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The NCAP Authorization Process: The First Step for all Camping Operations
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The NCAP Authorization Process: The First Step for all Camping Operations

2022 Articles Edition

  • Steve Phillips, NCAP Authorization Chair and Brian Gray, NCAP Staff Adviser
  • Apr 22, 2022

NCAP

The NCAP Authorization Process: The First Step for all Camping Operations
2022 Articles Edition
  • Steve Phillips, NCAP Authorization Chair and Brian Gray, NCAP Staff Adviser
  • Apr 22, 2022

In 2013, the Boy Scouts of America implemented the National Camp Accreditation Program (NCAP). NCAP was established to help councils elevate camps to new levels of excellence in delivering Scouting’s promise to youth. Since then, Councils have engaged in rigorous reviews of their camps and properties, challenged to have continuous improvement plans, while also reviewing their facilities and programs to eliminate any substandard practices. 

The Outdoor Programs & Properties Team sat down with Steve Phillips, the National NCAP Committee Authorization Chair to talk about NCAP, explain the authorization process and why this first step may be the hardest but how it helps the council.

 

Outdoor Programs & Properties:   So, what does “authorization” really mean to a local council?

Steve:  Well, first let’s try to clear up a confusing word – and that word is camp.  In the Boy Scouts of America, camp can refer to a property, or to the program that is being conducted.  So, because of this, the BSA states that for a BSA Council to operate a camp, meaning the property or the program, they must be authorized to do this.  When a council completes the NCAP Authorization, they are given authority to use the BSA brand, operate BSA programs, and use the BSA insurance for official BSA programs.

 

Outdoor Programs & Properties:   So, are you saying the NCAP authorization gives a council the ability to operate all camps and programs?

Steve:  Each council’s NCAP authorization will list the camp properties that they operate, and what types of camp programs they offer at that property.  The property will then specifically be authorized to operate unit camping, day camps, short-term camps, and long-term camps on each camp property. 

Through the national NCPA authorization, a council will also be authorized to locally “authorize” their council’s day camps and short-term camps throughout the council. 

 

Outdoor Programs & Properties:   What is all involved in the authorization and what are you looking for?

Steve:  The actual authorization process starts with the “Analysis” step. During this step, the council will complete numerous documents looking at their properties and camp(s) through various lenses.  They will gather the attendance and financial information on both the council, and the specific camp properties.  They will also look at the facilities and the programs, which will assist them in creating plans for improvement.  This planning stage is a key component to the overall authorization process by assisting the council in creating a year-by-year plan of improvement.

 

Outdoor Programs & Properties:   Once the council gathers this information, what is the next step?

Steve:  The next step is to share the data with their council’s leadership.  By this I mean that the information that is gathered is only as good as what it is used for.  The gathering of this data helps “paint a picture” of the property, its camps and how they effect the council.  The board members may not always be able to get to the camp, this is an important way to bring camp to the board!  Share the pictures of the camps, let them see what they have so that when the camp needs support or improvements, they have a better picture of why.

Also show how the camp(s) are doing financially.  A lot of councils have found that they were subsidizing some of their camps, or all of them by a lot more than they realized.  Once the board knows the true picture, then they can help solve the challenges.  The final step of an authorization process is to have the board approve the authorization application. The application is then submitted to the National NCAP Committee.

 

Outdoor Programs & Properties:   After the application is turned in, then what happens?

Steve:  The National NCAP Authorization team has a team of trained volunteers, called authorization reviewers,  that review the applications, evaluate the information provided and then write up the official “Authorization to Operate”.  This authorization will include what types of camp programs are approved, while also identifying if there are any items that are needing to be looked at or done by the council.  Then the documents are reviewed by a national staff member a final time to make certain that the reviewer did not miss anything and to make certain that it is a fair evaluation.  The council is then sent the documents for them to sign and agree too.

 

Outdoor Programs & Properties:   How many councils go through this process yearly?

Steve:  The BSA has about 250 councils and there are about 50 councils a year that complete this process.  The authorizations are for 5 years so we try to level out the numbers to keep the process running smoothly.

 

Outdoor Programs & Properties:   Is there anything else you would like everyone to know?

Steve:  The NCAP Team realizes that there is a lot of time and energy that is put into the authorization, but we hope that everyone understands that the process is designed to benefit the council and their strategic planning.  There are a lot of councils that have looked at their data and realized that they were not doing as well as they thought they were doing.  There were expenses that they never took into consideration when looking at the bottom line.  Through seeing these “challenges”, some councils have changed the way that they were doing things to make camp at least balance financially if not creating a revenue.  They also started looked at the facilities with a different set of eyes.  The authorization process is a crucial tool in the NCAP toolbox!

 

See the rest of the articles from the 
2022 Articles edition
See the rest of the articles from the 
2022 Articles edition

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NCAP

Nine Years Later – How NCAP Supports BSA Camping

In 2013, the Boy Scouts of America implemented the National Camp Accreditation Program (NCAP) which was established to help councils elevate camps to new levels of excellence in delivering Scouting’s promise to youth. At this time, Councils became engaged in rigorous reviews of their camps and properties, challenged to have continuous improvement plans, while also reviewing their programs to eliminate any substandard practices. 

The Outdoor Programs & Properties Team sat down with Carl Nicolaysen, the National NCAP Chair to talk about NCAP and what it is all about as we reflect on nine years of NCAP!

Outdoor Programs & Properties:   What is the main purpose of the National Camp Accreditation Program?

Carl:  To help councils elevate camps to new levels of excellence in delivering Scouting’s promise to youth.  This is done through promoting top quality programs, health, safety, and the well-being of every camper, leaders, visitors, and staff.

Outdoor Programs & Properties:   What do you mean by your comment  “delivering Scouting’s promise to youth?

Carl:       Every time a youth is recruited to join Scouting, we promise that they will have the best outdoor experience available – NCAP was designed to help councils to meet the promises that were made.    The BSA is known as experts in camping and NCAP helps councils meet the minimum requirements, or standards, to deliver the level of Scouting that the youth, and their parents want them to have. 

Outdoor Programs & Properties:   Each and every council seems to have a lot of different types of camps, how do they know what standards they must follow?

Carl:  There are a set of standards that the different classifications of camps must attain, and it also is determined what programs they are offering.  These standards are reviewed each year by subject matter experts to make certain that they are still relevant, and they are helping to guide the councils to success. We continually take a look at these classifications, and they have changed quite a bit over the last nine years.

Outdoor Programs & Properties:  So, all a council must do it follow the standards?

Carl:  Not quite. The standards are set up to follow the three parts of NCAP – The Authorization, the Assessment, and the Accreditation.  Councils apply to be authorized to operate the different camping properties and programs that they operate.  Part of this process is designed to make certain that the council not only operates a safe and quality program, but they do it in a quality facility while being financially sound.  When the council operates one of the properties or one of the camps, they are assessed to make certain that they follow the specific standards that they must operate under.  Once this is done and it is found that they are meeting all the required standards, the council’s program is accredited through the BSA’s National Camp Accreditation Program. 

All of this is described in the standards.

Outdoor Programs & Properties:   This sounds like a huge undertaking – who coordinates all of this?

Carl:  The BSA is blessed to have a phenomenal group of volunteers and staff that cover the various aspects of NCAP.  The National NCAP Committee oversees the whole process, but there are teams developed for each part.

Authorizations – A team of volunteers work with councils to complete the authorization process.  The councils’ complete various documents to help them review their program and to how it effects their council. 

The Standards and Governance team leads the review every year of the standards with the subject matter experts in each of the areas and recommends changes needed to the committee.  They also handle any waiver, variance, or equivalency determination request that are requested.

The Assessment team is the largest team because they must assess every long-term camp that is operated by the councils.  Approximately 2,000 volunteers get training and then visit one or more long-term camp to determine if all the required standards are being met, and that there is a quality program being offered.  Councils also self-assess day camps and short-term camps. 

Outdoor Programs & Properties:   Thanks Carl, we look forward to talking with your team over the next few issues to learn more about what exactly they do.

Carl:  We are glad to answer any question to help everyone understand the importance of this program and how we can help council.  Continuing to improve the NCAP process and the support/tools it provides local councils is a constant goal for our committee. NCAP is the strongest when it is a collaboration between all of us.

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NCAP

National NCAP Committee Announces Committee Restructure

The National Camp Accreditation Program (NCAP) national committee has been reorganized to meet the needs of the BSA after the recent change from Regions and Areas to National Service Territories (NST).  The National NCAP committee has taken this opportunity to restructure its entire committee and reporting structure. These changes are also reflected in the applicable standards and process required by the 2022 NCAP standards (you can check out the 2022 standards online here).

National NCAP Chair                                      Carl Nicolaysen

National NCAP Authorization Team

Let’s start with the authorization process! Each local council completes the authorization process every five years. This authorization gives each local council the ability to operate Camp Properties, Day Camps, Short-term Camps and Long-term camps.  The national NCAP committee authorization team will work with local councils who are scheduled to go through the authorization process each year. A council will be assigned a reviewer from then national authorization team and their reviewers.

Chair                                                                 Steve Phillips

Vice Chair                                                         Bob Hemmerly

Team Leads                                                     John Young, Larry Healey, Don Dare, Bob Longoria, Ken Estes

National High Adventure Bases                   Doug McDonald

 

Standards and Governance

You may not know that there is group of key volunteers who support the development and implementation of our national NCAP standards. This team is responsible for the management of the development of the standards, and interpretation of the standards if questions arise.  They work with all BSA Subject Matter Experts (SMEs) in the review and development of these standards. They also coordinate all waivers, equivalency determinations, and variance requests. 

Chair                                                                   Eric Hiser

Assistant Chair                                                 Rich Koch

Assistant Chair                                                 Chrystene Speed

 

Assessment Team

Likely the most visible part of the NCAP process and national committee, the assessment coordination process has also adjusted with the national NCAP committee’s restructuring. The NCAP assessment team leaders are assigned to a geographical zone. We utilize the term “zone” to avoid confusion with the NST volunteer structure. The NCAP zones align geographically with the NSTs. For example, zone 1 is national service territory 1, and so on. The NCAP assessments are coordinated overall by the following individuals nationally.

Chair                                                                 Jack Hess

Vice Chair                                                         Barry Simays

Assessment Lead for Zones 1-8                  Bob Miller

Assessment Lead for Zones 9-16               Jason Kasiorek

In addition, there are 16 Zone Assessment Coordinators who will coordinate the nationally led assessments for all long-term camps.

Zone 1                  Mary Ann and Randy Price            Zone 9                                 David Ehrlich     

Zone 2                  Don Paul                                           Zone 10                               Randy DeFrank

Zone 3                  Cap Casperson                                Zone 11                              John Willemain

Zone 4                  Chuck Gitzen                                    Zone 12                              David Carlson

Zone 5                  Brent Worley                                     Zone 13                              Jim Korcienski

Zone 6                  Peter Erdely                                      Zone 14                              Bobby Bloodworth

Zone 7                  Fritz Maxwell                                    Zone 15                              Jeff Irving

Zone 8                  Jay Cash                                            Zone 16                              Bill Guglielmi

 

We are grateful for the thousands of volunteers from across the BSA that support the NCAP process in their local council and at the national level. Questions regarding the new NCAP national committee structure? Email ncap@scouting.org.

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NCAP

Safety considerations when planning a Short-Term Camp

Planning a short-term camp within the Boy Scouts of America (BSA) framework requires meticulous attention to safety considerations. The BSA’s National Camp Accreditation Program (NCAP) provides a comprehensive set of guidelines to ensure the well-being of participants. While NCAP offers valuable standards that help create a safer environment, short-term camp administrators and event organizers must still be proactive in addressing safety concerns. This article briefly introduces ten critical aspects of safety planning when organizing a council-sponsored short-term camp under NCAP guidelines (scouting.org/ncap).

Site Assessment:

Before anything else, organizers must conduct a thorough risk assessment of the event location. Using the NCAP Site Appraisal Form is a great start, especially if your short-term camp is not held at a BSA NCAP accredited property. Identifying potential hazards such as uneven terrain, wildlife encounters, or proximity to bodies of water is crucial. Addressing these risks in advance allows for effective mitigation strategies to be put in place. Check out NCAP Standard SA-002 for details on assessing your site location.

Staff Training:

A well-trained staff is the backbone of a safe camp. Organizers must ensure that all staff members are proficient in first aid, emergency response, and BSA safety protocols. Regular training sessions and drills contribute to a quick and effective response in case of emergencies. Ensure you have thoroughly reviewed the training required for each position and the programs you will offer. The Staff Qualification “400” series standards are a critical place to start. Be sure to view the verification section for each standard so you know what training verifications specifically to look for.

Health and Medical Considerations:

Accurate health records of all participants, including dietary restrictions and medical conditions, should be collected during registration. Having qualified medical personnel on-site is required, and an emergency medical plan must be in place, including having a copy of the current medical policies for your council. Touch base with your local council health supervisor to be sure you have the most current copy. Check out the HS “500” series standards, especially HS-503, HS-505 and more. For detailed requirements for your camp health officer for your location, review SQ-405. 

Transportation Safety:

If the camp involves transportation, adherence to BSA transportation policies is paramount. This includes driver qualifications, vehicle maintenance, and seatbelt usage. Additionally, organizers should have a contingency plan for unexpected travel-related issues. In 2024 information was included in NCAP standard PS-216 to also include additional youth protection considerations as well.

Campsite Security:

Ensuring the security of the campsite is critical for the well-being of participants. Adequate lighting, secure sleeping arrangements, and surveillance measures should be in place. Event organizers should collaborate with local law enforcement to address any security concerns in the surrounding area. When is the last time your camper security plan was updated for your specific short-term camp location? This would be a great project for your local council enterprise risk management committee. Visit NCAP standard AO-804 for details on camper security.

Aquatics Safety:

If the camp involves water activities, event organizers must strictly adhere to BSA aquatics guidelines. Ensuring proper supervision, life jacket usage, and emergency response plans for water-related incidents are essential components of a safe short-term camp. The 2024 NCAP standards and the Guide to Safe Scouting “Safe Swim Defense and “Safety Afloat” policies will help you plan for aquatics activities at your short-term camp.

Fire Safety:

Camps often involve campfires, cooking, and other fire-related activities. Compliance with BSA fire safety guidelines, including supervision during cooking, and appropriate fire extinguishing equipment, is crucial to prevent accidents. Review NCAP standards FA-703,705,706 as you plan your short-term camp.

Weather Preparedness:

Unpredictable weather conditions pose a significant threat to camp safety. Monitoring weather forecasts, having an emergency shelter plan, and educating staff and participants about weather-related risks are essential components of safety planning. NCAP standard AO-805 helps each of us prepare for all types of emergencies, including weather. These emergencies may vary based on the time of year you are hosting your short-term camp.

Communication Protocols:

Establishing effective communication channels within the camp is vital. Whether through two-way radios, designated meeting points, or other means, clear communication ensures a rapid response to emergencies and facilitates coordination among staff members. NCAP standard AO-807 has details on how you can be prepared to communicate effectively. 

Emergency Evacuation Plan:

Every camp must have a well-defined emergency evacuation plan. This plan should account for various scenarios, including natural disasters or medical emergencies. Regular drills should be conducted to familiarize staff and participants with evacuation procedures. A full list of emergencies you must have a plan for are included in NCAP standard AO-805. This list should also be reviewed by your local council enterprise risk management committee to determine if any other plans should be developed for your specific event and location.

 

Organizing a short-term camp under the standards set forth in the National Camp Accreditation Program requires a comprehensive approach to safety planning. Each short-term camp must have a currently certified Short-term camp administrator as well. By addressing risk factors, prioritizing staff training, and implementing robust safety protocols, event organizers can create an environment where participants can enjoy enriching experiences while minimizing potential hazards. Ultimately, the goal is to uphold the aims of the Boy Scouts of America while emphasizing the safety of all involved in the camping experience. It’s a new year so be sure you use the newest standards – 2024. These standards and other critical resources are available online at www.scouting.org/ncap. 

 

Additional resources:
National Camp Accreditation Program – 2024 Standards
Guide to Safe Scouting
Standards at a Glance (Short-term Camp)
Scouting.org Short-term Camp webpage

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NCAP

Crafting a wholesome summer camp menu: Insights from Penn State

In just a few months, the warm breeze will herald the arrival of summer. Families and adult leaders will be eagerly preparing their Scouts for the quintessential experience of summer camp. A critical component of a successful camp adventure lies in the creation of a well-balanced and nutritionally sound menu. Drawing on the expertise of Penn State in the realm of nutrition, Scout camps can develop a menu that not only caters to the unique needs of campers but also ensures they receive the essential nutrients for a summer camp week full of fun and activities.

For the last few years, the BSA has partnered with Penn State to support our camp menu and nutrition planning. Penn State advocates for a diverse array of food groups to form the foundation of a robust camp menu. Breakfasts can be fortified with whole-grain cereals, yogurt, and a selection of fresh fruits to kickstart the day with complex carbohydrates, protein, and vital vitamins. For lunch, incorporating colorful salads with lean protein sources such as grilled chicken or chickpeas ensures a nutrient-rich midday meal. Dinner options may include whole-grain pasta with a variety of vegetables and a lean protein source, offering sustained energy for the evening’s campfires or other activities.

Beyond the inclusion of diverse food groups, Penn State emphasizes the importance of portion control to meet the nutritional needs of campers without overindulgence. By offering a variety of options in appropriate serving sizes, campers can enjoy a range of flavors while maintaining a balanced diet. Snack choices can include a mix of nuts, seeds, and dried fruits, providing energy-dense and easily transportable options for between-meal cravings.

Ensuring food safety in camp settings is paramount, and Penn State provides valuable insights into proper food handling techniques. From safe storage practices for perishables to maintaining appropriate cooking temperatures, these guidelines help prevent foodborne illnesses in the camp environment. Additionally, incorporating non-perishable and easy-to-store items into the menu streamlines meal preparation without compromising nutritional value. Don’t forget to be prepared for special dietary needs. The big 8 recently became the big 9 (welcome sesame!) for major allergens. Double check your camp’s process for managing and supporting special dietary needs for your Scouts and Scouters. This a key aspect of customer service but also for the health and wellbeing of our campers.

Hydration takes center stage in Penn State’s approach to summer camp nutrition. With increased outdoor activities and potential exposure to higher temperatures, staying well-hydrated becomes crucial. Camp menus can feature hydrating options such as fruit-infused water, electrolyte-rich beverages, and watermelon slices to keep campers refreshed throughout their summer escapades.

In line with responsible camping practices, Penn State encourages eco-friendly choices in menu planning. Opting for reusable containers, minimizing single-use plastics, and emphasizing sustainable sourcing contribute to an environmentally conscious camping experience.

In conclusion, crafting a nutritious summer overnight camp menu inspired by Penn State’s recommendations ensures that campers not only enjoy their culinary experiences but also receive the essential nutrients needed for an active and memorable summer. By incorporating a variety of food groups, practicing food safety, promoting hydration, and adopting eco-friendly practices, camp organizers and families can contribute to the overall well-being and enjoyment of the camp experience. Visit the Penn State website to review the extensive collection of Penn State resources.

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Bray Barnes

Director, Global Security Innovative
Strategies

Bray Barnes is a recipient of the Distinguished Eagle Scout Award, Silver
Beaver, Silver Antelope, Silver Buffalo, and Learning for Life Distinguished
Service Award. He received the Messengers of Peace Hero award from
the royal family of the Kingdom of Saudi Arabia, and he’s a life member of
the 101st Airborne Association and Vietnam Veterans Association. Barnes
serves as a senior fellow for the Global Federation of Competitiveness
Councils, a nonpartisan network of corporate CEOs, university presidents, and
national laboratory directors. He has also served as a senior executive for the
U.S. Department of Homeland Security, leading the first-responder program
and has two U.S. presidential appointments

David Alexander

Managing Member Calje

David Alexander is a Baden-Powell Fellow, Summit Bechtel Reserve philanthropist, and recipient of the Silver Buffalo and Distinguished Eagle Scout Award. He is the founder of Caljet, one of the largest independent motor fuels terminals in the U.S. He has served the Arizona Petroleum Marketers Association, Teen Lifeline, and American Heart Association. A triathlete who has completed hundreds of races, Alexander has also mentored the women’s triathlon team at Arizona State University.

Glenn Adams

President, CEO & Managing Director
Stonetex Oil Corp.

Glenn Adams is a recipient of the Silver Beaver, Silver Antelope, Silver Buffalo, and Distinguished Eagle Scout Award. He is the former president of the National Eagle Scout Association and established the Glenn A. and Melinda W. Adams National Eagle Scout Service Project of the Year Award. He has more than 40 years of experience in the oil, gas, and energy fields, including serving as a president, owner, and CEO. Adams has also received multiple service awards from the Texas Alliance of Energy Producers.