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Getting Ready for Eagle Project Approval


Important:  You must use the current Eagle Project Workbook.  It must be kept together ... every page.  Do not separate any part.  Do not alter any pages. Do not import it into a word processor for editing; you should use the editable PDF by saving it to disk and then editing it using the latest version of Adobe Reader. You may attach items at the end of the workbook, e.g., diagrams, photos, receipts, etc. 

 



Choosing a Project:
The Eagle project must have enough planning and leadership on the Scout’s part.  If an organization has a project, the plan, and supplies, but they just need some workers to do the labor, then that does not qualify as an Eagle project!  That is the organization’s project … not the Scout’s.  The project does not have to be a physical construction but still must have enough planning and leadership.  Projects for which the Scout will have more pride usually involve construction of a permanent object.  Contact a member of the District Advancement Committee if there is a concern about meeting the requirements of planning and leadership.  Generally blood drives, collecting things in the neighborhoods, painting parking lot strips, and gluing tiles for the street department do not qualify.  However if there are extra activities attached to that activity that require the Scout to do more planning and leadership, then it may pass and be approved.  Please discuss the project with us ahead of time so we can see if it might work. 

 

There is no requirement for any certain number of hours that must be spent on a project.  Each project will be different.  An Eagle candidate should include all the time he has spent thinking about, planning, discussing, and documenting his Eagle Scout Project in addition to the time he and the co-workers he recruits actual spend executing his project plan.  Documenting the results after project completion count towards hours spent on the project, too! 

 

The Scout will fill out the first section of the Eagle Project Workbook down to the five signatures on page 2-4.   It is a brief overview of the project and not detailed (yet).  After the project is approved by District, then the Eagle Coach from the Troop will help the Scout finish the plan in more detail in the second half of the workbook. 

The only thing in the second half of the workbook that must be filled out for the initial District approval is the application for fundraising on page 3-7.  Circle Ten Council gave Five Trails District permission to approve these, so we will sign them at the time of the District project approval.  Fund raising means any money or materials that the Scout gets donated by sources other than family, Troop, or benefiting organization.  This includes asking stores like Home Depot to donate items like lumber.  You may list fundraising events that you might perform but may not end up doing.   You do not have to do the fundraiser, so put all fundraising activities that you might possibly do.  It will just be a possibility and the Scout does not have to do it if the money is not needed.   This page does not have to be completed if there is no fundraising necessary.  Remember that extra money left over after completion of the project should be donated to the benefiting organization.


Signatures:   The Scout signs the form on page 2-4.  It says: “On my honor as a Scout, I have read this entire workbook”.  He needs to read the whole thing.  There are four signatures that must be signed before starting the project.  The three non-District signatures are signed in any sequence but the District signature must be last.

 

The first half of the workbook does not have to list how many nails, boards, etc., but must give the impression of what is needed to complete the project.  So all materials, items, tools, etc., must be listed.  Also there should be a complete list of safety issues, even though a more complete description will be included in the second half of the workbook.  The second half of the workbook is for the Scout and Eagle Coach to complete so that the Scout can accomplish the project successfully.  There is no requirement to fill out every section or line.  In the past, the District Committee made sure the plan was complete and detailed enough to be successful, but now that responsibility is shifted to the Troop’s Eagle Coach.  If the Troop wants the District to go over their planning in the second half of the workbook we will be glad to critique it.  If the Troop does not have any Eagle Coaches, we will be glad to assist the Scout in filling out the detailed plan.


After the Scout finishes his Eagle Project, pages 4-1 to 4-4 must be filled out completely and signatures obtained.  There is a chart that lists the time spent on planning and performing the project.  Please have the Scout put the hours he planned the project in the margin for his Eagle Board of Review.  His hours reported in the chart is the total hours of planning and executing the project, both by him and by the co-workers (youth and adult) that he recruited to work on his project. 


The project does not have to benefit only non-profit organizations.  In rare circumstances a project may be approved that is for a private company or individual.  The BSA Guide to Advancement mentions this:

 Normally “your community” would not refer to individuals, although a Council or District Advancement Committee may consider scenarios where an individual in need can affect a community. An example might involve elderly persons able to live at home but unable to maintain their property, with the result being an “attractive nuisance” or related dangerous situations, or even an eyesore — something that raises concern to more than that of just an individual. If it can be determined it is the community that benefits, then it is a matter of identifying who will provide approvals. They must come from a source representing the “community,” such as a neighborhood association, watch group, homeowners association, or perhaps a division of a town or county. 

 

Another example might be a flag pole outside a nursing home that is for-profit.  Please contact one of the District Advancement Committee members if the beneficiary is in this category, to discuss the feasibility of the potential project before a lot of time is spent writing the project up.


The Eagle Project Workbook must be kept together in its entirety and not split up or altered in any way.   The Scout may attach photographs, diagrams, or type-written pages at the end of the workbook and write in areas of the workbook: “see attached”. 


 

Finishing Your Eagle Project Workbook After District approval:    

  • You should at some point, before doing the project, finish the second half of the workbook with the help of your Troop's Eagle Coach.
  • Be sure to have a list of all equipment needed for the project … down to how many hammers or wheelbarrows you will need and where you are acquiring the material. Every list should include a first aid kit, water, cups, and a cell phone (for emergencies).  This is a list of all materials like tools, water, and cups, as well as boards, nails, and actual materials to build the project.   This needs to be everything you will need that day (or longer) to make this project happen.
  • IMPORTANT!  List and describe the possible safety hazards that are anticipated in the project and how you are going to attempt to avoid them.  For example goggles are needed to avoid eye injuries.  Do not just explain how you are going to treat injuries.  A first aid kit should be on all lists of materials for every project and we assume you can treat injuries.  We hope you never have to treat any!  Examples:
      1. Eye injuries:  wear goggles during hammering.
      2. Dehydration:  water breaks every hour
      3. Back injuries:  instruction on lifting with bent knees instead of bending over with stiff legs
      4. Caustic clue:  wear non-permeable gloves when using glue
      5. Power tools:  age-appropriate guidelines for power tool usage will be instructed and obeyed
      6. Etc.:  etc.
  • To help you with safety issues (e.g., which age Scout may use which kind of tool), use the Guide to Safe Scouting, which may be found at a link presented here. There are several sections which help with Eagle Scout projects, including Age Guidelines for Tool Use and Work at Elevations or Excavations and Service Project Planning Guidelines, among others. You may download a PDF of this manual and print the relevant sections for use in planning your Eagle Scout Project.
  • Make sure you make a list of all time spent on planning. That is, every time you talk on the phone, meet with people, type up proposals, and even the times you plan in your head on what you are going to do. The total needs to be put into the workbook later, so be sure to keep track of it as you go. (For example, if you are talking with a school principal about your project at the school, you would need to count your time as well as the principal’s time, too.)  Also have all persons who are working on the project sign in and sign out while working on the project. You will need to have a total on how long each person works on the actual project and the total amount of time all workers spent on the project. 
  • If there is any question whether a project might not be adequate, call or e-mail the District Advancement Committee's Vice-chair for Eagle Issues so you can get a pre-approval on its worthiness. The email address is advancement@fivetrails.org


Note:  Be sure to take pictures of before, during, and after the project to include them in your Eagle Project Workbook. You may put pictures, diagrams, spreadsheets, etc., after the workbook rather than inserting them into the provided spaces if you prefer (that way the file doesn't become too large to email). 

After finishing the project, go ahead and get the signatures you need:  yours, that of any Adult from the Troop who was at the project, and the benefiting organization contact person's signature in your workbook.  Do this right
away!    

You will bring your completed Eagle Project Workbook with you to your Eagle Scout Board of Review, where it will be discussed in detail. 

 

 

Eagle Scout Rank Application

Before an Eagle candidate can go before his Eagle Scout Board of Review, he must fill out the Eagle Scout Rank Application.  Here is the official BSA link to that application: 

====>> http://www.scouting.org/filestore/pdf/512-728_wb_fillable.pdf

To complete this application, ask your Troop's advancement chair to get a record of your Scouting history, including Cub Scout dates (if any), leadership position(s), Merit Badges earned & the dates, etc. This is called an Internet Advancement Report, which is NOT related to TroopMaster, ScoutBook, ScoutTrax, or any other advancement tool outside of BSA's ScoutNet. Your advancement chair will know how to generate this report. 

Note: Assistance is available for Troop advancement chairs via an email to: 

advancement@fivetrails.org

 

 

 

 

Here are the steps to get ready for your Eagle Scout Board of Review:  

  • Fill out your Eagle Scout Rank Application.  
    • Be sure to scratch out which Merit Badge alternatives you did not use towards becoming an Eagle Scout. IF you are using the editable PDF form in Adobe Reader, which is HIGHLY RECOMMENDED, you should use the "strikeout" function and NOT the "highlighting" function to perform this task. The "strikeout" function will draw a red line through the unused portion of the MB options list (e.g., like this: "Emergency Preparedness OR Lifesaving").  
      • E.g., after 01/01/2014, did you earn the Environmental Science or the Sustainability Merit Badge.  (If you earned both, which one are you counting as the mandatory one?  Scratch out the other one. E.g., like this: "Environmental Science OR Sustainability")  
      • There are similar alternatives for the Swimming Merit Badge and the Lifesaving Merit Badge; these require corresponding actions.  
      • As part of this process, your Scoutmaster will guide you in using Circle Ten Council to verify the dates you input into your Eagle Scout Rank Application as well as which Merit Badges you earned, the date of your Life Scout Board of Review, and your Troop Leadership position(s) & dates.  If this data does not match what Council (and, therefore, BSA) has on record, you will not be allowed to have your Eagle Scout Board of Review. The official BSA/Circle Ten record of your accomplishments/dates is contained in your Internet Advancement Report, which comes from ScoutNet and which can be obtained by your unit's Advancement Chair. It is strongly recommended that you use this report to complete your Eagle Scout Rank Application.
      • Get permission from the appropriate references to use their information onyour Eagle Rank Application. Do NOT ask them to write references yet (see later)! Note that ALL fields on ALL references must be complete, but IF you have never held a job where taxes were withheld, you do not need to complete the line for Employer. Note that your parents ARE requested to write a reference for you. Also, IF you are NOT a member of a formal religious organization, you may specify a relative for your Religious reference. IF you are home-schooled, you may use a parent for your Education reference, but this should be a different reference than your Parent/Guardian. Make sure all mailing addresses are complete, including city/state/zip code. 

    • Fill in your leadership positions.
    • Fill in your Eagle Scout Service Project data. 
      • Note that the "number of hours" is the total number of hours spent by all participants, including your time in planning/documenting/presenting/reporting on the project, the time spent by the beneficiary, the time spent by other adults (e.g., Eagle coach and consultants at, e.g., Home Depot or Lowes), and people who worked on the execution of your project. 
  • Have your Eagle Scout Scoutmaster Conference, following your Troop's procedures to arrange this.  
    • Make any corrections to your Eagle Scout Rank Application that the Scoutmaster requires.
    • Sign/date the Eagle Scout Rank Application.
    • Get the Scoutmaster and Committee Chair to sign/date your Eagle Scout Rank Application
  • When the above are complete, e-mail the District Advancement Committee Vice-chair for Eagle Issues and ask to schedule an Eagle Scout Board of Review. Use this email address: advancement@fivetrails.org. This will also CC the Five Trails District Advancement Chair; do NOT CC anyone else other than your own Troop leadership or your family. Do NOT attach ANYthing to this email, please! HOWEVER, IF you have significant constraints (e.g., away at college, turning 18 imminently, etc.) please DO include this information in this email!
  • The Five Trails District Advancement Committee Vice-chair for Eagle Issues will respond via email with directions about what you need to do next.
    • This reply will include an attachment which you will need to customize and give to all your references. This attachment tells them how to email their reference to the Vice-chair for Eagle Issues. Again, you may NOT be in possession of these reference letters at any time (BSA rules).
    • This will also include directions on how to email your Eagle Scout Rank Application and Internet Advancement Report to the District Advancement Committee. 
    • It will also remind you that the second page of the Eagle Scout Rank Application contains directions for two other documents you will need at your Eagle Scout Board of Review (BoR). Please do NOT email these documents; they are only needed at your BoR!
    • This email will describe the process of Eagle Rank VERIFICATION and notify you that when you have all your information correct, it will be submitted to Council for this process.
    • ONLY after Eagle Rank VERIFICATION is completed by Council may your Eagle BoR be scheduled.
  • Your Eagle BoR will then be scheduled. Two members of the BoR will be trained leaders on the Five Trails District Advancement Committee. A third leader MAY be from your Troop, but you may NOT play any role in selecting this third BoR member. That third member may NOT be your Scoutmaster OR an Assistant Scoutmaster from your Troop (BSA rules) OR any member of your family (BSA rules).  
  • When you come to your Eagle Scout Board of Review, you should:  
    • Be in full ("class A") uniform
    • Wear your Merit Badge sash
    • Bring your OA sash if you are an OA member
    • Bring your completed/signed Eagle Scout Service Project Workbook, including "before" and "after" pictures, diagrams, receipts, etc.
    • Bring your completed Eagle Scout Rank, including the required signatures
    • Bring your "life goals" essay for the Review Board to read 
    • Bring your list of leadership positions for the Review Board to read
    • Bring your Boy Scout Handbook, which should have complete signatures & dates for all prior ranks.  
    • Bring any other Scout memorabilia that can be contained in a notebook (you may bring summer camp photos, e.g., but no camping gear, hiking gear, etc.) 

If you have questions about any of the above, please e-mail the District Advancement Committee Vice-chair for Eagle Issues, Rufus Woody III at advancement@fivetrails.org.  

 

After your successful Eagle Scout Board of Review, you should first make at least one copy of the original Eagle Scout Rank Application that your Board of Review members signed (both sides).  You may want other copies for yourself and/or your Eagle Coach, but you must turn in the original to Circle Ten Council (along with some (simple) paperwork that they provide).  You must turn in a copy to your Troop's Advancement so they can record it in your Troop's record-keeping system (e.g., TroopMaster, if that is what your Troop uses).  

You are an Eagle Scout on the day you successfully complete your Eagle Scout Board of Review (and, by the way, for the rest of your life)!  The paperwork you submit to Circle Ten Council will in turn be submitted to BSA "national" for further approval/documentation.  When Council receives BSA's approval, your Scoutmaster will be notified (because of that extra (simple) paperwork that was turned in with your approved  Eagle Scout Rank Application) and you may pick up your award from the Council office.  Note that Eagle Scout Ross Perot provides much of what you will pick up at Council -- e.g., your Eagle pin, your parent pins, your mentor pin, etc.  If you wish to purchase an Eagle Scout patch to sew on your uniform, you will need to bring "proof" that you are an Eagle Scout; that extra copy you made (above) for personal use will suffice for this purpose!  

Now, on to planning your Eagle Scout Court of Honor ... !!  


Note:  If you remain an active member of your Troop, you now have the opportunity to earn Eagle Palms if you are still under 18 years old.  If you are already 18 years old, your Adult Leader record will reflect that you are an Eagle Scout (and what date you earned it)!  

 

OK, you have successfully passed your Eagle Scout Board of Review!  Congratulations!  Now, before you begin planning your Eagle Scout Court of Honor, how would you like your Eagle Scout information to be published in area newspapers? If so, then fill out the "Eagle Publicity Information" form, attach it to an e-mail to your Troop's publicity coordinator, and s/he should make sure your information makes it into the local news. 

Then, confer with your Troop about planning your Eagle Scout Court of Honor; each Troop's procedures and customs are different.  
 
And, finally, C O N G R A T U L A T I O N S ! ! ! !   
 

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