2019 ANNUAL UNIT ELECTION

 INFORMATION for the UNIT LEADER

 Important 2019 Update –

Beginning February 1, 2019, unit elections will be permitted in Scouts BSA, Venturing, and Sea Scout units. The new Order of the Arrow membership requirements are as follows:

  • Be a registered member of the Boy Scouts of America.
  • Have experienced 15 nights of camping while registered with a troop, crew, or ship within the two years immediately prior to the election. The 15 nights must include one, but no more than one, long-term camp consisting of at least five consecutive nights of overnight camping, approved and under the auspices and standards of the Boy Scouts of America. Only five nights of the long-term camp may be credited toward the 15-night camping requirement; the balance of the camping (10 nights) must be overnight, weekend, or other short-term camps of, at most, three nights each. Ship nights may be counted as camping for Sea Scouts.
  • At the time of their election, youth must be under the age of 21, hold the Scouts BSA First Class rank, the Venturing Discovery Award, or the Sea Scout Ordinary rank or higher, and following approval by the Scoutmaster, Crew Advisor or Sea Scout Skipper, be elected by the youth members of their unit.
  • Adults (age 21 or older) who meet the camping requirements may be selected following nomination to and approval by the lodge adult selection committee.

 All Scout troops must be contacted and given the opportunity to request an election. All units must return the Unit Election Request Form even if there are no eligible Scouts for nomination. There is a place near the top of the form for the unit to indicate this.  Units that do not want an election also need to return this form, and there is also a place near the top of the form for the unit to indicate that.

 

Deadline for requesting an election 2/28/2019

All elections must be completed by 3/31/2019

THE ELECTION TEAM MUST LEAVE WITH THE NOMINEE FORM ELECTION INFORMATION FORM  AND THE UNIT ELECTION REPORT FORM AT THE END OF THE ELECTION.

The Order of the Arrow is Scouting’s National Honor Society. It recognizes those who best exemplify the Scout Oath and Law in their daily lives and, through that recognition, cause others to conduct themselves in such a way that warrants similar recognition, to promote camping, to develop leaders, and to crystallize the Scout habit of helpfulness into a life purpose of leadership in cheerful service to others. 

Each Scouts BSA, Venturing, and Sea Scout Units with qualified Scouts is urged to hold an election not later than March 31st, 2019  to select their candidates for the current year. The date and place of the election is selected by you, as the unit leader. 

Youth Membership Qualifications

  • Be a registered member of the Boy Scouts of America.
  • Have experienced 15 nights of camping while registered with a troop, crew, or ship within the two years immediately prior to the election. The 15 nights must include one, but no more than one, long-term camp consisting of at least five consecutive nights of overnight camping, approved and under the auspices and standards of the Boy Scouts of America. Only five nights of the long-term camp may be credited toward the 15-night camping requirement; the balance of the camping (10 nights) must be overnight, weekend, or other short-term camps of, at most, three nights each. Ship nights may be counted as camping for Sea Scouts.
  • At the time of their election, youth must be under the age of 21, hold the Scouts BSA First Class rank, the Venturing Discovery Award, or the Sea Scout Ordinary rank or higher, and following approval by the Scoutmaster, Crew Advisor or Sea Scout Skipper, be elected by the youth members of their unit.

Adult Membership Qualifications

Each year, upon holding a unit election for youth candidates that results in at least one youth candidate being elected, the unit committee may nominate registered unit adults, 21 years of age or older, to the lodge adult selection committee. The number of adults nominated can be no more than one-third of the number of youth candidates elected, rounded up where the number of youth candidates is not a multiple of three. In addition to the one-third limit, the unit committee may nominate the currently-serving unit leader (but not assistant leaders), as long as he or she has served as unit leader for at least the previous 12 months. Recommendations of the adult selection committee, with the approval of the scout executive, will be candidates for induction, provided the following conditions are fulfilled:

  1. Selection of the adult is based on the ability to perform the necessary functions to help the Order of the Arrow fulfill its purpose and is not for recognition of service, including current and prior achievements and positions.
  2. The individual will be an asset to the Order of the Arrow because of demonstrated abilities that fulfill the purpose of the Order of the Arrow.
  3. The camping requirements set forth for youth members are fulfilled.
  4. The adult leader’s membership will provide a positive example for the growth and development of the youth members of the Order of the Arrow.

The election should be held at a regularly scheduled unit meeting.  Every effort should be made to have100 percent attendance of both youths and adults at this meeting. An election team from the Order of the Arrow will be on hand to conduct the election.

Respectfully yours,

Kyle Van Hoesen                                                        

Ut-in Selica Lodge Chief

 

Paul Shimotake

Ut-in Selica Lodge Adviser

 

FAQ UNIT ELECTIONS RULES AND PROCEDURES

  1. Will camping be counted retroactively for those currently in Venturing and Sea Scouts?

A: Yes. Camping that has taken place within the two years immediately prior to the election will be counted beginning February 1, 2019. This camping must have taken place while an individual was registered with the BSA as a program participant and must be while participating with a BSA Venturing Crew or Sea Scout Ship.

  1. Can I be elected into the OA if I am over the age of 18?

A: Yes. As long as you are under the age of 21 at the time the election is held. If you are over 21, you will need to go through the adult selection process.

Q:  What if there are no eligible Scouts for nomination?

A:  Check the box on the Request for Unit Election form and return it to your district’s OA Chapter Adviser. 

Q:  How does the unit request an election?

A:  Complete 1) the Unit Election Request Form, and 2) the two-page Nominees for OA Election Form, and submit the properly completed forms to your chapter adviser who will schedule your election.

  1. Why must the Nominee for Election Information Form be in Excel format?
  2. A. All OA lodges are required to use the National Lodgemaster software. All candidate information must be uploaded into Lodgemaster from an Excel file. Data cannot be uploaded from a Word file. 
  3. Why must the Nominee for Election Information Form be typed?
  4. A. The Lodgemaster software cannot decipher handwritten information.
  5. Why must the BSA ID number be provided?
  6. The Order of the Arrow is an integral part of the BSA. All OA lodges are required to perform an annual audit of its members to verify that all lodge members are currently registered with BSA.  First name, middle name or initials, and last name must be an exact match to the Council’s data in Scoutnet.
  7. Where can the unit leader get the BSA ID number for their nominees?
  8. BSA ID numbers for all registered members are included in your unit’s annual recharter report. It is helpful for your Scouts to have their ID numbers as they will need it for their Eagle application.  It is also helpful for your adults to have their ID numbers as they will need it for all their online training such as Youth Protection Training.  If you do not have a current copy of your unit membership list, request one from your unit commissioner or your district executive.  They are there to help you.
  9. Why must the date of birth be provided?
  10. Two reasons – it is one of the criteria used to verify membership in the annual BSA membership audit. The Lodgemaster software also uses the date of birth to calculate whether a member is a youth or an adult.
  11. A Scout who recently joined my unit camped a lot in his previous unit. Should that camping be counted when deciding if he can be listed on the election ballot for my troop’s unit election?
  12. Yes. All camping done by a Scout while registered with a Scout unit counts towards the camping

      requirement for membership qualifications, as long as the camping was within the last two years.

  1. A Scout in my troop is also registered in a Venturing crew. Can camping trips with the crew

      count towards the camping requirement?

  1. A. Yes, provided the Venturing Crew camping was “under the auspices of the BSA,” the camping nights can be counted towards the camping requirement.

 

  1. What does “… under the auspices of the Boy Scouts of America” mean in the camping requirement?
  2. It means: Camping conducted within the guidelines of the Boy Scouts of America, amongst other things, to conduct the program in accordance with the Guide to Safe Scouting and all youth protection guidelines, and if water sports are conducted, using Safe Swim Defense and the buddy system, using             a Tour Plan, and all other policies in force not specifically listed here. Ultimately, the local council is the     final arbiter of whether an encampment is in compliance and therefore under the auspices of the BSA.
  3. If a Scout goes to summer camp and a jamboree in the same summer, how do these count towards the camping requirement?

A:  Only one long term camp can be used towards the camping requirement. For a Scout who attends summer camp and a jamboree in the same year, five nights of the time at summer camp or at the jamboree (but not both) can be used towards the camping requirement. Only a maximum of three nights of the other long term camp can be counted towards meeting the short term camping requirement. A minimum of ten more nights of short-term camp would also be required to meet the camping requirement.

Q:  What is the definition of an active member?

A:  A Boy Scout or Varsity Scout who is a current registered member of the Mt. Diablo Silverado Council and participates in at least some unit activities during the year is considered to be a registered active member of the unit.  For example, a youth away at college who participates in some unit activities when home, such as campouts, camporees, or occasional unit meetings, should be considered a registered active member. A youth who moves away or drops out of the unit because of other interests would not be counted in the registered active membership figure.

Q:  Can your unit conduct its own election?

A:  No!  The election team must be a trained two- or three-member election team from another unit within your council.  Your unit’s troop/team representative may assist with the election, but cannot take the lead in conducting the election.

Q:  Who can vote?

A:  In Boy Scout troops and Varsity Scout teams, every registered active member of the unit under age 21 at the time of election is eligible to vote in an Order of the Arrow unit election.  

Q:  What percentage of the unit’s youth membership must to present before an election can be conducted?

A:  50% of the unit’s membership must be present.

Q:  How many votes must a Scout have to be elected?

A:  All nominees who receive votes from at least 50% of those who turned in ballots are elected.

Q:  What happens if no one is elected?

A:  If no one is elected, the OA team announces this fact and states that the unit will now be given the opportunity to vote again.  Time is allowed for further explanation of the purpose of the Order and the election procedures, and for any questions.  No information about the votes received by candidates is to be revealed at any time.  The second ballot is then held immediately, and if the unit still elects no one, this is the final result for this year’s election.

  1. Do youths have to be present for an election, or can they participate by phone or Skype or vote through an absentee ballot?
  2. Yes! All youths must be physically present to vote in a unit election. Voting by phone, Skype, absentee ballot, etc. is not permitted in unit elections.
  3. Do youths have to be present to be placed on the election ballot and be elected?
  4. No! All Scouts who meet the eligibility requirements should be included on the election ballot, even if some of these Scouts are not present when the election is being held.
  5. What’s the status in the OA of assistant Scoutmasters and assistant Varsity Scout Coaches who are under age 21?
  6. Young adults ages 18 through 20 are considered youth members of the Order of the Arrow. Because of this, assistant Scoutmasters and assistant Varsity Scout Coaches who are 18, 19 or 20 years old and who meet the youth eligibility requirements should be included on election ballots whenever an election is held in a troop or team, and these young adults should be allowed to participate in the election.
  7. What if a Scoutmaster or Varsity Scout Coach mistakenly certifies a Scout as eligible for election when he is not eligible and that Scout is subsequently called out?
  8. If a Scout was incorrectly elected, but not called out, the Scoutmaster or Varsity Scout Coach needs counsel the Scout and explain to him that a mistake was made. Encourage the Scout to remain involved and committed so that he may appear on next year’s ballot.

      If a Scout was incorrectly called out but not inducted, he will not be inducted. Again, the Scoutmaster or Varsity Scout Coach needs to conference with the Scout.

      If a Scout was incorrectly inducted, the Scout will be allowed to retain membership in the Order of the Arrow. The Scout will be counseled about the circumstances with guidance from his Scoutmaster or Varsity Scout Coach and the chapter or lodge adviser so that they can help the Scout mature, participate, and be successful in the Order.

  1. What if the Scoutmaster discovers the he accidentally left some Scouts off the list of those eligible for election? Can the unit have another election?
  2. Election policies are set by the National OA Committee to ensure uniformity across the nation. One longstanding policy is that a unit may have only one election per year. While it’s regrettable that the Scoutmaster did not provide a complete list of eligible Scouts for the election that was held, national policy does not permit an additional election to be held to address the issue.

Q:  When can election results be announced?

A:  As soon as the election is completed, the unit leader may or may not choose to announce to the entire unit the names of members who have been elected.   Candidates will be called out at the earliest possible time, usually at the district camporee, or a special ceremony. If a unit leader request to know the results of the election, the chapter cannot withhold that information.

Q:  Can a candidate complete his Induction with a lodge not chartered by the council that your unit is chartered with?

A:  NO!!! Newly elected candidates for membership in the Order must complete his induction and be inducted into the Order by the lodge that serves the council in which the unit is chartered.  Out-of-council Ordeals are not permitted.

 

  1. How much time does a candidate have to complete his induction?
  2. A candidate has one year for the date of his election to complete his induction. The Ut-in Selica Lodge will provide three opportunities during the year.  Should the candidate not complete his induction during the period, he will need to requalify and get elected by his unit again.

 

Mt Diablo Silverado Council
800 Ellinwood Way
Pleasant Hill, CA 94583
(925) 674-6100.

OA 4 color small

Pleasant Hill Scout Shop
800 Ellinwood Way
Pleasant Hill, CA 94583
(925) 674-8500.

© 2018 Mt. Diablo Silverado Council, All rights Reserved.

Close Menu