Lake Erie Council Protocols for Advancement and the Processing of Eagle Applications/ Project Books During Office Closure
Per National BSA Guidelines Issued 03/19/2020
The following questions regarding advancement have arisen as we deal with closures, cancellations, or other issues caused by the spread of the coronavirus (COVID-19). Although there are difficulties and constraints, advancement can continue. Youth, parents, and leaders should work together to implement creative, common sense ways to facilitate advancement while adhering to the Guide to Safe Scouting and following the rules of Youth Protection training. Please follow this link to the Guide to Advancement (GTA), which remains the primary source for information related to Scouts BSA advancement. It is referenced throughout the answers provided here. Please send additional questions to oadvancement.team@scouting.org
Q: How can advancement be tracked remotely?
A: Scouting units should use ScoutBook to record and track advancement.
To track advancement remotely, parents should:
1) Connect with their child’s member profile via an invitation that the unit leader sends within ScoutBook.
2) Once a connection is made, the parent should use the Scouting app, found in both the App Store and Google Play, to stay connected with their unit.
3) The Scouting app provides parents the ability to report any advancement that was completed at home.
Go to https://help.scoutbook.com to learn more about how to start using ScoutBook and how to connect parents to their Scouts.
Q: May merit badge requirements or rank requirements be modified?
A: No. All requirements must be completed as written. If meetings or activities are canceled or limited, youth should continue to work on requirements as far as possible. By employing common sense and creative solutions, many requirements–even Scoutmaster conferences–can be fulfilled through videoconferencing or telephone calls.
Q: Can merit badge counseling or Nova/Supernova counseling be done using digital technologies like Zoom or WebEx?
A: Yes, registered merit badge counselors or Nova counselors/Supernova mentors may work with youth using digital platforms, ensuring that all youth protection measures noted in the Guide to Safe Scouting and BSA’s social media guidelines are in place. In addition to youth protection, the advancement guidelines in GTA Section 7 are required.
Q: May time missed due to canceled unit meetings count toward active participation requirements?
A: Yes. If youth are registered and in good standing, a disruption from COVID-19 virus can be the “noteworthy circumstance” that prevents participation. This policy has been in place for many years and is explained in GTA Topic 4.2.3.1.
Q: May time missed due to canceled unit meetings count toward position of responsibility requirements?
A: Yes. If youth are registered and unable to meet the expectations of their positions because of COVID-19 disruptions, then units may need to waive or rethink the expectations. Just as youth must not be held to unestablished expectations, they must not be held to expectations that are impossible to fulfill. See GTA Topic 4.2.3.4, “Positions of Responsibility,” with its six subtopics.
Q: Does the National Council grant extensions of time to complete rank requirements beyond the 18th birthday for the Eagle or 21st birthday for Summit or Quartermaster?
A: Yes, but only for the Eagle Scout rank as described in GTA Topic 9.0.4.0 or for Venturing Summit or Sea Scout Quartermaster as described in GTA Topic 4.3.3.0. Unit leadership must become familiar with the five tests under 9.0.4.0. The tests were designed to accommodate such obstacles as those presented by COVID-19 disruptions.
Q: Will youth who are not yet Life Scouts be allowed to apply for an extension to earn the Eagle Scout rank?
A. Extensions are considered only for Scouts who are Life rank. If, once a Scout achieves Life rank, it turns out that COVID-19 disruptions along the way have left them with insufficient time to complete Eagle requirements, then this may be cited when the time comes to submit an extension request.
Q: May local councils grant extensions?
A: Normally, that is not allowed. However, due to the current situation—effective immediately and through September 30, 2020—council Scout executives may grant extensions, or delegate authority to the Council Advancement Committee to grant extensions under the following limitations:
1. It can be established that COVID-19 disruptions were the only circumstances that delayed work on Eagle Scout/Summit/Quartermaster advancement requirements, such as the service project or merit badges. If any other causes were involved, the extension request must go to the National Council following the process outlined in the GTA.
2. Extensions shall only be granted to youth in Scouts BSA who have already achieved Life rank.
3. When the council receives a COVID-19-related request for a time extension, the council reviews the request and approves it if appropriate. A written response stating the outcome of the extension request must go to the youth. If approved, the notification must be attached to the youth’s Eagle/Summit/Quartermaster rank application. For Eagle, the extension must not exceed 3 months from the youth’s 18th birthday; for Summit/Quartermaster, the extension must not exceed 3 months from the youth’s 21st birthday.
4. 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. 5. 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. Note: A “month” in BSA advancement is defined as a day from one month to the next. For example, March 5 to April
The authority for councils to grant extensions is temporary, lasting only through Sept. 30, 2020.
Q: If youth have already received an extension, can they request additional time due to COVID-19?
A: Yes. Council Scout executives may grant extensions, or delegate authority to the Council Advancement Committee to grant extensions under the limitations listed above.
Q: What should be done while an extension request is being considered?
A: Youth should continue to work on advancement in so far as they are able—e.g., independently, or over the phone or videoconference—and at Scouting activities once they resume.
Q: Are extensions required when an Eagle/Summit/Quartermaster board of review must be delayed?
A: No. Councils may grant 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.” See also, GTA Topic 8.0.1.6, “Boards of Review Through Videoconferencing.”
Q: Are electronic or digital signatures acceptable for rank advancement or for the Eagle/Summit/Quartermaster packets/applications?
A: Yes. Electronic or digital signatures will be accepted through September 30, 2020.
Q: How can a youth continue to work on advancement requirements if they don’t have internet or high-speed internet for videoconferencing?
A: Youth may take a picture of their completed activity/requirement and share the work with unit leaders. In keeping with Youth Protection Training 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.
Lake Erie Council Specific Guidance
Q: How can I get my Eagle Packet reviewed if the office is closed.
A: Advancement, including the rank of Eagle Scout, will be processed every Thursday. Information can be mailed directly to the Unit Service Center (2241 Woodland Avenue, Cleveland, Ohio 44115) or pick-ups can be arranged with your Unit Serving Executive.
Important: please keep a copy of anything you mail.
Q: How will Eagle BORs be done?
A: Eagle BORs will generally be postponed until Council events are back on the calendar. If a Scout is nearing the 3-month deadline from their 18th birthday, they should contact their Service Area Advancement Team Lead for instructions on scheduling a virtual board of review in their Service Area.
Q: How will Eagle project reviews be done?
A: The Scouts with Eagle projects to be reviewed should wait (if possible) until council events are back on the calendar. If they feel that the project needs to be approved due to timing with their 18th birthday, then they should contact their Service Area Advancement Team Lead to schedule a virtual project review
Q: Can project work proceed during the office closure?
A: All paperwork and individual efforts on an Eagle project can continue. All efforts requiring a group of people should be suspended until the office is re-opened. If this delay in the project work will cause the project to be completed after their 18th birthday, then an extension should be requested following the information in GTA Topic 9.0.4.0 and 9.0.4.1. The extension request must cite that the extension is due to the COVID-19 outbreak..
