Adult Volunteer Roles and Responsibilities

As a volunteer organization, our troop’s success is tied directly to parent and other adult involvement. There are many ways you can serve – large and small!

All volunteers follow the spirit and specific requirements of BSA’s Youth Protection protocols, embrace our boy-led troop model, and adhere to the BSA Scouter Code of Conduct. Numerous in-person and online training courses are available for depending on how much or how little you would like to be involved. Many parents start volunteering when their son joins the troop and then find the experience so rewarding they continue to volunteer many years after their Scout has aged out!

Volunteer roles include:

• Advancement Coordinator
• Camping Coordinator (Uniformed Assistant Scoutmasters)
• High Adventure Coordinator
• Life-to-Eagle Advisors (Uniformed Assistant Scoutmasters)
• Marketing & Publicity Coordinator
• Patrol Advisors
• Pack Liaison/Recruiting Coordinator
• Rank Advancement Coordinators (Uniformed Assistant Scoutmasters)
• Summer Camp Coordinator
• Training Coordinator
• Transportation & Logistics Coordinator
• Troop Committee Member
• Charter Organization Liaison
• Hospitality and Special Events Support
• Merit Badge Counselor

Advancement Coordinator

Oversees implementation of the advancement process as defined by the BSA Guide to Advancement.

• Maintains accurate electronic reports of all advancements, merit badges, positions of responsibility, and any other awards
• Submits required advancement forms and reporting to the Council Service Center
• Supports coordination and recording of Scout Master Conferences and Boards of Review, in partnership with the Committee Chair
• Obtains badges, certificates, and other advancement recognition items from the Council Service Center/Scout Shop
• Distributes awards and badges on a timely basis to Patrol Leaders for presentation to their respective members (Awards and badges should be presented at the next meeting after they have been earned; Scouts are recognized again at a formal court of honor)
• Works with Scoutmaster and Patrol Leaders to plan accurate and complete recognition of advancement during Courts of Honor
• Provides regular advancement reporting to Scoutmasters, Patrol Leaders Council, and Troop Committee

Camping Coordinator

Coordinates the planning and organizing of troop outings in collaboration with the Scoutmaster and Patrol Leaders Council.

• Works with incoming Senior Patrol Leader and Patrol Leaders Council in selecting the monthly outings for the program year
• Makes reservations for camping facilities and related rental equipment.
• Researches logistic and planning details for each outing, including specific gear and clothing requirements
• Informs Scoutmaster and Patrol Leaders of planning details to ensure a safe and enjoyable experience for participating Scouts
• Organizes paperwork to be taken on outing, including tour permits, list of participants, registration forms/permission slips, and health forms
• Provides maps to drivers and families of participating Scouts
• Maintains camping log and documentation for future reference
• Promotes the National Outdoor Award and, working with the Advancement Coordinator, monitors and recognizes Scout progress toward various achievement levels
• Observes Scout practices during outings and provides constructive feedback to Patrol Leaders and Scoutmasters on ways to improve future camping and backpacking activities
• Has strong working knowledge of all BSA and charter organization policies related to outings and activities, including the BSA Guide to Safe Scouting

High Adventure Coordinator

Organizes Troop participation in various BSA High Adventure programs (Sea Base, Philmont, Northern Tier, Summit Bechtel Reserve).

• Researches available dates and presents options to Scoutmaster and Troop Committee
• Promotes upcoming treks to parents and Scouts
• Completes registration process and serves as the Troop point-of contact with the High Adventure base
• Coordinates registration process, including ensuring completion of all necessary paperwork
• Prepares final budget and logistics plan covering transportation, base fees, and other costs
• Recruits adult assistance for the trip as needed
• Prepares a pre-trip training program that ensures a fun and safe trek experience for participants
• Collects photos and videos to be shared on social media and during troop meetings following each trip

Life-to-Eagle Advisor

Provides guidance and support to Life Scouts and their parents as they navigate completion of the Eagle rank requirements.

• Helps Life Scouts review outstanding merit badge requirements to complete that portion of advancement on time
• Meets on an as-needed basis with the Eagle Scout candidate prior to his initiating of the Eagle project (these meetings should serve as an idea gathering/planning session as the Scout begins his project)
• Reviews with the Eagle Scout candidate his project proposal prior to his meeting with the District Eagle Scout board representative
• Support the Eagle candidate in completion of his final package, including application and project write-up prior to submission to the District Eagle Board of Review
• Helps parents understand Eagle requirements, deadlines, and best practices through regular parent meetings and other communications
• Monitors status of Life Scouts on a regular basis to encourage timely progress toward Eagle rank requirements
• Utilizes materials/training available through BSA to effectively mentor Life Scouts

Marketing and Publicity Coordinator

Builds awareness of Troop activities and individual Scout achievements via various promotional channels.

• Maintains up-to-date media contact lists for area newspapers, websites, and other communications outlets
• Prepares and shares announcements and photos related to Troop and Scout activities with media outlets
• Works with the Scoutmaster and Scribe to ensure Troop social media sites are continuously updated
• Identifies new promotion opportunities with community influencers, associations, and public officials
• Supplies Pack Liaison/Recruiting Coordinator with latest updates to support recruiting efforts
• Helps Scoutmaster, Troop Committee Chair, and Charter Organization Liaison in keeping Westminster Schools contacts informed of Troop activities and achievements
• Coordinates Westminster Yearbook ‘ad’ promoting graduating Eagle Scout Seniors

Pack Liaison and Recruiting Coordinator

Supports Troop membership growth by maintaining relationships with feeder Packs and involvement in other recruiting activities.

• Works with Cubmaster and Webelos Leaders of traditional feeder Packs to promote the advancement of youth from the Cubs into Scouts BSA
• Coordinates Webelos visits at Troop meetings and campouts, including all necessary permission slips, camp fees, medical forms
• Schedules a meeting with 2nd-year Webelos parents no later than October of each year to provide information about the Troop and the opportunities offered by Scouts BSA
• Supports the Cross-Over meeting each spring, including communication with Pack parents and working with the PLC to ensure a strong onboarding plan is prepared
• Recruits one or more Scouts to serve as Den Chief and help place them into Webelos dens
• Identifies and plans ways to leverage other recruiting resources and activities, including participation in Council and District-sponsored events
• Works with Scoutmaster and Troop Committee Treasurer to collects all completed forms and monies from Webelos and forwards them to appropriate Committee member
• Partners with Patrol Advisors in monitoring retention concerns with first-year Scouts; helps ensure plans are in place to encourage continued involvement of new Scouts

Patrol Advisors

Serves as a mentor and coach to the Patrol Leader and Assistant Patrol Leader, helping them accomplish their mission of running an effective patrol.

• Acts as a role model of the Scout Oath, Scout Law, and Scout Spirit
• Attends meetings and sits in with your assigned patrol as an observer
• Ensures patrol activities are safe and follow Scouting principles
• Gets to know the members of the patrol and encourages their advancement
• Help ensure that Patrol Leader conducts two advancement reviews per semester with each Scout
• Provides a 'quality control' check to ensure Patrol activities and camp prep are successfully completed; provides coaching feedback as necessary
• Reviews advancement with one Scout per meeting with the goal of meeting with each Scout once per school year

Rank Advisors - Multiple Positions

Provides support for continuous rank advancement by all Scouts; assigned to specific ranks.

• Serves as a Scout point-of-contact for any questions related to rank advancement requirements
• Maintains accurate knowledge of all advancement requirements, mechanics, and related policies for their assigned rank (as specified in the BSA Guide to Advancement and the Scouts BSA Handbook)
• Conducts Scoutmaster Conferences (SMC) for their assigned rank (additional information and SMC tips can be found here)
• Ensures SCMs are documented and communicated to the Advancement Coordinator
• Works with Patrol Leaders and Troop Guide in identifying Scouts who are failing to advance to the next rank level within a reasonable time
• Communicates back to Scoutmaster and the PLC any learnings, issues, or suggestions that may have surfaced during the SMC

Summer Camp Coordinator

Manages various details related to summer camp sign-up, preparation, and attendance.

• Researches council dates, deadlines, and availability for summer camp (Woodruff and Bert Adams)
• Promotes participation with families and Scouts during Courts of Honor, parent meetings, and via Troop social media
• Communicate summer camp details: dates, name and address, cost and payment schedule, date for camping meeting, transportation options, etc.
• Obtains and distributes medical and other camp forms
• Works with the Scoutmaster in recruiting and preparing adult leadership for camp
• Works with Treasurer on the record-keeping process for summer camp payments
• Collects photos and videos to be shared on social media and during troop meetings following each trip

Training Coordinator

Encourages continuous learning of Scouts and Adult Scouters, with a focus on leadership skills and safe Scouting practices.

• Works with Scoutmaster and Troop Committee Chair to ensure all registered adults complete Youth Protection Training and other required position-specific training
• Organizes annual Leadership Training campout (ILST), including conducting train-the-trainer activities with youth leaders who will be participating
• Attends PLC Planning Retreat and Weekly Meetings to support effective teamwork and servant leadership by members of the PLC
• Observes leadership behaviors of PLC members, offering coaching and feedback as applicable
• Helps maintain accurate records of all training/certifications completed by registered adults and shares information with Advancement Coordinator for entry into the Troop Advancement Tracking System (may include voluntary certifications in such areas as first aid/CPR, wilderness survival, SCUBA, range safety, lifeguard, etc.)
• Monitors and promotes Scout and adult training opportunities offered by District and Council
• Works with Advancement Chair in tracking adult training achievements and potential training awards/recognitions

Transportation, Logistics, and Registration Coordinators - Multiple Positions

Manages safe transportation planning for all camping/outdoor activities, working in partnership with the Camping Coordinator.

• Prepares and distributes driver and passenger assignments for each event
• Plans routes and arranges for all drivers to have a map and updated driving directions to the destination
• Ensures updated records of all drivers in the Troop, including vehicle type and passenger capacity, driver's license number, and insurance
• Actively monitors and addresses evolving transportation safety issues and liability risks
• Maintains working knowledge of related risk management and other Scout safety protocols
• Coordinates sign-up and other registration details as required

Scouters Reserve

This informal role is for parents who want to join the troop on one or more campouts. As of September 1, 2023, parent campers must be registered with the BSA and complete Youth Protection Training.