Procedure For Tracking & Reporting Awards

So, how do we go about making sure the Scouts get all of those awards / patches / pins / etc.?  First, it's important to understand that not all awards are reported and tracked the same way; this page documents how each type of award is tracked, reported and then awarded to the Scouts.

• Awards Tracked By The Den
  • The following awards are tracked at the Den Level:
    • Totems and Recognition Beads -- Tigers, Wolfs, and Bears all use an "Immediate Recognition Kit" consisting of a Totem (worn on the right shirt pocket) and recognition beads.
    • Tiger Track Beads -- awarded for Tiger Electives.
  • Procedure:
    • Tracking: Totem Beads are tracked by the Den Leader.
    • Reporting: N/A (Totem Beads are not reported to the Pack).
    • Awarding: Totem Bears are awarded by the Den Leader at Den Meetings.
        
• Awards Tracked By The Pack
  • The following awards are tracked and awarded by the Pack:
    • Rank Badges (Bobcat, Tiger, Wolf, Bear, Webelos, Arrow of Light)
    • Webelos Activity Badges (Pins), Compass Emblem and Compass Points
    • Wolf and Bear Arrow Points
    • Belt Loops & Pins
    • Patch Vest Segments
    • Special Awards from the Handbooks (World Conservation Award, Cub Scout Outdoor Activity Award, Leave No Trace Awareness Award, National Summertime Pack Award Pins, etc.)
  • Procedure:
    • Tracking - Den Leaders should track the awards for each Scout in their Den, and when completed, should report them to the Pack.
      Note: Segments are tracked by the Attendance Sheet at each event.
      • Remind the boys in your Den to always check-off their name on the attendance sheet.
      • Den Leaders should review the attendance sheet at each event.
    • Reporting:
      • Den Leader emails the completed awards to the Awards Chair, no later than one week prior to the monthly Committee Meeting.
        • Try to send only one awards report to the Awards Chair per month (this is not always possible, but please try).
        • List the Scouts alphabetically by last name (last name first).
        • List all awards each Scout has earned since the last report, by Scout.
        • List all activities / requirements that were completed.
        • List the date the award was earned.
        • The following is an example of an email to the Awards Chair:
          • Please ender the following awards for Den xx:
               Doe, John
                    Computers Belt Loop (# 1, 2, 3), 02/01/09
                    Pinewood Derby Segment (attendance), 01/15/09
                    Gold Arrow Point (# 1a, 1c, 2a-e, 10c, 10d, 12b), 02/01/09
                    Readyman Web. Activity Badge (# 1-8, 10, 12), 02/01/09
      • Awards Chair enters the awards into the Pack Master tracking program.
      • Awards Chair runs the monthly Awards Report and brings it to the Committee Meeting.
      • Den Leaders review the draft Awards Report at the Committee Meeting:
        • Leader must Review, Edit, and/or Approve the draft copy at the Committee Meeting.
        • If Leader cannot attend the Committee Meeting, their Asst. Leader or another Parent should attend in their place;  but if not, Leader should request a draft copy of the Awards Report via email from the Awards Chair.
        • For any Awards Report draft that is reviewed via email, the Leader should reply via email with "all correct" or "make the following changes" (followed by the required changes).
      • Awards Chair updates Pack Master with updates from the Committee Meeting, and generates the final Awards Report.
      • Awards Chair purchases the Awards from the Scout Shop and orders the Segments (takes 7-10 days to receive the Segments).
      • Awards Chair prepares the awards and brings them to the Pack Meeting:
        • Each Scout's awards are put in a zip-lock bag, and the awards are listed on the outside of the bag.
        • Each Den's awards are grouped into a large zip-lock bag.
        • A Den Leader Report is included in each Den's bag.
      • Den Leader should compare the report to the list they turned in, and notify the Awards Chair of any discrepancies.
    • Awarding - Awards and Segments are awarded by the Cubmaster at the monthly Pack Meeting. 
        
• Some Special Notes
  • Awards earned at Summer Camps (Day Camp, Dad & Lad, Mom & Me, Webelos Camp, etc.) -- the programs at most summer camps allow the Scouts to complete requirements, achievements and/or electives from the handbook, as well as Belt Loops and Pin requirements.  
    • After camp, Akela (dad or mom) should sign off on the completed requirements / achievements / electives in their Scout's handbook, and should report these to their Den Leader just like any other completed items in the handbook.  Any Belt Loops or Pins earned should also be reported to their Den Leader.
      • The "Leader in Charge" that attends the summer camp should assist parents and other Den Leaders in identifying requirements that were completed and awards that were earned.  
    • The Den Leader will then include them in their normal awards tracking and reporting.
        
  • National Summertime Pack Award -- the Cubmaster or Asst. Cubmaster tracks this award based on the attendance sheets for all Pack Activities in June, July and August.
    • After the last August Pack Event, the Cubmaster will email the list of Scouts that qualify for the award to all Den Leaders.
    • Den Leaders review the list and report any discrepancies back to the Cubmaster or Asst. Cubmaster.
    • Cubmaster or Asst. Cubmaster emails the final list to the Awards Chair.
    • The rest of the procedure is the same as any other award tracked by the pack.
       
  • Special Den Awards -- Den Leaders can award special awards (such as Good Attendance) to the Scouts in their Den.  All of these are tracked and awarded by the Den Leader at Den Meetings; they do not need to be reported to the Pack.