2013 NCAP Assessor Training

1. 2013 NCAP Assessor Training Michigan Crossroads Council - Flint Office Flint, MI BOY SCOUTS OF AMERICA

2. Agenda • Welcome and Introductions • Overview • Camp Assessment 2013 • How to conduct a Value Added Assessment • National Camp Standards • Standards Review • Q & A • Adjourn BOY SCOUTS OF AMERICA

3. Welcome • Thank You for taking the time to be here today! • Thank You to Jay Sherwood for printing materials • Thank You to Frank Reigelman for providing the delicious Donuts and Coffee! • A Message from Lonnie Herrington - MCC Camping and Outdoor Program Chair • Like us on Facebook: http://www.facebook.com/MMCcamping • Follow us on Twitter: @mcccamping BOY SCOUTS OF AMERICA

4. Lists / Handouts • Attendee Checklists • Attendance / Corrections /Member# • Individual Paperwork / Special items… • 2013 Assessment Team List • Assessment Visit Schedule • 2013 National Camp Standards • Team Visit Materials… • Given to Council Lead/Team Leaders only BOY SCOUTS OF AMERICA

5. 2013 Assessment Team Patch BOY SCOUTS OF AMERICA

6. OverviewWhat is the purpose of this process? • National Camp Accreditation Program - NCAP • Youth and their safety are our #1 concern • Standards are developed to protect the youth, the Council, and the BSA • Helps maintain the entire year’s program • Assists a council to provide a “Mountain-top” experience • Adds a Council component to Assessment BOY SCOUTS OF AMERICA

7. How Did I Get Here ? You were chosen as an Assessor because: • You have shown an interest in camping, health and safety, resident camp programs and property development. • You were selected by your Scout Executive • Demonstrated knowledge and commitment to the reduction of potential camping risks and/or improving camp program quality BOY SCOUTS OF AMERICA

8. Appointment Process • Local councils nominate Scouters each year • Entered at time of online camp application • One year certification – 1 year appointment • Assessor Orientation is a responsibility of the Region/Area • Region/Area is responsible to see that teams follow prescribed procedures BOY SCOUTS OF AMERICA

9. 2013 Information • Assessment Remains an Area Responsibility • Camps are MCC Responsibility • Assessment Teams from Field Service Councils • Council Lead as point of contact • Recruitment • Organization • Follow Up • Team Captain Coordinates Visit • Area Vice-Presidents BOY SCOUTS OF AMERICA

10. Assessment Positions • Regional Assessment Chair • Provides guidance in the Region to all of the Region’s Area Coordinators • Area Assessment Chair • Provides leadership to Area volunteers to visit all facilities • Area Director • Provides guidance and leadership to the Area coordinator • National Outdoor Program Team • Provides support throughout and maintains the official records BOY SCOUTS OF AMERICA

11. Assessment Positions • NCAP Assessment Team Leader • Is the Lead Assessor, appointed by the home Council who guides the process and is an ambassador for the Region and the National Council. • NCAP Assessor: • A trained volunteer that Represents the Region and the National Council • Is the eyes and ears of the National Council and local councils • Helps maintain quality programs in camps to deliver the best and safest possible programs for youth at all BSA facilities. BOY SCOUTS OF AMERICA

12. Team Leader’s Duties • Organizes a Team composed of Trained Assessors from Councils different from the Camp to be Visited • Contacts Frank Reigelman, Outdoor Adventures Director, a minimum of 1 Month before the visit to confirm the date of the Assessment visit • Completes the Score sheets and writes a letter to Joe Diederich, MCC President, about the visit and transmits them to the appropriate contacts • Faxes completed score sheets to National Office and Jason Kasiorek, Area Assessment Chair, prior to leaving camp • Mails copies of all documents within seven days of the visit to the Council, National Office and Jason Kasiorek. • Attends TeamLeader Webinar BOY SCOUTS OF AMERICA

13. Assessment Team Member Duties • Attend Training and Orientation Session Annually • Participate in at least one Assessment Annually • Review all Standards prior to Camp Assessment • Work as Part of a Team! • Use a common sense approach!

14. Report Form BOY SCOUTS OF AMERICA

15. Letter to Council • Opening • Thank attendees / Recognize local council volunteers • Summary • Congratulate them on their achievement / Be positive • Observation / Comments • List all items from other team members. • Can be either positive or improvement suggestions. • Suggest collecting names of staff who are doing an exceptional job for inclusion in this section. • Closing • General thoughts about the assessment visit. • Thank staff for their work in getting the camp to the level of accreditation earned. BOY SCOUTS OF AMERICA

16. 2012 Statistics • 9 Councils • 13 Camps • 18 Inspection Trips • 10 Boy Scout • 7 Cub Scout • 1 COPE / Climbing only (Kiwanis) • 9 Towers/ 7 COPE Courses • 12 Visitation Teams (Representing 8 Councils) • 105 Trained Visitation Specialists • 111 Visitors Performed 135 Visits • 14 Area Vice Presidents Performed Visits BOY SCOUTS OF AMERICA

17. 2013 Projections • 4 Councils • 7 Camps • 9 Assessment Visits • 4 Boy Scout • 5 Cub Scout • 9 Visitation Teams (Representing 4 Councils) • Over 116 Camp Assessors • 24 Area Vice Presidents / Area Committee BOY SCOUTS OF AMERICA

18. Camp Accreditation Process • MCC submits Application To Operate • Region reviews Application and issues 1-5 year authorization – August (Only 3 camps – for 2014 Gerber BS, Cole, Munhacke) • MCC files Annual Intent To Operate • Camps and Dates for upcoming camping season - September • Camp files Declaration of Readiness • Paperwork/Documentation submitted for Assessment Team review - May • Camp Assessment Visit conducted • Accreditation Decision BOY SCOUTS OF AMERICA

19. Authorization • All Camps will be required to complete the following for 2013: • Intent to Operate • Declaration of Readiness • Post Camp / Pre Camp Inspection • These Requirements are to be completed on Rotating Schedule • Application to Operate • Camp Evaluation Tool • Camp Strategic Analysis • Level III Councils – Remedial Action Plan BOY SCOUTS OF AMERICA

20. Application to Operate BOY SCOUTS OF AMERICA • Approved By Regional Camp Accreditation Committee • Based on review of Application for program quality and sustainability • Includes clarification of Standards as appropriate • Affirms Council “Commitments” • Remains in force for 1 to 5 years • May be appealed to Regional Camp Accreditation Committee 20

21. Application Contents BOY SCOUTS OF AMERICA Description of Camps Program Goals Strategic Analysis Short Form Program and Facility Quality and Financial Sustainability Commitments Clarification of Applicable Standards Opportunity to request Variances or Waivers 21

22. Declaration of ReadinessTo be Reviewed by Team before Assessment BOY SCOUTS OF AMERICA • Due May 15 or as established by Area (Allows for Later Camp School Completions) • States Camp is Ready to Operate • May submit Standards and Authorization commitments documentation for review by camp assessment team before visit • Submit the Continuous Camp Improvement Program prior year top/bottom goal report • Post/Pre Camp Inspection • Camp Facilities Evaluation Tool (CFET) 22

23. NCAP ImplementationStart Up Rotation • Pilot, Level III Camps (at least 1/area) 2012 – 2013 • Third of remaining Camps 2013 – 2014 • Third of remaining Camps 2014 – 2015 • Final third of remaining Camps 2015-2016 • Camps may Volunteer to Participate fully in 2013-2014 BOY SCOUTS OF AMERICA 23

24. NCAP Process and Why • This is a National Process • Coordinated through the 28 Areas of BSA • Assessments are performed by Area Volunteer Teams and Staff • Assists the councils by providing guidance for year round programs • Maintains the same standards nationwide • Records maintained in the National Office BOY SCOUTS OF AMERICA

25. Camp Accreditation Process • On-Site Assessment Visit • Certified Camp Assessors • Led by Assessment Team Leader • Scheduled with the Michigan Crossroads Council • Appropriate Council leaders attending. BOY SCOUTS OF AMERICA

26. Assessment Visit Guidelines • Preparation • Prior travel/lodging arrangements, maps, etc. • Review Pre/Post Camp Inspection form and Formal Application to operate Resident Camp. • Understand the standards • Team reviews these in advance • Divide responsibilities to cover camp. BOY SCOUTS OF AMERICA

27. Assessment Visit Guidelines • Day of visit • Uniforming Includes • Official Boy Scout Uniform - Look Sharp! • Visitor Patch • Arrive On Time • Check in as a Visitor at the Camp Office • Most visits start at 9 AM and last 3-4 hours • Lunch usually available • Pay your own way • Bring Training Card & Current BSA Medical Form Part A & B • Be of help to the Council, not a roadblock BOY SCOUTS OF AMERICA

28. Assessment Visit Guidelines • Review / Observe each standard • Use a copy of the Standards at a Glance for reference • Never interrupt an instructor or session • Not just a check off • Document findings • (Good and Bad) • Score Sheet is the permanent record of the visit. BOY SCOUTS OF AMERICA

29. Assessment Visit Guidelines • Completion of Visit • Brief Team Consultation (No private team meetings) • Meet with Council/Camp Representatives • Present Certificate and Flag • Report and letter to: • National (TL Forwards) • Regional Camp Assessment Chair • Area Camp Assessment Chair • Michigan Crossroads Council President • Outdoor Adventures Director • Within 7 days. BOY SCOUTS OF AMERICA

30. Sampling Methods • Observe • Verify Records • Review Procedures • Interview Campers, Staff and Adult Leaders BOY SCOUTS OF AMERICA

31. Assessment Visit Tips • Talk with Scouts • Are you having fun? • What’s your favorite activity? • What did you and your patrol do last night? • How’s the food? BOY SCOUTS OF AMERICA

32. Assessment Visit Tips • Talk with Scout Leaders • Are you and the Scouts having fun? • What do you do during the day? • How many first-time campers are with you this week? • How are the meals? • How many years have you been coming to camp? • Praise in public, criticize in private BOY SCOUTS OF AMERICA

33. Assessment Visit Guidelines • Don’t stray from Standards. • Don’t belabor unchangables. • Don’t compare camps. • Don’t split hairs, complain. • Don’t exclude council volunteers from final assessment report session. • Don’t inspect, nit pick, brow beat. • Relax! This is a dialog… • Help resolve issues! BOY SCOUTS OF AMERICA

34. Key Points • Camp Assessor position is not a right, but an honor – treat it like one • Assessment Visit is not negative – it is positive – Focus on solutions • Ensure visit is good for team and camp • Visit to be • Organized • Professional • Match message to audience BOY SCOUTS OF AMERICA

35. 2013 Pennant

36. Introduction to the Standards 36

37. Categories of NCAP Standards PD 1xx – Program Design & Recommended Practices PS 2xx – Program Substantive & Recommended Practices PT 3xx – Trek Program & Recommended Practices SQ 4xx – Staff Qualification & Training & Recommended Practices HS 5xx – Health & Safety & Recommended Practices FS 6xx – Food Service FA 7xx – Facilities & Recommended Practices AO 8 xx – Administration & Operational Mgt. & Recommended Practices BOY SCOUTS OF AMERICA

38. Project COPE • COPE Standards review will be conducted separately, not in conjunction with Assessment Visit.

39. Why National Standards • Assist councils in conducting programs in a safe manner • Standards represent a minimum level of program required • State and local laws trump BSA Standards (but visit does not assess compliance with laws) • Provides an avenue to accredit a camp that meets the standards • Sets a level of expectation for quality program BOY SCOUTS OF AMERICA

40. NCAP Standard • Title • Revised Date • Applies to: • Standard or Recommended Practice • Specified Requirements of the Standard • Interpretation • Verification

41. NCAP Standard Sample BOY SCOUTS OF AMERICA

42. Standards at A Glance Document Developed to help Navigate the Standards BOY SCOUTS OF AMERICA 42

43. NCAP Scoresheet BOY SCOUTS OF AMERICA There are Four Parts to the NCAP Scoresheet Standards Assessment Scoresheet – Individual Standard Scoring Scoring Continuation Sheet – Used for Findings and listing Deviations Program Narrative Assessment Assessment Recommendations 43

44. Scoring Legend • Using the Scoring Legend • C – Compliant, Full Compliance with Standard • Dv – Deviation, Substantial but not full compliance w/ Standard • NC– Noncompliant, Deficiency, Failure to comply with Standard or Recommended Practice • NA – Not Applicable to the Camp Refer to Pages 10-18 of the 2013 Standards for Greater Definition on Scoring BOY SCOUTS OF AMERICA

45. Scoring Legend - # Designation • # - If a Deviation (Dv) or Non Compliance (NC) occurs while scoring, place a number in the # column next to the Standard. • Rewrite that number on the Camp Assessment Continuation Sheet and explain the Deviation or Non Compliance vs. the Standard. If a Deviation or Waiver was granted by the Region, cite that it was. If there is a variation explain it. 45

46. Variance/Waiver • Waiver - A waiver may be granted for a standard due to an emergency or other good cause shown. A waiver may be conditional and require the camp to meet an alternative control. Good for one season, may be renewed once. • Variance - A Variance establishes an alternative to a national standard that achieves an equivalent level of protection. Variances are permanent though subject to review during the authorization renewal process.

47. Other Score Sheet Acronyms • CAT – Camp Assessment Team • CFET – Camp Facilities Evaluation Tool • SWOT – Strength, Weakness, Opportunity, Threats

48. Scoresheet Distribution Three Copies in Each Scoresheet: • White Copy - National Office • Pink Copy - Council/Camp Director 3. Goldenrod Copy - Assessment Team leader

49. NCAP Score Sheet(Sample) 49

50. Scoring Continuation Sheet for Findings 50