Being a Scout/Adult in Charge (SIC, AIC)

3 months before the event

• Promote Scoutbook signups by published deadline at troop meetings and via email to troop

• Be creative! Ideas for how to get scouts excited include: 

• Sharing photos from past events (you can connect a laptop to the TV, during troop meetings) 

• Give precise information about where, when, what it is

• Tell scouts why your event is going to be great! 

1 month before the event

• Discuss your event plan at PLC meetings to make sure everyone is informed about:

  • Where (locations)

  • When (dates)

  • What (logistics - equipment, foods)

  • How (transportation)

• Promote Scoutbook signups by published deadline at troop meetings and via email to troop

• Develop an event schedule and share it with the Adult-in-Charge (AIC)

1 week before the event

• For outings that include tenting and/or cooking, review patrol participation and combine scouts from under-represented patrols with other patrols; if PLs/APLs are not in attendance, appoint PLs as needed for outing patrols.

• Schedule a pack check for backpacking and high adventure trips

• Check with PLs to ensure that 

• Tenting and cooking plans are in place

• Patrol box is ready (clean, all items are there, we know where it is and who is bringing it) 

• Grubmasters are purchasing food as needed.

• Create seating arrangements for car travel to/from event in coordination with the AIC

• Share the event schedule and with the PLs

Event Check-in

• Check that the scouts who RSVP'd yes are present (if not, try to contact them)

• Check with the AIC about what information and forms to collect. All scouts must bring the following forms to outings: 

  • Medical forms A, B1, B2 are required for all outings

  • Medical form C, which must be signed by a doctor, is required for all outings of 72+ hours

• To participate in Aquatics activities, including swimming and boating, scouts must be swimmers 

• Check that PLs have all their gear, including their patrol box

• Check that each PL has  enough fuel, if stoves will be used on the outing

During the Event

• Monitor scouts headcounts during events

• Help enforce the buddy system

• Are scouts living up to troop motto? Nobody Walks Alone

• Direct pack lines, fall ins, campsite selection, loading and unloading 

• Organize activities as called for by event plan

• Safety checks as needed

• Encourage scouts to take pictures

• Monitor cell phone usage to ensure it conforms with troop cell phone policy

• Leave no trace - Clean up & sweep campsites

• MC campfire as appropriate

• Close the outing with Roses, Buds, and Thorns

After the Event

• Ensure PLs have assigned patrol QMs or participating scouts to take home all used equipment for cleaning to be ready by next troop meeting

• Encourage scouts to upload photos to the troop shared drive

• Check with Social Media Chair and Historian to share how the outing went and to share photos, for social media posts, website updates, etc. 

• Written feedback presented to PLC; lead discussion of any learning

• At next troop meeting: describe outing highlights and then have participants say what they liked most about the outing 

6 months to 1 year before the event

• Read the Guide to Safe Scouting. Have current training in safety course for your outing.

• Make site reservations 

  • State Parks: 6 months in advance at 9am); may need 2nd adult to make reservations simultaneously if group site is not available

• Deliver information to Scoutmaster: 

  • Location

  • Dates

  • Departure time & location

  • Expected return time & location

  • Cost (if any extraordinary expenses)

• Uniform (typically Class A for travel, Class B during event if camping)

• Event-specific information

3 months before the event

• As soon as PLC appoints SIC, mentor SIC as they plan the event (always cc: SIC’s parent on any electronic communication) (e.g., biweekly check-ins, reminders to be ready before troop meeting announcements, etc) 

  • Ask the Scoutmaster if you are not sure who the SIC is 

• Remind SIC to announce outing during announcements at troop meeting & to encourage signups

• Encourage the SIC to get creative and put energy into it! 

• Be Position Trained as ASM

1 month before the event

• Check in with the SIC on a weekly basis

• Assist SIC with deciding on any needed equipment for the outing and have them request the needed equipment from the QM

• Identify any additional adult leadership, as necessary to ensure two-deep leadership throughout, including one female ASM

• Ensure adult leaders have current necessary training (YPT, Hazardous Weather, Safe Swim, Safety Afloat, CPR/AED First Aid, Wilderness 1st Aid, etc.)

• Schedule an equipment check if necessary. 

  • Pack checks can be conducted at local retailers, that can help scouts get any missing equipment, immediately. The AIC and  other ASMs will need to conduct the actual pack check. If there are any missing items, you can ask the scout to go with a parent to visit the rest of the store. You can choose to book: 

    • Summit Room at Sports Basement Sunnyvale

    • REI Saratoga: Andrew Merg, 408-871-8765, Amerg@REI.com 

• Obtain a fire permit if required by the location, if camping with stoves or if a campfire Is planned

• Start requesting driver sign ups

• Plan travel route and prepare maps or driving instructions to distribute the day of the outing.

• Remind everyone that they need current medical forms to attend (including Form C for 72+ hour outings)

  • ALL forms must be printed, hard copies! 

• TEMPLATE for driver sign ups, pack checks, outing roster, dietary restrictions/allergies, meal planning

1 week before the event

• Check in with the SIC

• Create a driver cell phone list and initiate group text

• Obtain a First Aid kit appropriate for the outing (there is a toolbox-size first aid kit at the church in room 2) 

• Coordinate with other “Old Goats” about the food/cooking plan for adults.

• To participate in Aquatics activities, including swimming and boating, scouts must be swimmers 

• Get the keys to the church from the Scoutmaster, if that's the meeting place and the SM is not attending 

  • You will need the keys to open the restrooms and gear storage in room 2

Event Check-in

• Work with the SIC to check that all scouts who RSVP'd yes are present. If they are not there, try to call them

• Before parents leave, collect 

  • Event-specific waivers / permission slips 

  • Medical forms A, B1, B2 are required for all outings

  • Medical form C, which must be signed by a doctor, is required for all outings of 72+ hours

  • Bring printed copy of campfire permit, if needed

• Take First Aid kit  

• Remind the SIC to check that PLs have all their gear and food, including their patrol box

• Remind the SIC to check with the PLs on if they have enough fuel, if stoves will be used on the outing

• Make sure all scouts are present and in a vehicle, all forms have been collected, and all items are packed before leaving

• Create a driver phone list and coordinate driving directions

During the Event

• Travel to and from the event in Class A uniforms

• Distribute maps for hiking if necessary

• Remind SIC to directs pack lines, fall-ins, campsite selection, loading and unloading, and other leadership duties

• Participate as a driver 

• Attend outing

• Take pictures!

• Monitor scout headcount during event

• Are scouts living up to troop motto?  Nobody Walks Alone

• At campfire, be prepared with SM minute

After the Event

• Don’t leave site until SIC has ensured Leave No Trace (sweep of site for trash)

• Remind the SIC to close the outing with Roses, Buds, and Thorns

• Remind the SIC that all scouts and adult leaders should be traveling back in Class A uniforms

• Return medical forms to the scouts

• Get a folder on the troop shared drive for photo uploads (from the SM), and encourage people to upload pictures 

• Provide feedback to SM and ASMs on any learning

• Confirm attendance with SM and Troop Scribe so scouts get credit