2013 NCAP Assessor Training

2013 NCAPAssessor Training

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Information

• This training is to be done by an area assessment chairman.• Areas are allowed to personalize this session, but must maintain

the information covered.• Training should include information on council self-assessment

and area assessment.• Include the area and council NCAP teams in the training.• Start training with the next slide.

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Agenda for Training

1. What is NCAP?

2. Selection process of assessors

3. Expectations of assessment team

4. Camp assessment details

5. Review of the 2013 NCAP standards

6. Questions and answers

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What Is NCAP

National Camp Accreditation Program• Ensure quality camps and programs while maintaining

safety and viability.• Incorporate best practices from other quality-oriented

organizations.• Deliver the promise of Scouting.

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Overview

What Is the Purpose of This Process?

• Youth and their safety are our No. 1 concern.• Standards are developed to protect youth, the council,

and the BSA.• It helps maintain the entire year’s program.• It assists a council in providing a “mountaintop” experience.• It adds a council component to assessment.

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How Was I Selected?

You were chosen to be an assessor because:• You have shown an interest in camping, health and safety,

resident camp programs, and property development.• You understand the importance of camping.• You were approved for the position by your Scout executive.

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Who Do I Represent?

As an area assessor:• A representative of the area, region, and National Council • Eyes and ears of the National Council and local councils• Helps maintain quality programs in camps to deliver the best

and safest possible programs for youth at all BSA facilities

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Who Do I Represent?

As a council assessor:• A representative of the council • Provides a quality-control review of council programs requiring

assessment• Helps the council provide a quality program

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Council NCAP Coordinator

• Works with council officers and committee chairs to train council assessment team members

• Helps the council determine standards appropriate for activities to be assessed

• Organizes council self-assessment of day camps and family camps

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NCAP Assessment Team Leader

Responsibilities—Resident Camps• Organizes a team composed of trained assessors from councils

different from the camp to be visited• Contacts the council on May 1 concerning the Declaration

of Readiness due May 15• Attends team leader webinar• Contacts camp director one month before assessment

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NCAP Assessment Team Leader

Responsibilities—Resident Camps• Trains team, assigns duties, leads team on assessment• Completes score sheet and forwards it to designated contacts• Composes and sends letter to council president after

assessment about the status of the camp

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NCAP Process and Why

This Is the National Process:• Coordinated through the 28 areas of the BSA• Assessments performed by area/council volunteer teams

and staff• Assists councils by providing guidance for year-round programs• Maintains the same standards nationwide• Records maintained in the national office

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Assessment Member Expectations

• Attend training and orientation session annually• Participate in at least one assessment annually• Review all standards prior to camp assessment • Work as part of a team!• Use a common-sense approach!

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NCAP Council Assessment

Council Self-Assessments• Day camps• Family camps• Properties not used for resident programs

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Resident Camp Assessment

Area Assessments• Cub Scout resident camps• Boy Scout resident camps• Venturing resident camps• High-adventure camps• Trek programs• Specialty programs• COPE/climbing programs

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Things the Team Should Do

• Wear the full BSA field uniform• Travel and arrive on time as a team• Check in as visitors at the camp office• Bring training card and BSA Annual Health and Medical Record• Be of help to the council, not a roadblock• Be ready! Be prepared!

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Additional Visit Guidelines

• Review/observe all program areas• Use a copy of the Standards At-a-Glance for reference• Never interrupt an instructor or session• Report to the team leader your findings• Praise the camp staff for a job well-done• Help resolve issues• Give praise in public, correct in confidence• Speak with the campers about fun in camp

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What the Teams Should Avoid

• Never compare camps.• Never complain or be argumentative.• Never “over-interpret” the standards.• Never start the assessment early.• Don’t inspect; you are a guest.• Don’t send additional correspondence to the council.

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Final Review and Presentation

• The team should gather and discuss the assessment with the local council representatives.

• The team leader should report the findings to all those involved in the assessment.

• Make a presentation of the certificate and pennant, led by the team leader.

• Praise the camp staff for a job well-done.• Tout the camp in front of the campers.

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Introduction of the Standards

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NCAP Standards Categories

• PD 1xx: Program Design and Recommended Practices• PS 2xx: Program Substantive and Recommended

Practices• PT 3xx: Trek Program• SQ 4xx: Staff Qualification and Training and

Recommended Practices• HS 5xx: Health and Safety• FS 6xx: Commissary and Food Service• FA 7xx: Facilities and Recommended Practices• AO 8xx: Administration and Operational Management

and Recommended Practices• Appendix: COPE/Climbing Standards

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Why Have National Standards?

• They assist councils in conducting programs in a safe manner.• Standards represent a minimum level of program required.• State and local laws trump BSA standards.• They provide an avenue to accredit a camp that meets the

standards.• They set a level of expectation for a quality program.

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NCAP Standard Sample

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Standards At-a-Glance Document

• Developed to help navigate the national standards• Good reference tool for assessment visits.

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NCAP Score Sheet

Four Parts to the NCAP Score Sheet• Standards Assessment Score Sheet: individual standard scoring• Camp Assessment Continuation Sheet: used for findings and

listing deviations• Program Narrative Assessment• Assessment Recommendations

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Scoring Legend

Using the Scoring Legend: Pg# C Dv NC NA # • C: Compliant, full compliance with the standard• Dv: Deviation, substantial but not full compliance with the

standard• NC: Non-compliant• NA: Not applicable

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Scoring Legend: # Designation

Using the Scoring Legend: Pg# C Dv NC NA # • If a deviation (Dv) or Non-Compliant (NC) score occurs, place a

number in the # column next to the standard.• Rewrite that number on the Camp Assessment Continuation

Sheet and explain the deviation or non-compliance vs. the standard. If a deviation or waiver was granted by the region, cite that it was. If there is a variation, explain it.

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Other Score Sheet Acronyms

• CAT: Camp assessment team• CFET: Camp Facilities Evaluation Tool • SWOT: Strength, Weakness, Opportunity, Threat

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NCAP Score Sheet Sample

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Continuation Sheet for Findings

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Program Narrative Assessment

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Assessment Recommendations

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Assessment Scoring

• Compliant: Camp meets the standard.• Deviation: Camp has an approved waiver or variation from the

region. If a camp has more than 20 percent of the standards listed as deviations, the camp is conditionally accredited.

• Non-compliant: The standard is not met; camp deviates with no approval for change in the standard; there is no waiver or variation from the region.

• Refer to Pages 10–18 in National Camp Standards, No. 430-056, for greater definition on scoring.

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Declaration of Readiness

To Be Reviewed by Team Before Assessment• Due May 15 or as established by the area.• Submit the Continuous Camp Improvement Program prior-year

top/bottom goal report.• Postcamp/precamp Inspection• Camp Facilities Evaluation Tool (CFET)

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Handling Accreditation Issues

• Contact the area assessment chairman if issues are detected before and during the visit.

• Get advice before acting. Contact the area director/assessment chairman.

• Close a program area only if there is an immediate health and safety issue that cannot be resolved.

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Review of the National Standards

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Questions and Answers

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Things to Remember

• Make sure you signed the training roster. • Complete your Annual Health and Medical Record (parts A, B)

before your assigned assessment. Bring it with you.• Is your email address correct and legible?• Pick up your training card and patch.• Record your assessment training: Code CS53.

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