Scouts-L Mail Archive for June of 1999: Re: Council records
Re: Council records
Paul S. Wolf
Wed, 9 Jun 1999 18:54:14 -0400
Sarah Nunez wrote:
> I've been working on double-checking everything in preparation for our
> upcoming COH, and have gotten some disturbing (to me) news. I was
> under the impression that Council kept a record of all registrations,
> rank advancements, merit badges, etc., and would have those to refer
> to when a boy goes up for his Eagle BOR. However, I've been informed
> that our council's computers have no record of when a boy originally
> registered, or what merit badges or ranks he's earned. They told me
> the troop is supposed to keep track of all that, and that all they
> track is who's registered, and how many merit badges and rank
> advancements the *unit* has attained. Is this normal?
> This has me concerned because up to now the troop's record-keeping has
> been pretty haphazard (the troop is 18 months old). I'm still trying
> to find out exactly who has all the boys' registration forms (with
> health history on the back--according to Council, it's the only record
> available for service star purposes) and who has the troop copies of
> all the advancement reports (I'm told that before I took on Adv.
> Chairman, whoever chaired a particular BOR has the report). I'm also
> trying to track down some merit badge cards that the boys tell me the
> MBCs kept (yes, all three parts). I've found some discrepancies in
> the information the council *does* keep, and they told me that I just
> need to correct it on the list they send us when we recharter. (One
> boy's rank is correct on the advancement report but was entered
> incorrectly in their computer, and my son's birthdate is wrong--I
> expected to have to produce his birth certificate to have it
> Are all councils that relaxed about record-keeping? Which records are
> going to take top priority for an Eagle BOR? If the troop is supposed
> to keep the "official" records, what about boys who transfer from one
> troop to another? Do their records transfer with them so that they
> can be included with the Eagle package? We don't have anyone even
> close to Eagle yet, but I don't want to wait until then to find out
> we've been doing it all wrong and that someone's not going to make
> Eagle because of it.
> Sarah Nunez
> Troop 98 Advancement Chairman
> NRH, Texas
It does vary by Council. I know that, in my council, they enter the
advancements into the computer, and can give me a printout of avery Boy
in the unit. In Bruce Cobern's Council, in NYC, they do NOT use that
module of the membership records program, at all.
However, each council IS required to keep copies of all advancement
reports turned in by each unit. You should be able to get copies of
every one of them for your unit, and reconstruct the records back to its
formation. I'd recommend using a program like Scoutmate, Troopmaster,
or one of the others available to keep your records from that point.
You can also turn in corrected Advancement Reports for any discrepencies
that you come up with. You can mark changes on the Rechartering papers,
but I'd include the Adv. Reports also.
As for the date when the boys joined, Council should have copies of the
membership forms, with dated records showing when they joined, but those
records may be a bit harder to look through. Even though the "SCOUT"
badge is really NOT a rank, and does not need to go on an Advancement
Report, we do so anyway, just for our records.
Paul S. Wolf, PE mailto:Paul.S.Wolf@alum.wpi.edu
Winding Rivers Dist. Advancement Comm., Greater Cleveland Council, BSA
Advancement Webmaster, US Scouting Service Project (www.usscouts.org)