Developing Council and District Advancement Committees

Developing Council and District Advancement Committees
Presenter Notes: This is information intended as guidance for the presenter only! Presentation Summary: This module will guide advancement chairmen and committee members on how to build high performing advancement committees at the unit, district, and council levels Time Required: 45-60 minutes including introductions; up to an hour and a half with questions and answers Target Audience: District and council advancement chairs and committee members. Learning Objectives: At the end of this module, participants will be able to: Identify the mission and aims of the BSA and the role of advancement as a method. Explain the unit, district, and council committee positions, roles, and functions. Tell how unit, district, and council advancement committees are organized. Discuss unit, district, and council advancement committee responsibilities. Locate tools, and resources for member recruitment, education, retention and evaluation. Materials to review prior to presenting this session: Guide to Advancement, No Selecting District People, No Friendstorming on Tour, No National Advancement Task Force Expiration Date This presentation is not to be used after December 31, 2017. Obtain an updated version at

What This Education Will Cover
The role and responsibilities of district and council advancement committees. Organization of district and council advancement committees. Recruiting and educating committee members. Evaluating performance. [Presenter Notes: Review this slide with participants and then invite them to bring up any specific details or issues they would like to have addressed. List these on a flip chart or white-board. At the end of the session you can go back and pick up any topics that were not covered.]

Unit Advancement Coordinator Responsibilities
Support and facilitate the unit leader’s vision for advancement. Understand and follow the policies and procedures of the Guide to Advancement. Educate Scouts, parents, guardians, unit leadership, and committee members. Help plan, facilitate, and conduct ceremonies and courts of honor. Report advancement on a regular basis. Obtain badges and certificates. Advancement happens at the unit level. Unit advancement coordinators and those who assist them have the basic responsibility to support the unit’s advancement program, to maximize rank achievement, and to otherwise facilitate a smooth implementation of the process. Specific responsibilities are outlined in the leader literature for each program. The responsibilities shown here are not all-inclusive, but typical. GTA

The Role of District and Council Advancement Committees
Implement and facilitate unit advancement. Process special awards and recognitions. Follow national policies and council procedures. Operate within the BSA program function. Cooperate with membership, finance, and commissioner service. The district and council advancement committees are structured to support advancement at the unit level. The following are key aspects of the role of the advancement committee. Let’s review each and talk about some of the tasks the committee would do in these roles: Implement and facilitate advancement 1. Establish objectives and action plans 2. Oversee merit badge program 3. Submit advancement events to council/district calendars 4. Implement action plans 5. Promote Internet Advancement 6. Maximize Journey to Excellence success Review and approve special awards and recognition Notify media Follow national policy and implement authorized council procedures: the National office creates policy and authorizes councils to create and implement some local processes that are not in conflict with National policy Normally operates under BSA program function 1. Cooperates with outdoor programs, activities and civic service, and training 2. Be a resource for training and roundtables 3. Promote advancement training in Training events 4. Establish policies and promote advancement opportunities in activities and outdoor programs Cooperates with membership, finance, and commissioner service 1. Assist unit commissioners 2. Provide advancement reports GTA

Council Advancement Committee Responsibilities
Recruit committee members. Provide advancement training. Develop goals and action plans. Inspire positive working relationships with units and districts. Plan and present advancement conferences. Support council activities involving advancement. Support outdoor programs where advancement takes place. Council and district advancement committees are responsible for implementing and facilitating advancement and processing most special awards and recognitions. This is done according to national procedures and local practices under the direction of the council executive board. Advancement committees operate under the Boy Scouts of America program function. They should cooperate with the other program elements—outdoor programs, activities and civic service, and training—and also with the membership, finance, and unit-service functions. Here is a list of council advancement committee responsibilities as presented in the Guide to Advancement. A full, functioning council advancement committee should be organized to accomplish the following: Recruit enough committee members to fulfill the responsibilities described below and achieve council advancement objectives. Provide members with ongoing training to maintain awareness of updated procedures, best practices, and details related to all programs of the Boy Scouts of America—Cub Scouting, Boy Scouting, Varsity Scouting, Venturing, and Sea Scouts. See Topic in the Guide to Advancement - “Building an Advancement Committee” Establish objectives and action plans that stimulate advancement and lead to maximum success in Scouting’s Journey to Excellence. Inspire a positive working relationship with district advancement committees, providing clear guidance and direction on their responsibilities. Plan, present, and submit for the council calendar those advancement conferences and training experiences that will strengthen the performance of district and unit advancement volunteers. As appropriate, support advancement elements involved in training, and in events and activities presented by other council committees. Support outdoor programs where advancement may take place, such as day camps, Cub Scout resident camp, long-term camping experiences, and specialized activities featuring advancement. GTA

Establish practices for advancement at outdoor events and merit badge events. Support and promote internet advancement. Develop and distribute council advancement statistics. Administer an effective merit badge program. Determine methods for approving service project proposals, fundraising applications, and boards of review. Determine methods for collecting references. Establish local practices for adhering to National Council advancement procedures at outdoor programs, summer camp, and events such as merit badge fairs or midways. Support and promote the BSA’s Internet Advancement reporting, or other approved programs as they may develop. Accurate advancement records are critical to program planning and analysis. Councils should work toward 100 percent electronic data entry. Share advancement statistics for use in council fundraising materials and for supporting membership recruitment and retention efforts and commissioner service. See to an effective merit badge program administered at either council or district level that functions according to national procedures and recruits, approves, trains, and make known sufficient counselors to meet the needs of the council. Determine, according to national procedures, consistent and appropriate methods for approving Eagle Scout, Summit, and Quartermaster service project proposals and fundraising applications, providing Eagle Scout service project coaches, and conducting Eagle Scout, Summit, and Quartermaster boards of review. Determine methods of collecting Eagle Scout or Quartermaster references. GTA

Follow procedures for appeals and time extension requests. Establish procedures for use of technology-based tools. Follow procedures for special needs management. Consider and present special awards. Support and promote the religious emblems program. Process lifesaving and meritorious awards. Notify media of significant youth achievements. Council advancement committee responsibilities also include: Know and precisely follow official procedures for appeals and time-extension requests. This could include videoconferencing, webinars, and other web based applications. This topic is addressed in more depth in section of the GTA. Know and follow proper procedures for considering special needs cases involving alternative requirements and merit badges, and registration beyond the normal age of eligibility. Participate in considering and presenting special awards and recognitions according to established council procedures. This responsibility may or may not include the Silver Beaver Award. Support and promote the religious emblems program. A very small percentage of members earn a religious award. Committees should work to build on this important element of spiritual growth. Process lifesaving and meritorious action awards according to council practices and national procedures. Notify the media to recognize significant youth achievements, such as Eagle Scout, Venturing Summit Award, or Quartermaster rank, and other noteworthy accomplishments. GTA

Council and District Advancement Committee Organization
Councils have the authority to organize advancement committees as necessary in order to get the job done.

Function-based Organization of the Council Advancement Committee
Advancement Chair District Advancement Chair Coordinator Volunteerism Specialist Advancement Promotions Specialist Advancement Training and Events Coordinator Camping Committee/ Outdoor Program Liaison Records Keeper/Statistician Internet Advancement Specialist Merit Badge Chair Eagle Scout Issues Coordinator Special Needs Specialist Awards and Recognition Chair Religious Emblems Coordinator Professional Advisor Councils have the authority to organize council and district advancement committees as necessary to support advancement on a local level. As guidance, the Guide to Advancement suggests that an effective Council Advancement Committee, structured to accomplish the requirements as outlined in the Guide to Advancement, might involve volunteers serving in these key roles. Advancement committees may also want to add program based positions such as Cub Scout specialist or Venturing specialist, as well as each of the district advancement chairs [Review the listed roles.] District advancement committees can be structured in a similar manner. Individual unit advancement coordinators could serve as a key component to the district advancement committee. GTA and

Responsibilities of the Advancement Committee Chair
Recruitment of Advancement Committee members. Establishes objectives and action plans that stimulate advancement and lead to maximum success in Scouting’s Journey to Excellence. Is ultimately responsible for the success of the Advancement Committee.

Responsibilities by Position
Committee Position Primarily Responsible for District Advancement Chairs Coordinator Inspiring a positive working relationship with district advancement committees, providing clear guidance and direction on their responsibilities and objectives. Volunteerism Specialist Recruiting enough committee members to fulfill the responsibilities described in the GTA to achieve council advancement objectives. Advancement Promotions Specialist Helping to drive awareness of advancement as a means to realize maximum success in Scouting’s Journey to Excellence. Notify the media to recognize significant youth achievements. Here are the primary responsibilities by committee position.

Committee Position Primarily Responsible for Training and Events Coordinator Providing members with ongoing training to maintain awareness of updated procedures, best practices and details related to all programs of the Boy Scouts of America. Planning, presenting, and submitting for the council calendar, advancement conferences and training events that will strengthen the performance of district and unit advancement volunteers. Supporting advancement elements involved in training, and in events and activities presented by other council activities. .

Committee Position Primarily Responsible for Camping Committee and Outdoors Program Liaison Supporting outdoors programs where advancement takes place. Establishing local practices for adhering to National Council advancement procedures at outdoor programs, summer camp, and events such as merit badge fairs and midways. Records Keeper, Statistician Sharing advancement statistics for use in council fundraising materials and for supporting membership recruitment and retention efforts and commissioner service. Internet Advancement Reporting Specialist Support and promote BSA’s Internet portal for advancement reporting.

Committee Position Primarily Responsible for Merit Badge Chairman Seeing to an effective merit badge program functions in accordance with national policies and recruits, trains, and makes known sufficient counselors to meet the needs of the council. Eagle Scout Issues Coordinator Determining, according to national procedures, consistent and appropriate methods for approving Eagle Scout service project proposals, fundraising applications, providing eagle scout service project coaches, Venturing BOR chairs, and conducting Eagle Scout boards of review. Determining methods for collecting Eagle Scout, Summit, and Quartermaster application references. Knowing and following official procedures for appeals, and time-extension requests.

Committee Position Primarily Responsible for Technology Specialist (Not currently a GTA position) Establishing procedures for use of technology-based tools in advancement. Special Needs Scouting Specialist Knowing procedures for special needs cases requiring alternative requirements and merit badges, and registration beyond the age of eligibility. Awards and Recognition Chairman Considering and presenting special awards and recognitions according to council procedures. Processing lifesaving and meritorious awards. Religious Emblems Coordinator Supporting and promoting the religious program and other awards.

P = Primarily Responsible; A = Provides Assistance To
Responsibilities by Position P = Primarily Responsible; A = Provides Assistance To Responsibility (GTA ) Position 1 2 3 4 5 6 7 8 9 10 District Advancement Chair Coordinator A P Volunteerism Specialist Promotions Specialist Training and Events Coordinator Camping Committee and Outdoor Events Coordinator Records Keeper, Statistician Internet Advancement Reporting Specialist Merit Badge Chair Eagle Scout Issues Coordinator Technology Specialist (not a GTA position) Special Needs Scouting Specialist Awards and Recognition Chairman Religious Emblems Coordinator When matching advancement committee responsibilities to the committee member position, you can see the work load is spread fairly evenly across the committee. Committee members have primary responsibility to oversee certain functions of the committee while supporting other members and their respective primary duties. Without having a fully staffed advancement committee, what happens? Those serving must take on much more responsibility, often attempting to address many more responsibilities than time allows. In those cases various aspects of advancement support may suffer.

P = Primarily Responsible; A = Provides Assistance To Responsibility (GTA ) Position 11 12 13 14 15 16 17 18 19 20 District Advancement Chair Coordinator A Volunteerism Specialist Promotions Specialist P Training and Events Coordinator Camping Committee, Outdoor Events Coordinator Records Keeper, Statistician Internet Advancement Reporting Specialist Merit Badge Chair Eagle Scout Issues Coordinator Technology Specialist (not a GTA position) Special Needs Scouting Specialist Awards and Recognition Chairman Religious Emblems Coordinator

Responsibilities of District Advancement Committees
Implementing Council and National Advancement policies. Recruiting advancement committee members. Training committee members and unit coordinators. Establish objectives and action plans. Maintain and share advancement records. Plan and conduct advancement conferences and training. Support advancement elements in other committees. Support outdoor programs where advancement takes place. GTA

District Advancement Committees
9. Promote and support Internet Advancement. Provide a MB program that follows National procedures Follow procedures for approving Eagle Scout project proposals, conducting BORs, ad references, handling time extension requests. Support the Religious Emblems program. Participate in Special Awards consideration and processing. Notify media of significant youth achievement. Strengthen unit advancement.

Developing the Committee Organization
Seven Tasks for Advancement Success It is the responsibility of the chair to: Define member responsibilities. Select and recruit volunteers. Provide orientation and training. Establish objectives and action plans. Conduct coaching and mentoring. Recognize member contributions. Evaluate committee performance. [Presenters Notes: Reviewing “Selecting District People” is helpful in leading this discussion.] When looking to staff a fully functional advancement committee, the BSA pamphlet “Selecting District People” provides an excellent step by step process on human aspects of committee member recruitment and development. The pamphlet identifies these “SIX TASKS for volunteer success.” Selecting District People (No )

Task One – Define responsibilities Review committee responsibilities. (Guide to Advancement) Review the committee: Current active members. Current committee assignments. Current needs. Establish goals. First, define responsibilities. The responsibilities are defined in GTA, however, it is necessary to take stock of your committee, where they are and where they are going. You want to share the responsibilities but with a clear understanding of who is responsible for what. Develop goals and measurements which will help guide the committee in fulfilling its purpose. The goals developed provide a road map for recruiting the needed talent for your committee.

Task Two – Select and recruit new members Consider traits of good advancement committee members. Consider sources for good prospects. Use Friendstorming on Tour. Review committee roles and develop list of prospects. Recruit face-to-face. Second, select and recruit new members. What are the traits you are looking for in your advancement committee members? There should be core traits such as helpful, friendly, courteous, energetic; openness to the ideals of the GTA; and that have a willingness to meet time commitments. Are there specific skills that can be learned such as managing a committee, knowing the Eagle process, or using Internet Advancement? Where can you possibly find good prospects? Recent unit Scouters, Scouters stepping down from current roles, Eagle Scouts, Scouters who have recently become inactive; Scouters who just moved to the area; Scouters who currently sit on other committees; or those on your committee serving in another job but who may need new challenges. You may want to look at unit leaders who are members of units with high advancement rates. “Selecting District People” provides two pages of ideas on there to find volunteers. Check out BSA’s “Friendstorming on Tour”. Many councils are finding this technique to be a powerful recruiting tool.

Advancement Committee Member Experience
Members should represent a breadth of experience in covering all Scouting programs. District advancement chairs should be included. Professional staff advisor provides advice and guidance relating to national and council policies and procedures. Second, select and recruit new members. What are the traits you are looking for in your advancement committee members? There should be core traits such as helpful, friendly, courteous, energetic; openness to the ideals of the GTA; and that have a willingness to meet time commitments. Are there specific skills that can be learned such as managing a committee, knowing the Eagle process, or using Internet Advancement? Where can you possibly find good prospects? Recent unit Scouters, Scouters stepping down from current roles, Eagle Scouts, Scouters who have recently become inactive; Scouters who just moved to the area; Scouters who currently sit on other committees; or those on your committee serving in another job but who may need new challenges. You may want to look at unit leaders who are members of units with high advancement rates. “Selecting District People” provides two pages of ideas on there to find volunteers. Check out BSA’s “Friendstorming on Tour”. Many councils are finding this technique to be a powerful recruiting tool. GTA

Task Two – Select and recruit (continued) Make the pitch: Consider timing. Involve another volunteer member. Provide job description and time required. Secure one-year commitment. Make follow-up contact. Determine who can make the best approach the prospect – such as committee chair, friend of the candidate, or well-respected volunteer. Ensure the committee chair is fully aware of who is recruiting and the schedule for recruitment. Plan the visit to the prospect face to face and bring a job description. Arrange for an appointment and set aside sufficient time to meet where you won’t be squeezed for time. Give the candidate a job description and review it together. Provide realistic estimate of time commitment to be successful. Seek a one year commitment – gives committee and volunteer opportunity to see how it works-out. Set a time to follow-up to discuss any questions and for a decision. Follow up with a letter, an invitation to next meeting, a specific orientation within a week or two.

Task Two – Select and recruit (continued) Follow-up with immediate engagement: Letter or . One-on-one orientation. Invitation to first meeting. Formal training. Immediately after the visit develop a follow up with a letter, , etc. thanking for meeting and to see if there are any further questions as was agreed upon. Once accepted, arrange for some training and share materials and literature specific to the position. Be sure to extend a personal invitation to next meeting.

Task Three – Orientation and training Review committee organization and roles. Review resources: Guide to Advancement. Specific program leader manuals. Role specific resources. Review committee operations. Immediate orientation and training is key in sustaining momentum, lowering anxiety of new members, and ensuring a common framework of what is going to happen. Review the committee organization, other roles, and how the committee functions with other committees. It is important that the new member is familiar with the Guide to Advancement which is the primary reference for committee operations. It is also important for the committee members to have a current knowledge of advancement process in the programs they work with: Cub Scouting, Boy Scouting, Varsity Scouting, Venturing, or Sea Scouting. There may be other resources specific to the particular role that would be useful as well. Review how the committee will function and expectations of its members.

Task Four – Establish Objectives Establish objectives and action plans that stimulate advancement and lead to maximum success in Scouting’s Journey to Excellence.

Task Five – Coaching and mentoring Who would be good coaches or mentors? Chair or professional advisor. Prior volunteer in the role or committee member. Experienced peer. What are the coaching or mentoring needs? Resources, questions, feedback, assignments. Building relationships. Shared decision-making. Be a coach and mentor to members of the committee. A coach or mentor teaches, trains, and shares decision making about specific actions. The best coaches develop a relationship with those coached. The committee chair or professional advisor are primary coaches though there are other volunteers who can share this task. Ongoing coaching provides for regular checking-in, assisting with problem solving, and continued development. Through coaching volunteers gain confidence and avoid struggles and wasting time. Coaching aids in developing loyalty to the committee, and Scouting. This is true no matter what the experience level of the volunteer. Just because a volunteer has long tenure, is very knowledgeable, and has varied experiences, does not mean that coaching is unnecessary. No one knows everything and volunteers usually desire to be up on current program changes.

Task Six – Recognizing contributions Recognize and praise member efforts. Recognition should be sincere, timely and earned: Formal or informal recognition. Thoughtful note or phone call. Shared in front of peers or others. Formal awards and recognitions. Ask: Is it easier to retain good volunteers or find, recruit, and train new ones? State: A recent survey indicated that 44% of those responding said they did not do a good job of recognizing volunteers. Recognition is an important tool of leadership. Recognizing volunteers motivates volunteers. Happy volunteers who know their role and are recognized are more likely to do a good job and serve longer.

Task Seven – Evaluate performance Evaluation of committee Contribution to overall program. Achieving goals. Serving units. Feedback from evaluations. It is important that you regularly assess group activities and review measurements on progress to achieve goals and celebrate committee achievements.

Task Seven – Evaluate performance (continued) Evaluation of Individual volunteers: Formal and informal discussions. Fulfilling role and objectives. Providing input to committee evaluation. Discussion of interests. Reassign or replace if necessary. Volunteers are the building blocks of our committees and are the vehicles by which we achieve our goals. It is important on an regular, informal basis and annually on a more formal basis, that we take stock of our committee member achievements. If a volunteer is doing a good job, praise in public. Have a good discussion of where the volunteer wants to go in the next year and where you want the committee to go. Share leadership. If a member is not working out, determine whether you can help or if it is time to issue new challenges to a member elsewhere on the committee.

Evaluating Performance
Signs of success: Committee is seen as a resource. Advancement is increasing. Journey to Excellence scores are improving. Participation is increasing. Other volunteers are interested in committee membership. Evaluating committee and individual performance is paramount to sustaining progress. If you don’t know where you are, you don’t have a roadmap to where you want to go. Here are some key indicators of advancement success.

Sustaining Momentum Keep the process moving forward:
Meetings are fun and useful. Encourage and motivate all members. Sharing / changing roles. Celebrate success monthly / annually. Ask: What has the committee achieved? How has the committee improved? Where do we go now? Set new goals. Evaluating success and setting goals for the future helps your committee maintain momentum in moving to the next stage of success.

Summary A good council advancement program requires close cooperation between advancement committees, commissioner staff, professional staff and the units they serve. Given the multiple responsibilities of an advancement committee, recruitment, training and continual oversight are keys to ultimate success of the unit advancement program.

For More Information Guide to Advancement , No. 33088
Friendstorming On Tour, No Selecting District People, No District Nominating Committee Workshop, Journey to Excellence Score Cards Scouting program leader manuals On Increasing Advancement, No Advancement News

NAT - Internet Advancement
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Developing Council and District Advancement Committees

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