Protestant Committee on Scouting

Bartle Scout Reservation

Protestant Chaplain Staff Guidelines

 

 

General Guidelines

 

·       All chaplains will arrive at camp by 3:00 on the afternoon prior to the session beginning ( this is the arrival date for all commissioners).

           

·       All male chaplains will reside in the Protestant Chaplain cabin.

 

·        Health Forms – must be current and turned in at Health Lodge on arrival to camp.  If health issues have arisen since the last physical date, there needs to be immediate consultation with the Reservation Health Staff and the Reservation Chaplain.  Recommendation by Reservation staff in regards to changes in status for employment will be considered if needed.

 

·       All meals will be in the camp Dining Hall, unless chaplain is on an outpost .

 

·       Uniform will be worn in compliance with the camp staff uniforming policy:

·       BSA green socks with red band on top (ankle, crew, long)

·       BSA green shorts

·       BSA web/leather belt

·       Bartle staff t-shirt – previous years are permissible

·       Bartle staff reservation hat – optional item

·       Class A for appropriate times

·       Khaki shirt with green shorts, or

·       Venture shirt with grey shorts (if registered in a Venture Crew)

 

  • Unacceptable uniforming includes:
    • White socks, of any kind
    • Non BSA shorts, of any color
    • Open toed shoes
    • Other BSA program uniforms (e.g., Venturing or Cub Scout t-shirts, shorts, hats, etc.) – Except at Class A events.

 

 

·       Time separation and utilization – this is being done in order to better serve the camps and the ministry, to which we are called to serve.  This time schedule is flexible in order to serve the needs of the camp.

·       2/3 with troop visitations (in assigned camp), at outposts or in program areas

·       1/3 with chaplain’s own troop (if in camp), with commissioner staff, with other Scouting friends

 

·       Camp school will be expected for all chaplains – this is offered as a tool in order to prepare all chaplains in the best way possible.   Heart of America Council asks that all staff be properly trained and also we want the best tools in order to serve God in our ministry.  We do understand that work and family constraints can be a concern and will be discussed with chaplains on an individual need.

·       All first year chaplains will be expected to attend prior to attending their first session at camp

·       Renewals will be maintained every 5 years

·       If payment has been made for camp school, refund will be expected in return for not attending.

 

·       Evaluation

·       Every year – chapel events will be evaluated by 3 blind forms, as well as chaplain self distribution of 3 forms.

·       Chapel events will be video taped by new chaplains on year 1 and reviewed by reservation chaplain and in consultation with the presenting chaplain.  This evaluation time will be completed by the end of the session.

·       All returning chaplains will have chapel services video taped every 3 years with evaluation by reservation chaplain or chaplain team leader and consultation with chaplain within one month of returning from camp.

·       There will be a written evaluation provided for all chaplains.

 

General Expectations:

 

  • Sunday’s are not considered a day off.  Scouts and families still need to see you.  Homesickness will take its toll at the end of this day.

 

 

 

Practical Points of Interest

 

Check in Day

  • When you arrive at camp on the first day, please come to RHQ (Reservation Headquarters) and turn in your paperwork, and then go the Cortez Health Lodge and turn in your health form.  You will receive your t-shirts, hat, etc., from RHQ staff.

 

  • You then proceed to the Maintenance Barn (on the road just after turning at the Indian) and sign out a key to the cabin and a radio.  The chargers will be in the cabin, along with an extra battery.

 

  • You will then go to the Chaplains’ Cabin on Chapel Hill, just down the road from the Maintenance Barn.  We are the third cabin in, on the end.  You will have time to move in, settle your belongings and get acquainted t with the other chaplains.

 

  • After all of the session chaplains all present, you will all will meet as a group with the Reservation Chaplain and review anything that is new for the session, etc.  This is a time to make sure things are in order for chapel services.  We will then set up times to meet individually and go over your chapel service.

 

  • You then have the evening to meet the commissioner staff, meet the staff, and just get acquainted.  This is a time to see if there is anything on check in day that you might be able to help with.

 

  • Please keep the radios on and keep in contact for questions, etc.

 

 

Pop and Water

  • There will be some pop and water in the cabin for you to drink and use.  Please keep the cabin clean and tidy.  This makes it easier at the end of the session for you.

 

End of Session / End of Summer

  • At the end of the session, the cabin needs to be cleaned out, bathroom cleaned and floors swept out.  Leave the AC on for the incoming chaplains.

 

  • At the end of the summer, there is more cleaning to do, including the AC filters, unplugging the hot water tank and removing all water and pop from the cabin.

 

  • There are complete guidelines printed and in the cabin.

 

Schedule for Day

  • Chaplains will comply with the regular schedule and routine of the camp, please arrive promptly for meals and other gathering times, including leaders’ meetings at 10:00 am in the gathering space.  The leaders meetings occur each day and you will have a chance to share BRIEFLY about programming, etc. 

 

  • See the Leaders’ Guide for questions concerning the daily schedule of the camp

 

Day Off

  • The contract you have signed does not allow you time off.  If you need to leave the reservation, to get supplies, etc., let the Reservation Chaplain know that you will be leaving.  This allows for continued coverage in your absence.  Also, you will need to let the Camp Director and Commissioner Staff know that the Reservation Chaplain will handle your calls, while you are off the Reservation.  Please, do not leave on Visitor Sunday, as this is one day that families and youth need you to be present.

 

Leaving Camp End of Session

  • When you are ready to leave camp, take the radio and key back to the Maintenance barn and sign them in.  Also, let the Reservation Chaplain know that you are leaving.  Pick up your health form in the Health Lodge and you will be free to leave.  Have a safe drive home!!

 

 

Chaplain’s Aides

  • Chaplains’ Aides are assigned to each camp.  These young men are to help in the planning and preparation of your service.  Please connect with them early in the session, talk through your service with them and then let them know what they are expected to do.  They will be trained in general responsibilities during staff week, but you will have to be specific about what you want them to do.

 

  • Your Chaplains’ Aide will be able to handle the offering received, including counting and securing it in the camp office.  He will be able to hand out New Testaments and will be willing to lead any part of the service you would like him to.  Again, please be specific with what you expect, otherwise there is disappointment on your side and his.  He will be able to help in recruiting other staff to usher, help with a skit, etc.

 

New Testament Distribution

  • New Testaments will be handed out at the end of the service, only to those who wish to receive one.  You will let the people gathered know that they will be able to take one, if they wish.  Then as they leave, have them available. See and follow the New Testament Distribution Guidelines.

 

Numbers Needed

  • Please count those in attendance at your service and know how many New Testaments were taken.  Also, you will need the receipt for your offering from the camp office.  The counts will be placed on a form in the cabin, and there will be an envelope for the offering receipts to be mailed on Monday following the services.

 

CCLI

  • CCLI – Christian Copyright License – One of the following needs to accompany any printed words that you use in a chapel service:

o       “Used by permission, CCLI #1824296.”  OR

o       “From the public domain.”

 

  • This link may help you determine whether or not a song is in the public domain.

 

  • Please leave a list of songs you have used during your worship time.  We need to send in a form periodically and list all the songs we have used.  Again, a place will be provided for that information.

 

Log Books

  • Log books will be available in the cabin for each camp.  During the day, please take time to record what has been happening.  This is a good record for the ministry leadership and the chaplains that follow you to see what has happened during your session.  Especially if you work with staff, the next chaplain will be able to see what you have done.  Also, what has happened in camp affects the next session.  These are confidential; therefore, please include any information that you feel we may need to know in the future.

 

Laundry Facilities

  • Laundry facilities are available in Iconium.  Please DO NOT use the facilities in Family Circle or in the staff areas.  Those are used by summer resident staff.  If you need laundry done, please let the Reservation Chaplain know you will be leaving the camp, but you may leave for that purpose.

 

Ceremony Attendance

  • For ceremony nights – please bring the appropriate attire for Mic-O-Say or wear Class A uniform.  You are encouraged to attend all ceremonies, but if you will be remaining in camp to help with a troop, let the camp director know that.  It is important to have communication with him regarding helping out units.

                                                                                                                                                                       

Evaluation Forms

  • Camp Directors and Lead Commissioners will be asked to fill out an evaluation form at the end of each session.  These are tools to help us continue to better the program and help you grow in your journey in this ministry.

 

  • Evaluation forms will be completed during and after Sunday chapel times.  Both blind and known participants will be asked for the evaluation.

 

  • Video evaluation will also be done on a rotating basis.

 

 

Stipend/Reimbursement

  • You will each receive a $75 stipend per session.  If you have expenses you would like to be reimbursed for, please contact the Reservation Chaplain before making purchases, and you will be given approval to be reimbursed.  Receipts are turned in to the Reservation Chaplain and then the reimbursement will be sent.