2013 NCAP Assessor Training

1. 2013 NCAPAssessor Training

2. Information • This training is to be done by an area assessment chairman. • Areas are allowed to personalize this session, but must maintain the information covered. • Training should include information on council self-assessment and area assessment. • Include the area and council NCAP teams in the training. • Start training with the next slide.

3. Agenda for Training • What is NCAP? • Selection process of assessors • Expectations of assessment team • Camp assessment details • Review of the 2013 NCAP standards • Questions and answers

4. What Is NCAP National Camp Accreditation Program • Ensure quality camps and programs while maintaining safety and viability. • Incorporate best practices from other quality-oriented organizations. • Deliver the promise of Scouting.

5. Overview What Is the Purpose of This Process? • Youth and their safety are our No. 1 concern. • Standards are developed to protect youth, the council, and the BSA. • It helps maintain the entire year’s program. • It assists a council in providing a “mountaintop” experience. • It adds a council component to assessment.

6. How Was I Selected? You were chosen to be an assessor because: • You have shown an interest in camping, health and safety, resident camp programs, and property development. • You understand the importance of camping. • You were approved for the position by your Scout executive.

7. Who Do I Represent? As an area assessor: • A representative of the area, region, and National Council • Eyes and ears of the National Council and local councils • Helps maintain quality programs in camps to deliver the best and safest possible programs for youth at all BSA facilities

8. Who Do I Represent? As a council assessor: • A representative of the council • Provides a quality-control review of council programs requiring assessment • Helps the council provide a quality program

9. Council NCAP Coordinator • Works with council officers and committee chairs to train council assessment team members • Helps the council determine standards appropriate for activities to be assessed • Organizes council self-assessment of day camps and family camps

10. NCAP Assessment Team Leader Responsibilities—Resident Camps • Organizes a team composed of trained assessors from councils different from the camp to be visited • Contacts the council on May 1 concerning the Declaration of Readiness due May 15 • Attends team leader webinar • Contacts camp director one month before assessment

11. NCAP Assessment Team Leader Responsibilities—Resident Camps • Trains team, assigns duties, leads team on assessment • Completes score sheet and forwards it to designated contacts • Composes and sends letter to council president after assessment about the status of the camp

12. NCAP Process and Why This Is the National Process: • Coordinated through the 28 areas of the BSA • Assessments performed by area/council volunteer teams and staff • Assists councils by providing guidance for year-round programs • Maintains the same standards nationwide • Records maintained in the national office

13. Assessment Member Expectations • Attend training and orientation session annually • Participate in at least one assessment annually • Review all standards prior to camp assessment • Work as part of a team! • Use a common-sense approach!

14. NCAP Council Assessment Council Self-Assessments • Day camps • Family camps • Properties not used for resident programs

15. Resident Camp Assessment Area Assessments • Cub Scout resident camps • Boy Scout resident camps • Venturing resident camps • High-adventure camps • Trek programs • Specialty programs • COPE/climbing programs

16. Things the Team Should Do • Wear the full BSA field uniform • Travel and arrive on time as a team • Check in as visitors at the camp office • Bring training card and BSA Annual Health and Medical Record • Be of help to the council, not a roadblock • Be ready! Be prepared!

17. Additional Visit Guidelines • Review/observe all program areas • Use a copy of the Standards At-a-Glance for reference • Never interrupt an instructor or session • Report to the team leader your findings • Praise the camp staff for a job well-done • Help resolve issues • Give praise in public, correct in confidence • Speak with the campers about fun in camp

18. What the Teams Should Avoid • Never compare camps. • Never complain or be argumentative. • Never “over-interpret” the standards. • Never start the assessment early. • Don’t inspect; you are a guest. • Don’t send additional correspondence to the council.

19. Final Review and Presentation • The team should gather and discuss the assessment with the local council representatives. • The team leader should report the findings to all those involved in the assessment. • Make a presentation of the certificate and pennant, led by the team leader. • Praise the camp staff for a job well-done. • Tout the camp in front of the campers.

20. Introduction of the Standards

21. NCAP Standards Categories • PD 1xx: Program Design and Recommended Practices • PS 2xx: Program Substantive and Recommended Practices • PT 3xx: Trek Program • SQ 4xx: Staff Qualification and Training and Recommended Practices • HS 5xx: Health and Safety • FS 6xx: Commissary and Food Service • FA 7xx: Facilities and Recommended Practices • AO 8xx: Administration and Operational Managementand Recommended Practices • Appendix: COPE/Climbing Standards

22. Why Have National Standards? • They assist councils in conducting programs in a safe manner. • Standards represent a minimum level of program required. • State and local laws trump BSA standards. • They provide an avenue to accredit a camp that meets the standards. • They set a level of expectation for a quality program.

23. NCAP Standard Sample

24. Standards At-a-Glance Document • Developed to help navigate the national standards • Good reference tool for assessment visits.

25. NCAP Score Sheet Four Parts to the NCAP Score Sheet • Standards Assessment Score Sheet: individual standard scoring • Camp Assessment Continuation Sheet: used for findings and listing deviations • Program Narrative Assessment • Assessment Recommendations

26. Scoring Legend Using the Scoring Legend: Pg# CDvNC NA # • C: Compliant, full compliance with the standard • Dv: Deviation, substantial but not full compliance with the standard • NC: Non-compliant • NA: Not applicable

27. Scoring Legend: # Designation Using the Scoring Legend: Pg# CDvNC NA # • If a deviation (Dv) or Non-Compliant (NC) score occurs, place a number in the # column next to the standard. • Rewrite that number on the Camp Assessment Continuation Sheet and explain the deviation or non-compliance vs. the standard. If a deviation or waiver was granted by the region, cite that it was. If there is a variation, explain it.

28. Other Score Sheet Acronyms • CAT: Camp assessment team • CFET: Camp Facilities Evaluation Tool • SWOT: Strength, Weakness, Opportunity, Threat

29. NCAP Score Sheet Sample

30. Continuation Sheet for Findings

31. Program Narrative Assessment

32. Assessment Recommendations

33. Assessment Scoring • Compliant: Camp meets the standard. • Deviation: Camp has an approved waiver or variation from the region. If a camp has more than 20 percent of the standards listed as deviations, the camp is conditionally accredited. • Non-compliant: The standard is not met; camp deviates with no approval for change in the standard; there is no waiver or variation from the region. • Refer to Pages 10–18 in National Camp Standards, No. 430-056, for greater definition on scoring.

34. Declaration of Readiness To Be Reviewed by Team Before Assessment • Due May 15 or as established by the area. • Submit the Continuous Camp Improvement Program prior-year top/bottom goal report. • Postcamp/precamp Inspection • Camp Facilities Evaluation Tool (CFET)

35. Handling Accreditation Issues • Contact the area assessment chairman if issues are detected before and during the visit. • Get advice before acting. Contact the area director/assessment chairman. • Close a program area only if there is an immediate health and safety issue that cannot be resolved.

36. Review of the National Standards

37. Questions and Answers

38. Things to Remember • Make sure you signed the training roster. • Complete your Annual Health and Medical Record (parts A, B) before your assigned assessment. Bring it with you. • Is your email address correct and legible? • Pick up your training card and patch. • Record your assessment training: Code CS53.