48B EFFECTIVE UNIT ELECTIONS: MASTERING THE PRESENTATION Session - - PDF document

Order of the Arrow 48B – 1 Boy Scouts of America

EFFECTIVE UNIT ELECTIONS: MASTERING THE PRESENTATION

Session Length: 50 Minutes Learning objectives: ! Recognize why unit elections are important in the OA and how the quality of presentation can improve the unit leader’s perception of the OA. ! Fully understand the youth and adult membership requirements and unit elections procedures. ! Review how to utilize unit elections resources to improve the presentation. ! Learn how to improve the presentation by resolving common problems that might occur before, during, and after an election. Required Materials: ! Training assistant ! Flipchart and or Power Point presentation ! Unit Election Video Part 2: Election Team Update ! Copy of Unit Elections Checklist for each participant ! Copy of unit election materials ! Copy of lodge unit election resources to distribute to participants

TRAINER PREPARATION

Arrange the room in a classroom type setting. This session is primarily lecture, with input from individual participants of the session. Remember the audience of this session is primarily chapter or lodge unit election chairmen and team members. It is also important to remember that the development level of the participants of this session is moderate. Many, but not all of the discussion may move quickly due to the knowledge of the group.

SESSION NARRATIVE

Introduction: 2 Minutes Trainer Tip: The session trainer should begin by introducing himself and the topic. He should briefly provide information on his Order of the Arrow experience, what lodge and city he is from and any other relevant items of interest. Although this session narrative is written in the first person, trainers should not read directly from the syllabus and work to develop their own style

• f delivery while maintaining the integrity of the content.

48B

Lodge Leadership Development Session 48B Unit Elections: Mastering the Presentation Order of the Arrow 48B – 2 Boy Scouts of America

I’d like to begin our session today by asking two key questions (seek feedback and discussion through guided discovery): “Why are successful unit elections important?” Conducting successful unit elections are important for a number of reasons. First, they help accomplish the Order’s purpose by providing new candidates for membership in the OA. The purpose of the unit election is to recognize those campers–Scouts and Scouters–who best exemplify the Scout Oath and Law in their daily lives. This is the cornerstone of the OA and it relies on the unit election to accomplish it. The unit election is also the first step in the induction process. The Order is a very unique organization because candidates are elected by members and non-members. Since the non-members are not familiar with the Order, the unit election must convey the principles and ideals of our organization so they can evaluate those who are eligible. “Do you think your unit election presentation can affect the Scoutmaster or Coach’s perception of the Order of the Arrow?” The impression you make with the Scoutmaster or Coach during the unit election can greatly improve or impair their perception of the OA. It is vitally important that every Scoutmaster and Coach realize the positive impact the OA can have in their unit. In most cases, your impression with the Scoutmaster or Coach can make or break your presentation. Today, we will be focusing on how you can master your presentation through your problem solving and Scoutmaster relation skills. Membership Requirements Review: 4 Minutes Trainer Tip: The membership requirements below were taken virtually word-for-word from the Guide for Officers and Advisers. It is suggested that you not read them directly from the narrative but to save time in your session, simplify each requirement, making sure to direct the participant to where they can find the full requirements. To be eligible for membership in the OA, a youth Scout, under the age of 21, must meet the following requirements: ! Approval by the Scoutmaster or Varsity team Coach. ! Be a registered member of a Boy Scout troop or Varsity Scout team and hold First Class rank. ! Experienced fifteen days and nights of Boy Scout camping during the two-year period prior to the election. The fifteen days and nights must include one, but no more than one, long- term camp consisting of six consecutive days and five nights of resident camping, approved and under the auspices and standards of the Boy Scouts of America. The balance of the camping must be overnight, weekend, or other short-term camps. Adult Scouters, 21 years of age or older and registered members of the Boy Scouts of America, can be considered candidates for adult membership in the OA. In each unit, if at least one youth candidate is elected, for every 50 registered Scouts, the unit committee may nominate one adult that meets the following requirements: ! Selection is based on their ability to perform the necessary functions to help the Order fulfill its purpose, and is not for recognition. ! The individual must be an asset to the Order because of demonstrated abilities that fulfill the purpose of the Order. ! The camping requirements set forth for youth members are fulfilled. ! The adult leader’s membership will provide a positive role model for the growth and development of the youth members of the lodge.

Lodge Leadership Development Session 48B Unit Elections: Mastering the Presentation Order of the Arrow 48B – 3 Boy Scouts of America

Members of the professional service of the BSA recommended by the Scout Executive to serve in camp positions or whose council responsibility would be enhanced, may be inducted into the lodge upon the completion of the Ordeal experience and ceremony. Camp staff members, youth or adult, shall be elected

• r nominated in their own unit.

For a full listing of the Order’s membership requirements, see the Guide for Officers and Advisers. Unit Election Presentation Resources: 10 Minutes Now that we have reviewed the OA’s membership requirements, lets take a look at what resources the OA and our lodge provides to help with your unit election presentation. Our lodge will provide each election team with the following materials: ! Unit Election Form ! Lodge Unit Election Manual/Resource Booklet ! Lodge Unit Election Ceremony ! Lodge Callout Ceremony Trainer Tip: The previous list is comprised of items your lodge may not produce or may not include items your lodge does distribute. Only cover those items that your lodge will provide for your election teams. It is suggested that you provide those items for the participants of the

• session. You might also want to briefly cover how your lodge utilizes each item.

The OA produces the Guide for Officers and Advisers, which includes all of the membership requirements, unit election procedures, and a unit election ceremony. The OA also produces a unit election video, which includes two sections, “On Becoming an Arrowman” and “Election Team Update.” The first is shown during the election and provides the majority of the narrative for the team. The “Election Team Update” provides a brief overview of the eligibility requirements and the expectations of an election team before, during, and after the election. Now we will watch the “Election Team Update to give you a review of what is expected of you before, during, and after a unit election. Pay attention, because we will be reviewing the video’s points afterwards. Play Video #1 Unit Election Video: “Election Team Update” Time: 6:30 Unit Election Procedures Review: 5 Minutes Trainer Tip: For your reference, every procedure is outlined below. Although during the session you should not need to cover each point individually. Remember, this is simply a brief review for the participants. Let’s take a second to briefly review the elections procedures outlined in the video. Before the election, the unit election team should: ! Know the unit number, Scoutmaster/Coach’s name and phone number, meeting location, and the date and time of the unit election. ! Contact the Scoutmaster/Coach to confirm the unit election approximately one week before the scheduled election date. During the confirmation, it is suggested to discuss the:

• Role of the OA in the unit.
• Unit election and adult nomination procedures.
• OA Troop/Team Representative; gain his information or discuss the program.

Lodge Leadership Development Session 48B Unit Elections: Mastering the Presentation Order of the Arrow 48B – 4 Boy Scouts of America

• Unit election materials the Scoutmaster will need to provide, specifically a TV and

VCR.

• Answer any questions for concerns the Scoutmaster/Coach my have.

! Prepare the proper unit election materials:

• OA Handbook.
• Guide for Officers and Advisers.
• Unit Election Form.
• Adult Nomination Form.
• Ballots.
• Pencils.
• Copy of unit election ceremony.
• Copy of callout ceremony.
• Unit election Checklist

! Ensure that all of the election team members have been properly trained. If a member of the election team has not been trained, use this opportunity to allow him to gain some hands on experience before he conducts a formal training. During the election, the unit election team should: ! Election team appearance is extremely important – full Scout uniforms with OA sash ! Meet with the Scoutmaster or Coach. The following points should be discussed:

• Properly introduce yourself and the team.
• Determine the number of active youth in the unit and the number of youth

present at the election. Remember, 50% of the active youth must be present to hold an election.

• Review the election process.
• Review the eligibility requirements.
• Obtain the Scoutmaster or Coach’s signature indicating his approval for the

Scouts that will be listed on the ballot.

• Help the Scoutmaster or Coach decide when the elected candidates should be

notified, either at an upcoming call out or after the election.

• Explain to the Scoutmaster or Coach and unit committee chairman, if possible,

the procedure for nominating an adult. If at least one youth is elected, provide a copy of the adult nomination form by the lodge. ! Conduct the Unit Election

• Show the Unit Elections Video Part 1 preferably, or conduct the unit elections

ceremony in the GOA.

• Summarize main points and answer any questions.
• Introduce the eligible members of the troop.
• Pass out, collect, and count ballots.
• Figure out the number of votes required (at least 50% of the number of ballots

turned in, rounded up for an odd number of ballots). After the election, the unit election team should: ! Conduct the lodge call out ceremony if the Scoutmaster or Coach chose to notify the elected candidates after the election. ! Complete and sign the unit election form. Ensure the address, date of birth, and phone number of the Scouts elected is both correct and written legibly. ! If the candidates were called out, hold a private meeting with them:

• Congratulate them on their election.
• Explain how they have exactly one year to complete their ordeal before they

have to be reelected.

• Provide the proper information, registration, and medical forms for upcoming
• rdeals.

Lodge Leadership Development Session 48B Unit Elections: Mastering the Presentation Order of the Arrow 48B – 5 Boy Scouts of America

For your reference while conducting a unit election, I will pass out a checklist covering all of the items that need to be completed before, during, and after the election. Distribute Handout “Unit Elections Checklist” Common Problems: 10 Minutes We will now discuss some common problems that often occur during a unit election. I will present the group with a problem and we will work together to find a solution to solve it. In your experiences already, you have probably come across some of these conflicts and I encourage you to share those with the

• group. Remember, every problem has more than one solution so don’t be afraid to express your ideas.

Trainer Tip: Below is a list of general problems that might occur during an election along with

• ne possible solution. This is a prime opportunity for the participants to review the information

they have just learned. Seek feedback and discussion through guided discovery. Problem: Confusion over what Scouts in the troop are eligible for election. Solution: Carefully cover the eligibility requirements with the Scoutmaster or Coach again. Confusion usually arises over Scouts that are over 18 but under 21. Remember if they are under 21, they must meet all of the youth requirements listed in the GOA. Problem: Confusion over what Scouts in the unit can vote in the unit election. Solution: Inform the Scoutmaster or Coach and the rest of the unit that all Scouts registered in the troop under the age of 21 may vote. Remind them that while you might be an “adult” in the BSA, you are not an “adult” in the Order of the Arrow until you are 21 years of age. Problem: During the first ballot, no Scout is elected. Solution: Briefly re-discuss the traits and values the unit members should look for in a candidate. Explain that there will be one more ballot and if no one is elected thenthat will be the unit’s result for the

• year. Then conduct a second ballot.

Problem: Inappropriate comments made by candidates, unit members, Arrowmen, or adult leaders. Solution: Reiterate the fact that the unit election is conducted by secret ballot and no discussion is

• permitted. Remind the Scouts that campaigning of any kind is not permitted. If problems

continue to arise, partner with the Scoutmaster or Coach to settle the disruptions. Problem: An eligible Scout was elected the previous year but did not complete his ordeal. Solution: Inform the Scout that if he does not complete an ordeal within one year of his election, he will have to be reelected. Check his election date from the previous year and compare that to the lodge’s ordeal dates. If there is not an ordeal before his one-year ends, inform the Scout that he needs to place his name on the ballot again this year if he wants to become a member. Problem: An eligible Scout declines to have his name placed on the ballot. Solution: Remind the Scout that being elected to become a candidate of the OA is a great honor. If he is elected, he has no obligation to complete his ordeal and become a member of the OA. Suggest that he has the right to remove his name from the ballot but by leaving it on, all he stands to gain is the recognition for exemplifying the Scout Oath and Law in his daily life. Problem: There is not at least 50 percent of the active youth present on the election date. Solution: First, double check with the Scoutmaster or Coach to ensure he is not counting every Scout in the unit, but only the “active youth.” If there still is not 50 percent, before you leave, reschedule the election date. Remind the Scoutmaster or Coach to stress the importance of attending the next election date to the entire unit.

Lodge Leadership Development Session 48B Unit Elections: Mastering the Presentation Order of the Arrow 48B – 6 Boy Scouts of America

Problem: When calling to confirm the unit election with the Scoutmaster or Coach, he declines to hold an election this year. Solution: This is when your Scoutmaster/Coach relation skills come into use. First, ask why he/she would not like to hold an election. Try to address his/her concerns by stressing the positive affect the OA can have on the unit. Remind them that being elected into the OA is a great recognition and if they are elected and complete their ordeal, an Arrowman’s primary responsibility is to their unit. These are just a few of the common problems that might arise during an election but you should also be prepared for other problems to occur. If you do not know an answer, use the OA Handbook and the Guide for Officers and Advisers as references. Role Play: 15 Minutes Now that we have had a chance to review the basic unit election guidelines and procedures and most importantly, learned how to deal with a variety of conflict situations, lets take a chance and put our knowledge to work. We will be conducting a role play next. Basically, to begin we will be assigning everyone a role to play. You will either play the part of Ron Smith, Scoutmaster of troop #817 or Billy Johnson, the unit election team captain. Before we give you more information, let’s take a second to divide the class. I want everyone to stand up and hurry to the back of the room. Now when I assign you a role, I want the Scoutmasters to sit on this side of the room and the election team captains to sit on that side. Trainer Tip: At this point you will want to divide the participants into two groups. If possible, try to have all of the youth participants playing the role of captains. The purpose of making the participants move around is to get them energized and excited for the role they are about to

• play. When you are addressing each group, you should make sure you are presenting to the

entire class, but try to direct your attention to the role you are talking about. First, lets talk to the Scoutmasters playing the part of Ron Smith. You have been the Scoutmaster of troop #817 for many years. You have built a solid troop with a good mix of older and new Scouts, keeping the program almost primarily youth run. Your troop goes camping at least once a month and you haven’t missed a campout in over three years. Furthermore, last year troop #817 was awarded the council’s unit

• f the year award. Everything is going great.

Now lets talk to the election team captains playing the part of Billy Johnson. You have had some experience working on unit election teams, but this is your first time conducting an election as the team

• captain. As captain, you have the responsibility to confirm the election with the Scoutmaster one week

prior to the election date. You are really excited about this opportunity and want to prove to your chapter chief that you can do a good job. Before we begin our role play, all of our election team captains will need to leave the room with my assistant and prepare for the election. Scoutmasters, you will stay here with me and we will wait for the election date to arrive. Remember, the role play will begin when the captains enter the room and sit down with a Scoutmaster. Trainer Tip: During this time, you will need to utilize your training assistant. Have him or her direct the election team outside of the room and deliver their briefing. Once the election team captains are outside, you can begin the briefing. If you are briefing the Scoutmasters, you should try to energize them, building a strong negative attitude against the OA.

Lodge Leadership Development Session 48B Unit Elections: Mastering the Presentation Order of the Arrow 48B – 7 Boy Scouts of America

BRIEFING FOR SCOUTMASTERS: As strong as your troop is, you have done it primarily without the help of any outside sources. Every year, you run your own Junior Leader Training and the OA has not had an influence on your troop in quite some time. Actually, you haven’t even held an election in three

• years. You have scheduled one every year but the election team has not shown up the past three years.

The only reason you schedule an election this year was to see if the team would actually arrive and conduct an election. Personally, you don’t really understand the purpose of the OA. You were an Arrowman as a youth. After having a horrible Ordeal experience you never came back and you do not want to put the Scouts in your troop through that. You like the way things are run now and don’t need the help or support of Arrowmen. But more importantly, with your troop relying on the leadership of the older Scouts, you cannot afford to lose them to the OA. It is the night of the election and your entire troop is awaiting the arrival of the election team. Halfway through your troop meeting, nearly an hour late, Billy finally arrives. BRIEFING FOR ELECTION TEAM CAPTAINS: One week before the election, your chapter chief called

• n you specifically to be the captain of this election team. This is your chance to show him you can

handle the responsibility. It is really important that you do a good job because someday you would like to be chapter chief and maybe even lodge chief, and this could be your big start. You contacted the Scoutmaster one week before the election. He was actually surprised to hear from you but everything on his part is ready for the election. It is the night of the election and you have everything prepared. Unfortunately, one hour before the election time your teammate called you to inform you that he isn’t feeling well and cannot make the

• election. You tried for quite some time to find a replacement but no one could fill in on such short notice.

This is your first election alone and you are off to a rocky start, arriving to the meeting an hour late. Begin Role Play “Scoutmaster vs. the Election Team” 10 Minutes Role Play Debrief: 10 Minutes The purpose of the last activity was to give everyone an opportunity to see what could happen at an actual unit election. While it might have been an extreme situation, it still gave you a chance to apply any past experiences you might have had or more importantly, the knowledge you learned to today. We are now going to take some time to discuss what happened in our role playing groups. Everyone will get a chance to give his or her opinions and feedback but I ask that you keep all of your comments constructive and appropriate. Trainer Tip: The debriefing section is probably the most important of the session. Ensure any negative comments are said in a constructive manner so the participants can use the role play as a learning experience. Seek feedback and discussion through guided discovery, relating those items back to earlier points of the session. Focus the discussion around how the election team captain interacted and handled the conflict situation with the Scoutmaster. First let’s talk with our Scoutmasters. For those of you who don’t know, while the captains were outside receiving their information, we were inside building a strong negative attitude towards the OA among the

• Scoutmasters. Then, it was the captains’ job to try to enter the election and resolve the situation.

! What was the captain’s approach or what methods did they use to help dissolve the situation?

• Did they use excuses or what we learned today?

! Were they helpful? Did they address all of the your concerns? ! Was there any way you felt they could have improved their presentation? ! Scoutmasters, how do you feel the election team captains did overall?

Lodge Leadership Development Session 48B Unit Elections: Mastering the Presentation Order of the Arrow 48B – 8 Boy Scouts of America

Now let’s get some reaction from the election team captains. ! How did you feel you did overall? ! If you could go back in time, what would you do differently? Before we finish, I’d like to open the floor up and give everybody one last chance to express themselves. ! Were there any groups who could not resolve their conflicts?

• If so, please share what happened with the rest of the class.

! Anything else? Remember, this was just a make believe situation. The election team captains were set up from the beginning and had an up hill battle to overcome. Whether you resolved the conflict or not, the purpose of the activity was to give you a chance to apply what the knowledge we learned today to a fictional

• situation. Hopefully it gave you a little practice on how to handle certain situations so you can be more

prepared if something arises during an actual election. Remember, every condition can have a number of

• solutions. Some might be more effective than others. It is important that we take the time to figure out

what works so we can apply that the next time a conflict arises. Hopefully you can take some of the experiences that occurred today and apply them during future unit elections. Conclusion: 2 Minutes Before we conclude our session, I would like to take some time to answer any final questions you might still have. Remember, the unit election is one of the most important activities conducted by the Order of the Arrow. The unique experience not only helps sustain our membership but more importantly, it helps achieve our purpose of recognizing those Scouts who best exemplify the Scout Oath and Law. It is important that you work together with your election team, fully prepare for every election and make a good impression with the Scoutmaster/Coach. Improving your presentation can be as simple as learning how to two simple things; work with the unit leader and resolve any conflict situations. We had a chance to practice those two things today but if you can master those skills, your overall unit election presentation will greatly improve.

APPENDIX: SOURCE MATERIALS AND RESOUCES

Order of the Arrow Handbook – #34996C, Revised 2002 Guide to Inductions – July 2002 Revision http://www.oa-bsa.org/resources/pubs/ Unit Elections Video – Included in LLD program