Hey Camp Leadership!

You know those post-camp and pre-camp inspections we go through every year? Well, they’re not just paperwork. They’re our golden ticket to making sure our camps are top-notch for the Scouts.

Post-camp/Pre-camp Inspection Checklists (430-310) stand as essential tools in ensuring the safety, functionality, and improvement of Scouting facilities (see NCAP Standard FA-701). They serve not only as a checklist for immediate repairs but also as an incredibly useful tool for making capital improvement decisions, laying the groundwork for enhancing the Scouting experience.

Think of it like this: these inspections aren’t just about checking off boxes. They’re like our roadmap for making strategic upgrades and improvements. And guess what? Getting some volunteers involved can turn these inspections into a real game-changer.

Let’s take a look at how we can make the most of these inspections:

Taking Stock: Let’s dive deep into how our camp performed last season. What worked? What needs fixing? From the state of our cabins to our safety protocols, let’s leave no stone unturned. Use the Pre-Camp/Post-Camp inspection form to help guide you through this discussion. The document is meant to help you take a strategic look at the property and the programs at your camp. It will help you plan any maintenance and upgrades or upkeep that camp needs to be ready to open.

Get Lots of People Involved: We’ve got some smart, dedicated people, on our council committees, right? Well, let’s put their heads together. By getting folks from facilities, finance, and program development on board, we can tap into a wealth of knowledge to figure out our next steps. Take them with you to camp and have them walk through the area with you as they will see things that you do not. Invite folks who have never been to camp as well as they will bring a fresh perspective on the walkthrough.

Use the Right Tools: Leverage the BSA Camp Facility Evaluation tool as another tool in this inspection. It’s like our camp-improvement GPS. By using this tool, we’re gathering hard data to steer our decisions. No more flying blind—this tool helps us focus our efforts where they’ll have the biggest impact.

Now, onto the real work:

Spotting Opportunities: Armed with our inspection findings and committee input, it’s time to figure out our action plan. Whether it’s sprucing up our infrastructure or beefing up our safety measures, let’s pinpoint our targets.

Making a Game Plan: Let’s rally some volunteers and map out our strategy. With input from our committees, we’re setting priorities and deadlines. Budgets, timelines, you name it—we’re getting it all sorted. Collaborating with your committees and the council staff helps to build a plan that everyone can agree on and that meets the objectives of the council.

Putting Our Money Where Our Mouth Is: We’re working hand-in-hand with the finance committee to make sure the cash is flowing where it’s needed most. If we need to do a little fundraising to meet the need this team needs to be involved.

Keeping Tabs on Progress: We’ve got our plan locked in—now it’s all about execution. We’re keeping a close eye on things, making tweaks as needed, and celebrating wins along the way. Communicate to your units who are coming as you make these improvements or upgrades to keep the excitement going about the upcoming season.

In a nutshell, by teaming up for post-camp inspections and getting strategic with our planning, we’re setting ourselves up for success. Let’s keep the campfire burning bright!

The Boy Scouts of America National Camp Accreditation Program (NCAP) Declaration of Readiness (#430-072) is a critical step in ensuring that Scouting camps meet the highest standards of safety and quality. One of the key aspects of completing the Declaration of Readiness successfully is working effectively with your Zone Assessment Team. This article aims to provide guidance on how to collaborate with your team to streamline the process and navigate assessment efficiently.

Understanding the BSA NCAP Declaration of Readiness

The Declaration of Readiness (#430-072) is the Council’s assurance that a camp will be ready to open and prepared to offer a program that meets or exceeds the requirements of the NCAP standards and its Authorization to Operate. The Declaration of Readiness form with its supporting documentation must be submitted to your assigned NCAP Zone Assessment Team Leader no later than May 15 each year for long-term camps. The current version of the Declaration of Readiness (#430-072) can be downloaded from the BSA National Camp Accreditation Program site (scouting.org/ncap). One form is to be submitted for each type of long-term camp you will host (Cub Scout, Scouts BSA etc).

Collaborating with Your Zone Assessment Team

Establish Clear Communication Channels
Communication is key to a successful collaboration with your Zone Assessment Team. Establish clear communication channels early on, ensuring that all relevant stakeholders are) informed about the process and expectations. Regular meetings or conference calls can help keep everyone on the same page and address any questions or concerns that may arise. Share your communication preference and learn theirs – email, phone? Day of the week? Time of Day? Set communication up for success by confirming when and how is the best way to engage.

Assign Responsibilities
Clearly define roles and responsibilities within your camp team and the Zone Assessment Team. Identify who will be responsible for gathering documentation, conducting site inspections, and addressing any deficiencies found during the pre camp inspection.  Having designated individuals for each task helps streamline the process and ensures accountability. This is a good way to engage your camp leadership team in the NCAP process, including helping gather the Declaration of Readiness documentation.

Provide Access to Necessary Information
Make sure your Zone Assessment Team has access to all relevant information and documentation needed to complete the assessment by submitting the documents indicated on the Declaration of Readiness form. The Declaration of Readiness form indicates what should be submitted to the Zone Assessment Team. Providing access to this information in advance allows the team to review it thoroughly and identify any areas that may need support prior to the on-site assessment. Discuss with your Zone Assessment Team what format you will be providing your documentation in. Will it be digital? Will it be in paper form? This ensures everyone is prepared to review the material.

Be Open to Feedback
Approach the Declaration of Readiness and Assessment process with an open mind and be receptive to feedback from your Zone Assessment Team. The Zone Assessment Team is dedicated to ensuring the success of your camping operation and wants to ensure you are fully prepared to start camp. Communicate frequently on items that may need additional information or may not be 100% complete.

Working effectively with your Zone Assessment Team is crucial for successfully completing the NCAP Declaration of Readiness and ultimately your NCAP annual assessment. By establishing clear communication channels, assigning responsibilities, providing access to necessary information, being open to feedback, and following up diligently, you can streamline the assessment process and ensure that your camp meets the highest standards of safety and quality. 

For more information about the National Camp Accreditation Program, please review the Council Implementation Guide or visit scouting.org/ncap. To contact your Zone Assessment Coordinator, please refer to the last page of the most recent NCAP Circular for a list of e-mail addresses.

Distracted driving poses a serious risk to everyone on the road, especially when driving to camp with Scouts. As we approach April, which is Distracted Driving Awareness Month, it’s crucial to remind Scouters and parents transporting Scouts about the dangers of not fully focusing on the road. According to the National Highway Traffic Safety Administration (NHTSA), distracted driving claimed 3,522 lives in 2021 alone, and the numbers have been increasing steadily. 

There are three main types of distractions while driving: visual, manual, and cognitive. Visual distractions take your eyes off the road, manual distractions take your hands off the wheel, and cognitive distractions take your mind off driving. Texting while driving is one of the most dangerous distractions, as it involves all three types. Other common distractions include talking on the phone, eating, grooming, using navigation systems, and adjusting music or climate controls. 

To ensure the safety of everyone on the road, especially when transporting Scouts, here are five tips to remember: 

1. Put your phone away: Avoid using your phone for calls, texts, or browsing while driving. If you must use your phone, pull over to a safe location. Encourage everyone to take the “It Can Wait” pledge. 
2. Plan ahead: Familiarize yourself with the route and directions before hitting the road. Use a GPS device or app that provides voice-guided directions. 
3. Secure loose items: Make sure all gear and equipment in the vehicle are properly secured to prevent them from becoming projectiles in the event of a sudden stop or crash. 
4. Avoid eating while driving: Eating can be distracting and take your hands off the wheel. If you need to eat, pull over to a safe location. 
5. Stay focused: Keep your mind on driving and avoid engaging in other activities that can take your attention away from the road. 

April is the perfect month to reinforce these important principles to the Scouters and parents driving Scouts to camp this summer. You might consider including this topic in your Camp Leader Guide and mentioning this topic during your pre-camp leadership meeting (see NCAP standard PD-108). There are several resources you can utilize: 

• BSA’s Distracted Driving Safety Moment  
• Video – National Safety Council – Distracted Driving Calls Kill 
• US Department of Transportation NHTSA Distracted Driving Resources 

As the countdown to camp season begins, camp directors shoulder the responsibility of ensuring their staff are well-prepared to deliver exceptional experiences for our Scouts who will attend. Developing and implementing a great training plan is the cornerstone of success, tailored to the unique demands of each camp type. Let’s take a moment to explore the essential components of staff training for long-term camps, and day camps, accompanied by practical checklists to streamline the preparation process.

For All Long-Term Camps and Day Camps: Before delving into camp-specific requirements, it’s vital to establish a foundation of universal training elements applicable to both of these camp types. Here’s a checklist of training that apply to all:

Youth Protection Training:

• All staff complete before or at camp before camp begins online.
• Renew every two years.
• ACTION ITEM: Collect copies of Youth Protection training for all staff. (Could be done in advance of camp!)

Understanding and Preventing Youth-on-Youth Abuse Training:

• Completed during staff training in-person.
• Renew annually.
• ACTION ITEM: Add to written staff training plan
• ACTION ITEM: Collect copies of training certificates for all staff or use a sign in roster on a training record.

Staff First-Aid Training:

• Ensure at least 50% of staff are certified.
• Maintain a ratio of 1:25 trained staff to campers.
• ACTION ITEM: Collect certifications from Staff. (Could be done in advance of camp!)

Hazardous Weather Training:

• All staff complete online.
• Renew every two years.
• ACTION ITEM: Collect copies of training certificates for all staff. (Could be done in advance of camp!)

In addition, for Day Camps: Day camps are a unique camp type, necessitating specific training adaptations. Here’s a checklist to tailor your training plan for day camp staff:

• Minimum of four to eight hours of training before camp.
• Follow agendas outlined in Day Camp Administration Guide or Cub Scout Day Camp Staff Training Guide.
• Implement Workplace Harassment Prevention Training specifically for paid staff (available online only).
• ACTION ITEM: Retain copies of Workplace Harassment Prevention Training certificates on-site and at the council office (if applicable).

For Long-Term Camps: Long-term camps demand a more comprehensive training approach and encompass extended durations and specialized skill sets. Here’s a checklist to elevate your staff training for long-term camps:

• Provide a minimum of 28 hours of staff training.
• Incorporate program-specific outlines.
• Allocate 10 extra hours of training for each additional type of long-term camp. (i.e. Cub Scout, Scouts BSA or Venturing)
• Supervise training with personnel trained at National Camping School.
• ACTION ITEM: Develop a staff training plan showing 28 hours of training (above and beyond physical set up of camp). The NCAP assessment team will need to see this plan and it can be submitted with your Declaration of Readiness.

Multiple Program offerings. Facilitating seamless integration between staff members transitioning across different camp types is essential for maintaining consistency and quality. Here’s a checklist to promote staff moving from one camp program type to another:

• Brief staff on program guidance and program delivery for each camp type.
• Develop program plans for each program activity in each program type using the age-appropriate guidelines.
• Address differences in program groups, including gender- and age-related issues.

While this list is not all the things you need to do to train your staff it will give you a good starting point in developing your staff training plan. Remember that your plan needs to be in writing and approved by the appropriate council committees.

As camp director, your commitment to staff training sets the stage for a memorable and enriching camp experience for all. By leveraging these checklists and tailoring your training plan to suit the specific needs of each camp type, you empower your staff to excel in their roles, ensuring camper safety, growth, and enjoyment throughout the season. With careful preparation and attention to detail, you can embark on the upcoming camp season with confidence and enthusiasm.

Resources: For more information on staff training see NCAP standard SQ-402. Additional information and staff training guidance for long-term camp can also be found in the upcoming revised Camp Staff Training Guide which will be released at the end of April 2024.