Weymouth Heights Club

Notes for Eagle candidates
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Troop 2 Eagle Scouts

These notes have been prepared by the Troop 2 Eagle Committee and Scoutmaster, and serve as a guide for Eagle candidates. Please coordinate with the Eagle committee before proceeding.


These notes have been prepared by the Troop 2 Eagle Committee and Scoutmaster, and serve as a guide for Eagle candidates. Please coordinate with the Eagle committee before proceeding.


Rev. 12/1/2017


I’m a Life Scout, and I think I’d like to be an Eagle!


Congratulations on your rank advancement!


You must spend a MINIMUM of 6 months of time in rank BEFORE applying for the Eagle rank. Throughout your time in rank you need to be actively engaged, hold specific leadership positions in the troop, and be mature enough to take on the next steps.


After discussion with the Scoutmaster, and with the Eagle advisors, if you are indeed ready, you should effectively manage that time by focusing on the following tasks:


What should I do NOW?


 Phase I - First 3 months (90 days)


1. Review your merit badges – which ones do you still need for Eagle?


• Remember there are 13 Required Merit Badges (Cooking was added as of 1/1/2014)

• Some badges have 90 day trackers associated, and must be started well in advance of the end date


2. Continue attending meetings, participating in events, and connecting with the Eagle advisors:


During this time you should also be meeting regularly with our Eagle advisors to review remaining merit badges, discuss ideas for your service project, assist with the Project Proposal paperwork, and confirm that you are ready for the next steps.


Attendance and participation are key ways to show Scout Spirit and to engagement with the troop and the program. It’s also important to ensure you’re flowing through the Eagle process without any obstacles. Last minute fire drills are preventable.


Our Eagle advisors are available on Thursday evenings at 7 PM at the clubhouse, and you can also arrange time before our Monday meetings, a 7 PM to meet with the Scoutmaster.


3. Start thinking about a community service project.


This is often the hardest part of the process – you need to find something meaningful, coordinate approval with the beneficiary and troop, as well as with BSA’s local council, and determine funding as well as timing.


That said, it’s not insurmountable if you’re dedicated and organized. A project need not be permanent, doesn’t need to be “construction” based, but MUST show leadership and planning, and must benefit the

community, not an individual or a for-profit organization.


4. Confirm your leadership requirements – you need to have maintained a specific leadership position in the troop for a period of time. This is called a Position of Responsibility.


Patrol leader, assistant senior patrol leader, senior patrol leader, troop guide, Order of the Arrow troop representative, den chief, scribe, librarian, historian, quartermaster, junior assistant Scoutmaster, chaplain aide, instructor, webmaster or outdoor ethics guide are all eligible positions.



5. Continue to show leadership – lead by example, mentor scouts, teach a class – you need to be active, participating, helping out – it’s critical.



Phase II - Next 3 months


6. Meet with your Scoutmaster and the Eagle Committee Advisors as often as you need


Monday nights are critical. You should be attending meetings regularly.  In Dec 2017 we added Thursday nights. Keep in mind, as the Eagle candidate it is YOUR responsibility to make this time, not your parents, and it is YOUR responsibility to ask questions, manage the process, etc.


7. Assemble your list of references for the Letters of Recommendations


You need a total of 5 in all cases, and a 6th depending on employment – full details are required (name, address, phone, email address)


In total, you will need


a. Parent

b. Clergy

c. Teacher

d. Two Family Friends and/or Relatives


e. Employer (If you are working)


These letters of reference must be mailed to the Weymouth Heights Club (the clubhouse) - special envelopes are used, which you must obtain from Mr. Chase.  Please do not send them to us electronically, do not have them sent to your home, and keep in mind YOU are responsible to checking to see if they’ve arrived and for coordination with your references.



8. Keep in mind – this rank advancement requires you to show leadership in many ways. It’s YOUR responsibility to manage your time, coordinate with the community, and with the Troop.


It’s okay to have help from your parents and family, and it’s strongly encouraged – you can’t do this all by yourself.


However this is your project, your award, and you are accountable for it. Do your best, and ask for help when you need it – the Eagle Committee is there to help you succeed and guide you along the way.


Parents – help your son – but don’t do the work for him – guide him, assist him, but let him lead the way. The Eagle coordination team is happy to answer your questions, but the goal is to illustrate your son’s leadership skills and development. This is HIS project and his achievement. He should be meeting with the Eagle advisors and Scoutmaster with his questions, not you. He should be scheduling time with the beneficiary, suppliers, scouts assisting with his project, etc., not you. We’re always happy to answer your questions, but you should not be choreographing for your son – that is HIS responsibility and is how he grows as a leader and shows us his capabilities.



9. Start thinking about a service project and look for areas where improvements or help in the community is needed.


a. Find out who is responsible for those areas.

b. Develop an idea of the cost and effort to improve it and the feasibility.


Permanence is not a requirement, however your project should make an impact that is felt by the community


This is YOUR responsibility – we can help you determine who may benefit, who the beneficiary is, etc. – but it is up to you to have the discussion with the beneficiary and obtain permission and signatures.


10. Start keeping counts of the hours you and others spend on the planning of your Eagle Project.


Track time spent creating the proposal, meeting the beneficiaries, looking at materials, meeting with the Eagle coordinators and scoutmaster, etc. – it’s all part of your Project Report in the end.


11. Once you have a project idea, you must review it with the Scoutmaster and the Eagle Advisors.


Your project must have a concept of “before and after”, must benefit the community, must show your leadership, self- confidence, perseverance, self-sufficiency, good citizenship, and that you care for others and the community, and should be coordinated with members of your Troop participating.


Scouts don’t always come up with a project immediately – it may take several discussions to arrive at a reasonable and feasible project. Don’t get discouraged.





12.  If the Scoutmaster accepts the project, you can begin to work on the Project Proposal (not any physical work on the project itself.)


You cannot start any physical work on your project until you have written permission from the District Advancement Committee Chairman.


13. Download the application from BSA as a reference point.


(https://www.scouting.org/filestore/pdf/512-  728_WB_fillable.pdf ) - Our Advancement Coordinator will assist with filling this out.


Be sure to use the latest Eagle Scout Workbook - Workbook Form 912-927 – October 2015 revision (as of 12/1/2017)


14.  You'll need to figure out the following as part of the proposal:


· Dimension of the work - how many people, how long, how large, cost, materials, etc.

· Source of the items - people, funding, materials, donations, etc.

· Benefit of the project to the community

· Ideal timeframe example; outdoor project in the hottest summer or coldest winter, etc.


15. Contact the Beneficiary to confirm your proposed idea is feasible and receive (signed) permission.


a.       A letter from beneficiary indicating interest and acceptance of proposed community service project, with details and expectations, is best, but is not required. For clarity, only the signed approval is needed on Proposal Page E.


b.      The last two pages in this newest Workbook (dated May 2014) are: “Navigating the Eagle Scout Service Project”.  Information for Project Beneficiaries.


c.       Please provide the Beneficiary with a copy of these two pages, as required on “Proposal Page E”. This is required of all new Eagle Scout Candidates


16. Take “before” photos of the area in detail before any work is started.   Consider the fact your “after” photos would be best taken from the same viewpoint, if possible.


17. Fundraising 


You cannot start fundraising or work on your project without the proposal approval from a Great Ponds District Co-Chairman. Fundraising requires a special form. If you are getting all your funds from donations you do not need to fill out that special form.








18.  Your Project Proposal requires review & signatures.


a.       Once your Proposal is ready for approval at the District Level you need to coordinate with your Eagle Committee on “Proposal Page B” which is the Contact Information sheet for your proposal. The materials will be included with the completed Proposal Pages C, D & E, with proper signatures on page E.


b.      The Eagle Committee will help coordinate and set up a time to meet with your local District Representative for approval.


c.       When a formal review with your District Representative is completed, a letter of permission to begin the project will be given to you. Hang on to this letter – you need it in your final report.


d.      After District approves your proposal, it is now time to send or hand out your letters of Recommendation. You will need them by the end of your Project. Follow up on them as you need them when you have your book to turn into Council. Find these forms in Scouting.org.


After you’ve received the approval letter from the District Representative, you can begin your project.




Phase III - Eagle project underway –


As you get started, keep in mind, you MUST inform the Troop of your project – all work parties, etc. – all younger scouts need to complete community service and we expect you will include scouts in your project.


Work parties should not conflict with Troop events. It’s YOUR responsibility to keep the Eagle Committee and the Scoutmaster informed of your progress.


Work party information should be distributed at the scout meetings, and can be shared on the BLOG or the email blast by contacting troop2weymouth@gmail.com



Start tracking your efforts in the Project Workbook section as you execute your project – this information will be critical as you assemble your final Project Report.

Periodically check to see if your reference letters have been received by the troop. Remember, we need to know the name, address, email and phone number for each of your references.




Tips for a successful project



• Keep the troop informed of your work parties.


• Keep your Troop Eagle Committee informed of your progress so they know when you need help


• Take lots of photos before, during and after your project is completed to document the process.


• You must show people in the “during” photos to prove you actually did the work. A contractor cannot do all the work for you, but they can aid you in the project under your direction (for example: pouring cement, using heavy machinery, etc.)


• Maintain a strong connection with the beneficiary for your project to assure you’re meeting their expectations.


• Reminder - Fundraising requires a special form (Fundraising Application Page A & B) and approach for your project. Be sure to follow this closely and keep track of any donations. If a fundraiser is not required and just donations were obtained by you, this form is not required and does not need to be filled out.


• Use safety glasses, gloves, have a first aid kit available, etc. for obvious reasons….Safety.


• Be sure to dispose of any rubbish or debris appropriately. Check with the beneficiary for any special arrangements.


• Keep track of all expenses, your planning and work hours, receipts, and other notes.


• Let others know you are working on your Eagle project – friends, neighbors, family, and newspaper.


• Be courteous and cooperative with the neighborhood groups, public, and others who may offer to help.


• As an Eagle Scout candidate you represent yourself, your troop and the BSA in all interactions – act like a leader.


• Follow the Scout Oath and the Scout Law.



Phase IV – Project Completion and Reporting.




When you feel you’ve completed the project, you need to review with your troop’s Eagle Committee.


This includes a review of your entire project: confirmation that you’ve completed the project, captured project hours and other details, and have the necessary closure letter from the beneficiary of your project thanking you for the work and confirming it has been completed.


·         Your Troop Eagle Committee will let you know when your project has met the proposal and will help you capture any changes or other items that need to be included in your final Project Report.


·         Once all your merit badges are complete and all of your Recommendation Letters have been received and if your Project Report is completed, the Troop Eagle Committee will review and sign all papers and submit all required items to Council for their review. Your application for Eagle scout will be prepared at this time.


This process may require several meetings with your Troop Eagle Committee to complete all steps.


o   As you are working through the project process, keep track of your materials

o   You will need to present your Project Report in a binder, along with your original Proposal, the Eagle rank application, and supporting materials (receipts, photos, draft documents, beneficiary communications, and other materials. Your 5 or 6 recommendation letters will be included by the troop.

o   All materials are delivered to Mayflower Council before your 18th birthday. These items must be submitted at the same time for you to be eligible for consideration to advance to Eagle Scout.


·         Remember: Recommendation Letters are to be in sealed envelopes. Do not have these letters mailed to Council. They are to be in your book when delivered to Council.


·         Make sure on the Application form to use your full name: First, Middle and Last on pg1 & top of pg. 2.


·         Mayflower Council confirms and approves all information. Mayflower Council then informs the District Advancement Chairman that the applicant is ready for the Eagle Board of Review (EBR).


·         At that time the District Advancement Chairman may call you or want to meet with you if any requirements need further refinement.


·         This process can take several weeks to complete.




Phase V - Board of Review


·         The District Advancement Chairman sets up the Eagle Board of Review. (In this EBR, it must include at least 1 or more people from Council. One or two from your Troop may also attend. The EBR consists of a minimum of 3 and a maximum of 6 people.)


·         When your Eagle Board of Review is scheduled, the Troop or the Scout will be notified as to the location and time your Eagle Board will be.


·         If all goes well, the Candidate passes the Eagle Board of Review and he is then an Eagle Scout.


·         We recommend parents and siblings attend the Board of Review, to recognize the scouts achievement


What happens after the Board of Review?


When a scout successfully completes the rank advancement to Eagle Scout, Troop 2 presents the rank patch at a weekly meeting, with a small reception, and presents ribbon and other honors at our annual awards night event. Information about this event will be shared with families two months in advance, and all are welcome to attend.


About 6 weeks after the EBR you’ll receive a postcard from BSA/Council that will let you know your materials are ready to be picked up at the council office. Please give this postcard to Mr. Chase.


A scout will immediately receive Eagle palms 5 merit badges above 21, until age 18. You must continue to show active engagement in scouting (participation at meetings, events, etc.) and Scout Spirit at all times to receive these Eagle Palms.


Troop 2 offers an Eagle Scout Scholarship. The application form is available on our website, and we encourage you to apply.


Once you turn age 18 we encourage you to discuss opportunities to join our Leadership Corps and continue to assist with the operations of our Troop and to work with our scouts. You’ll need to complete Youth Protection training and reregister as an adult member of scouting. Please see Mr. Chase for details.


What’s the simplest breakdown of these steps, to keep myself on track?


·         First block – project proposal completed and submitted/letter from council – confirm reference letters are out

·         Second block – project materials obtained and plan in motion – any fund raising done

·         Third block - project underway – timeframe is 2-4 weeks elapsed here.

·         Fourth block – project completed – confirm reference letters received

·         Fifth block – project paperwork completed

·         Final block – paperwork submitted, preparing for board of review

·         Board of Review completed – Eagle Scout.


Weymouth Heights Club 598 North St. Weymouth, MA 02189 781-331-6006