Updated 6/14/015 Dear Chartered Organization Representative, Committee Chair and Unit Leader, Starting May 2 nd, Patriots Path Council will be implementing a new program for unit service. This program is focused on helping units in delivering scouting to the youth in your community. Part of this effort is to take a fresh approach to the Journey to Excellence program. The Journey to Excellence program is designed to encourage practices that units can follow to improve or sustain their effectiveness. In the past this program may have only been looked at during rechartering when it was too late to make any adjustments to your unit s processes. This year we would like to refine this process so that your unit commissioner can work with you throughout the year to provide support and guidance on becoming an ideal unit. The Unit Service Plan Initial Conversation: The process starts with a conversation between the unit commissioner and the Unit Key 3. The Unit Key 3 is comprised of: Chartered Organization Representative, Committee Chair, and Unit Leader (Cubmaster, Scoutmaster, or Crew Advisor). The objective of this meeting is to explain the process that is being described here and agree that all parties have common goal to deliver an excellent program for our Scouts. The unit commissioner should be given the email address of the person who will complete the unit detailed self-assessment. Also during this initial meeting the unit commissioner will agree with the unit key 3 on a date for a follow-up meeting to review the self-assessment. Unit Self-Assessment: The unit self-assessment is a simple form that basically lets the unit communicate their current status towards Journey to Excellence. It also lets them enter any needs that they may need assistance with. Even though the unit commissioner can send the self-assessment form to multiple of the unit key 3, only one entry from the unit can be submitted. For this reason, we recommend that the unit commissioner only send the form to the person that will fill it out. The assessment is designed to identify the strengths and needs of the unit in the specific areas of Membership, Program, Finance, and Governance. To make the form easier to fill out, please refer to the ratings guide for each question. In the comments section, please explain the reason for the rating and any concerns you may have regarding that topic. It is helpful to complete the unit self-assessment a few days prior to the follow-up meeting with the unit commissioner to give him or her time to read through it. Initial Conversation Recorded as simple assessment Unit Self-Assessment Triggered by Detailed detailed Assessment assessment schedule Detailed Assessment Follow up meeting to review unit Self-Assessment with Key 3 Simple Assessment Review to observe program and progress. Detailed Assessment: During this follow-up meeting the unit commissioner will confirm the unit self-assessment and may suggest some areas where the unit can improve. Together the unit Key 3 and the unit commissioner will agree on an action plan and the unit key 3 will identify someone in their organization to take the lead to address the plan. Unit Guide to Commissioner Tools Page 1
Simple Assessment: At later unit visits, the unit commissioner discusses with the unit leads the progress against their action plan. This review is recorded as a simple assessment in commissioner tools. Filling in a Unit Assessment When the commissioner has electronically sent the unit assessment form to the key-3 then they will receive an email with a link to the assessment form as shown below. 1. Clicking on the link will open the commissioner tools in the users default browser and will take them directly to the assessment without having to log in. Note that if an older version of internet explorer is their browser, they may need to copy the URL and past it into a compatible browser such as chrome or Firefox. 2. Press the Detailed Assessment Button which will open the following screen Unit Guide to Commissioner Tools Page 2
3. Fill in Each step of the by clicking on the step.. As you update the form, your changes are saved automatically. 4. Fill in the unit comments and press done. Progress for the completed section will be reflected on the page. 5. Repeat for each section. 6. Once you have finished all the sections the status screen will now show each section complete. 7. Use the Print Unit Assessment form to review your work. You will see that additional information has been prefilled as to number of people registered and trained. 8. Note you can still go back and make changes after you preview the report. 9. Once you are satisfied with your entries, press the complete contact button. Unit Guide to Commissioner Tools Page 3
Ratings Guide for Boy Scouts 1 weak situation; needs immediate action 2 needs improvement; watch carefully 3 typical unit, could be improved 4 making progress toward the ideal unit 5 nearly an ideal situation Step 1 - Planning and Budget Planning and Budget Rating Guide No Budget Review Step 2 - Membership Have an Annual program plan and budget adopted by troop committee S2 Retention: Retain a significant percentage of youth Ratings Guide Register less than 70% of eligible Register 70% of eligible Register 75% of eligible Troop committee meets at least 6 times a year to review progress Register 80% of eligible Building Boy Scouting: Have an increase in Boy Scout Membership or maintain a larger than average troop size Ratings Guide No hip growth plan Have a hip recruiting activity Have a hip register new Have a hip register new and either increase by 5% or have at least 25. Webelos-to-Scout Transition: Have an effective plan to recruit Webelos Scouts into the troop. Ratings Guide No activities with Webelos Step 3 - Program With a pack or Webelos den, hold one joint activity. With a pack or Webelos den, hold two joint activities. Advancement: Achieve a high percentage of Boy Scouts earning rank advancements. Ratings Guide Have less than 30% of Boy Scouts Have 30% of Boy Scouts Have 40% of Boy Scouts Short-term camping: Conduct short-term or weekend campouts throughout the year. Ratings Guide Conduct less than three short-term overnight campouts. Conduct three short-term Conduct four short-term Achieve level 3, plus recruit two Webelos Scouts. Have 50% of Boy Scouts Conduct seven short-term Troop conducts a planning meeting involving youth leaders for the following program year Register 85% of eligible Have a hip register new and either increase by 10% or have at least 35. Achieve level 4, plus recruit five Webelos Scouts and provide at least one den chief. Have 60% of Boy Scouts Conduct nine short-term Long-term camping: Participate in a long-term camp with a majority of the troop in attendance. Ratings Guide The troop does not participate in a long-term camp. The troop participates in a 60% of Scouts attend a 70% of Scouts attend a Unit Guide to Commissioner Tools Page 4
1 weak situation; needs immediate action 2 needs improvement; watch carefully 3 typical unit, could be improved 4 making progress toward the ideal unit Service projects: Participate in service projects, with at least one benefiting the chartered organization. Ratings Guide Does not participate in service projects. Participate in one service projects and enter the Participate in three service projects and enter the Participate in four service projects at least one benefiting our charter organization and enter the 5 nearly an ideal situation Participate in five service projects at least one benefiting our charter organization and enter the Patrol method: Use the patrol method to develop youth leaders. Ratings Guide Not using patrol method. The troop has patrols, and each has a patrol leader. The troop has patrols, and each has a patrol leader. There is an SPL, if more than one patrol. The PLC meets at least four times a year. PLC meets at least six times a year. The troop conducts patrol leader training. Achieve level 4, plus the PLC meets at least ten times a year. The troop conducts patrol leader training. At least one Scout has attended an advanced training course, such as NYLT or Order of the Arrow Conference. Step 4 Volunteer Leadership Trained leadership: Have trained and engaged leaders at all levels. Ratings Guide Not all leaders have completed youth Scoutmaster and assistants have completed youth Scoutmaster and assistants have completed an orientation and youth Scoutmaster and 60% of assistants have completed position-specific training or, if new, will complete within three months of joining. Achieve level 4, plus twothirds of active committee must have completed Troop Committee Challenge and at least one person has attended Wood Badge. Leadership and family engagement: The troop is proactive in recruiting sufficient leaders and communicates regularly with parents. Ratings Guide No Scoutmaster or less than three committee Have a Scoutmaster and a committee with at least three. Have a Scoutmaster, an assistant Scoutmaster, and a committee with at least three. troop holds two courts of honor, where troop plans are reviewed with parents. Achieve level 4, plus the troop holds three courts of honor, where troop plans are reviewed with parents. Unit Guide to Commissioner Tools Page 5