Incorporating Activity Leaders and Scouters-In-Training Into Your Leadership Team

Introduction

Scouts Canada recognizes that youth leaders are an important resource for the delivery of their programs. This includes not only the use of younger youth members as Keeo or Kim but older youth as Activity Leaders and Scouters -In-Training.

The involvement of youth in these roles provides not only benefits to the programs in which they are involved but also contributes to the development and growth of these individuals.

This handbook has been developed to assist you in this process and to make effective use of a very valuable Scouting resource.

Why Have Activity Leaders or Scouters-In-Training?

As was stated in the introduction, youth leaders perform a very important role within the programs of Scouts Canada.

The reasons for this are that these youth members can not only contribute their experiences as members of the various programs but can provide other insights and perspectives that adults may not be able to do so.

In addition facilitating youth to become members of the leadership team at an early age may encourage then to remain or become leaders when they become adults.

Activity Leaders (AL) are persons 14 to 15 years old registered to work with a Beaver colony or a Wolf Cub pack as part of its leadership team.

Scouters-In-Training (SIT) are persons aged 16 or 17 years old who are registered to work with a Beaver colony, Wolf Cub pack or a Scout troop as part of its leadership team.

It should be kept in mind that neither Activity Leaders or Scouters-In-Training have to be active members of a Scouts Canada section and that this may provide additional opportunities for recruitment.

There is no restriction on the number of Activity Leaders or Scouters-In-Training that can work with a section. However, they are not included in the leader to youth ratio and having a large number of these young persons may create other problems.

Role and Responsibilities of the Adult Leadership Team

In order to achieve the maximum benefits from the use of AL and SIT, it is very important that the adult leadership team clearly understand their role and responsibilities in respect to this process.

Firstly, the adult leadership team should follow the steps that are described in the section ‘How to Recruit Activity Leaders or Scouters-In-Training’.

Secondly, the adults must recognize that an AL or SIT is a full member of the leadership team and must be treated as such. This means that they are:

Treated with respect. They are an equal member of the leadership team and thus should be treated as the other members are.

Listened to when they speak. If a person feels that they are not being listened to or are being ignored, they will stop contributing. Encouraged in all that they do. The easiest way to discourage a person is to criticize them. As the saying goes ‘you catch more flies with honey than with vinegar.’

Invited to all planning meetings. They will feel that they are not part of the team if they are not attending and contributing at planning meetings. They will quickly become discouraged if they are merely being told what they are to do and are not permitted to make choices. This means that the leadership team must think very carefully as to when they hold their planning meetings and some compromises may have to be made.

Given a meaningful role in the program activities. A person, regardless of age, will quickly become discouraged if they are given meaningless tasks to perform or are not challenged.

Provided with opportunities for personal training and growth. Training opportunities, both formal and informal, are provided for adult leaders and AL and SIT should not be treated any differently. One cannot be expected to do the best job possible, if one is not given the necessary skills or knowledge.

If these simple guidelines are not followed, the AL or SIT will soon become disillusioned with their role and will not contribute in a meaningful way, the end result probably being that they will cease to perform their duties and potentially discourage other youth from becoming future youth leaders.

Conversely, AL and SIT have responsibilities that they must meet.

Role and Responsibilities of Activity Leaders or Scouters-In-Training

The selection of a Scouts Canada youth member to become a member of a section leadership team as an AL or SIT is a major commitment not only in their own self-development but in the delivery of the program.

Therefore it is important that they understand and accept the importance of their role and responsibilities and perform them to the best of their ability.

To this end, it must be explained that:

They are a full member of the leadership team and that they are not over-aged youth member of the section in which they are working. They must understand that they are to lead and/or assist in program activities not just to participate in them.

They are an example to the youth members. Youth learn by example and if they create a negative example this will create the wrong impression for the youth members and may cause long-term impacts.

They are expected to share equally, to the best of their abilities, in all aspects of the delivery of the program. Each and every leader is expected to share in the work required to operate the program and these young persons should not be treated any differently. However, it must be recognized that, in some cases, certain of their abilities may not be as fully developed as those of adults. It must also be remembered that they cannot lead Scouting ceremonies. These can only be done by invested adult leaders.

They are expected to participate, whenever possible, in program planning. A major responsibility of the leadership team is to plan the program activities. If one does not attend the planning meetings, one cannot contribute to the plan or make choices in what responsibilities to accept.

They are expected to fulfill all of their responsibilities for program activities. The leadership team will very quickly become discouraged and dysfunctional if any of its members do not follow through with what they agreed to do. It should be recognized that this applies equally to adult and youth leaders.

They are making an ongoing commitment for the period of time which they are expected to fulfill. Part of accepting the position of an Activity Leader or Scouter-In-Training means that they must accept the responsibility to do everything that is required of the job and that they cannot pick and choose.

Characteristics of A Good Activity Leader or Scouter-In-Training

Experience over time has shown that young persons who will make a good AL or SIT have certain characteristics which include being:

Warm and friendly and able to work with that section-aged youth. Not everyone, adult or young leader, can necessarily interact in a positive and meaningful way with all ages of youth. If they are not able to establish a good rapport with the youth members they will become discouraged and frustrated.

Mature enough to accept their responsibilities as a young leader. Not every youth, and in some cases adult, is able or willing to accept the responsibilities that accompany the job and the leadership team will soon breakdown if this occurs.

Able to communicate with others. A successful leadership team requires good and open communication and if a member of that team is unable to do so, frustration will soon set in.

Responsible and able to set a good example. We have already discussed these points but it is important to understand that a potential AL or SIT may have demonstrated these characteristics as a member of their own section or in another similar environment.

Reliable and committed in everything that they do. Again, these are characteristics that the potential AL or SIT will have shown in their own section or similar environment and should be easily verified by the appropriate responsible adults.

Able to get along with other people. A potential youth leader may meet or exceed all the other requirements but if they cannot get along with others you will have a disaster on your hands.

One other very important factor is that the parents of the future Activity Leader or Scouter-In-Training are supportive of the desire of their child to undertake this role. If this is not the case, it can have a very negative impact in that both the AL or SIT and the leadership team will face challenges which they did not expect and so become rapidly discouraged with the working arrangements.

Please bear in mind that while the focus of these characteristics has been the potential AL or SIT, they apply equally to the adult members of the leadership team!

How To Recruit Activity Leaders or Scouters-In-Training

The first step in the process is to have the adult leadership team agree on the importance and need for the position for without this agreement, the leadership team is not going to function effectively. There may also be special characteristics or additional requirements that the leadership team wishes to have from an Activity Leader or Scouter-In-Training and these must be agreed prior to starting recruitment. The second step is to obtain the agreement of the group committee.

So, now you have decided that the section would like involve young persons as either Activity Leaders or Scouters-In-Training, where do you look for them?

Two potential sources are the Scout and/or Venturer programs. The Scout troop may have older-aged youth members who would be interested as might the Venturer company. Part of the attraction for youth members of these sections to become Activity leaders or Scouters-In-Training is that this can potentially contribute to the requirements of the Chief Scout or Queen’s Venturer Award. This should be verified with your service team prior to discussing with the youth.

Similarly, there may be older youth members who wish to continue to be members of Scouts Canada but there is no older section for them to become part of or, for reasons of personal choice, have decided not to join the older section.

Other potential sources are other youth serving organizations such as the Guiding Movement, the Duke of Edinburgh Award as well as youth service groups operated by high schools and religious organizations. Consideration should also be given to contacting universities and other post-secondary educational establishments that offer courses in child-related fields because often the students are looking for opportunities for practical experience.

Finally there is the old standby of contacting young people that live in the area or are known to the group committee, section leaders or sponsors.

Having identified potential young persons, the leadership team needs to personally contact them to discuss the job.

This would include telling them about the role and responsibilities of the job, the qualities that the individual requires, the time that is involved and providing them with a job description. It is also important to explain the Scouts Canada screening process to them and how it works (see ‘How to Choose Activity Leaders or Scouters-In-Training’). You may wish to encourage them to visit the section if they are unaware of what is involved.

It is also wise to encourage the young person to discuss their job interest with their parents because it will require their support and the parents may have some considerations that need to be factored into the recruitment process.

Finally, ask them to indicate their interest, by whatever means or method you choose, to the leadership team by a specific date.

How To Choose Activity Leaders or Scouters-In-Training

Having received some level of interest, the leadership teams should then meet to discuss the specific individuals in terms of the characteristics that are required for the job.

If the young person is a member of another section of Scouting or some other youth organization, the adult members of that section or organization should be contacted and their comments sought.

In order to protect its members Scouts Canada has implemented a Volunteer Screening Process and a modified version is applicable to the recruitment of Activity leaders and Scouters-In-Training.

The process that is followed is that the potential AL or SIT completes an Application For Youth Membership (Activity leader or Scouter-In-Training) including three references. It is suggested that these three references should be one from a parent or guardian, one from a non-related personal reference and one from an adult member of a youth organization in which they are a member. If they are a youth member of Scouts Canada, this could be one of the leaders of that section.

Upon completion of the reference checks, the applicant is then interviewed by the a member of the adult leadership team with whom they will be working and a representative of the Group Committee.

Upon their acceptance as an AL or SIT, they are then required to complete a three month probationary period at the satisfactory end of which they are then become a full leadership member of Scouts Canada.

Uniform and Investiture

The Activity Leader or Scouter-In-Training may wear the uniform of the section or youth organization to which they belong. Alternatively, they may wear the adult Scouter Uniform. B,P & P also permits Activity Leaders to wear appropriate civilian dress if they do not wear a uniform. If the latter is the case, it is suggested that careful consideration should be given to the question of whether the young person has to buy their own uniform or if it is subsidized or supplied by the group. The reason being that many young people do not have a large disposable income particularly if they are saving for or are taking post-secondary education.

Upon satisfactory completion of the probationary period, the AL or SIT becomes a full member of the Scouts Canada leadership team and in order to recognize this event there are several options.

Firstly, if the young person is not a youth member of Scouts Canada, they will be invested in accordance with the adult guidelines using the adult promise.

If the young person is a youth member of Scouts Canada they are already invested and so this step is not required and the process to be followed is determined by the group.

However, it is strongly suggested that some form of recognition be given to the young leader. This could include them re-affirming their section promise, some form of presentation, etc.

How To Treat Your Activity Leaders or Scouters-In-Training

Much of this has already been covered in detail in previous sections but to re-emphasize the importance of doing this well here is a summary:

- Treat them as a full member of the leadership team;

- Include them in your planning meetings;

- Maintain continuous communication with them;

- Give them responsibilities and expect them to fulfill them;

- Give them meaningful tasks to perform;

- Listen to their ideas, comments and suggestions;

- Provide them with training opportunities, both formal and informal;

- Treat them with respect; and

- Encourage and praise them.

For another perspective on this subject, refer to Appendix E ‘10 Steps to Effectively Misuse Activity Leaders or Scouters-In-Training’.

How To Fire Activity Leaders or Scouters-In-Training

You followed all the steps and did everything that you were supposed to do but things are just not working out! So what do you do?

Hopefully, the full leadership team has been conducting an ongoing evaluation as part of program management and planning process and there has been ongoing and open communication about any problems.

If not, the full leadership team must certainly do so because the problems need to be identified, discussed and the cause of them agreed. There are many reasons for doing this. These include such things as one person’s perception of a problem is not always another’s perception, there may have been a misunderstanding, poor communication, etc.

The other important aspect to this is to determine if it has been a continuous problem or something that has just recently occurred. In the latter case, the cause of the problems may not be related to Scouting and their solutions may be beyond the capabilities of the leadership team.

The second step in the process is to agree how the problems can be solved and how long it will take to do this. It may be decided that nothing can be done but it is important to provide an opportunity to correct the situation.

It should also be stressed that this communication must occur in a positive manner so as to encourage all participants to work together to solve the problem.

In the event that the young person is a member of another youth organization it can also be useful to talk to the adults of that organization to determine if they have become aware of any changes in behavior, events, etc. that could be causing the problem.

If at the end of this, the situation has still not been corrected, then the parents should be contacted and the matter discussed with them. Again the leadership team may be informed of events of which they were unaware and that are contributing to the situation.

At this point, it can be suggested to the AL or SIT that they need a short break from their job in order to recharge their batteries and then to come back refreshed. Or the other alternative is to suggest that they may wish to reconsider their ongoing participation. The parents may be able to assist in either of these two alternatives by exercising their parental responsibilities.

Whatever is done it must be done in a meaningful and positive manner that permits the youth to retain their dignity and self-esteem. Otherwise serious repercussions could occur.

Appendix A - Activity Leader Sample Job Description

Position: Activity Leaders are persons 14 to 15 years old who are registered to work with a Beaver colony or a Wolf Cub pack. Activity Leaders assist with the operation of any aspects of the program as members of the Beaver colony or Wolf Cub pack leadership team. They must be willing to participate in a training program designed for this age group.

Accountable to: Section Scouters and Group Committee

Average Time Required: 8 to 10 hours per month for planning and regular meetings plus a one day outing per month and time for training.

Major Areas of Responsibility: To work as a full member of the leadership team to conduct Beaver or Cub programs in accordance with guidelines in the handbooks for the section and By-Law, Policies and Procedures as well as provincial and local policies.

Duties and Responsibilities of the Position: Under the guidance of Section Scouters, and in accordance with B.P. & P.:

Ensure that the health and safety of all members is of primary concern.
Help all members to have a fun-filled personal growth experience while in the section.
Participate in section planning meetings and utilize program ideas that come from the youth in the section.
Help carry out the weekly programs.
Support and participate in the conducting of special meetings, including outings and outdoor experiences.
Know and use resource material available.
Take training for the position.
Meet specific requirements of the sponsoring body, where applicable.

Qualifications:

Be willing to subscribe to the Mission, Principles and Practices of Scouts Canada.
Be willing to participate in training necessary to be effective in the position.
Be willing to work with other youth.
Be willing to work as a member of a team.
Be prepared to commit to the time requirements of the position.
Meet the requirements of the Sponsor/Partner, if applicable.

Appendix B - Scouter-In-Training Sample Job Description

Position: Scouters-In-Training are persons aged 16 or 17 years old who are registered to work with a Beaver colony, a Wolf Cub pack or a Scout troop. Scouters-In-Training assist with the operation of any aspects of the program as members of the Beaver colony, Wolf Cub pack, Scout troop leadership team. They must be willing to participate in a training program designed for this age group.

Accountable to: Section Scouters and Group Committee

Average Time Required: 8 to 10 hours per month for planning and regular meetings plus a one day outing per month and time for training.

Major Areas of Responsibility: To work as a full member of the leadership team to conduct Beaver, Cub or Scout programs in accordance with guidelines in the handbooks for the sections and By-Law, Policies and Procedures as well as provincial and local policies.

Duties and Responsibilities of the Position: Under the guidance of Section Scouters, and in accordance with B.P. & P.:

Ensure that the health and safety of all members is of primary concern.
Help all members to have a fun-filled personal growth experience while in the section.
Participate in section planning meetings and utilize program ideas that come from the youth in the section.
Help carry out the weekly programs.
Support and participate in the conducting of special meetings, including outings and outdoor experiences.
Know and use resource material available.
Take training for the position.
Meet specific requirements of the sponsoring body, where applicable.

Qualifications:

Be willing to subscribe to the Mission, Principles and Practices of Scouts Canada.
Be willing to participate in training necessary to be effective in the position.
Be willing to work with other youth.
Be willing to work as a member of a team.
Be prepared to commit to the time requirements of the position.
Meet the requirements of the Sponsor/Partner, if applicable.

Appendix C - Publications and Other Resources

The following publications and resources are available from the Scout Shop:

Guidelines to SIT Training
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Appendix D - Training

Please consult your service team member to establish what training is available.

Appendix E - 10 Steps to Effectively Misuse Activity Leaders or Scouters-In-Training

1.Do not explain what the job is and what it requires before selecting them. Everybody knows what it is!
2.Do not treat them as a full member of the leadership team. They are only a child and are therefore too young to participate!
3.Do not include them in your planning meetings. They do not understand the process and, anyway, we meet too late for them to participate!
4.Do not communicate with them in a meaningful and useful way. They only need to be told what they are to do when it is required!
5.Do not give them any responsibility. They do not understand what responsibility is and therefore will not live up to it!
6.Give them meaningless tasks to perform. They have to do something with their time!
7.Ignore their ideas, comments and suggestions. They are not mature enough to be able to contribute in a worthwhile manner!
8.Do not give them any training appropriate to job they are to perform. Who needs training?
9.Do not treat them with respect. Everybody knows that they are only a child pretending to be an adult!
10.Ensure that you are continually criticizing them. Everybody has to have their mistakes identified!