Filetype Excel XLSX | Posted on 14 Aug 2022 | 3 years ago
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Sheet 1: Overnight or Outdoor Checklist
| Event: | ||||||
| Step | Action | Days Prior to Event | Date Complete | Assigned to: | Special Instructions | Comments: |
| 0 | Pre Trip Planning | |||||
| 1 | Decide on a Trip and on basic activities for the trip. Set Tentative Date. | -60 | Senior Patrol Leader & Scout In Charge | Check likely conditions at the trip location and determine restrictions from Rangers for fire and other restrictions. | Define any pre-requisites early in the planning (age limits, rank limits, canoeing merit badge, etc.) | |
| 2 | Select or Assign a Scout in Charge (SIC). | -60 | Senior Patrol Leader | See Leadership tab for roles and general responsibilities | ||
| 3 | SIC seeks out an Adult In Charge. | -60 | Scout In Charge | Ask the Troop Events Coordinator for assistance if needed | ||
| 4 | Confirm the date for the trip with Troop Calendar, Committee Chair & Scoutmaster. | -60 | Scout In Charge | Check the troop calendar & with Committee Chair & Scoutmaster to confirm date is ok. Get the trip put on the Calendar. | ||
| 5 | Book any commercial trips, campgrounds, buses, canoes whatever. This may need to be done months in advance. | -60 | Adult In Charge | Recommend 60 days prior to event at least for booking | ||
| 6 | Create a Flyer, a sign-up sheet (for the table at scout meetings), & a sign-up log (to keep track of signups - Excel is ideal). Send Copy to TCC & Events Coordinator. | -45 | Scout In Charge | Make the flyer informative with date / time of meeting place, description of trip, probable return time & other details. Remember it’s a "selling" document. You might include pictures. | See template on Sign Up Sheet Tab of the workbook | |
| 7 | Set Up Sign-Up Genius or Scoutbook Sign Up Settings once flyer is received. | -35 | TCC or Events Coordinator | Responsibility for this to be determined after scoutbook training. | ||
| 8 | Send out flyer & Sign Up Link at least 4 weeks before the trip - maybe sooner for major trips. | -30 | Scout In Charge | Send out through TCC. | ||
| 9 | Make an announcement about the trip at Scout meeting, mention there is a sign up sheet on the table. | -30 | Scout In Charge | |||
| 10 | Consider special circumstances that require special planning, such as extreme/unusual weather, special gear requirements and so on. | -30 | BOTH AIC & SIC | Get a weather report, check if there will be running water, bathroom facilities, showers etc. or what will have to be carried in. Follow Council guidelines on water needs for the trip. Consider if snow tires/4WD or chains are required. | AIC & SIC Communicate. AICs objectives for this should be health & safety of participants. SIC should be looking at logistics of the event, but should consider health & safety. | |
| 11 | Consider the need for a pre-trip activity or meeting for things like a backpack shakedown, rocket building, trip planning etc. | -30 | BOTH AIC & SIC | Get that on the calendar. Make announcements at scout meetings, via emails and phone calls. Be sure to allow sufficient lead-time for pre-trip activities. | SIC Coordinate with Adult In Charge. The adult in charge might require such a meeting depending on trip specifics. | |
| 12 | Send out flyer again two weeks before the event. | -14 | Scout In Charge | Collect more signups. Update sign up log. | ||
| 13 | Make 2nd Announcement at Troop Meeting two weeks before the event, including saying when all permission slips and money must be received. | -14 | Scout In Charge | Fees due usually no later than the last scout meeting before the trip, or for "big" trips, 2 scout meetings before the trip to give you one more meeting to get things finalized. | ||
| 14 | Scout activities, tenting & meals are organized by "Trip Patrols." The SIC will assign each patrol a Patrol Leader and possibly an Assistant Patrol Leader. Each scout on the trip is assigned to a patrol by the SIC and his Trip Patrol Leaders. | -14 | Scout In Charge | When we go on a trip, not all scouts in a patrol will sign up to go, so every scout going on the trip will be assigned to a “Trip Patrol.” The SIC must make sure this gets done for each and every scout going on the trip. AIC confirms list. | If certain scouts create a difficult team together , break them into different patrols. | |
| 15 | SIC assigns a scout to act as "Trip Quartermaster." Trip quartermaster is repsonsible for gathering the required gear from the standing Patrols and the Troop Quartermaster. Trip QM is also responsible for obtaining any trip consumables. | -14 | Scout In Charge | Trip quartermaster is repsonsible for gathering the required gear from the standing Patrols and the Troop Quartermaster. Trip QM is also responsible for obtaining any trip consumables. | ||
| 16 | SIC works with Trip Patrol Leaders to finalize activity details for the trip. SIC and Patrol Leaders divide up the activity workload. | -14 | SIC & Trip Patrol Leaders | Include rank advancement activities & scout skill activities such as cooking, knots & lashings, map & compass. Finalize logistics for any unique activities specific to this trip. | ||
| 17 | Once scouts are arranged into Trip Patrols, they can plan their meals and their tenting. This needs to be done well in advance of the trip, to give everyone time to plan and buy food, figure out who is taking which tent, and so on. | -14 | SIC & Trip Patrol Leaders | Trip Patrol Planning notices (1 Week Countdown Email) must be sent out and confirmed 1 week in advance at least. All assignments must be confirmed (Email response back from assignee) 4 days before the trip departure date. | ||
| 18 | When Planning Meals, priority is given to Rank required cooking first, then to scouts working on Cooking and Camping Merit Badge. Make note of any allergy or dietary restriction needs and group like scouts together. | -14 | SIC & Trip Patrol Leaders | 2nd Class& First Class have Cooking Requirements needed for rank. New scouts need to help prepare meal for the Tenderfoot Rank. | ||
| 19 | Obtain commitments as necessary from other Scouts, ASMs & Adults to plan and run certain trip activities (you don't have to do it all yourself). | -14 | Adult In Charge | Verify with the SIC which scouts are leading which activities on which days of the trip. | ||
| 20 | Check the weather, use sites like http://www.wrh.noaa.gov/sgx/ | -10 | Adult In Charge | Remember your Weather Hazard Training | ||
| 21 | Coordinate dinner and camping plans for the Adults attending | -10 | Adult In Charge | |||
| 22 | SIC works with Trip Quartermaster to get Patrol Boxes for the trip . Trip Quartermaster isresponsible for checking that all of the gear that they require is present, clean, and in working order. Confirm there is enough Consumables (ex. propane cylinders, paper towels, trash bags, etc.) for the trip. | -10 | SIC & Trip Quartermaster | Patrol Boxes must be cleaned and restocked before returning them to the quartermaster or patrol leader that owns the box. Trip Quartermaster will insure that the Patrols complete this task. Trip Patrol will reclean if they attempt to return a box that is not up to troop cleanliness standards. | ||
| 23 | Trip Patrol Leaders will create a duty roster that is fair and equitable for scouts in their patrol and makes sure all critical trip patrol functions are covered. | -10 | Trip Patrol Leaders | All scouts are responsible for cleaning their own mess kits. | ||
| 24 | Send out a confirmation email to the list of all scouts, adults and "others" who are booked on the trip. Include all scout duty assignments (Meals, tents, etc.) Ask those who signed up but have not paid or provided Permission Slips if they are going. | -7 | Scout In Charge | Include the following on all notices related to the event: SPL, Scoutmaster, TCC, Events Coordinator, SIC, AIC, Trip Patrol Leaders and Parents of the scouts attending. | ||
| 25 | Determine and keep track of the drivers. Determine how many people will go including drivers, other adults, family members, friends etc.. | -7 | Adult In Charge | Obtain Driver, Make Model & year of vehicle and confirm that they have insurance that meets the state's minimum comprehensive insurance. Confirm Number passengers they can take. | Note individual trip plans such as those driving directly to the trip location and those leaving early; Re-count available seat spaces for the trip back if drivers are leaving early. | |
| 26 | Finalize the list of participants, and close the list. | -5 | Scout In Charge | |||
| 27 | Determine and keep track of how many seats are available remembering to leave plenty of room for gear. | -3 | Adult In Charge | |||
| 28 | Finalize a tour permit on myscouting.org. Note special requirements (e.g. Safety Afloat, CPR), and be sure your trip complies with YPT requirements. Tour permits are required before the trip departure date or the trip is canceled. | -3 | Adult In Charge | Requires all details on event (# attending, driver information, etc.) See guide sheet. Must be completed and filed before departure or the trip will be canceled | ||
| 29 | Obtain copies of Trip Medical Forms and Review them prior to departure. | -3 | Adult In Charge | Be aware that information on medical forms is confidential and covered by HIPAA. | ||
| 30 | Print extra permission slips and enough sets for all drivers of driving directions and a list of all the drivers' cell phone numbers. | -1 | Adult In Charge | See Driver-Planner Tab of this workbook | ||
| 31 | At the Car Pooling Point | |||||
| 32 | At the car pooling point, the Scout in Charge will make sure each scout going on the trip is present, has paid the fee, and brought their Permission Slip, and that each scout is documented as travelling in a specific car. | 0 | Scout In Charge | |||
| 33 | Ask each driver or adult to be sure to check in with the trip leaders if they will be leaving the trip early for any reason; so that if someone leaves we will know about it. | 0 | Adult In Charge | If there is a big group, you may want to have a "checked in" box to check for each scout, and a "checked out" box for each car as it leaves. | ||
| 34 | Once all scouts who signed up have shown up, loaded their gear, and have been assigned to a vehicle, the cars can leave. | 0 | Adult In Charge | |||
| 35 | Once all the cars have arrived at the destination, the Scout in Charge can verify everyone made it, and inform the trip leader all scouts are accounted for. | 0 | Scout In Charge | |||
| 36 | At the Destination | |||||
| 37 | From time to time during the trip/event, check that the scouts are present, safe, duty roster is working, and that any disagreements have been fairly handled. | 0 | Adult In Charge | Take Lots of Pictures | ||
| 38 | Just before departure home, Coordinate a Camp Sweep to make sure all gear has been loaded and that all trash has been cleaned up. | 0 | Scout In Charge | |||
| 39 | Before leaving the event, Trip Quartermaster will perform an inspection of the patrol boxes & gear used on the Trip. If unsatisfactory, the patrol will reclean the gear. | 0 | Trip Quartermaster | Patrol Boxes must be cleaned and restocked before returning them to the quartermaster or patrol leader that owns the box. Trip Patrol will reclean if they attempt to return a box that is not up to troop cleanliness standards. | ||
| 40 | When its time to pack up and leave for home, the SIC will do one last check to make sure all scouts are accounted for, and are assigned to a car for the trip home. | 0 | Scout In Charge | Sometimes scouts leave before the end of the trip – the Scout in Charge needs to keep track of this too. | ||
| 41 | Scouts will be returned to their homes from the trip (not to the carpool point) unless different transportation arrangements were detailed in the 1-Week Countdown Email. | 0 | Drivers | Report to Adult In Charge once your last scout has been delivered home | ||
| 42 | AFTER EVENT | |||||
| 43 | Reports in to Scoutmaster, Events Coordinator, and Troop Committee Chair that all have returned from the event. | +1 | Adult In Charge | Notifies on any major issues that happened at the event that require follow-up (Equipment issues, scout altercations, early departure due to weather, etc.) | Should be communicated timely, upon arrival home preferably. Can follow up later with issues report details. | |
| 44 | Make sure patrol boxes are cleaned and restocked before returning them to the quartermaster or patrol leader that is responsible for their storage. | +7 | Trip Patrol Leaders | Boxes that are not properly cleaned & restocked will be returned to the Trip Patrol for detailed cleaning & restocking. | ||
| 45 | Reconcile financials with the Treasurer. | +7 | Adult In Charge | Recommend the use of the budget planning sheet in this workbook. | ||
| 46 | Provide the list of all participants in the trip to Scout Participation chair for trip credits. | +7 | Scout In Charge | Currently Mrs. Gharib | ||
| 47 | Provide the list of all participants earning awards (Like Fireman Chit or Totin' Chip) to the Scout Awards chair for award credits. | +7 | Scout In Charge | Currently Mrs. Scott | ||
| 48 | Share photos with Troop Photo Historian. | +7 | Scout In Charge | |||
| Important Note: This information is an edited extract from the Guide to Safe Scouting, published by the Boy Scouts of America. Please refer to the current version of that publication. | |||
| Activity | Required Safety Factors | Required? | Complete |
| Scout In Charge Position | The position of Scout in Charge (SIC) is a leadership position designed to give a scout some practical experience in organizing an activity – often a trip. The SIC performs a key role in planning and running a trip and as such has to take the role seriously and really commit to performing the role to the best of his abilities – the safety and enjoyment of all the participants in the trip stem from how well the SIC performs this role. The SIC works closely with the trip leader (an Assistant Scoutmaster), the Senior Patrol Leader and the Patrol Leaders to ensure the planning for the trip is thorough, complete, effective and above all, performed well in advance. | For All Trips | |
| Scout In Charge General Duties (not a complete list) | For a trip, the SIC may be asked to perform any or all of the following key activities: Arrange all scouts going on a trip into “Trip Patrols”, Assign Trip Patrol Leaders, Assign all participating scouts to a Trip Patrol, Facilitate trip planning by Trip Patrol, for meals and tenting, Coordinate car assignments at the car pool point for departure, Help with arrangements at the destination, Coordinate car assignments for the return trip home, and other duties as required for the event planned. | For All Trips | |
| Adult In Charge Position | The position of Adult In Charge (AIC) is a leadership position responsible for the general safety and well being of the scouts on the trip. This position is responsible for arranging the 2 deep leadership and the Tour Permit for the event. This position is also responsible for arranging transportation for the event. This position should also act as a mentor for the SIC for the event and give them feedback when difficult situations arise at the event. | For All Trips | |
| Two-Deep Leadership | Two registered adult leaders, or one registered leader and one parent of a participant scout, one of whom must be 21 or older. Required on all trips and outings. | For All Trips | |
| No one-on-one contact | One-on-one contact between adults and scouts is not permitted. In situations that require personal conferences, such as Scoutmaster's conference, the meeting is to be conducted in view of other adult leaders and scouts. | For All Trips | |
| Respect Privacy | Changing facilities, showers, etc. | For All Trips | |
| Separate accommodations | When camping, no scout is permitted in the tent of an adult other than their own parent or guardian. | For All Trips | |
| Discipline | A Scout is not allowed to apply any form of discipline without consent of the Adult In Charge (Per Youth Protection Training Requirements) | For All Trips | |
| NOTE about Campsite Activities | From time to time during the trip/event etc., AIC to check that the scouts are present, safe, duty roster is working, and that any disagreements have been fairly handled. | Recommendation | |
| High Adventure | High Adventure and activities with elements of risk should never be undertaken without proper training, preparation, equipment, clothing, supervision and safety measures. | For High Adventure Trips | |
| No secret organizations | All aspects of the Scouting program are open to observation by parents and leaders. | For All Trips | |
| Appropriate attire | Proper cloting is required, e.g. skinny-dipping is not appropriate. | For All Trips | |
| Scout Responsibilities | Scouts and Adults on the trip are expected to conduct themselves according to the Scout Oath, Law, and Outdoor Code. | For All Trips | |
| Vehicular Travel | Two adults per vehicle. If this cannot be done, the minimum is one adult and two or more scouts. | For All Trips | |
| Safety Rule of Four | No fewer than four individuals - including the minimum of two adults - can go on a backcountry expedition or campout. In the event of an injury, one person stays with the injured and two go for help. | For All Trips | |
| Guide to Safe Scouting | A copy is required for all acitivities and events scheduled outside of usual Troop & Patrol Meeting Locations. You may download it from the BSA website to your phone or tablet. | For All Trips | |
| Tour Permit | A Tour Permit is required for all acitivities and events scheduled outside of usual Troop & Patrol Meeting Locations | For All Trips | |
| Weather Hazard Training | This training is required for the AIC all acitivities and events scheduled for outdoor Locations. | For All Outdoor Trips | |
| Climb on Safely | This is required for all Climbing Activities | For All Climbing Trips | |
| BSA Certified Rangemaster | This is required for all shooting events, which must be held only at BSA approved shooting locations | For All Shooting Sport Trips | |
| Aquatics Safety | A minimum of one adult leader must have completed Safe Swim Defense training, have a commitment card, and agree to use the eight defenses, which are: Qualified Supervision, Physical Fitness, Safe Area, Lifeguards on Duty, Lookout, Ability Groups, Buddy System, Discipline (i.e. be sure everyone understands the rules BEFORE the trip. Scouts must follow directions and the rules). | For Aquatics Activities | |
| Safety Afloat | The adult leaders must have completed Safety Afloat training, have a commitment card, and agree to use the nine points of Safety Afloat, which are: Qualified Supervision, Physical Fitness, Swimming Ability, Personal Floatation Equipment (must be worn by ALL persons engaged in activity on the open water), Buddy System, Skill Proficiency, Planning, Equipment and Discipline (i.e. be sure everyone understands the rules BEFORE the trip. Scouts must follow directions and the rules). | For Boating Activities | |
| Additional Guidelines | Additional guidelines, policies and procedures exist for Diving and "elevated entry", Scuba, Snorkeling, Kayaking, Waterskiing, Boardsailing and Whitewater - consult the Guide to Safe Scouting. | For Aquatics & Boating Activities | |
| NOTE about Driving to and from a Boy Scout event, from the SD & I Council: | Drivers do not need to be YPT trained. Yet, with that said, it certainly wouldn’t hurt if they were, in fact we prefer all adults be trained. So for now, just as long as there is at least one YPT trained adult on an outing it is ok. Hope this helps, let me know if you have any more questions. Thanks! | Recommendation | |
| Event: | Unit Backpacking Trek | |||
| When: | May 14th & 15th | |||
| Where: | Mataguay Scout Ranch | |||
| Details: | New Scouts will have a great chance to experience a backpacking trek on this 6 mile hike with trained BSA instructors | |||
| Scout Name | Phone Number | Email Address | Parent Email Address | Pd |
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