BSA - DAY CAMP ADMINISTRATIVE GUIDEBOOK 202 3 - Boy Scouts
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
BSA DAY CAMP ADMINISTRATIVE GUIDEBOOK 2023
Welcome to National Camping School! Thank you for your service to Cub Scouting. It is the purpose of this guide to provide you with tips, tricks, and notes to make your tenure as a course director for National Camping School an enjoyable one. Your trainees are adult leaders. It is our goal as NCS trainers to put as many diverse, engaging, doable ideas as possible into the hands and minds of our trainees in the short amount of time we have them. Therefore, absolutely everything provided through NCS should be Scout-appropriate, age-appropriate, and immediately transferable to a Day Camp setting. From the room decorations and opening ceremony to the songs before and after breaks to the pageantry of graduation, everything you do should be done to spark the imagination. We want to send our trainees home with more ideas than they can implement in a lifetime! Let’s get started! First things first – a timeline to track your progress. Pacing yourself through the process using this suggested timeline will help you stay on track and get everything done in a timely manner.
Backdating Timeline for Course Director
Attend Course Director webinar/training Fall
Update welcome letter for NCS website (in conjunction with Council Liaison) -145
Identify prospects for NCS staff -130
Request Approval for staff members through Outdoor Programs -100
Recruit staff members from approved list -90
Distribute staff expectations (with recruitment) -90
Staff welcome letter sent -90
Remind all staff to register via staff registration link -75
Distribute online resources page to staff -75
Schedule conference call/first staff meeting -75
Contact Council Liaison and discuss logistics of the course -75
Site Visit (optional) -60
Hold first staff meeting/call -60
Contact students via email with reminders prior to course -14
2nd contact email with reminders with students prior to course -2
-1
Staff arrival
0
Course begins
Completed roster turned in to Outdoor Programs Monday following course
Evaluation of NCS program (daily during the course) +1
Evaluation of NCS staff (at end of course) +3
Submit out of pocket expenses receipts to Outdoor Programs +14
Course and Participant evaluations sent to Outdoor programs +14
(Council liaison responsible)
Invoice to Outdoor programs (Council liaison responsible) +14
Closeout with Outdoor programs with recommendations +14
for future NCS courses, syllabus changes and staff
Introduction
The Boy Scouts of America has developed National Camping Schools to support local councils by
training key adult personnel in the best methods of Scout camping. National Camping Schools
follow a national curriculum with emphasis on communicating the mission of the Boy Scouts of
America and the purpose of Scout camping. National Camping School certification is granted for a
five-season period to those who satisfactorily complete the training.
Objectives
The objectives of National Camping School are to:
• Develop a better understanding of the purposes, program, and methods of camping utilized by
BSA council camps.
• Assure more effective and uniform camp staff training in local council camps.
• Promote year-round outdoor camp program opportunities, with application of appropriate safety
standards for the well-being of all participants.
• Prepare camp staff to ensure the health, safety, and well-being of every camper, leader, visitor,
and staff member.
• Prepare camp staff to ensure that each camper and leader obtains a quality program.
• The camp selected is expected to be a model camp showing what a “Scouting Brand” camp looks
like.
• National Camping School offers training for adults registered with the Boy Scouts of America and
employed full time or seasonally by a local council.
COVID-19 and National Camping School
Local council host sites will continue to practice any locally required COVID-19/communicable
disease mitigation strategies.
The national office will work with each local council host liaison to determine what additional
mitigation steps will be required for participants and faculty depending on the fluid COVID-19
situation. Required mitigation will likely vary based on school location, date and needs of the
participants.National Camping School Staff Organization
For most NCS courses, your staff consists of you, plus two instructors, and a local council host liaison.
This number will be adjusted by the National NCS Staff Advisor for schools requiring a different level of support.
The position of Course Director is filled by invitation from the National Staff Advisor.
Each Course Director will, in turn, recruit his/her instructors. Instructors must be pre-approved by the national
staff advisor before they can be recruited.
National Camping School Position Descriptions
National Camping School Course Director
• Recruit and train an enthusiastic, engaging staff of trainers capable of communicating the syllabus
energetically and with enthusiasm.
• Preside at all faculty meetings before and during National Camping School. Sample meeting
agendas are included in the appendix.
• Monitor instruction at National Camping School daily to ensure a high-quality program,
presentations, and positive group morale.
• Work closely with the host council liaison to ensure all needs of the National Camping School
are met.
• Work with the Outdoor Program Team to provide all required literature, equipment, and
program items for faculty and participants.
• Maintain standards of training and provide the Outdoor Program Team with complete reports,
rosters, and recommendations from the National Camping School within 7 days of the close of
the school.
• Work with the Outdoor Program Team to maintain fiscal responsibility related to budgeted
income and expenses for the National Camping School.
• Coordinate with other staff members and staff advisor to assure that the meeting area is decorated
to reflect the theme.
• Communicate with participants prior to the course to assure a complete understanding of the
requirements for certification. See appendix for sample communication.
• Deliver the course within the recommended timelines, starting and ending on time.
Host Council Liaison
• Provide adequate facilities and personnel to accommodate the needs of the National Camping
School, including living quarters, meeting rooms, food service, program areas, appropriate
equipment, and other support that may be required.
• Ensure that, prior to the opening of the National Camping School, all facilities meet or exceed
national standards requiring that provisions—including local medical support and instruction in
emergency procedures—be made for the health and safety of participants and faculty.
• Provide an on-site representative to meet the needs of the National Camping School and direct
support staff to ensure compliance with all agreements made with the National Council. (See
the Letter of Agreement).
• Ensure the camp is clean and be ready to open meeting all NCAP standards prior to NCS staffarrival. National Camping School is classified as a short-term camp by NCAP and must meet the
appropriate standards.
• Be responsible for shipping any unused NCS kits back to the National Service Center. Any
extra kits and binders (number received in addition to the roster count for participants and
staff) not returned will be charged to the host council.
National Outdoor Program Team & Day Camp NCS Staff Adviser
1. Standards. Establish standards for National Camping Schools, facilities, and evaluations of
program, facility, and operating procedures.
2. Literature. Provide administrative guidebooks, instructor guidebooks, course curriculum,
participant manuals, and other support items.
3. Training. Ensure that the National Camping School Course Directors are trained to serve in
this role.
4. Research and development. Monitor National Camping Schools and other programs to
develop improved methods and curriculum that meet national standards.
5. Schedules and reports. Publish annually the schedule of all National Camping Schools, their
attendance and statistical reports, and compile recommendations for improvement.
6. Staffing. Support NCS as may be requested or deemed appropriate.
Outdoor Programs Annually will:
• Establish dates and locations of all National Camping Schools.
• Contract for site and services in accordance with established standards and requirements.
• Establish a budget, including sickness/accident insurance, liability insurance surcharge.
• Appoint National Camping School directors and orient them; assist directors in recruiting and
training National Camping School faculty.
• Obtain local council approval for all NCS staff.
• Develop and implement a program that can be used to promote National Camping School to
councils.
• Assure that literature, equipment, and other items required for faculty and participants are
provided.
• Work with the host council or site owner to ensure compliance with requirements for services,
facilities, and availability of appropriate equipment and resource materials.
• Specify materials to be provided for participants as well as those provided by the participants.
• Conduct National Camping Schools in accordance with the curriculum and standards
established by the Boy Scouts of America.
• Monitor and evaluate National Camping Schools to ensure a quality program, participation,
adherence to curriculum, and maintenance of national standards.National Camping School Faculty
Faculty Selection
The faculty of National Camping School provides the example of excellence in instruction
and represents the National Council through this course. For this reason, the selection
of National Camping School staff should not be taken lightly.
• Faculty selection for each National Camping School is the responsibility of the
Course Director of the school with the support of the Outdoor Programs team of
the National BSA. Recommendations should also be sought from the local
council host liaison.
• Opportunities to serve on a National Camping School faculty should be rotated.
While it is beneficial to have some returning faculty with a wealth of knowledge and
experience to serve, new faculty members will bring fresh ideas and reinforce their
previous learning by instructing others.
• Faculty must be approved by their local council Scout Executive to serve on staff.
Submit names to Andrea Watson at Andrea.Watson@Scouting.org to gain
approval prior to asking a prospective candidate to serve.
Qualifications of staff members
To be eligible to instruct at National Camping School, a faculty member must:
• Be approved by their home council and Outdoor Programs to serve on staff prior
to being asked to serve.
• Be a registered member of the BSA.
• Be committed to the ideals and objectives of the Boy Scouts of America.
• Provide a positive attitude, teamwork skills, and mature leadership.
• Have Scouting experience, teaching ability, appropriate experience.
• Wear the current official BSA uniform according to the Uniform Insignia Guide.
• Coordinate with other instructors to model a variety of presentation styles.
• Familiarize himself/herself with the syllabus to ensure delivery of material that meets all national
policy guidelines, including the online modules and the in-council training portions of the NCS
curriculum.
• Provide support as needed to other presenters and camp staff as directed by the Course Director.
• Register online via the NCS faculty registration site (link to be provided).
ALL faculty (including the course director and council liaison) MUST hold a current card
for the Unlawful Harassment Prevention training (must be taken every year) and current
Youth Protection Training (Youth Protection must be taken every two years).
• The Unlawful Harassment prevention online training can be taken at:
www.skillsoftcompliance.com/academy/default.aspx?orgid=551502
• Youth Protection Training can be taken at my.Scouting.org
Syllabus and Training Materials
Once the staff has been identified and approved, the course director will communicate with each one,
assuring that each one is registered and is able to access the syllabus and resource materials on the
National portal available at https://www.scouting.org/outdoor-programs/national-camping-school/
All National Camping School faculty will have access to the NCS syllabus, online training modules and
in-council materials. You can also download copies of the NCAP standards, student workbooks and theCase Study booklet to review in advance of the course. All training preparation should take place prior
to arriving at NCS. Be sure to weave in the national day camp theme into your training. The theme
booklet can be downloaded from the NCS site indicated above.
The current syllabus is a direct result of responding to evaluations from course directors as the material
is delivered. Please encourage all staff members to keep notes on what was or was not adequately
communicated, what did or did not work, and ideas for improvement. The course director should gather
all these ideas and forward them to the National Staff Advisor in one document.
Qualifications of National Camping School Participants
To be eligible to attend National Camping School, all participants must:
• Be a registered member of the BSA.
• Be at least 21 years old (unless approved in advance by National Outdoor Programs
Team).
• Hold a current card in Youth Protection Training.
• Meet the prerequisites for some courses. It is the job of the National Camping School
Course Director to maintain a high standard for the course. The following are the
prerequisites for the Cub Scout Day Camp Administration National Camping School
section:
- Youth Protection Training
- Cub Scout Leader Specific Training (any position)
- National Camping School ONLINE modules
- National Camping School IN-COUNCIL modules
• Course Directors must be in contact with participants prior to NCS to request
prerequisites. No national camp school certification card can be presented to a
participant who did not complete all prerequisites until they submit all
prerequisites, in some cases this could be after the in-person NCS has taken
place.
Certification Tracking
The online training certificate has a line for the in-council trainer to sign off once the in-council is
completed, so one sheet of paper should take care of it. They will also need to provide proof of Youth
Protection and Cub-level training – print certificate from online course, bring a copy of their personal
profile, training card, etc.
Below is a sample of a Participant Tracking roster that will help keep track of the three parts of NCS
training required for certification. You should add these columns to the roster you download from the
registration site.
NCS PARTICIPANT TRACKING
Participant In-person Council On-line NCS Staff Local Scout
training training training Advisor Exec notified
completed completed completed notified
Once your course is complete, one of your duties as the Course Director is to communicate the results
to the appropriate Council Executive and forward a final roster to the National Staff Advisor. Using a
tracking device will help track all three parts of the required training and assist the National Staff Advisoras training certification is awarded. If the participant did not complete the In-Council training prior to attending the course, a reminder to the Council Executive would be in order, reminding them of the three-part training required for certification. If you are unable to certify any participant eight weeks after the end of the course, this information must be communicated to the National Staff Advisor. The National Advisor will, in turn, inform the effect Council that their Day Camp may not be offered. Tracking and timely notification is critical! After June 15th, send any remaining NCS cards not handed out to Myla Epley at the National Service Center, 1325 W Walnut Hill Lane Irving TX 75038.
National Camping School Host Site Reminders
Medical Requirements
All National Camping Schools must comply with the following medical requirements. Reminder,
please review the 2023 NCAP standards for “Short-Term” Camp to understand which standards must
be met. Meeting these standards is the responsibility of the local council liaison.
• Make prior arrangements, including method of payment, with local emergency medical
services and/or a hospital to accept camp school participants.
• Established written procedures must be compiled for handling medical emergencies,
including the staff person assigned and location of telephones.
• Display emergency procedures on designated phones. Include names and phone
numbers for the emergency rescue/ambulance squad; hospital; physician; and others as
may be needed. Also include the name and location of the camp so the caller can
properly direct the rescue squad.
• Provide a basic first-aid kit. In addition to a first-aid kit, the facility meeting standards
described in NCAP Standard HS-510 will be required.
• All faculty and participants will provide a current BSA Annual Health and Medical Record
Parts A and B. A medical screening must be conducted within 24 hours of arrival
following the procedure described in NCAP Standard HS-504.
• Designate one person on the faculty or staff as the health officer. This person should
meet the minimum requirements as specified in NCAP Standard SQ-405.
Meeting Places
Instructional Areas
A room large enough to accommodate the Day Camp Administration course is required.
Breakout space is also required for the round robin portions of the training.
Rooms should be large enough to accommodate tables and chairs for participants, with
enough space for displays and group activities.
Trading Post
Every National Camping School can have a local trading post such as ordinarily found at
Scout camps if appropriate. This should be operated by the local council if desired and is
not the responsibility of the NCS faculty. Any potential income belongs to the local council.Facility Standards
Faculty Housing
Faculty and participants should have separate housing accommodations where
possible. Each faculty member needs a place to prepare lessons, do evaluations, and
relax. If possible, all faculty members should be housed in a comfortable, indoor
facility.
Participant Housing
Early in the year, National Camping Schools should be held at indoor facilities with
adequate heating, cooling, and ventilation. Participants should have a recommended
100 square feet of personal space, with provisions for storage of personal items. The
recommended ratio of toilet, shower, and lavatory facilities is a minimum of one for every
six participants. (min 1:15)
Facilities for Male and Female Age Groups
All sleeping, restroom and shower accommodations must follow the most recent
guidelines listed in the Guide to Safe Scouting.
Dining Facilities
Ideally, the National Camping School has exclusive use of the dining room so that
mealtime presentations can be made. The dining room must be large enough to seat all
participants and faculty members in one seating.
Food Service
An important part of National Camping School success lies in attention given to creature
comforts made available to both faculty and participants, not only in housing and
lavatory facilities but also in food service. For that reason, pay special attention to the
school menu.
It is important to remember that everything done at a National Camping School should
provide participants with ideas and models for use in their own camps. With that in mind,
consider these suggestions as you plan:
• Special requests. Consider special dietary needs and individual choices. Review
participant information and be prepared to meet special dietary needs and
communicate with these participants in advance of the course how the needs will be
met.
• Coordination. Review NCS schedule to ensure host council liaison is well informed
of schedule and meals counts.
• On-time service. Announce mealtimes in advance and adhere to those times
through close coordination with the host council coordinator and/or cook.
• Salad bars. Each site must, provide a salad bar at lunchtime and dinnertime so
long as current COVID-19 restrictions do not prohibit it. Items on the bar could
include lettuce, tomatoes, carrots, celery, onions, green peppers, kidney beans,
bacon bits, coleslaw, potato salad, three-bean salad, and a variety of salad
dressings. A breakfast bar with fruit, cereal, and yogurt should also be provided.• Cracker barrels. Offer an end-of-the-evening snack to provide opportunity for
sharing ideas and fellowship. Food might include cheese, crackers, pretzels,
popcorn, cold cuts, cookies, cake, fruit, and appropriate leftovers. Beverages
could include coffee, tea, cocoa, punch, fruit juices, soft drinks.
• Extras. Add food items if physical exertion and/or weather dictates. Water or
punch, hot beverages, fresh fruit, and hard candy for energy may be appropriate.
• Serving options. Not every facility will lend itself to using each of these options
but consider varying the methods of serving food.
o Family style
o Host/waiter/guest style
o Cafeteria style
• Discuss cleanup in the dining hall. One important part of the opening meal is a
discussion of the cleanup procedures for the camp. Use this time to explain the
process that will be used for the remainder of the time at camp. The host council
liaison should be used to help with this explanation and any other camp specific
reminders.
• A final comment: Cooks and other food service personnel are critical to the
success of any camp! Involve them in planning, explain the rationale for your
decisions, communicate constantly, and recognize their efforts. Food service is a
critical component to the success of any camp, including National Camping School.
Please work with your local council host liaison to ensure this key part of NCS is
prepared to meet the needs of your NCS course and they understand the full NCS
schedule so meals are served on time.
National Camping School Pre-Event Reminders
Expenses
• Courses are budgeted up to $10 per person for theme and craft supplies. Course
Directors should administer this and approve any receipts for reimbursement. Any
expense should be pre-approved by the Course Director -.Receipts must be
submitted to NCS@Scouting.org for reimbursement within 14 days of course
completion.
• All program equipment for the courses being taught are the responsibility of the
host council as defined by the letter of agreement signed by the host council.
• Any expense not related to program must be approved by Outdoor Programs prior
to the purchase in order for the local council to be reimbursed.
• Local council will be charged for any extra NCS kits and binders not returned
according to instruction from Outdoor Programs. NOTE: Kit usage must be
consistent with numbers who took the course and staff.
Camp Readiness - Camp must be ready before staff arrive for NCS
• It is the responsibility of the host council to meet all current NCAP short-term camp
standards prior to the arrival of staff and the opening of the NCS.
• This expectation is set forth in the host council agreement.
• Failure to meet this standard could eliminate the council from consideration for future
schools and damages not only the camp's brand, but the brand of National Camping
School. Use NCS to put your "best foot forward!"National Camping School - During Course Reminders
Schedule
• Daily schedule updates - a daily schedule must be published for each
participant and distributed upon participant arrival at camp. A
participant check-in packet could include a schedule, camp map and
other camp specific information. The schedule does not need to include
specific topics covered at specific times but should include scheduled
meals and breaks so that participants can plan their day.
Pizzazz!
• Our ultimate goal is for every Cub Scout that attends Day Camp to leave with memories that will
last a lifetime. In order to do that, we need to provide our camp and program directors with as
many examples of costuming, decorating, songs, skits, and unique delivery methods as can be
crammed into the 1½ days they experience NCS. Direct your participants’ attention to the
Resource Book and use it yourself! Sneak in pizzazz at every opportunity, knowing that every
example of fun is one more tool in the arsenal of our trained camp directors.
• The schedule can be long for some people which can be viewed as very stressful. Work with
your instructors to assure that you are incorporating as much variety in presentation styles as
you can manage.
Safety Moments
• Safety is an essential element of all we do in Scouting. To this end, safety
moments have been developed as a reminder that everyone is in charge of
camp safety. A safety moment is required to be shared at each gathering of
the BSA. To model this behavior, safety moments should be a part of the
opening ceremony each morning and at lunch daily. For a list of safety
moments, visit https:// www.scouting.org/health-and-safety/safety-moments.
This is an opportunity for participants to present information to the school.
Look for topics that would relate to camp or the camp environment.
Flag Ceremonies
• Opening ceremonies are an important part of any camp experience. NCS
participants are encouraged to be a part of the ceremonies and share their
camp ceremonies at NCS. It is appropriate to fly the flag of the USA and the
flag of the state in which the school is hosted (if more than one flag is used at
camp). If three flags are used, it is appropriate to fly the world brotherhood
flag, the camp flag of the camp hosting, or the council flag of the host
council.
Uniform Standard
• NCS staff must wear proper uniform that meets the standard set forth
in the uniform insignia guide
https://www.scouting.org/resources/insignia-guide/
• Uniform should be current and have no "unofficial" patches.
• All insignia must be in the proper location on the uniform.
• Although past uniforms may be worn for historic purpose, staff are
expected to wear the most current BSA complete field uniform and
appropriate insignia.Camp Programs - Songs and Skits
All aspects of NCS should model the best in Scouting and Scout camping, including songs
and campfires. There are NO exceptions to maintaining this high standard.
Fun is an important element of Scouting. But we must remember that everything we do
must be positive and meaningful. Activities should build self-esteem, be appropriate, and
not offend participants or the audience. We encourage you to use the 2023 National
Camp Theme Booklet when selecting songs and skits. In addition, you can also see
Group Meeting Sparklers, Item 33122 as reference.
As leaders of the Boy Scouts of America, it is our responsibility to model the values of the
organization and set a high standard for appropriateness in all Scouting activities. When
making decisions, resolve to follow the high road — “If in doubt, take it out.” These are
some of the things that make activities inappropriate and unacceptable:
• Name-calling, put-downs, or hazing
• References to undergarments, nudity, or bodily functions
• Cross-gender impersonation
• Derogatory references to or stereotyping of ethnic or cultural backgrounds, economic
situations, or disabilities
• Sensitive social issues such as alcohol, drugs, gangs, guns, suicide, etc.
• Wasteful, ill-mannered, or improper use of food or water including wasting food in any
way for comedic purpose
• Inside jokes that exclude some of those present
• Cultural exclusion—emphasis on the culture or faith of part of the group while ignoring
that of the rest of the group
• Changing lyrics to patriotic songs (“America,” “America the Beautiful,” “God Bless
America,” “The Star-Spangled Banner”) or to hymns and other spiritual songs.
• No embarrassing anyone - including staff or audience member (even if they are "in on
it")
• No portraying violent behavior or any behavior not in line with the Guide to Safe
Scouting (ex. pointing "guns" at each other)
• No bathroom humor
• No water skits - No one gets wet in any way
• No sexual overtones
• No material that is not consistent with BSA standards
Songs
The appropriate use of songs can reinforce positive values while interjecting humor and fun.
Establishing a simple approval process reduces the likelihood of something inappropriate
being presented at camp.
Skits
As a course director and representative of the BSA, it is your responsibility to set a high
standard for appropriateness when it comes to what skits should or should not be allowed
at any program. Raunchy humor, bodily functions, and making fun of someone will always
get a laugh from the participants, but there are much better choices when planning material
for a program.
As a camp leader, it is critical that all material be screened prior to presentation so nobody
is surprised or offended. There are arguably gray areas, but the best advice is that these
gray areas must be avoided. If everything was rated on a scale of 1 to 10, let’s use the “8”
material instead of the “2” material. Let’s raise the bar and make sure everything presented
is up to BSA standards.Emergency Procedures
• A detailed discussion of the emergency procedures for the camp will be
given within 2 hours of arrival at camp, preferably during the opening
session.
• Local council liaison should lead this discussion at the opening session.
Dens
• It is important to model the best of Scouting which includes the use of camp dens.
• Other ideas would be to have dens lead grace or flags prior to meals.
National Supply
• NCS staff and participants are offered the opportunity to purchase NCS branded
items from National Supply. Staff and schools should not make or produce their
own NCS branded items (special shirts, hats, etc.) whether for some or all of the
staff/ participants. Each staff member will also receive a staff gift and as such,
course directors should not feel the need to add additional items for staff
recognition.
• All NCS participants and staff will receive a NCS kit of materials for the sections for
which they are registered. These kits will be ordered and delivered by the National
Service Center prior to the NCS course.
Miscellaneous
World Friendship Fund
• The World Friendship Fund gives both youth members and adult Scouters of the
Boy Scouts of America an opportunity to help fellow Scouts in need of support in
countries around the world.
• In recent years, the development of new nations and the democratization of others
have afforded the Scouting movement new opportunities to influence the young
people in those countries. Contributions to the World Friendship Fund have helped
provide needed materials for training, camping, manuals, uniforms, and audiovisual
aids.
• National Camping Schools are encouraged to designate offerings at Interfaith
Service for the World Friendship Fund. Money collected is to be turned in to the
Local Council Liaison for transmitting to the International Department, Boy Scouts
of America, P.O. Box 152079, Irving, TX 75015-2079.
Duty to God
• The 12th point of the Scout Law is a Scout is Reverent. Care should be taken to
allow all participants to worship in accordance with their faith.
• If time allows and at the discretion of the Course Director, an Interfaith Service
can be held on Day 2.Appendix • National Camping School Registration Process • NCS Staff Size • NCS Faculty Expectations • Participant Pre-Arrival Information Sample Letter • Participant Pre-Course Email Reminder Sample • Sample Pre-NCS staff meeting agenda with notes • Close out Report Information • Sample Invoice • Sample roster format to return to Outdoor Programs
Outdoor Programs Boy Scouts of America
National Camping School Registration Procedures
1. Participants register at https://events.scouting.org/form/AF52BAB13A6E41C7/ and log in using
their My.Scouting credentials.
2. The participant's local council will approve (or decline) the registration prior to attendance at
NCS. Local councils will be billed for their registrants' fees at the conclusion of each course.
3. Cards are printed from this roster and sent to the NCS. (Outdoor Programs)
4. The NCS Course Director verifies attendance with roster.
a. If someone arrives at the NCS and is not on the roster he/she is asked to register using
the Online Registration Site on location at the school. - SE Approval required PRIOR to
registration. Contact Andrea Watson for SE information or approval. In the event SE
approval cannot be obtained, participant should be informed that they may be
responsible for fees if the council/SE does not approve.
b. Early arrivals are verified with “yes or no” as attendees arrive.
c. “No-shows” are indicated on the roster.
d. Submit final roster to Outdoor Programs (Myla Epley) using the format on
the SAMPLE provided. Final roster should clearly identify certification status,
including those who were staff.
e. Send all evaluations to Outdoor Programs (Myla Epley)
f. Return all preprinted cards for those who did not receive certification and all blank cards
to Outdoor Programs (Myla Epley) if not certified after 90 days of course
and no later than June 15.
5. Completed rosters are sent to Outdoor Programs via email to ncs@scouting.org the
Monday following the NCS course.
6. Outdoor Programs maintains a single excel database for all NCS courses.
7. Outdoor Programs will maintain a database of those who do not receive certification.
8. Each of these databases will include a 5 year history.
9. Outdoor Programs will keep a database on staff members in good standing and
people recommended for future staffing of NCS.National Camping School
Approved Staff Size
Number of Participants Number of Staff
20-40 Director +2
40-50 Director +3
50+ Director +4 plus 1 per
additional 10 participants
The local council host liaison does not count against your staff ratio.
Any staff over these approved staff size ratios will not be
reimbursable to the host council without prior approval from the
national staff advisor.EXPECTATIONS FOR FACULTY
(Distribute to Faculty before National Camping School)
1. The faculty of a National Camping School has an important responsibility. How
you interpret the camping program of the Boy Scouts of America will influence
dozens of camps and thousands of youth. The invitation to serve was based on
experience, knowledge, and ability. So, “Be Prepared” and “Do Your Best”.
2. The National Camping School is conducted on behalf of the National
Council of the Boy Scouts of America; keep a professional attitude
throughout.
3. Set the best example. Be positive, friendly, and sincerely helpful. Avoid the cheap,
tawdry, off- color, and anything of questionable taste. Remember what you do at a
National Camping School will very likely be repeated at one of the camps
represented.
4. Utilize the NCS Day Camp Administration syllabus, and it is important that these
be followed closely. Improvements in the suggested techniques are acceptable
if the content and spirit of the lesson are not changed. It is vital to see that all
learning objectives are met and all teaching points are made. Be creative in
teaching styles and use best techniques. Do not change content.
5. Schedule enough breaks to keep everyone alert. Look for opportunities for
“hands-on” and “student involvement” experiences. Build in lots of activity right after
lunch.
6. Camp School should NOT be a marathon experience for participants and faculty
members.
7. Project work times have now been scheduled to let participants work on projects
that relate to their positions. Do not use this time for other purposes.
8. Be flexible! The schedule may call for two hours on a topic, but based on the
group, there could be a need for more or less time to fulfill the learning objectives.
9. Start a poster at registration for participants to list “burning issues” they would like
addressed during the school. Refer to it often and make sure to answer these
questions before the end of the school.
10. Make a distinction between what’s in the section manual or staff guide and your
personal opinion. Be sure that students understand the Boy Scouts of America
recommendation before you suggest an option that might have been successful
locally. All suggestions must fall within BSA policy - care should be taken to limit
"this is how we do it at my camp" (war stories).
11. Be prepared at least one full day ahead of the start of the school. Ensure your BSA
uniform is a current official BSA uniform according to the Uniform Insignia Guide.
12. ALL staff MUST complete Youth Protection Training and the Unlawful
Harassment Prevention training for camp staff members in order to serve
on staff. You must also complete all prerequisites in order to be
certified as a Day Camp Administrator.Participant Information Pre-Arrival Sample Letter
As Course Director, you will have access to the roster for your School. Upon registering for NCS, each
participant will be directed to the National Camping School website to look for the Welcome Letter for their
course, similar to the one below. As the course director, you will be asked to provide any information that is
unique to this facility. If you are unfamiliar with the facility, work with your staff advisor to fill in the blanks. You
will note that the letter includes specific gate entry codes and after access phone numbers that are unique to
this facility. Be sure to include anything that is unique to your facility:
Here is a sample version:
Greetings, and Welcome to National Camping School!!
My staff and I are looking forward to an exciting, fun-filled weekend filled with lots of information you need to put
on a great Day Camp experience for your Cub Scout campers!
Philmont Training Center, Cimarron, NM March 19-20
We will start our program at 8 am sharp, if you are planning on traveling to Philmont on the morning of the 19th ,
please allow plenty of time for travel. You must attend all sessions of National Camping School to be certified!
You will need to check in and be medically screened at the Training Center office before joining us. The latest
you may arrive in the classroom is 830 am.
Prerequisites for this training are as follows
1) Be a registered leader, completing Youth Protection Training in the last 2 years.
2) Complete any Cub Scout Leader Specific Training course online @ www.my.scouting.org
(Volunteers & Professionals)
3) Complete the “Foundations of Day Camp” Training available @ www.my.Scouting.org
4) Complete the “In-Council NCS Training.” Your district or council will also need to train you on the
local details of building and running your camp. Ask them when that training will be held. It
should be completed prior to our school. If you are unable to complete any of these trainings,
your certification card will be held until you do.
Once you have completed the “In-Council “ training, have your instructor sign the certificate you printed in #3
above, and bring it, along with proof of completions for all listed trainings with you for our school. Printing a copy
of your “Person Profile” may be the easy way to accomplish this. We will check that you have completed the
pre-reqs when you meet the faculty.
I have attached:
• A WELCOME LETTER with many details you will need to know before you arrive.
• A 2023 BSA Medical Form. You will need to complete parts A, B1, and B2 for this event. No physical
exam is required.
• A Personal Resource Questionnaire form. Please complete that as soon as possible and email to
me as soon as possible!
Our National Theme for 2023 is “Off to the Races!” We will be using that theme for our school as well. I’m
looking forward to a great weekend!
Some advice – Don’t plan on bringing any work to do in your “spare time,” there will be very little of it. We will
start early, and go late on Saturday (9 pm) , so we can finish on time on Sunday (2 pm). What a great
opportunity for my staff and I to meet all of you for a fast-paced weekend of Scouting fun! We are definitely
ready to get back to in-person NCS! Please let me know if you have any questions.
Get started on your training now, send me the Personal Resource Questionnaire – and we’ll see you soon!Participant Information Pre-Course Reminder Email Sample
From the time you are given access to the Course Director’s Portal until your school session begins, you will need to
monitor the roster and determine which names are new to the list so you can communicate with them directly, in a timely
manner. Reminders to bring training documentation, special notes about expected inclement weather, and contact
information provide a level of comfort to participants who are new to Scouting and this type of training. Multiple reminders
are encouraged! A sample of this is as follows:
Greetings, Agents-in-Training:
.
When scanned by your secret decoder ring, this message says ‘Welcome to the Secret Agent Training Center’. I am NCS
Training Chief (insert course director name here). Your mission, should you decide to accept it, is green-lighted for (date).
Mission Central is the Orange County Outdoor Education Center**. This rigorous training is designed for the fittest and
strongest of volunteers. Your training crew consists of seasoned Scouters from other successful missions, ready to share
their secrets to great Day Camp adventures. You’ll be fully trained in the use of an amazing arsenal of Day Camp tactics.
There are rogue agents out there who have been trying for years to obtain our secrets; be on guard throughout our
maneuvers to ensure success.
Dust off your dossier, bring a healthy dose of Scouting Spirit, and prepare for an incredible adventure. When you have
completed your training mission, you will be deemed field ready to lead Cub Scout Day Camp for the next five camping
seasons.
As you prepare to join us at National Camping School, here’s the sit-rep (that’s situation report in Agent-speak):
First, prepare to deal with quirky Southern California weather – it could range from cold, wet, and windy to very warm. Be
prepared!
Second, you’ll have the opportunity to share some of the great ideas you’ve used at previous camps with your fellow
agents. If you’d like to bring copies of a pattern or program idea, think in terms of 40 participants. There is no copier
access, so please plan accordingly.
Third, please bring examples of t-shirts, patches, crafts, and recognition items to share. Be prepared to take pictures of
these great ideas home with you. Pack a day camp shirt for yourself, as you will have an opportunity to wear it at least
once during the weekend as we practice covert ops. I run a tight training camp, and the schedule is very full. Come rested
and ready for a rigorous but fulfilling weekend of great Cub Scout fun. We promise to send you home equally tired and
energized, field-ready to tackle your camp.
The game is afoot!
Chief (insert NCS course director name here)
(add contact information)
**Any registration questions may be directed to the BSA National Office, 972-580-2444.
Some of this information is repeated from the National letter. This is BY DESIGN; numerous reminders are beneficial.
This also allows you to start the process of theme development before they even step foot on the property. This is a
great example of encouraging our future camp directors to be communicating with their campers prior to arrival at camp.
This also allows you to establish contact prior to the course.
Be sure your personalized letter includes at least the following:
• School dates and locations, theme
• Information on expected weather
• Information on expected clothing, bedding, etc., needed
• How special dietary needs will be handled
• Emergency contact number to be used during the school
• Pre-requisite completion encouragement
• Pre-requisite verification paperwork to bring to NCS
• Any camp specific t-shirts, marketing info you want them to bring?
• Arrival time – reinforce every time – “You must attend all sessions in order to be certified.”
• Early arrival procedure
• Your contact info
• Plea to “ASK QUESTIONS NOW!”Faculty and Staff PRE-NCS Development Outline
For use at a meeting held during the months prior to a school. Can be done by phone, or in person.
1. Welcome & Introductions Introductions: name, council, day camp experience, NCS
experience, etc.
Staff Positions Identify positions: Staff Advisor/Council liaison; Course
Director, Instructors.
Support personnel Identify quartermaster and any others who might be
working in a support position for this school: cooks, etc.
Remind the staff that the QM should be the liaison for
any support needs. This position may vary by school
location and situation.
Bio Info Explain staff introductions: Preparing a newsletter to be
distributed to the participants on arrival eliminates lengthy
introductions during the Opening Session. Explain the
information you need to complete it. Information will
include name, council, Scouting experience, NCS
experiences, family, hobbies, etc. Give a due date in a
few weeks. Remind them that this information will be
seen by all participants.
Required STAFF Training Required staff training for this school will be:
• YPT*
• Cub Leader Specific (any version)*
• SCO_14001 – CS NCS Online Training: Foundations of Cub Scout
Day Camp*
• CS 63 – CS NCS In-Council Training. Individual’s should bring a
temporary training card or letter from their instructor indicating they
have completed this training.
• Unlawful Harassment Training available @ https://
www.skillsoftcompliance.com/Academy/Commonui/login.aspx?
ReturnUrl=%2facademy%2fdefault.aspx%3forgid%
3d551502&orgid=551502 (every year)
Your staff will need to complete the online courses (*)
through my.scouting.org.
Staff should bring proof of completion to the NCS for your
verification.
2. Theme Development This year’s theme for your school will be:
Off To The Races!
Theme Development Ideas Discuss how the theme will be developed into the
following
Room decorations
Tablecloths
Outdoor (site) decorations
Staff costumes
Staff “character” development
Adapting presentations to the theme
Den identification item for all participantsLimited Budget = $10 per participant – be sure to have
any reimbursable expenses approved in advance by you!
3. Facility Discussion
Site Location Maps of the camp location—the “official” version if
possible. Are the directions clear – correct exit numbers?
Will we need additional signs? (CS NCS, etc.)
Many participants will be arriving in the dark; will the
existing signs be visible at night?
Are there special instructions needed upon arrival?
What is the travel time from nearest city, etc.
Staff Arrival When should we get there?
Where will we meet?
Will lunch be provided?
What will we do for staff dinner Friday night?
What will we have to do to get ready (move bunks,
decorate tables, etc.)?
Staff Sleeping Explain the staff facilities – Will staff need to bring
Quarters sleeping bags, blankets, bedding, sheets, etc.? Any other
items recommended for personal comfort, fans, sleeping
masks, etc.…
Participant Sleeping Any differences for participant quarters? Will we need
any signage for rooms or showers?
Quarters
Kitchen What will the meal service plan be?
Who are the cooks?
Will we serve cafeteria style?
MENU: Do we get any input?
Snacks:
Beverages:
Any dietary special needs among the staff? Please notify
the CD asap.
Explain how dietary special needs will be flagged to
facility and handled there.
Staff room Will there be a special staff area in the training room?
Will we have room to store “stuff”?
Training Room What is the room capacity/layout?
Present pictures if staff is unfamiliar with site.
Amenities Do cell phones work there?
Is there a wireless or other Internet connection for email?
What is the emergency number for our families to use?
A-V Is there a laptop projector available? Screen? TV?
Will we use a facility computer or will we have to provide
one for PowerPoints, etc.?
Will there be a printer/copier available for staff use?Who will coordinate AV needs for us?
Site-specific challenges Anything special we need to know?
Decoration Techniques Approved ways to attach items to the walls, ceilings, etc.
Medical Staffing Plan for handling medical support at this facility:
What are the site requirements?
Will one of our staff cover it, or is there an outside
person? (Short Term Camp standards will apply)
How will we handle the medical check-in?
What is “plan B?”
Ensure the entire staff is aware of the nearest medical
facility location.
Medical Needs How will we handle any medical needs the staff may
have?
How will we address those of the participants?
What about food allergies?
Trading Post National Supply will no longer be providing an on-site
Trading Post. Local councils are welcome to do so with
their own manpower (non-staff)
4. Material Distribution
Review procedure for downloading course materials.
Provide links in an email prior to this meeting. Items to
have available include:
• CS NCS Syllabus
• Participant Workbook
• Case Study Workbook
• Theme Resource Book
• Current NCAP book
These materials will be for your use in prepping for the
NCS. Participant kits will be provided for each participant.
Syllabus Changes Changes: review any pertinent changes in the CS
program.
Changes to National standards!
We have an obligation to present current material and
make any necessary changes to presentations previously
prepared.
Participant Opportunities Explain how you will involve the participants for flag
ceremonies, mealtime grace, and morale or “pizzazz”
features. Use a chart to sign up?
Make den assignments in advance?
Session Changes The “Campfire” and “Duty to God” sessions are no longer
part of the curriculum. You have the option to present a
Worship Service if desired. If so, explain your plan to do
this.
Round Robin Who will be the timer? Remind everyone that the purpose
of the sessions is to discuss the use of that program
feature in a camp setting, i.e., the “crafts” session is not
just for making crafts, but rather for discussing the bestway to facilitate them, who to buy from, etc.… Will we
have any local “experts” involved in the round robin?
Participant Workbook Review the Participant Workbook so you are aware of
information the learners will have during each session.
BSA Resources How will we deal with any additional requests for BSA
resources?
Hard copies of BSA resources needed?
TYPOS Ask everyone to be aware of any changes, corrections,
etc., that need to be made to the syllabus. Send
electronically to Course Director.
5. Staff Responsibilities
Trainer Development Conference Strongly recommend that all faculty who will be making
presentations attend a TDC prior to the course.
“National” Remind all that this is a National Camping School - not
any individual council or camp. Be sure everything is “by
the book,” and stay away from “in my camp” statements
or examples. Everything should comply with the highest
standards of the BSA!
Uniforming Staff patches –
Who needs one & where do we put them? The Insignia
Guide says ladies may wear one above the right pocket
BSA strip or on the pocket below the strip. Men wear it
on the right pocket. (Blue patches are no longer
available, but may still be worn.
Field vs. Activity Uniforms Use the proper terminology (i.e. there is no such thing as
“Class A” uniform in Cub Scouting).
When will we wear what?
Sat AM: Costume/Official BSA uniform morning
Sat PM: BSA shirts
Sun: Official BSA uniform
Full uniform from head to toe for staff —no jeans or
unofficial trousers.
Uniforming Standards All Uniforming should be according to the Insignia Guide.
Leave all your Roundtable beads and other locally
produced regalia at home.
“Disney” Concept When the faculty/staff is where they can be seen by the
participants – they are “on-stage” and should act
accordingly – to the highest standards of the BSA. The
staff should also be guided by the Positive Value
Statement located in the Cub Scout Leader Book and
Group Meeting Sparklers.
Faculty/Staff Personal Equipment What should be brought to NCS. Look at it from the view
Checklist of a first time instructor who has never been to this site.
(camping chair, hangers,)
Case Study Mentors Each faculty member will be assigned to mentor a case
study. Prepare to assist the dens as needed, as theywork their way through the case study. Establish who will
have the final say as to any changes needed or
requested by the dens. The group is to use only what is
presented in the case study. No anonymous benefactors
donating money, resources, equipment, etc. Do you
want the mentors to do the Case Study crtitiques?
6. Training Assignments Course Director will assign presenters (first) according to
requests. It is good to have a new session to study
(personal growth) as well as sessions you have done
(familiarity).
Every session will have a “second.” The “first” prepares.
In the event he/she is unable to present the second is
able to step in using the first’s preparations.
The second also helps with handouts, special preps,
writing on flip charts, etc.
Presentation Style Use of several different styles. A mixture of PowerPoint
slides, felt-board/white-board, flip charts will improve
interest and attention span. Use the “discovery method”
and games or skits might also make presentations more
enjoyable and increase retention. Employ creativity (but
don’t forget about the syllabus)!
“Abolishment of Boredom” It should be our goal to maintain the full, active,
conscious participation of all. To that end:
• No reading from the syllabus except when exact
wording is required
• Use voice dynamics: pitch and volume
• Move around; “work the room”
• Encourage interaction
• Use an “engaging opening” – a joke, riddle, skit or
question to pull them in at the start of the
presentation.
• Have Fun – Enjoy This!
Remember, the entire staff can be used as needed for
skits; they are not limited to their co-presenter(s).
Standards Be sure to refer to the applicable standards at the end of
each presentation. To ensure all are addressed, there
should be a method of tracking them in the room.
Explain how you will do this. Who is responsible for any
resources needed?
7. Pre-opening Night before the course begins (some folks will be
coming in early):
Assignments Activities, games, snacks?
Check-in • Check roster info for correctness
• Collect (or distribute) resource questionnaires
• Ensure an adequate number of blank health forms
and resource questionnaires are available as needed.
Staff Functions ID who will be responsible for?
• Check for participant proof of training• Passing out den/table assignments
• Checking health forms
• Passing out newsletters and any other material they
need.
• Passing out name tags, neckers, etc.
Distribution Participant Workbook It is best to have all participant material unwrapped and
in binders at the tables where the training will take place.
Health Forms • Who will review them?
Gathering Time Who will be responsible for providing gathering time:
• Crafts?
• Games?
Early Arrivals (the night before) How will they know where to sleep, eat, etc.?
• Facility Staff?
• NCS staff?
Den Assignments Assign them in advance. Use Council, gender, age to
provide maximum diversity at each table.
Parking Are there any requirements of the site that would
necessitate assignment of staff to oversee?
• Staff needed to greet people as they drive in; help
them unload; escort to lodgingsFaculty and Staff ON-SITE Development Outline
For use at a meeting held at the school site once team is assembled.
1. Welcome & Introductions: name, council, day camp experience, NCS
experience, etc.
Introductions
Staff Positions Identify positions: Staff Advisor/Council liaison; Course
Director, Instructors, Quartermaster.
Support personnel Identify quartermaster and any others who might be
working in a support position for this school: cooks, etc.
Remind the staff that the QM should be the liaison for
any support needs. This position may vary by school
location and situation.
Bio Info Explain how you will handle staff introductions: Distribute
the newsletter if that is the method you chose. Explain
how you will BRIEFLY introduce your staff in the opening
session.
Required Training Required training for this school will be:
• YPT
• Cub Leader Specific (any version)
• Hazardous Weather (included in Cub Leader
Specific after 2019)
• SCO_14001 – CS NCS Online Training:
Foundations of Cub Scout Day Camp
• CS 63 – CS NCS In-Council Training Individual’s
should bring a temporary training card or letter
from their instructor indicating they have
completed this training.
Verify staff completion of all pre-requisite training.
2. Theme Development This year’s theme for your school will be:
OFF TO THE RACES!
Theme Development Ideas Discuss how the theme will be developed into the
following:
Room decorations
Tablecloths
Outdoor (site) decorations
Staff costumes
Staff “character” development
Adapting presentations to the theme
Den identification item for all participants
Ask if anyone has receipts for pre-approved expenses.
Explain your method for collection of any receipts, and
that reimbursement will come from National.
3. Facility Discussion
Site Location Tour the school area if necessary, make sure everyone
knows where round robins, meals, check-in, etc. MakeYou can also read
