2016 NCAP Assessor Training. Boy Scouts of America

Transcription

1 2016 NCAP Assessor Training Boy Scouts of America 1

2 Welcome Agenda for this Training What is the National Camp Assessment Program (NCAP)? Expectations of Assessment Team The Camp Assessment Details Review of the 2016 NCAP Standards Assessment Exercise Questions & Answers 2

3 Welcome and Introductions Your Name Your Council Scouting Position Assessment Experience 3

4 Why 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 4

5 Why NCAP To help councils elevate camps to new levels of excellence in delivering Scouting s promise to youth 5

6 National Camp Accreditation Program Elements of the Process 6

7 Overview What is the purpose of this process? Youth and their safety are our #1 concern Standards are developed to protect the youth, the Council, and the BSA Helps maintain the entire year s program Assists a council to provide a Mountain-top experience The Application process adds a Council component to Assessment

8 Introduction to the Standards 2016 Version 8

9 Categories of NCAP Standards PD 1xx Program Design & Recommended Practices PS 2xx Program Substantive & Recommended Practices PT 3xx Trek Program SQ 4xx Staff Qualification & Training & Recommended Practices HS 5xx Health & Safety FS 6xx Food Service FA 7xx Facilities & Recommended Practices AO 8xx Administration & Operational COPE/Climbing Standards(part of Stds, 2014) Mgt. & Recommended Practices

10 NCAP Standard Sample 10

11 Standards at A Glance Document Developed to help Navigate the Standards A Good Reference Tool for Assessment Visits 11

12 Definition of a Variance A variance is issued in writing by the National Standards Chair on behalf of the NCAP Committee that allows a camp to permanently vary from a requirement of the national camp standards upon demonstration that the variance provides equivalent or higher level of program quality and safety. A variance may be conditioned. 12

13 Definition of a Waiver A waiver is issued in writing by the National Standards Chair that allows a camp to vary for one season from a requirement of the NCAP Standards. A waiver may be granted for a standard due to emergency or other good cause shown. A waiver may be conditional and require the requesting council or camp to meet an alternative or equivalent control. A waiver may be renewed for only one additional season. 13

14 Waivers & Variances If a variation or waiver was granted by the NCAP Standards Committee, verify the camp is following the agreed upon method & mark it as compliant. 14

15 During an Assessment Visit Check the program Check health and safety Check for standards compliance Check compliance of waivers or variances granted Check that prior year s deviations & NC are corrected Review the Continuous Camp Improvement Plan and action items 15

16 Aquatics Area Hints Is there a single entrance? Are all 3 ability groups areas marked? Are there look outs? Are program materials in good shape? Are the youth having fun? Buddy board and buddy checks done? 16

17 Shooting Sports Hints Program equipment s condition Berm and impact area Firing Line area Guns Trigger Pull Specs Storage Area Hand washing station Archery Equipment 17

18 Shooting Sports Hints Program Staff: Are they attentive? Who is in control? Are they teaching or are they telling? Do they have the correct certifications? 18

19 COPE/Climbing Hints Program Area: Are the events marked with warning signs? Are there ways to secure the tower when closed? Is the area clear of hazards like trees/limbs? 19 19

20 COPE/Climbing Hints Program Staff: Is the staff trained adequately? Are they belaying when needed? Are the Scouts having fun? Is the staff having fun? Are you having fun? 20 20

21 NCAP Scoresheet Three Parts to the NCAP Scoresheet in 2016: Standards Assessment Scoresheet Individual Standard Scoring (Electronic Copy, PDF based 2016) Only 1 Electronic Signature Required Scoring Continuation Sheet Used for Findings and listing Deviations Program Narrative and Assessment Recommendations 21

22 NCAP Score Sheet 22

23 Assessment Scoring Compliant Camp Meets the Standard Deviation If the camp met the spirit of the standard, but did not meet it completely. A Deviation is valid for that camp & that year. Non Compliant Standard is not Met, Camp Deviates with No Approval for Change in Standard, No Waiver or Variation Received NA If the standard is not applicable to this camp 23

24 Scoring Legend - # Designation # - If a Deviation (Dv) or Non Compliance (NC) occurs while scoring, place a number in the # column next to the Standard. A Deviation is a Non-Compliance that has been Remedied. Rewrite that number on the Camp Assessment Continuation Sheet and explain the deviation or non compliance vs. the standard. 24

25 Scoring Continuation Sheet for Findings 25

26 Scoring Program Narrative and Assessment Recommendations 26

27 Scenario What would your team do in this case? 27

28 Area 2 Camp Operations IN 2016 THE 11 COUNCILS OF NER-AREA 2 WILL OPERATE 33 RESIDENT SCOUT CAMPS and 38 DAY CAMPS and ADDITIONAL FAMILY CAMPS 28

29 NCAP Process and Why This is a National Process Coordinated through the 28 Areas of BSA Assessments are performed by Area/Council volunteer teams and staff Assists the councils by providing guidance for year round programs Maintains the same standards nationwide Records maintained in the National Office 29

30 Pieces of the NCAP Puzzle Na#onal camp standards: Founda'on of program and defines essence of Scout camping Authoriza#on: Iden'fy trends, set goals, and establish measurable benchmarks (1-5 years) Assessment: Mee'ng standards and con'nuous improvement goals (annual) Accredita#on: Recogni'on that the camp meets BSA standards and improvement goals (annual) 30

31 Pieces of the NCAP Puzzle Multi-Year Cycle Analysis, Application & Authorization Analysis of Camp by the Council of program and facilities Application Written by the Council Authorization to Operate is Given by the Region (5 Years) Annual Cycle Assessment & Accreditation Intent to Operate is Filed in the Fall (includes visit dates) Declaration of Readiness is Filed by May 15 th for summer programs File by December 15 for winter & spring camps Include as much Administrative Documentation as Possible Pre-Camp Meeting to Review Administrative Detail In-Camp Assessment Leads to Annual Accreditation 31

32 2016 NCAP KEY DATES AUTHORIZATION January Authorization notification to councils submitting in 2016 April 30 Final Authorization report due July Region reviews complete September Peer reviews completed October Councils receive their authorization with Regional and Area Leadership notified ASSESSMENTS December Request to Councils for Assessment Specialist March/April/May - Area Camp Assessment Training Sessions May - Declaration of Readiness due to Area NCAP Committee July and August Camp Assessments performed, with all scoring and reports no later than 7 days after visit August Summary of visits by area NCAP committee 2017 INTENT TO OPERATE DUE NOVEMBER

33 NCAP Roles & Responsibilities Council NCAP Chairs Coordinates Authorization Process Coordinates Assessments Area Camp Assessors Team Lead Assessors & Team Members Visit and Assess Resident Camps Council Self-Assessment Teams Visit and Assess Day Camps, Family Camps Council NCAP Staff Advisers 33

34 How was I Selected? You were chosen as 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 by your Scout Executive

35 An Area Assessor Is a representative of the Area, Region and National Council Is the eyes and ears of the Area, the Region and National Council Helps maintain quality programs in camps to deliver the best and safest possible programs for youth at all BSA facilities.

36 A Council Assessor Is a representative of the Council for Self- Assessments Provides a quality control review of council programs requiring assessment Helps the Council deliver the promise to the Scouts of a quality program 36

37 Council NCAP Coordinator s Role for Assessments Works with Council committee chairs to recruit and train Council Self-Assessment Teams Helps Council organize self assessment of day camps & family camps Helps Council prepare for Assessments Helps Council determine which Standards are appropriate to be assessed 37

38 NCAP Lead Assessor Responsibilities Resident Camps Organizes a team composed of trained Assessors from Councils different from the Council to be visited. Contacts the Council by May 1 about Declaration of Readiness Due May 15 th and pre-camp meeting Attends Team Leader training and understands the Standards and their intent Confirms Assessment Date with Council & Team 38

39 NCAP Assessment Team Leader Responsibilities Resident Camps Holds Pre-Camp Meeting with the council in Person or Electronically Shares Declaration of Readiness with team Assigns duties, leads team on visit Completes scoresheet and forwards it to designated contacts using E-Forms Composes and sends letter to Council President after visit about the status of the camp 39

40 NCAP Assessment Chairman s Responsibilities Self-Assessments Organizes and trains a team of assessors independent of the council to be Assessed Contacts the appropriate camp leadership to set up the assessment visit Understands the Standards Confirms assessment date with council & team 40

41 NCAP Assessment Chairman s Responsibilities Self-Assessments Assigns responsibilities for self-assessment teams Completes scoresheet and forwards it to designated contacts using E-Forms including National Office Summarizes assessment information for council committees and/or board 41

42 NCAP Council Assessment Council self assessments by in council teams Day Camps, Family Camps, Other Properties Teams organized and trained by the Council Score sheets filed with National Office

43 The Resident Camp Assessment Includes Conducted By Area Assessment Teams: Cub Scout Resident Camps Boy Scout Resident Camps Venture Resident Camps High Adventure Camps Trek Programs Specialty Programs COPE/Climbing Programs

44 Assessment Team Expectations Attend training / orientation session Participate in at least one assessment annually Review standards & Declaration of Readiness prior to camp assessment Work as part of a team! Have the physical ability to explore the entire camp Use a common sense approach!

45 The Team Must Wear the full BSA Field Uniform Travel and arrive on time as a Team Check in as a Visitor at the Camp Office Bring training card & current BSA Medical Form Be in good physical condition, able to visit all parts of camp. Be of help to the council, not a roadblock Be ready! Be Prepared!

46 What the Team 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.

47 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

48 Why National Standards Assist councils in conducting programs in a safe manner Standards represent a minimum level of program required State and local laws trump BSA Standards Provides an avenue to accredit a camp that meets the standards Sets a level of expectation for quality program

49 Preliminary Results of the 2015 Camp Assessment Across the BSA The Standards with the greatest number noncompliant findings were: PS- 403, Camp Management (primarily age related) HS-505, Medical Care Policies (Council and Camp) HS-506, On-Site Treatment Procedures FS-606 Dishwashing. FA-704Conservation Plan. Standards with significant deviations included: FA-703 Fire Prevention and Detection FA-709 Refrigeration Unit Maintenance, AO-810 Continuous Improvement 49

50 Declaration of Readiness To be Reviewed by Lead Assessor One Month before Camp Team Leader to contact Council by May 1 to remind them about the deadline & request a copy. Due by May 15th to Team Leader Submit the Continuous Camp Improvement Info Submit Post/Pre Camp Inspection Submit Camp Facilities Evaluation Tool (CFET) 50

51 NCAP Scoresheet & Authorization to Operate Teams and Team Leaders are to verify the commitments made for 2016 by Councils that have completed the Authorization to Operate. As a part of this process, councils commit to goals for Continuous Camp Improvement. Identify progress made on the Program Narrative Assessment Page of the Scoresheet. 51

52 Assessment Scoring If a Camp has more than 20% of the Standards listed as deviations, the camp is conditionally accredited. Refer to Pages of the 2016 Standards for greater definition on scoring. Recommended Practices are Not Counted as Standards 52

53 The Accreditation Decision (See Pages 17 19) Accredited All Applicable Standards are C or Dv - and Conditions of Variance/Waivers are C or Dv and- 20% or Fewer Applicable Standards are Dv 53

54 The Accreditation Decision Conditionally Accredited Any Applicable Standard is NC or Any Conditions of Variance or Waiver is NC or Conditions of Waiver State So or More than 20% of Applicable Standards are Dv 54

55 The Accreditation Decision Denial of Accreditation Any Standard is NC and The Camp is Already Conditionally Accredited or Camp Poses an Imminent Danger to Life or Health that Cannot be Eliminated by Closing Parts of the Camp or a Program 55

56 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. Contact Area Assessment Chairman before making this decision.

57 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 Visit. Make a presentation of the certificate and pennant, lead by the Team Leader. Praise the camp staff for a job well done Tout the camp in front of the campers

58 NCAP Assessment Team Leader Paperwork Distribution Copies of the Scoresheet are distributed to: Camp Director, Team Leader, Area Assessment Chairman, and the National Office Copies of the Letter to the Council President are distributed to: Council Executive, Council VP Camping or Program, Area Assessment Chairman, and the National Office 58

59 Team Leader Webinar Dates & Times 2016 Thursday April 7 th 8 PM EST Tuesday May 3 rd 8 PM EST Dial in information and the accompanying powerpoint slide deck was distributed to all team leaders 59

60 Review of 2016 Materials Go to for Scoresheet (will also be ed to Lead Assessors) At-a-Glance Worksheets Standards and 2016 Updates Additional NCAP materials and resources 60

61 Additional NCAP PTC National Camp Accreditation Program Seminar WEEK 12: SEPTEMBER 18-24, 2016 FALL CONFERENCE 61

62 Questions and Answers

63 Before Departing Pick up your Training Card Make note of date/camp you will visit in 2016 Assessment Training Code CS53 Check to be sure your record is updated at your home Council Registrar Thanks for serving! Drive home safely