By Darryl Alder
Apr 04, 2015

Tour Plans for Dummies (Chapter 3)

Sat­ur­day, April 1st, 2017, the Tour and Activ­i­ty Plan was dis­con­tin­ued. As part of the announce­ment, BSA stat­ed: The Scout­ing pro­gram, as con­tained in our hand­books and lit­er­a­ture, inher­ent­ly inte­grates safe­ty con­sid­er­a­tions. How­ev­er, no pol­i­cy or pro­ce­dure will replace the review and vig­i­lance of trust­ed adults and lead­ers at the point of pro­gram exe­cu­tion.”  Get details here 

Chapter 1  explained what a tour plan is and Chapter 2, when to use one. In this article we will go through the two ways to submit a tour plan.  (NOTE: with the use of Dummies in the title, there is no disrespect meant, this is just a primer for the neophyte.)

Scouts HikingHow to Submit a Tour Plan:

A month before your calendared activity or campout, present the proposal to the unit committee or Key 3 and ask who will be assigned to fill out the tour plan. Sometimes this will fall back to you, but in a healthy unit committee, a transportation specialist will do this for you. Since some activities will need Council, you’ll need to allow three weeks advance submission, so always try to get your Tour and Activity Plans in the queue a month ahead of time.

Dummies Tip

Using the online version removes the need to collect signatures. Complete the plan and certify that any missing requirements will be completed before the trip begins, then submit online. An email will be sent to the council, chartered organization, committee chair, and your designated emergency contact.

For quick instructions you can watch this video or use the written instructions just below.

Dummies BombWhere can I find the paper version of the tour and activity plan?
Click on this tour and activity plan link . Please only use this format if you have a unit without access to MyScouting . We are encouraging everyone to use the online system.

MyScoutingStep by Step Submission at MyScouting,com

Whoever has the job of preparing the Tour and Activity Plan, the first step is to sign into your MyScouting.org account, which means you will have to be registered. When you have logged in, select the Tour and Activity Plan under Unit Tools in the left side frame.

Dummies Tip
For a list of those who can submit a Tour Plan check Tour_Plan_Unit_Position_Access.

 

Once in, notice the box labeled “Important information.” These links outline the BSA’s policies which can be used as a preference as you prepare for trip.

 

Dummies TipFilter SearchThe filter search area (shown to the right) allows you to search a previously created plan by date, tour ID, unit number, activity’s name, adult on the trip and specific keywords.

 

To create a new Tour and Activity Plan, click on “Go.” The first screen presents a checklist of what you need to know or have on hand in order to complete the tour plan application. This includes a number of helpful links for important things like youth protection training, consent and approval forms and other activity training information.

Drop downNext, select your unit by clicking on the drop-down list. Some council in district information will automatically be displayed. Next select the type of trip you are taking; notice they’ve included links to download the required medical forms each participant must complete for the kind of trip you are planning.
method of transportation

Select your method of transportation and designate an emergency contact (an adult that’s not on the trip) by filling in all listed information.

Click “Next,” then fill out what type of trip you are planning by entering a short title for the trip, For example, enter a council summer camp by name in the description area. Then enter a short description of what your unit will be doing. In this example: canoeing, swimming, COPE Cube, Rifle and Archery. Next enter the number of adults going on the trip. Notice the requirements and what constitutes an adult. Then enter the number of youth going on the trip.

Once you’ve completed that part, click “Next” to post information on all of the adults going on this trip. On this screen, you’ll see the trip in the upper right hand corner. To add registered adults, click on the drop down arrow next to adult lookup. It will display only registered adults in the unit.

Now select an adult. You’ll see that person’s current information in the system displayed. Click either “Yes” or “No” if this person is the primary leader for this trip and “Yes” or “No” if this person has completed Youth Protection training. Also indicate “Yes” or “No” if this person will be driving; if they are driving select the vehicle type and enter the make, model and year of the vehicle.

Dummies TipThe next time this adult goes on a trip,  their vehicle information will already appear when you click the type .

Below this information, there’s a vehicle insurance check box. This changes if you choose a van or a bus as a vehicle type. Just  click on the check box.

Now you’ve completed this section go to the top right corner and select add to include this adult on the trip. Because you selected this person as a driver, notice the car symbol next to their name. Keep in mind you can update this section and the person’s stored information by clicking on “Update” at any time and then save. You can click on “Delete” if they had to drop out of the trip. Continue this process until all registered adults on this trip have been added.

To enter an adult not registered in the unit or any other driver select “Add Other Adult.” Enter their information and answer the questions as before. Keep in mind these individuals are not considered tour or activity leaders. Continue this process until all other adults or drivers have been added. Once completed click “Add,” then “Next.”

This opens a window to fill in your departure information. Enter the date of the trip, select the country, (which defaults to the USA),  then add the city and state.

Next click on the “Going to” section to open the form to enter destination information. Once again the date, country, city, and state. There’s also an area to fill in your overnight accommodations if necessary. Once filled in click on “Add Destination” on the far right if you’re continuing to another destination. Once you’ve added your final destination click on the returning section. Enter the necessary details.

A note section is provided to enter additional information about the trip, such as instructions to bring water bottles, sunscreen, etc. To the right of the notes section, you can upload map routes or tracking plans To upload select “Browse” and navigate to where the file is located on your computer.  Select the file and then click on upload to attach it to the plan. With the map uploaded, click “Next.”

BSA tour activitiesA new screen appears with the main BSA activities to select. Not all activities are included on the list, so if yours is missing, click on Other Activity and enter a short description (50 characters or less),

When you select listed activities with risk, related/required forms also appear in the window. When completed and signed, these can be signed, scanned and uploaded to your Trip Plan.

After clicking next, you’ll notice how the system automatically displaced the required training needed from a previously selected activity. Also, on each drop down list, adults you entered earlier are displayed for your selection. There is a link for each BSA required training course, with notes on how often they should be taken. But in any case, remember at least one adult must have completed the training listed.

There is a list of “Essential Reading” materials to further educate and assist you with safety rules and policies. There’s also a “Don’t Forget” area with questions to further ensure you have the necessary forms and emergency supplies needed for the trip.

Dummies TipIt might be a good idea to print the Guide to Tour Planning Principles to take with you.  At this point, everything is filled out, so you can click “Next.” The last screen shows the leaders and emergency contact that will receive a notification by email when the plan is submitted.

Click “Next” once more, for the Summary page, which details information the system has gathered based on your entries.

Dummies BombIf there are any problems,  the system will automatically flag any items in red which are incomplete;  items in yellow indicate irregularities or insufficient information. If you click on any of the highlighted areas, the system automatically takes you back to that section for your corrections.

Print the Summary page to take with you by clicking in the upper right corner on the printer symbol.

Finally, click “Next” to certify your acceptance of the tour and activity plan and get a list of items you need to address prior to the date of the trip. Dummies BombThis helps ensure that the appropriate planning has been conducted, qualified and trained supervision is in place and that permissions are secured. The system will not allow you to submit a plan without the certification.)

At this point you will see there’s an option to print a copy of the tour and activity plan for your records. Once you accept, click “Submit” and it’s all done. Each time you file a new Tour and Activity Plan this way, it will get easier and quicker. We promise!

Dummies TipYou can we use the data for future trip plans by clicking on the plus sign here or by clicking the drop-down list next to “Create a Plan” and selecting a completed plan. Complete plans will be in this table for five years, after which they will be moved to the archive plan section.

One final note: there may be instances where you have incomplete information and you’ll need to come back at a later date to continue filling out a tour and activity plan. When you do come back and login, you’ll see your trip under the “Incomplete Plans” heading. Click on “Edit” to open the plan. You can go to where you left off by simply clicking on the progress buttons at the bottom of the screen, then continue editing your information.

Have a safe trip!

Chapter 4: Why Tour Plan submissions fail

Darryl head BW
Author: Darryl Alder | Strategic Initiatives Director, Utah National Parks Council, BSA
This article was based on a transcript from the embedded training video posted aboveB2Y by FOS Final

Print Friendly, PDF & Email

2 thoughts on “Tour Plans for Dummies (Chapter 3)

  1. Steve Faber

    “To enter an adult not registered in the unit or any other driver select “Add Other Adult.”

    I realize how BSA defines “unit”. Are there any plans to simplify how the tour plan system sees available registered adults across units, within the same chartered organization (ward)? To get around this barrier, today we have to fill out multiple adult applications in order to, for example, have a registered cub leader who also has a boy in Varsity scouting, be able to show up automatically in the pick list of the tour plan when that cub leader wants to be a parent or a driver on a Varsity outing. The cub leader has to fill out another adult application to be on the Varsity committee. The same goes for an adult YM secretary who could be used as an adult scouter for Scouts/Varsity/Venturing activities, but is only available in the “unit” committee he was originally registered.

    Reply
    1. Darryl AlderDarryl Alder Post author

      Steve
      As always your questions are good ones. This problem is more common in LDS units and most of us share your concerns. The BSA and LDS church have been working for sometime on a new unit structure for LDS units—let’s hope its in place by this fall, since they missed their last deadline. I’m sorry that there is not an easy fix yet.

      Reply

Leave a Reply

Your email address will not be published. Required fields are marked *