Boy Scouts of America 1 Welcome Agenda for this Training What is - - PowerPoint PPT Presentation

2016 NCAP Assessor Training

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Boy Scouts of America

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Welcome

Agenda for this Training

• What is the National Camp Assessment

Program (NCAP)?

• Expectations of Assessment Team
• The Camp Assessment Details
• Review of the 2016 NCAP Standards
• Assessment Exercise
• Questions & Answers

Welcome and Introductions

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• Your Name
• Your Council
• Scouting Position
• Assessment Experience

Why NCAP

National Camp Accreditation Program

• Ensure quality camps and programs while

maintaining safety and viability

• Incorporate best practices from other 


quality-oriented organizations

• DELIVER THE PROMISE OF SCOUTING

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Why NCAP

To help councils elevate camps to new levels of excellence in delivering Scouting’s promise to youth

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National Camp Accreditation Program


Elements of the Process

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Overview

What is the purpose of this process?

• Youth and their safety are our #1 concern
• Standards are developed to protect the youth,
• the Council, and the BSA
• Helps maintain the entire year’s program
• Assists a council to provide a “Mountain-top”
• experience
• The Application process adds a Council

component to Assessment

Introduction to the Standards

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2016 Version

Categories of NCAP Standards

PD 1xx – Program Design & Recommended Practices PS 2xx – Program Substantive & Recommended Practices PT 3xx – Trek Program SQ 4xx – Stafg Qualification & Training & Recommended Practices HS 5xx – Health & Safety FS 6xx – Food Service FA 7xx – Facilities & Recommended Practices AO 8xx – Administration & Operational COPE/Climbing Standards(part of Stds,

2014)

• Mgt. & Recommended Practices

NCAP Standard Sample

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Standards at A Glance Document

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Developed to help Navigate the Standards A Good Reference Tool for Assessment Visits

Definition of a Variance

• A variance is issued in writing by the National Standards

Chair on behalf of the NCAP Committee that allows a camp to permanently vary from a requirement of the national camp standards upon demonstration that the variance provides equivalent or higher level of program quality and safety.

• A variance may be conditioned.

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Definition of a Waiver

• A waiver is issued in writing by the National Standards

Chair that allows a camp to vary for one season from a requirement of the NCAP Standards.

• A waiver may be granted for a standard due to

emergency or other good cause shown.

• A waiver may be conditional and require the requesting

council or camp to meet an alternative or equivalent control.

• A waiver may be renewed for only one additional

season.

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Waivers & Variances

If a variation or waiver was granted by the NCAP Standards Committee, verify the camp is following the agreed upon method & mark it as compliant.

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During an Assessment Visit

• Check the program
• Check health and safety
• Check for standards compliance
• Check compliance of waivers or variances

granted

• Check that prior year’s deviations & NC are

corrected

• Review the Continuous Camp Improvement Plan

and action items

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Aquatics Area Hints

• Is there a single entrance?
• Are all 3 ability groups areas marked?
• Are there look outs?
• Are program materials in good shape?
• Are the youth having fun?
• Buddy board and buddy checks done?

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Shooting Sports Hints

Program equipment’s condition

• Berm and impact area
• Firing Line area
• Guns
• Trigger Pull Specs
• Storage Area
• Hand washing station
• Archery Equipment

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Shooting Sports Hints

Program Staff:

• Are they attentive?
• Who is in control?
• Are they teaching or are they telling?
• Do they have the correct

certifications?

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COPE/Climbing Hints

Program Area:

• Are the events marked with warning signs?
• Are there ways to secure the tower when

closed?

• Is the area clear of hazards like trees/limbs?

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COPE/Climbing Hints

Program Staff:

• Is the staff trained adequately?
• Are they belaying when needed?
• Are the Scouts having fun?
• Is the staff having fun?
• Are you having fun?

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NCAP Scoresheet

Three Parts to the NCAP Scoresheet in 2016:

• Standards Assessment Scoresheet – Individual

Standard Scoring (Electronic Copy, PDF based – 2016) – Only 1 Electronic Signature Required

• Scoring Continuation Sheet – Used for Findings

and listing Deviations

• Program Narrative and Assessment

Recommendations

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NCAP Score Sheet

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Assessment Scoring 


• Compliant – Camp Meets the Standard
• Deviation – If the camp met the spirit of the standard,

but did not meet it completely. A Deviation is valid for that camp & that year.

• Non Compliant – Standard is not Met, Camp

Deviates with No Approval for Change in Standard, No Waiver or Variation Received

• NA – If the standard is not applicable to this camp

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Scoring Legend - # Designation

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• # - If a Deviation (Dv) or Non Compliance (NC)
• ccurs while scoring, place a number in the #

column next to the Standard. A Deviation is a Non-Compliance that has been Remedied.

• Rewrite that number on the Camp Assessment

Continuation Sheet and explain the deviation or non compliance vs. the standard.

Scoring Continuation Sheet 
 for Findings

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Scoring
 Program Narrative and Assessment Recommendations

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Scenario

• What would your team do in this case?

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Area 2 Camp Operations

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IN 2016 THE 11 COUNCILS OF NER-AREA 2 WILL OPERATE

33 RESIDENT SCOUT CAMPS

and 38 DAY CAMPS and ADDITIONAL FAMILY CAMPS

NCAP Process and Why This is a National Process

• Coordinated through the 28 Areas of BSA
• Assessments are performed by Area/Council

volunteer teams and staff

• Assists the councils by providing guidance for

year round programs

• Maintains the same standards nationwide
• Records maintained in the National Office

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Pieces of the NCAP Puzzle

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Na#onal camp standards: Founda'on of program and defines essence of Scout camping Authoriza#on: Iden'fy trends, set goals, and establish measurable benchmarks (1-5 years) Assessment: Mee'ng standards and con'nuous improvement goals (annual) Accredita#on: Recogni'on that the camp meets BSA standards and improvement goals (annual)

Pieces of the NCAP Puzzle

• Multi-Year Cycle – Analysis, Application &

Authorization

– Analysis of Camp by the Council of program and facilities – Application Written by the Council – Authorization to Operate is Given by the Region (5 Years)

• Annual Cycle – Assessment & Accreditation

– Intent to Operate is Filed in the Fall (includes visit dates) – Declaration of Readiness is Filed by May 15th for summer programs

• File by December 15 for winter & spring camps
• Include as much Administrative Documentation as Possible

– Pre-Camp Meeting to Review Administrative Detail – In-Camp Assessment Leads to Annual Accreditation

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2016 NCAP KEY DATES

AUTHORIZATION

• January – Authorization

notification to councils submitting in 2016

• April 30 – Final Authorization

report due

• July – Region reviews complete
• September – Peer reviews

completed

• October – Councils receive their

authorization with Regional and Area Leadership notified ASSESSMENTS

• December – Request to Councils

for Assessment Specialist

• March/April/May - Area Camp

Assessment Training Sessions

• May - Declaration of Readiness

due to Area NCAP Committee

• July and August – Camp

Assessments performed, with all scoring and reports no later than 7 days after visit

• August – Summary of visits by

area NCAP committee

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2017 INTENT TO OPERATE DUE NOVEMBER 2016

NCAP Roles & Responsibilities

• Council NCAP Chairs

– Coordinates Authorization Process – Coordinates Assessments

• Area Camp Assessors

– Team Lead Assessors & Team Members – Visit and Assess Resident Camps

• Council Self-Assessment Teams

– Visit and Assess Day Camps, Family Camps

• Council NCAP Staff Advisers

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How was I Selected ?

You were chosen as an Assessor because:

• You have shown an interest in camping, health

and safety, resident camp programs and property development.

• You understand the importance of camping
• You were approved by your Scout Executive

An Area Assessor

• Is a representative of the Area, Region and

National Council

• Is the eyes and ears of the Area, the Region

and National Council

• Helps maintain quality programs in camps to

deliver the best and safest possible programs for youth at all BSA facilities.

A Council Assessor

• Is a representative of the Council for Self-

Assessments

• Provides a quality control review of council

programs requiring assessment

• Helps the Council deliver the promise to the

Scouts of a quality program

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Council NCAP Coordinator’s Role for Assessments

• Works with Council committee chairs to recruit

and train Council Self-Assessment Teams

• Helps Council organize self assessment of day

camps & family camps

• Helps Council prepare for Assessments
• Helps Council determine which Standards are

appropriate to be assessed

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NCAP Lead Assessor Responsibilities – Resident Camps

• Organizes a team composed of trained Assessors

from Councils different from the Council to be visited.

• Contacts the Council by May 1 about Declaration
• f Readiness Due May 15th and pre-camp meeting
• Attends Team Leader training and understands the

Standards and their intent

• Confirms Assessment Date with Council & Team

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NCAP Assessment Team Leader Responsibilities – Resident Camps

• Holds Pre-Camp Meeting with the council in

Person or Electronically

• Shares Declaration of Readiness with team
• Assigns duties, leads team on visit
• Completes scoresheet and forwards it to

designated contacts using E-Forms

• Composes and sends letter to Council President

after visit about the status of the camp

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NCAP Assessment Chairman’s Responsibilities – Self-Assessments

• Organizes and trains a team of assessors independent
• f the council to be Assessed
• Contacts the appropriate camp leadership to set up the

assessment visit

• Understands the Standards
• Confirms assessment date with council & team

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NCAP Assessment Chairman’s Responsibilities – Self-Assessments

• Assigns responsibilities for self-assessment teams
• Completes scoresheet and forwards it to designated

contacts using E-Forms including National Office

• Summarizes assessment information for council

committees and/or board

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NCAP Council Assessment Council self assessments by in council teams Day Camps, Family Camps, Other Properties Teams organized and trained by the Council Score sheets filed with National Office

The Resident Camp Assessment Includes

Conducted By Area Assessment Teams:

• Cub Scout Resident Camps
• Boy Scout Resident Camps
• Venture Resident Camps
• High Adventure Camps
• Trek Programs
• Specialty Programs
• COPE/Climbing Programs

Assessment Team Expectations

• Attend training / orientation session
• Participate in at least one assessment annually
• Review standards & Declaration of Readiness prior

to camp assessment

• Work as part of a team!
• Have the physical ability to explore the entire camp
• Use a common sense approach!

The Team Must

• Wear the full BSA Field Uniform
• Travel and arrive on time as a Team
• Check in as a Visitor at the Camp Office
• Bring training card & current BSA Medical Form
• Be in good physical condition, able to visit all parts
• f camp.
• Be of help to the council, not a roadblock
• Be ready! Be Prepared!

What the Team Should Avoid

• Never compare camps.
• Never complain or be argumentative.
• Never “over interpret” the Standards.
• Never start the assessment early.
• Don’t inspect; you are a guest.
• Don’t send additional correspondence to the

Council.

Additional Visit Guidelines

• Review/Observe all program areas
• Use a copy of the Standards at a Glance for

reference

• Never interrupt an instructor or session
• Report to the Team Leader your findings
• Praise the camp staff for a job well done
• Help resolve issues
• Give praise in public, correct in confidence
• Speak with the campers about fun in camp

Why National Standards

• Assist councils in conducting programs in a safe

manner

• Standards represent a minimum level of program

required

• State and local laws trump BSA Standards
• Provides an avenue to accredit a camp that meets

the standards

• Sets a level of expectation for quality program

Preliminary Results of the 2015 Camp Assessment Across the BSA

The Standards with the greatest number noncompliant findings were:

• PS- 403, Camp Management (primarily age related)
• HS-505, Medical Care Policies (Council and Camp)
• HS-506, On-Site Treatment Procedures
• FS-606 Dishwashing.
• FA-704Conservation Plan.

Standards with significant deviations included:

• FA-703 Fire Prevention and Detection
• FA-709 Refrigeration Unit Maintenance,
• AO-810 Continuous Improvement

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Declaration of Readiness
 To be Reviewed by Lead Assessor
 One Month before Camp

• Team Leader to contact Council by May 1 to

remind them about the deadline & request a copy.

• Due by May 15th to Team Leader
• Submit the Continuous Camp Improvement Info
• Submit Post/Pre Camp Inspection
• Submit Camp Facilities Evaluation Tool (CFET)

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NCAP Scoresheet & 
 Authorization to Operate

• Teams and Team Leaders are to verify the

commitments made for 2016 by Councils that have completed the Authorization to Operate.

• As a part of this process, councils commit to

goals for Continuous Camp Improvement. Identify progress made on the Program Narrative Assessment Page of the Scoresheet.

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Assessment Scoring

• If a Camp has more than 20% of the Standards

listed as deviations, the camp is conditionally accredited.

• Refer to Pages 12 – 15 of the 2016 Standards

for greater definition on scoring.

• Recommended Practices are Not Counted as

Standards

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The Accreditation Decision


(See Pages 17 – 19)

• Accredited

– All Applicable Standards are C or Dv - and – – Conditions of Variance/Waivers are C or Dv –and- – 20% or Fewer Applicable Standards are Dv

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The Accreditation Decision

• Conditionally Accredited

– Any Applicable Standard is NC – or – – Any Conditions of Variance or Waiver is NC – or – – Conditions of Waiver State So – or – – More than 20% of Applicable Standards are Dv

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The Accreditation Decision

• Denial of Accreditation

– Any Standard is NC – and – – The Camp is Already Conditionally Accredited or Camp Poses an Imminent Danger to Life or Health that Cannot be Eliminated by Closing Parts of the Camp or a Program

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Handling Accreditation Issues

• Contact the Area Assessment Chairman if issues

are detected before and during the visit.

• Get advice before acting. Contact the Area

Director/Assessment Chairman

• Close a program area only if there is an immediate

health and safety issue that cannot be resolved. Contact Area Assessment Chairman before making this decision.

Final Review and Presentation

• The team should gather and discuss the assessment

with the local council representatives.

• The Team Leader should report the findings to all those

involved in the Visit.

• Make a presentation of the certificate and pennant, lead

by the Team Leader.

• Praise the camp staff for a job well done
• Tout the camp in front of the campers

NCAP Assessment Team Leader
 Paperwork Distribution

Copies of the “Scoresheet” are distributed to: Camp Director, Team Leader, Area Assessment Chairman, and the National Office Copies of the “Letter to the Council President” are distributed to: Council Executive, Council VP Camping or Program, Area Assessment Chairman, and the National Office

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Team Leader Webinar Dates & Times
 2016

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Thursday April 7th 8 PM EST Tuesday May 3rd 8 PM EST Dial in information and the accompanying powerpoint slide deck was distributed to all team leaders

Review of 2016 Materials

• Go to www.scouting.org/NCAP for

– Scoresheet (will also be emailed to Lead Assessors) – At-a-Glance Worksheets – Standards and 2016 Updates – Additional NCAP materials and resources

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Additional NCAP Training @ PTC

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WEEK 12: SEPTEMBER 18-24, 2016 FALL CONFERENCE National Camp Accreditation Program Seminar

Questions and Answers

Before Departing

• Pick up your Training Card
• Make note of date/camp you will visit in 2016
• Assessment Training Code – CS53
• Check to be sure your record is updated at your home

Council Registrar

Thanks for serving! Drive home safely