Project Proposal & Approval

Eagle Project Approved Process

After earning the Life Scout rank, a Scout follows this general advancement flow to earn Eagle rank:

1. Present Project Proposal to District Advancement Board. One of three possible outcomes:
   • Approved – proceed with the project.
   • Suspended – update the project, resubmit, gain approval via email, and notify the Advancement Committee when approved.
   • Disapproved – feedback is provided; submit a new project proposal (another project proposal review appointment is required).
2. Project Review. All of these steps may/should happen at the same time:
   • Read and review the Etowah BSA website.
   • Download the Eagle Rank Application.
   • Send Reference Letter requests. Letters should be sent to the Scoutmaster or Life-to-Eagle coach, not to the scout directly.
   • Follow the Final Board of Review process steps.
3. Approved.
   • Begin completing your application in pencil for ease of online completion (once the project is finished).
   • Request a “Scout History” report if your troop uses advancement software — this helps with application completion and checks merit badge dates.
   • Ask questions early, especially if rank or merit badge date conflicts are discovered.
4. Application.
   • Reference letters from four people, each giving a positive statement about how you live/exhibit/apply the Scout Oath/Law in your daily life. Possible people include a Scout leader, parents, teachers, adult neighbors, coaches, etc. Four letters are required.
   • Letters must be mailed in a self-addressed envelope to your unit leader. Your Scoutmaster or Life-to-Eagle coach will bring these unopened to your Final Eagle BoR.
   • Mark the outside of the return envelope: “Eagle Reference Letter for ____________, DO NOT OPEN”.
   • The life statement is your personal reason for why you want to be an Eagle Scout, and should be brought with you to the Final Eagle BoR.
5. Final Eagle BoR checklist – project complete, application complete, all merit badges complete (and recorded).
   • Have your Eagle application into the Council office a minimum of two weeks prior to your desired Eagle BoR date.
   • Request a Board of Review appointment — schedule a “Final Eagle Board” date on the District website.
   • Make certain your unit leader or Life-to-Eagle coach has your reference letters the week before your BoR date, and that they’re brought to your BoR 15 minutes prior to your scheduled start time.
   • Questions should go to the Advancement Committee at advancement@etowah-bsa.org.

Submitting Your Proposal for Approval

The District Advancement Committee must approve proposed Eagle Scout Service Projects before actual work on the project can begin. The procedure to secure approval is as follows:

1. The Scout must use the Eagle Scout Leadership Service Project Workbook when preparing the proposal.
2. A representative of the benefiting organization, the unit leader, and the unit committee must approve, by signature, the proposed project.
3. Upon completion of the above, the Scout should schedule review of the proposed project with the District Advancement Committee by submitting an appointment request.
4. Meetings to review proposed Eagle Scout Service Projects are scheduled once per month, usually at the District Eagle Board meeting normally held on the fourth Tuesday of each month.
5. The Scout will appear before the committee, along with an original and three copies of the proposed project.
6. If the board approves the project with contingencies, those contingencies must be approved in writing (email is usually used) by the board chairman before actual work on the project can begin.
7. The cut-off for appointment scheduling is one week prior to the Eagle Boards.

Eagle Project Workbook Guide

The purpose of this guide is to help Life Scouts compile the information needed to develop a successful Eagle Scout Leadership Service Project. It’s also meant for District Advancement Committees reviewing a proposed project for approval.

Project Description

Describe the project you plan to do. The committee needs a simple, brief description of what the project will accomplish. Examples:

• Build 12 picnic tables for a city park.
• Clean and restore gravesites at a church cemetery.
• Construct a nature trail for a middle school.

What group will benefit from the project? Must be specific — name, phone number, and address of the religious institution, school, or community organization. The benefiting group should not be a for-profit organization, and the work should not be on commercial property or for an individual.

Why will this project benefit the group?

When did you first discuss this concept with your unit leader? When the Scout first became aware they wanted to pursue this project, they should have spoken to their unit leader about whether a project of this nature could become an Eagle Service Project, and whether the benefiting organization and scope of work were sufficient.

Who did you discuss the project concept with at the benefiting organization? Name, title, phone number, and date of the meeting.

Project Details

Plan your work by describing:

1. Present condition
2. The method
3. Materials to be used
4. Project helpers
5. Time schedule for carrying out the project
6. Estimated cost
7. How the needed funds will be obtained
8. Any safety hazards you might face
9. How you will ensure the safety of those carrying out the project

Present condition – Describe the present conditions/situation/problem to be solved. Pictures and drawings can help the committee make a decision. How large is the area or items? Can a drawing of existing landmarks clarify the proposal?

Method – A task-level plan will help the Scout implement the project. How will leadership be shown? What are the steps/tasks needed? How will workers be trained? Will a sketch help? How will disposal of debris and leftover materials be handled? Will permits be required? Will other Scouts have opportunities to earn advancement? Is each step documented clearly enough that someone else of equal ability could follow it?

Materials – A complete, detailed list of all items and quantities reduces confusion and delays. Do the materials support the tasks and vice versa? Where and how will materials be procured?

Project helpers – Who will help, how many per work day, and for how many hours? Will more than 50% of the work (excluding planning) be done by the Eagle candidate? How will helpers be recruited?

Time schedule – A definite start date is not required, but describe what happens on workday #1, #2, etc., and what takes place before the first workday.

Estimated cost – How much cash is needed for materials? What is the estimated dollar value of donated materials (lumber, plants, etc.)?

How funded – Where is the cash coming from? Will a fundraising permit be needed? What happens if more money is raised than expected?

Safety hazards – Has forethought been given to worker/environmental safety? Will underground utilities need to be located? Are safety precautions for tools addressed?

Ensure safety – The Scout will likely need their leader’s help here. Have environmental factors been considered? Is a council permit or tour permit needed? How is transportation arranged? Will two-deep leadership be in place? Are all policies in A Guide To Safe Scouting being followed?

Approval Signatures for Project Plan

Project plans must be reviewed and approved, in writing, by:

• A representative of the religious institution, school, or community group
• The Scoutmaster/Coach/Advisor
• A unit committee member
• A council or district advancement committee member

Before the district advancement committee can review a project proposal, it must already be approved in writing by the benefiting organization, the unit leader, and a member of the unit committee. No particular sequence is specified, but customarily the unit approves it after the benefiting organization has approved it. It is not required that the committee chair or unit advancement coordinator specifically sign — any committee member will do. All signatures must be in the correct field, and each copy must include the signatures.

Carrying Out the Project

This section helps the Eagle candidate complete final documentation in the Life to Eagle Workbook and prepare for the Eagle Scout Board of Review.

• Has a daily log been kept that records the progress of the work?
• Does the log indicate how much time was spent planning and carrying out the project by both the Eagle candidate and the workers?
• Does the log record who worked, on which days, and for how many hours? Do the hours in the daily logs match the total hours reported?
• Are all materials actually used listed in the project plan, including costs for donated supplies?
• Does the material list support the activities performed?
• Are all changes from the original project plan documented?
• How has leadership been shown?

Questions to Consider

• Were there sufficient workers for each task, safely implemented?
• Was the project within budget?
• Were workers trained for their tasks? How were helpers recruited?
• Are “after” photographs labeled and attached, with proper signatures obtained from the Scoutmaster or Venturing Crew Advisor?

Completed Project Checklist

• Pages numbered?
• All documents typed or legibly written?
• Original Life to Eagle Workbook submitted with the Eagle application?

After Approval

In approving your project, the advancement committee expects you to complete all of the work you’re proposing as a minimum requirement. If significant changes become necessary at any point, have them approved through the Etowah District Advancement Committee — failure to receive approval for substantial changes may cause your project to be unacceptable at your Eagle Scout Board of Review.

Remember that the purpose of your project — while benefiting the community — is for you to demonstrate the organizational and leadership skills you’ve learned in Scouting. The Eagle Board of Review will determine whether you’ve demonstrated these skills, so keep detailed notes and logs throughout the project, and explain in your project report how you organized the work and exhibited leadership.

Questions about the workbook or any other requirement should go to your Scoutmaster or Life-to-Eagle coach, or to the advancement committee at advancement@etowah-bsa.org.

— David Norman, Chairman, Northeast Georgia Etowah District Advancement Committee