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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. - PowerPoint PPT Presentation
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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!