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Fantastic Schedules and how to build them!

By Greg Anderson 
       with additions by Montana Ludlow
                  Updated 10/4/2022

Preparing for camp has a lot of moving parts.  You've got to make sure that everyone has packed everything they need, prepare your volunteers, and so many other things. 

In the middle of all that, you've still got to sign up for merit badges. Well, never fear. I'll walk you through the process we use so you can sign up for classes like a BSA Professional. 

A scoutmade archway at Coronado campsite

Gather your records

Okay, so this isn't really the glamorous part of the process but I guarantee you, everything you do at this point will help you out.

You're going to want to pull up an advancement report for each Scout off Scoutbook. I would recommend printing these off so you don't have to mess with going back and forth when you're meeting with the Scouts.

Take a good look at each of them and think about where each kid is at and what would be good for them to take. Compare this with the merit badge schedule and see if anything pops. (Available October 15) The point isn't for you to build a schedule for the Scouts, but you can't give good advise without data and thought beforehand.

prep your patrol leaders and email parents

We are a Youth-led organization, so you're going to want to have your Senior Patrol Leader run the meeting where you build the schedules. Give your youth leadership the advancement reports, some advice on each scout, and a run down on how the meeting should go.

It also helps to keep the parents in the loop on this meeting. Send them the schedule and a copy of the advancement report if you can. Let them know that this is a meeting that their Scout does not want to miss.

hold a schedule meeting

For this bit I would recommend printing off a "Course Catalog" for reference. Have your patrol leaders hand these out, as well as the advancement reports to each Scout and a copy of the class schedule. Your SPL will explain that everyone should mark on that paper what they want to do for each time slot. It wouldn't hurt to have them add a few alternative classes at the bottom of the page, just in case the ones they want are not available.

Some Scoutmasters prefer to put down ground rules before schedule building. You might want to say that each Scout can take whatever they want but everyone needs to do a required badge. It might be that all new Scouts take the Trail to First class (this is an all day class and makes it easy for those scouts to understand their schedule). Whatever expectations you have make sure they are communicated.

to the computer!

At this point in the process, it is important to remember that you aren't in this alone. (Hopefully you aren't at least) Bring your Troop Committee or the parents in on on this. If you can have someone do this part for you, it will free up time for you to help get the scouts ready for this trip.

When you make your final payment on each scout you'll have access to sign that particular scout up for their classes. You can do this through your Log-in and see all scouts profiles at once OR utilize our Parent Portal to split up the leg work.

First you'll want to fill in scout details like DOB, Rank, Parent contact etc. The next move is to update classes. Click on the one you want to sign up and it pops into the "signed up" section. Easy as that! Repeat the process until you have everyone done.

After you are done, make sure you save your work! Any troubles? Contact us!

Hopefully that helps you out.

-Wehinahpay leadership

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