Record Keeping


for packs, dens, and troops
By Shauna Pulley

This class answers the questions of the Who, What, Why, and How about creating and keeping accurate records on both leaders and boys. Get up to date information about not only the tracking of adventures but also all the forms associated with a successful pack. These records include a Tour Plan, an Annual Medical Form and pack awards. Learn different paper and electronic methods to keep track of all of this.

Contents

 

 

Why should I spend my time learning about and/or doing paper work?

What are the options for tracking the boys’ achievements, other than the boys handbooks?

What are the possibilities for growth for the youth and leaders?

How are activities & outings covered by the BSA, and how does my chartered organization policies and insurance work, what if something goes wrong?

Boys like to be recognized for their achievements. The best way to do that is to keep track of what is done. This class combines record keeping, safely planning pack activities, learning about various optional awards, computer and pen and paper record keeping, and software available for tracking Scout and leader achievements. Also the rules in Guide to Safe Scouting and additional safety training available to leaders.

Scouting websites:

Boy Scouts of America (National Organization) www.scouting.org and www.cubscouts.org

Great Salt Lake Council www.saltlakescouts.org

Trapper Trails Council https://www.trappertrails.org/

Utah National Parks Council http://www.utahscouts.org/

Forms and Materials

All the forms are on two websites.  The four main pages for forms are listed below. The next section contains links to specific pages from each of the sites for individual forms.

List of Forms/Materials by Category

Awards and Project Workbooks

Cub Scout Awards

Boy Scout Awards

Venturing Awards

Awards for Leaders

Charter Renewal

Charter Renewal www.scouting.org, my.scouting.org, and http://bsaseabase.org/Home/Membership/Charter_Orgs/resources.aspx

Membership Inventory instructions http://www.scouting.org/filestore/pdf/524-176_WB.pdf

Charter Renewal Overflow Page (roster) http://www.scouting.org/filestore/pdf/524-421_WB.pdf

How to Evaluate How Well the Unit is Functioning

Journey to Excellence http://www.scouting.org/home/commissioners/journey.aspx

National Den Award http://www.scouting.org/filestore/CubScoutMeetingGuide/PDF/Appendix/511-814.pdf

Pack Commissioner Worksheet http://www.scouting.org/filestore/pdf/34125.pdf

Troop Unit Commissioner Worksheet http://www.scouting.org/filestore/pdf/34126.pdf

How to Evaluate, Train, Start and Find Leaders

How Do I Rate as an Effective Leader?http://www.scouting.org/scoutsource/cubscouts/leaders/forms/program.aspx

Selecting Cub Scout Leadership http://www.scouting.org/scoutsource/cubscouts/leaders/packcommitteeresources.aspx

Selecting Quality Leaders for Boy Scouts http://www.scouting.org/filestore/membership/pdf/522-981.pdf

So You’re a New …(cub scout leader) http://www.scouting.org/scoutsource/CubScouts/Leaders/Forms.aspx

The Pack Trainer (old but good information) http://www.scouting.org/filestore/cubscouts/pdf/13-152.pdf

Membership

Application Form Adult Leader http://www.scouting.org/filestore/pdf/524-501.pdf

Application Form Youth Member http://www.scouting.org/filestore/pdf/524-406A.pdf

Member Transfer Form (Youth Member & Adult Leader) http://www.scouting.org/filestore/pdf/524-401WB.pdf

Merit Bade Counselor Application http://www.scouting.org/filestore/pdf/34405.pdf

Outdoor Program, Campfire and Overnighter

Application for BSA Lifeguard http://www.scouting.org/filestore/pdf/34435.pdf

Campfire Program Planner http://www.scouting.org/filestore/pdf/430-696.pdf

Cub Scout Outdoor Program Guidelines http://www.scouting.org/filestore/pdf/510-631.pdf

Individual Campout Checklist for Pack Overnighter http://www.scouting.org/filestore/CubScoutMeetingGuide/PDF/Appendix/511-817.pdf

Outdoor Event for New Cub Scouts http://www.scouting.org/filestore/pdf/510-299.pdf

Pack Overnighter Site Approval Form http://www.scouting.org/filestore/Outdoor%20Program/pdf/13-508.pdf

Planning

Pack Meeting Planning Sheet http://www.scouting.org/filestore/CubScoutMeetingGuide/PDF/Appendix/511-815.pdf

Planning your Annual Pack Budget http://www.scouting.org/filestore/pdf/510-273.pdf

Planning your Program Budget http://www.scouting.org/Home/BoyScouts/ProgramPlanningTools.aspx

Troop Meeting Plan http://www.scouting.org/filestore/pdf/34425.pdf

Unit Money-Earning Application http://www.scouting.org/filestore/pdf/34427.pdf

Unit Money-Earning Projects instructions http://www.scouting.org/filestore/pdf/510-274.pdf

Resources and Materials to Help the Unit Function Better

Boy Scout Advancement Resources http://www.scouting.org/Home/BoyScouts/AdvancementandAwards/resources.aspx

Boy Scout Resources http://bsaseabase.org/Home/BoyScouts.aspx

Cub Scout Parent Information Guide http://www.scouting.org/filestore/pdf/512-735_WEB.pdf

Family Talent Survey Sheet http://www.scouting.org/filestore/CubScoutMeetingGuide/PDF/Appendix/34362.pdf

Guide to Working with Scouts with Special Needs and disAbilities http://www.scouting.org/filestore/pdf/510-071.pdf

Peer to Peer Recruiting application https://www.saltlakescouts.org/files/1768/Peer-to-Peer-Recruiting

Peer to Peer Recruiting http://www.scouting.org/Home/Membership/Youth_Recruitment/Membership_Chairman/boyscout/peer_to_peer.aspx

Program Features for Troops, Teams, and Crews http://www.scouting.org/Home/BoyScouts/Resources/ProgramFeaturesVols1-3.aspx

Troop Resource Survey http://www.scouting.org/filestore/pdf/512-116_WB.pdf

Varsity Resources http://www.scouting.org/scoutsource/BoyScouts/Resources/ThreeWaysVarsity.aspx

Venturing Activity Interest Survey http://bsaseabase.org/filestore/venturing/pdf/510-013WB.pdf

Venturing Annual Program Planning http://bsaseabase.org/home/venturing/programplanning.aspx

Venturing Program Capability Inventory Information Sheet http://bsaseabase.org/filestore/venturing/pdf/510-012WB.pdf

Venturing Resources http://bsaseabase.org/Home/Venturing.aspx

Worksheet for Building a Merit bade Counselor List http://www.scouting.org/filestore/pdf/4439.pdf

Safety and Policies

Tracking

Official BSA Resources

Den Adventure Tracking Sheets http://www.scouting.org/scoutsource/CubScouts/Leaders/Forms.aspx

Internet Advancement www.saltlakescouts.org/advancement

Unit Advancement Report http://www.scouting.org/filestore/pdf/34403.pdf

Comparison of Tracking Software

  • ScoutWiki Comparison
    • An excellent at a glance comparison of popular software options, giving cost breakdown and a table of supported features it is not comprehensive.
  • Scouting Magazine Forum
    • A forum for discussing options.  Not extreemly active but gives perspective.

Electronic Tracking

See the ScoutWiki comparison for more detail.

  • ScoutBook.com [compatible with Internet Advancement]
    • Purchased by the BSA in 2015. provides a strong option.   Integrates with internet advancement so that a file can be uploaded directly to speed up the process.
    • Priced on a per boy basis, with unlimited adults, discounts for large accounts such as for wards and stakes, you can combine units into one account for a discount.
  • PackMaster [compatible with Internet Advancement]
    • A more modular option
    • Priced by options such as web access, mobile, and data backup.
  • TroopSoft.co [compatible with Internet Advancement]
  • CubTrails.com
  • ScoutTrack.com
  • ScoutTrax.org
  • Soarol.com
  • TroopTrack.com
  • TroopWebHostCS.com

Trainings – E-Learning available on my.scouting.org

  • Climb On Safely
  • Fast Start Orientation
  • Leader Position-Specific Training
  • Safe Swim Defense
  • Safety Afloat
  • This is Scouting
  • Trek Safely
  • Weather Hazards
  • Youth Protection Training
  • Youth Protection Training – Venturing Version

Uniform Inspection

Would you like more information?

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