Troop 420

Eagle Scout Project, Application Administrative Procedures

Revised: April 2020

The following procedures describe the basic steps necessary for advancement from Life to Eagle Scout. This is a long and very detailed process that requires much dedication to stay on task.  These procedures are designed to ensure that a Scout's Eagle application and project are complete and to assist with prompt review and processing of the required paperwork in presenting a Scout to the National Council of the Boy Scouts of America for approval of the Eagle Rank.

Prior to entering the step-by-step procedure toward the Eagle Board of Review, it is strongly suggested that the Scout and parents meet with the Scoutmaster or Troop Committee Chairman to discuss the Eagle process

 

Troop Committee Chairman: David Harling          910 280 0389

Scoutmaster: Kris Coleman          910 280 2074

Troop 420 Eagle Project Counselor: Gus Purcell        910 318 0364     

Troop Advancement Chair: Julie Hogan         910 280 0735

Lumber River District Eagle Project Counselor (Scotland County): Bob Weagraff 910 384 4770

Lumber River District Eagle Board of Review Chairman: Tony Cunningham

 

Eagle Scout Project:

 

                Upon receipt of the Life Rank, Life Scouts may begin work toward approval and execution of the Eagle Project. The actual project cannot start until properly approved.

 

Step 1 The Troop Committee Chair should present a Scout the following upon presentation of his Life rank.  These items are available from the Cape Fear Council office.

  1. Eagle Award Application, No. 512-728 (2019 or later edition)
    1.  http://www.scouting.org/filestore/pdf/512-728_WB_fillable.pdf
    2. Must be typed and saved to your computer for later edits if necessary.
  2. Eagle Service Project Workbook, No. 521-927
    1. http://www.scouting.org/filestore/pdf/512-927_fillable.pdf
    2. Must be typed and saved to your computer for later edits if necessary.

 

It is the responsibility of the Eagle candidate to fill in the forms and paperwork as he progresses through the steps although the Troop Committee Chair, Advancement Chair, or Scoutmaster may help the candidate.

 

Step 2 The candidate formally proposes to supervise the accomplishment of a service project worthy of the Eagle Rank in scope and design. The project must fulfill the five elements of an Eagle Service Project as described in the Eagle Service Project Workbook, The project can benefit a school, religious organization, or the community. It cannot benefit the Boy Scouts of America. The project concept and plan must be approved by the project beneficiary, Scoutmaster, Unit Representative (Troop Eagle Counselor) AND the Lumber River District Eagle Project Counselor before the Eagle candidate may begin work on the project. Additional pages may need to be added to the project workbook to include very specific information as to budget, material and equipment lists, before photos, plans and drawings as necessary.  Approval signatures shall be no older than 6 months at the time the approval is given by the District Project Counselor.   Contact your District Advancement Eagle Project Counselor for approval procedures: Bob Weagraff 910 384 4770. The actual project cannot start until properly approved.

The Scout plans the project using the Eagle Service Project Workbook in Word format which allows for ease of change in your project plans as they progress.

There is the general expectation for the project workbook from the Eagle Scout Board of Review.

       1.  The complete project workbook should be contained in a three ring binder from the plan beginning

       2.  The 3 ring binder most acceptable is a clear view front cover with a customized identification of whose notebook it is.

                a. Scouts Name

                b. "Eagle Project Service Project"

                c. Eagle Scout badge clip art

       3.  Many Scouts put their notebook pages in clear plastic sleeves as this notebook will become their Eagle Scout historical document

       4.  Upon Completion of the Eagle Project, the Eagle Scout application should be placed in the front of the notebook in a plastic sleeve.  The Eagle application should be printed front and back on one page in color.

 

The above protocol will present the Scout in a most favorable light and reflect work worthy of an Eagle Scout.

Call the Lumber River District Eagle Project Counselor for an appointment to present your project for approval.    If the project is not approved by the Project Counselor, he will explain his concerns.  The Scout may try to further develop the project for approval or select a new project idea. The Scout must have the signature of the Scoutmaster, Unit Committee Representative (Troop Eagle Project Counselor) and the person representing the organization benefiting from the project prior to meeting with the District Eagle Project Counselor for final approval of the project. The actual project cannot start until properly approved by all four individuals. It is not uncommon for the Scout to meet with the Project Counselor two or more times before signing off on the project plan as they refine the project.

Detail is a key to your plan. The Scout should be as detailed as possible.  For example, if you list a screw driver as a tool needed to complete your project, it should be noted what kind of screw driver you are using: Phillips or flat head. 

Below is a list of some items that may be expected in the plan of your project by the Project Counselor.

  1. Drawings or sketches
  2. Budget income and expenses
  3. Schedule of projected work and completion dates
  4. Schedule of manpower
  5. Schedule of tools and equipment needed
  6. Schedule of  materials needed
  7. Before photos showing condition of project site with id labels identifying what is going on in the photo

 

Step 3 Execute the project:

  1. Your job is to demonstrate and give leadership to others. Above all, remember that you are being evaluated on the process.
  2. Concentrate on how you are administering the completion of your project. This is not a family project. Parents and relatives should have limited roles in the project.   You need to coordinate your work dates with the Scoutmaster.  You are expected to advertise all project work dates to the troop and are encouraged to use 10 to 15 Scouts in the project work.
  3. Make a detailed plan including a timeline.
  4. Keep detailed notes and records in your workbook at all stages. These notes will be used in preparing the final comprehensive report.
  5. Keep the benefiting organization, Scoutmaster and Troop Eagle Counselor informed as to your progress.
  6. Taking pictures of the project before, during, and after. This certainly can enhance the credibility of the work you and your team accomplish.
  7. At the conclusion of the project, obtain a letter from the benefiting organization indicating successful completion to their satisfaction.
  8. After completion of the project, sign your workbook. Have your Scoutmaster sign and date your workbook where indicated.
  9. Review the Eagle Project Notebook Checklist for further guidance.

 

Step 4 After the project completion; a comprehensive written narrative is to be prepared describing the project and the steps the candidate used in completing the project. The write-up takes more time than you think.  As a suggestion the report should address:

  1. Describe how you chose this project and its benefits.
  2. Describe your planning steps to include securing materials, tools, and workers.
  3. Outline decisions you made and suggestions you received prior to beginning the project.
  4. Tell how you demonstrated and gave leadership to others working on your project.
  5. Include goals you set to successfully complete the project.
  6. Then describe how your project progressed, problems encountered and solutions.
  7. Describe what you learned from this project and how these same skills can be utilized in the future.

 

Eagle Scout Application

 

Step 5 Scouts completes the Eagle Scout Rank Application. When you print the Eagle Scout Rank Application, it must be printed as a one page document in color.

A.      All dates entered on the application with have the month, day, and year.

B.      Rank dates are the date of the Board of Review for the stated rank.

C.      The date to be entered for merit badges is the date that the merit badge counselor signed the blue merit badge card. Cross out merit badges not used as required badges on lines 6 and 9 of the Eagle Scout Rank Application requirement #3. If a crossed-out badge was earned for the rank of Star or Life, reenter it in lines 13 through 21.

D.      The date for Leadership must be for at least six months since earning the Life Rank and before candidates 18th birthday. Do not use words 'Present' or 'Current'.

E.       Many applicants encounter delays in processing when advancement in rank dates and merit badge earned dates do not match National records and standards. The Troop Advancement Chair can give you a copy of your individual Scout record that will contain dates for all badges earned.

F.       Eagle Application Requirement #6 – the Scout must “In preparation for your board of review, prepare and attach to your Eagle Scout Rank Application a statement of your ambitions and life purpose and a listing of positions held in your religious institution, school, camp, community, or other organizations, during which you demonstrated leadership skills. Include honors and awards received during this service.” This should be attached to the Eagle application.

 

Step 6 The unit reviews and approves the records of the Eagle candidate before the application is submitted to the Eagle Board of Review:

  1. Check the Eagle project and make sure a comprehensive report with full descriptions is submitted. The Eagle Service Project Workbook and report must accompany the Eagle application. The report will be returned to the candidate after the Board of Review.
  2. Check dates and be sure that 21 merit badges (including the 12 required) have been earned, and the Advancement Reports reflecting those badges have been turned into the council office.
  3. Verify that the Scout has served satisfactorily in a prescribed leadership position for at least six months since earning the Life rank and before his 18th birthday.
  4. Check dates and be sure that the candidate has completed all of his requirements including his service project prior to reaching his 18th birthday or have an approved time extension from the National Office.

 

Step 7 The Scoutmaster conducts a Scoutmaster Conference, signs and dates the Eagle Application to certify that a satisfactory conference has been held and that the candidate is considered ready for the Eagle Board of Review.

 

Step 8 The Troop Committee Chair then conducts a Unit Conference, signs and dates the Eagle Application to certify that the application is technically correct, that all merit badges and rank advancements were earned as listed and Advancement Reports were submitted to the Council.

The block entitled LOCAL BSA COUNCIL CERTIFICATION IS TO BE LEFT BLANK!!!!! This will be completed at the Cape Fear Area Council Service Center.

 

Step 9 Reference Forms. The Scout must process his request for references. A full description on how to do this is located on the the Troop 420 website at:

http://www.bsatroop420.com/EagleReferences2015LRD.htm

Reference forms should not be mailed prior to the Scoutmaster Conference.

 

Step 10 As soon as all of the documents are found to be in proper order and have been reviewed by the Scoutmaster and Troop Committee Chairman, the Troop Committee Chairman will request the Eagle Board of Review for the Eagle candidate. The Eagle Board Chairman will notify the Eagle candidate to schedule the date, time and location of the Eagle Scout Board of Review.  An Eagle Board of Review may be held after a Scout turns 18 provided all of the requirements were complete prior to the 18th birthday. If the Board of Review is conducted between three and six months after the candidate's 18th birthday, a statement explaining the reason(s) MUST accompany the application when submitted to the Cape Fear Council office. When a Board is going to be held more than six months after his 18th birthday, the Eagle Scout candidate MUST petition the National Advancement Committee, through the Council Advancement Committee for an extension of time TO HOLD the board of review.

 

The Eagle Scout Board of Review

 

Step 11 The Board of Review convenes. The Board must have a minimum of three and a maximum of six members. Members of the Eagle Board are appointed by the District Committee.  In no case should a relative/guardian be present at the Board of Review, even as a unit leader. The purpose of the Board is not to re-examine or to retest what the candidate has accomplished. Rather, the Board's purpose is two-fold. First, to determine the Scout's attitude and application of Scouting's ideals (the total growth of the Scout). Secondly, to make sure a good standard of performance has been met not just a reward for the completion of a tiresome task.

 

Step 12 Following the questioning period at the Board of Review, the candidate will be excused from the room while the board discusses the acceptability of the candidate. After the Board has reached a decision, the candidate will be invited back into the room. Should the Board have reached a unanimous decision, the candidate will be informed that he is recommended for the Eagle Scout Award.

  1. If he has not been found acceptable he must be told in detail as to why he is not qualified at this time. At this time one of two (or both) steps will be taken.
  2. A discussion will be held with him to determine how he may fulfill those requirements within a given time period. An agreement is reached. At that time, two copies of the agreement are dated and signed by the Scout and the Board. One copy is given to the Scout, the other is held by the Eagle Board of Review Chair. A 'formal' follow-up letter must be sent promptly to the Scout confirming the agreement reached on the action(s) necessary.
  3. Should the candidate disagree with the decision and no agreement can be reached, the appeal procedures will be explained to him. If the Scout chooses to appeal, he will be provided the name and address of the person he is to contact. A 'formal' follow-up letter must be sent promptly to the Scout confirming the reasons for not recommending the candidate.

 

Step 13 Immediately following the Board of Review, the candidate's Eagle Scout Rank Application will be signed by the District Advancement Committee Representative and the Board of Review Chair and dated.

 

Last Action By The Scout:

 

Step 14 Following successful completion of the Eagle Board of Review, the Scout must deliver the Application and the Eagle Project notebook to the Troop Committee Chairman within 24 hours so he can process it with the Cape Fear Area Council Service Center.

Don't set your Court of Honor too soon. The Scout Shop is not permitted to sell the Eagle badge without receipt of the approved application from the National Council. Please allow 6 weeks for the paperwork to be processed and the credentials sent back to the Cape Fear Area Council. For successful candidates with extenuating circumstances, Eagle Scout Awards may be expedited by contacting the Cape Fear Area Council. (There is a processing cost involved in expediting the Application.)  Following approval of the Eagle application by the National Court of Honor, the application is returned to the Cape Fear Area Council.  The council will forward to the Scoutmaster the original application and the Eagle presentation kit that includes the Eagle Scout certificate, Eagle membership card, Eagle medal and cloth badge, mother's pin, father's tie tack and Eagle lapel pin.  It is recommended that the Eagle Scout certificate be professionally framed and matted with acid free mat board.

 

All troop Eagle Scout resources can be found at: http://www.bsatroop420.com/EagleMain.htm