NCAP Accreditation Process Overview
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Introductions
NCAP Elements Overview
5-Year Authorization Process Overview
NCAP Reviewer and Coordinator Roles
Review of Authorization Process (flowchart)
Timeline for Application Creation
Completion Date – April 30th
Review Application Documents
o
Application
o
Council Sustainability Data Sheet
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Camp Sustainability Data Sheet
o
Council Commitments
o
Council Facilities Evaluations
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Camp Strategic Improvement Plans
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Continuous Improvement Progress
Q&A & Close
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Regularly follows up with the point person from the council (NCAP Chairman and /or Staff) to
determine progress and answer questions.
Regularly communicates the council’s status to the National Authorization Coordinator and
escalates any questions and delays to the Coordinator.
Reviews council documentation associated with the councils Application for Authorization to
Operate to ensure that all documents meet national standards and have the appropriate signatures
before submitting final documents to the Authorization Coordinator.
Prepares draft Authorization Reports and Authorization to Operate documents and submits them
to the Authorization Coordinator.
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National NCAP Authorization Coordinator
POSITION SUMMARY: Manages the NCAP 5-yr Authorization process from start to finish for the
councils assigned to them annually using a team of trained Authorization Reviewers and serves as a
member of the National NCAP Committee.
Recruits, develops, and oversees a well-prepared group of National Authorization Reviewers.
Monitor’s progress of the Reviewers and council submittals, providing feedback progress at the
monthly National Authorization Committee meetings.
Assists Reviewers with councils, as needed and reviews Authorization Reports and Authorization to
Operate drafts from Reviewers and ensures that they meet all NCAP requirements.
Facilitates a final review at the NST after the Peer Review is completed.
Obtains final ATO acceptance signatures from the council and issues them their 5-year NCAP
Authorization.
Posts all completed council documentation, signed Authorization Reports and Authorization to
Operate documents to the National storage file.
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1) May – Council receives
email that they are to
renew their Auth to
Operate the following year.
2) Nov- SE receives links to
Application documents
and assigned
Coordinator & Reviewer
3) Nov - Reviewer contacts
their assigned council to
open communications and
sets up Zoom/conf. call.
4) Dec-Mar - Reviewer has Zoom
/conf call with council and makes
periodic contacts to check on
progress
5) No later than Apr 30 –
Councils submit a
completed and signed
Application package
6) May- Reviewer does cursory review of the Application submissions to assure that the
required submissions are complete, signed and dated. If the submitted documents are
not complete or do not follow the document guidance; the Reviewer communicates
and coaches the council to submission of an acceptable Application package.
7) Once the Reviewer receives a
completed package, they complete a
DRAFT Auth Report & Auth To Operate
(within 45 days)
8) Reviewer submits the draft AR
and ATO along with a copy of the
councils final Application package
submissions to their National
Authorization Coordinator.
9) May/June - Authorization Coordinator ensures that all documents are
signed , meet the NCAP guidelines and are fully complete. Then reviews
the package to ensure agreement and consistency with the submitted
documents. The Coordinator loads the documents to the National NCAP
“Teams” cloud file for peer review.
10) June/July- Peer Reviewer
completes the review and
sends comments
and approval
to the Auth Coordinator.
11) July/Aug- Peer Reviewer comments are
shared with the Reviewer and the AR &
ATO are updated & signed by the Reviewer.
14) Sept/Oct- Council returns the signed ATO to
Auth Coord, with a copy to ncap@scouting.org
12) Aug- Auth Coord shares the DRAFT AR & ATO with the
NST Dir for input & if needed the AR & ATO are updated.
13) Aug/Sept- Auth Coord shares the DRAFT AR
and ATO to the council for their review,
signatures & Board acceptance
15) Sept/ Oct- Auth Coord signs the AR & ATO and returns
these final docs, with the CSIPs, to the council
16) Sept/Oct- Auth Coord loads final signed Docs
to the "Teams" file and deletes the DRAFT docs
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https://www.scouting.org/outdoor-
programs/camp-accreditation/
8
2024 NCAP
Application for
Authorization
# 430-079
2024 printing- PG1
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5 of 7
Improvement
Areas
Must have
measurable
metrics
Plan identifies
one or more
areas of
improvement and
one or more
areas of strength
Council
address
over next 4
to 7
years
Must
include all
D and F
CFET rated
items
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Cherokee Cluster Restrooms & Shower house: “A”
(individual, either sex, private, internal lockable doors; flush toilets and hot/cold shower rooms) Renovated
in 2021. Clean, functional, maintained with no deferred maintenance.
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Council Resources:
NCAP Standards SA-001, SA-002, AO-802, A0-810 & AO-811
Guides, Templates, Examples are available @
•
https://www.scouting.org/outdoor-programs/camp-accreditation/
o
2024 Application Templates
o
CFET Guide
o
Summary Guide for Creating a CFET
o
CCIP Guide- 2023
o
Council Implementation Guide
o
NCAP Standards Book
o
1-pg Board NCAP summary
35
Suggested Council Pre-Reading: NCAP Council Implementation Guide pgs 6-12 & 38-39
Note to Reviewer: Suggest sending a copy of this to all participating in the Orientation, so they may make notes and have a resource to refer back to when compiling the Application.
Manage the NCAP 5-year authorization process for councils, oversee trained reviewers, ensure documents meet national standards, and issue 5-year authorizations. Follow up with councils, communicate status, and escalate issues to the coordinator. National NCAP coordinator manages the process and reviews documents for final submission.
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Presentation Transcript
2024 2024 Council Application Orientation 1
Introductions NCAP Elements Overview 5-Year Authorization Process Overview NCAP Reviewer and Coordinator Roles Review of Authorization Process (flowchart) Timeline for Application Creation Completion Date April 30th Review Application Documents o Application o Council Sustainability Data Sheet o Camp Sustainability Data Sheet o Council Commitments o Council Facilities Evaluations o Camp Strategic Improvement Plans o Continuous Improvement Progress Q&A & Close AGENDA AGENDA 2
NCAP Accreditation Components Authorization Continuous Camp Improvement = Accredited Accredited + AND Assessment Results will be Improvement of the Scout Experience
Regularly follows up with the point person from the council (NCAP Chairman and /or Staff) to determine progress and answer questions. Regularly communicates the council s status to the National Authorization Coordinator and escalates any questions and delays to the Coordinator. Reviews council documentation associated with the councils Application for Authorization to Operate to ensure that all documents meet national standards and have the appropriate signatures before submitting final documents to the Authorization Coordinator. Prepares draft Authorization Reports and Authorization to Operate documents and submits them to the Authorization Coordinator. 4
National NCAP Authorization Coordinator POSITION SUMMARY: Manages the NCAP 5-yr Authorization process from start to finish for the councils assigned to them annually using a team of trained Authorization Reviewers and serves as a member of the National NCAP Committee. Recruits, develops, and oversees a well-prepared group of National Authorization Reviewers. Monitor s progress of the Reviewers and council submittals, providing feedback progress at the monthly National Authorization Committee meetings. Assists Reviewers with councils, as needed and reviews Authorization Reports and Authorization to Operate drafts from Reviewers and ensures that they meet all NCAP requirements. Facilitates a final review at the NST after the Peer Review is completed. Obtains final ATO acceptance signatures from the council and issues them their 5-year NCAP Authorization. Posts all completed council documentation, signed Authorization Reports and Authorization to Operate documents to the National storage file. 5
NCAP AUTHORIATION PROCESS FLOWCHART NCAP AUTHORIATION PROCESS FLOWCHART 1) May Council receives email that they are to renew their Auth to Operate the following year. 2) Nov- SE receives links to Application documents and assigned Coordinator & Reviewer 3) Nov - Reviewer contacts their assigned council to open communications and sets up Zoom/conf. call. 4) Dec-Mar - Reviewer has Zoom /conf call with council and makes periodic contacts to check on progress 5) No later than Apr 30 Councils submit a completed and signed Application package 6) May- Reviewer does cursory review of the Application submissions to assure that the required submissions are complete, signed and dated. If the submitted documents are not complete or do not follow the document guidance; the Reviewer communicates and coaches the council to submission of an acceptable Application package. 7) Once the Reviewer receives a completed package, they complete a DRAFT Auth Report & Auth To Operate (within 45 days) 8) Reviewer submits the draft AR and ATO along with a copy of the councils final Application package submissions to their National Authorization Coordinator. 9) May/June - Authorization Coordinator ensures that all documents are signed , meet the NCAP guidelines and are fully complete. Then reviews the package to ensure agreement and consistency with the submitted documents. The Coordinator loads the documents to the National NCAP Teams cloud file for peer review. 10) June/July- Peer Reviewer completes the review and sends comments and approval to the Auth Coordinator. 11) July/Aug- Peer Reviewer comments are shared with the Reviewer and the AR & ATO are updated & signed by the Reviewer. 13) Aug/Sept- Auth Coord shares the DRAFT AR and ATO to the council for their review, signatures & Board acceptance 12) Aug- Auth Coord shares the DRAFT AR & ATO with the NST Dir for input & if needed the AR & ATO are updated. 14) Sept/Oct- Council returns the signed ATO to Auth Coord, with a copy to ncap@scouting.org 15) Sept/ Oct- Auth Coord signs the AR & ATO and returns these final docs, with the CSIPs, to the council 16) Sept/Oct- Auth Coord loads final signed Docs to the "Teams" file and deletes the DRAFT docs
Required NCAP Council Application Submission Required NCAP Council Application Submission Documents Documents https://www.scouting.org/outdoor- programs/camp-accreditation/ 8
2024 NCAP Application for Authorization # 430-079 2024 printing- PG1 9
NCAP Application NCAP Application pg 2 10
Council Sust Data: #5 Council Sust Data: #5- -10 (Expenses allocated to Camping Programs ) 10 (Expenses allocated to Camping Programs ) 13
AO-810 C AMP STRATEGIC IMPROVEMENT PLAN (CSIP) The camp participates in the BSA Continuous Camp Improvement Program that addresses improvements Staff Program Program equipment Facilities Sustainability Marketing and communication Attendees and participation Must have measurable metrics 5 of 7 Improvement Areas Plan identifies one or more areas of improvement and one or more areas of strength Is heart of Scouting s effort to provide a better experience to campers each year Must include all D and F CFET rated items Council address over next 4 to 7 years
2023 CFET Scoring Matrix: Camp Beta, Upside Council 2023 CFET Scoring Matrix: Camp Beta, Upside Council Page # 32 Cherokee Cluster RR & Shower house 33 Tent site avg 34-38Cabana site 39 Trails Weighted Avg: (196 /62 = 3.19 ) Facility Rating Score Weight Weighted Value 25 15 15 16 C+ A C C B 5 3 3 4 5 5 5 4 3.19 2021 Score 3.0 = C 2018 score 3.03 = C 32
Cherokee Cluster Restrooms & Shower house: A (individual, either sex, private, internal lockable doors; flush toilets and hot/cold shower rooms) Renovated in 2021. Clean, functional, maintained with no deferred maintenance. 32
QUESTIONS? QUESTIONS? 34
Council Resources: NCAP Standards SA-001, SA-002, AO-802, A0-810 & AO-811 Guides, Templates, Examples are available @ https://www.scouting.org/outdoor-programs/camp-accreditation/ o 2024 Application Templates o CFET Guide o Summary Guide for Creating a CFET o CCIP Guide- 2023 o Council Implementation Guide o NCAP Standards Book o 1-pg Board NCAP summary 35
