We Own Adventure

Scouting News for the DC Metro Area

Scouting At Home

Cub Scouts and Leave No Trace During the COVID-19 Pandemic

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During the 2019-2020 Scouting year, Pack 18 (for Girls & Boys) worked diligently to fulfill the four requirements for the National Capital Area Council’s (NCAC) Outdoor Ethics Awareness Award. Then in March 2020; the COVID-19 pandemic became the focus of our lives, the Governors of Virginia and Maryland issued stay at home orders and schools were canceled for the remainder of the year. The once uncommon term called social distancing became a term that everyone quickly understood. Then the question became, “To Scout or not to Scout” and then “What is the best way to connect with our Scouts and their Caring Guardians”.

Instead of waiting, Pack 18 (for Girls and Boys) decided to complete their Outdoor Ethics Awareness Award requirements. They worked with Council to modify any outdoor events for the new reality of indoor activities as well as to comply with social distancing guidelines.

This decision to proceed with Scouting added some normalcy into the lives of the Scouts and allowed them to complete a goal that they worked so hard to achieve. The Scouts in Pack 18 (for Girls & Boys) really liked using Zoom video technology because they could see the presenter’s videos and slide show as well as the ability to socialize with each other.

For the 2019-2020 Scouting year Pack 18 (for Girls & Boys) had nine Scouts complete the four requirements for the NCAC Outdoor Ethics Awareness Award. Of those Scouts, they all completed at least three requirements and some Scouts completed all four requirements with online video conferencing technology and indoor events.

Despite having to adapt to life in a COVID-19 environment, Pack 18’s Scouts pivoted and are now able to wear the NCAC Outdoor Ethics Awareness Award on their chests. When the Scouts realized that they had completed this achievement, the Scouts cheered and clapped very loudly – – it certainly made the decision to continue Scouting very worthwhile for them and their community!!!

Brent C. Purcell
Cubmaster Pack 18 (for Girls & Boys)
Leave No Trace Instructor
Wood Badge N6-82-18-2
Mattaponi District, National Capital Area Council

From Afghanistan to America: How Two Scout Troops Reached Across Cultures

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What happens when you put two Scout Troops from across the globe together with an internet connection and a combined desire to learn and engage? You get an amazing dialogue of discovery and a realization that as Scouts, they’re more alike than different.

Earlier this month, Scouts from Troop 1345G in Burke Virginia met over video with Scouts from Troop 2 in Kabul Afghanistan to learn, share, and discover. In that 90 minutes over webcams, microphones, and videoconferencing app Zoom, they learned so much of not only what makes them so different but also what makes them so similar.

The special meeting, organized by one of the Troop 1345G’s First Class Scouts, was inspired by Lt Col Natalie Trogus of the United States Marine Corps and Kabul-based nonprofit, PARSA, who led the effort starting in 2008 to restore the Scouting movement in Afghanistan following years of conflict. Lt Col Trogus, currently deployed in Kabul as a Gender Advisor to the Afghan Ministry of Defense, is a parent of one of Troop 1345G’s Star Scouts and serves as one of the Troop’s Assistant Scoutmasters.

Aided by an interpreter, the Scouts shared examples of each country’s traditions, values, and holidays. They spoke about favorite foods and hobbies, about school subjects and sports. The struggled a bit with unfamiliar expressions and explaining traditional foods but soon realized they had so much in common.

You see, as Scouts under the World Organization of the Scout Movement (WOSM), these young women in Afghanistan and the United States are both learning and experiencing the essence of Scouting. Over the course of the meeting, they quickly recognized Scouting in both countries focus on life skills, environmental conservation, service to community, and leadership. They learned that they all work on merit badges and strive toward similar advancements and ranks. They could see that their uniforms were more similar than different.

They also realized that despite the different languages and cultures, they share the values and passions of Scouting.

The connection across these two Troops is just starting, with traditional recipes being shared and relationship starting to form, both Troops plan to stay in touch. Through events such as the worldwide Jamboree on the Internet and on future videoconferences, these two sets of young women will continue to break down national and cultural barriers all under the umbrella of Scouting.

About Scouting in Afghanistan

Scouting is a tradition in Afghanistan which goes back nearly 90 years. At its height, there were over 36,000 Afghan youth actively participating in troops around the country, however the program disappeared after the Soviet invasion of 1979 and subsequent years of conflict. Fast- forward to 2008, when the movement was relaunched by a group of dedicated Afghans leaders working together under the guidance of a local nonprofit called PARSA. PARSA raised funds to start two troops in local Kabul orphanages, and the modern Afghan Scouts were born.

Today, PARSA’s Afghan Scouts have over 2,000 youth active in 18 of Afghanistan’s 34 provinces. In January 2020, Afghanistan rejoined the World Scout Movement as the 171st member, which sets the stage for the Afghan Scouts to become the primary youth leadership program in the country. Their goal is to have 100,000 Afghan youth participating in Scouting by 2030.

Afghan Scout troops are led by enthusiastic volunteer Scout Masters who are trained by senior PARSA Scouts and supported by WOSM. Scouts participate in similar activities to their peers around the world: troops meet weekly, earn merit badges, host an annual Camporee in the summer, and conduct regular community service activities such as tree planting, distributing cloth shopping bags as part of the “Say No to Plastic” campaign, donating libraries and science laboratories to local schools and orphanages, and distributing care packages to hospitals.

About Scouts BSA Troop 1345G 

Scouts BSA Troop 1345G, sponsored by the Burke Centre Conservancy, was founded in February 2019, following the announcement from Boy Scouts of America that girls were permitted to become full participants in the BSA program. The all-female Troop follows the same curriculum and leadership model as Boy Scouts of America has for over 100 years. The troop is led by the girls, elected by their peers and mentored by adult leaders, and focuses on adventure, leadership, learning and service. Girls will also be able to earn the well-respected Eagle Scout award.

In the year since its founding, the Scouts of Troop 1345G have backpacked, canoed, climbed, swam, and volunteered their way on the journey towards Eagle Scout, all under the historic Boys Scouts of America program. Scouts BSA is a year-round program for youth 11-17 years old that provides fun, adventure, learning, challenge, and responsibility to help them become the best version of themselves.

NCAC Virtual Meetings Webinar

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The National Capital Area Council invites you to a meeting…. about meetings. Join us for a webinar to learn strategies for conducting engaging and safe meetings online. 

The Marketing and Communications committee has set guidelines for best practices that will help you succeed in unit meetings and online programming. We will hear from both key volunteers and from a Scouts BSA troop about their experiences.

This webinar is open to all unit leaders and youth leaders.  

Youth members participating should have a parent/guardian’s permission to attend and should be supervised per their family’s standards.

* How to safely hold meetings online
* Suggested technology
* Online meetings and youth protection
* Strategies to encourage participation
* Council’s published guidelines related to online activities and advancement
* Virtual tours and quiz engines

This is a 40 minute presentation followed by 20 minutes for open questions.
Time: Apr 9, 2020 08:00 PM Eastern Time (US and Canada)

You are invited to a Zoom webinar. 

When: Apr 9, 2020 08:00 PM Eastern Time (US and Canada) 

Topic: NCAC Virtual Meetings Webinar 

Register in advance for this webinar:

https://zoom.us/webinar/register/WN_HWUfXT_yRlCWRqbVaZ2HsQ

After registering, you will receive a confirmation email containing information about joining the webinar.

NCAC Response to COVID-19

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UPDATE 5/14/2020: NCAC summer camp programs have been cancelled for 2020. Alternative summer programs will be announced soon.

UPDATE 4/30/2020: “Scouting at Home” has been extended until further notice. Please see this post for details.

UPDATE 4/2/2020: The Marriott Scout Service Center will be closed until further notice. Please contact your District Executive or staff adviser for assistance.

As always, your safety and the safety of all our members, volunteers, and employees is our top priority. We know there are questions and concerns about how COVID-19, commonly known as the coronavirus, could affect local Scouting programs in National Capital Area Council. Please know that we are monitoring developments regarding COVID-19 both locally and through the Centers for Disease Control and Prevention (CDC).

The following information regarding local events and prevention measures is based on the latest available guidance. As this is an evolving situation, this information is subject to change. We will continue to update you on relevant developments, and we appreciate your understanding of any necessary adjustments in the interest of health and safety.

Status of Council Events

After much discussion by NCAC’s Executive Board, it has been decided that all in-person Council and District events, activities, and meetings will be postponed or cancelled. This decision has been made out of an abundance of caution and concern for the health of our Scouts, Scouters, and their families.  [Note: this paragraph has been edited. Please see this post for details.]

Further, NCAC strongly suggests that individual Scout units follow this policy. The final decision on continued unit activities will be the responsibility of the unit committee in consultation with their chartered organization and, in some cases, their meeting facilities until such time as new guidance is issued by the CDC. 

We strongly encourage that districts, units, and council committees consider using technology to continue with as many of their normally scheduled meetings and events as possible. Free or low-cost options include Free Conference Call, Skype, and Google Hangouts.

Summer Programs

Currently, all summer programming – day camps, summer camps, etc. – will continue as planned. We will be extending the Goshen early bird registration deadline to April 30 in order to give units more flexibility in planning. The Reduced Price Early Bird Deadline for all NCAC Day Camps and Twilight Camps has been extended through Thursday, April 30.  The Priority Deadline for all NCAC Day Camp and Twilight Camp camperships has also been extended through Wednesday, April 15. 

Council Facilities

The National Capital Scout Shop, and North Virginia Scout Shop will closed indefinitely. Please feel free to find all your Scouting needs on scoutstuff.org!

Our council camping facilities will be closed through April 30. If you have an existing reservation, we will give your unit credit for a future date.

Event Refunds

When possible, we are encouraging events to reschedule for a later date. If you are registered for an event that gets postponed, your registration will be transferred to the new date. If you are unable to attend the rescheduled event, you may request a refund according to our standard policy.

For events that are cancelled outright, we are in the process of reviewing our council refund policy. Given the number of events, and that many events have already incurred substantial costs for supplies and reservation fees, it may be difficult to issue full refunds. Our team is working to determine what is possible.

If you are able to do so, please consider not requesting a refund and allowing your registration fee to support Scouting. This will help us offset the costs and lost income from cancelled events.

BSA Polices to Prevent the Spread of Illness

The Boy Scouts of America continues to have policies and procedures in place that help protect participants from contracting an illness at large Scouting events. These include the Annual Health and Medical Record and the Pre-Event Medical Screening Checklist.

Everyday Preventive Measures

Even with those important policies in place, it is critical that we all take these everyday preventive actions to help prevent the spread of respiratory diseases:

  • Stay home when you feel sick.
  • Avoid close contact with people who are sick.
  • Avoid touching your eyes, nose, and mouth, and wash your hands before and after doing so. 
  • Cover your cough or sneeze with a tissue, then throw the tissue in the trash. If you don’t have a tissue, cough or sneeze into your upper sleeve/elbow, not your hands.
  • Clean and disinfect frequently touched objects and surfaces using a regular household cleaning spray or wipe. 
  • Do not share personal items such as cups, water bottles, eating utensils, etc.
  • Avoid shaking hands. A Scout salute or wave will suffice.
  • Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
  • If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol. Always wash hands with soap and water if hands are visibly dirty.

If you have a fever, cough, or other symptoms associated with COVID-19, or if you believe you may have been exposed to COVID-19, you should isolate and not attend any Scouting events. People who think they may have been exposed to COVID-19 should contact their healthcare provider immediately.

Should you have any questions or concerns about a specific upcoming event or activity, please reach out to your district executive. We will do everything we can to answer your question using the information available to us. 

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: