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Sessions 128 or 328 Commissioner Tools at my.Scouting.org Bruce Anderson, Chief Seattle Council Commissioner Steve Cockburn, Aurora District Commissioner Mike Grueter, Aquila District Commissioner

Presentation Overview Sign-in to the Commissioner Tools Create a Simple Assessment Look at Detailed Assessments Roundtable Contacts

How to Access the Tools Same credentials as UVTS Use https://my.scouting.org/ Instead of http://www.myscouting.org/ We use the same User ID and Password that we used to access the Unit Visit Tracking System. Also the same credentials for taking online training like Youth Protection. The address naming similarities are unfortunate, but just remember “my dot” and you’ll get to the right place.

Find Commissioner Tools Click the Home button

Find Commissioner Tools Click on “Commissioner Tools” in the tools menu You may need to expand the District category in the menu Raise your hand if you do not see the “Commissioner Tools” option Your BSA Member ID may not be associated with your scouting.org account You may have more than one account You may have more than one BSA Member ID You may not be registered as a Unit Commissioner Please check with your District Executive if you do not have access to the Commissioner Tools. After you access the Commissioner Tools, it will also be listed in the “My Recent Tools” category as well as the “Favorites” menu at the top-right corner of the window for quick access.

Concept Natural context The tools are designed to support several Scouting positions The categories for your District or Council may be different The tool set automatically changes based on the login of the person using the tools. For example, as a District Commissioner, I have access to district-wide tools and reports that Roundtable and Unit Commissioners don’t need. In addition to Commissioners, DEs, Field Directors, Scout Execs, etc. will have the ability to both read and make contact entries in the Commissioner Tools. We’ll circle back and look at some of the other tools if we have time, but for now, we’ll focus on creating a Simple Assessment.

Select Your Sub-District Click on the sub-district that contains your Unit The Aquila District pictured here has two sub-district categories The “Aquila Seattle LDS” sub-district contains Units chartered through the LDS church “Aquila General” lists Units chartered by other organizations

Select Your Unit Click on your Unit in the “Organization Navigator” list If you do not see your Unit in the list, either type the number of your Unit in the “Search” field and click the magnifying glass button, or scroll though the list of Units until you see it. You may need to click the “Load More” link at the end of the unit list to view more Units.

Create An Assessment Click the “+ New Contact” button This screen shows Pack 284 being selected. You can see some useful information here including: Who made the last contact and when it was made The Commissioner(s) assigned to the Unit Past contacts, which you can review Archived visits from the old UVTS Note the scoring in the color coded bubbles The bump indicates that the score was manually entered by the reporting commissioner, overriding any automatic calculations Once a Detailed Assessment is completed, you will see color coding for the four Health Indicators (Finance, Membership, Program, and Leadership), and other features will become available.

Set Basic Info Enter values in the four pop-up menus Your name will auto-populate The contact type defaults to “Unit Meeting”, but there are other choices that may be more appropriate Unit health defaults to “Unit health unchanged”, but you have the option of choosing improved or declined as well Note that the date field will only allow dates up to 2 months old, so get your assessments entered sooner rather than later You can enter a date in the future to schedule a contact or plan for a Detailed Assessment, and this gives you the option to contact your Unit Key 3 as well as send them a Unit Assessment form

Keep It Simple Click the “Simple Assessment” option

Add Some Notes Enter an “Overall Assessment Score” Click the “Overall Assessment Score” pop-up menu and choose an appropriate numeric value from the options listed The point value definitions are as follows: 5 = nearly an ideal situation 4 = making progress toward the ideal unit 3 = normal, typical unit (could be improved) 2 = needs improvement (watch carefully) 1 - weak situation (needs immediate action) Type a summary or any other information you wish in the “Comments” field. For example: how is the Unit Service Plan being implemented what are the needs of the Unit neat things the Unit is doing, etc. For those of you that have already completed a simple assessment, what kinds of things have you found valuable to keep track of here?

That’s It! Click the “Save Contact” button Simple assessments are equivalent to, and slightly easier than reports we used to make in UVTS You just fill in 5 pop-up menus, and type in your notes Can be completed in less than 2 minutes

Detailed Assessments Collaborative assessment with Unit Key 3 Needs identified, prioritized, and acted upon Once completed, lots of system capabilities become available Twice per year Start working on this with your Key 3s now You can print forms to work on in person Detailed assessments are where things get interesting. Once you complete a detailed assessment, you start getting health metric graphs, it integrates and helps you with your Unit Service Plan. Detailed assessments can be completed by the unit leadership, the Unit Commissioner, or both together which is ideal. Ideally, you create this type of contact once per year and then update it once or more during the year as needed.

This is the first page of Detailed Assessment. We can print blank a Unit Commissioner Assessment form (to be filled out by the commissioner about the unit) or a Unit Assessment form (to be filled out by the unit). The 6 sections of the detailed assessment are listed as well as the progress for completion. You click a specific section to enter the details.

This is the Finance section of the Detailed Assessment. For each of the four primary Detailed Assessment sections, you can score and comment on the sub-sections, which would produce an automatically calculated section score for the overall section. Alternatively, you can subjectively (manually) score the five sections at the top level, leaving the sub-sections blank. This may not provide as detailed or accurate a report however, as the sub-sections follow the Unit Service Plan. Currently, the weighting of all detailed assessment sections and sub-sections is equal. For example, Finance is as important as Membership, etc. Each of the sub-sections within each detailed assessment sections is equally weighted as well.

Roundtable Commissioners Attendance per Unit Becomes part of the overall health score for each Unit Unit Commissioners can see this info in their reports Meeting notes, comments & needs 90 days to complete meeting reports The integration of the Roundtable attendance with the other Commissioner’s reports is very nice. Now Unit Commissioners can more easily monitor and help drive attendance at Roundtable, and attendance becomes part of the Unit health metric. Because Roundtable meetings can be a more complicated kind of contact with multiple Commissioners involved, presenters, etc. there is an increased 90 day time period to complete each contact.

This is the Roundtable screen. A “contact” for a Roundtable Commissioner is a Roundtable meeting. The Resources button provides a list of District and Council staff along with this contact info. Click the “+ New Roundtable” button to create a new Roundtable contact.

When you create a Roundtable contact, you enter the date of the meeting, and check which program levels the meeting will serve (Cub Scut, Boy Scout, Venturing, etc.)

After opening the Roundtable form, you can enter attendance for each program-level as well as enter meeting notes and comments and needs notes.

For each of the program levels, there are fields to enter the number of people in attendance from each Unit, as well as Unit leaders, Commissioners, guests, etc. The attendance records will create an aggregate percentage score for the program level as well as the District as a whole, and they will become part of each Unit's health score that their Commissioner can review.

When reviewing complete Roundtable contacts, all notes and attendance records are available. Commissioners can also post comments specific to each Roundtable contact.

Goals Complete a Simple Assessment now! Schedule a contact with your Unit’s Key 3 to start working on a Detailed Assessment now! JTE Bronze = 10% of units record at least 5 simple assessments and 1 detailed assessment JTE Silver = 20% of units record at least 5 simple assessments and 1 detailed assessment JTE Gold = 35% of units record at least 5 simple assessments and 1 detailed assessment

We Can Help Bruce Anderson Chief Seattle Council Commissioner bandersoncommish@gmail.com Steve Cockburn Aurora District Commissioner steve.cockburn@nordstrom.com Mike Grueter Aquila District Commissioner mgrueter@gmail.com

Further Information Commissioner Tool Member Care Contact Center: myscouting@scouting.org Commissioner Tools Webpage: http://www.scouting.org/scoutsource/ Commissioners/tools.aspx Q & A Thanks for attending! We’ve covered the main features of the Commissioner Tools you will be using on a regular basis, but there are other features you may find useful. Take some time to explore the tools and see what is available. The webpage noted on this slide has some useful information and instructional videos that show a bit more.

Give Us Feedback Session: 128 Class Code: L2X http://seaptc.org click “My Evaluation & Attendance” To record your evaluation and attendance from a mobile device, scan this image or go to http://seaptc.org and click “My Evaluation & Attendance”

Give Us Feedback Session: 328 Class Code: QRZ http://seaptc.org click “My Evaluation & Attendance” To record your evaluation and attendance from a mobile device, scan this image or go to http://seaptc.org and click “My Evaluation & Attendance”