Chapter 4 - Organizational Structure

The White Stag Association, a non-profit association of alumni, sponsors the White Stag Leadership Development Program in the San Francisco Bay Area. The Association is a chartered partner with the Boy Scouts of America and sponsors Exploring Posts in the various Councils the White Stag program operates in.

The Monterey Bay Area Council sponsors the White Stag program in Monterey as its official Junior Leader Training Program. That organization is currently exploring organizing its own non-profit organization to support its ongoing activities.

While separate Exploring Posts may be chartered in different councils for the sake of registering youth within the council's borders, the youth meet jointly to plan their summer camp program. When there is more than one summer camp program, the two programs may operate independently.

The Association is responsible for approving the Post Committees' selection of a Post Advisor. The post members, or youth staff, elect their own officers. The special interest of the Venture Crews is leadership development. The officers carry out the normal duties and functions of post offices, including participation in Council Exploring President Association meetings. The Exploring program provides an additional opportunity for youth to learn and apply leadership within the White Stag program.

Members of the White Stag Leadership Development Program carry out roles in one of two categories: program or administration. Program staff are typically responsible for implementing the leadership development plan while administration staff fill essential operational and support roles. The entire organization is illustrated in Figure 4-1 below.

We have also learned over time that individuals gain the most from participation in a leadership development experience when they are repeatedly exposed to the leadership competencies over a period of time. This enables people to integrate the leadership concepts as they are able to understand them.

Individuals can experience leadership development at a level consistent with their maturity level. The program uses a three-phase, nine-level structure, as shown in Table 4-1 below.

We expect that individuals entering one of these levels will possess a set of skills or a body of experience that will help them succeed in that level. These are outlined in Table 4-2.

Staff Development Experiences

With the benefit of hindsight, we've learned that individuals profit most from participation in White Stag when they attend certain levels of phases in the program before others. The experience and knowledge they gain is cumulative. Table 4-2 illustrates recommended staff experiences or "channels" for growth in the program. There will be instances where an individual's background, maturity or other factors will mitigate what the chart illustrates; the chart is not ironclad.

Anyone may repeat any phase level--the goal is personal growth. Growth is defined and measured using Leadership Growth Agreements. A person may also repeat a position after having served else-where, either at a lower or higher level. However, it is rare for someone to return to a youth staff posi-tion after becoming an Assistant Phase Advisor, because the minimum age requirement for the latter is 18. It is generally recommended that Phase Advisors have been Assistants in the same phase. Phase Advisors and Assistants may also enter laterally, usually from another phase and sometimes from the corps of supportive and interested parents and leaders

Program Roles

The White Stag Leadership Development Program function has three phases:

• Patrol Member Development (PMD), Phase 1
• Patrol Leader Development (PLD), Phase 2
• Troop Leader Development (TLD), Phase 3

Each phase is directed by an adult Phase Advisor. Adults also act as Assistant Scoutmasters[1] and are members of the post committee. Members of the youth staff in turn usually act as patrol leaders and counselors to a patrol of 6-8 candidate participants during the summer camp.

In Patrol Member Development, the youth staff provide the Patrol Leaders (PLs) and Senior Patrol Leader (SPL) for the candidates.

Patrol Leader Development candidates elect their own PLs with some guidance from the youth staff. The youth staff, with adult input, elect a Senior Patrol Leader (SPL) from among their peers who then leads the troop during summer camp.

The candidates of the oldest group, Troop Leader Development, elect their own PLs, though with some guidance from youth staff. The youth staff also guide the candidates in selecting a new SPL each day of the summer camp. This individual is the Patrol Leader of the "senior patrol of the day."

The Post Advisor also fulfills the role of Program Director. The Director, along with the post committee, chooses the Phase Adult Leadership, who select their Assistant Scoutmasters and youth staff.

Other program responsibilities include spirit and traditions and evaluation. There may or may not be individuals who have these responsibilities as their sole assignment.

While White Stag is chartered as an Venture Crew, the summer camp participants are primarily members of Scouting units. The adult leaders, therefor, wear two hats: first, as advisors to the youth staff and, secondly, leaders to the summer camp program. So the leaders are both Assistant Post Advisors and Assistant Scoutmasters. Table 4-1 below illustrates the organizational structure of the Phases.

The job descriptions following are meant to serve as guidelines. As different people accept certain positions, some responsibilities may be moved from one person to another based on individual capabilities, time, and so forth. They are written down in the hope of establishing a complete understanding by all of what the complete responsibilities are.

Post Advisor/Program Director

• Manages the development of the goals and objectives for the White Stag Leadership Development Program, including the objectives for adult staff training, Candidate-Day^TM, the annual summer camp, and the Indaba^TM and in keeping with the principles of the Association.
• Is responsible for the successful accomplishment of all stated objectives.
• Coordinates administrative functions with the Committee Chairperson.
• Insures that the program is administered in accordance with the policies of the Boy Scouts of America and the White Stag Association.
• Counsels adult staff members in personal growth agreements.
• Counsels Post Committee in setting goals and objectives for Administrative functions.
• Sets standards by example for performance and commitment.
• Coordinates council and district activities with post program for maximum benefit for the program.
• Recruits, trains and inspires adult staff members sufficient to carry out the mission of the Post.
• Supervises ad-hoc committees as required.
• Reviews health and safety activities of post with the appropriate representatives of the Association, council, Assistant Scoutmasters and health and safety committee member(s).
• Files local and national tour permits for all post activities.
• Coordinates post activities and functions with the post officers, including annual elections.
• Supervises the Assistant Scoutmasters.
• Manages the learning of all adult staff and counsels them about their own leadership and their phase program's implementation of the White Stag program.
• Coordinates and manages the schedule of all activities during the summer camp.
• Supervises the program functions in leadership development of the post, insuring that positions are filled with the best individuals available and that duties are carried out in a timely and first-rate manner.
• Gives guidance to program evaluation, including the preparation of a final evaluation within 90 days of the summer camp to be submitted to the Association.
• Maintains communication with the White Stag Association (the program sponsor) through contact with the Institutional Representative and annual reports to the Association Board.

Phase Advisor/Scoutmaster

• Manages the development of goals and objectives for each phase in accordance with the stated goals and objectives of the post and in keeping with the principles of the Association.
• Manages the learning of and counsels phase adult and youth staff members in key leadership competencies and other pertinent attitudes, skills and knowledge.
• Manages the phase program and activities and coordinates them with the Post Advisor/Program Director.
• Represents phase interests to the Post Advisor, and post interests to the Phase.
• Manages the successful accomplishment of all stated objectives.
• Recruits, trains, and inspires sufficient adult and youth staff members to carry out the mission of the phase.
• Develops a calendar for staff development based on a needs assessment of all phase members at the beginning of the yearly training cycle.
• Manages the evaluation of phase program, activities, staff and candidates, including a final evaluation and written report to the post committee within 60 days following the summer camp.
• Is responsible for the health and safety of all phase candidates and staff members.
• Reviews plans with health and safety director.
• Sets an example of excellence in personal leadership behavior.
• Is responsible for a written evaluation of each youth staff member and candidate, and the transmittal of that report to each person's home unit or organization leader following the summer camp.
• Has at least one year experience as an Assistant Phase Advisor.
• Files Local Tour Permits for all Phase activities.

Assistant Scoutmaster, Spirit And Tradition

• Manages the appropriate display of totems, mementos, and flags at those events warranting such, and insure their proper storage.
• Collects and maintains with explanations for historical reference and program guidance all White Stag symbols, lore, traditions, legends, and ceremonies.
• Supervises and assists phase Spirit and Tradition personnel in their activities during the year, including opening ceremonies, the adult neckerchief ceremony, staff neckerchief ceremony, candidate neckerchief ceremony, and the final tri-phase closing ceremony at the summer camp.
• Supervises and manages the implementation of the total awards system and records.
  • The records include candidate, staff and adult levels, years of active service, capacities served, and outstanding recognition received.
  • The system includes all program symbols, totems, staff and candidate certificates, White and Silver Stag^TM Awards, Krackenstock^TM, and so forth.

Assistant Scoutmaster, Evaluation

• Is responsible for and supervises the entire evaluation effort within the program.
• Maintains confidentiality of records when required, and insures that all needed information is relayed in the most efficient and understandable form to the appropriate parties.
• Is responsible for developing and maintaining all evaluation forms and methodologies used by each phase.
• Work with a designated youth and/or adult member of each phase and insures that evaluation is carried out in an objective and timely manner.
• Writes a summary of key evaluation findings and is responsible for their distribution.
• Follow-up on these findings to insure their appropriate application.
• Coordinates with the Advisor in the design of the evaluation plan and instruments as the year's goals and objectives are developed.

Administrative Roles

The administration function supports the program activity, including staff training and the summer camp. Its responsibilities include registration, recruitment, budgeting, equipment procurement and maintenance, health and safety, and commissary.

The relationship between the Exploring Post structure and the requirements of the White Stag Leadership Development Program are illustrated in Figure 4-1. The following pages describe the roles and responsibilities of all adult members of the program.

Committee Chairperson

• Supervises the operational and administrative functions of the post committee, insuring that positions are filled with the best individuals available and those duties are carried out in a timely and first-rate manner.
• Recruits and trains committee members as needed with the assistance of the Scouting Coordinator.
• Assigns responsibilities to each committee member and follow up on their progress.
• Guides the committee members in support of the Advisor and encourages them to be involved in the post program.
• With the Post Committee's assistance, recruits Advisors and Associate Advisors as needed.
• Keeps the White Stag Association informed of the Post program.
• Participates in and represents the Post at Council Explorer committee activities, and represents to the Post the activities of the council and district.
• Conducts regular meetings of the post committee.

Assistant Committee Chairperson--Support

• Supervises all operational functions in preparation for camp, including:
  • Assuring the ordering of equipment for camp, and the delivery of equipment to camp.
  • Supervising Quartermaster, Commissary, Registration and Health and Safety personnel.
• Serve as liaison and communication link between Assistant Scoutmasters and support activities during camp, and between Camp Ranger and all program and support personnel.
• Assists the Committee Chairperson as needed.

Registration Manager

• Maintains current Post membership records.
• Is responsible for the collection of all fees and dues, and turn them over to the Committee Treasurer for deposit.
• Assists rechartering the post on time each year.
• Is responsible for the proper and accurate collection of all forms required by the post committee of post members and candidate participants.
• Secures mailing labels for the Committee and Post Secretary's use.
• Collects balance of fees for summer camp and for guest meals in camp.
• Assists the Committee Chairperson in the rechartering of the post each year.

Treasurer/Bookkeeper

• Is responsible for the maintenance of accurate and up-to-date bookkeeping records of all post money transactions for all accounts.
• Insures safekeeping of all income and maintains complete records of all expenditures.
• Maintains a prudent reserve of funds from year to year.
• Insures complete and prompt payment of all debts.
• Assists the post committee in developing a prudent annual budget and an accurate, timely projection of expenses and income.
• Provides the post committee with regular, current reports of income and expenses.

Public Relations Director

• Manages the writing and release of noteworthy White Stag news reports to appropriate news media.
• Collects pictures of all White Stag events and puts them together in a form illustrating the salient points of the White Stag concept, objectives, structure and program.
• Promotes White Stag throughout the Bay Areas to insure all appropriate people are adequately informed about the program's objectives, concepts, important dates and pertinent procedures
• Assists in the orientation of new adult members regarding the objectives underlying concepts and staff structure of the program.

Secretary

• Maintain accurate minutes and records, and distribute them to all members with the meeting agenda to all members five days prior to all meetings.
• Is responsible for the cataloging, maintenance in a retrievable form, and filing of all evaluation reports, course development material, committee reports, books, periodicals, and forms comprising the White Stag library and archives; making their location known; and maintaining and circulating a current list of the materials.
• Is responsible for any mailing to White Stag members, candidates, or associated youth organizations and leaders.
• Publishes, with input from the Advisors and Post Committee, an annual calendar for post committee and youth staff meetings.
• Supervises adult and youth staff members in the carrying out of these tasks.

Quartermaster

• Maintains an opening and closing inventory for all equipment, noting its condition upon issuance and return.
• Supervises the procurement, delivery, safe storage and maintenance in good order of all equipment required at any White Stag event.
• Is responsible for the distribution and proper use of all equipment.
• Recruits, trains and inspires youth and adult staff sufficient to carry out these tasks.

Food And Commissary Director

• Helps the youth staff to develop and write complete menus, including preparation instructions if appropriate, for Candidate-Day, the summer camp, and the Indaba, as needed.
• Is responsible for ordering and procuring food for all events as needed.
• Is responsible for the storage, distribution, quantity, and quality of food in the central kitchen area during summer camp.
• Supervises food preparation for support staff during the summer camp, for the final meal of the summer camp, and for other meals as agreed.
• Supervises food distribution to the candidates during summer camp.
• Recruits, trains and inspires youth and adult staff sufficient to carry out these tasks.
• Prepares a budget for food purchasing for the summer camp each year.

Health And Safety Director

• Possesses proper certification in required first-aid skills.
• Maintains and enforces up-to-date health and safety protocol for the post and all events.
• Insures proper safety precautions in accordance with National BSA standards for all camp waterfront activities.
• Is responsible for proper medical facilities, equipment and staff for the post and for all events.
• Properly files all medical and consent forms and insures their prompt return after the summer camp.
• Maintains in writing notice of his current whereabouts in camp at all times during the summer camp.
• Responds to all emergencies as per the health and safety emergency protocol, and is responsible for the treatment and evacuation if needed of all persons requiring first aid.
• Maintains an accurate, up-to-date log of all persons, their injuries and diseases treated, date treated, diagnosis and disposition.
• Supervises a designated individual in each phase who is responsible for first aid and insures appropriate training for him or her.