Eagle Scout Service Project

Notes for the Coach in this Format

The following steps will guide you through the Eagle Scout Service Project.  As previously noted, the service project can be carried out at any time after you have earned the Life rank.  It does not have to be the last requirement completed.

Step 1: Get the Workbook

Obtain and read the newest Eagle Scout Leadership Service Project Workbook (BSA form 512-927) and review it with your Eagle Coach.  It can be downloaded at http://www.nesa.org/ or www.scouting.org. 

Step 2: Select your project

Rely on your own personal contacts, unit leaders, local parks, churches, schools or community service organizations, Internet, or District and Council resources for ideas of possible projects. Some sources include:

• Your place of worship. Contact your pastor.

• Burke Center for Youth email mailbox@bcfy.org copying your parent

• St. Martin de Porres Catholic Church – ask our troop chaplin

• Dripping Springs Parks email the director copping your parent

• VFW Post 4443 (ask one of the troop leaders for a contact)

• Patriots Hall have your parent fill out the web form.

• VFW Post 2933 email post@vfw2933.com copying your parent.

• Hill Country Senior Center Thrift Store have your parent phone to setup a time.

Some previous projects include:

• Chimney Swift Towers at SMDPCC and separate project at DSRP

• Gate at VFW Post

• Flag Pole at SMDPCC

• Benches at Youth Softball Fields

• Burke Center Projects

  • Horse Enclosure

  • Scouting activity area

• Facilities upgrade at local artists coop

• Outdoor Worship bell and trail bench

Step 3:  Verify Appropriateness of the Project

Keep in mind the following:

1. An Eagle Scout project requires a scout to plan, develop, and give leadership to others, as stated in the Eagle Scout application form.

2. Routine maintenance projects are not allowed.

3. The project outcome should be of some lasting value for a community or a non-profit organization (other than the Boy Scouts).

4. Craft projects that involve handwork with materials such as felt, paper, leather, etc. are generally not acceptable. They often do not provide adequate opportunities for leadership, planning, and organization.

5. Projects should not be dangerous, nor should they involve the use of hazardous materials.

Step 4:  Discuss with Benefactor

Discuss the project with the benefactor. Take “before” photos, where applicable.

Step 5:  Start Detailed Record Keeping 

Begin keeping detailed records of time spent on the project, notes from the benefactor or Eagle Coach, and any expense estimates.  Note that all time from Step 4 forward should be counted as time spent on the project.  This includes meetings or phone calls with the project benefactor or Eagle Coach, time spent getting material estimates, and any other time you spend planning and carrying out your project. 

Note that if for any reason your project falls through and you need to start over with a new project, the hours already invested in the first project are still applicable to your overall Eagle project hours.  

Step 6: Prepare Project Proposal

Prepare a written Project Description- review with your Eagle Coach and/or the Scoutmaster for advice. 

The proposal details are specified in the Eagle Scout leadership Service Project Workbook and must cover the following six areas:

1. Project present condition and benefit– short description with before photos, if applicable

2. Project phases- planning, pre-work days, number of work days, start and stop times.

3. Project permits– city ordinances, etc.

4. Project materials, supplies, tools– how much, where they will come from and estimated cost.

5. Project leadership– how many people will be required, special skills, recruitment planning.

6. Project safety hazards– list of hazards workers may have and he will ensure safety of those carrying out the project.

Refer to the appendices in the Guide to Safe Scouting.  Note the appendix that addresses requirements and restrictions regarding the use of tools and age requirements.  Be sure to review this portion of the guide and be prepared to address it in your proposal.

Step 7: Review Proposal with your Coach

Set up a meeting(s) with your Eagle Coach to identify and refine the project following the specific details in the Eagle Scout Leadership Service Project Work Book.  Your Eagle Coach advises, supports, and encourages you throughout the process and serves as a resource. It is YOUR project, therefore, you must do all the planning and writing and ultimately be the leader, while also consulting with the benefactor.  While the development of the proposal, plan, and report are important parts of the process, your focus and energy should be on the completion of the project and your demonstration of leadership and service to the community.

1. When the Scout believes their project proposal is complete, try to get with the Scout as soon as possible to get to you so you can review the plan together. It is important this meeting be held in a timely manner. Help keep up the Scout’s momentum by not delaying the process. 

2. As you and the Scout review the plan, point out any strengths, weaknesses, omissions, time risks, or potential safety issues. Ask the Scout what actions they might take to address these issues. If appropriate, review applicable portions of the Guide to Safe Scouting and Safe Project Tool usage.

3. Ask the Scout what leadership challenges they might face and how they would respond to them. Discuss with the Scout the different kinds of leadership they will need to give to youth who are older or younger than they are, to family members, and to adults—especially those with special skills who will accomplish things that the Scout cannot.

4. It’s also a good idea to discuss any information or activities that should be “tracked” to help the Scout prepare the project report. 

5. In the rare instance where you are concerned that the planned project will not meet the requirement or will not satisfy the beneficiary, you may want to contact or meet with the Scout and their parent or guardian, the unit leader, or a representative of the beneficiary. While you may provide guidance that is critical to success, unless there is something illegal or unsafe going on, it is the Scout’s prerogative whether or not to proceed. Final design issues are between the Scout and the project beneficiary. The board of review will decide whether planning was sufficient to meet the requirement. 

6. Wish the Scout well on their service project adventure and let them know you will be available to offer guidance and advice throughout execution of his project. 

Step 8:  Schedule Troop Committee Proposal Review

Once you have completed the project proposal portion of the workbook, reach out to the Troop Committee Chair to get added to a Committee meeting agenda to present the proposed project.  If Committee meeting timing is not possible, you can request a project proposal meeting to include the Eagle Coach, Scoutmaster, Committee Chair, and at least two additional adult leaders.

Step 9:  Troop Committee Proposal Review

Present the Eagle Project Proposal for approval.  Attend the meeting in your full uniform, including merit badge sash.  Be prepared to accept the feedback of the adult leaders.  It is not uncommon for there to be issues that you have not yet considered.  Be prepared to take notes so that you can go back and make any revisions necessary to your proposal.  All revisions must be made prior to the next step.  Get the signature of the Scout Master and Committee Chair once revisions have been made.

9.0.2. 7 “Proposal Must Be Approved … Before You Start” (from the Guide to Advancement)

The Five Tests of an Acceptable Eagle Scout Service Project. The proposal is an overview, but also the beginnings of planning. It shows the unit leader and any representatives of a unit committee, council, or district, that the following tests can be met.

1. The project provides sufficient opportunity to meet the requirement.

2. The project appears to be feasible.

3. Safety issues will be addressed.

4. Action steps for further detailed planning are included.

5. The Scout is on the right track with a reasonable chance for a positive experience.

Step 10: Benefactor Sign off

Present the Eagle Project Proposal to a representative from the organization benefiting from your service project.  Be prepared to take notes of any recommended changes.  All changes recommended by the benefactor must be made prior to the next step. Get the benefactor’s signature.

IMPORTANT!!!! You MUST obtain signatures of the Scoutmaster, Committee Chair, and beneficiary prior to requesting the signature of the District Eagle Coordinator.

Step 11: District Eagle Coordinator

Present the Eagle Project Proposal to the Sacred Springs District Eagle Coordinator.  Be prepared to take notes of any recommended changes.  Make any recommended revisions. Get the District Eagle Coordinator’s signature.

Note on Fundraising

Fundraising is only allowed for securing materials and otherwise facilitating a project. This includes things like food and water for the workers, equipment rental, safety supplies, printing or copying services, or anything else necessary for facilitating a project.  The project itself cannot be a fundraising project.

If you plan to do any fundraising to complete your project (for example, a car wash, taco sale, or other activity targeted to earning money for your project), you must get approval in advance from the District Eagle Coordinator.  You can get this approval at the same time you get the proposal approval.  If you are unsure whether you will need to do any fundraising, go ahead and get the District Eagle Coordinator’s approval when you get your project approved.  If you determine later that you won’t do any fundraising, then you can just discard that paper.  If it turns out you do want to fundraise, this will prevent you from having to track the District Eagle Coordinator down a second time for another signature.

Requesting support from local businesses (Home Depot, McCoy’s, etc.) does not count as fundraising and does not require prior approval.  If you are planning to reach out to local businesses, dress in your full uniform before going in. It helps demonstrate your commitment to the process, and confirms to the business that you are representing scouting.

You can also use scout bucks, your own personal money, or money from friends and family to pay for your project.  Using Go Fund Me or other similar programs that charge fees is not a recommended approach.  It is preferred to take a more personal approach and ask for donations directly, or hold an event like a car wash.

Districts/Councils do have some discretion about fundraising requirements.    In general, fundraising should not be a primary issue for the Eagle project.  More focus should be spent on planning and demonstrating leadership through execution of the project.

Reminder – A project proposal must be approved by the benefactor, the Scout Master, the Troop Committee Chair, and the District Eagle Coordinator BEFORE a Scout starts work on the project.

Step 12:  Schedule Project Execution

Coordinate a project date(s) with the Scoutmaster and your Eagle Coach. At least one month before the project date, announce the project to the troop.  Follow up with emails, announcements at Troop meetings, and/or other reminders. Include information about what will be provided and what you need volunteers to bring. Share your project work day information with the Troop Secretary for adding to the ScoutBook calendar.

1. Before work begins on the project plan, discuss with the Scout: (1) how the project proposal approval process went, (2) the information requested in the Eagle Scout Service Project Workbook project plan section, (3) How the Scout intends to plan the project, and then offer advice accordingly, and (4) any planning issues, if ignored by the Scout, could stop work or create health, safety, legal, or environmental issues.

2. Be sure each Scout you coach is aware of the “Navigating the Eagle Scout Service Project” information sheet, share a copy with and encourage them to give a copy to the project beneficiary—if they have not already done so. The sheet contains important information, and makes it clear that the beneficiary has the authority to approve a Scout’s project plan. In addition to the link shown on the slide, the sheet will be found on the last two pages of the Eagle Scout Service Project Workbook.

3. Emphasize that you’re available to help the Scout as needed. However, don’t be afraid to occasionally contact the Scout to offer encouragement.

4. Reiterate your readiness to review the project plan with the Scout, one last time before they execute the project. 

Step 13: Carry out the project. 

Take “during” and “after” photos.  Be sure to have a sign-in sheet to capture all work hours associated with your project.  Total hours for all volunteers (including all adults, scouts, family members, and friends) will be needed for the workbook.  Any scout volunteers will also be allowed to count them as service hours toward their rank.  

Step 14:  Complete Project Workbook

Prepare a first-person narrative after each project day. Include all changes, actual labor hours, and actual costs and answer all questions in the workbook.  Report your overall Eagle Project service hours and scout volunteer service hours to the troop Advancement Chair (share copies of the sign in sheets from your work day(s)).

Step 15: Review the project workbook

 with your Eagle Coach and get workbook signatures (Scoutmaster and Beneficiary).