Transcript Assistant District Commissioner Training

Welcome
Make yourself comfortable.
We will start soon.
Assistant District Commissioner
Training
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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
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Pledge of Allegiance
Introductions
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Name
Present job in Scouting
Session 1 – Role of the ADC
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Overview
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History of Commissioning
Organizational Structure
ADC Roles and Responsibilities
History of Commissioner
Service
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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
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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
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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
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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
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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
District 1
Service Area 1
District 2
Service Area 2
Administration
District 3
District Commissioner
Organization Chart
•Training
•Recharter
•Administration
Staff
Staff
District Commissioner Staff
Organization
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Line of Responsibility
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Geographic Divisions
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DC has full responsibility for assisting every
unit to be a healthy unit
DDC, ADC, and UC support DC
Differences in district size determines need
for DDCs and/or Area ADCs
Staff ADCs and Special Assignments
Role of an Assistant District
Commissioner
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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
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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
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Recruiting and developing your staff to
ensure there are enough UCs to serve
their assigned units
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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.)
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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 the
Role of a Commissioner
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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?
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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
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Broad Range of Responsibilities
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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
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ADCs carry the vision
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District commissioners can’t directly
supervise all commissioners
Front-line supervisors
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Coach / train UCs
Maintain regular contact with UCs
Help UCs evaluate and improve
Good ADCs Have
Good People Skills
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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
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Questions?
Comments?
Session 2 - Recruiting
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Overview
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Fielding a Complete Team
Step by Step Process
Group Recruiting
Finding Candidates
Fielding a Complete Team
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How much can you do?
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One or two or ten people can’t do it all!
Complete team = quality program, membership
growth
Avoid overloading, burnout
Know the Standard
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Three units = one unit commissioner (3:1)
Five UCs = one ADC (5:1)
Plus adequate Roundtable commissioners and
staff
Recruiting Commissioners –
Step by Step
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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
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Determine what commissioner positions
are needed
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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
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Determine the best prospects for the
job
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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
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Research the prospects at the top of
your list
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Learn their interests
Tailor your approach to those interests
Determine who can make the approach
Anticipate questions
Develop specific information on the
position
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Prospects don’t need every detail
Step by Step
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Make an appointment
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Don’t recruit over the phone
Find the best time and place
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avoid office pressures and distractions
Never recruit alone
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Take someone the prospect respects goes with
you
One person listens while the other talks
Step by Step
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Make the Sale
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Introduce everyone and what their position
does
Make small talk based on research
Sell the sizzle
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brief pitch on commissioner service
don’t dwell on details
Talk about selling service to the units and
youth
Step by Step
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Make the sale (continued)
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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
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Ask for a commitment
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you need this person...say so!
Have a fall-back position in mind
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Ask for help in further recruiting
Keep door open for later decision
Leave them something that increases their
knowledge of Scouting
Step by Step
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Followup
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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
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Bring three or more people together
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Plan in advance
People seek association with others
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If the group includes the right people, their
reaction is positive
Group Recruiting has major advantages
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If a group is asked to perform a function and each
person figures the others will accept, they will too!
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
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Two types of group
recruiting
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Leadership conference
Single company or
organization
Two Types of Group
Recruiting
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Leadership Conference
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Set date, time, location
Develop a list of prospects through community
leaders
Select host who can draw in the prospects
Host
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inspires
tells Scouting story
presents need
asks for commitment
Two Types of Group
Recruiting
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Single Company or Organization
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President asked to select and list employees
Meeting held on company time
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informs
inspires
asks for and gets commitments
District leaders match people to jobs and follow up
immediately
Company “adopts” staffing the program
Group Pitch
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Formal Presentation
Have Plenty of Material
Ask a group to “accept the challenge”
Aim your message at your audience
Targeted sales
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Agenda in the Administering book
Groups to Target
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Community Organizations
Service Organizations
Churches
Chamber of Commerce
Businesses
Where do You Find Them?
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Index card list (Excel list)
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Name
Occupation
Hobbies
Children
Volunteer experience
Memberships
Interests
Right recruiter
Sources (1)
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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)
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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 Younger
Commissioners
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Don’t rely on veteran Scouters.
Go to sources of younger adults
Younger people may be time-conscious
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Be specific and focused
about what you ask them to do
Have them do unit service,
don’t diffuse their effort
Tips
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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
Resources
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Highlights for Unit Commissioners, No.
34721B
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Quick read
Fast Start information
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Selecting District People, No. 34512
Recruiting District Volunteers, AV-
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Highlights for District Commissioners,
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06V002
No. 34723B
Questions?
Comments!
Session 3
Training and Recognition
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Overview
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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
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Roles, Responsibilities & Expectations
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Position Descriptions
Overview
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Learning is a lifetime activity
Education is important to
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Children
Adults
Seniors
Commissioner Education
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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
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Commissioners need to continuously
learn
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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
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Group Training
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Personal Coaching
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Most effective
Builds team sprit
One-on-one situations
Immediate training
Self-Study
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Least Desirable
Should include contact with counselor
Orientation
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Within 48 hours of commitment
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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
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Participate in Commissioner Basic
Training
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Include unit visit
Discuss with assigned ADC
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Commissioner’s Greatest Priority
How to help a Unit
Why Commissioners
Review Commissioners Basic Training
Manual
Arrowhead Honor
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Commissioner’s wear the Arrowhead
Requirements
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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
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Requirements
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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
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Monthly Education
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Occur every month at Commissioner Staff
Meetings
District Commissioner and District
Executive select topic each month based
on issues within District
Continuing Education Topics
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Unit Stops Meeting
Unit with no Leader
No Active Committee
Leader Lacks Training
No New Youth Members
Weak Leadership
Conflict with Community
Organization
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Lapsed Charter
No Planned Program
No Youth Leaders
Adult Conflicts
No Camping
No Advancement
District Activities
Others !!!
Commissioner Conference
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Yearly meeting for all Commissioners in
Council –
Kaleidoscope Camp Mitigwa Oct 29, 2011
Highlights the Council’s plan for Unit Service
Agenda
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Advanced Training
Information on latest scouting program
Fellowship
Inspiration
Commissioner College
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Type of Commissioner Conference
Offers curriculum based programs
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Associate
Bachelor
Masters
Doctors
Suggested Curriculum
Kansas City March 10, 2011
Philmont
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Conferences at National Training Center
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Quality Venturing Roundtables
Cub Scout Roundtables
Boy Scout Roundtables
The Unit Commissioner
Administration of Commissioner Service
District Key Three
Council Key Three
Other Training
Trained
•New Leader Essentials
•Leader Specific
•New Leader Essentials
•Leader Specific
•Introduction to Outdoor
Leader Skills
21st Century
Woodbadge
•New Leader Essentials
•Leader Specific
Keys to Good Training
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Be Prepared
Handle questions
properly
Don’t apologize for
yourself
Be familiar with your
topic
Use audiovisuals
professionally
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Stick to the schedule
Involve the
participants
Establish personal
rapport
Don’t appear
disorganized
Start of quickly to
establish an image
Training Commissioner’s
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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
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Overview
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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
Unit Leadership
Inventory
UC & Unit
Committee
Troop Uniform
Inspection
UC and Unit
Leader
Unit Program
Planning
UC with Unit
Leader
Pack/Troop
Uniform Insp.
UC and Unit
Leader
Youth Protection
Visit
UC
X
X
X
X
X
X
Webelos to Scout Transition
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Facilitate communication
Insure cooperation
Respect feeder system
Recruiting Members
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Help with plans
Assist with paper work
Help unit sell program
Recharter
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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
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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
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Council Performance Recognition
Self assessment with goal setting
Focus on National Strategic Plan
National Strategic Plan
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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
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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
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Scout advancement
Cub and Scout camping
Trained district leadership
Active nominating committee
Active district committee
Healthy chartered organization
relationships.
One Accountability Tool
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Unit Visit Tracking
System
Totally redesigned
New
features/functionality
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Batch data uploads
Locally established
Focuses
Role based, cascading
security
Custom reports
Data export capability
E-mail alert capability
MYSCOUTING Logon
Functionality
Roster
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Import data
Filter
View & edit User profiles
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Only ADMIN users can edit/delete
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Assign role & units
Add new Users
Units
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View
 Filter
Add
Manage
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Unit Health
Commissioner, Unit
Leader, Charter info,
CQA comments
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Functionality (cont.)
Visits
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Units based upon role
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Filter
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Add visit info
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Date
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Visit type
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Youth & adult attendance
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Five Quality Indicators
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Planning, Program, Leadership, Tone, Attendance
Comments
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Functionality (cont.)
Focus
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Your role based
focuses
ADMIN users
can add, edit
and remove a
focus
Ability to send
ALERTS!!!
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Functionality (cont.)
Administration
Allows the administration of:
 Regions
 Area
 Councils
 Districts
 Merge
 Can NOT be undone
 Councils
 Districts
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Functionality (cont.)
Homepage
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Dashboard
includes:
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Focuses
Recently
reported visits
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Conclusion
UVTS is here
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Conclusion
Your job
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Your job is whatever it takes to get the
job done.
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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!