Parent Information for Eagle Scout Preparation and Ceremony Planning
There have been questions asked as to the responsibilities associated with the preparation to the rank of Eagle Scout and what to expect once that rank is achieved. This packet is an attempt to assist answering those questions. Each boy is supplied a packet of information to assist them in their goal of becoming an Eagle Scout See Appendix C. The guide that you are reading is for those who assist a scout on his adventure to becoming an Eagle Scout. In Appendix B is a set of responsibility lists for various Troop and Troop Committee members that can be used to plan and acknowledge steps in the progress. In Appendix A is a checklist for parent responsibility. Careful adherence to these lists should ensure a hassle-free path to Eagle for everyone. An important consideration in the achievement of the Rank of Eagle Scout is that of the Eagle Scout Ceremony, also known as the Eagle Court of Honor. Once all requirements have been met and the application is submitted, there is waiting period for final confirmation. Certain tasks cannot be completed until the proper paper work is received by the troop. That said, some preliminary planning of the Eagle Presentation Ceremony can begin prior to the receipt of confirmation. As a scout works toward the Rank of Eagle Scout, it should be noted that the Eagle project work dates need to be coordinated with the Scoutmaster. Likewise, the Ceremony date needs to be coordinated with the Scoutmaster and other individuals who will be participating in the affair. Due the fact, that some tasks that can not be done prior to the receipt of the confirmation paper work, a date for the ceremony needs to be coordinated with the Scoutmaster and Troop Committee that allows at least four to six weeks after the official notice. Parents should make sure to provide the Advancement Chairman with the list of requested letters from “dignitaries”, as well as the scout’s gift choice at least 1 month prior to the date of the ceremony. Important to remember is that a scout must complete all requirements for the rank of Eagle prior to their 18th birthday. The District Board of Review can be up to 90 days after the scout’s 18th birthday. At this time, the first Thursday of each month is the date for District Board of Reviews. The presentation of the rank of Eagle to a scout can happen after his 18th birthday and, likewise, the associated Presentation Ceremony can, and often does, happen after the 18th birthday deadline. However, the actual Eagle Application must be received at Council prior to a Scout’s 18th birthday. The Scout usually brings his application with him to his Eagle Board of Review. In cases where the Board of Review will be after the Scout’s 18th birthday, the application must be submitted to council by the Scoutmaster prior to the Review. The planning of the Presentation Ceremony, or Eagle Court of Honor, is the responsibility of the scout and his family. There is no "standard" set forth for the Eagle
Court of Honor; there are many, many styles. Much information on this subject can be found on the internet. Included here are a couple of useful guides for the planning activity. The first guide, How to plan and conduct a troop Eagle Presentation, has a very useful checklist. See appendix E. Note this is an example, there are others available. Another good reference is The Eagle Court of Honor Handbook. See Appendix F. The Scout and his family should choose a desired format, modify it to suit, and request approval from the Scoutmaster. The Scoutmaster's role here is fairly limited. The planned ceremony needs to ensure that the appropriate level of respect to the Rank is maintained. An optional, but meaningful part of the ceremony is the "Eagle Charge" in some form. The Scout family is responsible for sending invitations to all troop members, relatives, friends, teachers, representative of agency the Eagle project benefited, minister, dignitaries, and any significant people along the Scout’s path to Eagle (See list of suggested inclusions contained in Appendix A). The troop will provide a list of names and addresses of troop members, scouting and local dignitaries that should be invited. Invitations should be sent a minimum of 2 weeks prior to the event. A letter of explanation should be provided with the invitations to local dignitaries, as they may not fully understand the significance of the Event. See Appendix H for a sample letter that can be utilized for this purpose.
Appendix A Parent/Guardian and Scout Responsibilities Parent/Guardian and Scout
Complete Eagle Requirements Provide Name, Role, Address, Phone Number And E-mail Address For 5 References To Scoutmaster (See Form and Note Below) Provide List Of Names To The Advancement Chair For Letters Of Commendation: Both Mississippi US Senators Gene Taylor (US Representative) Governor of Mississippi President of the United States Ocean Springs Mayor Ocean Springs State Legislative Representative (Hank Zuber) Jackson County Board of Supervisors Others (list) Provide To The Advancement Chair The Selection For The Scout Gift Planning/Execution Of The COH Coordinate COH Date With Scoutmaster (No sooner than 4-6 Weeks After Confirmation Of Rank Is Received) Decide on ceremony for COH Create Guest List Send Invitations (Include Letters for Local Dignitaries) Reserve Facility For COH Plan And Provide Refreshments (Optional, But Recommended) Create Slide Show (Optional) Provide Any Special Equipment (Ex. Projector And Laptop For Slideshow) Organize Display Of “Scouting Memorabilia” (Optional, But Recommended) Establish Agenda For Program Contact And Secure Commitments For Speakers Provide Agenda To Scoutmaster And Committee Contact And Coordinate Speakers Note: Appendix E has a more comprehensive checklist that can, also, be utilized.
Provide 5 References to the Scoutmaster
(As defined in the checklist above; see the note below)
List of References
Ref 1 Name: Role: Address:
Phone: E-Mail: Name: Role: Address:
Ref 2
Phone: E-Mail: Name: Role: Address:
Ref 3
Phone: E-Mail: Name: Role: Address:
Ref 4
Phone: E-Mail: Name: Role: Address:
Ref 5
Phone: E-Mail:
Note: The five references that you supply to the Scoutmaster must be the same five references that you provide on your Eagle Scout Rank Application. The roles that are specified on the form include the following: Parents/Guardians Religious Educational Employer (if any) Two other references Prior to putting an individual’s name and contact information down as a reference for any type of application (Eagle Rank, Job Application, etc.); that individual should be contacted by the Scout needing the Commendation. Inquiry should be made prior to the submission of the individual’s name as a reference. Is the person, both, willing and available to provide a letter of commendation. The scout should further explain that the actual request for the letter will come from his Scoutmaster. Once the individual has agreed to provide the service, the scout can provide their name as a reference. The Scoutmaster will then request the actual Letter of Commendation.
Establish Guest List
(Suggested Inclusions) All Registered Members Of The Troop (Boys And Adults) Charter Organization Representative Family Members Friends Representative Of Agency Benefitting From Eagle Project Cub Den Leader Badge Counselors School Principal Teachers Pastor Or Minister St. Alphonsus Representative (Father) Scout District Executive District Commissioner Mayor Of Ocean Springs (Optional) Alderman (Optional) Supervisor (Optional) State Representative (Optional) Community Dignitaries
Appendix B Troop and Committee Responsibilities Scoutmaster - Lockwood Peckinpaugh
Participate In Discussions And Approve Initial Eagle Project Concept Review Final Eagle Project Plan, Sign Paperwork Prior To Committee Review Attend District Eagle Project Review (Can Delegate To Life To Eagle Coach) Coordinate Scheduling Of Eagle Project Work Days On Troop Calendar Contact Scout’s 5 References To Request Letters Look Over And Approve Final Eagle Project Write Up Approve And Sign Eagle Application, Send To District Attend District Eagle Board Of Review; Introduce Scout To Board Work With Scout On Plans, Ceremony For Eagle Court Of Honor Receive Eagle Paperwork From Council, Passes On To Scout Present Eagle Badge, Parents Pins, Troop Gift At Eagle Court Of Honor
Life to Eagle Coach – Derrick Charbonnet
Provide “Prodding” When Necessary To Life Scouts Not Actively Pursuing An Eagle Project, Including Reminders To Complete Badges Facilitate Finding Necessary Badge Counselors For Final Eagle Required Badges Provide Guidance During Eagle Project Concept Development Work With Scout On Eagle Project Plan; Approve Prior To Scoutmaster Signature May Sit In On Committee Project Review (As Silent Observer!) Provide Contact Information, Etc. For District Review Help Facilitate Eagle Project (i.e., Contacts For Supplies, Etc.) Participate In Eagle Court Of Honor As Requested By Scout Encourage Scout To Attend The Council Eagle Banquet
Troop Committee - Nancy Peterson, Chair
Encourage Life Scouts To Begin Thinking About Eagle Project Review Eagle Project Plan With Scout—Committee Chair Signs Approved Plan Prior To District Approval Review Completed Eagle Project (Committee Chair) Review And Sign Eagle Application (Committee Chair) Determine Which Troop Gift The New Eagle Would Like To Receive (Knife, American Flag Or Plaque) After Board Of Review, Provide Eagle COH Information Packet To Parents Provide address list of troop members that should receive invitations to COH Work With Scout And His Parents To Identify Date, Venue For Eagle Court Of Honor Make Sure All Letters, Awards, Gifts Are Acquired In Time For Eagle Court Of Honor Facilitate Scout Requests For His Eagle Court Of Honor Ceremony Submit Photo, Write-Up Of COH To Local Papers (PR Chair)
Advancement Chair – Shawn Cosgrove
Make Sure District Has Accurate Records On Life Scouts Beginning Eagle Project Track All Eagle Required Badges, Order Badges As Completed Obtain COH “Checklist” Information From Parent Of New Eagle Scout Upon Successful Completion Of Eagle Board Of Review And Receipt Of Paperwork From District, Order The Following, To Be Received Prior To Eagle Court Of Honor: Obtain Eagle Kit (Box With Badge, Pins, Etc.) (See Appendix G) Obtain Troop Gift Request Letters Of Commendation From: * Both Mississippi Senators Gene Taylor Ocean Springs Mayor Ocean Springs Legislative Representative (Hank Zuber) President Of The United States Governor Of Mississippi Jackson County Board Of Supervisors Other Persons Requested By The Parent /Guardian and Scout Provide address list of “Dignitaries” To Be Included in the Guest List (i.e. Scout Executives, District Representatives, Ocean Springs Mayor) Assist/Participate in Court of Honor as Requested by Scout *Verify requests with list provided by Parent /Guardian and Scout.
Appendix C Troop 211 Guidelines for Eagle
(Given to Scouts by Their Life to Eagle Coach)
http://www.ostroop211.org/elements/eagle_guidelines_3.doc
Appendix D Eagle Scout Forms Service Project Workbook
http://www.nesa.org/trail/manual.html
Eagle Scout Rank Application
http://www.nesa.org/trail/58-728.pdf
Appendix E How to plan and conduct a troop Eagle Presentation
(Example Reference Material) To be added at a later date For a copy request from S. Peckinpaugh
Appendix F The Eagle Court of Honor Handbook
(Example Reference Material) http://www.eaglescout.org/finale/coh/coh.html
Appendix G Eagle Scout Award Kit
Eagle Kit
Appendix H A Sample Invitation Letter
123 Main Street Somewhere, USA The Honorable _______________________ U.S. Senate Washington, DC. 20510 Dear Senator __________ I would be greatly honored if you could attend my Eagle Scout Court of Honor on 13 July 1998 at the First Banquet Hall of Fame at 2 PM in Mill Valley, Illinois. Your presence would greatly add to my receiving the Boy Scouts of America's highest honor, the Eagle Scout Award. I hope you will be able to attend my Eagle Court of Honor. Yours in Scouting, Sample Scout When writing to a member of Congress, use the address below: THE HONORABLE ________________________ U.S. Senate Washington, D.C. 20510 THE HONORABLE _________________________ U.S. House of Representatives Washington, D. C. 20515 Key leaders in your home town that you may consider sending an invitation to: MAYOR City of Ocean Springs Fire Chief City of Ocean Springs Chief of Police City of Ocean Springs Superintendent of Schools City Alderman County Supervisor