The Eagle Scout Service Project (ESSP)
PREPARING FOR THE EAGLE SCOUT SERVICE PROJECT
First, download the Eagle Scout Project Workbook here: https://www.scouting.org/programs/scouts-bsa/advancement-and-awards/eagle-scout-workbook/.
A word of advice: Once the PDF is downloaded and any data entered, save, save, save! It’s unfun to re-enter data. Also, during editing the PDF, refrain from left-clicking on any web links as will browse to the page in question and any new data entered on the form will be lost. To view a link in the workbook, right-click the link and select ‘Open link in a new tab.’
Second, the Scout should read and understand the entirety of the workbook. Likewise, the safety of Scouts in conducting the Eagle Scout Service Project is paramount. It is highly recommended that the Scout read, the Guide to Safe Scouting before conducting the Eagle project. You can find the online guide here: https://www.scouting.org/health-and-safety/gss/
Third, find a project that the Scout wants to do and approach the beneficiary to see if the project is wanted and welcome. Use the Eagle Scout Project Proposal to carefully define the scope of the project, tools needed, costs, etc. Once the beneficiary signs, the Project Proposal becomes a contract and scope creep should be avoided as much as possible. If the project must be modified during the project, it must be agreed upon by both the Scout and the Beneficiary.
A word of advice: The Eagle Scout Service Project Workbook, make sure the Scout is verbose in each free form text field. We can’t read minds. The more the Scout writes, the better an idea we have about the project and the better we can assist.
Lastly, gather the required signatures.
The project beneficiary, the unit leader (Scoutmaster), and the Committee Chair must sign the project before you seek the approval from the District. At this stage, the Scout is ready for the Eagle Project Proposal Review (EPPR).
THE EAGLE PROJECT PROPOSAL REVIEW (EPPR)
To obtain the approval of the district on the Eagle Project Proposal, the district must review the Project Proposal for quality assurance and the appropriateness of the Eagle project. If the Eagle Project Proposal doesn’t meet that criteria, the Scout will not gain the signature of the district until the defect is corrected and new signatures are obtained. The Eagle Scout Project Proposal reviewer will use the check list HERE to ensure a quality Eagle Scout Project Proposal. Feel free to use this to as a guide in filling out the Eagle Scout Project Proposal.
Finally, remember, the Eagle Project Proposal is a contract. Any changes to it must be approved by all the parties involved.
At Eastern Waters (District G), we review Eagle Project Proposals at each month’s Roundtable. While we prefer to meet you at Roundtable, we understand there are other situations that may arise that makes that infeasible. For those who absolutely cannot make that date or are tight on time, we accept ad hoc meeting requests.
Roundtable meets once a month on the first Thursday of each month from September to May at Guardian Angel’s Church in Oakdale, MN at 7:00 PM. Please enter in the doors in the back of the church. We start accepting Scouts for Eagle Project Proposals as early as 6:30 PM, first come, first serve. For the months of June to August, please use the contact information below.
Please advise your scout that they will get some direction when they arrive. We meet in a common room, so a parent or coach is not required. However, if a parent is present, we ask that parents not be at the table with their Scout. The Eagle project should be Scout driven.
Please make sure Scouts have completed the following:
- Pages 2-5 are and the Fundraising Application B were read and understood
- The proposal section and the Fundraising application (if applicable) in pen or preferably typed.
- Page H should be signed by all except for the “Council/District Approval”
- Bring a copy of the above to the proposal
What to expect:
One or two district representatives will meet with the scout. The scout will be asked to describe the project proposal as the representative reviews the packet. It can be beneficial to have visual aids like pictures and drawings, but they are not required. We do not have a way of displaying PowerPoint presentations. If the scout has a presentation, I suggest printing a copy or sharing it via their computer/tablet. The meeting is usually less than 15 minutes.
More details on Roundtable can be found here: https://easternwaters.org/roundtable/
For those who require an ad hoc meeting, please visit our directory and search for the Eagle Project Proposal chair. For ease, we have provided the information below.
Eagle Project Proposal Chair: Trevor Greene at trevor_greene@hotmail.com or 651-341-5687
FUNDRAISING FORM
If during your Eagle Project, you ask for any material support such as donations in any form (money, gift cards, etc.), you MUST fill out the Fundraising Form in your Eagle Scout Project Proposal AND have it signed by the beneficiary, unit leader, and the District.
The Guide to Advancement made some recent changes as to how funds are handled. To view those, please view section 9.0.2.10 Fundraising Issues in the Guide to Advancement. For ease, these fundraising rules are summarized below:
- When the Scout is asking for funding, they MUST inform the donor of who the beneficiary is and that they will retain any residual funds.
- Third party funding must go to the beneficiary IF, they want documentation of that gift.
- If not, it can go directly to the beneficiary OR the troop who will then reimburse the Scout for expenses.
- If to the Troop, the funds MAY be given to the Scout who MUST in turn hand that to the Troop’s Treasurer. The only exception to this is IF the Scout is given a gift card. But the gift card MUST be used for the Eagle Project only.
- The beneficiary AND/OR the troop ARE RESPONSIBLE for reimbursing the Scout for the ESSP’s expenditures.
- Any residual funds MUST go to the beneficiary.
- IF the beneficiary cannot accept the residual funds, it MUST pick a charity in which to donate the residual funds.
- The scout or Troop MAY NOT influence the decision of which charity the beneficiary selects.
THE EAGLE SCOUT SERVICE PROJECT PLAN
Once the Eagle Project Proposal is signed off, it is recommended to take a picture or a copy of the signatures. Losing that page will force the Scout to reobtain the signatures one by one!
The next step is the fill in the Eagle Scout Service Project Plan. The Scout can start working on this section at any time. However, it may be advisable until the Eagle Scout Project Proposal is signed off as it could lead to changes in the project plan.
It is in this step, where reading the Guide to Safe Scouting is most critical. For reference, the Guide to Safe Scouting can be found here: https://www.scouting.org/health-and-safety/gss/
The most key points of this phase of the Eagle project are:
- SAFETY of the Scouts
- Permits and Permissions
- Tracking Scout hours (including any paperwork) including project check-in/out list
- Fundraising, if required (more details will be provided at the Eagle Project Proposal Review)
Once the plan is completed, it’s time to get to work! Start the project at any time and start recruiting your workers, assembling your supplies, etc.
Think of this as a corporate project and the Scout is the Project Manager or as new house construction and the Scout is the Architect and General Contractor.
THE EAGLE SCOUT SERVICE PROJECT REPORT
In Scouts, just as we teach ‘Roses and Thorns‘ or ‘Start, Stop, Continue,’ the Project Report, is where the Scout summarizes the project, how well it went, reflect on challenges, what changed from the initial plan.
Once finalized, only two signatures are required: The Beneficiary and the Unit Leader (Scoutmaster).
Once the signatures are obtained, the Scout should take the entirety of the Eagle Scout Service Project Workbook complete with signatures, their work log, any drawings or pictures, or any accompanying documentation and get a copy of it. This prevents catastrophic, accidental loss.
A word of advice: Do NOT staple the project together. The council office will not accept the project if it has staples. In general, it is recommended to keep the project in a folder, three ring binder, or using a binder clip, but when turning the project into the council office, use a binder clip only.
The original Eagle Scout Service Project Workbook will be turned in with the Eagle Scout application, reference letters, and the Scout’s personal statement to the council office where it will be evaluated for quality control.
More on the Eagle Scout application can be found on the council’s website here: https://www.northernstar.org/Portals/0/Documents/Eagle-Scout-Rank-Application-Process.pdf