Managing Documentation

As a Life Scout begins his Eagle Scout project it is prudent to conduct an advancement records review to assure that Scout, Unit and Council records are complete and have no miss matches or issues that might delay or prevent his advancement. The Scout should meet with the Unit Advancement chair and review his merit badge blue cards and Scout handbook to assure they are complete. Sign off dates and signatures must be legible. Any issue should be resolved and corrected in Internet Advancement.

Starting this action early can make the difference in a Scout advancing or finding out that he/she is missing a merit badge when it is too late to complete the work. It is also good to periodically meet with the Scout to ensure that he/she has a sound plan for completing any outstanding requirements.

It is not unusual that a Scout will misplace blue cards or even loose his handbook. Since it may take months to recreate this history it is well worth starting this review process early. If records are inadequate read about the 'Alternate Data Sources' options listed below, please email advancement.chair@gmail.com with your questions.

B. Pre-Board of Review

At the completion of the Eagle Project two sets of documentation should be prepared. Compiling this documentation will be a joint effort of the Scout and the Unit. The Final Paperwork section provides guidance for the Scout. Please point the Scout to that section of the web. Both documentation sets must be submitted and approved before the #5 email recommending a board will be sent.

C. Proof of Advancement Package

After all of the Eagle rank advancement requirements have been completed, the 'Proof of Advancement Package' should be delivered promptly to the BAC Help desk (see address below). Timeliness is especially critical if the Scout is approaching, or has already turned 18. Sending materials late can imply that work continued after the birth date. If possible, everything should be hand-delivered. Otherwise it should be sent by registered or certified mail. The following list identifies the typical order of documentation processing.

1. The Scout, Unit leader and Advancement Chair should work jointly to complete the Eagle Scout Rank Application stopping at the BSA Local Council Certification signature block. If necessary, the application may be completed after the 18th birthday. If approvals from the unit leader or the committee chair are withheld, the Scout, if he/she desires it, must still be granted a board of review. For details, see “Initiating Eagle Scout Board of Review Under Disputed Circumstances,” 8.0.3.2.

2. It is advisable to use the Completing Your Eagle Application checklist to verify that all required information has been included on the form. Note: The Life Ambition and Purpose Statement, Eagle Application part 6 supplements are submitted to the district and not the council.

3. The completed and signed Eagle Scout Rank Application should be copied and the copy placed in safekeeping.

4. The Proof of Advancement Package consist of the following 3 items:

• The original Eagle ScoutRank Application, No. 512-728 completed with signatures and dates. National requires that the original signed copy be delivered to council. Xerox or faxed copies will not be accepted.

• A ScoutNet certified software report from the Internet Advancement or Scoutbook application detailing all blue cards and all rank advancement with award dates. The report must be signed by the registered Advancement Chair. A thorough review at council compares rank dates as well as the dates and order that merit badge were reported by your unit for each of your ranks. Your handbook, Internet Advancement record and Eagle application should match. If not then the unit advancement chair should resolve the discrepancies. For example, if the order in which merit badges were actually earned does not match the record or a rank was awarded prematurely then the unit advancement chair should include an explanation in the 'proof of advancement' packet for council. Note: Internet Advancement and Scoutbook enforce compliance with past and current advancement rules. In the future this software should prevent many of these types of advancement errors from occurring.

• A copy of Scout through Eagle Scout rank requirements pages from the Boy Scout Handbook. Copies must be legible showing all dates, merit badges and signatures.

Note: Units should be aware that Scouts may transfer into the BAC without blue cards. While the 'blue card' is the nationally recognized merit badge record some councils have produced alternatives such as online databases. It is important that units obtain some sort of 'official' documentation identifying that each badge has been completed. Documentation my be a computer printout, letter signed by the Unit Leader or similar document.

Occasionally a Scout will loose his handbook or their old troop may no longer exist.

For those cases the ScoutNet certified advancement report serves as the official advancement record. Contact the council registrar to determine the correct path forward should advancement records be lost. The following legacy documentation may be used to prove advancement.

• • • A TroopMaster or other advancement software report detailing all blue cards and all rank advancement with award dates. The report must be signed by the registered Unit Leader.

    • A BSA Advancement Report detailing blue cards and rank. The report must be signed by the registered Unit Leader.

    • A Youth Member Transfer form #524-401 signed by the registered Unit Leader.

1. The 'Proof of Advancement Packet' is received and dated at the front desk of the Scout Service Center and then given to the Eagle Scout processor.

2. The Proof of Advancement package is reviewed and obvious mistakes corrected. Currently this may take up to 1 week from date of receipt. If there are missing, incorrect or conflicting advancement data additional time may be required. Council will contact the Unit Advancement Chair if additional information is required.

3. A scan of the verified and original Eagle Scout application showing the reference's contact information will be emailed to the District Advancement Chair within 48 hours of being verified. A post card will be sent to the Scout to let him/her know his application has been verified and is being forwarded to the District Advancement Committee for scheduling of the BoR. The DAC chair will issue a #6 email recommending that the Board Chair schedule the BOR once all of the paperwork has been reviewed.

D. Board of Review Binder

The Board of Review Binder must be delivered prior to scheduling a board. The binder may be prepared before or after the Proof of Advancement package is submitted. Preparing the binder entails:

1. The Scout should complete the Project Report section of the Eagle Scout Service Project Workbook, No. 512-927. When complete, the updated workbook should be submitted for unit review then placed in a 3-ring binder.

2. Include the BAC Ambition and Life Purpose Form which documents part 6 of the Eagle application.

3. Include the BAC Eagle Information form.

4. The original Eagle Scout Service Project Fundraising Application, if required, should have been submitted to the DAC Chair for approval and signature.

After the original documents are completed, please make a copy for the district. Insert the copied documents into a 3-ring binder. Add a cover sheet showing the Scout's name and Unit Number then deliver the binder to the District Advancement Committee Chairman at 12 Fisk Circle, Annapolis, MD 21401. Simply wrap the binder in a plastic bag and place it inside the screen door. The binder is needed before scheduling the board of review. The district representative that sits on the board will return the binder.

The original documents should be placed in a second binder and brought to the board.

When the Eagle board of review binder has been received and verified the District Advancement Chair will invite the Unit to schedule an Eagle board. If an Eagle Scout Service Project Fundraising Application was required, the original approved form will be inserted into the binder by the DAC Chair.

E. Documentation for the Board of Review

The Board Chair must bring the following documents to the Board:

1. The original signed Eagle Scout Service Project Workbook

2. 5 (6 if employed) Eagle Scout Rank Award Confidential Reference Letters from the individuals listed on the application

3. Note: The Board Chair is delegated the responsibility and duty to to make every effort to collect the responses including telephoning the reference prior to the board. If after a reasonably diligent effort no response can be obtained from any references, the board must go on without them. It must not be postponed or denied for this reason, and the Scout shall not be asked to submit additional references or to provide replacements.

4. Note: Completed reference responses are the property of the council and are confidential, and only review-board members and those officials with a specific need may see them. The responses are not to be viewed by or returned to the Scout. Once a review has been held, or an appeal process requested, responses shall be returned to the district advancement committee, where they will be destroyed after the Eagle Scout credentials are released or the appeal is concluded.

5. Completed Unit Leader Comments form

6. Application requirement 6, the candidate’s statement of his ambitions and life purpose which lists positions he/she held in religious institution, school, camp, community, or other organizations where leadership skills were demonstrated should be included. Any honors and awards received during his service period should also be included. Scouts can download and complete the BAC Life Ambition and Purpose Statement form for this purpose.

7. BAC Eagle Information form has been completed and is available for submission to council

The District Advancement member who participates in the board will bring the following documents:

1. The second Board of Review Binder

2. ‘Verified’ Eagle Scout Application returned from Council

3. Any special documentation such as an extension approval or proof of special needs designation

F. Post Board of Review

1. If the Eagle BoR recommends the Scout for the rank of Eagle then the following documents must be submitted to the Scout Service Center by the Unit or Scout.

   1. • The double sided Verified Application signed by board chair and district representative. National requires that the Verified Application include the original 'wet' ink signatures. Xerox, scanned or faxed copies will not be accepted.

      • A completed BAC Eagle Information form.

      • A copy of the extension letter if an extension has been granted.

2. Note: A copy of the signed Verified Application should be made and placed in safekeeping. The Unit Advancement form is no longer required for Eagle rank.

3. If the BoR does not recommend rank advancement then all Board of Review documentation will be collected and provided to the District advancement chair if a petition is filed.

4. A Xerox copy of the documentation should be made and retained by the Unit Advancement Chair should any documents be lost. If possible, everything should be hand-delivered to the Scout Service Center. Otherwise documents can be sent by registered or certified mailed to:

• 1. The Shapiro Scout Service Center in Baltimore City

  2. 701 Wyman Park Drive

  3. Baltimore, MD 21211

  4. ATT: Help Desk, 443- 573-2500

     1. BAC Headquarters hours are:

     2. Monday to Thursday - 8:30 AM - 4:30 PM

     3. Note: Paperwork should not be submitted to the Dorsey Road shop.

5. The signed Verified Eagle Application is received at the Scout Service Center and date stamped. It is then given to the Eagle Processor who enters the information into ScoutNET, filed locally, and then extracted from ScoutNET by the national Advancement Team. The council the Scout executive signs the application, certifying proper procedures were followed. This step will be typically be completed within three weeks of receipt at the Scout Service Center.

• 1. The National Advancement Team validates all applications received. Then the National Distribution Center generates the credentials and prints, packages, and mails the certificate, pocket card, and congratulatory letter to the council. Applications sent for manual processing go to the national Advancement Team and take several weeks to complete. Upon receipt of the Eagle credentials, council service center personnel should alert unit leadership immediately.

6. A Post card will be mailed to the Scoutmaster and the Eagle Candidate once the Eagle certificate and Letter from the Scout Executive arrive at the Scout Service Center. (We receive Council Packets weekly). This is to notify the Scoutmaster that he may come and pick up the Eagle Packet on behalf of the Scout and purchase the Eagle presentation kit at the Scout Shop.

7. The Council will file Verified and Original Applications in the Unit file with their advancement reports.

Palms

Scout should be encouraged to continue to earn palms after being awarded the Eagle rank. Refer to the Eagle Palms page for details.