Troop 57 Guidelines (as of April 2023)
INTRODUCTION
Welcome to Scouts BSA Troop 57! Troop 57 is an active member of the Three Rivers District of the Tidewater Council, Boy Scouts of America and is chartered through Great Bridge Presbyterian Church (GBPC), located at 333 Cedar Road, Chesapeake, VA, 23322.
The mission of the Boy Scouts of America, and thus Troop 57, is to prepare young people to make ethical and moral choices over their lifetimes by instilling in them the values of the Scout Oath and Law. Every Scouting activity moves Scouts further along in achieving their goals while fulfilling the basic aims of Scouting, which are character development, citizenship training, leadership, and mental and physical fitness. To support this program, the troop’s adult leaders are present as advisors and mentors, ensuring safety and keeping the program oriented towards Scouting ideals. The troop is a Scout-led organization, thus all troop, patrol, and patrol council meetings, camping trips, and day trips are run by Scout leaders with the adult leaders in advisement. One of the best ways to develop leadership is to let the Scouts have as much freedom as possible while applying enough adult authority to keep them safely focused on the task at hand. Therefore, Scouts learn the basics of leadership as they accomplish the duties of their positions and troop responsibilities. We all gain experience through the mistakes we make as well as what we accomplish, thus the troop and Scouting provides a safe environment to make mistakes, learn, and grow. The leaders of the troop strive to provide a place where everyone feels accepted, encouraged, appreciated, and physically and emotionally secure.
The enclosed guidelines are provided for both the Scout and their parents or guardians supporting them to communicate what is expected of each, as well as what they can expect from the troop. The ability of Troop 57 to have a safe, adventurous, enjoyable, and successful program rests in the ability of each Scout to take responsibility for his own behavior. Scout and their parents/guardians need to understand what is considered both acceptable and unacceptable behavior. Scouts and their parents/guardians also need to understand as well as the various aspects of Troop 57’s Scouts BSA program, including procedures for events, awards, merit badges, and other functions. This document provides established procedures for running this program.
These procedures outline the application of general BSA policies to specific situations regarding Troop 57. BSA policy is written in various official publications and is the final authority for resolving questions of policy. The Troop Committee is the final authority for implementing BSA policy to Troop 57. Proposed changes to Troop 57 policy can be submitted to adult leaders, the Troop Committee, or a Committee Member for review at a Troop Committee meeting.
THE TROOP
Troop 57 is a Scout-led troop, led by the Senior Patrol Leader (SPL), his Assistant Senior Patrol Leaders (ASPL), and the Patrol Leaders (PLs). The SPL presides over all troop meetings, campouts, and troop events. The SPL chairs the Patrol Leaders Council (PLC) and leads the planning for troop events. The SPL may also appoint Scouts to troop positions such as ASPL, quartermaster (QM), Chaplain Aide, Scribe, Librarian, and other approved leadership positions. The SPL is expected to set the example for all Scouts to follow. The SPL is responsible for communicating important information to all Scouts in the troop and for enforcing troop discipline. The position of SPL is decided by general election twice a year, typically in the spring and the fall.
The troop uses the Patrol Method, where the Scouts in the troop are divided into Patrols, typically based on their age and rank status. Each patrol elects a new PL every four to six months. The PL attends the PLC and assists the SPL in troop event planning. The PL may appoint an Assistant Patrol Leader (APL) and Scouts to be patrol QMs and Scribes. The PL is responsible for communicating important information to the Scouts in his patrol and is also responsible for developing patrol spirit. PLs are also expected to set the example for all Scouts to follow.
New, younger Scouts are formed into a “new Scout” patrol under the leadership of a Troop Guide, typically an older and more senior Scout who can advise the PL and other members of the patrol and help them get a good start in Scouting. Patrols function as teams and do most of their Scouting activities together. Competitive events between patrols are a way of building patrol spirit and keeping the troop strong. The Scout leadership positions within the troop and in each patrol provide as many opportunities as possible for the Scouts to lead and learn by experience.
The PLC is composed of the SPL, ASPLs, PLs, and other troop leaders, and is advised by the Scoutmaster (SM) and Assistant Scoutmasters (ASMs). The PLC discusses recent troop events, identifies lessons learned, and plan themes and activities for the next one to three months. All members of the PLC are required to attend Introduction to Leadership Skills for Troops (ILST) upon assuming a leadership position in the troop, which is troop administered by the SM and ASMs. ILST typically occurs soon after troop elections conclude and a new SPL, ASPLs, and PLs are in place.
The SM is responsible for the running the Scouts BSA program and for the actions of the troop. The SM acts as an advisor to the PLC and appoints ASMs with the advice and consent of the Troop Committee and the Chartered Organization Representative (COR). The SM represents the troop at council or district planning functions and may also appoint another adult leader to represent him in his stead at these functions. The SM keeps the Troop Committee informed on the operations of the Scout-led troop and obtains assistance and support for the troop from the Troop Committee as needed.
ATTENDANCE & PARTICIPATION
Scouts are encouraged to attend as many troop meetings and Scout activities as possible, to be considered an ‘active’ Scout. Regular attendance allows each Scout to practice his Scout and leadership skills, and to help other Scouts learn and grow. Older Scouts need to attend regularly to provide leadership and to help teach skills to younger Scouts. Scouts that fail to regularly attend troop meetings and events will miss key opportunities to hone skills, earn merit badges, and enjoy the wide variety of experiences the program offers. The SM, in consultation with the ASMs and the SPL, may choose to remove an inactive Scout from their leadership role. The inactive Scout may also be unable to advance in rank and may not be allowed to attend special trips or events.
Scout attendance at troop meetings the Monday prior to all troop activities (campouts, fund raisers, hikes, etc.…) is MANDATORY. This ensures accurate information is received by all Scouts prior to the event, and adequate preparations can be made for all participants. If your Scout will be unable to attend the troop meeting prior to an event, he needs to notify his PL, who will notify the SPL, who will notify the SM. Depending on the circumstances, the SM may decide not to allow the Scout to attend the event.
TROOP MEETINGS
Troop meetings are typically 90 minutes long and are held on Monday nights at GBPC. The SPL and his staff are responsible for conducting the troop meetings. Members of the Troop Committee frequently attend troop meetings, and parents/guardians are encouraged to attend as well. Permission slips are not required for troop meetings. It is during troop meetings that a great deal of program information, as well as skills development, including advancement and merit badge skills, are reviewed and reinforced. Sometimes special events, outings, and guest speakers are also planned, so Scouts and adult leaders are encouraged to attend as many as possible.
TROOP CAMPOUTS
Troop 57 conducts 4-6 multi-night campouts each year. These campouts are typically held at campgrounds in southeast Virginia and northeast North Carolina. Campouts usually begin on Friday evening and end on Sunday morning. A wide variety of Scout skills are taught and practiced on these campouts. Parents/guardians are encouraged to camp with the troop. To keep the campout focused on the troop, we do not allow younger siblings or pets to camp with the troop. Troop 57 also attends one week-long summer camp in the region, in late June or early July. Other activities, including BSA high adventure camps, are considered on an ‘as interested’ basis with the Scouts in the troop.
Each Scout and adult Scouter is responsible for his share of the food purchased for campouts. Patrols will plan their meals and nominate a Scout to buy the required food. If a Scout must miss a campout and does not tell his PL before the food is purchased, he is still expected to pay for his share of the cost of food. Each patrol will be assigned a fully equipped cook box. It is the responsibility of the PL and his patrol quartermaster to maintain the cook box and all equipment.
Scouts will be permitted to use a stove or gas/fuel lantern only when supervised by adult Scouters. A Scout may bring and use a backpack camping stove only after the SM has certified him for its use. To be certified, a Scout must demonstrate that he knows how to operate his stove in a safe and mature manner, and he knows all the precautions and hazards associated with handling this equipment.
Scouts below the age of 18 with a valid driver’s license are NOT allowed to drive to the campout location and are instead required to travel with an adult Scouter. Permission slips are required for all campouts, signed by the Scout’s parent or guardian.
TROOP EVENTS
Troop 57 conducts a wide range of Scout events throughout the year, to include service projects, field trips, fund-raising events, and other Scout-related events. Scouts below the age of 18 with a valid driver’s license are NOT allowed to drive to the event location and are instead required to travel with an adult Scouter. Permission slips are required for all events, signed by the Scout’s parent or guardian.
PATROL EVENTS
Patrols within Troop 57 have the option to conduct patrol activities or conduct patrol campouts. Patrol events adhere to the same policies as troop events. A patrol ASM or ASMs are typically assigned to each patrol to assist in planning these events.
COURTS OF HONOR
Troop 57 typically conducts two Courts of Honor: one in the fall, and one in the spring. During the Court of Honor, Scouts who have advanced in rank are recognized, merit badges are awarded, and other troop and individual awards and accomplishments are recognized. Typically, the SM and Troop Committee Chair (CC) will use this time to provide a recap of troop events, plans, and an overall ‘state of the Troop’ to parents and guardians.
TROOP UNIFORM POLICY
The purpose of wearing the Scout uniform is to show the Scouts they are part of a team, and to display Scout spirit. Wearing the uniform also communicates to all who see him that the Scout is committed to the Scout Oath and the Scout Law, and that they are proud members of the international fellowship of Scouting.
Troop 57 has two primary uniforms for Scout events: the Class A uniform, and the Class B uniform, described below. Either the Class A or Class B uniform will be worn to all troop events, unless otherwise noted. For all Scoutmaster Conferences, Courts of Honor, and Boards of Review, the Scout must be in full Class A uniform. The Troop 57 Committee maintains a supply of Troop 57 T-shirts as part of the Class B uniform. Troop 57 t-shirts are available for purchase from the Apparel Coordinator.
The Class A Uniform consists of:
Scout shirt (long or short sleeve) Scout pants or shorts
Troop 57 neckerchief Scout belt
Neckerchief slide (any style) Scout socks
Troop 57 or BSA cap (optional) Closed toe shoes or boots
Merit Badge sash (special occasions only) Order of the Arrow sash (special occasions only)
The Class B Uniform consists of:
Troop 57 T-shirt (any style) Scout socks
Scout pants or shorts Closed toe shoes or boots
Scout belt
ADULT PARTICIPATION
The adults who provide supervision, support, and time to ensure Troop 57 maintains a quality Scouts BSA program are all volunteers. The troop cannot function without active involvement from the parents and/or guardians of the Scouts in the troop. Volunteering can be as simple as providing transportation for Scouts to or from an event or helping with a fund-raising event. Adults wishing to be more involved in the troop can volunteer as merit badge counselors, members of the Troop Committee, ASM, or in other positions. Please consider volunteering your time and talents in support of your Scout and the troop.
THE TROOP COMMITTEE
The purpose of the Troop Committee is to set and enforce the policies of the troop, assist the SM in supporting and accomplishing the troop’s program, as requested, and to provide overall guidance and direction for the troop. Parents/guardians are encouraged to participate in troop committee meetings and to register as adult Scouters. Troop Committee functions include (but are not limited to):
- Developing and approving the annual calendar of events, based on input from the SM and PLC
- Assisting the SM by providing all support required to keep the troop active and engaged in the Scouts BSA program
- Attending monthly committee meetings
- Serve on rank advancement Board of Reviews
- Providing the SM with adult supervision of troop events, when necessary
- Direct fundraising efforts in support of the troop
- Keep troop families informed about the status of the troop
- Assist adult Scouters with the Scouts BSA registration process; this includes review of the application, checking references, and recommending approval to the head of our chartering organization (Great Bridge Presbyterian Church)
- Select the Troop Treasurer; review and approve the annual troop budget and conduct periodic audits of the troop bank account
- Select other troop adult leaders such as the Advancement Coordinator, Merit Badge Coordinator, Secretary, Registrar, Equipment Coordinator, and other necessary positions
- Prepare and conduct the annual troop recharter process through council/district processes
TROOP REGISTRATION POLICY
Scouts and adult Scouters who would like to join Troop 57 are required to fill out the appropriate application and submit it to the Troop Committee Chair for review and processing.
TROOP MEDICAL FORM POLICY
All Scouts and adult Scouters must submit their Part A and Part B medical forms to the Troop Committee prior to participation in troop or patrol campouts. This is a yearly requirement.
All Scouts and adult Scouters must submit their Part C medical form, Health Insurance card, and Immunization Record to the Troop Committee prior to participation in an extended campout greater than 72 hours, such as Summer Camp. This is a yearly requirement.
TROOP COMMUNICATIONS
Troop 57 uses the Scoutbook website to record attendance at all Scout events; record individual Scout rank advancement, merit badges, and other awards; and provide a calendar for the calendar year. The Troop Committee also publishes an annual calendar electronically. The SM sends out a weekly newsletter via email, typically on Sunday, to ensure Scouts and their parents/guardians are made aware of upcoming meetings and events. All parents/guardians and Scouts are required to have a Scoutbook account. The troop also maintains a Facebook page as another means of passing and receiving information and sharing experiences.
Part of becoming a good Scout leader is being able to communicate effectively to other members of your team. Thus, in addition to the information provided in Scoutbook and the weekly newsletter, the SPL will communicate important information to the PLs and APLs for each patrol, as well as to his troop staff. The PL is expected to be able to readily communicate with every member of their patrol to ensure they receive timely information.
RANK ADVANCEMENT PROCESS
Rank advancement is an integral part of the Troop 57 Scouts BSA program and is done in accordance with BSA’s Guide to Advancement. Rank advancement provides recognition for individual effort and accomplishment, as well as a measure of acquired proficiency in basic skills. Rank advancement is a three-part obligation of:
- The Scout, to take the initiative and do the work
- The parents/guardian, to encourage their Scout to learn and grow
- The adult leaders of the troop to provide guidance and opportunities
The four steps of rank advancement are: the Scout learns; the Scout is tested; the Scout is reviewed; the Scout is recognized. Scouts joining Troop 57 are given a Scouts BSA Handbook and a Trail to Eagle notebook, which provides the requirements for advancement as well as additional information a Scout needs to work towards earning the rank of Eagle Scout. Both the Scout and his parents/guardian should take the time to become thoroughly familiar with the requirements. The SM, ASMs, other adult leaders, and senior Scouts should be able to answer most questions about how a Scout gets started on the trail to Eagle Scout.
The SM will designate which adult leaders are qualified to sign off on rank requirements. Typically, this only includes ASMs, and does not include Troop Committee members or other adult leaders. To prevent misunderstandings and misperceptions, parents/guardians should not sign off on their own Scout’s rank requirements.
Additionally, the SM may designate more experienced Scouts to sign off on rank requirements. Scouts with the rank of First Class or higher may sign off on Scout, Tenderfoot, and Second Class rank requirements. Scouts with brothers in the troop should not sign off on their brother’s rank requirements.
Adult leaders and Scouts designated to sign off on rank requirements shall place their initials and a date next to each rank requirement they are signing off. Additionally, all adult leaders and Scouts designated to sign off rank requirements shall print their full name and initials at the top of the page, so other adult leaders and Scouts know who it was that signed off on each specific requirement when reviewing the Scout’s progress.
BOARD OF REVIEW PROCESS
Once a Scout has completed his Scoutmaster conference, he should contact the Troop Advancement Coordinator to request a Board of Review. The Scout may talk with the Advancement Coordinator at a Troop meeting or may contact the Advancement Coordinator via email, ensuring he copies the Scoutmaster and his parents on the email.
The Advancement Coordinator will request the Scout to provide his Scout Handbook showing his rank sign offs, camping log, and service hours log. The Scout may provide clear, readable document scans of the required pages, in lieu of giving the Advancement Coordinator his Scout Handbook.
The Advancement Coordinator will identify two other members of the Troop Committee to assist on the board and will then schedule the Board of Review. Typically, Boards of Review are conducted on Monday nights during troop meetings.
The Scout should prepare for his Advancement Board of Review by reviewing the requirements he completed and should ensure his Class A uniform is ready to go, to include all patches on his Scout shirt. The Scout should also ensure his merit badge sash is up to date.
For the Board of Review, the Scout should come dressed in his full Class A uniform, to include his merit badge sash. The Scout should bring his Scout Handbook and his Flight to Eagle notebook, which contains his record of merit badges earned (MB cards).
Just prior to the scheduled time for the Board of Review, a member of the board will locate the Scout and show him where to wait while the Board of Review examines his Scout Handbook and Flight to Eagle notebook.
The Scout will then be notified the board is ready for him. The Scout should come in to the room, stand at attention, give the Scout sign, and present himself by giving his current rank, his first and last names, and why he is there. Example: “Star Scout John Smith reporting for Board of Review for advancement to Life Scout.”
The Scout will continue to stand and give the Scout sign as he gives the Board of Review the Scout Oath, Scout Law, Scout Motto, Scout Slogan, and Outdoor Code. Once complete, the Board of Review will ask him to sit for the remainder of the board.
Each member of the board will ask the Scout several questions. Once all members have asked their questions, the Scout will leave the room and wait quietly while the Board of Review deliberates if the Scout is ready for the next rank. The Scout will be asked back into the room, and the Chairperson will inform the Scout of the Board’s decision.
The Board of Review will take 25-35 minutes to complete. Once complete, the members of the Board of Review will sign the Scout’s Handbook and inform the Scoutmaster of the Scout’s new rank achieved.
The Scoutmaster will award the new rank to the Scout at the first opportunity. Additionally, the Scout will be recognized at the next Court of Honor for the rank he has achieved.
The Advancement Coordinator will update Scoutbook to show the Scout’s new rank.
MERIT BADGE PROCESS
Merit badges are an integral part of advancement for ranks above First Class. Merit badges are important for the Scout to learn new skills, to work outside the normal troop meeting with an adult counselor, and to present what he has done. In many cases, merit badges lead a Scout to lifetime hobbies, career pursuits, and positive personal habits. Weekly meetings, programs, and planned monthly outings provide opportunities for working toward and passing merit badge requirements. Prior and outside preparation is required. Requirements for earning merit badges include the following steps to be taken by the Scout:
1. Get approval from the SM prior to beginning work on a merit badge. This is done by talking with the SM and having him sign a MB card authorizing the Scout to begin.
2. The SM will start the merit badge in Scoutbook and put in the start date.
3. The Scout will obtain the desired merit badge book and become familiar with the requirements of the badge.
4. The Scout will find a registered MB Counselor for the desired merit badge. The SM and Troop Merit Badge Coordinator can both assist the Scout in obtaining the list of all registered MB Counselors in the district and can assist the Scout in contacting the MB Counselor.
5. The Scout will successfully complete all the requirements to the satisfaction of the MB Counselor.
6. The MB Counselor will sign in both the “Application for Merit Badge” and “Applicant’s Record” sections of the MB card and mark the MB as “Completed” with the date in Scoutbook.
a. NOTE: To prevent possible disqualification of MBs at the District/Council/National Level, a parent should not sign a MB card as counselor for his own child unless the merit badge is taught in a class setting within the troop and prior approval is obtained from the SM.
7. The Scout will turn in the completed MB card to the SM, who will sign as the Unit Leader on the Applicant’s Record section.
8. The SM will give the completed MB card to the MB Coordinator, who will record the MB as “Leader Approved” in Scoutbook.
9. The MB Coordinator or SM will give the Applicant’s Record section back to the Scout.
10. The MB Coordinator will keep track of the completed MB and will ensure it is presented to the Scout at the next Court of Honor.
11. Last, and MOST IMPORTANT – the Scout should file the MB card in his Flight to Eagle notebook, to be able to prove he completed the MB for his Boards of Review for Star, Life, and Eagle Scout.
Merit Badges are awarded at the spring and fall Courts of Honor. The MB Coordinator will work with any Life Scout needing earned merit badges for an Eagle Board of Review.
BSA policy requires that all MB Counselors be registered Scouters. Parents/guardians interested in being a MB Counselor are encouraged to discuss this opportunity with the SM and Troop Committee Chair.
FUNDRAISING
Throughout the year, the troop will provide opportunities for Scouts to raise funds for the troop and for their own individual Scout Account. The money earned for their Scout Account may be used to pay for monthly Scout activities, towards the cost of summer camp, or for other Scouting purposes. Money earned for the troop helps pay for the maintenance of troop equipment and for the purchase of new equipment and supplies for Scout activities. All Scouts are encouraged to participate in the fundraising opportunities when they occur.
CONDUCT POLICY
The Scout Oath and Law are cornerstones of the conduct policy in the troop. Everyone deserves to be treated with dignity and respect. While most boys who join Scouts BSA are good-natured young men intent on learning and adhering to Scouting principles, some Scouts may not always follow the principles within the Scout Oath and Scout Law. While we welcome everyone to be a part of the program, there are certain situations and actions that will not be tolerated in Troop 57.
The rules below apply to your Scout when he is under Troop 57’s responsibility – any time your Scout is with the troop, either at weekly troop meetings or on a camping trip or other troop event.
The following actions will NOT be tolerated:
- Possession or use of any illegal drug
- Possession or use of firearms
- Possession or use of alcoholic beverages
- Smoking or use of any tobacco product
- Stealing
- Profanity
- Any form of hazing, harassment, or bullying directed toward another Scout
- Any form of rude, disrespectful, or belligerent behavior directed towards a Scout or an adult Scouter
- Possession or use of knives, axes, etc. unless qualified by troop and BSA policies
- Starting fires or use of any incendiary devices unless qualified by troop and BSA policies
It is the responsibility of every Scout and adult leader to immediately notify the SM, an ASM, Troop Committee member, or other adult leader should they observe any type of prohibited activity.
Adherence to Troop 57 policies will primarily be overseen by the SPL, ASPLs, and PLs, with adult intervention only to maintain safety, preclude property damage, avoid disrupting other organizations’ activities, and/or restore order in extreme cases.
- Should a PL experience a situation where a Scout in his patrol is causing a problem, he should notify the SPL and/or ASPL as soon as practicable and seek assistance from the SPL.
- In the event the SPL or ASPL cannot resolve the issue with the Scout, the SPL or ASPL should notify the SM or an ASM.
- In the event the behavior of a Scout continues to be an issue, the SM will inform the Troop Committee and will notify the Scout’s parents/guardian, to discuss how best to resolve the situation.
- If the issue occurs during a troop campout or troop event, the parent/guardian may be required to come pick up their Scout and return home with him (to include summer camp)
- The Scouts’ parents/guardian may be requested to attend meetings or troop events to help supervise their Scout.
- Should the Scout’s behavior continue to be an issue, the SM will discuss the situation with the Scouts’ parents/guardian and may suspend the Scout from all troop activities for a period of time.
- The SM, in consultation with the Troop Committee and SPL, will evaluate reinstatement of the Scout to the troop, after the Scout has completed the defined suspension period.
- The SM, CC, and COR will meet with the Scout and his parents/guardian to assess his intentions with the Scouts BSA program.
- Based on the meeting, the Scout will either be reinstated to the troop and be eligible to participate in troop events, or will be required to continue his suspension for a period as determined by the SM, CC, and COR.
- Upon reinstatement a Scout will be on probation for a minimum of two months. Additional infractions within the probation period are grounds for immediate dismissal by the Troop Committee.
It is the policy of Troop 57 that adult leaders and other adult volunteers set the example and subscribe to the same conduct rules referred to above while participating in troop events. The use of alcoholic beverages and tobacco products by adults should be avoided while in the presence of Scouts, and are not permitted during any Scouting functions, including meetings, campouts, and events.