Overview of Role & Training: The “Adult in Charge” (AIC) is a critical role for the troop and is responsible to assist a patrol in the development and execution of an outing. The adult in charge is not required to go on the outing, however, it is often helpful. An adult in charge must be:
- registered with the troop and
- have a current safeguarding youth training and
- hazardous weather training.
See Adult leader training to complete
AIC Responsibilities:
- Assist the patrol in the development of the outing
- BOOKING: Coordinate the booking of campsite, cabin, etc. (earlier the better!)
- MENU: Assist the patrol in the development of a menu
- COST ESTIMATE: Use the outing calculator to estimate the cost of the outing
- Enter number of adults and scouts
- Enter campsite/lodging fee
- Enter driving distance (round trip) – Use google maps to get a mileage estimate
- Enter event cost (if any)
- Modify price of fuel (orange box) to current prices
- Modify meal allowance (Usually around $18/person due to inflation)
- PERMISSION SLIP: Create and distribute permission slip
- Distribute at scout meeting two weeks before outing (if possible). Although not ideal, the permission slip can be collected at the dropoff for the outing (BRING EXTRAS to dropoff)
- Distribute at scout meeting two weeks before outing (if possible). Although not ideal, the permission slip can be collected at the dropoff for the outing (BRING EXTRAS to dropoff)
- SIGN UP GENIUS: Coordinate the creation of a sign up genius. The Scoutmaster, Committee Chair, Outdoor Activities Chair, and Advancement Chair can assist.
- https://www.signupgenius.com/
- Account: troop395hamburg@gmail.com
- Contact Scoutmaster/Committee Chair for Password
- On sign up genius page:
- Click on the page link “Created” to show all created sign ups
- Scan the list to find a recent outing and click on the ( … ) to the right of the recent sign up you have identified.
- Click “duplicate” (duplication may take a few minutes)
- Click “edit sign up”, make sure to click the SAVE (green button) on the bottom of screen
- Edit title, theme, and related content
- Edit slots on the second tab
- The third tab “settings” should not need to be changed
- Click publish
- The link to the sign up genius can be copied from the “Share” tab.
- PAYMENT: Collect outing payment by check, cash, or confirm payment by scout account
- MEDICINE: If going on the outing, collect medicine at dropoff and ensure scout and adult know how and when it is to be administered. If the AIC is not going on the outing, this responsibility should be effectively designated to the Scoutmaster, an Assistant Scoutmaster, or another attending registered adult. Medicine needs to be returned at pickup following the event.
- The Troop med-box should accompany the troop on all outings. The box includes forms which should be filled out when meds are given.
- Summer camps use a similar process, but may have their own form that is required to be filled out throughout the week.
- TRANSPORTATION: Assist the SPL in ensuring all scouts are accounted for during outing transportation, at stops, and during the event.
- Ensure Two-Deep leadership for transportation purposes. Adults may not transport a single scout to or from an event unless that adult is their child (See guide to safe scouting FAQ on this subject here: https://www.scouting.org/health-and-safety/yp-faqs/#tr)
- Ensure Two-Deep leadership for transportation purposes. Adults may not transport a single scout to or from an event unless that adult is their child (See guide to safe scouting FAQ on this subject here: https://www.scouting.org/health-and-safety/yp-faqs/#tr)
- ACCOUNTING: The following to the treasurer post-outing
- Permission slips
- Checks/Cash collected
- All receipts for trip expenses (On the receipt write the last name of the person who should receive the funds either by check or to their scout’s account)
Tips and Tricks
- Recommend using a three tab folder with a three ring pencil pouch for receipts and checks