11/29/2018 THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

THE UNIT SERVICE PLAN 11/29/2018 THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

2nd Century Service Visioning Continuous Improvement Engagement 11/29/2018 2nd Century Service Visioning Continuous Improvement Engagement Collaboration Linkage Transparency Unit Service faces the same challenge faced by Scouting: our mission hasn’t changed, but how we go about achieving it must. Excellent program is the single greatest reason for youth – and adults – to join and stay in Scouting. But an excellent program must be relevant and that’s why the elements of our program must continually change. That’s happening. Just think about merit badges: Composite Materials, Game Design, Robotics, Sustainability. Or consider the activities offered at our most recent National Jamboree. Consider what we teach in the most advanced training offered to our leaders: effective listening, visioning, team development, communication, project planning, change management, leveraging diversity and inclusiveness (cultural, ethnic, and generational), problem solving, conflict management, coaching and mentoring, leaving a legacy. Scouting is changing, as it must, to remain relevant. And while our mission as commissioners remains constant, how we go about our work must change for us to be responsive to our units’ needs. The change isn’t limited to only how we work, it’s fundamental to what we do; 2nd Century Service requires that we change our approach to recruiting, training, and recognizing commissioners. These terms are different, but they capture the characteristics of the tools and techniques needed for Unit Service to have impact. And Unit Service exists for no other reason…remember, we’re playing an impact game. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

11/29/2018 Areas of Focus Supporting unit growth through the Journey to Excellence. Contacting units and capturing their strengths and needs in Commissioner Tools. Linking unit needs to district operating committee resources. Supporting timely charter renewal. Achieving a vision requires focus; these are the areas on which we believe commissioners must remain focused. Some of the terminology is familiar, but there are some changes to what you’ve seen before. Note the second point: we think we need to focus on a variety of contacts with the units we serve, not just visits. And we believe we need to focus on identifying unit strengths and needs. A not-so-subtle point: Linking unit needs now comes after contacting units…we’ll get back to that… THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

Unit Service The Unit Key 3 YOUTH Unit Leader Committee Chair COR 11/29/2018 The Unit Key 3 COR Committee Chair Unit Leader Unit Service YOUTH The Unit Key 3 is a relatively new concept that is a result of efforts to more effectively establish new units and support them during their first 3 years. The Unit Key 3 is comprised of the unit leader, unit committee chair, and charter organization representative. Experienced, trained unit commissioners are assigned to new units for an extended period (typically 3 years) and generally serve only one new unit at a time to enable them to visit those units at least monthly and serve as an advisor to the Unit Key 3. The new-unit commissioner is not a member of the Unit Key 3, but she (or he) should develop close relationships with each member of the Unit Key 3 and serve as their primary advisor. While the Unit Key 3 was initially established to help us more effectively establish new units, its success has demonstrated that it can be an equally effective tool for sustaining existing units. A functional Unit Key 3 will help improve retention. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

Unit Service A Functional Unit Key 3 COR Unit Committee Chair Leader 11/29/2018 A Functional Unit Key 3 COR Unit Service Committee Chair Unit Leader Youth Youth Youth Youth The members of an effectively functioning Unit Key 3 interact much the same as the members of any other Key 3 and the kids the unit serves remain the primary focus of their interactions. Unit service – a unit commissioner – supports the efforts of a Unit Key 3. The unit commissioner isn’t a member of, but an advisor to, a Unit Key 3. Both engagement and collaboration are necessary for this model to be successful. So is transparency, but we’ll get back to that… THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

Linkage The District The Unit Operating Committee 11/29/2018 Linkage The Unit Commissioner The Unit The District Operating Committee We also know that commissioners can’t be experts in everything, and they can’t fix everything. But strong district operating committees have experts in all elements of Scouting and unit commissioners can be most effective if they link unit needs to that expertise. How best to do that? We’ll get back to that… THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

THE UNIT SERVICE PLAN IMPLEMENTATION UNIT ASSESSMENT UNITS UNIT 11/29/2018 THE UNIT SERVICE PLAN IMPLEMENTATION UNIT ASSESSMENT DISTRICT COMMITMENT UNIT SERVICE PLAN UNITS Transparency: The Unit Service Plan is a better way to provide unit will have impact. It supports all four elements of excellent unit service (1. Supporting unit growth through the Journey to Excelleservice; it ensures commissioners nce, 2. Contacting units and capturing their strengths and needs in Commissioner Tools, 3. Linking unit needs to district operating committee resources, and, 4. Supporting timely charter renewal), and also supports our approach to starting and sustaining high-performing units (detailed in the Unit Performance Guide [http://www.scouting.org/filestore/membership/pdf/522-025_WB.pdf] ). Based on a collaborative assessment of unit health, commissioners develop a service plan that is customized to respond to a unit’s strengths and needs and draws upon resources available within the unit, and through its charter partner and the district operating committee. Through ongoing unit contacts, commissioners capture periodic updates of the collaborative assessment of unit health and ensure the plan for improvement is moving forward. All of a commissioner’s unit contacts need not be in person or at unit meetings. Telephone conversations, emails, text message exchanges and casual meetings can all result in significant contacts. The key is this: a significant contact ends in an actionable conclusion that furthers the unit service plan. Engagement of the Unit Key 3 is essential to the development and execution of an effective Unit Service Plan. The Unit Key 3 (unit leader, committee chair, and charter organization representative) may be a new concept for many units. It was developed as a best practice for new units following the Unit Performance Guide methodology. Its use has shown that all units employing the Unit Key 3 concept are stronger and have an easier time making decisions. Examples of a “unit leader” would include a Cubmaster, Scoutmaster, or Crew Advisor; note that the unit commissioner is not a member of the Unit Key 3, but serves as an advisor to them. The Unit Service Plan provides transparency: working together, unit leadership, Unit Service, and District Operations identify how best to deliver the best possible program to the youth served by a unit and work together to accomplish the plan they develop. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

Unit Service Plan One of the key elements of Commissioner Tools 11/29/2018 Unit Service Plan One of the key elements of Commissioner Tools Utilizes collaborative unit health assessments Enable creation of customized plan Generates actionable items and accountability Developed using detailed assessments Supported with simple assessments Resources: 1. The Unit Service Plan (available in Commissioner Tools). 2. Unit contact reports (available in Commissioner Tools). THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

The Unit Service Plan The Process: UNIT ASSESSMENT 11/29/2018 The Unit Service Plan UNIT ASSESSMENT The Process: Review JTE performance Hold unit assessment meeting Complete assessment Identify opportunities UNIT ASSESSMENT A Unit Assessment can be a first step in supporting unit growth on the Journey to Excellence. The Process: Units benefit from assessments at least twice each year at six month intervals. Around charter renewal is a great option as that often occurs at about the same time units are reviewing JTE achievements for the current year. A third assessment may be valuable when there is a change in unit leadership. It may be helpful for the unit commissioner to coordinate a Unit Assessment Meeting with the Unit Key 3 and other unit leaders who can add value to the planning process. Candidate agenda items would include: Review of the unit’s JTE performance for the current year. Completion of a Unit Assessment. Identification of key opportunities to strengthen the unit and the program it offers during the coming year. The information developed during the Unit Assessment Meeting is the foundation of the Unit Service Plan, which will be captured in Commissioner Tools, where it will be available for ongoing reference by the unit commissioner. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

The Unit Service Plan The Process: UNIT SERVICE PLAN 11/29/2018 The Unit Service Plan UNIT SERVICE PLAN The Process: Develop action plans Identify responsibility Unit volunteer? Charter Org? District resource? Establish target dates SMART goals UNIT SERVICE PLAN The Process: Using the results of the Unit Assessment Meeting, the Unit Key 3 and unit commissioner should work together to develop the Unit Service Plan, a list of action items that will strengthen the unit and the program it offers to the youth it serves. In addition, they should establish completion target dates and assign responsibility for each. Finally, resources needed to accomplish specific action items should be identified (some resource needs, such as funding or training, might result in the identification of other action items). The Unit Service Plan should be based upon the Unit Assessment. As the Unit Service Plan is developed, it will become apparent that some action items will be the responsibility of unit leadership (for example, recruiting new youth members or adult volunteers), some will be the responsibility of the unit’s charter partner (for example, providing additional meeting space or equipment storage), and others will be the responsibility of the unit commissioner to coordinate by linking unit needs to district resources (for example, delivery of position-specific training for unit leaders or participation in the district’s fall membership roundup). THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

The Unit Service Plan Resources: UNIT SERVICE PLAN Unit Program Plan 11/29/2018 The Unit Service Plan UNIT SERVICE PLAN Resources: Unit Program Plan District/Council activities schedule District charter renewal plan Resources: 1. The Unit Program Plan may help identify unit needs and action items (for example, Scouts wanting high adventure who belong to a troop with little back-packing experience may need support from the district camping committee). 2. The district schedule and plans for charter renewal can help in developing action items that support on time unit charter renewal THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

The Unit Service Plan The Process: DISTRICT COMMITMENT 11/29/2018 The Unit Service Plan DISTRICT COMMITMENT The Process: Identify district resources Link resources to unit needs Monitor plan progress DISTRICT COMMITMENT The Process: Finalizing a Unit Service Plan requires commitment from the district operating committee. While the method of gaining commitment may vary from one district to another, the goal is to identify resources on the district operating committee that can help meet unit needs and complete action items on the Unit Service Plan (for example, the district’s training committee might supply training needed by unit leaders while its membership committee might coordinate unit participation in the fall membership roundup). Unit commissioners will find the members of an effective district operating committee willing to offer resources to meet unit needs as they understand no one, including a unit commissioner, can be an expert on everything. District commitment enables the unit commissioner to link district operating committee resources to unit needs and identify accountability for the related action items on the Unit Service Plan. With those commitments, the Unit Service Plan can be finalized. The unit commissioner and the Unit Key 3 should monitor the plan throughout the year and identify when adjustments are needed. Unit contacts will provide an opportunity to monitor progress, too, and visit reports in Commissioner Tools will provide valuable information for the next Unit Assessment. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

The Unit Service Plan Resources: DISTRICT COMMITMENT 11/29/2018 The Unit Service Plan DISTRICT COMMITMENT Resources: District Committee organization chart Contact information Resources: A district committee organizational chart, including contact information, may be useful in accessing resources to help meet unit needs. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

The Unit Service Plan The Process: IMPLEMENTATION Execute the plan 11/29/2018 The Unit Service Plan IMPLEMENTATION The Process: Execute the plan Maintain accountability Update as needed The Process: An unexecuted plan is of no value. The unit commissioner is an essential element of the Unit Service Plan’s success. An engaged unit commissioner works closely with the Unit Key 3 to continually assess progress and help the unit and the district operating committee maintain accountability and make course corrections when necessary. Updating the Detailed Unit Assessment (in Commissioner Tools) at 6 month intervals (or when unit leadership changes) will help ensure the unit continues to grow and provide the best possible program to the youth it serves. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

The Unit Service Plan Resources: IMPLEMENTATION Unit Service Plan 11/29/2018 The Unit Service Plan IMPLEMENTATION Resources: Unit Service Plan Unit contact reports in Commissioner Tools Resources: 1. The Unit Service Plan (available in Commissioner Tools). 2. Unit contact reports (available in Commissioner Tools). THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

THE UNIT SERVICE PLAN IMPLEMENTATION UNIT ASSESSMENT UNITS UNIT 11/29/2018 THE UNIT SERVICE PLAN IMPLEMENTATION UNIT ASSESSMENT DISTRICT COMMITMENT UNIT SERVICE PLAN UNITS And remember… …it’s a cycle…as the current Scouting year draws to a close and the charter renewal process begins, it is time for another Unit Assessment… …and things can and do change during the course of the Scouting year and may require that the Unit Service Plan be revised…. THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

Unit Assessment Excercise 11/29/2018 Unit Assessment Excercise 12 minutes Split into 3 groups Pittsburgh/1 group Eburg Read through scenario Discuss what unit needs to be successful How can a Commissioner help them Complete simple overall evaluation: 1 to 5 Resources: 1. The Unit Service Plan (available in Commissioner Tools). 2. Unit contact reports (available in Commissioner Tools). THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

Unit Assessment Excercise 11/29/2018 Unit Assessment Excercise Complete detailed evaluation Identify specific action for each category that will strengthen unit Assign responsibility Set target date for completion Group report out the priorities needs and actions Resources: 1. The Unit Service Plan (available in Commissioner Tools). 2. Unit contact reports (available in Commissioner Tools). THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

Unit Service Plan Reconvene original groups 11/29/2018 Unit Service Plan Reconvene original groups Create a unit service plan using the detailed assessment Discuss best format and wording How best to gain commitment from unit Report back to group on lessons learned Resources: 1. The Unit Service Plan (available in Commissioner Tools). 2. Unit contact reports (available in Commissioner Tools). THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

11/29/2018 Questions? Resources: 1. The Unit Service Plan (available in Commissioner Tools). 2. Unit contact reports (available in Commissioner Tools). THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"

11/29/2018 THE UNIT SERVICE PLAN PTC 2014 "The Council Commissioner"