We Own Adventure

Scouting News for the DC Metro Area

The Scouter Digest Staff

Guidance on Advancement During COVID-19

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This guidance provides districts and units within the National Capital Area Council guidance and answers too many of the questions being asked during the COVID-19 crisis.  This guidance has been revised following Virginia, Maryland, and District of Columbia “stay at home” orders, BSA and NCAC guidance, and many of your questions.  This information will be posted on the NCAC website under Advancement and distributed widely to districts and unit leaders.  If you have a question or need clarification, your district leaders should be your primary source for answers.

Scout / Adult Meetings (see Guidelines for Virtual Meetings – https://weownadventure.com/ncac-guidance-on-virtual-meetings-with-youth/)

  • Merit Badges, Unit Leader Conferences, Boards of Review for Tenderfoot through Life
    • Even though groups <10 can meet, all in-person meetings for rank advancement, merit badges, unit leader conferences, or boards of review are non-essential per Executive Orders from Virginia, Maryland, and the District of Columbia
    • Before scheduling something, review latest government and chartered organization requirements for your location which are subject to change as this situation evolves.
    • Any meetings in support of these activities must be conducted via video-conferencing, telephone, or other electronic means
    • Ensure youth protection policies and guidance are observed at all times
    • Of the carriers we surveyed, currently only Zoom complies with our age requirements; check with your carriers for compliance before choosing
      • Zoom – https://zoom.us/ allows for users under 13, is in use for K-12 programs and is broadly approved for use in schools.
        • The free Zoom account is limited to 40-minutes
        • A unit can create one plan with a single host for its activities, provided that only one meeting at a time is scheduled
      • Be mindful of sharing usernames and passwords for the account and consider using a new email account tied to the troop committee or leader that is not used for other accounts
    • Meeting Guidelines and Rules
      • Meeting Password – Require meeting password so the meeting is secure.
      • Audio – Use of computer audio is best, so you can clearly understand who is speaking and listening as they are required to login.
      • Meeting Options – Disable the Join Before Host feature so early callers cannot access before required adult supervision is present
      • The moderator can control muting for all participants; the moderator can designate a co-host to provide administrative support
      • Enable waiting room – To keep early arrivals in a queue.  You can then add everyone when the adult supervision requirement is met
    • Additional ZOOM Settings – adjust the settings here – https://zoom.us/profile/setting
      • Host video — ENABLE
      • Participants video — DISABLE
      • Join before host — DISABLE
      • Embed password in meeting link for one-click join — ENABLE
      • Require password for participants joining by phone — ENABLE
      • Mute participants upon entry — ENABLE
      • Chat — ENABLE
      • Prevent participants from saving chat — DISABLE
      • Private chat — DISABLE
      • Autosaving chats — ENABLE
      • Automatically save all in-meeting chats so that hosts do not need to manually save the text of File transfer — ENABLE
      • Allow host to put attendee on hold — ENABLE
      • Allow hosts to temporarily remove an attendee from the meeting. — ENABLE
      • Screen sharing — ENABLE
      • Remote control — DISABLE
      • Breakout room – ENABLE if enough adults present for patrol or den meetings (or set up separate online meetings for this)
      • Far end camera control — DISABLE
      • Identify guest participants in the meeting/webinar
      • Waiting room — ENABLE
      • Show a “Join from your browser” link — ENABLE
      • Mask phone number in the participant list — ENABLE
    • Guidelines for other platforms
      • Check the terms and conditions for the online service to make sure that the service allows for users under the age of 13

Rank Advancement

  • No changes, no exceptions to requirements unless approved by NCAC ARC through Guide to Advancement processes
  • Unit leaders, without altering rank requirements, should be creative when looking for ways to verify a Scout has completed a “Show” or “Demonstrate” requirement
    • Youth may take a picture of their completed activity/requirement or video and share the work with unit leaders
  • To comply with youth protection policies, all communications from youth should be sent to at least two adults
  • Parents or guardians may send advancement work on behalf of their child
  • The definition of a Patrol has not changed and consists of a group of Scouts led by a Patrol Leader that is part of a Scouts BSA Troop
  • Likewise, the definition of camping nights has not changed; camping nights need to be in patrols.  Virtual camping (e.g., in your tent alone in your house or backyard, connected by Zoom to your unit) does not qualify as camping nights – even though it may be fun!

Merit Badge Group Instruction Guidelines

  • Approvals – refer to the NCAC Policy on Merit Badge Group Instruction summarized here
    • A troop or crew can use group instruction of merit badges within their unit without seeking approval from the council or district
    • If a unit decides to offer a merit badge opportunity to Scouts outside their unit (does not apply to a pair of Family Scouting troops), an individual counselor can solicit Scouts, or the district may sponsor the event; in either case, the counselor must get district advancement committee approval to conduct the event
    • The district advancement committee needs the opportunity to ensure compliance with the GTA guidance on group instruction, including a review of the material for the course
  • Blue Cards
    • An e-mail from the unit leader will suffice as the first signature for the Scout on a blue card – it is simply an acknowledgement  that the unit leader has discussed the merit badge with the Scout and he has recommended at least one counselor
    • For NCAC sponsored merit badge classes, a blue card will be generated and sent to the Scout once the Scout has completed the requirements
    • For unit merit badges, blue cards can be exchanged once unit meetings restart
  • Group Size
    • Each counselor is responsible for determining the best class size for their badge
      • Set the size to ensure each Scout receives high-quality, personal instruction and benefits from the counselor’s unique knowledge
      • Don’t focus on the number of Scouts who can take a class or complete a badge
    • Regardless of group size, each Scout must still “actually and personally” fulfill each requirement
    • For larger groups, multiple qualified instructors may be necessary to assist the primary merit badge counselor in order to ensure Scouts receive individual attention
      • Additional instructors should be knowledgeable about the merit badge subject, but they do not necessarily need to be registered as merit badge counselors
  • Completing Requirements
    • Make certain each Scout personally completes each requirement; some ideas to accomplish this are:
      • Create a Gmail address for Scouts to send written work
      • Use Zoom (see below) to view each Scout completing a task
      • Use Zoom (see below) with conversation muting to listen to each Scout provide the answer to a requirement
    • Group instruction does not mean group testing
    • Each Scout must complete each requirement as written, without exception
  • Worksheets
    • Counselors can use worksheets to assign work on some types of requirements to Scouts
    • Scout may also use worksheets to refresh their memory during testing on requirements
    • Completing an entire worksheet does not constitute completing a merit badge

Merit Badges On-Line (see Guidelines for Virtual Meetings – https://weownadventure.com/ncac-guidance-on-virtual-meetings-with-youth/)

  • Cyber Chip – not required to participate in an on-line merit badge course, just a good idea
    • Youth should earn or renew their Cyber Chip prior to participating or it can be a requirement during the first meeting.
    • Instruct Scouts to use public communication methods or to include a parent/guardian for all communication with adults.

Lone Scouts

  • Requests to re-designate Scouts as Lone Scouts will not be approved for the purposes of effecting advancement requirements during COVID-19

Registration Beyond the Age of Eligibility

  • No change to the process

Active Participation

  • Time missed due to canceled unit meetings still counts
  • Be sure Scout is registered and in good standing
  • The Covid-19 virus is considered a “noteworthy circumstance” – GTA Topic 4.2.3.1.

Positions of Responsibility

  • Units may need to waive normal responsibilities or rethink the expectations.  Units must credit the Scout with time served.  Lack of unit activity because of COVID-19 cannot be held against the Scout.
  • Youth must not be held to unestablished expectations or expectations impossible to fulfill
  • See GTA Topic 4.2.3.4, “Positions of Responsibility,” with its six subtopics.

Eagle Projects

  • The planning and development of an Eagle Scout Service Project can continue consist with the previously mentioned Executive Orders.  Proposals may be approved using electronic means.
  • The conduct of an Eagle Scout Service Project must be put on hold until constraints directed by the Executive Orders are removed.

Eagle Scout Rank Application Verification

  • NCAC is still verifying Eagle Scout Rank Applications prior to the Eagle Scout Board of Review
  • Please be patient as council resources are limited

Eagle Scout Boards of Review

  • An in-person Eagle Scout board of review provides the Scout with an opportunity to learn, grow and celebrate achievements.  It provides the youth with an experience superior to a videoconference Board of Review.  Council can approve extensions to conduct Eagle/Summit/Quartermaster boards of review up to six months after the youth’s 18th /21st birthday.
  • If an Eagle Scout board of review must be convened using videoconferencing, make a request to the NCAC ARC (alandeter@verizon.net), and indicate the following:
    • Scout’s Name, BSA ID, Date of Birth
    • Troop, District
    • Reason for Request including the urgency that argues against holding an in-person Board of Review when conditions allow in-person meetings
  • The recommended platform for conducting the Eagle Scout Board of Review is Zoom
    • Use the settings under Merit Badges On-line
    • Do NOT record the board of review
  • A videoconference board of review needs to comply with the Guide to Advancement (see 8.0.1.6) which basically says:
    • The NCAC is the authority for granting permission to hold a videoconference board of review for the Eagle Scout rank
    • All equipment should be tested ahead of time to provide the best audiovisual experience possible
    • All members of the board of review must be visible to the Scout, and any observers with the Scout must be visible to the members of the board of review
    • No one within hearing range on either side shall be off camera
    • Observers should be minimized
    • For Scouts under the age of 18, a parent or guardian of the Scout, or two registered adult leaders as required by the Guide to Safe Scouting (www.scouting.org/health-and-safety/gss/gss01) who are familiar with these requirements for videoconference boards of review, must be directly present with the Scout at the beginning of the conference
      • The Scouters may be from the nearest council, district, or unit
      • Their role is to verify that the Scout is in a safe environment and that the board of review appears to be in compliance with the requirements
      • Once all the members of the board of review are present on their end of the call and introductions are completed, and the review is about to begin, anyone present with the Scout must leave the room or move out of hearing distance unless they have specifically been approved to remain as observers.
    • Once the review process has been concluded, if the Scout is under age 18, the Scout’s parent or guardian, or two registered adult leaders must rejoin the Scout; their purpose is to:
      • Be available to answer any questions that may arise
      • Join in the celebration of the Scout’s accomplishment, or
      • Be party to any instructions or arrangements regarding the appeals process or the reconvening of an incomplete review

Board of Review Extensions – Eagle Scout / Summit / Quartermaster

  • NCAC will grant extensions to conduct Eagle/Summit/Quartermaster boards of review up to six months after the youth’s 18th/21st birthday (see GTA Topic 8.0.3.1 (Eagle Scout Board of Review Beyond the 18th Birthday))
  • Please ensure the following is done prior to making the request:
    • The Eagle Scout Service Project Report is complete and signed
    • The Statement of Ambitions and Life Purpose and List of Leadership Positions, Honors, and Awards are done
    • The ESRA is done, signed, and verified through NCAC
    • The information for the reference letters has been provided to the unit and the unit has made the requests
  • To receive permission to hold an Eagle Scout Board of Review between 3 months and 6 months following the Scout’s 18th birthday, the Scout, parent, unit, or district should send a request to the NCAC ARC (alandeter@verizon.net), and indicate the following:
    • Scout’s Name, BSA ID, Date of Birth
    • Troop, District
    • Reason for Request

Eagle Scout Packages

  • Electronic or digital signatures are acceptable for Eagle/Summit/Quartermaster packets/applications through September 30, 2020
  • After a successful Eagle Scout Board of Review, the unit or family should hold onto completed packages until travel restrictions are relaxed and they can be dropped off at NCAC for processing

Request for Extension of Time to Earn Eagle Scout / Quartermaster / Summit Rank

  • COVID-19 Exclusive
    • NCAC Approval by ARC Chair or Program Director
      • Effective now through September 30, 2020
      • Complete and submit the Request for Extension per the instructions on the form
    • Duration
      • For Eagle, the extension will be for 3 months from the Scout’s 18th birthday
      • For Summit/Quartermaster, the extension will be for 3 months from the youth’s 21st birthday
    • Limitations
      • COVID-19 disruptions are the only circumstances that delayed work on advancement requirements, such as the service project or merit badges
      • Extensions shall only be granted to youth in Scouts BSA who have already achieved Life rank
      • Upon receipt, the council will review the request and approve, if appropriate
        • A written response stating the outcome of the extension request will go to the youth and unit leader identified on the request
        • If approved, the notification must be attached to the youth’s Eagle/Summit/Quartermaster rank application
      • Upon turning 18, the Scout must submit a completed adult application and successfully complete YPT; their participant code will now be UP for SBSA or VP for Venturing and Sea Scouting
      • Extension requests for more than 3 months beyond the youth’s 18th/21st birthday must be sent to the National Service Center following the process outlined in the GTA
    • Request for Extension Content
      • Scout’s Registered Name, E-Mail, Contact Number, BSA ID, DoB
      • Troop, District
      • Life Scout Board of Review Date
      • Description of Eagle Project
      • Reason for Delay
      • Adult’s Name, E-Mail, Contact Number
  • Non-COVID-19 Related or Mixed Explanation
    • Only for the Eagle Scout rank (see GTA Topic 9.0.4.0) or for Venturing Summit or Sea Scout Quartermaster (see GTA Topic 4.3.3.0)
    • The five tests still apply under 9.0.4.0.
    • Contact NCAC ARC Appeals and Extensions Coordinator (Brad Scales, msva_tenor@yahoo.com), reference the Eagle Scout Procedures Guide, or NCAC website under Eagle Scout Information for additional details
    • If youth have already received an extension they can request additional time due to COVID-19 through the NCAC ARC

NCAC Guidance on Virtual Meetings with Youth

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In certain circumstances, because of distance or sheltering-at-home, virtual meetings including youth membership is necessary. This can be for a Board of Review (covered by GTA 8.0.1.6), merit badges, or working on STEM or Hornaday awards with counselors and mentors. The National Capital Area Council, Boy Scouts of America, set this guidance for council, districts and units so that we can provide a way for Scouts and Scouters to interact adhering to our Youth Protection guidelines.

Approvals

  • Merit Badge:  refer to the NCAC Policy on Merit Badge Group Instruction summarized below.
    • A troop or crew can use group instruction of merit badges within their unit without seeking approval from the council or district.
    • If a unit decides to offer a merit badge opportunity to Scouts outside their unit, an individual counselor solicits scouts, or the district sponsors such an event, they must get district advancement committee approval to conduct the event. This affords the district advancement committee the opportunity to ensure compliance with the GTA guidance on group instruction.
  • Preapprovals are only necessary for Merit Badges. STEM Nova or Hornaday awards, for example, do not require a preapproval, but still require an approved STEM Nova counselor, Supernova mentor or Hornaday adviser.
  • Outside organizations to the BSA must always receive council approval

Guidelines

  1. Check the terms and conditions for the online service to make sure that the service allows for users under the age of 13.
  2. Online meetings require the presence of adults to be in compliance with BSA Policy.  Be sure to review the Guide to Safe Scouting for adult Supervision requirements — https://www.scouting.org/health-and-safety/gss/gss01/.
  3. Youth should earn or renew their Cyber chip prior to participating or it can be a requirement during the first meeting.
  4. Instruct Scouts to use public communication methods or to include a parent/guardian for all communication with adults.

Methods that work

Of the carriers we surveyed, currently only Zoom complies with our age requirements. Check with your carriers for compliance before choosing.

Zoom https://zoom.us/ allows for users under 13, is in use for K-12 programs and is broadly approved for use in schools. The free Zoom account is limited to 40-minutes. A unit can create one plan with a single host for its activities, provided that only one meeting at a time is scheduled.  Be mindful of sharing usernames and passwords for the account and consider using a new email account tied to the troop committee or leader that is not used for other accounts. The next section has some example settings for Zoom.

One good practice is to set up a new GMAIL account for the service and then sharing the login information to schedule and host meetings with the appropriate adults.

Zoom example settings

Recommended Meeting Options

  • Meeting Password – Require meeting password so the meeting is secure.
  • Audio – Use of computer audio is best, so you have a clear record of who is speaking and listening as they are required to login.
  • Meeting Options
    • Disable join before host – DISABLE so early callers cannot access before required adult supervision is present
    • Mute participants upon entry – to keep the noise down, unmute speakers as it is their turn to talk per the agenda
    • Enable waiting room – To keep early arrivals in a queue.  You can then add everyone when the adult supervision requirement is met

Additional Settings

For further compliance please adjust these settings here – https://zoom.us/profile/setting

  • Host video — ENABLE
  • Participants video — DISABLE
  • Join before host — DISABLE
  • Embed password in meeting link for one-click join — ENABLE
  • Require password for participants joining by phone — ENABLE
  • Mute participants upon entry — ENABLE
  • Chat — ENABLE
  • Prevent participants from saving chat — DISABLE
  • Private chat — DISABLE
  • Autosaving chats — ENABLE
  • Automatically save all in-meeting chats so that hosts do not need to manually save the text of File transfer — ENABLE
  • Allow host to put attendee on hold — ENABLE
  • Allow hosts to temporarily remove an attendee from the meeting. — ENABLE
  • Screen sharing — ENABLE
  • Remote control — DISABLE
  • Breakout room – ENABLE if Enough adults present for patrol or den meetings (or set up separate online meetings for this)
  • Far end camera control — DISABLE
  • Identify guest participants in the meeting/webinar
  • Waiting room — ENABLE
  • Show a “Join from your browser” link — ENABLE
  • Mask phone number in the participant list — ENABLE

Online Help

See https://bit.ly/2Ud61Nl  for more information from Zoom.

Useful video quick tutorials are provided here — https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials

Full support is here — https://support.zoom.us/hc/en-us

To learn more please visit https://zoom.us/ and if you have any questions please contact your District Executive.

The NCAC Marketing & Communications Committee also put together this training:

Troop 976 Take Virtual Meetings in Stride

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Following the words of the Boy Scout motto to “Be Prepared”, Troop 976 of Our Lady of Good Counsel in Vienna, Va did just that and more this week. In this time of uncertainty and social-distancing due to the coronavirus, the leadership and scouts of Troop 976 rallied to continue with their regularly scheduled Wednesday evening Troop meetings. Instead of holding a meeting as they usually do in the Counsel Room at OLGC they took it online!

On Wednesday March 11th 27 Scouts of Troop 976 utilized online video teleconferencing via Zoom to participate in their meeting. This inaugural approach went extremely well keeping the Troop not only on schedule but connected with one another. Scoutmaster Abe Bacarra set up the teleconference and laid out ground rules with the Scouts at the start to help the boys understand Zoom’s features and to also help in keeping the meeting under control. For example, virtual handraising was one of the many areas instituted with the boys to insure a forum where each boy could follow the discussion and also participate.

As moderator, Mr. Bacarra had planned initially for a 10 -15 minute virtual Troop meeting to see if the approach was even viable but their meeting lasted for 45 minutes and could have gone longer. The Scouts were not only engaged but excited to be continuing in some format with their normal routines. The Scouts followed a pre-set agenda that was listed on screen. An unexpected side benefit emerged in that there was even more participation than usual from the younger scouts as the format seemed to help with any hesitation to participate.

“The Scouts took the virtual meeting in stride,” Scoutmaster Abe Bacarra said. “I think this is indicative of their generation where they have been exposed to computing/mobile devices from an early age. The virtual meeting is in line with current distance learning efforts. The boys are so adept with this technology that they may be helping their parents setup Webex and Zoom sessions for their office meetings.”

Due to the great success of the meeting last Wednesday the Troop plans to continue using the online format for their weekly Troop meetings as long as social distancing is necessary. In fact, Troop elections for Scout leadership positions are scheduled for next week and will continue now online. The Scouts are not the only ones going online. On the same night the Troop’s adult comprised Committee meeting led by Committee Chair Pete Thiringer took place via teleconference as well. Even more, there are plans already in process to hold virtual scout Boards of Review (needed for rank advancement) next week. Troop 976 is not only remaining “Prepared” but keeping their close connections during these unprecedented times.

Pack 1859’s Journey to Earn the NCAC Outdoor Ethics Awareness Award

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Cubs in Pack 1859 from Sully District are earning the NCAC Outdoor Ethics Awareness award for Cubs. Before the recommendations to suspend all in-person Scouting events, they dedicated their last pack meeting to Outdoor Ethics and Leave No Trace!

Pack 1859 holding Leave No Trace reference cards.

The NCAC Outdoor Ethics Awareness Award has 4 requirements.
1. Cubs and Scouters recited the Outdoor Code together as a pack. The Outdoor Code captures the essence of the Scouting Outdoor Ethic and establishes our aspirations and commitment.

2. They viewed the Leave No Trace video, produced by the National Park Service and the Leave No Trace Center for Outdoor Ethics. This video introduces the 7 principles of Leave No Trace.

3. Cubs and Scouters learned some of the principles by playing interactive games with a person who has taken the Outdoor Ethics Orientation, the Leave No Trace Trainer course, or the Leave No Trace Master Educator course. They played the trash timeline, the durable surface game, a wildlife habitat matching game, the animal vault game, and the thumb trick.

Cub Scouts determining whether surfaces are durable for hiking.
Learning the Thumb Trick to respect wildlife by keeping a safe distance.

4. At home with an adult they will take the Leave No Trace online awareness course. This online course can be tricky, even for adults, so do your best.

The NCAC Outdoor Ethics Awareness Award for Cub Scouts .

To learn more about LNT check out their online awareness course!

Life Scout Donates to Fisher House Foundation

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My son, Andre Jackson is a Life Scout with Troop 29 (Patuxent District) has recently donated greatly needed items to the Fisher House Foundation at Andrews Joint Airforce Base on Friday, March 13th. His Eagle Service Project campaign, “Helping Those Who Help Others” for the benefit of the Fisher House Foundation, collection drive ran from January 31, 2020, and ended on March 13th, 2020. He collected donations from his Troop family, neighbors, his classmates at the Lab School of Washington and his church member at Largo Community Church. He collected and donated the following items:

106 Rolls of Paper Towels 
40 Clorox Disinfecting Wipes
39 Hand Sanitizers ( 4 – 32-ounce bottles, 20 – 8-ounce bottles, 7 – 12-ounce bottles, and 8 – 2-ounce bottles) 
189 K-cups assorted coffees and teas
26 Hot Chocolate packets
45 Cheez-it Snacks
42 Snack Pack Assorted Chips
30 Frito Lay Baked Mix Chips
36 Pringles Variety Pack Chips
36 Quater Chewy Bars
64 Soft Chewy Granola Bars
18 Breakfast Bars
48 Nabisco Nutter Butter Cookies
24 Animal Cracker snack packs
4 packs of Reynolds wrap
2 20-bags Quart size storage
2 13-bags tall Kitchen
4 V05 Shampoos (15 oz/each)
2 Tides Liquid Detergent

In the middle of his service project, the Coronavirus 19 news broke here in America and affected the amounts of donations, especially the Clorox Disinfecting wipes and hand sanitizers. Ms. Veronica Harris, who is the house manager at Fisher House JAFB, was astonished at the amounts Clorox wipes and hand sanitizers Andre was able to collect. Her staff and she was so grateful to Andre achieving so much during the times when those items are sold out in the stores. I’m very proud of my son’s effort and dedication to helping others. He is a leader in his Troop and his school as the vice president of the student body at Lab School of Washington.

Today, he is adjusting to the new reality the Coronavirus 19 has caused such as distance learning from home and his plans to complete his Eagle Board of Review this next month. He has been a blessing helping out with cooking for his grandparents who live with us and keeping them calm during the pandemic. I wanted to share his completed service project and pictures of his journey towards his Eagle Rank to bring joy during these trying times. He cannot wait until this crisis is over so we can meet face-to-face with his troops, friends, classmates and other family members. Funny thing, yesterday he actually told me he misses going to school and seeing his classmates.

Try Your Orienteering Skills!

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Troops & Venturing units are challenged to test (and learn!) map skills at the 44th Annual Maryland Scout Orienteering Day Oct. 24, 2020 at Patuxent River Park near Upper Marlboro. Event cost is $4.00 per participant including patches, plus, if camping, an extra $2 per person per night.

Last year’s event had 69 units, 507 youth (60 girls), plus 160 adult orienteering participants. #myNCAC Scouts had their usual great results, with nine of the top twelve troop awards. Troop 111 from Chain Bridge District, Arlington, was the top NCAC troop. Scouts from 20 different troops nabbed spots in the top 23 individual awards. Nate Beardmore of Troop 347, Western Shores (Prince Frederick) was the overall winner.

Register online at www.BaltimoreBSA.org/orienteering by October 18, 2020. No Cubs, no Webelos. Come for the day, or camp one or two nights. Self-guided map instruction starts off the day, designed for beginners to this forest navigation map sport; intermediate and advanced levels are also included.