We are excited to announce an important update to our council’s Youth Protection Policy. Youth Protection Training (YPT) is an essential (and required) training that is a very important step to protecting our youth – therefore, 100% compliance is the standard that the Great Smoky Mountain Council has established. Keeping our Scouts safe is our top priority, and this new five-step process will help us achieve that goal by tracking, reminding, and following up with all volunteers whose YPT is nearing expiration.
Effective October 15, here’s how the new process will work:
Step 1:
45 Days Before Expiration
Every Friday, an email will be sent from our council to all volunteers whose YPT is set to expire in 45 days. These group emails will be BCC’d to protect privacy and will come from our volunteer Youth Protection Champion, serving as an early reminder to complete the training.
Step 2:
7–10 Days Before Expiration
As the expiration date nears, another email will be sent to the volunteer, with their Unit Key 3 copied. Many times, the Key 3 provides helpful updates on the volunteer’s status. If the volunteer is no longer participating in Scouting, their membership will be expired at this point to keep our records up-to-date. No refunds will be issued.
Step 3:
Week of Expiration
If the training is still not completed, our Youth Protection Champion will personally call the volunteer during the week their training expires. The Champion will report the outcome of this call to our Chief Experience Officer (CXO), addressing these key questions:
- Is the volunteer still involved?
- Are they planning to take the training?
- What was their response?
Step 4:
Post-Expiration Follow-Up
If the YPT has expired, the CXO will contact a member of the Key 3 to inform them whether a Cease Participation Letter or an expiration letter will be sent to the volunteer.
Step 5:
Final Letter
The Scout Executive will send the appropriate letter, notifying the volunteer of their membership status, with a copy sent to the Unit Key 3. Whether a Cease Participation or an expiration letter, the adult will no longer be allowed to participate in any Scouting event/meeting/activity.
By following this structured process, we are committed to ensuring the safety of our Scouts through properly trained adult leaders. Thank you for your attention to this important matter and for your dedication to maintaining a safe environment for all youth in our programs.
If you have any questions or need further clarification, please don’t hesitate to reach out. Thank you for your continued support and service to Scouting!
Yours in Scouting,
Tom Strate, Vice President of Safe Scouting
&
Ron Pearman, Youth Protection Training Champion
Great Smoky Mountain Council
