Welcome

Welcome

Make yourself comfortable.We will start soon.

Assistant District Commissioner Training

Role of ADC – 30 minutes Recruiting Unit Commissioners –

30 min Training Unit Commissioners – 30

min The Annual Service Plan – 60 min Meeting Challenges – 30 min

Opening

Pledge of Allegiance

Introductions

Name Present job in Scouting

Session 1 – Role of the ADC

Overview History of Commissioning Organizational Structure ADC Roles and Responsibilities

History of Commissioner Service

Position of National Commissioner, first held by Daniel Carter Beard, created to provide some consistancy in uniforming, programming and field operation

First local council leaders were called Scout commissioners

During the early years of growth, commissioner service was the one unifying factor that made Scouting permanent

Initial paid professional staff developed from volunteer commissioner staff

Both paid executives and volunteer commissioners were the “administrators” of Scouting, establishing the partnership between volunteer and professional which continues to this day.

The Commissioner Concept

The only reason for having commissioners is to help units succeed

The commissioner is the liaison between the local council and Scouting units.

The commissioner's mission is to Keep units operating at maximum efficiency, Maintain regular contact with unit leaders, Counsel leaders on where to find assistance, Note weaknesses in programs, And suggest remedies.

The commissioner is successful when units effectively deliver the ideals of Scouting to their members.

Council Commissioner Organization Chart

Training Service Area 1 Service Area 2 Administration

District 1 District 2 District 3

District Commissioner Organization Chart

•Training•Recharter•Administration

Staff

Staff

District Commissioner Staff Organization

Line of Responsibility DC has full responsibility for assisting

every unit to be a healthy unit DDC, ADC, and UC support DC

Geographic Divisions Differences in district size determines

need for DDCs and/or Area ADCs Staff ADCs and Special Assignments

Role of an Assistant District Commissioner

The ADC is responsible for the health of each unit in the area and for recruiting and training enough UCs to do the job. The ADC communicates a vision of effective Scouting through Unit Commissioners to Unit Leaders

ADC Responsibilities An District may have one or more ADCs,

each responsible for an assigned share of units

Good Commissioner staff has one ADC for every 15 units; one ADC for every 5 UCs

ADCs are often assigned a geographic area of the district or a group of like units

ADCs work closely with the DC and DE

Major Responsibilities Include

Recruiting and developing your staff to ensure there are enough UCs to serve their assigned units Know the staff you need Know the staff you have Ensure your staff is trained

Conducting personal coaching and orientation sessions for UCs

Major Responsibilities Include (cont.)

Maintaining regular contact with their UCs to provide guidance in unit service needs

Serving units with no assigned UC Helping UCs to evaluate and

improve their unit service performance

ADC Must Understand theRole of a Commissioner

Assist in recruiting boys and volunteer leaders

Assist volunteer leaders to become better Scouters, run better programs, recognize problems in their unit, and know district resources

Assist units to recharter on time, reorganize when necessary, understand Scouting programs and policies, and be informed about events and activities

Whose Job is This? UC is the person who actually VISITS the

unit and works with it. With a few exceptions such as

reorganizing a unit, or planning a specialized training session, it is the UC who is the backbone of the Commissioner service

Main task of other Commissioners is to assist the UC in doing the job well

Scope Broad Range of Responsibilities

Your job is whatever it takes to get the job done

NOT Event or Activity oriented NOT part of the Unit Any factor that influences unit

health is your proper concern regardless of what the factor might be.

ADC Qualities

ADCs carry the vision District commissioners can’t directly

supervise all commissioners Front-line supervisors

Coach / train UCs Maintain regular contact with UCs Help UCs evaluate and improve

Good ADCs HaveGood People Skills

Recruit the right people Clear instructions, specific ideas Listen Don’t play favorites Coach UCs in real problem-solving

situations Treat everyone with dignity Praise often Don’t take over, help them be

successful

Role of the ADC

Questions? Comments?

Session 2 - Recruiting

Overview Fielding a Complete Team Step by Step Process Group Recruiting Finding Candidates

Fielding a Complete Team How much can you do?

One or two or ten people can’t do it all! Complete team = quality program,

membership growth Avoid overloading, burnout

Know the Standard Three units = one unit commissioner (3:1) Five UCs = one ADC (5:1) Plus adequate Roundtable commissioners

and staff

Recruiting Commissioners –Step by Step

Determine what commissioners are needed

Determine the best prospects for the job Research the prospects at the top of your

list Make an appointment Make the sale Ask for a commitment Have a fall-back position in mind Follow up

Step by Step

Determine what commissioner positions are needed Assess the effectiveness of existing

volunteers Define the responsibilities of the

position and write a brief job description

List the Qualities most likely to get the job done

Step by Step

Determine the best prospects for the job Consider many sources for prospects List possible prospects for each job Consider their qualities for the job Prioritize prospects based on who has

the qualities that best fit the job

Step by Step Research the prospects at the top of

your list Learn their interests Tailor your approach to those interests Determine who can make the approach Anticipate questions Develop specific information on the

position Prospects don’t need every detail

Step by Step

Make an appointment Don’t recruit over the phone Find the best time and place

avoid office pressures and distractions Never recruit alone

Take someone the prospect respects goes with you

One person listens while the other talks

Step by Step Make the Sale

Introduce everyone and what their position does

Make small talk based on research Sell the sizzle

brief pitch on commissioner service don’t dwell on details

Talk about selling service to the units and youth

Step by Step Make the sale (continued)

Describe the job Tell them they are the best person for the

job Ask for questions Listen for comments Know when to close the sale Stress the participation of others the

prospect respects

Step by Step

Ask for a commitment you need this person...say so!

Have a fall-back position in mind Ask for help in further recruiting Keep door open for later decision Leave them something that increases

their knowledge of Scouting

Step by Step

Followup Fast Start Tape Formally acknowledge the

commitment Invite and take person to the next

commissioner meeting Within a week or two, follow up with

specific orientation and an assignment

Group Recruiting Bring three or more people together

If a group is asked to perform a function and each person figures the others will accept, they will too!

Plan in advance People seek association with others

If the group includes the right people, their reaction is positive

Group Recruiting has major advantages Staff Recruited together can be trained together Enthusiasm is catching No task is overwhelming

Does not replace one-on-one recruiting

Two Types of Group Recruiting

Two types of group recruiting Leadership conference Single company or

organization

Two Types of Group Recruiting Leadership Conference

Set date, time, location Develop a list of prospects through

community leaders Select host who can draw in the prospects Host

inspires tells Scouting story presents need asks for commitment

Two Types of Group Recruiting

Single Company or Organization President asked to select and list employees Meeting held on company time

informs inspires asks for and gets commitments District leaders match people to jobs and follow

up immediately Company “adopts” staffing the program

Group Pitch

Formal Presentation Have Plenty of Material Ask a group to “accept the

challenge” Aim your message at your audience

Targeted sales Agenda in the Administering book

Groups to Target

Community Organizations Service Organizations Churches Chamber of Commerce Businesses

Where do You Find Them? Index card list (Excel list)

Name Occupation Hobbies Children Volunteer experience Memberships Interests Right recruiter

Sources (1) Friends, associates, business contacts Chamber of commerce listings Service clubs Business, professional and service people NESA members Boy applications (parents w/Scouting

service) Former successful Scouters

Sources (2)

FOS / SME donors Neighborhood association leaders Past unit and district rosters Current Scouters (don’t steal unit

leaders!) Overage Jaycee members Managers — for employees of the right

kind Other sources?

Recruiting YoungerCommissioners

Don’t rely on veteran Scouters.Go to sources of younger adults

Younger people may be time-conscious Be specific and focused

about what you ask them to do Have them do unit service,

don’t diffuse their effort

Tips Set the Example Recruit Men and Women Written List of Prospects (a living document) Help New People Succeed/Use Them as

Recruiting Partners/Models Show Appreciation for the People You

Already Have Make Scouting Part of the Wider Community

Highlights for Unit Commissioners, No. 34721B Quick read Fast Start information

Selecting District People, No. 34512 Recruiting District Volunteers, AV-

06V002 Highlights for District

Commissioners, No. 34723B

Resources

Questions?

Comments!

Session 3 Training and Recognition

Overview Education Three Approaches to Training Commissioners Commissioner Orientation Commissioner Basic Training Arrowhead Honor Commissioner's Key Continuing Education for Commissioners Keys to a Good Training

Accountability 101 – Where to Start

Establish expectations

Roles, Responsibilities & Expectations

Position Descriptions

Overview

Learning is a lifetime activity Education is important to

Children Adults Seniors

Commissioner Education Building Blocks of

Scouting Commissioners are

looked to be the “Expert in Scouting”

We advise our units or Roundtable Participants on these blocks

Commissioner Learning Commissioners need to

continuously learn On-line Orientation - within 48 hours Personal Coaching - within 2 hours Commissioner Basic - within 2 months Arrowhead Honor - within 1 year Commissioner’s Key - after 3 years Continuing Education - every month

Approaches to Training Commissioners

Group Training Most effective Builds team sprit

Personal Coaching One-on-one situations Immediate training

Self-Study Least Desirable Should include contact with counselor

Orientation

Within 48 hours of commitment Video - “Unit Commissioner’s

Orientation Operations: Helping Units Succeed

Coaching/orientation session with Assistant District Commissioner or District Commissioner

Discuss pages 4 through 9 in Commissioner Field book

Basic Training Participate in Commissioner Basic

Training Include unit visit Discuss with assigned ADC

Commissioner’s Greatest Priority How to help a Unit Why Commissioners

Review Commissioners Basic Training Manual

Arrowhead Honor

Commissioner’s wear the Arrowhead Requirements

Fill out Unit Commissioner’s Worksheet Conduct membership and leadership inventory

for assigned units Attend six staff meetings Participate in Charter renewal process Participate in Charter presentation

Completed within 1 year

Commissioner’s Key Requirements

Complete Basic Leader Training Complete personal coaching

orientation Earn the Arrowhead Honor Award Complete 3 years as a registered

Commissioner over a 5 year period

Continuing Education

Monthly Education Occur every month at Commissioner

Staff Meetings District Commissioner and District

Executive select topic each month based on issues within District

Continuing Education Topics

Unit Stops Meeting Unit with no Leader No Active Committee Leader Lacks Training No New Youth

Members Weak Leadership Conflict with

Community Organization

Lapsed Charter No Planned

Program No Youth Leaders Adult Conflicts No Camping No Advancement District Activities Others !!!

Commissioner Conference

Yearly meeting for all Commissioners in Council – Kaleidoscope Camp Mitigwa Oct 29, 2011

Highlights the Council’s plan for Unit Service

Agenda Advanced Training Information on latest scouting program Fellowship Inspiration

Commissioner College

Type of Commissioner Conference Offers curriculum based programs

Associate Bachelor Masters Doctors

Suggested Curriculum Kansas City March 10, 2011

Philmont Conferences at National Training

Center Quality Venturing Roundtables Cub Scout Roundtables Boy Scout Roundtables The Unit Commissioner Administration of Commissioner Service District Key Three Council Key Three

Other Training

21st Century 21st Century WoodbadgeWoodbadge

Trained Trained

•New Leader EssentialsNew Leader Essentials

•Leader SpecificLeader Specific

•New Leader EssentialsNew Leader Essentials

•Leader SpecificLeader Specific

•Introduction to Outdoor Introduction to Outdoor Leader SkillsLeader Skills

•New Leader EssentialsNew Leader Essentials

•Leader SpecificLeader Specific

Keys to Good Training Be Prepared Handle questions

properly Don’t apologize

for yourself Be familiar with

your topic Use audiovisuals

professionally

Stick to the schedule

Involve the participants

Establish personal rapport

Don’t appear disorganized

Start of quickly to establish an image

Training Commissioner’s Fast Start training

within 48 hours of signing as a Commissioner

Basic Leader within 2 months

Recognize Commissioner’s for accomplishments

Continuously Update Skills

The Annual Service Plan

Overview Importance of Planning Recruiting and Retention Recharter Unit Self Assessment Journey to Excellence

Annual Service Plan

J F M A M J J A S O N D

Membership Inventory

UC & Unit Committee X

Unit Leadership Inventory

UC & Unit Committee X

Troop Uniform Inspection

UC and Unit Leader X

Unit Program Planning

UC with Unit Leader X

Pack/Troop Uniform Insp.

UC and Unit Leader X

Youth Protection Visit

UC X

Webelos to Scout Transition

Facilitate communication Insure cooperation Respect feeder system

Recruiting Members

Help with plans Assist with paper work Help unit sell program

Recharter Complete unit membership inventory Train unit leaders on both electronic

and paper aspects of rechartering Monitor membership and charter

forms for completeness and signatures Give all assistance needed On time is primary goal of staff Participate in presentation ceremony

Annual Self-Assessment

Visit unit leaders and help them conduct annual self-assessment

Collected completed self-assessments and turn in to DC and council

Semi-Annual Unit Health Status

Journey to Excellence

Council Performance Recognition Self assessment with goal setting Focus on National Strategic Plan

National Strategic Plan

Every eligible youth has an opportunity to be involved in a quality Scouting experience

Every local council is fiscally sound The number of volunteers is dramatically

increased at all levels of Scouting Chartered organizations and strategic

alliances are identified and engaged Enough professionals are identified,

developed, and retained at all levels

JTE District Objectives 1-6

Performance achievement for units

Member retention New membership recruiting Achieve financial goals Train direct contact leaders Unit visits by commissioners

JTE District Objectives 7 - 12

Scout advancement Cub and Scout camping Trained district leadership Active nominating committee Active district committee Healthy chartered organization

relationships.

One Accountability Tool

Unit Visit Tracking System

Totally redesigned New

features/functionality Batch data uploads Locally established

Focuses Role based, cascading

security Custom reports Data export capability E-mail alert capability

MYSCOUTING Logon

Functionality

Roster Import data Filter View & edit User profiles

Only ADMIN users can edit/delete Add new Users

Assign role & units

Units View

Filter Add Manage

Unit Health Commissioner, Unit

Leader, Charter info,CQA comments 76

Functionality (cont.)

Visits Units based upon role Filter Add visit info Date Visit type Youth & adult attendance Five Quality Indicators

Planning, Program, Leadership, Tone, Attendance

Comments

77

Focus Your role based

focuses

ADMIN users

can add, edit

and remove a

focus

Ability to send

ALERTS!!!78

Functionality (cont.)

Administration Allows the administration of:

Regions Area Councils Districts

Merge Can NOT be undone Councils Districts

79

Functionality (cont.)

80

Functionality (cont.)

Homepage Dashboard

includes: Focuses Recently

reported visits

81

Conclusion

UVTS is here

Conclusion

Your job

Your job is whatever it takes to get the job done. Neither a mini-District Commissioner nor

a super-Unit Commissioner Manager who works with, for and

through others, such as your Unit Commissioners

We are here to help units succeed! Thanks for all you do!

Questions?

Comments!