The Patrol Leaders Council (PLC) designates the SICs for all events. Typically the SPL or ASPL might serve as SIC, but there may also be other youth leaders who step up and are appointed as an outing SIC. See below for full list of duties.
The AIC is designated during quarterly adult leadership meetings, typically more than 6 months to a 1 year in advance to allow for site reservations and schedule planning. See below for full list of duties.
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!
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)
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
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
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
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
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
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
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
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
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
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
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