Eagle Board of Review Procedures

Dear Scoutmasters and Eagle Advisors,

We wanted to share with you some suggestions for submittal of the Eagle project books that will make things run a little better for our Board members and our Scouts. You will want to share this e-mail with your Life Scouts and with your Eagle advisors. At some point soon, these procedures will become mandatory.

1. Timing. The deadline for project books remains the last Thursday of the month and Eagle Boards will continue to be held on the second Thursday of each month, beginning at 7:00 p.m. (See discussion below on deadline extension requests.)

2. Eagle Project Books; One Binder, Two Additional Copies. While we request a total of three copies of each Eagle book, we do not want three separate loose-leaf binders for the books. We prefer one loose-leaf binder that contains the full project book accompanied by two separate Xerox copies of the proposal that are just stapled together. The copies can be sandwiched into the binder. If you are worried about them getting lost, put a couple of large rubber bands around the loose-leaf. This avoids the need for the Scouts to purchase three binders and will help us in the physical handling of the books. (On a personal basis, it means the difference between your humble Eagle Board Chairman having to carry 16 books in a given month or 48. It will also help out Angie in the Scout office in handling the materials.)

3. Binders with Pockets. As far as the binders themselves, we prefer a one-inch binder, rather than larger ones. Also, please submit binders that have a thin pocket inside the front cover. Most binders come that way now. The pocket is useful for holding the Eagle application, the letters of recommendation and the statement of ambition.

4. E-mail Addresses. The Project Book contains a blank for an e-mail address that is marked "optional". Notwithstanding that designation, we now always communicate with the Scouts about Eagle Board dates via e-mail. Please consider e-mail addresses to be mandatory.

5. Letters of Recommendation. Remember that final Eagle books should be accompanied by:
(i) the original Eagle application containing all the necessary signatures,
(ii) a statement of ambition and
(iii) three letters of recommendation. The best procedure is to have the letters placed in sealed envelopes, addressed to the Vulcan District Eagle Board of Review, and to submit them to the council office at the same time as the final project books and applications. Do not mail them to the Scout office. Having them mailed to the Scout office causes all sort of problems because they have to be sorted and make their way to the Eagle coordinator and sometimes don't get there before the Thursday deadline. If for some reason letters of recommendation are not ready by the Thursday deadline, please do not take them to the Scout office or have them mailed. Have the Scout bring them to Briarwood on the night of the BoR so that they can be reviewed by the Board.

6. Deadlines are Deadlines Except . . . . One of the things we try to teach Scouts is the importance of personal management, which includes meeting deadlines. To that end, we would appreciate your refraining from turning in books late or requesting extensions of the last Thursday deadline. The only exception should be for a Scout that is approaching his 18th birthday and is making a last ditch attempt to make it to Eagle. While we realize that it is entirely inconsistent to give those who have waited until the last minute a break in scheduling, our goal is, after all, to promote worthy Scouts. We can live with the inconsistency and hope you will be understanding.

7. The Perfect Eagle Book. In summary, the perfect Eagle book will consist of one 1" loose-leaf binder, with a pocket in the inside front cover, and containing the following:
(i) Complete Eagle project book having all necessary signatures and with all pages included. Some Scouts put every page in a vinyl loose-leaf sleeve. This is optional but not required.
(ii) Two complete stapled copies of the Eagle Project book (just sandwiched inside the binder, not in separate binders).
In addition, if this is the final Eagle Board of Review and not preliminary project approval, the following should be included
(iii) Completed Eagle Application with all signatures (in front pocket)
(iv) Statement of Ambition (in front pocket)
(v) Sealed envelopes with three letters of recommendation (in front pocket)

Further information on the Eagle application process can be found at our District's very own website: http://vulcan.1bsa.org/advancement.php

Our goal as a group is to make the procedures for Eagle reviews as efficient and logical as possible so that our Scouts and the panels can concentrate on the substance of the project books and engage in the serious dialogue that is intended for these boards. The October Vulcan District Roundtable will be devoted to training of Scoutmasters and adult leaders on the "Life to Eagle" Process. We will be there to answer questions about the BoR process, and Alvie Allison, our District Advancement Chairman, will lead the discussion. Make your plans to join us.

Thanks for your service to Scouting and especially for your work with these young men as they seek Scouting's highest rank.

Yours in Scouting,

George Taylor
Chairman, Vulcan District Eagle Board of Review

Justin Kelly,
Vice Chairman, Vulcan District Eagle Board of Review