Commissioner Tools Best Practices
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Here are some tips that will help you get the most out
of Commissioner Tools.
- Clear your cache routinely.
- Try to log your contact entries as soon as possible
after the contact has occurred so you neither forget
important details of the contact nor forget to log
the contact within the 60-day window. Should a
commissioner or professional feel it imperative to
document a contact after the 60-day window, it is
possible to enter a date inside of the 60-day window
and make an annotation in the comments that the
entry was posted late along with the actual date
of the contact. Making this type of “late” entry is
completely ethical and in keeping with the intent and
spirit of the Scout Oath and Scout Law.
- When running or downloading reports for large councils, try running the reports during off-peak usage
hours or break up the report into smaller pieces such
as into council service areas or districts if you receive
an error message or the report times out.
- Which report is the “best” report is subjective,
but the Unit Health report is a most helpful report
especially for roundtable commissioners because
this report not only shows the unit, whether it is a
new unit, and when it was initially chartered, but also
shows when the last assessment was made and by
whom, along with the assessment type (simple or
detailed), plus the score. It also shows roundtable
attendance and how many leaders from each unit
were in attendance for each month of the year.
- If the Commissioner Tools screen doesn’t populate
or display information immediately, re-click the last
button you clicked on. Or back up one level in the
- When a commissioner needs to be assigned to
units in multiple districts, have an administrative
commissioner whose natural context allows access
to all involved districts assign the units to the
commissioner (not the commissioner to the units—
because the commissioner should show up in only
- Before scheduling a Collaborative Assessment
(entering a future date in a Detailed Assessment), it is
recommended that you contact the unit leaders first
to get on their calendars. Scheduled assessment
emails are sent from CommissionerTools@scouting.org and may go to their Junk folder, which they may
not ever see or open. By having a conversation in
advance, unit leaders will be aware that they need to
look for the communication.
- Keep up to date on current events by reading
the biweekly status reports online (council
commissioners and Commissioner Tools
champions—don’t forget to share the status
reports with your commissioners) and by joining
the Commissioners of the Boy Scouts of AmericaFacebook page.
- When training new commissioners, teach them
how to use Commissioner Tools by having them
review the Commissioner Tools videos. The links to
the videos are found at http://www.scouting.org/Commissioners/tools.aspx along with a suggested
viewing sequence (Viewing Order Matrix). Click here
to view the entire commissioners training play list.
- Look at your my.scouting dashboard and as
appropriate update your contact information. Also
review your training to have errors corrected and
- If you have a problem, don’t sit on it. Let your
council Commissioner Tools champion know,
so he or she can help. Or failing that, reach
out to the Commissioner Tools Focus Group at
CommissionerTools@scouting.org. You might have
found a problem that nobody else is seeing. For
example, one council could not get its reports to run.
It turned out that someone had made a contact entry
with a three-digit year. That very unique problem was
causing the system to hang up. In another situation,
there was a single district in a council where the
commissioner list was not loading, but it was loading
in every other district.
If you have any best practices that could benefit
others, please send a detailed email with your idea to
email@example.com. Include screen
shots if they would make explaining your idea easier.