Welcome Make yourself comfortable. We will start soon.

Assistant District Commissioner Training Role of ADC – 30 minutes Recruiting Unit Commissioners – 30 min Training Unit Commissioners – 30 min The Annual Service Plan – 60 min Meeting Challenges – 30 min

Opening Pledge of Allegiance

Introductions Name Present job in Scouting

Session 1 – Role of the ADC Overview History of Commissioning Organizational Structure ADC Roles and Responsibilities

History of Commissioner Service Position of National Commissioner, first held by Daniel Carter Beard, created to provide some consistancy in uniforming, programming and field operation First local council leaders were called Scout commissioners During the early years of growth, commissioner service was the one unifying factor that made Scouting permanent Initial paid professional staff developed from volunteer commissioner staff Both paid executives and volunteer commissioners were the “administrators” of Scouting, establishing the partnership between volunteer and professional which continues to this day.

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

Council Commissioner Organization Chart TrainingService Area 1Service Area 2Administration District 1District 2District 3

District Commissioner Organization Chart Training Recharter Administration Staff

District Commissioner Staff Organization Line of Responsibility DC has full responsibility for assisting every unit to be a healthy unit DDC, ADC, and UC support DC Geographic Divisions Differences in district size determines need for DDCs and/or Area ADCs Staff ADCs and Special Assignments

Role of an Assistant District Commissioner The ADC is responsible for the health of each unit in the area and for recruiting and training enough UCs to do the job. The ADC communicates a vision of effective Scouting through Unit Commissioners to Unit Leaders

ADC Responsibilities An District may have one or more ADCs, each responsible for an assigned share of units Good Commissioner staff has one ADC for every 15 units; one ADC for every 5 UCs ADCs are often assigned a geographic area of the district or a group of like units ADCs work closely with the DC and DE

Major Responsibilities Include Recruiting and developing your staff to ensure there are enough UCs to serve their assigned units Know the staff you need Know the staff you have Ensure your staff is trained Conducting personal coaching and orientation sessions for UCs

Major Responsibilities Include (cont.) Maintaining regular contact with their UCs to provide guidance in unit service needs Serving units with no assigned UC Helping UCs to evaluate and improve their unit service performance

ADC Must Understand the Role of a Commissioner Assist in recruiting boys and volunteer leaders Assist volunteer leaders to become better Scouters, run better programs, recognize problems in their unit, and know district resources Assist units to recharter on time, reorganize when necessary, understand Scouting programs and policies, and be informed about events and activities

Whose Job is This? UC is the person who actually VISITS the unit and works with it. With a few exceptions such as reorganizing a unit, or planning a specialized training session, it is the UC who is the backbone of the Commissioner service Main task of other Commissioners is to assist the UC in doing the job well

Scope Broad Range of Responsibilities Your job is whatever it takes to get the job done NOT Event or Activity oriented NOT part of the Unit Any factor that influences unit health is your proper concern regardless of what the factor might be.

ADC Qualities ADCs carry the vision District commissioners can’t directly supervise all commissioners Front-line supervisors Coach / train UCs Maintain regular contact with UCs Help UCs evaluate and improve

Good ADCs Have Good People Skills Recruit the right people Clear instructions, specific ideas Listen Don’t play favorites Coach UCs in real problem-solving situations Treat everyone with dignity Praise often Don’t take over, help them be successful

Role of the ADC Questions? Comments?

Session 2 - Recruiting Overview Fielding a Complete Team Step by Step Process Group Recruiting Finding Candidates

Fielding a Complete Team How much can you do? One or two or ten people can’t do it all! Complete team = quality program, membership growth Avoid overloading, burnout Know the Standard Three units = one unit commissioner (3:1) Five UCs = one ADC (5:1) Plus adequate Roundtable commissioners and staff

Recruiting Commissioners – Step by Step Determine what commissioners are needed Determine the best prospects for the job Research the prospects at the top of your list Make an appointment Make the sale Ask for a commitment Have a fall-back position in mind Follow up

Step by Step Determine what commissioner positions are needed Assess the effectiveness of existing volunteers Define the responsibilities of the position and write a brief job description List the Qualities most likely to get the job done

Step by Step Determine the best prospects for the job Consider many sources for prospects List possible prospects for each job Consider their qualities for the job Prioritize prospects based on who has the qualities that best fit the job

Step by Step Research the prospects at the top of your list Learn their interests Tailor your approach to those interests Determine who can make the approach Anticipate questions Develop specific information on the position Prospects don’t need every detail

Step by Step Make an appointment Don’t recruit over the phone Find the best time and place avoid office pressures and distractions Never recruit alone Take someone the prospect respects goes with you One person listens while the other talks

Step by Step Make the Sale Introduce everyone and what their position does Make small talk based on research Sell the sizzle brief pitch on commissioner service don’t dwell on details Talk about selling service to the units and youth

Step by Step Make the sale (continued) Describe the job Tell them they are the best person for the job Ask for questions Listen for comments Know when to close the sale Stress the participation of others the prospect respects

Step by Step Ask for a commitment you need this person...say so! Have a fall-back position in mind Ask for help in further recruiting Keep door open for later decision Leave them something that increases their knowledge of Scouting

Step by Step Followup Fast Start Tape Formally acknowledge the commitment Invite and take person to the next commissioner meeting Within a week or two, follow up with specific orientation and an assignment

Group Recruiting Bring three or more people together If a group is asked to perform a function and each person figures the others will accept, they will too! Plan in advance People seek association with others If the group includes the right people, their reaction is positive Group Recruiting has major advantages Staff Recruited together can be trained together Enthusiasm is catching No task is overwhelming Does not replace one-on-one recruiting

Two Types of Group Recruiting Two types of group recruiting Leadership conference Single company or organization

Two Types of Group Recruiting Leadership Conference Set date, time, location Develop a list of prospects through community leaders Select host who can draw in the prospects Host inspires tells Scouting story presents need asks for commitment

Two Types of Group Recruiting Single Company or Organization President asked to select and list employees Meeting held on company time informs inspires asks for and gets commitments District leaders match people to jobs and follow up immediately Company “adopts” staffing the program

Group Pitch Formal Presentation Have Plenty of Material Ask a group to “accept the challenge” Aim your message at your audience Targeted sales Agenda in the Administering book

Groups to Target Community Organizations Service Organizations Churches Chamber of Commerce Businesses

Where do You Find Them? Index card list (Excel list) Name Occupation Hobbies Children Volunteer experience Memberships Interests Right recruiter

Sources (1) Friends, associates, business contacts Chamber of commerce listings Service clubs Business, professional and service people NESA members Boy applications (parents w/Scouting service) Former successful Scouters

Sources (2) FOS / SME donors Neighborhood association leaders Past unit and district rosters Current Scouters (don’t steal unit leaders!) Overage Jaycee members Managers — for employees of the right kind Other sources?

Recruiting Younger Commissioners Don’t rely on veteran Scouters. Go to sources of younger adults Younger people may be time-conscious Be specific and focused about what you ask them to do Have them do unit service, don’t diffuse their effort

Tips Set the Example Recruit Men and Women Written List of Prospects (a living document) Help New People Succeed/Use Them as Recruiting Partners/Models Show Appreciation for the People You Already Have Make Scouting Part of the Wider Community

Highlights for Unit Commissioners, No B Quick read Fast Start information Selecting District People, No Recruiting District Volunteers, AV- 06V002 Highlights for District Commissioners, No B Resources

Questions? Comments!

Session 3 Training and Recognition Overview Education Three Approaches to Training Commissioners Commissioner Orientation Commissioner Basic Training Arrowhead Honor Commissioner's Key Continuing Education for Commissioners Keys to a Good Training

Accountability 101 – Where to Start Establish expectations Roles, Responsibilities & Expectations Position Descriptions

Overview Learning is a lifetime activity Education is important to Children Adults Seniors

Commissioner Education Building Blocks of Scouting Commissioners are looked to be the “Expert in Scouting” We advise our units or Roundtable Participants on these blocks

Commissioner Learning Commissioners need to continuously learn On-line Orientation - within 48 hours Personal Coaching - within 2 hours Commissioner Basic - within 2 months Arrowhead Honor - within 1 year Commissioner’s Key - after 3 years Continuing Education - every month

Approaches to Training Commissioners Group Training Most effective Builds team sprit Personal Coaching One-on-one situations Immediate training Self-Study Least Desirable Should include contact with counselor

Orientation Within 48 hours of commitment Video - “Unit Commissioner’s Orientation Operations: Helping Units Succeed Coaching/orientation session with Assistant District Commissioner or District Commissioner Discuss pages 4 through 9 in Commissioner Field book

Basic Training Participate in Commissioner Basic Training Include unit visit Discuss with assigned ADC Commissioner’s Greatest Priority How to help a Unit Why Commissioners Review Commissioners Basic Training Manual

Arrowhead Honor Commissioner’s wear the Arrowhead Requirements Fill out Unit Commissioner’s Worksheet Conduct membership and leadership inventory for assigned units Attend six staff meetings Participate in Charter renewal process Participate in Charter presentation Completed within 1 year

Commissioner’s Key Requirements Complete Basic Leader Training Complete personal coaching orientation Earn the Arrowhead Honor Award Complete 3 years as a registered Commissioner over a 5 year period

Continuing Education Monthly Education Occur every month at Commissioner Staff Meetings District Commissioner and District Executive select topic each month based on issues within District

Continuing Education Topics Unit Stops Meeting Unit with no Leader No Active Committee Leader Lacks Training No New Youth Members Weak Leadership Conflict with Community Organization Lapsed Charter No Planned Program No Youth Leaders Adult Conflicts No Camping No Advancement District Activities Others !!!

Commissioner Conference Yearly meeting for all Commissioners in Council – Kaleidoscope Camp Mitigwa Oct 29, 2011 Highlights the Council’s plan for Unit Service Agenda Advanced Training Information on latest scouting program Fellowship Inspiration

Commissioner College Type of Commissioner Conference Offers curriculum based programs Associate Bachelor Masters Doctors Suggested Curriculum Kansas City March 10, 2011

Philmont Conferences at National Training Center Quality Venturing Roundtables Cub Scout Roundtables Boy Scout Roundtables The Unit Commissioner Administration of Commissioner Service District Key Three Council Key Three

Other Training 21st Century Woodbadge Trained New Leader EssentialsNew Leader Essentials Leader SpecificLeader Specific New Leader EssentialsNew Leader Essentials Leader SpecificLeader Specific Introduction to Outdoor Leader SkillsIntroduction to Outdoor Leader Skills New Leader EssentialsNew Leader Essentials Leader SpecificLeader Specific

Keys to Good Training Be Prepared Handle questions properly Don’t apologize for yourself Be familiar with your topic Use audiovisuals professionally Stick to the schedule Involve the participants Establish personal rapport Don’t appear disorganized Start of quickly to establish an image

Training Commissioner’s Fast Start training within 48 hours of signing as a Commissioner Basic Leader within 2 months Recognize Commissioner’s for accomplishments Continuously Update Skills

The Annual Service Plan Overview Importance of Planning Recruiting and Retention Recharter Unit Self Assessment Journey to Excellence

Annual Service Plan JFMAMJJASOND Membership Inventory UC & Unit Committee X Unit Leadership Inventory UC & Unit Committee X Troop Uniform Inspection UC and Unit Leader X Unit Program Planning UC with Unit Leader X Pack/Troop Uniform Insp. UC and Unit Leader X Youth Protection Visit UC X

Webelos to Scout Transition Facilitate communication Insure cooperation Respect feeder system

Recruiting Members Help with plans Assist with paper work Help unit sell program

Recharter Complete unit membership inventory Train unit leaders on both electronic and paper aspects of rechartering Monitor membership and charter forms for completeness and signatures Give all assistance needed On time is primary goal of staff Participate in presentation ceremony

Annual Self-Assessment Visit unit leaders and help them conduct annual self-assessment Collected completed self-assessments and turn in to DC and council

Semi-Annual Unit Health Status

Journey to Excellence Council Performance Recognition Self assessment with goal setting Focus on National Strategic Plan

National Strategic Plan Every eligible youth has an opportunity to be involved in a quality Scouting experience Every local council is fiscally sound The number of volunteers is dramatically increased at all levels of Scouting Chartered organizations and strategic alliances are identified and engaged Enough professionals are identified, developed, and retained at all levels

JTE District Objectives 1-6 Performance achievement for units Member retention New membership recruiting Achieve financial goals Train direct contact leaders Unit visits by commissioners

JTE District Objectives Scout advancement Cub and Scout camping Trained district leadership Active nominating committee Active district committee Healthy chartered organization relationships.

One Accountability Tool Unit Visit Tracking System Totally redesigned New features/functionality Batch data uploads Locally established Focuses Role based, cascading security Custom reports Data export capability alert capability

MYSCOUTING Logon

Functionality Roster Import data Filter View & edit User profiles Only ADMIN users can edit/delete Add new Users Assign role & units Units View Filter Add Manage Unit Health Commissioner, Unit Leader, Charter info, CQA comments 76

Functionality (cont.) Visits Units based upon role Filter Add visit info Date Visit type Youth & adult attendance Five Quality Indicators Planning, Program, Leadership, Tone, Attendance Comments 77

Focus Your role based focuses ADMIN users can add, edit and remove a focus Ability to send ALERTS!!! 78 Functionality (cont.)

Administration Allows the administration of: Regions Area Councils Districts Merge Can NOT be undone Councils Districts 79 Functionality (cont.)

80 Functionality (cont.) Homepage Dashboard includes: Focuses Recently reported visits

81 Conclusion UVTS is here

Conclusion

Your job Your job is whatever it takes to get the job done. Neither a mini-District Commissioner nor a super-Unit Commissioner Manager who works with, for and through others, such as your Unit Commissioners We are here to help units succeed! Thanks for all you do!

Questions? Comments!