Welcome! Make yourself comfortable. We will start soon. Commissioner Basic Training Cub Scout Promise Bobcat, Tiger, Wolf, Bear, Webelos I ________ Promise to do my best, To do my duty to God and my country, To help other people, And to obey the law of the Pack. To be replaced May 15, 2015 The Scout Oath or Promise On my honor I will do my best To do my duty to God and my country and to obey the Scout Law; To help other people at all times; To keep myself physically strong, mentally awake, and morally straight. Effective January 1, 2014 for Venturing Scout Law A Scout is: Trustworthy, Loyal, Helpful, Friendly, Courteous, Kind, Obedient, Cheerful, Thrifty, Brave, Clean, Effective January 1, 2014 for Venturing and Reverent. Introductions Teaching Staff Commissioner Commissioner Commissioner Commissioner Admin Staff TBD Commissioner Commissioner District Executive Introductions Name Present job/Commissioner position in Scouting Previous positions held Tenure Awards earned Commissioner Basic Training Why We Are Here Commissioner Service Commissioner Historical Dates •1908 Baden-Powell appoints the first volunteer commissioners. •1910 Daniel Carter Beard is named national commissioner. •1911 A national field commissioner is named. •1914 The wreath of service is added to the commissioner insignia. •1931 The district commissioner position is introduced. •1943 A commissioner’s training course is introduced. The Commissioner Service manual is introduced. •1951 First commissioner training at Philmont Training Center. •1952 Commissioner Arrowhead award introduced. •1989 The Distinguished Commissioner Award is introduced. •2003 The national commissioner Web site is activated. •2008 Tico Perez is named national commissioner. Area and regional commissioner positions are established. The College of Commissioner Science doctorate square knot is introduced. •2010 Commissioners celebrate 100 years of service to units! PURPOSE, AIMS & METHODS OF SCOUTING Purpose of Scouting To promote, through cooperation with other agencies, the ability of youth to do things for themselves and others, and to teach youth patriotism, courage, selfreliance, and kindred virtues Aims of Scouting Character development Citizenship training Personal fitness Methods of Scouting Cub Scouting (Boys grades 1-5) Boy Scouting (Boys ages 11-17) Venturing (Youth ages 14-20) ►Ideals ►Ideals ►Ideals ►Den ►Patrol ►Group activities ►Advancement ►Advancement ►Recognition ►Family involvement ►Adult ►Adult ►Activities ►Home and neighborhood centered ►Uniform association ►Outdoors ►Personal growth ►Leadership ►Uniform association ►High adventure ►Teaching others ►Leadership COUNCIL AND DISTRICT MISSION Council Mission Voluntary association of citizens & chartered organization representatives Promotes Scouting within a geographical area Guides & supports districts to • • • • Make Scouting available to youth Provide adequate funds Maintain standards and policies Serve organizations using the Scouting programs District Mission Ensures growth & success of Scouting units within the district's territory Works through chartered organizations and community groups to organize and support successful units District Committee Four Functions: •Membership •Fund Development •Program •Unit Service Membership Fall Roundup Spring Roundup Special membership rallies Advice and help to units with membership problems Membership Functions Gather information Cultivate relationships with community organizations Organize new units Help youth join existing units Fund Development Friends of Scouting Trust Funds (James E. West Award) Advice to units Program Camping and Outdoor Activities and Civic Service Advancement and Recognition Training Health & Safety Camping & Outdoor Promote resident camping for all packs, troops, and teams Develop and promote Cub Scout day camps Promote year-round camping by all units Provide guidance on health and safety Use camperships Guide the Order of the Arrow Activities & Civic Service Recruit teams to carry out district activities Involve the district in community service projects Promote and help with council events Advancement & Recognition Help unit leaders with advancement procedures Monitor unit advancement progress Recruit merit badge counselors Approve Eagle Scout service project plans Recommend youths and adults for special awards Training Determine who needs training Build annual training program Develop plans for specific courses Promote courses Provide training recognition Health & Safety Monitor district events Unit Service Request specific assistance Generalist Specialists Determine need Provide consultation or specialized treatment Unit COMMISSIONER SERVICE ROLE The Commissioner Concept 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. Commissioner Service Keep Units Operating Regular contact Counsel Leaders Help Fix Problems Commissioner Overview Three Types of Commissioners • Administrative Commissioners • Unit Commissioners • Roundtable Commissioners Commissioner Staff Organization District Commissioner Assistant District Commissioner Assistant District Commissioner Assistant District Commissioner Assistant District Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Unit Commissioner Assistant District Commissioner Cub Roundtable Commissioner Boy Scout Roundtable Commissioner Cub Roundtable Staff Boy Scout Roundtable Staff Venture Crew Roundtable Commissioner Most Important Resource Job of the Unit Commissioner Watch for the five major areas of service Commissioner’s Service Role Friend Representative “Doctor” Teacher Coach Commissioner Priorities Good Unit Service Takes precedence over all other Scouting efforts Unit Commissioner Responsibility Card Report to the district commissioner or assistant district commissioner as assigned Help each unit earn the Quality Unit Award Use the annual commissioner service plan, with its scheduled opportunities for commissioner contact with units Know each phase of Scouting and its literature. Be able to describe how each works. Visit meetings of assigned packs/troops/teams/crews regularly, usually once a month Unit Commissioner Responsibility Card Visit regularly with the unit leader • Be aware of unit leader concerns and • • • • challenges Serve as the unit leader’s coach and counselor Build a strong, friendly relationship Using the literature and profile sheet, help the leader see opportunities for improvement Encourage unit participation in district and council events Unit Commissioner Responsibility Card Work to ensure effective unit committees • Visit with the unit committee periodically • Observe the committee, offer suggestions for improvement, and work to solve problems See that adult leaders have adequate training Make certain that proper techniques are used to select and recruit unit leaders Unit Commissioner Responsibility Card Facilitate on-time charter renewal of all units • Help the unit conduct a membership inventory of youth and adults • Help the unit committee chairman conduct the charter renewal meeting • See that a completed charter renewal application is returned to the council service center • Make arrangements to present annually each unit charter at a meeting of the chartered organization Unit Commissioner Responsibility Card Attend all meetings of the commissioner staff Become trained • Initial orientation and basic training • Arrowhead Honor and Scouter’s Key • Annual council commissioner’s conference Know the resources available to the unit in the neighborhood, district, and council Unit Commissioner Responsibility Card Set the example • Adopt an attitude of helpfulness • Keep promises • Be concerned about proper uniforming • Be diplomatic • Be a model of Scouting ideals Conduct own Self-Evaluation on page 55 of the Commissioner Fieldbook Commissioner Quiz The Unit Commissioner: (true / false) 1. Reports to the district executive 2. Must be an expert in training adults and youth 3. Is only concerned with reregistering a unit on time 4. Should be familiar with the official literature used by units for program 5. Only visits the unit committee, and on a regular basis 6. Must know the unit program planning process 7. "Sells" the unit leader on district and council functions, as a primary responsibility Commissioner Quiz (cont.) 8. Periodically communicates with the chartered organization representative to offer help 9. Regularly attends Roundtables 10. Guides the unit through the annual service plan 11. Should earn the Commissioner’s Key 12. Attends monthly meetings of the district committee 13. Is not involved in the presentation of the unit charter 14. Must be familiar with the monthly program themes 15. Encourages assigned packs, troops, teams, and crews to earn the Journey to Excellence Performance Award UNIT CONTACT / VISITATION BASICS Unit Contacts Commissioners visit each unit monthly (JTE goal is 6 times per year, minimum) •Visit Unit Meetings & •Unit Committee Meetings •Phone calls •E-mail Unit Contact Basics Visits provide knowledge of how to help a unit improve its program Visits allow you to find out about problems before the unit fails, weakens or members leave. The First Unit Visit Make appointment to visit an assigned unit Go with your observer-coach Worksheet will be filled out later Take your resource kit Observe for the entire meeting Do not participate beyond introductions Both new commissioner and coach fill out independent worksheets Wear your complete Field Uniform Unit Contact Considerations •Call •Worksheets •Observe •Uniform Unit Visitation Tracking System (UVTS) • • UVTS is the current electronic visit tracking system It is accessed though www.myscouting.org UVTS - Transition • • • • UVTS will be replaced by unit visit functionality in the new Commissioner Tools Transition will commence during the 2014-2015 Scouting Year Once cutover occurs, UVTS will be turned off UVTS data archive will be available via Commissioner Tools Commissioner Tools & The Unit Service Plan The Future of Commissioner Service Commissioning Four Areas of Focus Supporting unit growth through the Journey to Excellence Contacting units and capturing their strengths and needs in Commissioner Tools Linking unit needs to district operating committee resources Supporting timely charter renewal 55 The Unit Service Plan Key element of Commissioner Tools design Replaces all other unit assessments Enables collaborative unit health assessments Enables service customized to unit needs Supports all 4 elements of excellent unit service 56 What Do You Measure? PACKS TROOPS CREWS Budget Budget Budget Retention Retention Retention Building Cub Scouting Building Boy Scouting Building Venturing Annual Charter Renewal Process Annual Charter Renewal Process Annual Charter Renewal Process Webelos-to-Scout Transition Webelos-to-Scout Transition Activities Advancement Advancement Super Activity Outdoor Activities Short Term Camping Day/Resident/Family Camp Long Term Camping Service Projects Service Projects Service Projects Fitness Fitness Fitness Pack & Den Meetings Courts of Honor/Parents Meeting Trained Leadership Trained Leadership Trained Leadership Leadership Planning Patrol Method Youth Leadership 57 A Functional Unit Key 3 COR Youth Youth Youth Unit Committee Youth Chair Leader 58 Linkage The Unit The Unit Commissioner THE UNIT SERVICE PLAN The District Operating Committee 59 So Far We Have Discussed • • • • • Significant Part of Commissioner Tool Replaces Older Measuring Methods How the USP Supports JTE and Units Linkage to District Committee Unit Key 3 Questions To This Point? 60 Commissioner Tools Overview Multiple Releases Scheduled Current Status of Development Reports and Dashboards The Scoring Matrix and Detailed Assessments Pre-Adoption Tasks 61 Supporting & Sustaining Units Professional District Operating Committee Kids Unit Commissioner Unit Key 3 THE UNIT SERVICE PLAN 62 Supporting & Sustaining Units Unit Self Assessment Unit Health Reviews Annual Service Plan UVTS 63 THE UNIT SERVICE PLAN UNIT ASSESSMENT IMPLEMENTATION UNITS DISTRICT COMMITMENT UNIT SERVICE PLAN 64 The Unit Service Plan UNIT ASSESSMENT • The Process: – Review JTE performance – Hold unit assessment meeting – Complete assessment – Identify opportunities 65 The Unit Service Plan UNIT ASSESSMENT • Resources: – JTE objectives & scores – Unit contacts logged in Commissioner Tools – Unit Assessment Scoring Matrix 66 District Level Reports & Dashboards District Reports Commissioner Activity Unit Health Commissioner Contact Stats Unassigned Units District Contact Stats, Priority Units Commissioner Recruitment Expired Units Youth Protection Training Aging Report Trained Leaders Report Youth Member Age Report Dashboard Resources (Council Key-3) Registered Units (count); % Gained Unit Retention % Youth Retention % Total Unit Commissioners (count) Commissioner-to-Unit Ratio Unit Health Green units (count & percent) Yellow units (count & percent) Red units (count & percent) Priority Need Units Priority units (count); Action Plans (count) Unit-Assessments Count of unit contacts with completed unit-assessment; percent of unit contacts with a unit-assessment Count of unit contacts without a unit-assessment; percent of unit contacts without a unit-assessment Unit Contacts Total # of units contacted; Percent of units contacted Total # of units not contacted; Percent of units not contacted Roundtable Contacts (Scheduled, In progress, Completed) 67 Unit Reports & Dashboards Unit Reports Dashboard Unit Rosters (Calling List, Member List, and Resources (District Key 3) Mailing List) Assigned Commissioner Unit Contacts (Scheduled, In progress, Complete) Unit Health Green units (count & percent) Yellow units (count & percent) Red units (count & percent) Conduct Discussions Add Comments Archive Visits (UVTS Historical Contacts) 68 Exception Reports Exception Reports Performance Report/Dashboard Location No Email Address in Profile Invalid Contact information Units without a UC Email Saturation Report Invalid Contact Information Report Unassigned Units Report UCs without a Unit Commissioner Contact Stats Report, Reports Button Commissioner Activity Report Commissioner Admin Tool Dashboard New Unit UCs New Unit UCs without a Unit Unit Health Report Reports Button Commissioner Contact Stats Report, Reports Button Commissioner Activity report Commissioner Admin Tool Dashboard Commissioner Awards Status Priority Units Dashboard Priority Units Report Commissioner Admin Tool Dashboard Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) Unit Health Unit Health Report Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) Unit without an Assessment Unit Health Report Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) Units not attending Roundtable Unit Health Report Reports Button Commissioner Tools Roundtable Dashboards (Council, SA, District) Units without a Contact All By color code Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) Unit Contact Report Reports Button Reports Button Reports Button Commissioner Tools Units Dashboards (Council, District, and Unit) 69 Unit Assessment Scoring Matrix RELATIVE RANKING HIGH MEDIUM-HIGH MEDIUM MEDIUM-LOW LOW SCORE 5 4 3 2 1 COLOR DEFINITION PROGRAM PLAN GREEN NEARLY AN IDEAL SITUATION PLAN CREATED AND DISTRIBUTED MAKING PROGRESS TOWARDS THE IDEAL UNIT PLAN COMPLETED TYPICAL UNIT; COULD BE IMPROVED MEETING SCHEDULED NEEDS IMPROVEMENT; WATCH CAREFULLY UNIT WILL SCHEDULE WEAK SITUATION; NEEDS IMMEDIATE ACTION NO MEETING PLANNED LIME YELLOW ORANGE RED 70 The Unit Service Plan • The Process: UNIT SERVICE PLAN – Develop action plans – Identify responsibility • Unit volunteer? • Charter Org? • District resource? – Establish target dates – SMART goals 71 The Unit Service Plan UNIT SERVICE PLAN • Resources: – Unit Program Plan – District/Council activities schedule – District charter renewal plan 72 Key Concepts Commissioner Tools design foundation: • Just 4 things… – Supporting the unit’s Journey to Excellence – Recording unit contacts, strengths and needs – Linking unit needs to district operating committee resources – Timely charter renewal • • • • Journey to Excellence The Unit Service Plan Data collection Information reporting 73 UNIT COMMITTEE FUNCTIONS Pack and Troop Committee Functions Fast Start for a good start Pack Committee Advancement Finance Outings Training Membership & reregistration Record keeping & correspondence Public relations Friends of Scouting Troop Committee Advancement Finance Equipment Outdoor program Transportation Leadership selection Membership & reregistration Friends of Scouting Crew Committee Membership Finance Training Camping & Outdoor Activities & Civic Service Advancement & Recognition Service MEMBERSHIP MANAGEMENT Membership Management Buzz groups for 10 minutes • Topics: ○ Unit with mostly older boys ○ Inventories of active boys ○ Year-round recruiting ○ Preventing dropped units 1 minute reports Membership Management Unit with mostly older boys • Recruit Inventories of active boys • Committee Involvement for inactive boys • Program or Administrative issue Help Units Grow Year-round recruiting • Birthday greetings • Phone Invitations • Personal Invitations • Webelos-Scout transition Preventing dropped units • Assigned to unit • Assigned while organizing new units UNIT PROGRAM PLANNING Pack Program Planning Pack Program Planning Unit commissioners should understand process and tools Pack Annual Program Planning Conference Guide on Scouting.org Program Helps and Pack Planning Chart • Cub Scout Leader Program Notebook • Council calendar • Chartered organization needs Annual program planning conference Monthly pack leaders meeting Den Chief – Den Leader meeting Troop and Team Program Planning Troop and Team Program Planning Tools • • • • Troop Annual Program Planning Conference Guide Troop Program Features — 4 volumes Program Planning Chart Boy Scout Leader Program Notebook Planning steps • • • • • Homework (get ready) Find out what Scouts want (patrol leaders) PLC annual planning, SPL presiding Secure troop committee support Pass the word. Publicize. Crew Program Planning Crew Program Planning Crew plans program • Crew Planning Guide • Program capability inventory (adult resources) • Adult hobbies, interests, skills, careers, and Ideas from PCI to program planning forms • Venturing activity interest survey Planning steps • • • • Brainstorm activities Discuss and evaluate each idea Select activities and calendarize Plan details each month in advance Journey To Excellence PERFORMANCE RECOGNITION PROGRAM • Growth • Quality • Sustainability Journey To Excellence Utilizes a balanced scorecard approach Key performance indicators to measure outcomes versus process Not only measures growth, but looks at the kind of experience the boys are having Journey To Excellence Your Role in JTE as a Commissioner • You’re not an Umpire • You’re not a Judge or the police • • You are a friend, a mentor and a coach • And maybe help a bit with scorekeeping 92 Journey To Excellence JTE helps Units. It brings: • A framework for planning for the year • A method for evaluating the Unit • Assessment of how they’re doing in the key areas • • • • • found in great Units Guidance in areas where they might do better Specific guidelines and standards of what is good performance Early warning of potential problem areas Recognition for good performance Benchmarking to get ideas and tips from other good units 93 Journey To Excellence • Gives national standards Advancement Camping Service projects Training Membership Retention Leadership Budget Bronze, Silver, and Gold award levels And did the Unit show improvement? Assessment made during charter renewal month Journey to Excellence - Troop Journey to Excellence – Troop, pg.2 Emphasis of Journey to Excellence Continuous Improvement is a Goal • Did the Unit do measurably better in key areas than last year? • OR are they already performing at a high level in those areas? Either way, the Unit can qualify for the standard 97 Emphasis of Journey to Excellence Program and Participation in the Unit (Membership) are most important factors Administrative factors are considered Factors which are early indicators of Unit strength and health are identified and assessed 98 VOICE OF THE SCOUT Voice of the Scout • Surveys at three levels • All feedback comes to Council • Council will review and take actions • Council distributes feedback to Districts • Districts review and take actions • Districts distribute unit feedback individually • To each member of the Unit Key 3 Voice of the Scout Unit Commissioner’s Role JTE Educate Units Meet JTE visit requirements Voice of the Scout Encourage unit participation Notify units about surveys Voice of the Scout Meetings are Key • Action Planning Meeting • Mid-Charter Review • Unit Key 3 with UC as facilitator • Meetings can be emotionally charged COUNSELING Counseling Best way to help a unit is to strengthen its leadership through effective counseling Counseling Defined “The ability to listen to someone in such a way that they will solve their own problems." Fundamentals of Good Counseling Time and place with no interruptions Understand what the leader is saying Let the leader know you hear and understand Do not give advice! • Guide the discussion through questions • Leader solves their own problem • If they don't solve their own problem: ○ Give information ○ Propose possible alternatives ○ Let leader pick best solution Fundamentals of Good Counseling Continued Summarize from time to time to keep on track Support thinking with information • Know the difference between information and advice Resources: • Commissioner Fieldbook, Counseling Youth Protection and the Commissioner •Monitor training status •Promote latest material •Promote use of videos •Reporting responsibilities Unit Charter Renewal Process Re-register unit On time Maximum membership Good leadership (two deep trained leadership) Charter Renewal "If commissioners are providing regular visitation and doing their job as in the Annual Service Plan, then rechartering becomes a minor paperwork exercise." • George Crowl, 1982 Unit Charter Renewal Process Ninety Days Before: District Executive visits Institution Head • Friendly visit • "How can I help?" Unit Charter Renewal Process Sixty Days Before: Membership inventory Set renewal meeting date Online Rechartering Available 90 days in advance Online Rechartering is easier Council furnishes units with ScoutNet data on a buffered web page • Units make corrections in this data • When data is correct unit uploads material to buffer on ScoutNet • Unit prints charter, obtains signatures and turns in to the council with payment After turn-in, council accepts data and sends this data to ScoutNet Unit Charter Renewal Process Forty-five Charter Days Before: review meeting • Youth and Adults • Fees • Approvals • Quality Unit status • Plans Unit Charter Renewal Process Fifteen Days Before: Unit updates buffered ScoutNet data and gets signatures Submit to service center Some Techniques Talk about 100% Boy's Life often Committee members do membership follow-up Discuss JTE with the whole committee (several times a year) Unit people update ScoutNet data Charter renewal checklist Charter Presentation Thirty Days After Commissioners Role/Responsibility • Chartered organization head • COR • Unit Leader • Unit Committee Chair • The unit Sample presentation in Commissioner Fieldbook Commissioner Leadership Style •Diplomacy •Exceptional Service •Service Recovery Commissioner Leadership Tasks • • • • Evaluate, improve own performance. Maintain positive attitude. Work successfully with adults. Guide unit leaders working with youth. LIFESAVING COMMISSIONER Danger Signals Style of leadership • Leader wants to keep authority • Lacks faith in boys / leaders • Leader trains only by mass instruction • Leader does not grasp possibilities of patrol method Unit is not meeting Unit is without adult leaders Danger Signals Unit has no committee No new members being added Low attendance at meetings Weak or poorly organized program No advancement No participation in day camp or summer camp No unit budget Vital Signs What are they? Vital Signs Youth dropping out No youth recruiting or poor recruiting methods No adult leader No planned program No youth leaders No discipline Unit stops meeting Charter lapses Chartered organization leader unhappy Only one active adult No parents involved Adult conflicts / poor communications Indicators of Unit Health: Pack -Leadership -Webelos dens participation -Advancement operation -Youth attendance -Membership -Family attendance -Den -Meeting -Den chiefs -Tiger Cub dens Indicators of Unit Health: Troop -Meeting operation -Boy leadership -Attendance -Patrol activity -Budget Plan -Outdoor program -Membership -Adult assistance -Skills instruction presentation -Skills instruction levels Indicators of Unit Health: Crew -Adult Advisors -Membership -Elected officers -Meeting operation -Planned program -Service projects -Adult assistance -Program capability inventory Unit Condition Know the condition of the unit at all times: Is the program fun & challenging for the youth Do leaders find the program rewarding Is there a membership growth plan Will the unit register on time. TAKE ACTION FAST Consult ADC / DC Ask some basic questions • • • • • • What are the problems? What are possible solutions? What do we do first? Who do we involve? How do we know when unit is saved? What is “plan B”? Be enthusiastic Apply "first aid“ Apply “second aid” Promote teamwork Hurry Cases Unit not meeting No leader No committee No new members Conflict with chartered organization New untrained leader Weak leadership Lifesaving Team Ad hoc, or organized Bring appropriate skills to bear on the problem Adapt to the individual problems Commissioner Training/Service Awards/Resources Additional Commissioner Training • Supplemental training at monthly District Commissioner meetings • Annual Training Event: • College of Commissioner Science • Commissioner Conference • National Level Commissioner Training • Wood Badge for the 21st Century Commissioner Service Awards Arrow Head Honor + 1 Yr Commissioner Award of Excellence in Unit Service + 2 Yr Commissioner Key + 3 Yr Distinguished Commissioner Service Award + 5 Yr Commissioner Resources • National Commissioner Website: http://www.scouting.org/Home/Commissioners.aspx • Manuals and resources: http://www.scouting.org/Home/Commissioners/Manuals.aspx • National Commissioner Newsletter: http://www.scouting.org/Home/Commissioners/newsletter.aspx • NCAC Commissioner Website: http://www.ncacbsa.org/commissionerservice • NCAC Commissioner References and Resources: http://www.ncacbsa.org/members/group_content_view.asp?gro up=121217&id=279383 Dynamic Nature of Being a Commissioner • • • Just as the Scouting program changes to be more effective, so does how we go about providing unit service as a Commissioner Information will be forthcoming on the implementation of Commissioner Tools NCAC Commissioners will be taking over support for the Exploring Program Open Forum: Questions and Concerns Summary As a Commissioner, You have made a personal commitment.. Graduation (If you have a current Youth Protection card)