Difference between revisions of "Standard Operating Procedures"

Latest revision as of 10:13, 14 April 2020

The Coast Guard Auxiliary has adopted the Boy Scouts of America’s Sea Scout program as its official youth leadership development program. The documents and links found on this page are official guidance for involving Sea Scout youth and adult in flotilla and division activities and training. Please direct any questions to your District Staff Officer - AUXSCOUT or Bruce Johnson, DVC-HY.

Contents 1 Important resources 2 Program guidance 2.1 Confirming Sea Scout Membership (FSO-HR, FC, or SO-HR, DCDR) 2.2 AUXDATA Entry of Sea Scout Youth Date of Birth (DIRAUX) 2.3 Instructions for Flotillas or Divisions that wish to Charter a Sea Scout Ship (FC, FSO-HR or DCDR, SO-HR) 2.4 Chartering Sea Scout Ships that have enrolled members (DIRAUX) 2.5 AUXDATA entry of Youth Protection Training (YPT) (DIRAUX) 2.6 Claiming AUXSCOUT Program Activity (FSO-IS, SO-IS) 2.7 Excess uniforms (FSO-HR, SO-HR) 3 Sea Scout-Auxiliary Community of Interest 4 Read more about it

Important resources

• AuxBWiki
• Auxiliary-BSA Memorandum of Agreement (August 2018)
• Auxiliary-Sea Scout Youth Development (AUXSCOUT) Program Standard Operating Procedures (revised April 14, 2020)
• Sea Scouts BSA website
• Sea Scout Manual
• Coast Guard Auxiliary website
• BSA Youth Protection training
  • How to Guide for Taking BSA Youth Protection Training
• Safety Afloat and Safe Swim Defense training
• BSA Consent Forms
• Auxiliary - BSA Photography/Video/Audio Consent Form / Release - ANSC-7020A
• Sea Scout Ship Locator (Select the Sea Scout button)
• BSA Council Locator
• Map of Sea Scout Ships and Auxiliary Flotillas
• Auxiliary-Sea Scout Frequently Asked Questions

Program guidance

Read the SOP very carefully. It provides specific program guidance for addressing known questions. The following is meant to supplement or clarify the SOP. If you don't find answers to your questions email Bruce Johnson, DVC-HY.

Confirming Sea Scout Membership (FSO-HR, FC, or SO-HR, DCDR)

1. The Auxiliarist who interviews a Sea Scout with the ANSC-7001 Enrollment Form must visually sight the Sea Scout's membership card or the Sea Scout’s membership application (if the Sea Scout has been enrolled for less than 6 months and they have not yet received their Sea Scout ID card) to confirm current Sea Scout membership.
2. The Auxiliarist who interviews the Sea Scout must then write the following in the "BOAT" phone number block on page 1 of the ANSC-7001 Enrollment Form: SEA SCOUT

AUXDATA Entry of Sea Scout Youth Date of Birth (DIRAUX)

1. AUXDATA will not allow member enrollment with a date of birth that is less than 17yoa.
2. To enable AUXDATA entry for Sea Scouts younger than 17yoa, DIRAUX shall enter in AUXDATA the following date of birth for every such member: January 1, 2002
3. Every Sea Scout younger than 17yoa should therefore reflect a birthdate of January 1, 2002 in AUXDATA (until the system can be programmed to accept any type of birthdate).
4. To enable identification of Auxiliarists who are Sea Scout members, DIRAUX shall add the following to their last names in AUXDATA: -BSA, for example - Last Name: “NELSON-BSA”

Instructions for Flotillas or Divisions that wish to Charter a Sea Scout Ship (FC, FSO-HR or DCDR, SO-HR)

1. Carefully review the following resources:
   
   1. Section 1.c. Sea Scout Ship Chartering of the AUXSCOUT Standard Operating Procedure (pages 6-7)
   2. Chartering a Sea Scout Ship
   3. How to organize a Sea Scout Ship
   4. The New Unit Organization Kit on the Sea Scouts BSA website
2. Once the youth membership and BSA-registered adult leaders have been identified:
   1. A BSA New Unit Application must be completed
   2. All youth must complete a BSA Youth Application and all BSA-registered adult leaders must complete a BSA Adult Application
   3. All BSA-registered adult leaders and Sea Scouts 18+ years old must complete Youth Protection Training
   4. For a flotilla-chartered Ship the following flotilla officers must also complete Youth Protection Training:

Flotilla Commander (FC) and Vice Flotilla Commander (VFC)

Flotilla Staff Officer for Human Resources (FSO-HR)

Flotilla Staff Officer for Member Training (FSO-MT)

Flotilla Staff Officer for Operations (FSO-OP)

For a division-chartered Ship the following flotilla officers must also complete Youth Protection Training:

Division Commander (DCDR) and Vice Division Commander (VCDR)

Division Staff Officer for Human Resources (SO-HR)

Division Staff Officer for Member Training (SO-MT)

Division Staff Officer for Operations (SO-OP)

• The flotilla or division shall request authorization to do through through its chain of leadership for DIRAUX approval. Email is acceptable. The request shall include the flotilla or division leader’s attestation that all aforementioned requisite leaders and staff officers have successfully completed BSA YPT, that all other Auxiliarists who are required to successfully complete BSA YPT shall do so pursuant to this SOP, and that the request has the expressed approval of the corresponding local BSA council. The request shall also include a roster of the Sea Scout Ship’s youth and adult leaders.
• An Auxiliary charter certificate shall be issued to the flotilla or division upon DIRAUX approval.
• A BSA Sea Scout Ship charter shall be issued by the local Boy Scout council office.

Chartering Sea Scout Ships that have enrolled members (DIRAUX)

1. A Sea Scout Ship that is chartered by an Auxiliary unit and whose Sea Scout members enroll in the Auxiliary shall be processed in AUXDATA as a Flotilla Detachment.
2. To annotate that a Sea Scout Ship with enrolled members has been chartered, DIRAUX shall enter the detachment with the name of the flotilla with the following prefix: SSS- . For example – Flotilla Detachment Name: SSS-Montville
3. This does not apply for Sea Scout Ships that are chartered by a flotilla but whose Sea Scout members do not enroll in the Auxiliary. In such cases, maintain track of chartered Sea Scout Ships at regional level, not in AUXDATA.

AUXDATA entry of Youth Protection Training (YPT) (DIRAUX)

Auxiliarists who are not Sea Scout members and Auxiliarists who are Sea Scout members

1. Auxiliarists who take the YPT in order to satisfy this training requirement prior to engaging with Sea Scout youth must provide proof of completion to the Director of Auxiliary (DIRAUX). Proof of completion can be in the form of an emailed screen shot of their online course completion, an emailed PDF of their online course completion certificate, or provision of a hard copy for viewing.
2. Upon confirmation of successful completion, the Director of Auxiliary, or designated representative, shall make the appropriate entry in the AUXDATA task: YPT - Youth Protection Training
3. See How to Guide for Taking BSA Youth Protection Training. When on the https://my.scouting.org/ page, be sure to click the CREATE ACCOUNT button if you are a first-time user.

• NOTE: The YPT certificate must be less than 24 months old to be entered into AUXDATA.

Claiming AUXSCOUT Program Activity (FSO-IS, SO-IS)

1. For Auxiliarists who are not Sea Scout members but claim hours engaged in AUXSCOUT activities, include the note, “Enter Operation Code – AUXSCO1.”
2. For Sea Scouts and Sea Scout leaders who have enrolled in the Auxiliary, include the note for any claimed Auxiliary activity, “Enter Operation Code – AUXSCO2.”
3. Include the note AUXSCO1 or AUXSCO2 on any form used to submit activity hours, e.g. 7029, 7030.

• NOTE: Auxiliarists who are not Sea Scout members but claim hours engaged in AUXSCOUT activities on the 7029 form will have to submit two 7029 forms for any month that includes AUXSCOUT activity. One 7029 will be for AUXSCOUT activities and will include the note, “Enter Operation Code – AUXSCO1”; the other 7029 form will include all other 7029 activity.
• NOTE: Auxiliarists who are Sea Scout members and claim hours engaged in AUXSCOUT activities on the 7029 form will have to submit a single 7029 form. The 7029 will always include the note, “Enter Operation Code – AUXSCO2”.

Excess uniforms (FSO-HR, SO-HR)

1. There are many excess/no-cost women’s dress slacks, and ODU coats and trousers at ANSC.
2. They may not be available en masse in the sizes typically needed by your average teenager.
3. The UDC Excess Uniform Items Requisition should be used to obtain these uniform items.

Sea Scout-Auxiliary Community of Interest

• Sea Scouts/Auxiliary Youth Development Community of Interest is a great place to get the latest information about Sea Scouts and the Auxiliary. Subscribe and stay up-to-date.

Read more about it

• Boy Scouts of America on AuxBWiki - Includes important background information on BSA organization as it relates to the Coast Guard Auxiliary
• Sea Scouts on AuxBWiki - Provides information about Sea Scout training and program opportunities that are approved for Auxiliarists
• Chartering a Sea Scout Ship
• Auxiliary-Sea Scout Frequently Asked Questions
• Coast Guard Auxiliary Public Affairs Guide
• Publications Officers Guide
• Safety Afloat and Safe Swim Defense training