Camp Assessment Training - 2018

1. Camp Assessment Training - 2018 National Camp Accreditation Program Boy Scouts of America

2. WelcomeAgenda for Training • What is NCAP • Assessment Timeline • Expectations of the Assessment Team • The Camp Assessment Details • Review of the 2018 National Camp Standards • Continuous Camp Improvement Program • Questions & Answers

3. Common NCAP terms • NCAP – National Camp Accreditation Program • CFET – Camp Facilities Evaluation Tool • DoR – Declaration of Readiness • CCIP – Continuous Camp Improvement Program • SCIP – (2019) Strategic Camp Improvement Plan • ACIP – Annual Camp Improvement Plan

4. NCAP Resources Primary resource is the Area Implementation Guide For the latest information Go to: www.scouting.org/ncap

5. NCAP Process • Multi-Year Cycle – Analysis, Application & Authorization • Analysis by the Council of camp program & facilities • Application submitted by the Council • Authorization to Operate is Given by the Region (5 Years) • Annual Cycle – Assessment & Accreditation

6. Assessment is a National Process • Coordinated through the 27 Areas of the BSA • Assessments are performed by Area/Council volunteer teams & staff • Assists the councils by providing guidance for year round programs • Maintains the same standards nationwide • Records maintained in the NationalService Center

7. NCAP Roles & Responsibilities • Council NCAP Chairs • Coordinates Authorization Process & Assessments • Council Self-Assessment Teams • Visit & Assess Day/Family Camps • Council NCAP Staff Advisers • Area Camp Assessors • Team Lead & Team Members - Assessors • Visit & Assess Resident Camps

8. Properties / Programs Assessed Areas Assessment Teams Visit Council Resident Camps for Cub Scout Boy Scout Venture Scout Specialty High Adventure Stand Alone COPE Camps Council Assessment Teams Visit Council Camps not holding Resident Camps Council Day Camps Family Camps

9. Assessment Timeline • Council completesonlineIntent to Operate for all camps –due to NationalService Center by November 30th • Post Camp / Pre Camp Inspections by Council, Sept – April • Assessor Training in Areas – February thru May • Declaration of Readiness – Due to Assessment Team Leaders, May 15th (or 30 days ahead if not during summer) • Assessment Visits by Areas – June thru August • Lessons learned – August / September

10. Intent to Operate Allows a local Council to communicate to National Service Center the types of camps, how many camp sessions & camp programs for the next camping season. The online submittal forms request the below information: • Council Name • Camp Name - Camp Directors Name - Camp Type • 1st choice Assessment Visit Date • 2ndchoice Assessment Visit Date • Programs Offered/Specialty Programs • Day & Family Camps

11. Post Camp / Pre Camp Inspection • Council Inspection of Camp Property • Designed to be used as an internal worksheet • Completed after camp has closed or before camp is opened • Made by a council team of qualified Scouters & Professionals • Submittedas part of the Declaration of Readiness • BSA Form # 430 - 310

12. How was I Selected You were chosen as an Assessor because you: • Have an interest in camping, health & safety, camp programs & property development • Understand the importance of camping • Have the ability to work with people • Can apply the Standards & use common sense • You are currently a registered member of the BSA • Were approved by your Scout Executive

13. Assessment Training • Training is offered in several forms. • Assessor training – • Team Leader training – • Team Leader telecom session • National/Region/Area training conferences • Assessors should become familiar with the Standards provided in training

14. Declaration of Readiness (DoR) • Helps a Council pull together all National Camp Standards • Submit prior year’s score sheet with corrective actions for standards scored as Deviation or NonCompliant • Submit Post Camp / Pre Camp Inspection • Attach all Approved Waivers & Variances • Provides material for Pre Camp Meeting w/Assessment Team Leader • NCAP Form 430-72

15. Assessment Team Leader • A Team Leader has the responsibility to: • Assemble competent team & establish communication • Attend Team Leader trainings & makes sure team has trained Assessors • Contacts & reviews DoR with Camp Director before camp

16. Assessment Team Leader • A Team Leader has the responsibility to: • Distributes DoR & other camp information to team members • Coordinates & leads the Assessment Team on camp assessment date • Completes Score Sheet & forwards it to National, Council, Camp, area, etc.

17. Assessment Team Organization & Duties • Team ensures applicable National Camp Standards are met • Team members hold current NCAP training certificates & wear complete Scout Uniform • Team members need to be able to get around the camp & have current Annual Health & Medical Record (Parts A&B)

18. Assessment Team Organization & Duties • Qualified or knowledgeable team members for COPE/Climbing, Shooting Sports, Aquatics areas. • Team members represent National/Region/Area & are resources for the local councils.

19. National Camp Standards The Standards are broken down into the following Categories: PD 1xx – Program Design & Recommended Practices PS 2xx – Program Specific PT 3xx – Trek Program SQ 4xx – Staff Qualification & Training & Recommended Practices HS 5xx – Health & Safety

20. National Camp Standards The Standards are broken down into the following Categories: FS 6xx – Food Service FA 7xx – Facilities & Recommended Practices AO 8xx – Administration & Operational Management & Recommended Practices Standards = NCAP Publication # 430 - 056

21. Standard or RP Title Standard or RP No. Revision Date Standard Specific Requirements Type of Camp Standard or RP Applies to Interpretation Verification

22. 2018 Updated Standards From NCAP Circular No. 10 • PD-103 – Discontinuing Varsity Scout program • SQ-403 – Revised “Camp Director Understanding & Prevention of Youth-on-youth Abuse training” • SQ-404 – Camp Ranger training • SQ-407 – Shooting Sports Director certifications • SQ-406 – Line 6 in COPE & Climbing table

23. 2018 Updated Standards – Cont. • SQ-409- COPE and/or Climbing Staff • HS-501 – YPT updates • FA-711 – Motor Vehicles - 15 passenger vans • AO-803 – Automobile Liability insurance minimums

24. NCAP Score Sheet Three Parts to the Score Sheet in 2018: • Standards Assessment Score Sheet – Individual Standard Scoring(Electronic Copy, PDF based) –Typed Team Lead name required • Scoring Continuation Sheet – Used for Findings for Standards scored as Deviation or Noncompliant • Program Narrative, Recommendations & CCIP progress

25. Standards At-A-Glance Documents Developed to help Navigate the Standards A Good Reference Tool for Assessment Visits

26. Standards at A Glance Document • There are now Excel sheets instead of PDF for the Standards At a Glance for each of the types of camp. i.e.: Boy Scout Resident, Cub Scout Resident, etc all of them. The purpose of the SAaG is that the council in concert with the team leader can take the Excel sheet and delete any items which do not need to be covered in that particular camp. For example if they don’t have horses then delete PS-209, etc

27. NCAP Score Sheet • Only use the 2018 Version of the Scoresheet. • Do not use an older version please • Go to: www.scouting.org/ncap and download the scoresheet

28. NCAP Score Sheet • Pages 1- 3 • Lists the Standards • Allows for Scoring • Indicates Camp • Indicates Council • Area / Region • Team Leader Signed when complete & sent to National, Region & Council

29. Continuation Sheet Page 4 Explain Deviations or Non-Compliant Scores for Standards Only

30. Scoring Program Narrative, Recommendations & CCIP Info. Page 5 Recommendations for Improvement, praise for a program or camp & CCIP progress information

31. Suggested Leave Behind

32. Assessment Scoring • Compliant (C) – Camp Meets the Standard • Deviation (Dv) – If the camp met the spirit of the standard, but did not meet it completely. A Deviation is valid for that camp & that year. • Non Compliant (NC)– Standard is not Met, Camp Deviates with No Approval for Change in Standard, No Waiver or Variation Received

33. Assessment Scoring • Not Applicable (NA) – If the standard is not applicable to a particular camp • # - If a Standard is scored as Dv or NC, place a number in the # column for that Standard. A Dv score is a Non-Compliance that has been remedied.

34. Scoresheet Practices • Save the blank form to the user’s computer • Fill out the form using the saved form • Save the form using the naming conventions • Send to the routing list

35. Score Sheet Practices • Each Standard or Recommended Practice must have a check mark in one of the scoring boxes on Sheets 1 – 3. • Deviation or NonCompliant scores for STANDARDS should have a number in the # column for that Standard. • Repeat the # column number for Standard scored as Deviation or NonCompliant on Sheet 4 & explain

36. Score Sheet Practices • Use Sheet 5 for recommendations, praises, Continuous Camp Improvement Program progress information • Save the Score Sheet as “Council Name Camp Name.pdf”, then email to ncap@scouting.org and other responsible parties within 48 hours after camp assessment.

37. What is a Variance A variance is issued in writing by the National Standards Chair on behalf of the NCAP Committee that allows a camp to permanently vary from a requirement of the national camp standards upon demonstration that the variance provides equivalent or higher level of program quality and safety. A variance may be conditioned.

38. What Constitutes a Waiver • Waivers are issued, in writing, by the National Standards Chair • Councils submit the Waiver form on the NCAP website • Waivers allow a camp to vary from a Standard for 1 season due to an emergency or other good cause shown

39. What Constitutes a Waiver • Waivers may be conditional & require the camp to meet an alternative or equivalent control • Waivers may be renewed for only one additional season

40. What is a Deviation? A standard, authorization term, conditions, or commitment, variance, or waiver is scored as a deviation if the exact terms are not met, but the camp has substantially met the intent of the standard, authorization term, conditions, or commitment, variance, or waiver with adequate levels of safety and quality. Deviations are not failures, and may be appropriate where the camp has incidentally missed an item. If other aspects suggest the program or operation is in good shape, the staff should not feel penalized for an incidental deviation. An example might be one temperature chart had not been kept current and the food service staff did not appear to be fully aware of the importance of these charts. Multiple instances, suggesting a systemic problem, must be scored noncompliant. The score sheet will reflect the nature of the deviation and any comments from the camp assessment team on how the deviation could be remedied.

41. Deviation Examples • An under age waterfront director is granted a waiver and complies with the waiver conditions, it is scored as Compliant unless the waiver so states the standard has to be scored as a Deviation • One missing smoke detector that is corrected right away is generally not scored as a Deviation. However, if more than one or is not corrected before the Assessors leave camp it is a Deviation

42. Continuous Camp Improvement Process (CCIP) • As part of their CCIP, the Council: • Determines stakeholders for each camp, strengths & areas for improvement • Determines & prioritizes Categories of CCIP elements to address or maintain

43. Continuous Camp Improvement Process (CCIP) • As part of their CCIP, the Council: • Develops SMART goals, success measures, implementation steps & timeline for each • Develops feedback process to determine progress & objective measurements

44. CCIP Reviews & Approvals Council submit with their Application for Authorization: • Based on stakeholders, timelines, etc., a Strategic Camp Improvement Plan (SCIP – due 2019)(covers 4-7 years) & an Annual Camp Improvement Plan(ACIP) for each council camp • Both plans must meet requirements of Standard AO-810 & have council executive board/committee approval

45. CCIP Reviews & Approvals Region Accreditation Committee reviews the Application – CCIP • Assures AO-810 requirements are met • May make recommendations or observation of trends on sustainability, concerns & “best practices”

46. AnnualCCIP Processes Council: • Reviews & analyzes surveys from each camp & stakeholders • Assesses progress on goals, adjusts SCIPs & ACIPs • Executive board/committee reviews & approves of changes • Includes summary SCIP & ACIP summary information with Declaration of Readiness

47. AnnualCCIP Processes Area Assessment Teams: • After 3rd year, submits update reports to Region Accreditation Committee on CCIP progress • Reviews & discusses plans as per AO-810 • Provides summary information on Sheet 5 of Score Sheet & recommends changes if needed.

48. CCIP Categories • Staff • Program • Program Equipment • Facilities • Sustainability • Marketing & Communication • Attendees & Participation The Continuous Camp Improvement Program addresses:

49. Assessment Reviews-CCIP: AO-810 Questions to ask during Assessment process: • Who were/are the stakeholders? (Specific Req. A) • How does the council collect the data that indicates progress? (Specific Req. D) • What committees reviewed the plans, progress, feedback, etc.?

50. Assessment Reviews-CCIP: AO-810 Questions to ask during Assessment process: • Strategic Camp Improvement Plan developed? (Specific Req. B – due 1/1/2019) • Annual Camp Improvement Plan developed? (Specific Req. C) • Did council executive board/committee approve of changes?