Developing Council and District Advancement Committees

1. Developing Council and DistrictAdvancement Committees National Advancement Task Force Expiration Date This presentation is not to be used after December 31, 2017. Obtain an updated version atwww.scouting.org/advancement

2. 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.

3. 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. GTA 3.0.0.3

4. 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. GTA 3.0.0.0

5. Council Advancement CommitteeResponsibilities • 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. GTA 3.0.0.1

6. Council Advancement CommitteeResponsibilities • 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. GTA 3.0.0.1

7. Council Advancement CommitteeResponsibilities • 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. GTA 3.0.0.1

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

9. Function-based Organization of theCouncil 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 GTA 3.0.0.1 and 3.0.0.5

10. Responsibilities of the Advancement Committee Chair • Recruitment ofAdvancement 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.

11. Responsibilities by Position

12. Responsibilities by Position

13. Responsibilities by Position

14. Responsibilities by Position

15. Responsibilities by Position

16. Responsibilities by Position P = Primarily Responsible; A = Provides Assistance To

17. Responsibilities by Position P = Primarily Responsible; A = Provides Assistance To

18. Responsibilities ofDistrict 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 3.0.0.2

19. 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.

20. Developing theCommittee Organization 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. Seven Tasks for Advancement Success Selecting District People (No. 34512)

21. Developing theCommittee Organization Task One – Define responsibilities • Review committee responsibilities.(Guide to Advancement) • Review the committee: • Current active members. • Current committee assignments. • Current needs. • Establish goals.

22. Developing theCommittee Organization 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.

23. 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. GTA 3.0.0.1

24. Developing theCommittee Organization 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.

25. Developing theCommittee Organization Task Two – Select and recruit (continued) • Follow-up with immediate engagement: • Letter or e-mail. • One-on-one orientation. • Invitation to first meeting. • Formal training.

26. Developing theCommittee Organization 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.

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

28. Developing theCommittee Organization 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.

29. Developing theCommittee Organization 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.

30. Developing theCommittee Organization Task Seven – Evaluate performance • Evaluation of committee • Contribution to overall program. • Achieving goals. • Serving units. • Feedback from evaluations.

31. Developing theCommittee Organization 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.

32. 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.

33. 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.

34. 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.

35. For More Information • Guide to Advancement , No. 33088 • Friendstorming On Tour, No. 510-003 • Selecting District People, No. 34512 • District Nominating Committee Workshop, 512-332 • Journey to Excellence Score Cards www.scouting.org/scoutsource/Awards/JourneyToExcellence.aspx • Scouting program leader manuals • On Increasing Advancement, No. 512-047 • Advancement News www.scouting.org/scoutsource/BoyScouts/AdvancementandAwards/resources.aspx

36. Questions? Thank you for attending!