Chapter 4 - Organizational Structure
The White Stag Association, a non-profit association of alumni,
sponsors the White Stag Leadership Development Program in the San
Francisco Bay Area. The Association is a chartered partner with the Boy
Scouts of America and sponsors Exploring Posts in the various Councils the
White Stag program operates in.
The Monterey Bay Area Council sponsors the White Stag program in
Monterey as its official Junior Leader Training Program. That organization
is currently exploring organizing its own non-profit organization to
support its ongoing activities.
While separate Exploring Posts may be chartered in different councils
for the sake of registering youth within the council's borders, the youth
meet jointly to plan their summer camp program. When there is more than
one summer camp program, the two programs may operate independently.
The Association is responsible for approving the Post Committees'
selection of a Post Advisor. The post members, or youth staff, elect their
own officers. The special interest of the Venture Crews is leadership
development. The officers carry out the normal duties and functions of
post offices, including participation in Council Exploring President
Association meetings. The Exploring program provides an additional
opportunity for youth to learn and apply leadership within the White Stag
Members of the White Stag Leadership Development Program carry out
roles in one of two categories: program or administration. Program staff
are typically responsible for implementing the leadership development plan
while administration staff fill essential operational and support roles.
The entire organization is illustrated in Figure 4-1
We have also learned over time that individuals gain the most from
participation in a leadership development experience when they are
repeatedly exposed to the leadership competencies over a period of time.
This enables people to integrate the leadership concepts as they are able
to understand them.
Individuals can experience leadership development at a level consistent
with their maturity level. The program uses a three-phase, nine-level
structure, as shown in Table 4-1
|Program Phase Structure
||Phase 1 — Patrol Member Development
||Phase 2 — Patrol Leader Development
||Phase 3 — Troop Leader Development
|| Teaches group membership skills.
|| Teaches group leadership skills
|| Teaches leaders to lead group leaders
- For youth ages 11–13 (or have completed 5th grade)†
- For youth ages 13–14†
- Completed Level 1‡
- For youth ages 15–17†
- Completed Level 2‡
- Participants learn basic camping and team member skills
- Experience how the dynamics of membership in a dynamic, tight-knit team
- Taught entry-level skills of team membership and leadership
- Includes a one-night backpacking trip
- Participants learn the skills of a leader of a small dynamic teams
- Participants take turns acting as a team leader
- Taught advanced skills of team leadership
- Includes a two-night backpacking trip
- Participants learn leadership of two or more small teams
- Participants earn opportunity to lead several small teams
- One participant is chosen by youth staff each day to lead the entire level
- Taught advanced skills of multi-team leadership
- Taught how to teach others leadership skills
- Includes a three-night backpacking trip
|Likely roles at home
- School band section leader
- Troop Patrol Leader
- 4-H club officer
- Class vice-president or other officer
- Troop Senior Patrol Leader
- Vice-president 4-H
- School class vice-president
- Troop Senior Patrol Counselor
- School class president
- School band president
- Athletic team captain
- Church leadership role
- Club president
|Youth Staff Levels
- For youth age 14–15†
- Completed Level 2
- For youth age 15–16†
- Completed Level 2 or 3
- Served on youth staff level 4
- For youth age 16–20†
- Completed Level 2 or 3
- Served on youth staff level 4 or 5
|Adult Staff Levels
|Adult Staff Requirements
- Completed one or more Levels 1–3
- Served on one or more youth staff Levels 4–6
- Phase Advisers (age 21+; minimum 3 years as Asst. Phase Advisor)
- Assistant Phase Advisers (age 18+; minimum 3 years serving in Levels 4–6)
||Camp Director | Program Director
Administrative Committees | Operational Committees
|| The Camp Director and Program Director must have served for at least five years on adult staff levels 7–9. They must meet National BSA Scout and Venturing Program requirements. Committees are composed of interested parents and adult alumni who fulfill critical support roles including registration, treasury, commissary, quartermaster, evaluation, marketing, and medical roles during the year and at summer camp.
|| ''† The age levels are not absolute, but for guidance in placing participants in the phase most suitable to their needs.''
‡ ''Prior attendance of earlier levels is encouraged, but not necessarily required.''
We expect that individuals entering one of these levels will possess a
set of skills or a body of experience that will help them succeed in that
level. These are outlined in Table 4-2.
Staff Development Experiences
With the benefit of hindsight, we've learned that individuals profit
most from participation in White Stag when they attend certain levels of
phases in the program before others. The experience and knowledge they
gain is cumulative. Table 4-2 illustrates recommended staff experiences or "channels" for growth in the
program. There will be instances where an individual's background,
maturity or other factors will mitigate what the chart illustrates; the
chart is not ironclad.
Anyone may repeat any phase level--the goal is personal growth. Growth
is defined and measured using Leadership Growth Agreements. A
person may also repeat a position after having served else-where, either
at a lower or higher level. However, it is rare for someone to return to a
youth staff posi-tion after becoming an Assistant Phase Advisor, because
the minimum age requirement for the latter is 18. It is generally
recommended that Phase Advisors have been Assistants in the same phase.
Phase Advisors and Assistants may also enter laterally, usually from
another phase and sometimes from the corps of supportive and interested
parents and leaders
The White Stag Leadership Development Program function has three
- Patrol Member Development (PMD), Phase 1
- Patrol Leader Development (PLD), Phase 2
- Troop Leader Development (TLD), Phase 3
Each phase is directed by an adult Phase Advisor. Adults also act as
Assistant Scoutmasters and are
members of the post committee. Members of the youth staff in turn usually
act as patrol leaders and counselors to a patrol of 6-8 candidate
participants during the summer camp.
In Patrol Member Development, the youth staff provide the Patrol
Leaders (PLs) and Senior Patrol Leader (SPL) for the candidates.
Patrol Leader Development candidates elect their own PLs with some
guidance from the youth staff. The youth staff, with adult input, elect a
Senior Patrol Leader (SPL) from among their peers who then leads the troop
during summer camp.
The candidates of the oldest group, Troop Leader Development, elect
their own PLs, though with some guidance from youth staff. The youth staff
also guide the candidates in selecting a new SPL each day of the summer
camp. This individual is the Patrol Leader of the "senior patrol of the
The Post Advisor also fulfills the role of Program Director. The
Director, along with the post committee, chooses the Phase Adult
Leadership, who select their Assistant Scoutmasters and youth staff.
Other program responsibilities include spirit and traditions and
evaluation. There may or may not be individuals who have these
responsibilities as their sole assignment.
While White Stag is chartered as an Venture Crew, the summer camp
participants are primarily members of Scouting units. The adult leaders,
therefor, wear two hats: first, as advisors to the youth staff and,
secondly, leaders to the summer camp program. So the leaders are both
Assistant Post Advisors and Assistant Scoutmasters. Table 4-1
below illustrates the organizational structure of the Phases.
The job descriptions following are meant to serve as guidelines. As
different people accept certain positions, some responsibilities may be
moved from one person to another based on individual capabilities, time,
and so forth. They are written down in the hope of establishing a complete
understanding by all of what the complete responsibilities are.
Post Advisor/Program Director
- Manages the development of the goals and objectives for the White
Stag Leadership Development Program, including the objectives for adult
staff training, Candidate-DayTM, the annual summer camp, and
the IndabaTM and in keeping with the principles of the
- Is responsible for the successful accomplishment of all stated
- Coordinates administrative functions with the Committee Chairperson.
- Insures that the program is administered in accordance with the
policies of the Boy Scouts of America and the White Stag Association.
- Counsels adult staff members in personal growth agreements.
- Counsels Post Committee in setting goals and objectives for
- Sets standards by example for performance and commitment.
- Coordinates council and district activities with post program for
maximum benefit for the program.
- Recruits, trains and inspires adult staff members sufficient to
carry out the mission of the Post.
- Supervises ad-hoc committees as required.
- Reviews health and safety activities of post with the appropriate
representatives of the Association, council, Assistant Scoutmasters and
health and safety committee member(s).
- Files local and national tour permits for all post activities.
- Coordinates post activities and functions with the post officers,
including annual elections.
- Supervises the Assistant Scoutmasters.
- Manages the learning of all adult staff and counsels them about
their own leadership and their phase program's implementation of the
White Stag program.
- Coordinates and manages the schedule of all activities during the
- Supervises the program functions in leadership development of the
post, insuring that positions are filled with the best individuals
available and that duties are carried out in a timely and first-rate
- Gives guidance to program evaluation, including the preparation of a
final evaluation within 90 days of the summer camp to be submitted to
- Maintains communication with the White Stag Association (the program
sponsor) through contact with the Institutional Representative and
annual reports to the Association Board.
- Manages the development of goals and objectives for each phase in
accordance with the stated goals and objectives of the post and in
keeping with the principles of the Association.
- Manages the learning of and counsels phase adult and youth staff
members in key leadership competencies and other pertinent attitudes,
skills and knowledge.
- Manages the phase program and activities and coordinates them with
the Post Advisor/Program Director.
- Represents phase interests to the Post Advisor, and post interests
to the Phase.
- Manages the successful accomplishment of all stated objectives.
- Recruits, trains, and inspires sufficient adult and youth staff
members to carry out the mission of the phase.
- Develops a calendar for staff development based on a needs
assessment of all phase members at the beginning of the yearly training
- Manages the evaluation of phase program, activities, staff and
candidates, including a final evaluation and written report to the post
committee within 60 days following the summer camp.
- Is responsible for the health and safety of all phase candidates and
- Reviews plans with health and safety director.
- Sets an example of excellence in personal leadership behavior.
- Is responsible for a written evaluation of each youth staff member
and candidate, and the transmittal of that report to each person's home
unit or organization leader following the summer camp.
- Has at least one year experience as an Assistant Phase Advisor.
- Files Local Tour Permits for all Phase activities.
Assistant Scoutmaster, Spirit And Tradition
- Manages the appropriate display of totems, mementos, and flags at
those events warranting such, and insure their proper storage.
- Collects and maintains with explanations for historical reference
and program guidance all White Stag symbols, lore, traditions, legends,
- Supervises and assists phase Spirit and Tradition personnel in their
activities during the year, including opening ceremonies, the adult
neckerchief ceremony, staff neckerchief ceremony, candidate neckerchief
ceremony, and the final tri-phase closing ceremony at the summer camp.
- Supervises and manages the implementation of the total awards system
- The records include candidate, staff and adult levels, years of
active service, capacities served, and outstanding recognition
- The system includes all program symbols, totems, staff and
candidate certificates, White and Silver StagTM Awards,
KrackenstockTM, and so forth.
Assistant Scoutmaster, Evaluation
- Is responsible for and supervises the entire evaluation effort
within the program.
- Maintains confidentiality of records when required, and insures that
all needed information is relayed in the most efficient and
understandable form to the appropriate parties.
- Is responsible for developing and maintaining all evaluation forms
and methodologies used by each phase.
- Work with a designated youth and/or adult member of each phase and
insures that evaluation is carried out in an objective and timely
- Writes a summary of key evaluation findings and is responsible for
- Follow-up on these findings to insure their appropriate application.
- Coordinates with the Advisor in the design of the evaluation plan
and instruments as the year's goals and objectives are developed.
The administration function supports the program activity, including
staff training and the summer camp. Its responsibilities include
registration, recruitment, budgeting, equipment procurement and
maintenance, health and safety, and commissary.
The relationship between the Exploring Post structure and the
requirements of the White Stag Leadership Development Program are
illustrated in Figure 4-1. The
following pages describe the roles and responsibilities of all adult
members of the program.
- Supervises the operational and administrative functions of the post
committee, insuring that positions are filled with the best individuals
available and those duties are carried out in a timely and first-rate
- Recruits and trains committee members as needed with the assistance
of the Scouting Coordinator.
- Assigns responsibilities to each committee member and follow up on
- Guides the committee members in support of the Advisor and
encourages them to be involved in the post program.
- With the Post Committee's assistance, recruits Advisors and
Associate Advisors as needed.
- Keeps the White Stag Association informed of the Post program.
- Participates in and represents the Post at Council Explorer
committee activities, and represents to the Post the activities of the
council and district.
- Conducts regular meetings of the post committee.
Assistant Committee Chairperson--Support
- Supervises all operational functions in preparation for camp,
- Assuring the ordering of equipment for camp, and the delivery of
equipment to camp.
- Supervising Quartermaster, Commissary, Registration and Health and
- Serve as liaison and communication link between Assistant
Scoutmasters and support activities during camp, and between Camp Ranger
and all program and support personnel.
- Assists the Committee Chairperson as needed.
- Maintains current Post membership records.
- Is responsible for the collection of all fees and dues, and turn
them over to the Committee Treasurer for deposit.
- Assists rechartering the post on time each year.
- Is responsible for the proper and accurate collection of all forms
required by the post committee of post members and candidate
- Secures mailing labels for the Committee and Post Secretary's use.
- Collects balance of fees for summer camp and for guest meals in
- Assists the Committee Chairperson in the rechartering of the post
- Is responsible for the maintenance of accurate and up-to-date
bookkeeping records of all post money transactions for all accounts.
- Insures safekeeping of all income and maintains complete records of
- Maintains a prudent reserve of funds from year to year.
- Insures complete and prompt payment of all debts.
- Assists the post committee in developing a prudent annual budget and
an accurate, timely projection of expenses and income.
- Provides the post committee with regular, current reports of income
Public Relations Director
- Manages the writing and release of noteworthy White Stag news
reports to appropriate news media.
- Collects pictures of all White Stag events and puts them together in
a form illustrating the salient points of the White Stag concept,
objectives, structure and program.
- Promotes White Stag throughout the Bay Areas to insure all
appropriate people are adequately informed about the program's
objectives, concepts, important dates and pertinent procedures
- Assists in the orientation of new adult members regarding the
objectives underlying concepts and staff structure of the program.
- Maintain accurate minutes and records, and distribute them to all
members with the meeting agenda to all members five days prior to all
- Is responsible for the cataloging, maintenance in a retrievable
form, and filing of all evaluation reports, course development material,
committee reports, books, periodicals, and forms comprising the White
Stag library and archives; making their location known; and maintaining
and circulating a current list of the materials.
- Is responsible for any mailing to White Stag members, candidates, or
associated youth organizations and leaders.
- Publishes, with input from the Advisors and Post Committee, an
annual calendar for post committee and youth staff meetings.
- Supervises adult and youth staff members in the carrying out of
- Maintains an opening and closing inventory for all equipment, noting
its condition upon issuance and return.
- Supervises the procurement, delivery, safe storage and maintenance
in good order of all equipment required at any White Stag event.
- Is responsible for the distribution and proper use of all equipment.
- Recruits, trains and inspires youth and adult staff sufficient to
carry out these tasks.
Food And Commissary Director
- Helps the youth staff to develop and write complete menus, including
preparation instructions if appropriate, for Candidate-Day, the summer
camp, and the Indaba, as needed.
- Is responsible for ordering and procuring food for all events as
- Is responsible for the storage, distribution, quantity, and quality
of food in the central kitchen area during summer camp.
- Supervises food preparation for support staff during the summer
camp, for the final meal of the summer camp, and for other meals as
- Supervises food distribution to the candidates during summer camp.
- Recruits, trains and inspires youth and adult staff sufficient to
carry out these tasks.
- Prepares a budget for food purchasing for the summer camp each year.
Health And Safety Director
- Possesses proper certification in required first-aid skills.
- Maintains and enforces up-to-date health and safety protocol for the
post and all events.
- Insures proper safety precautions in accordance with National BSA
standards for all camp waterfront activities.
- Is responsible for proper medical facilities, equipment and staff
for the post and for all events.
- Properly files all medical and consent forms and insures their
prompt return after the summer camp.
- Maintains in writing notice of his current whereabouts in camp at
all times during the summer camp.
- Responds to all emergencies as per the health and safety emergency
protocol, and is responsible for the treatment and evacuation if needed
of all persons requiring first aid.
- Maintains an accurate, up-to-date log of all persons, their injuries
and diseases treated, date treated, diagnosis and disposition.
- Supervises a designated individual in each phase who is responsible
for first aid and insures appropriate training for him or her.