Modified Eagle Scout Project review and sign off process due to COVID-19
Units should adhere to their normal review process as closely as possible. The guidelines in the BAC Additional Guidance for Videoconference Boards of Review process should be adapted for the review. If video conferences are used then uniforms should be worn.
Until further notice National is allowing electronic signatures for rank advancement and award applications. Since the current forms do not support digital signatures, taking a legible photo or scanning the original signature is acceptable. Signatures should be attached to completed documents when emailed. Where multiple signatures are required on a single page it is acceptable to submit multiple copies of that page with a single signature on each page.
Scouts who are approaching their 18th birthday and are concerned that they will not have sufficient time to complete their remaining rank requirements should submit a letter requesting an extension following the BAC Extension of Age of Eligibility Process. All travel for an Eagle Project is non-essential and should not be undertaken. Eagle Project actions which involve bringing a group together should be deferred unit the COVID-19 virus restrictions are lifted. Eagle Project must be preformed in compliance with state safety regulations, approved by the chartering organization and troop leadership.
Compiling and submitting the Final Paperwork has been amended to follows:
A) The amended Proof of Advancement Packet process
1. Follow the guidelines indicated in on the Proof of Advancement Packet page with the following exceptions.
2. Electronically sign any required documentation.
3. Unit or Scout emails the Proof of Advancement electronic signatures as indicated in the BAC Eagle Application Processing link. Note this is the only email that should be sent to council. If there are additional questions contact Advancement.chair@gmail.com.
B) The amended Completing Your Eagle Application process
1. Follow the guidelines indicated in on the Completing Your Eagle Application page with the following exceptions.
2. Electronically sign any required documentation. Email signatures and completed document to the appropriate person.
C) The amended Board of Review Binder process follows:
1. Scout electronically signs Proposal page E as noted above and emails the electronic signature and Eagle Scout workbook with fully completed proposal section to the unit. The electronic signature is printed and inserted in the master workbook.
2. Scout or Unit sends the workbook and Scout's electronic signature to Unit leader, Committee, Eagle Project Coach, and committee members per normal process.
3. Unit and the Beneficiary conduct a review and electronically sign off on proposal. While it makes sense to obtain approvals in the order Unit Leader, Committee, then Beneficiary there shall be no required sequence for the order of obtaining those approvals. District approval, however, must come after the others.
a. Scout or Unit decides proposal is ready and schedules a video conference with the scout and unit leadership. If the decision is to approve the proposal the Unit Leader and Committee Chair electronically sign Proposal page E as indicated above. The electronic signatures should be mailed to the scout and placed in the master workbook.
b. Scout makes updates as required and sends the electronic copy of the Eagle Scout workbook with a fully completed Proposal Section to the beneficiary for review and requests a review and electronic signature (Scout will need to inform the Beneficiary regarding acceptable electronic signatures). The Beneficiary electronically signs Proposal page E. The electronic signature should be mailed to the scout and placed in the master workbook.
4. Scout makes updates if required and sends the electronic copy of the Eagle Scout workbook with a fully completed proposal section and electronic signatures of the Scout, Unit leader, Committee, and Beneficiary to the DAC at Advancement.chair@gmail.com requesting a review.
5. DAC will initiate a review and send the scout and unit a #2 email informing that the review is in progress.
6. District Representative will send a #3 email requesting a virtual face to face video conference with the scout and at least one additional adult to discuss the project. Ideally the Eagle Project Coach is the second adult. Parents, consultants and other unit adults are welcome as observers. The DAC has suspended actual face to face and site visits because of social distancing and nonessential driving directives.
7. District Representative will send the #4 email summarizing the virtual face to face discussion and electronically signs Proposal page E. The electronic signature should be mailed to the scout and placed in the master workbook.
8. Scouts completes detailed Project Plan and emails it to the Eagle Project Coach for comment.
9. Scouts makes updates if required including adding Eagle Project Coach comments and emails detailed Project Plan and all electronic signatures to the Beneficiary for comment.
10. Scouts makes updates if required based on Beneficiary comments.
11. Scout begins working project components that can be worked from home. Determines how the project will be funded and if an Eagle Scout Project Money Earning Application needs to be submitted to the DAC at Advancement.chair@gmail.com for review and approval. If crowdfunding is used, be sure to follow the National guidelines at https://blog.scoutingmagazine.org/2014/07/21/crowd-funding-sites-eagle-project-fundraising/.
If required, Scout completes application, electronically signs and emails a copy of the form and electronic signature to the Unit Leader and Beneficiary requesting approval and sign off. Unit Leader and Beneficiary email electronic signatures to the scout and they are placed in the master workbook. Scout emails completed form and Scout, Unit Leader and Beneficiary signature to the DAC at Advancement.chair@gmail.com requesting review and approval. See https://sites.google.com/site/daceagleadvancement/life-scouts/money-earning-application for additional detail.
12. DAC reviews and electronically signs fundraising plan. The electronic signature should be mailed to the scout and placed in the master workbook. NOTE: Some fundraising plans will not be able to be implemented until the Corona virus restrictions are lifted.
13. Scout works with the Beneficiary to obtain any necessary permits and permissions needed. See https://sites.google.com/site/daceagleadvancement/life-scouts/permits-and-permissions for additional details.
14. Scout and project volunteers work on any project component that can be performed from the safely from their homes. The goal is to maximize leadership opportunities and assign as much project work to others as is practical. It is very important to frequently communicate plans with unit leadership so they can fulfill safety and youth protection responsibilities.
It is important to document leadership when using electronic communications. If the scout will be using video conferencing it is advisable that a unit adult be included so they can observe the scout's leadership actions. Alternately, communication with others should be done by email so that a copy of the email can be printed and placed in the Eagle project binder to demonstrate leadership.
15. Scout completes the Project Report section of the workbook when the physical portion of the project is finished as agreed to in the workbook.
16. Scouts electronically signs Project Report page E and emails fully completed Eagle Scout Project Workbook and electronic signature to the Unit Leader and Beneficiary requesting sign off. The electronic signature should be mailed to the scout and placed in the master workbook.
17. Scout completes and emails the Proof of Advancement Packet and associated signatures as indicated is steps A above. This is the only email that should be sent to council. If there are additional questions contact Advancement.chair@gmail.com.
18. Scout completes, scans and emails the contents of the original Board of Review Binder along with associated signatures to Advancement.chair@gmail.com and the unit board chair and requests a review.
If the Scout and unit are unable to scan the entire Board of Review Binder contents then the binder can be delivered to 12 Fisk Circle. Please print the documents single sided, place them in the proper order and in a manila folder. These documents will be scanned and provided to the unit for distribution to the board members. The binder will be available for pickup after the board is completed.
19. Council reviews the Proof of Advancement Packet and associated signatures, verifies dates and documentation against ScoutNet records and sends Approved Application to DAC and post card notification to scout.
20. DAC reviews electronic Board of Review Binder contents along with associated signatures recommends convening an Eagle Scout Board of review using video conferencing. The #6 email is sent recommending scheduling a board of review.
D) The amended Board of Review process follows:
1. Board Chair established an agreeable time for the board, confirms participants phone and email contacts and determines if unit or DAC will be serving as the meeting host.
2. The meeting hosts schedules the video conference, crafts an sends an email which includes the following. The entire process must comply with BAC Additional Guidance for Video Conference Boards of Review guidelines.
a. the meeting invitation link and password
b. video conferencing etiquette
c. outline of the conference sequence
c. BSA YP and Guide to Advancement video conferencing details which must
3. The Board Chair and District representative electronically sign the approved Eagle Scout Application.
4. Unit or Scout emails the required documentation as indicated in the BAC Eagle Application Processing link.
5. Once paperwork has been received by the BAC it is reviewed and submitted to National. National is taking 4 to 6 weeks to process the paperwork and to make final approval.