Star Troop form for evaluation: Scouts-and-Scout-Leaders-Star-Troop-2014
1) Every Troop and Patrol must be evaluated and the relevant forms completed. SSA has indicated that this evaluation is vital for the monitoring and ongoing development of the Scout Programme and has recommended that should there be any reluctance from a Troop to be inspected, the reason for this should be investigated by the DC and APC Scout Programme or their replacement under the new structure.
2) The D.C. or A.D.C (Scout Programme) should carry out the two evaluations as part of their quarterly troop visits.
3) It is recommended that the same evaluator should carry out both evaluations.
4) The Troop Scouter may not carry out an evaluation of his own Troop.
5) The evaluation form should be used as a guide for ongoing discussion between the Patrol Leaders, Troop Scouters, the District and the APC Scout Programme.
6) The comment column must be used for details of successes and shortcomings, which should be discussed in detail with the Patrol Leaders and Troop Scouter.
Purpose and overview of the Star Award program is to Assess and Review:
· The implementation scout programme within the Troop and its Patrols;
· The methods for the implementation of the program;
· The requirements and interpretation of the award at each level:
· The recognition plan for the award scheme.
How does SSA support the achievement of this award at the Troop and Patrol level?
1. The ADC (Scout Programme) holds an action planning meeting with each troop. If an ADC is unavailable, the resources of a DC or other key district staff or provincial team member can be used to ensure that every troop has this meeting.
2. At the Troop action-planning meeting, use the Star Award evaluations form and the Troop self-assessment tool as a guide in developing goals for the Troop to achieve in the year ahead.
3. Ensuring that the commissioner or a designated volunteer completes and submits the completed form by the determined deadline for every Troop & Patrol.
4. Based on the outcome of the preliminary and final assessment, each district should compile a list of action items that are needed to assist its Troops to achieve the award. The Team should develop the list as a work plan for the district team in the months ahead. The progress should be reviewed monthly, at district Scouters councils and district team meetings, to ensure that the actions needed to provide support to the Troops are being implemented.
5. The goal should be to improve the quality of the scout programme and help every Troop in the district to qualify each year for the Award.
Purpose of evaluation meeting (This can be used as an agenda for the meeting):
1. To evaluate the Troop’s progress toward achieving a Star Troop Award.
2. To review the Troop’s goals, successes, and vision for the coming year.
3. To identify any areas of improvement—leadership, program, and membership.
4. To determine any specific actions needed to assist with Troop improvements and determine who will follow up on those actions.
5. To schedule any necessary follow-up to monitor progress.
When to conduct the evaluation and feedback meetings:
1. After the ADC / DC has visited the Troop for the first evaluation.
2. Annually, to review strengths and areas of improvement to help provide direction for needed support, preferably after the final review prior to your annual planning for the year ahead.
3. As needed when a problem may be identified.
How should the arrangements for this meeting be set up?
1. The ADC/commissioner speaks to the Troop Scouter during the first Troop visit to schedule the meeting date, time, and location.
2. The dialog should include approaching the Troop Scouter after the meeting and requesting that a second meeting be set up with the Troop Scouter and the Troop’s Patrol Leaders.
3. Setting the meeting, preferably at the Troop meeting place or hall.
4. Asking them to complete the Troop self-assessment tool prior to the meeting
5. Letting them know the visit will include a discussion of the self-assessment tool and how the goals and vision of their Troop’s program can be supported
Why should only the ADC / commissioner, Troop Scouters Attend?
· It provides a small group to analyze the program, their Troop’s needs, and steps to be taken to help resolve any issues.
· It helps create a dialog between the Troop and the district. Once they meet and determine what needs to be done, others can be involved in helping to determine in which direction to go and any potential improvements that can be identified.
What preparation should be made prior to the action planning meeting?
Review the statistics of the Troop available from the district and the district team, especially to review:
· Star Award achievements from the previous year
· Outdoor program participation
· Advancement reports
· Trained leadership status
· Child Protection training
· Participation in district and provincial events
· Attendance register
· Complete the Troop self-assessment tool during the visit to determine areas that “need improvement” and those the Troop felt that they “need help” with as you support the Troop during the year in the achievement of their goals.
GUIDELINES FOR COMPLETING THE FORMS:
1. Outdoors: – an outdoor adventure is an exciting, challenging experience, which is characterised by uncertainty of outcome and perceived risk. List the under comments. Examples could be a hike into new territory or a wide game away from the hall. These activities are not usual scout meetings, and are held away from the usual meeting place.
2. Patrol System: – This is fundamental to Scouting. Every patrol to be evaluated for a patrol star. Each Patrol should be able to achieve a Bronze award, while the Gold Award should be the goal.
3. Troop Camping: – The nights do not have to be consecutive. More than 50% of the troop should have attended. Overnight Troop hikes may be included if not used under the outdoor section. The evaluator must comment on the variety of venues.
4. Advancement: – Advanced this year to a new level; Membership, Pathfinder, Adventurer, First Class, Explorer or Springbok.
5. Interest Badges: – Earned this year, this includes Scoutcraft badges.
6. Participation: -The troop must be represented by at least a patrol-sized group at events.
7. Retention: – Members lost through reasons beyond the control of the troop do not count against the troop. (e.g. Transfers out of the district or becoming 18 years old)
8. Recruitment: this may include cubs coming up and new recruits during the year.
9. Number of Scouts: – total number of registered scouts at the last day of September. Compare with census figures (there should not be a vast difference). Should be the same numbers as the top of evaluation sheet.
10.Number of Scouters: – 1 Warranted Scouter per 18 scouts. (e.g. If 19 scouts then 2 Scouters if 37 then 3 Scouters) Counted at last day of September.
11.Scouter Advancement: Each Scouter must complete some form of formal (recognised) training. This can be within the Scout Movement, or at University, Work, School, Private Tuition, etc.
12.Troop Records: – records to be simple and up to date. All must be available for a “Yes”
13.Communication: – a simple display and printed newsletter used to publicise achievements and promote events. As well as up to date notice of time of meeting for public to see. Email communication can be counted, provided that the evaluation can see proof of the regular emails.