Policies & Procedures
Code of Conduct
All units within 301Scouting will primarily adhere to the Policy and Procedures outlined by the Boy Scouts of America:
The Scout Oath and Law
Guide to Safe Scouting: https://www.scouting.org/health-and-safety/gss/
Guidelines and Policies: https://www.scouting.org/health-and-safety/guidelines-policies/
This section represents the code of conduct for 301Scouting units and should be viewed as supplemental. The current version of the Guide to Safe Scouting will always take precedent.
When at any Troop or Patrol function, all Scouts and adult leaders and families are expected to live up to the Scout Oath and Law. If at any time the Scout or adult leader is not complying with these guidelines, the Scout or adult leader will face the appropriate disciplinary action based on the offense.
Discipline Policy for 301Scouting Units
While BSA Troops are run by the Scouts under the guidance of the adult leaders, most Scout infractions are minor and will be dealt with by the Senior Patrol Leader (SPL) and the Patrol Leader or Patrol Leader’s Council (PLC). Only when an infraction is determined to be major will the issue be addressed immediately to the Scoutmaster.
Minor Scout Behavior Issues
If a Scout has a minor behavioral problem, the SPL or PLC member will handle the consequence for the Scout. The SPL has the responsibility for imposing behavioral consequences for minor Scout behavioral issues. Adults will not step in unless requested by the SPL, but the SPL or PLC may consult the Scoutmaster for advice or concurrence if they desire.
If a Scout’s minor misbehaviors begin to occur repetitively, the SPL should consult with the Scoutmaster (SM) for appropriate action. The Scoutmaster must inform the Scout’s parent(s) or guardian(s) verbally of the situation.
Suggested Consequences for Minor Scout Misbehavior: Consequences for minor behavioral issues must be appropriate for the act. It should be remembered that the purpose of the consequences is not to punish, but rather to stop the inappropriate behavior immediately and in the future. Discipline must be constructive.
Discipline must reflect Scouting’s values.
Corporal punishment is never permitted.
Disciplinary activities involving isolation, humiliation, or ridicule are also prohibited.
Major Scout Behavior Issues
It is not possible to completely identify all potential misbehaviors that could be considered major therefore any questionable behavior shall be deemed major by the Scoutmaster or Assistant Scoutmaster depending on the events of the situation in question.
Example Major Misbehaviors (modified 2020):
Behavior threatening the physical safety of the Scout, another Scout, or an adult
Leaving a Scout activity or meeting without Patrol Leader approval
Intentional destruction of property
Grossly abusive behavior
Illegal conduct, in or out of Scouting
Illicit use of drugs or alcohol, in or out of Scouting
Bullying (including cyber-bullying), hazing, or harassment of any kind
“sexting” or sharing pornographic material or photos with other Scouts;
Stealing from another Scout;
Misbehavior or refusal to abide by troop policies which is seriously detrimental to the welfare of the troop;
Willful disregard of the Scout Law or Scout Promise, especially by an adult in a position of trust.
Repeated misbehavior over the last 12 months
Extreme misbehavior not falling into other categories
Disciplinary Actions
In the event that the Scoutmaster or Assistance Scoutmaster finds it necessary to discipline for a major offense the following steps will be taken. This however, is subject to the leaders judgment; it may be appropriate to skip some steps based on the severity of the offense.
On the first major offense the following steps will be taken:
The Scoutmaster, Assistant Scoutmaster, or Leader in charge will meet with the scout and the parent(s) or guardians(s) to discuss the discipline problems with them and inform them that this behavior will not be tolerated. Either parent(s) or guardian(s) must be informed of the infraction.
The parent(s) or guardian(s) will then be required to attend the next Scout activity with their Scout, in order for the Scout to participate.
The Troop Committee Chairman must be notified in writing by the Scoutmaster, Assistant Scoutmaster or Leader in charge, and given all the details.
At the Scoutmaster’s discretion, any Scout receiving discipline under a “first offense” may be given a probationary period ranging in length from six months to one year, depending upon the severity of the offense. If the Scout has no further incidents during the probationary period, the first offense will be removed from their record. In the event that another incident occurs during the probationary period, it will be treated as a second offense.
On the second major offense the following steps will be taken:
The Troop Committee Chairman must be notified by the Scoutmaster, Assistant Scoutmaster, or Leader in charge and given all details of the offense.
The Troop Committee Chairman will notify the parent(s) or guardian(s) of the involved Scout.
The parent(s) or guardians(s) and the Scout must appear before the Troop committee to discuss the problem before being allowed to attend any troop functions. Either parent(s) or guardian(s) must be informed of the infraction.
The parent(s) or guardian(s) will then be required to attend the next Scout activity
On the second offense, or in the case of possible endangerment of the Scout or others, a Special Board of Review may be called at the discretion of the Troop Committee, Scoutmaster, and/or Assistant Scoutmasters
On the third major offense, notification follows the same pattern as above. The parent(s) or guardian(s) will be required to remove the Scout from 301Scouting units.
Although this procedure will be followed in most cases, the Troop Committee upon request of the Scoutmaster and/or Assistant Scoutmaster may decide, based on the infraction, that it is in the best interest of the Troop that the Scout be informed that they will have to find another troop to continue their Scouting career.
NOTE: In any of the above “Major Offense” actions, the Scoutmaster has the discretion, after conferring with the Senior Patrol Leader, to remove the offending Scout from any leadership position they may have held at the time of the offense.
Any reported misbehavior by an adult leader will be handled by the Troop Committee with potential escalation to the Lost Dutchman District and Grand Canyon Council.
Medical
Personal Health and the Annual Health and Medical Record
Find the current Annual Health and Medical Record by using this QR code or by visiting www.scouting.org/health-and-safety/ahmr.
The Scouting adventure, camping trips, high-adventure excursions, and having fun are important to everyone in Scouting—and so are your safety and well-being. Completing the Annual Health and Medical Record is the first step in making sure you have a great Scouting experience.
All Scouting Events
All participants in all Scouting activities complete Part A and Part B. Give the completed forms to your unit leader. This applies to all activities, day camps, local tours, and weekend camping trips less than 72 hours. Update at least annually.
Part A is an informed consent, release agreement, and authorization that needs to be signed by every participant (or a parent and/or legal guardian for all youth under 18).
Part B is general information and a health history.
Going to Camp?
A pre-participation physical is needed for resident, tour, or trek camps or for a Scouting event of more than 72 hours, such as Wood Badge and NYLT. The exam needs to be completed by a certified and licensed physician (MD, DO), nurse practitioner, or physician assistant. If your camp has provided you with any supplemental risk information, or if your plans include attending one of the four national high-adventure bases, share the venue’s risk advisory with your medical provider when you are having your physical exam.
Part C is your pre-participation physical certification
Planning a high adventure trip?
Each of the four national high-adventure bases has provided a supplemental risk advisory that explains in greater detail some of the risks inherent in that program. All high-adventure participants mustread and share this information with their medical providers during their pre-participation physicals. Additional information regarding high-adventure activities may be obtained directly from the venue or your local council.
Medication Policy
Prescription Medication
Taking prescription medication is the responsibility of the individual taking the medication and/or that individual’s parent or guardian. A leader, after obtaining all the necessary information, can agree to accept the responsibility of making sure a youth takes the necessary medication at the appropriate time, but the BSA does not mandate or necessarily encourage the leader to do so.
Standards and policies regarding administration of medication may be in place at BSA camps. If state laws are more limiting than camp policies, they must be followed. The AHMR also allows for a parent or guardian to authorize the administration of nonprescription medication to a youth by a camp health officer or unit leader, including any noted exceptions.
The BSA’s guiding principles for the safe use of medications include:
All medication is the responsibility of either the individual taking the medication or that individual’s parent or guardian.
An adult leader, after obtaining all the necessary information and permission, can agree to accept the responsibility of making sure a youth takes the necessary medication at the appropriate time, but the BSA does not mandate or necessarily encourage the leader to do so.
BSA council camps may have their own standards and policies regarding the administration of medications.
State or local laws that are more limiting than camp policies supersede any BSA guidance and must be followed.
301Scouting Units Medication Policy
In order to abide to the BSA Medication Policy, Troop 301 will use the following guiding principles in handling medications on troop activities. The use of legally prescribed medications is acceptable within the guidelines of this policy.
Scouts are not allowed to carry either prescription or over-the-counter medicine while at a Scout activity. Such medication needs to be given to the “adult in charge of medication” as indicated on each activity’s permission slip.
The Scout must provide adult leaders with written authorization and instructions, signed by a parent or guardian, for any medication (prescription or otherwise) to be taken by the Scout.
All medications must be received in their original container. In the case of prescription medication, a legible label showing the name of the medication, the prescribing physician, and prescription number must be affixed to the container.
The Scout should bring only a quantity of medication sufficient to last the duration of the BSA sponsored activity.
Upon receipt of written authorization and instructions, adult leaders agree to assist the Scout in remembering to take the authorized medication at the proper time(s).
301Scouting units will make available the following over-the-counter remedies for common occurrences: aspirin, Tylenol, Advil, eye drops, Pepto-Bismol tablets, Tums/Rolaids, and Kaopectate. There will be a place on each permission slip to deny the usage of these products for your son. Any other necessary medication must be provided by the Scout and is subject to the above policies.
Financial
It is our wish that every scout gets to participate in every activity that they want to, however, we must be fiscally responsible and accountable to all our members. The Troop is run by volunteers, for the scouts, and we must always keep that in mind. Everyone must help and in the interest of fairness to all, we insist that everyone abide by our financial policies.
We understand that scouting is expensive and some families are struggling to make ends meet. We have many dedicated families and supporters who will make every effort to see that all our children have an opportunity to be a Scout and participate in as many events as possible. If we all work together, our children will all be able to experience the joys and excitement that is Scouting.
Tax Exempt Status
Troop 301 is a non-profit organization and is covered under the tax-exempt “umbrella” of Love of Christ Lutheran Church and the Evangelical Lutheran Church in America. Donations to the Troop for scholarships or other needs may be tax deductible, so please discuss your particular situation with a qualified Tax Advisor. In many cases, your employer may provide “matching funds”, perhaps allowing you to double your donation.Troop 301’s tax-exempt documentation is available on request from the Troop Treasurer.
Campout and Activity Fees
Activity Fees are kept as low as possible and cover food, camping permits, location charges and other needs to make the event as fun and exciting as possible for the scouts. The Troop usually must commit to a certain number of participants in advance and in many cases must pay for that commitment well ahead of the event taking place.
The Troop funds each Patrol to buy food for the number of scouts who are on the event sign-up sheet on the Tuesday prior to the event. Therefore, all fees must be paid in advance and are due by the Tuesday prior to event. If a scout has not paid in advance for an event they may not be allowed to participate (subject to the discretion of the Scoutmaster).
Cancellations and No-Shows
If a scout signs up for the event and does not cancel the Tuesday prior or is a no-show when the event begins they are still liable for all activity fees since the Troop will have purchased food, paid for the location, etc.
Dues
Regular dues collection is an integral part of keeping the Troop operating smoothly. The funds are used for the normal operating expenses of the program aside from major purchases of equipment, etc. Examples of these expenses are: materials for making projects, Merit Badges, Rank Patches, other misc. patches earned by the scouts, re-chartering expenses, and any other items as the Troop Committee votes on.
Dues Amount and Payments: (as of Aug 2021) Troop 301 charges $150 annually for dues. Dues are calculated at the rate of $12 per month during the school year (September through May) and $14 total for the summer months of June, July, and August. Payments by check (made payable to Troop 301) or cash are given to the Troop Treasurer, and can be made in increments as small as $10 monthly, or as large as one annual payment.
Dues Timing: Dues should be kept current with the month the Troop is starting in its calendar.
Late Dues: If dues have not been paid for two consecutive months AND there has been no discussion with the Troop Officers regarding financial hardship, the Scout will not be allowed to advance in rank and may be asked to refrain from participating in activities until dues payments are made current.
Re-chartering: Annual Scout Fees
Troop 301 has elected to not pay for subscriptions to Scout’s Life. Electronic Issues and subscriptions are available to families who are interested at: www.scoutslife.org
It is the policy of Troop 301 to only charge a scout’s family to join the BSA once. This fee is paid at the time of joining and goes directly to the Boy Scouts of America, not the Troop. Each year, however, the Troop and Love of Christ Lutheran Church are required to “re-charter,” that is, to reapply every youth and adult into the organization. It is our policy to pay this re-chartering fee for each scout out of their annual dues payments. This re-chartering fee includes their annual fee, insurance, etc.
Scout Accounts
Each Scout has their own individual Scout account. This account operates as the Scout’s own “bank account” that they can put money in, through either fundraising activities or direct deposit, to be used to pay for their dues, activity fees or camping fees.
Please note that if any Scout leaves the Troop, the only funds they are eligible to remove are those that were personally funded and deposited into their account in cash. Any unused funds earned through fundraising efforts become the property of the Troop.
If a scout transfers to another troop, they may request to have their Scout account funds transferred to their new troop. Troop 301 will write a check payable to the new troop, not the scout.
During the course of a fundraising effort, a Scout may periodically receive “cash donations” that are over and above what product or service the scout is selling. To protect the scout, their family and the Troop, it is required that these donation funds also be deposited in the scout’s account along with their fundraising money. This makes the funds auditable and traceable if any questions arise.
Negative Balances: A scout’s personal account may show negative balances due to charges for events not paid for, dues, loans or other charges from the Troop. The scout will be notified and, unless other arrangements are made, the balance must be made up to $0 within 4 weeks.
The Troop will not transfer a Scout’s records to another troop if their personal account has a negative balance OR there is an outstanding loan balance.
Late Payments
If a scout does not pay for an event prior to attending, then the event fees must be paid at the next Troop Meeting. If an event fee is not paid within 4 weeks of the event, the scout may not be eligible for advancement, awards or attending the next Troop outing.
If the scout’s personal account has a positive balance it will be used to cover late event fees.
Returned/NSF Checks
If a personal check is returned by the bank the scout is expected to cover all bank fees charged to the Troop. The Troop will only accept cash for NSF checks and fees. A personal check cannot be used to cover a returned check or fees.
Scholarships and Loans
General: A Scout is THRIFTY. A Scout works to pay their way. This is the ninth part of the Scout Law. The Troop Committee is very interested in what the Scout has done to assist their family in providing them with their scouting experience. This is a character-building opportunity for Scouts to learn the importance of being THRIFTY.
Troop 301 provides many fund-raising events throughout the year and every scout has the opportunity to earn enough money to cover their expenses for the year, including summer camp.
Participation in fundraising events is mandatory for any scout wishing to apply for scholarship support.
Scholarships and loans from Troop 301 are subject to the availability of funds and troop budget plans.
A scholarship must be by written request using the Troop 301 Application for Financial Aid form available at: http://troop301online.com/media/documents/Troop_301_Application_for_Financial_Aid.pdf at least 4 weeks prior to an event.
Scholarships require unanimous and written approval by the Troop Officers: Scoutmaster, Treasurer, and Committee Chair. Verbal commitments will not be honored under any circumstances.
Out-of-council camps (high adventure or otherwise) are eligible for scholarships only on a case-by-case basis, decided by the Troop Committee and Troop Officers.
A special Troop 301 Scholarship Fund is used to provide and accept donations for scholarships. If the Scholarship Fund’s balance is $0 then no scholarships can be granted.
Scholarships
Troop dues are not eligible for scholarship. See DUES section above for payment terms.
Troop Scholarships for in-council summer camps are eligible only AFTER the scout has applied for and been granted Council scholarship money. A Scout must participate in 75% of the troop fundraisers throughout the year to be eligible for scholarships
Limits
A Family may not request more than $300 in scholarships per Scout per Activity Year (1 September to 31 August). Special circumstances will be considered but must be approved by the Troop Committee and Troop Officers on a case-by-case basis.
The scout’s personal account must be used first before any scholarship money is provided unless other arrangements have been made and approved by the Troop Officers.
The Troop will only provide a scholarship maximum of 50% for any single event; special cases must be in writing and are at the discretion of the Troop Officers.
Loans
A family may ask the Troop for an interest-free loan to help them bridge through a difficult situation. A loan application must be by written request using the Troop 301 Application for Financial Aid form (available at https://troop301mesaaz.org/resources/) at least 4 weeks prior to an activity. This form includes repayment terms and must be signed by a responsible adult and the Troop Officers.
A Family can only have a maximum loan balance of $250 per Scout at any given time. The repayment terms cannot exceed 10 months (minimum payment therefore is $25/month/Scout).
Loans can only be used for in-Council Summer Camp for the balance AFTER Council scholarships have been subtracted.
If a loan payment has not been made in accordance with the agreed terms the Scout may not be eligible for advancement or awards. If the scout has a positive personal account balance and the loan is not being repaid according to the terms, any balance in the account may be applied to the outstanding loan balance.