Effective March 1, 2011, the Tour Plan replaced Tour Permits for units planning a trip outside of the Dan Beard Council boundaries. For those familiar with the old Tour Permit process, we believe you will find the Tour Plan process has been simplified and more efficient. This page has been developed to help our units understand thie new Tour Plan process.
Steps for submitting a Tour Plan:
- Download the new Tour Plan form (4 pages).
- Complete the form on your computer or print it out and complete it by hand.
- Obtain signatures from the Committee Chair or Chartered Organization Representative AND the primary adult leader listed on the form:
- Print out the form and obtain signatures by hand OR
- Have the form electronically signed by both parties.
- Email the completed form to firstname.lastname@example.org or mail or drop off the form to the Scout Achievement Center at least 21 days prior to your tour.
- Council representatives will review the form and make you aware of any defects. If the form is acceptable, it will be stamped for approval and a copy will be returned to you.
If you need more help or clarification, please send an email to email@example.com.
21-Day Submission Requirement
In order for correctly processed, the Dan Beard Council requires Tour Plans to be submitted a minimum of 21 days prior to the date of your tour. This accomplishes two objectives: it encourages advance planning for unit leaders and, if defective, gives the unit time to make corrections or complete required trainings. We realize that for some units, it may be a challenge to submit Tour Plans more than 21 days in advance; while forms can be submitted after this time, it is possible and probable that Tour Plans will not be approved if the 21 day requirement is not met. Please plan ahead!
For every tour, an adult leader of at least 21 years of age must be the primary leader -- this leader must be a registered, BSA Youth Protection and trained leader. A second adult at least 18 years of age (21 for Venturing Crews) must also be in attendance. The second leader is not required to be a registered leader. For Coed Venturing crews going on overnight activities, one male and one female leader, both older than 21, is required.
For the Tour Plan to be approved, adult leaders are required to complete some trainings. These trainings may change depending on the activity or program. Please be aware of which trainings are required for your tour:
|Youth Protection Training
||The main, registered, over 21 year old leader must be Youth Protection Trained. All other adults are strongly encouraged to complete Youth Protection Training. Click here to complete Youth Protection training online.
|Safe Swim Defense
||Required for unit swimming activities. At least one adult over 21 must be trained in Safe Swim Defense. Click here to complete Safe Swim Defense online.
||Required for boating activities. At least one adult over 21 must be trained in Safety Afloat. Click here to complete Safety Afloat online.
|Climb on Safely
||Required for climbing and rappelling activities. At least one adult over 21 must be trained in Climb on Safely. Click here to log in to MyScouting to complete the training online.
||Basic Adult Leader Outdoor Orienation (BALOO) training is required for at least one adult leader for Pack Overnighter activities. Click here to contact the Dan Beard Council for upcoming BALOO training opportunities.
|Planning and Preparing for Hazardous Weather
||Required for all activities and tours by one adult leader. Click here to log in to MyScouting to complete the training online.
|Basic First Aid
||Recommended for all tours (not required).
|Wilderness First Aid
||Recommended for all tours. Required for Philmont, Northern Tier, and Seabase High Adventure tours.
||Required for boating and climbing/rappelling activities. Note that CPR/AED certification is required as part of the Safety Afloat and Climb on Safely guidelines.
Frequently Asked Questions:
Q. Why should I complete a tour plan?
A. The tour plan is a checklist for best practices to be prepared for safe and fun adventure. Completing the tour plan may not address all possible challenges but can help ensure that appropriate planning has been conducted, that qualified and trained leadership is in place, and that the right equipment is available for the adventure.
In addition, the plan helps to organize safe and appropriate transportation to and from an event, and defines driver qualifications and minimum limits of insurance coverage for drivers and vehicles used to transport participants.
Please complete and submit this plan at least 21 days in advance to ensure your council has enough time to review the plan and assist you in updating the plan if it is found defective. When the review is complete, the second half of the plan is returned to you to carry on your travels.
Q. What if my unit does not submit a tour plan?
A. The Tour Plan is benefit to the unit and the council. For the unit, it encourages good planning method and ensures the safety of the unit's participants. It is also a required process for accident and sickness insurance coverage. Unit's that fail to obtain an approved Tour Plan prior to their trip not only risk the safety of their Scouts, but also jeopardize insurance coverage. In extreme cases, units that do not submit a Tour Plan and willingly put their Scouts at risk may also risk their charter status.
Q. When do I need to complete a tour plan ?
A. Times when a tour plan must be submitted for council review include:
- Trips outside of council boundaries
- Trips to any national high-adventure base, national Scout jamboree, National Order of the Arrow Conference, or regionally sponsored event
- When conducting the following activities outside of council or district events:
- Aquatics activities (swimming, boating, floating, scuba, etc.)
- Climbing and rappelling
- Orientation flights (process flying plan)
- Shooting sports
- Any activities involving motorized vehicles as part of the program (snowmobiles, boating, etc.)
- At the council's request
Regardless, the tour plan is an excellent tool that should be included in preparation for all activities, even those not requiring it. It guides a tour leader through itineraries, travel arrangement, two-deep leadership, qualifications of supervision, and transportation.
Q. What is different on the tour plan vs. the tour permit?
A. Several items:
- There is now no difference between Local and National permits -- they are the same form.
- The council is the reviewer of all tour plans; no regional review is required.
- The tour plan consists of a tour planning worksheet that is completed by the unit/contingent. After processing, the council retains the tour planning worksheet and returns the tour plan to the unit.
- The plan can be printed on standard 8 ½-by-11-inch paper!
- 21- vs. 14-day advance notice requested for units to submit the plan for council review.
- A single point of contact (not on the tour) for council use is included.
- Defined reasons/times when a tour plan must be submitted for council review.
- Updated Pledge of Performance.
Q. Can the Tour Plan form be electronically signed?
A. Yes. If your PDF application (e.g. Adobe Reader) has the ability to electronically sign forms, you can obtain electronic signatures from the Committee Chair or Chartered Organization Representative and the primary adult leader. Otherwise, the form will need to be printed, signed by hand, and scanned back in before submitting through email.
Q. Can we still use the online Tour Permit process on MyScouting?
A. Yes. The national council determined to keep the online Tour Permit process active until it is replaced with a new Tour Plan module. Until the council is notified otherwise, the online Tour Permit process can still be used.
Q. I am being told me my plan is defective; what does that mean?
A. It would be best to address that with the reviewer directly so that defects can be removed. In many cases, it may just be that part of your plan was incomplete. Common reasons could include lack of two-deep leadership; training not completed, documented or expired; excessive daily travel; and not including vehicles with the capacity to carry the tour.
Q. Is planning and preparing for Hazardous Weather Training required for all tours?
A. Yes, it has been required for all tours, including local and national, Cub Scout, Boy Scout, and Venturing, since January 1, 2009. It should be repeated every two years and is appropriate for not only adults but Boy Scout aged youth as well. A CD is available for use at your unit, district and council events where internet access is not available. Click here to order the CD from Scoutstuff.org.
Q. What should we use for permission from parents?
A. The Activity Consent Form and Approval by Parents or Guardian is an appropriate resource.
Q. Do I need anything else if we are going on a discovery flight?
A. Yes, please complete the Flying Plan Application along with an Activity Consent Form and Approval by Parents or Guardian (for each participant).
If you have more questions or need clarification on the Tour Plan process or requirements, please contact the Scout Achievement Center at (513) 577-7700 (option 0) during normal business hours. Or send an email to firstname.lastname@example.org.