The Eagle
Notebook, Part 4Part 4 - The Review Process
The Eagle
Notebook, Part 4Part 4 - The Review Process
XI) Putting it All in Order
At this point, you've probably got paperwork everywhere. Yes, there is a general presentation format, as follows:
Once the Notebook is completely assembled, it is submitted to the Scoutmaster, Advancement Chairman, or another designated Committee member for review.
XII) Reviewing the Eagle Notebook
As mentioned above, the Eagle Notebook represents you "in total." For most of the members of your Eagle Board, this is your first "personal" introduction. Mr. Smith has a favorite expression which applies perfectly to this situation: "You never get a second chance to make a first impression." Quite true. This is why the Troop takes the time to carefully review your Notebook before it's submitted to the Eagle Board. The intent is not to rewrite your notebook, but rather to help you develop it into a top-quality presentation. We're nitpicking for typos, grammar and syntax errors, and plain bad writing (in one notorious case, a Scout wrote that he hoped to live a moral life despite his Scouting experiences!) Initial submissions have varied from excellent to atrocious. In the first case, one quick review is all that's required; in the latter case, however, 3 or 4 iterations may be needed before everyone's happy (or exhausted.) Note that the same individual performs all reviews on your Notebook; that is, you aren't bounced from one person to the next for each successive review - that would drive anyone insane. One helpful hint - always submit the old, corrected version along with the new copy - this helps the reviewer concentrate on only the previous corrections, and saves a lot of time and aggravation.
Once a final version is approved, you'll need to xerox 6 complete copies, with one going to the Scoutmaster and four of the remaining five to the Board of Review members (as detailed in Section XIV below.) Note that most quality xerox machines now have a "photo" setting on their darkness/contrast control - use that setting for all pages with photos; however, don't be overly concerned if your photos don't come out all that well - it's not critical. When the xeroxing is finished, reassemble the original in a presentation binder, using crystal-clear sheet protectors for each page (front to back is OK); this gives the original a highly professional appearance and also helps preserve it for the future. Almost there now....
XIII) The Scoutmaster's Conference
Yes, there is one last Scoutmaster's Conference, just like for all your other ranks... ...but not really. As you might expect, this one's "special," and has some intense discussion. Among the questions you should think about ahead of time are:
XIV) The Eagle Board of Review
The Eagle Board usually consists of 5 members, one of whom must be a member of the Troop Committee, and another of whom must be a member of the District Eagle Board. In general, the latter will be the same individual who signed off on your Eagle Project, but it doesn't have to be (sometimes that person is unavailable, and another Eagle Board Representative will take his or her place.) The remaining three can be just about any other reputable members of the community; most Troops use other Troop Committee members, but 111 usually adds senior level volunteer Scouters (Deputy Directors or Assistant District Commissioners, etc.) or Adults from outside Scouting who can advise you on careers or colleges in which you have indicated an interest. Note that active Scout Leaders in the Troop cannot participate in your Eagle Board of Review - in fact, they (and your Parents) are not even allowed in the room. Selection of the Board is usually the duty of the Scoutmaster and/or Advancement Chairman, but you and your Parents can request the inclusion of specific persons who you feel can give you effective life counseling in this setting (and who understand the importance of the Eagle Board of Review); very few Scouts do this, but the option is available.
The date of the Board is established by mutual agreement between the Scout, the Scoutmaster/Advancement Chairman and the Board members. The only critical Board members are the one required member of the Troop Committee and the Eagle Board Representative; if necessary, alternate members can be selected if any of the other primaries are unable to make an otherwise acceptable date. Once the Board is constituted, one member is designated as the Chairman - who will handle the protocol and paperwork at the actual Board.
Once the date/place and time of the Board has been established, the Scoutmaster/Advancement Chairman prepares a cover letter for the Eagle Notebook summarizing these facts, and delivers it to the Eagle Candidate, along with the names and addresses of the Board members. It is the Scout's responsibility to add a copy of this cover letter to each of the copies of his Notebook, and hand deliver them to the Board members. The Scout retains one copy for himself, while the original and the completed Eagle Application Form should be delivered to the Eagle Board Representative. This should all be done 3 to 7 days in advance, in order to give the Board members a chance to thoroughly review the material before the Board of Review. As mentioned in the preamble to this guide, this is important, because it ensures that you will walk into a room full of friends who already "know" you - instead of a room full of strangers. For obvious reasons, it's a good idea to deliver your Eagle Notebook wearing your full Scout Uniform.
In general, the Board will convene before you arrive (it's intentionally set up that way) in order to discuss your candidacy and Board protocol. This usually takes between 30 to 45 minutes. The Scoutmaster or Advancement Chairman will use this opportunity to deliver the last paperwork needed by the Board (the Advancement Report for Eagle Scout Rank) and to answer any questions by the Board (which is a pretty rare occurrence.) The Scout should arrive 30 minutes after the Board convenes, in impeccable full uniform, including merit badge sash; his Parents may or may not wish to also be present. Upon invitation, the Scout is escorted into the Board by the Scoutmaster or Advancement Chairman, and formally introduced to the Board members. In Troop 111, the introduction includes a synopsis of the Scout's career highlights, but we're unusual in this. Once the introduction is complete, the Scout is seated and the Scoutmaster/ Advancement Chairman and (if present) Parents leave the room, and the Chairman initiates the Board of Review.
Most Boards last between 60 and 90 minutes. As previously detailed, a properly run Board rapidly moves past the issue of qualifying and instead concentrates on what being an Eagle Scout means, and then on the Scout's vision of his future. Done well, even a short Board of Review can give a Scout some invaluable advice and counsel.
At the conclusion of the Board, the Scout leaves the room while his candidacy is discussed and formally approved (or possibly - albeit rarely - disapproved.) This usually takes an additional 10 to 15 minutes, while the Scout, Scoutmaster/Advancement Chairman and Parents all fidget outside. If approved, everyone present is invited back inside, and the Scout is congratulated by the Board members while the paperwork is signed. [I have never been present at a rejection, and so cannot discuss the protocol for that unhappy scenario.]
Although certainly not required, many Parents will provide refreshments to the Board members following the Board of Review. This is also the opportunity for a few good photos - Scout with Parents, Scout with Scoutmaster, Scout with Eagle Board, etc. The Scout should also take this opportunity to thank the members of the Board (and especially the Eagle Board Representative) for their time and efforts on his behalf.
The Scoutmaster/Advancement Chairman will usually collect all the forms and the Eagle Notebooks. Most Scouts want to keep their original and at least one or two photocopies of their Notebook. This is fine - but make sure you keep the original copy in a very safe place - first, you'll have it on display at your Eagle Court of Honor; and second, this is a "lifetime" heirloom for you and your family, and will be precious to you especially if you have Scouts of your own some day. The other photocopies are retained by the Troop - one for the Troop's permanent archives, and the rest as training guides for future Eagle candidates. This closes out the Board.
And by the way, Congratulations!
XV) What's Next?
If you haven't already done so, you and your parents need to immediately consider when you'd like to hold your Eagle Court of Honor. "Immediately" is stressed because there is a significant time lag between the Board of Review and the actual final approval of your Eagle at the National level. This lag is usually from 4 to 6 weeks, but can be as long as 10 weeks during particularly heavy time periods (however, after years of complaints nationwide, this now happens only infrequently.) Note that the Troop cannot award you your Eagle until the approval comes through. If you desire to have a Court of Honor in the immediate future, you should inform the Scoutmaster or Advancement Chairman (i.e., whoever took the paperwork at the end of the Board of Review), and request that they submit your forms at the Council Office the next business day, asking for a "RUSH" order on your Eagle Application; this entails an extra fee (1997 was $35), but will result in a 10 day to 2-week turnaround. Note that if the Scoutmaster/Advancement Chairman can't do this, you and your Parents should arrange to do it yourselves. Of course, if everyone decides that there's no particular urgency, you can just relax while your Application goes through the normal paces.
Now comes a whole new task - planning your Eagle Scout Court of Honor. For more information, check out the Troop 111 guide entitled: "Eagle Courts of Honor - Planning and Execution."
- Dr. Bob [1997 Printing]
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