Beneficiary FAQ

2. What magnitude should the project be?

There is no minimum or maximum hour requirement or standard that must be satisfied by the Scout. Eagle projects are individual efforts and should be based on the Scout’s abilities, resources and your organization’s needs. The national average is 130 hours per project.

BSA advises that “An Eagle service project should be of significant magnitude to be special and should represent the candidate's best possible effort.” The requirement is that the project must provide an opportunity for the Scout to plan, develop and demonstrate leadership.

3. Are there restrictions on the types of project I may request?

There are a few restrictions:

A.) Projects may not be of a commercial nature or for a business, although work for community institutions, such as museums and service agencies such as homes for the elderly are acceptable.

B.) A project may not be a fundraiser for your organization however it is acceptable to raise funds for the necessary materials and supplies.

C.) ‘Routine labor’ is not normally considered appropriate for a project, but the real test has to do with the scale and impact of the project. If routine labor is conducted on such a large scale that it requires planning, development, and leadership, it may have sufficient impact to be acceptable.

D.) ‘Canned’ projects such as kit assembly or conducting a scripted blood drive which have previously been developed by others will not typically be approved unless further planning and development are added by the Scout.

E.) Projects may not be performed for the Boy Scouts of America however they may be performed for the organizations which sponsor troops.

F.) Projects that include activities that are not allowed for youth by law or BSA guidelines.

4. How soon can I expect the project to be completed?

This is difficult to answer because each Scout, organization and project is different. For most Scouts, this will be the first time they have undertaken a task with such scope and responsibility.

Before the Scout can start work he must present his Project Proposal and request approval and sign off by you the beneficiary, his troop leader, his troop committee, and the district advancement committee.

After approval is received, the Scout must satisfy the requirement to plan and develop the project by completing the Final Plan section of the workbook. An ‘Eagle Scout Service Project Fundraising Application’ may need to be submitted to BSA for approval. One or more fund raisers may be required to obtain sufficient funds to purchase materials. You may need to obtain permits or permissions. It is only at this point that the actual implementation of the project can begin.

Once started, factors such as the Scout’s school and extracurricular schedules, weather and adult leader availability will affect the project end date.

It is important to clearly communicate deadlines that you have to the Scout. On average you can expect that from initial contact to project completion it will take a minimum of 2 to 4 months. It is best to be flexible as some projects take longer.

You should review the ‘Project Phases and Work Processes’ sections of the Scout’s workbook to confirm that the details look reasonable and are likely to meet your schedule. Please remember that this is a volunteer effort which is being organized and managed by a teenage Scout.

5. The proposal I signed does not contain any details. How will I know what is being done?

After the Project Plan is approved the Scout must develop the Final Plan section before he starts physical execution of the project. This will involve preparing a step-by-step list of what must be done and describing how everything will come together. Planning for site preparations; determining sizing, assembly, materials and fasteners; uses of supplies, tools; and finishes to be used will be determined. Planning details such as scale drawings, diagrams, maps, and pictures that are necessary to successfully carry out the project will need to be developed and attached to the workbook. Leadership, logistics, safety, and contingency plans must be developed and documented. Complete materials, tools and supplies lists including quantities, costs and sources must be developed and documented.

Funding plans must be developed and documented. Typically a Project Fundraising Application will need to be filed. When completed, the Final Plan should represent the actual costs.

Non construction projects such as services, events or activities will require a program outline or detailed implementation script to be developed.

As project beneficiary you are encouraged to review the Final Plan and associated documents with the Scout to learn about his plan. Many beneficiaries will request a copy of the Final Plan.

6. How will the project be paid for?

The Scout may only request donations or conduct a fund-raiser to purchase materials, supplies and rent tools necessary to complete the project. The Scout must follow one of two BSA approved processes. The specific process depends on who provides funds or donations. Any excess funds received should be retained by your organization.

A.) If all funds or donations are received from your organization, its members, the Scout, his troop and or his benefiting organization then no additional requirements exist.

B.) If requests for donations or fundraising must go outside the organizations listed above then BSA restricts the types of fundraisers that may be used. The Scout should discuss this with you when you meet.

You, the Scout and his Scoutmaster must complete the Eagle Scout Service Project Fundraising Application and submit it to BSA for approval. As project beneficiary you have certain obligations to the Scout and donors. Fundraising section of the Eagle workbook provide further details.

7. What happens if the project plan needs to be changed after it’s been approved?

Through mutual agreement, either you or the Scout may initiate a change. As the Scout develops the Final Plan some level of change is normal.

The project can be thought of as a voluntary contract between your organization, the Scout his troop and the district. The Scout should confirm that the changes are acceptable to you.

If the changes are significant and impact the project scope then the Scout should also discuss the changes and the reason for those changes with those who approved his project. This will assure that the changes will not create an issue with his rank requirement.

8. What are the Scout responsibilities?

A Scout is Trustworthy. His signature on the project workbook signifies that on his honor as a Scout, he has read this entire workbook. He promises to be the leader of this project, and to do his best to carry the project out for the maximum benefit of your organization.

9. What are the troop’s responsibilities?

The Scoutmaster or representative(s) will monitor the project to assure that all BSA safety guidelines defined in BSA’s Guide to Safe Scouting and the Sweet 16 adult safety procedures are followed. The Scoutmaster will assure that adult leaders who are BSA trained in are in place during the implementation phases of the project to monitor safety and youth protection. The troop committee agrees to do everything they can to see that their troop measures up to the level of support which they have previously agreed to provide.

10. What are BSA’s responsibilities?

BSA supports the Scout by managing the Eagle project process, publishing safety standards, providing adult and youth training, and by providing liability insurance to the Scout’s troop which covers the project work.

11. What are my organizations responsibilities?

There are several:

A.) Provide financial support if agreed to with the Scout.

B.) If an Eagle Scout Service Project Fundraising Application is required, then you will need to agree to provide receipts to donors if they so requested. The Scout may ask you to deposit and dispense project funds. All cash and material donations will need to be given in the name of your organization.

C.) You will need to obtain government permits or compliance documents as required by law. The Scout is not of legal age to represent your organization. You should however feel free to request the Scout’s assistance with this effort. He can obtain the forms and assist you with their completion however as the official representative for your organization you should sign the documents.

D.) As the legal owner of the product or service provided by the volunteers it is prudent to assure that it will be safe for its intended use. If the project involves construction then an individual who is qualified to review the materials and design drawings should be involved in the process. In some cases this may involve a county building inspector, or a professional or tradesman who has experience with similar products. Likewise the final product should be inspected by a qualified individual for safe construction and implementation. Please be aware that the Scout and his troop may or may not have professionals qualified to make these assessments.

Final design issues are ultimately between your organization and the Scout.

E.) If available, assist the Scout by providing secure storage space for tools or materials, access to power, water, restroom facilities and disposal of project trash.

12. There is an issue with the project. What should I do?

Issues could relate to safety, volunteer conduct, quality of the product or lack of progress. Your first avenue is to contact the project manager, the Scout. Discuss the issues and reach an agreement on how to proceed. If you are unable to resolve the issues contact the Scoutmaster noted on the Contact page of the Eagle workbook.

If the project is unsatisfactory or unsafe you can stop work at any time on the project unit until the issues is resolved. Please notify the individuals noted on the Contacts of the Eagle workbook if this situation occurs.

13. Does BSA provide insurance for the project?

The Boy Scouts of America General Liability Policy provides general liability insurance coverage for the project work. Youth and adult leaders registered with BSA are provided primary coverage. Unregistered youth and adults participating in the project will be provided coverage in excess of their personal insurance.

14. Who is responsible for project design or adequacy?

The Scout will endeavor to do his best. He will typically work with an Eagle Coach throughout the process. Troop and District leaders will provide suggestions to the Scout regarding design and construction. Typically these adults do not hold professional qualifications and are only acting in a volunteer capacity. The Scout is free to incorporate or ignore these suggestions.

As legal owner of the project or services it is prudent to assure that a qualified individual reviews the design, materials and final product or service to assure it complies with government requirements and is safe for its intended use.

Your role in reviewing plans is explained in the service project beneficiary information sheet, “Navigating the Eagle Scout Service Project,”.

15. The project is complete. Is there something I should do?

When the project is completed to your satisfaction, the candidate may ask you to write a letter of acceptance or recognition. This letter would be reviewed by the board of review.

A troop and or District representative may request a visit to your site to observe the completed project. The board of review chairman may contact you to confirm your satisfaction with the end product and to ask a few questions about the project execution.

16. How should excess materials or funds be handled?

If the Scout's unit receives the funds any excess must be turned over to you once expenses have been paid. Excess materials should be used by your organization to maintain the project. If you are not allowed to retain any excess funds, supplies, or materials, then you should designate a suitable charity to receive them or allow the unit to retain the funds.