Re: Eagle Letters
settummanque, or blackeagle (blkeagle@DYNASTY.NET)
Sat, 7 Jun 1997 20:05:16 -0500
Dave Hultberg asked:
>It is my understanding that copies of advancement reports don't get
>sent to national, so how could national return it for lack of a
>report? I thought a copy was sent to the region as a backup in case
>the local council's records are accidently destroyed (fire, flood,
>etc.), a copy is filed in the unit's folder, a copy is sent to the
>district and the troop retains the last copy.
When the "records review" is done by the Eagle Scout Service at National,
the "national copies" of the advancement reports (which are, as you
stated, sent by the local Council to its servicing Region for "safekeeping"
and for completing the "National record" of the Scout/Scouter) are requested
and reviewed. If there's a disconnect between what's documented on the
Eagle Scout application and what the Eagle Scout Service/Region has within
their file on that particular unit (the records are
maintained by UNIT, not by individual; in this way "Trey Farmer" and
"Thomas Ray Farmer III", both documented on different advancement reports
can be "justified" upon review), the Eagle Scout Service sends it back to
the local Council with a note to the Registrar and the Council Executive
asking for clarification, or in this case, a copy of the advancement report
substanating the additional merit badges.
>As best I can tell, recontructing or verifying a Scout's advancement
>from council records is extremely paonfull, because you have to go
>through all of the advancement reports one by one for the entire time
>period he has been a Scout.
It's VERY painful, Dave.
>The only places where an individual
>Scout's advancement record should be in one place is in his handbook
>and in the troop's records. At least in my council there is no
>central computer or manual record that I can check.
Sure there is, Dave. I've checked my unit's copies of the advancement
reports. Let's back up a little to clue everyone else in on what we're
When a Cub Scout, Scout, Explorer or in some cases adult Scouter does
something "significant" (advances, saves someone's life, earns a special
National award), a copy of the application is sent to three locations:
The UNIT retains one copy of the form, which should be places into a file by
year of the unit by the Unit Committee or perhaps the Chartered Partner
Organization. This is the bottom copy of the advancement reports,
membership applications, and photocopies of national-level awards.
The LOCAL COUNCIL gets the "middle copy" of the form, or a photocopy
of the form, and the Registrar or someone working for him or her places that
copy into the unit's file which stays there at the local Council. This is
important for three reasons: First, it allows the local Council to develop
stats and figures supporting their financial and membership/advancement
totals (for instance, from doing a "manual count", they can find out exactly
how many Life Scouts are in a District; how many Scouts become Life Scouts
last year; and how many Life Scouts have the Personal Management Merit
Badge. Next, it allows unit leaders to actually "audit" the advancement
reports, "bouncing them off " those automated or manual unit advancement
reports or items. I can actually go into the Lincoln Heritage Council's
offices and ask for Troop 801's file from last year and go through it, with
the assistance of one of the Council's employees. Finally, as in this case,
it allows the local Council to go back and send forward copies of
advancement reports that for some reason or another, never reached the
Region office in the weekly pouchmail or that the Region somehow has
misplaced or mislaid somewhere in the manual process of getting it into the
unit's file at the Regional level.
The SERVING REGION gets the "top" copy of the advancement reports,
membership applications and other items...and they get the "original copy"
of applications for national awards. This form may be shared with a
National program division (for example, for the Hornaday Awards, the
application is sent to National,but after determination of the Silver and
Bronze Award winners, are sent to the Region for "safekeeping" and filing
with the unit's file).
What Dave suggests (keeping ALL copies of the advancement reports in a
binder or in a file in addition to making sure that the Scout's record in
his Scout Handbook matches the unit's copies of the reports) is sound advice.
And like he stated, he doesn't have any problems with "matching up" the
"official record" against the "Scout's records".
Thanks, Dave, for allowing me to explain where the form copies go to
again.....it's great stuff especially for new Advancement Chairs out there!!
(c) 1997 Mike Walton ("no such thing as strong coffee,...") (502) 827-9201
(settummanque, the blackeagle) http://www.vhm.com/~uscardnl/
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