---
title: "Each Month"
url: https://eagleboards.page/docs/each-month/
site: Eagle Boards (https://eagleboards.page/)
last_revised: 2026-10-18
html_version: https://eagleboards.page/docs/each-month/
description: "The district advancement chair's countdown to the event: the notification email, getting verified applications from the council, pre-checking paperwork, and printing and preparing the week before."
---

# Each Month

> The district advancement chair's countdown to the event: the notification email, getting verified applications from the council, pre-checking paperwork, and printing and preparing the week before.

## Three weeks before: notify the Scouts

Pull the roster from the sign-up and email every Scout on it. The email
tells them what their slot means, when and where to arrive, and exactly
what to bring for their kind of board. Copy the unit leader. The
[notification email template](../templates/notification-email/) is a
starting point.

Before sending, check the date line and any year-specific form links. The
Eagle Scout Rank Application changes periodically, and out-of-date editions
are returned by the council.

<div class="alert alert-info" role="alert"><div class="h4 alert-heading">Etowah District</div>


The district advancement chair generates the email from the SignUpGenius roster, which
builds the To, CC, and BCC lines and flags sign-up data that needs a second
look: troop numbers that don't resolve, misspelled Scoutmaster addresses,
thin adult turnout. The email ends with the roster of proposal reviews,
final boards, and adult volunteers so Scouts can tell the district if
they've decided not to attend.
</div>


## As applications arrive: get them and pre-check them

A final board of review can't be held until the council has verified the
Scout's Eagle Scout Rank Application. The verified original has to get from
the council service center to the district advancement chair before the event. Work out
with your council who carries it.

As each application comes in, and no later than the weekend before, run
the [pre-check checklist](../templates/checklists/#pre-check) for every
final-board Scout. Tell the Scout and their unit leader about anything
missing while there's still time to fix it.

<div class="alert alert-info" role="alert"><div class="h4 alert-heading">Etowah District</div>


The council signs applications at its Jefferson Service Center. The District
Executives are there for their in-person staff meeting on Fridays, and a DE
will sometimes bring the applications back on the Friday before the event
as a favor. It isn't part of their job, so ask nicely. The district advancement chair
collects them from the DE's house. Otherwise a volunteer drives to the
service center to pick them up before the event.
</div>


## The Friday before: match applications to the roster

Compare the council-verified applications in hand against every final-board
reservation. For anyone whose paperwork hasn't arrived, email the Scout and
their unit leader. Sometimes a Scout had the council sign the application
while they waited and took it home. That's fine, but you need to know, so
you're not waiting on the council for it.

## The weekend before: print and prepare

* **Print the papers.** Make enough copies for the roster: the proposal
  review packet and the final board packet. See [Templates](../templates/)
  for what goes in each.
* **Remind the event staff** that the event is coming and ask each of
  them to RSVP.
* **Update the laptops at home.** Two or three machines pulling large
  updates at once can bring a venue's Wi-Fi to a crawl.
* **Update the event software**, if you use it and it has changed since last
  month.
* **Refresh any announcements slideshow** with current links and this
  month's news.

<div class="alert alert-info" role="alert"><div class="h4 alert-heading">Etowah District</div>


The proposal review packet contains the Service Project Review Board Report,
the project-approved process sheet, the reference-letter instructions and
request letters, and the project-approval congratulations. The final board packet contains the check-in checklist, the Eagle congratulations letter, the
board instructions, and the pre-check sheet.
</div>