Elevating Scout Camps: National Camp Accreditation Program Overview

1. Orientation and Overview

2. National Camp Accreditation Program PURPOSE To help councils elevate camps to new levels of excellence in delivering Scouting’s promise to youth

3. What is NCAP? National Camp Accreditation Program • Multiyear effort by the Camp Standards and Second Century Camping task forces • Ensure quality camps and programs while maintaining safety and viability • Incorporate best practices from other quality-oriented organizations • DELIVER THE PROMISE OF SCOUTING

4. Why NCAP Now? Second Century Camping Task Force findings: • Council camping is declining • Council debt is increasing • Informed leadership at the local council level is critical

5. Second Century Camping Findings • Council debt increased more than 266% from 2000 to 2010 • Membership declined by 10.9% for Boy Scouts and 24.6% for Cub Scouts from 2000 to 2010 • Boy Scouts attending camp (including those camping out of council) declined 14.7% from 2000 to 2010 • Cub Scouts attending camp declined 7.9% from 2000 to 2010 • Camps across the country operate at approximately 50.4% of aggregate capacity!

6. The Result: NCAP Goals: • Fundamental reorientation of Scouting camping programs • Re-emphasis on program design, delivery, and resourcing for high impact and high quality • Strategic approach: • Multiyear analysis and goal-setting • Commitment to continuous camp improvement • Objective: Each year, camp experience is better for youth and volunteers

7. Overview of NCAP • National camp standards • Application to Operate • Camp Strategic Analysis • Authorization to Operate • Continuous Camp Improvement Program • Assessment • Accreditation

8. NCAP: Road to Accreditation

9. NCAP Structure

10. NCAP Fundamentals • Standards establish minimum expectations and commitment to continuous improvement • The application is a council’s opportunity to define excellence and set a course toward improvement with regional/area support • The Continuous Camp Improvement Program provides tools to achieve • Authorization and quality commitments provide milestones to measure progress

11. NCAP Benefits • Supportsthe council strategic plan by establishing the “where we are” and “where we want to go” case for support, as well as identifying any gaps • Provides a clear road mapfor strategic planning • Improves the quality and effectivenessof the brand

12. National camp standards

13. What Is Different? • Emphasis is on program design and implementation while maintaining safety • General permission to experiment with new programs even if no standards are in place • All camps challenged to identify items beyond standards that have greatest impact on quality of experience • Continuous Camp Improvement Program • Gold and Silver Recognition available for resident, trek, specialty-adventure, and high-adventure camps (initially)

14. Categories of Standards PD-1xx – Program Design PS-2xx – Program Substantive PT-3xx – Trek Program SQ-4xx – Staff Qualification and Training HS-5xx – Health and Safety FS-6xx – Food Service FA-7xx – Facilities AO-8xx – Administration and Operational Management

16. Title/Applies to: • Number and title • For ease of identification • Applies to: • Identifies which types of camps may be subject to standard Camp properties Day camp Family camp Resident camp Trek camp Specialty-adventure camp High-adventure camp COPE/climbing

17. Standard • Sets the purpose of the standard and the basic requirement • For example, PD-111 states: “When a camp develops a new activity not addressed by these standards, it must develop the program following the guidelines in the BSA’s Guide to Safe Scouting, Youth Protection policies,programhazard analysis process, and age-appropriate guidelines.”

18. Specific Requirements of the Standard • Identifies specific or additional elements that must be addressed for full compliance, such as age, certification, training, equipment, and/or documentation requirements • For example, from PD-111: “If the risk assessment for the new activity, before controls are developed in the risk management process, is classified as IA, IB, IC, ID, IIA, IIB, IIC, IID, IIIA, IIIB, or IIIC on the Risk Assessment Chartin Program Hazard Analysis, No. 680-009, the council will submit an Application for Authorization to Operate and receive an Authorization to Operate for the new activity prior to commencing the new activity.” • Other new activities don’t require preapproval

19. Interpretation • Provides aids to the understanding of the standard for councils and assessment teams • For example, from PD-111: “Camp leadership is actively encouraged to create new, exciting, and dynamic nontraditional camp activities. Care must be exercised to ensure maximum camper and staff safety, securing necessary certificates and training (as needed), and should include procedures for care of equipment and grounds.” • The BSA’s program hazard analysis process is available at: http://www.scouting.org/filestore/pdf/680-009.pdf

20. Verification • Provides guidance to assessment team on specific documents or activities that should be reviewed as part of assessing the standard • For example, from PD-111: “Observation of program in process and/or leader and staff evaluations and staff leadership comments to help review the program” “Observation of program hazard analysis narratives and chart for the new activity”

21. Application/authorization

22. Application/Authorization Goals • Think strategically about council camping programs • Identify and project trends and consequences • Develop goals and programs to achieve goals • Multiyear focus to allow visionary change • Develop measurable benchmarks for progress toward goals • Participation, program quality, finances • “Commitments” in NCAP lingo • Assess progress at next application

23. Roles: Council • Council is the driver in this process • Opportunity to be creative and craft a compelling program that will excite youth • Opportunity to obtain regional “buy-in” • Program built into Authorization to Operate • Gain approval for alternative training/credentials • Minimize questions during assessment and accreditation process

24. Roles: Region • Support good programs with quick review and approval; strengthen weaker programs with questions and resources • Suggest program enhancements for council’s consideration (adoption is council’s choice) • Guide councils toward challenging commitments that will lead to both high initial and continuing quality improvements • Intervene only when standards aren’t met, safety or BSA brand is at risk, or resource drain unsustainable

25. Application Process • Council submits Application to Operate • Region reviews application • Some councils may request or be referred to the full Camp Strategic Analysis process • Region will provide support in full Camp Strategic Analysis process

26. Application Contents • Description of camps • Program goals • Strategic Analysis Short Form • Program and facility quality and financial sustainability commitments • Clarification of applicable standards • Opportunity to request variances or waivers

27. Camp Strategic Analysis Short Form • Data Sources • JTE dashboard • Membership dashboard • Camping report • Attendance records • Council financial data

28. Strategic Analysis

29. Silver and Gold Recognition • In 2014, resident, trek, and specialty- and high-adventure camps may seek recognition by adopting: • Specific target scores on questionnaire for program quality, food, staff • Facilities target scores using Camp Facilities Evaluation Tool • “Key areas” for Gold Recognition • Enhanced staff training • Use of maintenance program • Enhanced continuous camp improvement • Stronger financial performance

30. Authorization to Operate • Grants authority to operate proposed camps and to make changes consistent with national camp standards for 1 to 5 years • Establishes commitments and expectations for quality • Clarifies standards • Includes a camp-specific standards sheet for each camp or group of camps

31. Continuous camp improvement

32. Implementing CCIP • Goal: Encourage camps to perform at an improving level • Campers should experience better program from one year to next • Implementing the Continuous Camp Improvement Program consists of three broad steps: • Identifying areas of strength and areas for improvement • Setting measurable success criteria for these areas • Monitoring progress against the success criteria

33. Identify Strengths/Weaknesses • Gather input from interested parties • Identify: • Top three areas where the camp is strong • Top three areas where the camp can improve (Silver and Gold camps end up doing more) • These areas must meet the program criteria for communication, facilities, finances, staff, attendees, and participation

34. Examples of Continuous Camp Improvement • Campfire program (program) • Precamp unit leader contact (attendees and participation) • Camp leaders’ guide (program) • Shooting sports wait time (program) • Campsite water pressure (facilities) • Net income (finances) • Community service projects (program) • Senior staff retention (staff) • Honor troop (program) • Food refuse (facilities) • Preventive maintenance (facilities) • First-Year Camper Program (program) • Food service (program) • Water carnival (program) • In-council camp attendance (attendees and participation)

35. Establishing Measurable Targets • Determine a quantitative way to measure each area • Set a quantitative success criterion using the area’s measurement method • Camper satisfaction can be measured (e.g., on a scale of 1 to 5) • Timeliness can be true/false (e.g., on a specific date, was the current camp leaders’ guide available on the council website?) • Method of measurement chosen should be easily implemented in the camp environment

36. Examples • Campfire Program: • 5.0 scale of satisfaction on end-of-week survey • Precamp unit leader contact: • Percentage of unit leaders receiving a phone call from camp leadership prior to arrival at camp • Camp leaders’ guide: • Date the camp leaders’ guide is posted • Shooting sports wait time: • Period of time a Scout waits before being able to shoot • Campsite water pressure: • Number of complaints received based on the end-of-week survey

37. Monitoring Progress

38. assessment

39. Goals of Assessment • Ensure compliance with national camp standards • Ensure a safe, high-quality program • Provide program recommendations with direct on-site knowledge • Build knowledge for authorization • Provide meaningful accreditation

40. Steps in the Annual Process • Annual Intent to Operate • Council lists camps and dates for upcoming year • Postcamp and precamp inspections (by council) • Declaration of Readiness • Council states it is ready to open camp and attaches documents to facilitate assessment • Camp assessment • Conducted by area for most camps • Conducted by council for day and family camps • Accreditation decision • Camping report

41. Assessment Visit • Volunteers—area or council level • Review of documentation of standards • Visits to all program and service areas • Determination if standards are met • Plan to bring unmet standards into compliance • Score sheet completed • Suggestions for improvements discussed

42. Council Self-Assessment • Councils will self-assess: • Day camps • Family Camps • Camp properties (not otherwise assessed) • Councils will assemble teams and go through training program • All BSA camps will receive at least self-assessment; all Resident and Adventure camps will receive at least an area assessment

43. Assessment Scoring • Traditional Assessment, with new features • All applicable Standards must be met for Accreditation • Two passing scores (complies; deviation) • Any nonpassing finding requires explanation • Standards that are “not applicable” do not count • Recommended practices and commitments for: • Silver or Gold Recognition • Additional elements: • Narrative review of camp’s implementation of its program • Recommendations for improved program • Assist council with program ideas and assist region with Authorization

44. Accreditation Decision • Based on results of the Assessment visit • All Standards must be met • All Authorization terms, conditions and Commitments met • Continuous Camp Improvement Program functioning • Awarded during Assessment • Accredited, Accredited with Silver or Gold Recognition (2014 on), Conditionally Accredited • Appeal structure • Informal to Area Camp Assessment Chair • Formal to Area Key 3/Regional Committee

45. Preparing for ncap

46. NCAPCouncil Responsibilities

47. Camp Facilities Evaluation Tool • Trending survey required by standard FA-701 • CFET details are on website • Assemble team of volunteers and visit camp • Rate each facility as objectively as possible • Will be used to establish facility trends for application • Develop action plan and schedule

48. Scouting.org Resources

49. NCAP Support Materials National Camp Accreditation Program Webpage For current support documents related to the National Camp Accreditation Program, go to www.scouting.org/NCAP For questions about NCAP, email ncap@scouting.org

50. NCAP train the trainer: Sept. 2012 and 2013 at Philmont • Areas identify applicable standards: fall 2012 • Areas conduct training for councils: fall 2012 • Intent to Operate: late fall 2012 • Camps accredited under new process: summer 2013 • Accreditation with Silver or Gold Recognition: 2014 • Applications due on staggered basis no later than 2015 • 40 councils early to mid-2013 • 80 councils each late 2013, 2014, and 2015 • All authorizations issued by May 2016 Implementation Schedule