventory Recruit to make up loss 100% Boy's Life? 45 days before: Charter renewal meeting Check youth, adult rosters Approvals, Fees Plans for the next year (Journey to Excellence) 15 days before: Charter turn-in night 60 days after: Charter presentation Here is an overview of the actions taken at each stage. We will expand on them in the next slides

The Commissioner’s Role Become familiar with the online recharter process, understand paper as a backup Encourage your unit to start early – online recharter Understand the charter paperwork from the council Train the person doing the recharter, find best method. Keep in touch with DE regarding potential problems.

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

Commissioner Priorities Remember your job description Stick to your primary responsibility Unit focus Emphasize that unit commissioners should not fall into the trap of doing everything else in Scouting except for your appointed job: unit service. It happens. Commissioners are usually wonderful Scouters and may be asked to do many things. While these other Scouting activities might be important, they are often NOT the primary responsibility of commissioners. You must concentrate your Scouting time on helping with specific unit needs and helping each unit become more effective with its program and operation. Good unit service is created when the commissioner believes that unit service is so critical to the success of Scouting that it takes precedence over all his or her Scouting time.

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

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

Lifesaving Commissioner!!! (CF pp. 27-30) Sometimes a commissioner is called on to save the life of a unit How does he / she know when that needs to be done? How do you go about it?

Vital Signs What are they? Ask the students to identify what they are List them on a flip chart or chalkboard The BSA answers are on the next slide

Vital Signs Youth dropping out No youth recruiting or poor recruiting methods No adult leader No planned program No youth leaders No discipline Unit stops meeting Charter lapses / drops Chartered org. leader unhappy with the unit Only one active adult No parents involved Adult conflicts / poor communications These are the vital signs the BSA has identified Some of those you identified are probably also valid

Hurry Cases Unit not meeting (stopped breathing) No leader (no heartbeat) No committee (choking) No new members (severe bleeding) Conflict with chartered organization (poisoning by mouth) New untrained leader (blue baby) Weak leadership (comatose) Lapsed / dropped charter — Complete the paperwork, if a paperwork problem. If there are deeper causes, solve those problems. Not meeting — Meet with unit leader and committee chairman, try to start meetings again, contact youth No leader — Meet with committee chairman, committee and parents to find a new leader No committee — Discuss prospects with unit leader and committee chairman. Coach Committee Chairman in recruiting. Personally recruit people to committee positions. Contact parents. No new members — Help unit leader understand need for new members. Set up school rally. Provide incentives for boys to recruit. Conflict with chartered organization — Try to determine the cause of the conflict. Seek ways to defuse conflict. Counsel leadership of both on ways to work together. New untrained leader — Conduct Fast Start training immediately. Invite (take) leader to next basic training. Identify additional training opportunities. Weak leadership — Counsel leaders. Coach leaders. Identify new, stronger leaders.

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

Lifesaving Team Ad hoc, or organized Bring appropriate skills to bear on the problem Adapt to the individual problems Most lifesaving teams are probably ad hoc, made up of the UC, the ADC, a member of the training team, and/or a member of the membership team. The DE should often be involved. If there are sufficient resources to do this, some people could specialize in this function. Each team will have a little different emphasis, depending on the nature of the problem. Some may need crisis resolution, others need recruiting skills, others may just need training.

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

Why do we counsel? To encourage or reassure To develop a more effective Scouter To help solve problems 12:55

Counseling "Listen to someone in such a way that they will solve their own problems." (CF pp. 32-33) It must be pointed out that the best way to help a unit is to strengthen its leadership and that the most effective method of helping a leader develop his potential is counseling. Commissioners must be good counselors to do their jobs well.

When do we counsel? When a leader needs Help to solve a problem Encouragement in a difficult task or situation Help interpreting facts Assistance to resolve indecision or confusion A pat on the back

Fundamentals Of Good Counseling Time and place with no interruptions Understand what the leader is saying Let the leader know you hear and understand Do not give quick advice! Guide the discussion through questions Give information Propose possible alternatives Let leader pick best solution Summarize from time to time to keep on track Support thinking with information Know the difference between information and advice Resources: Commissioner Fieldbook, Counseling These are some fundamentals of good counseling Carefully select a time and place where there will be no interruptions Understand what the leader is saying Let the leader know that you hear and understand Do not give advice. Guide, by questioning, in such a way that they solve their own problems. If they cannot find a solution, plant several possibilities in their mind, but let them select the one which they think might work for them. Summarize from time to time to keep on track Support thinking with information. Know the difference between information and advice. Refer to the Commissioner Fieldbook “Counseling” Train the Trainer, “Counseling”

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

Training is the Key to Successful Commissioner Service Commissioner Fast Start Background Basic Commissioner Training Job Description Resources Self-assessment Training is the key to successful commissioner service. Basic Commissioner Training provides instruction regarding Commissioner roles and methods. Continuing commissioner education is available through participation in District Commissioner meetings and the annual Council Commissioner Convention. On the job training is obtained through ongoing unit service. Continuing Commissioner education Fellowship with Commissioner staff Build relationships with unit leaders Experience impact of unit service Unit Visitation District Commissioner Meeting Annual Commissioner Convention

Commissioner Training Sequence Registration Youth Protection Training Commissioner Fast Start Commissioner Basic Training First Week First Month Annual Service Plan District Commissioner Meeting Commissioner Convention Tenure: 1 year Arrowhead Honor Continued Unit Service Tenure: 2 years total Commissioner Award of Excellence in Unit Service Commissioners should complete registration, Youth Protection Training, and Commissioner Fast Start training in the first week after being called to serve by their church leaders. They should also complete Commissioner Basic Training within the first month of being called to serve. Training, service, and tenure are recognized by the Arrowhead Honor and subsequent service awards. Continued Unit Service Tenure: 3 years total Commissioner Key Continued Unit Service Tenure: 5 years total Distinguished Commissioner Service Award Continued Training Continued Commissioner Service Doctorate of Commissioner Service Award

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

Commissioner Quiz The unit commissioner: (true / false) – 9. Regularly attends Roundtables to check up on unit leaders. 10. Guides the unit through the annual service plan. 11. Should earn the Commissioner’s Key. 12. Attends monthly meetings of the district committee. 13. Is not involved in the presentation of the unit charter. 14. Must be familiar with the monthly program themes. 15. Encourages assigned packs, troops, teams, and crews to earn the Journey to Excellence Award. 8:40 COMMISSIONER QUIZ The unit commissioner: F 9. Regularly attends Roundtables to check up on unit leaders. T 10. Guides the unit through the annual service plan. T 11. May earn the Commissioner’s Key and/or the Cub Scouter Award. F 12. Attends monthly meetings of the District Committee. F 13. Is not involved in the presentation of the unit charter. T 14. Must be familiar with the monthly program themes. T 15. Encourages assigned packs, troops, teams, and crews to earn the Quality Unit Award.

Questions?

Thank You Cliff Wright