Path to Eagle District Eagle Project approval and Board of Review

Path to Eagle District Eagle Project approval and Board of Review January 2, 2017 Eagle Scout Candidate, By now you have progressed substantially to becoming an Eagle Scout. Two main hurdles requiring Minquas District approval are your Eagle Project and Eagle Board of Review. This letter and attached charts outline the process to help you understand the final steps you need to complete to become an Eagle Scout. You in this sense applies to you as Scout and not a parent or other advisor. You need to take the initiative to complete these final steps that may seem many in number and somewhat difficult, but should be no match for an Eagle Scout. Your troop may have an Eagle Coach to help you through this process. You also need to find an Eagle Project Coach who may have expertise related to your project and can help review your project proposal and plan. The first action each Eagle Scout Candidate should do is to read and understand these documents describing the process for completing your project and getting an Eagle Board of Review scheduled. The process used by the Minquas District follows the guidelines established by the Boy Scouts of America national organization. This process requires that certain document forms be used such as the current Eagle Scout Rank Application and the Eagle Scout Service Project Workbook. The same process is applied consistently and fairly to all Scouts. Not following this process could result in additional work and/or cause you to never become an Eagle Scout. There have been past instances where a Scout approaching his 18 th birthday had completed his Eagle Project without proper district approval before beginning the project. The Eagle Board did not recognize the project and the Scout never became an Eagle Scout because he had reached his 18 th birthday. For this reason we have documented this process in an attempt to avoid misunderstandings that could inhibit your progress, but you still need to read and understand these materials. Eagle Project The national scout office requires that all Eagle Scout projects use Form 512-927 (Oct 2015) that can be downloaded from the Internet to document the proposal and plan. Realize that this is the document that will communicate to the Eagle Board the essence of your Eagle project. You should make sure that the printed document is legible. Some photos when imported into the workbook become so small that they do not convey what you intended. I highly recommend that you use labeled attachments that are separate files for items that do not functionally fit into the workbook. The text in the workbook should also reference any attachments you may have to let the reader know there is additional material to review. The workbook page numbering adjusts to the amount of text you have inputted. For the sake of this documentation project workbook page references will be for the initial (empty) version of Form 512-927. i

The overall project approval process follows BSA policy guidelines. The Scout develops a project proposal that must be approved by the benefitting organization, the unit leader, the unit committee, and finally the district committee. Since a significant amount of effort may be needed in documenting the proposal it is recommended, not required, that the Eagle Scout Candidate run the concept informally by the district project evaluator to make sure it could be considered as a valid project. Certain projects cannot be used to satisfy the Eagle Project requirement such as a project for the Boy Scout organization itself or for commercial organizations. The project must be carried out for the benefit of a religious institution, school or your community. What constitutes a valid or invalid project is discussed in the Eagle Service Project Workbook. Only after you have gotten your project proposal approved by the benefitting organization, your unit leader, and your troop committee, can you obtain the district s approval. This process consists of sending the district project evaluator your project proposal (proposal pages B through E of your project workbook and any additional information that you need to describe your project). If you submit your proposal via e- mail, it will not show the approval signatures and you also will need to send a scan of Proposal Page E showing the approval signatures. A copy can also be mailed. You should keep the original signature page that you eventually will insert into your final version of the project workbook. The Minquas District troops have been pre-assigned to one of two district project evaluators (Tom Ellis and Karlis Ulmanis). The troop assignments are: Tom Ellis Troops 85, 112, 272, 277, 292, 404 and 430 Contact info: tgellis@outlook.com / ph. (610) 358-1394 Karlis Ulmanis Troops 154, 191, 225, 260, 316, 493, 605, 916, and other units Contact info: kulmanis@msn.com / ph. (610) 675-9071 At times depending on their workload your pre-assigned project evaluator may direct you to use the other project evaluator. Once the project proposal is approved at all required levels in writing only then may the Scout begin carrying out the project. Note that any fundraising to be done needs to be pre-approved by our council prior to fundraising. Requesting price discounts for materials and supplies from a business is considered fundraising that requires an approved fundraising application. Exemptions from council approval are contributions from the beneficiary, Eagle Scout Candidate or his relatives, the candidate s unit, unit members or their parents or the candidate s unit chartered organization. All other fundraising must be pre-approved using the fundraising application form on the Fundraising Application Page A of the project workbook. The beneficiary, the candidate s unit leader, and the Minquas District Executive, David Bryan, must approve the fundraising application. The fundraising application can ii

be completed before the district project evaluator has approved the project proposal. David can be reached at david.bryan@scouting.org or at (484) 654-9210. All projects must be carried out within standard Boy Scout operating policies such as two-deep leadership and youth protection. Eagle projects must also adhere to safety policies outlined in the Guide to Safe Scouting (Form 34416) that includes power tool use guidelines for Eagle Projects as outlined in Age Guidelines for Tool Use and Work at Elevations or Excavations (Form 680-028). Once the project is completed, the Eagle Scout Candidate needs to complete the plan documentation as outlined by the workbook. The candidate, the benefiting organization and the unit leader approve the Project Report (Project Report Page C of the project notebook). The unit leader should ensure that the Eagle Scout Candidate has documented the project plan in a neat and orderly fashion and that all workbook items have been addressed. The Eagle Board expects that when the project report has completed the unit leader review that no issues should exist which would uphold it from getting the Eagle Board s approval. The Eagle Board makes the final project evaluation at the Eagle Board of Review. It is therefore recommended, not required, that the candidate review the completed project workbook with their district project evaluator prior to handing in their workbook to council. It has occurred in the past where sloppy and insufficient plan documentation has caused an Eagle Scout Candidate to come before the Eagle Board additional times because project documentation did not meet the Eagle Board s satisfaction - not a pleasant experience. Eagle Board of Review Once a Life Scout has earned the appropriate merit badges, completed his Eagle Project, completed his leadership service, and completed his Scoutmaster s conference he can request to have an Eagle Board of Review, his final step to becoming an Eagle Scout. Getting an Eagle Board of Review consists of getting documents to the council office and the District Advancement Chairman. Each one of the three Eagle Board members present at the board of review will have a candidate material packet consisting of (in order): 1) Eagle Rank Application 2) Statement of life ambitions & purpose (Requirement #6) 3) List of positions held/honors received outside scouting (Requirement #6) 4) Troop advancement report (e.g., a TroopMaster report) that lists all of the candidate s merit badges earned 5) Copies of merit badge blue cards for all merit badges earned by the candidate that show the merit badge and the merit badge counselor s name 6) Reference letters (added by Eagle BOR Chair) 7) Eagle Scout Service Project Workbook with any additional reference material A completed Eagle Scout Rank Application [Form 512-728 (2016)], Eagle Scout Service Project Workbook, a statement of life ambitions & purpose (Requirement #6), iii

and a list of positions held/honors received outside scouting (Requirement #6) need to be in the Council s hands by the candidate s 18 th birthday. This packet should be bound only with a binder clip (not in a notebook or folder). The candidate should ask for a dated receipt from the council representative who is receiving the application package in case there is a dispute if or when the package was submitted. The council office is located at 1485 Valley Forge Road, Wayne, PA 19087. The candidate also needs to provide two copies neatly collated and each bound only with a binder clip (not in a notebook or folder) of the same material submitted to council (Eagle Scout Rank Application, Eagle Project Workbook, a statement of life ambitions & purpose, and a list of positions held/honors received outside scouting) to the district Eagle Board Chairman. Additionally, the candidate needs to provide three copies of: 1) their advancement report (e.g., a TroopMaster report) from his troop that lists all of his merit badges earned and summarizes his advancement history, and 2) the respective merit badge blue cards for all of his merit badges earned that show the merit badge and the merit badge counselor s name. Original merit badge blue cards should not be submitted. One copy of these items should be placed in each of the two data packages and one copy should be loose that will be combined later with the original Eagle Rank Application and Project Notebook that was submitted to council. The Eagle Scout Candidate should submit a request to the district Eagle Board Chairman when submitting their materials the return of any original documents they may want to have for future reference or as a keepsake. Otherwise, materials are generally disposed of after the completion of the Eagle Board of Review. Additionally, the district Eagle Board chairman needs to receive from the candidate s unit leader or designee (cannot be from Eagle Scout Candidate) five or six reference letters from the references listed on the Eagle Rank Application in their originally sealed envelopes. The references required are: one from parents, one from their religious leader/affiliate, one from an academic relationship, one from their employer (if employed) and the remaining reference(s) of their choosing. Additional references from scouting leaders are not necessary as their troop s approval on the Eagle Scout Rank Application is sufficient acknowledgement of their support. A sample form letter for requesting personal references is provided in the process documentation package. The Eagle Scout Candidate should provide each requested reference a stamped envelope addressed to the candidate s unit leader or designee and some notation such as Eagle Scout Reference for and the reference s name on the envelope so the reference collector can easily identify the reference and the Eagle Scout Candidate. These reference letters will not be returned to the Scout to maintain the confidentiality of the process and are destroyed once the board of review has been completed. Once the district Eagle Board chairman has received all required material and has council office authorization he will assign the candidate an Eagle Board of Review slot for an upcoming convening of the district s Eagle Board. Both the Eagle Scout Candidate and iv

his unit leader will be notified of the date. All materials must be in the district Eagle Board chairman s possession by the first Wednesday of the month of the requested Eagle Board of Review to allow timely dissemination of the materials to the Eagle Board members. Eagle Scout Candidates may request to exclude others from observing their Eagle Board of Review proceedings. This request should be submitted to the district Eagle Board Chair at the time of data submission so that appropriate arrangements can be made for scheduling their Eagle Board of Review. Minquas District Eagle Boards of Review are scheduled on the 4 th Wednesday in February, March, April, May, June, September and October and on the third Wednesday in November. Depending on need additional dates can be added. These boards of review are held in courtroom #3 of the Delaware County Courthouse at 201 W. Front Street, Media, PA 19063. The boards of review start at 7:30 p.m. and will last until 9 or 10 p.m. depending how many candidates are present. Candidates should come to their Eagle Board of Review wearing their Class A uniform with proper insignia and their merit badge sash. They should also have someone in attendance that will present the candidate to the board. Family and friends are welcome to watch the proceedings and take photos. My advice to Eagle Scout Candidates coming before the Eagle Board is to re-read the Scout Handbook cover to cover, review what you did to earn your MBs and review your scouting activities that you have experienced. Yours in Scouting, Karlis Ulmanis Minquas District Advancement Chairman/ Minquas District Eagle Board Chairman Cradle of Liberty Council Boy Scouts of America kulmanis@msn.com (610) 675-9071 v

Eagle Service Project Guidelines u Only Official Workbook maybe used Eagle Scout Service Project Workbook 512-927 (Oct 2015) Project Proposal (proposal pages A to E) Project Plan (project plan pages A to E) Fundraising Application [council pre-approved] (fundraising application pages A & B) Project Report (project report pages A to C) File download instructions at: http://www.scouting.org/scoutsource/boyscouts/advancementandawards/eagleworkbookprocedures.aspx u Considerations Impact: benefit to the religious institution, school, community Leadership provided by candidate Evidence of planning and development Feasibility Safety u Cannot benefit Boy Scouting u Project may not be of commercial nature or for a business u Candidate must be Life Scout when planned, developed and carried out u Work cannot begin, fundraising cannot start or materials be purchased until proposal is fully approved u Demonstrate candidate s leadership u Only one candidate can receive credit for a project u Any fundraising must be pre-approved by council (fundraising application pages A & B of Project Workbook) u Carried out under Boy Scout policies and procedures Youth Protection, Two-deep Leadership, etc. Guide to Safe Scouting 34416 (2016 Printing) http://www.scouting.org/filestore/pdf/34416.pdf Age Guidelines for Tool Use and Work at Elevations or Excavations 680-028 (2013) http://www.scouting.org/filestore/healthsafety/pdf/680-028.pdf (also found on pages 91 to 93 of Guide to Safe Scouting [2016 Printing]) u Final evaluation is left to Eagle Board of Review Note: Project Workbook page numbers in this document are specified for a blank workbook. Page numbers may be incremented as data is added to the form. - 1-9/25/16 rev

Minquas District Eagle Service Project Execution & Approval Process u Obtain Eagle Scout Service Project Workbook 512-927 (Oct 2015) File download instructions at: http://www.scouting.org/scoutsource/boyscouts/advancementandawards/eagleworkbookprocedures.aspx Important: Review entire workbook to learn what needs to be done before action can be taken (e.g., obtain fundraising plan approval from council before fundraising) Reference and attach additional pages when space in form is insufficient Before and after photos are extremely helpful u Identify project concept, project coach and discuss concept with unit leader, project coach and/or parents u Minquas District Eagle Service project evaluators are: For Troops 85, 112, 272, 277, 292, 404, and 430 Ø Tom Ellis [contact: tgellis@outlook.com / (610) 358-1394] For Troops 154, 191, 225, 260, 316, 493, 605, 916 and others Ø Karlis Ulmanis [contact: kulmanis@msn.com / (610) 675-9071] u Optional: Run concept by your district project evaluator (see above) u Develop and document project proposal (Project Workbook proposal pages B to E) u Obtain proposal approvals in writing (Project Workbook Proposal Page E) from: Scout candidate Unit leader Unit committee Beneficiary u Send to district project evaluator (see above) for district approval: 1. Project proposal (Project Workbook proposal pages B to E) and any supplemental documentation 2. Scanned copy of approval signatures (Project Workbook Proposal Page E) if Project Workbook is e-mailed Note: Project Workbook page numbers in this document are specified for a blank workbook. Page numbers may be incremented as data is added to the form. - 2-9/25/16 rev

Minquas District Eagle Service Project Execution & Approval Process (cont d) u Project can begin only after candidate has received written approval of project proposal from their district project evaluator u Research and develop final project plan (Project Workbook project plan pages A to E) Identify potential problems Develop contingency plans Recommended: Review plan with unit leader, project coach and/or parents u Fundraising must be pre-approved by District Executive, David Bryan [contact: david.bryan@scouting.org / (484) 654-9210] Use fundraising application (Project Workbook fundraising application pages A & B) approved by: Beneficiary Unit leader District Executive (last) Exemptions from council approval: contributions from beneficiary, Eagle Scout Candidate or his relatives, candidate s unit, unit members or their parents or candidate s unit chartered organization u Carry out project u Complete project report (Project Workbook project report pages A to C) approved by: Scout candidate Unit leader Beneficiary u Optional: Run completed Project Workbook by their district project evaluator before turning into council u Final evaluation made by Eagle Board of Review u Contact district advancement chairman, if you have any questions regarding the project execution or approval process Karlis Ulmanis kulmanis@msn.com / (610) 675-9071 Minquas District Advancement Chair Cradle of Liberty Council Boy Scouts of America Note: Project Workbook page numbers in this document are specified for a blank workbook. Page numbers may be incremented as data is added to the form. - 3-1/2/17 rev

Completing Eagle Scout Rank Application u Must use Eagle Scout Rank Application 512-728 (2016) http://www.scouting.org/filestore/pdf/512-728_wb_fillable.pdf u Make sure dates are correct and agree with council records u Cross off optional merit badges not used for required merit badges [Requirement #3]. For example, if you use Lifesaving MB, cross out Emergency Preparedness MB. u Life BOR dates should match [Requirements #1 & 4] u Leadership period should be after Life BOR date [Requirement #4] u Project hours [Requirement #5] must match total hours reported on Project Report Page B of Eagle Scout Service Project Workbook u Attach a statement of your ambitions and life purpose and a listing of positions held in your religious institution, school, camp, community, or other organizations during which you demonstrated leadership skills [Requirement #6] Include activities in and out (sports, community, band, school, etc.) of scouting Include high adventure camps and leadership training courses attended u Application must be signed by Eagle Scout Candidate, unit leader and unit committee chair u Make copies of application to send to district committee chair before handing in original to council office Note: Project Workbook page numbers in this document are specified for a blank workbook. Page numbers may be incremented as data is added to the form. - 4-9/25/16 rev

Minquas District Eagle Board of Review & Eagle Certification Process Unit Leader or Designee 5 reference letters (sealed) Eagle Scout Candidate Minquas Eagle Board Chair Minquas District Eagle Board Members! Eagle Rank Application [original] Eagle Project Workbook [original] Requirement #6 attachments Receipt acknowledging data package submittal and date Collated each secured with a binder clip Eagle Rank Application [2 copies] Eagle Project Workbook [2 copies] Requirement #6 attachments [2 copies] Copy of blue cards (6 to 8 per page) [3 copies] Troop advancement report (e.g., TroopMaster) [3 copies] Council approved Eagle Rank Application [original] Eagle Project Workbook [original] Requirement #6 attachments Eagle Rank Application Eagle Project Workbook Requirement #6 attachments 5 reference letters Copy of blue cards Troop advancement report National BSA Office Cradle of Liberty Council Office* Eagle Rank Application [original] (after Board of Review with district approval) Verification Approval Karlis Ulmanis kulmanis@msn.com / (610) 675-9071 Minquas District Advancement Chair Cradle of Liberty Council Boy Scouts of America * Cradle of Liberty Council 1485 Valley Forge Road Wayne, PA 19087-5 - 9/25/16 rev

Getting an Eagle Board of Review Scheduled 1) Scout submits to Council * (before 18 th birthday) Original Eagle Scout Rank Application 512-728 (2016) Original Eagle Scout Service Project Workbook [Requirement #5] 512-927 (Oct 2015) Statement of life ambitions and life purpose [Requirement #6] Listing of positions held in your religious institution, school, camp, community, or other organizations including honors and awards received during this service [Requirement #6] Get dated verification receipt that materials turned in to council (recommended) 2) Scout submits to District Eagle Board Chair Three collated copies each bound with a binder clip of Same items as in #1 above, but 2 copies required 3 copies required Eagle Scout Rank Application 512-728 (2016) [copy of what was submitted to council] http://www.scouting.org/filestore/pdf/512-728_wb_fillable.pdf Eagle Scout Service Project Workbook 512-927 (Oct 2015) Statement of life ambitions and life purpose [Requirement #6] Listing of positions held in your religious institution, school, camp, community, or other organizations including honors and awards received during this service [Requirement #6] Three copies of your merit badge blue cards (6 or 8 per page) showing counselor name Three copies of troop s advancement report (e.g., TroopMaster) showing candidate s advancement history and merit badges earned 3) Unit Leader (or designee) submits to District Eagle Board Chair Five (or six with employer) written recommendations from your references listed on your Eagle Scout application in their originally sealed envelopes 4) District Eagle Board Chair Upon completion of items 1, 2 and 3 above and authorization from council/national: Assigns candidate to Eagle Board of Review opening; Note: All material in items 2 & 3 above should be received by the 1 st Wednesday of the month for which the Board of Review is requested. Notifies candidate and Scoutmaster of board of review date Distributes candidate information to board members Karlis Ulmanis kulmanis@msn.com / (610) 675-9071 Minquas District Eagle Board Chair Cradle of Liberty Council Boy Scouts of America * Cradle of Liberty Council 1485 Valley Forge Road Wayne, PA 19087-6 - 9/25/16 rev

Form Letter to Request Personal Reference Dear Personal Reference Name, Date In my final step to becoming an Eagle Scout I must provide written personal references to the Eagle Board of Review attesting to my adherence to the Scout Law and Oath in my everyday life. Would you be willing to provide a written reference for the Eagle Board? Below is a copy of the Boy Scout Law and Oath for your reference. Please add anything else that you feel that the Eagle Board should consider in making their decision. This reference will be kept confidential. Please return your input in a sealed envelope marked with your return name and address and Eagle Scout Reference for Eagle Candidate Name on the outside of the envelope to: Unit Leader Name Address City, State zip code who will forward it to the Eagle Board. Thank you for your input. Sincerely, Eagle Candidate Name Scout Law: A Scout is trustworthy, loyal, helpful, friendly, courteous, kind, obedient, cheerful, thrifty, brave, clean and reverent. Scout Oath: 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. - 7-5/11/12 rev

Minquas District Eagle Board of Review Details u Held at Delaware County Courthouse in courtroom #3 o Address: 201 W. Front Street, Media, PA 19063 o From N. Orange & W. 2 nd Streets walk across courtyard to guarded entrance (see below) o Guards can direct you to courtroom #3 u Boards of Review start at 7:30 p.m. (plan on being there by 7:15 p.m.) and end between 9 and 10 p.m. depending on the number of candidates and questions u Candidates: o o o Should be dressed in full Class A uniform with their MB sash Should have somebody, usually their Scoutmaster or parent, attend to present them to the Eagle Board Can bring family and friends to watch the proceedings and take photos Delaware County Courthouse, Media, PA W. 3rd Street N. Orange Street N. Olive Street W. Front Street Karlis Ulmanis kulmanis@msn.com / (610) 675-9071 Minquas District Eagle Board Chair Cradle of Liberty Council Boy Scouts of America - 8-5/11/12 rev

Required Signatures Eagle Scout Service Project Workbook Proposal Scout candidate Unit leader Unit committee Beneficiary District representative (last) Fundraising Applications (if applicable) Beneficiary Unit leader Submit to District Executive District Executive (last) Project Report Scout candidate Beneficiary Unit leader Submit to Council Eagle Scout Rank Application Scout candidate Unit leader Unit committee chairman Council Eagle BOR chairman Eagle BOR member Scout executive Submit to Council - 9-1/11/15 rev