FACILITATOR’S GUIDE



righttopVIRTUAL TROOP MEETINGSSCOUTS BSA40000100000VIRTUAL TROOP MEETINGSSCOUTS BSAleft250002514600FACILITATOR’S GUIDE900007300FACILITATOR’S GUIDE439509424778000IntroductionIt is understood that access to technology will vary from Troop to Troop and may be dependent upon geographic differences. The purpose of this guide is to encourage and enable Troops, where feasible, to conduct meetings virtually in a safe, efficient, and productive manner. During a period when in-person meetings may not be possible, it is essential that virtual meetings be conducted while always keeping in mind the aims of character development, citizenship training, leadership, and mental and physical fitness. This guide anticipates that Troops will utilize the Troop Meeting Plan, including all 8 parts, but Troops are free to adapt their meeting plans to support their individual program needs.FacilitatorFacilitators should be experienced Scouters, who are comfortable using online meeting technology, and are willing serve as mentors to Scoutmasters who are not comfortable with online meeting technology.Choose a platform.There are many platforms which can be utilized to conduct virtual meetings. Each platform has their pros and cons. You can research the various platforms by searching for videos on Google. Every platform has how-to videos you can watch. Some of the platforms which you may wish to consider include:ZoomWebexGoogle Hangouts MeetSkypeMicrosoft TeamsWhichever platform you choose, the meeting administrator will need practice in advance, so they are able to: share their screen invite participants admit participants mute (unmute) participantsplace participants in breakout rooms and bring them back together as a large groupPresenters should also know how to share their screens and return their screen to the administrator or share it with the next presenter. The ways in which different presenters can occupy the entire screen and share photos or PowerPoints from their computer may vary by technology choice. The administrator and presenters must be able to change quickly between speakers, in addition to allowing speakers to share their computer screens. Examples include:Having the Senior Patrol Leader start the meeting with the Scout sign and a call to attention but allow the leader of the patrol in charge of the opening ceremony to lead the ceremony. That Patrol Leader may share a screen showing the American flag, or hold a small flag up to their camera, then return the screen to the Senior Patrol Leader at the end of the opening ceremony.Enabling the person conducting the skills learning session to take over as primary presenter and use their computer camera to demonstrate the skill and/or use the share screen capability so participants can see a video or other effective kills presentation method.Sharing the screen so the Scoutmaster can conduct the Scoutmaster's minute at the end of the Troop meeting, then return the screen to the Senior Patrol Leader.Breakout rooms are especially useful for allowing patrols to break off from the rest of the Troop for patrol meeting time during the Troop meeting. Virtual Troop meetings should allow time for patrol meetings, as discussed below in more detail.Digital Safety and Online Scouting ActivitiesBefore you conduct any virtual Scouting meeting involving youth members, it is essential that you review and follow the BSA’s guidelines, which can be found at Prepare for the MeetingSet a goal for the meeting. The meeting goal can be based upon advancement but does not have to be.The Patrol Leaders Council should plan the meeting. They should use the Troop Meeting Plan found at: and [Note copy and paste the link into your browser if the hyperlink does not open when across 2 lines]Troop meeting planning resources can be found at programs/scouts-bsa/resources Everyone who has a role in the meeting should get a copy of the meeting plan in advance to become familiar with their role.Send out materials to participants ahead of time. If Scouts are expected to have program materials on hand, such as lengths of rope for knot tying, communicate this before the meeting.The Patrol Leaders Council and adult leaders may wish to conduct a dry-run prior to the meeting.Conducting the MeetingBefore starting, check the technology platform to make sure it is working properly. Ensure that all presenters sign into the meeting a few minutes early (the administrator also should be online early to let the presenters into the meeting, so it can start on time}.The meeting should not last more than 40 minutes. The online Troop Meeting Plan suggests a longer meeting (up to 90 minutes), but a virtual meeting should not exceed 40 minutes to accommodate some of the technology platforms and the attention span of the Scouts. Allocate time to each of the 8 parts of the Troop Meeting Plan, so all 8 parts can be conducted within the 40 minutes allotted for the entire meeting.Have the Scouts do something active during the meeting. Some suggestions can be found at: Encourage all Scouts to participate in the activities, skills session, and patrol meeting breakout. Assign an administrator to monitor emails or messages from participants during the meeting. This person should not be an active presenter. Their role is to monitor messages or "chat posts" to alert the presenters to pertinent questions or other messages that should be addressed at some point during the presentation.Set the example by wearing your uniform and encouraging all Scouts to participate in uniform.EDGEUtilize the EDGE method during instruction.ExplainDemonstrateGuideEnableUtilize Video ResourcesVideos highlighting Scouting skills can be found at Scouts BSA Video Resources, these videos, along with others you may discover on the internet, can be utilized to provide instruction during the meeting. If you are using a video, other than those found on , make sure that it accurately reflects the program and policies of the Boy Scouts of America.Use the Patrol MethodAs Lord Baden-Powell said, “The patrol system is not one method in which Scouting … can be carried on, it is the only method.” It is vital that you continue to allow your patrols to function virtually to the extent possible. This can be accomplished by utilizing breakout rooms during the meeting. Youth Protection. (including breakouts)2 deep leadership should be maintained, just as you would during an in-person meeting.Meeting Follow-upReinforce announcements made during the meeting by email. Communicate plans for the next meeting. Challenge the Scouts to complete a task before the next meeting. Include both Scouts and their parents in the post-meeting communication.SAMPLE VIRTUAL TROOP MEETINGOVERVIEWAll meetings, whether virtual or in-person, must have a purpose and leave participants with a feeling of accomplishment in order for people to participate. This is especially true for weekly Troop meetings, given the number of other things vying for the attention of Scouts.Whether or not a Troop is meeting in person or virtually, adult leaders need to have a discussion with the Patrol Leaders' Council to determine what they would like to do for a monthly outing. Then the PLC should decide what they would like to cover in each Troop meeting that month, with the subject of each meeting relating to the theme of the agreed upon outing. For instance, assume that the PLC decides to plan a hike as the monthly outing. The following sample meeting plan is about the 10 essentials for a day hike, as described in the Scout handbook, and in other available resources. The next week's meeting could cover map symbols. The following week's meeting could cover proper use of a map and compass. Scouts may learn how to use a GPS unit, while mastering map and compass skills in case the batteries in the GPS unit die. Thus, all three meetings prepare the Troop for the hike.A Troop may conduct virtual meetings in which it plans a hike which might not be possible that month (during the COVID-19 outbreak or inclement weather). This is not in vain, because the planning done during the virtual meetings, and the skills learned during the meetings, will be applicable at some future point in time (hopefully sooner than later). During the meetings, Scouts will learn skills that will allow them to meet advancement requirements, or, in the case of more experienced Scouts, will be a useful reminder of skills they may not have used recently.Scouts who learn new advancement related skills during virtual meetings should be given the opportunity to meet on-line with a youth or adult who has been designated by the Troop as having sign-off authority for advancement. Doing so will give Scouts an incentive to participate in virtual meetings. Such interactions must comply with BSA youth protection standards.The BSA has created 48 different monthly activities from which a unit may choose. Each one of them has suggestions for three Troop meetings and an outing. Each one has skills training and activities that are basic skills development appropriate for beginners, more difficult skills training and activities for Scouts who have moved beyond the basics, and skills training and activities for Scouts who are ready for the ultimate challenge. They are available in the 3-volume set of Program Features for Troops and Crews, or at Remember, a virtual Troop meeting is still a Scout meeting. As such, adults and Scouts should be in uniform just as they would be at an in-person Troop meeting.Each virtual Troop meeting should last about 40 minutes in total. Practice the meeting contents to adjust individual parts of the Troop meeting plan to fit the 40 minute limit.SAMPLE VIRTUAL TROOP MEETINGPREOPENING (5 MINUTES)Display the following graphic on the screen, which depicts THE SCOUT BASIC ESSENTIALS, without additional commentary or instructions.OPENING (5 MINUTES) (SENIOR PATROL LEADER) The Senior Patrol Leader calls the meeting to order and ask all Scouts to stand at attention. A Scout from the program patrol leads the pledge of allegiance and the Scout Oath. (Use a small flag or the flag on a uniform shirt for Scouts to salute during the pledge of allegiance.)Safety Moment: The Senior Patrol Leader calls upon the Assistant Scoutmaster to deliver a Safety Moment for the Troop.(ASSISTANT SCOUTMASTER) The Cyber Chip is a tool to help families and volunteers keep youth safe while online. The requirements can be found on the official BSA website, () It is vital that all members of our Troop complete the Cyber Chip requirements for their grade level annually.GROUP INSTRUCITON: (8 MINUTES) Ask the Scouts to make a list of the items displayed on the screen during the Preopening. Review each of the items on the list.THE SCOUT BASIC ESSENTIALS(Scouts BSA Handbook pp. 238-239)PocketknifeRain GearTrail FoodFlashlightExtra ClothingFirst Aid KitSun ProtectionMap and CompassMatches and Fire StartersWater BottleSKILLS INSTRUCTION (5 MINUTES) MAKING A TRIP PLAN (Scouts BSA Handbook pp. 246-247)Writing a trip plan encourages you to think through your preparations for a hike, or any other outdoor activity. Give copies of your plan to your Scoutmaster, parents, and other responsible adults. Your plan will fill them in on what you hope to do and when you expect to return. Organizing your ideas well enough to put them down on paper is good writing practice, too. Keeping a journal of the adventure while it is happening then writing a record of the trip when you get home is another excellent idea. Develop a trip plan by writing answers to the five W’s—where, when, who, why, and what. WHERE are we going, and how will we get there? Decide on your destination and the route you will use to reach it and to return. For backcountry trips, include a copy of a map with your route highlighted or marked in pencil. WHEN will we go and return? If you are not back close to the time you listed on your trip plan, Scout leaders and your family can take steps to locate you and, if necessary, provide assistance. WHO is going with us? List the names of your hiking partners and adult leaders. If you need a ride to or from a trail, write down who will be driving. WHY are we going? To fish in a lake? Climb a peak? Photograph wildlife? Explore an island? Write a sentence or two about the purpose of your journey. WHAT are we taking? Start with the Scout Basic Essentials, then add any special gear you will need based on the activity you are planning or the weather you expect. Add one more item to the list: HOW will we respect the environment by following the principles of outdoor ethics?BREAKOUT GROUPS (PATROL MEETINGS) (5 MINUTES) Patrols finalize plans for an upcoming day hike.GAME (7 MINUTES) (SENIOR PATROL LEADER) Tell the Scouts that when the Senior Patrol Leader says "GO!", they will have 5 minutes to search their home for the 10 essentials for a safe hike. As each Scout funds the 10 items, he or she is to bring them to their computer and raise their hand to show they have found all 10. The patrol with the most Scouts with their hands raised at the end of the 5 minutes wins.CLOSING (5 MINUTES) (SENIOR PATROL LEADER) Short announcements by Senior Patrol Leader:Remind the members of the Patrol Leaders Council that there will be a short PLC meeting following the Closing of the Troop Meeting.Announce that our next Virtual Troop Meeting will be held on week from this evening at 7:00 PM. The meeting will cover first aid requirements.Scoutmaster's minute: (SCOUTMASTER) “There is no such thing as bad weather, only bad equipment choices.”A Scout from the program patrol leads the Troop in the Scout Law. AFTER THE MEETINGLeadership team reviews the next meeting and plans for the monthly outing ................
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