Path to Eagle Scout

Bee Cave District’s Path to Eagle

All status and updates for the Scout is available on a publicly available spreadsheet: Eagle Scout Status

To ensure privacy, the Scouts’ names and recommenders’ names are listed as initials only. The Scout should know the names of the people from whom letters are requested. This document is useful also for unit leaders, because it lists dates that the Scout has met with district representatives.

A Frequently Asked Question page is available at: Bee Cave District - Eagle Rank FAQ

References to the 2025 Guide to Advancement (GTA) are provided throughout.

The full guide may be downloaded here: https://www.scouting.org/resources/guide-to-advancement/

All decisions made by the District Advisor or District Advancement Chair are to be made in accordance with the 2025 edition of the Guide to Advancement.

Scout decides to pursue the Rank of Eagle Scout:

1.      Scout begins to identify ideas for potential Eagle Service projects and beneficiaries and downloads the Eagle Service Project Workbook. Available at:

https://www.scouting.org/programs/scouts-bsa/advancement-and-awards/eagle-scout-workbook/ Save the workbook as a file. Open Adobe Reader 9 or later, click on “File”, click on “Open” enter the saved file name like “YournameEagleWorkbook”, click “Open”. Review the Workbook and “Meeting the Five Tests of an Acceptable Eagle Scout Service Project.”

Scouts MUST use the Eagle Scout Service Project Workbook, publication No. 512-927, in meeting this requirement. GTA: 9.0.2.0

EAGLE PROJECT – Obtaining a Unit Advisor/Coach and a Bee Cave District Advisor

2.      Scout notifies the Scoutmaster and or Unit representative that he/she wishes to pursue the Eagle Rank advancement. A Unit-level Eagle Scout Advisor (or “Project Coach” per Bee Cave District) should be assigned by the unit to help the Scout navigate the process.

**Note that a Unit Eagle Advisor is not required by the Bee Cave District but it is highly recommended. A Scout should copy the unit level advisor on all correspondence with the Scout’s District level advisor. This person keeps the Scout on track at the unit level.

EAGLE PROJECT – Project Planning, Review meetings and Workbook Approval

3.      Scout contacts the Unit Level Eagle Advisor/Coach to discuss potential worthy projects. Scout meets with the proposed Project Beneficiary(s) to confirm interest in the project and the Scoutmaster (unit leader) and Committee Chair or representative. The project must benefit an organization other than Scouting America. Scout prepares a detailed draft of the Eagle Service Project Proposal, pages A-E of the Workbook. Please spell and grammar check your work! The Unit Advisor/Coach and Project Beneficiary can help the Scout to further refine the Project Proposal draft. Projects expecting funds below $1500 do not require a fundraising application. Scout completes the Fundraising Application if funds and donations total more than $1,500. A fundraising application must be submitted to the District for approval and then be forwarded to the Council for their approval BEFORE the project is carried out.

Note the following info for your Workbook:

o   Unit Information: Unit XXXX, Bee Cave District, Capitol Area Council.

o   Unit Leader: Scoutmaster’s Name, SM’s Phone Number, SM’s Email address

o   Unit Committee Chair: Committee Chair’s Name, CC’s Phone Number, CC’s Email address

o   Unit Advancement Coordinator: Coordinator’s Name, C’s Phone Number, C’s Email address

o   Project Beneficiary: This is the organization your project supports.

o   Project Beneficiary Representative: This is the person at the organization you are working with.

o   Your Council Service Center: Keri Smeaton, 512-617-8610, 12500 North IH 35, Austin TX, 78753 keri.smeaton@scouting.org

o   Council or District Project Approval representative: You can fill this out after your District Advisor has been assigned.

o   Project Coach: This is your Unit advisor, see #2 above.

4.  Scout should write an email of introduction to the Bee Cave District Advancement Chair. Scout provides Name, Unit, Date of Birth, and desired project timeframe to the Bee Cave District Advancement Chair at beecaveeagle@beecavedistrict.org (currently James Ezell) who will assign a District-level Eagle Scout Advisor. Scouts should always copy an adult (including the unit level advisor/coach and a parent) to maintain YPT standards.  Once assigned, the District-level advisor will work with the Scout throughout the Eagle Project and Application approval process. This process is based on the volunteers for the District and their availability, which can take up to a week.  Before asking for a District-level advisor, the Scout should have at least a rough idea for a project and have already received input from the unit level on its feasibility. We do not provide project ideas. You may also begin soliciting letters of reference (See steps 14-16).

**Note that if you are within six months of your 18th birthday, please emphasize that information in the initial email to the District Advancement Chair.

5.  EAGLE PROJECT – Project Proposal Signatures (#5 - 9 should be done simultaneously to maximize feedback and reduce time spent going back and forth).

6.      Upon revising the proposal to address input from the Unit Advisor/Coach, the Scout meets with and presents the updated proposal to the Project Beneficiary for signature indicating their approval of the proposed project.

7.      Scout meets with Unit Scoutmaster or Unit Leader to discuss the project and presents the project for review. Pending any updates or revision to the project proposal, the Unit Leader provides approval and signature if the project is satisfactory in scope.

8.      Scout meets with the Unit Committee Chair or designated representative, (i.e.; Advancement Chair or Eagle Advancement Representative if present in the Unit), to discuss the project and present the project for review. Pending any updates or revision to the project proposal, the Unit Committee Chair or representative provides approval and signature if the project is satisfactory in scope.

9.      Scout addresses any suggestions or recommendations of those designated individuals on Page H of the Project Proposal. The Scout should obtain all of the required signatures, either handwritten or digital. The Scout must show ALL of the signatures prior to submission and approval given by the District Eagle Advisor (#9).

10.   Scout forwards the Project Proposal/Workbook to beecaveeagle@beecavedistrict.org and requests a meeting with the District Advisor to review, approve, and sign the Project Proposal/Workbook. Please allow up to two weeks for your District Advisor to set up a meeting with you. The District Advisor is the last person to sign, granting approval. A Scout may not begin work on a project before it is approved by all four above! GTA: 9.0.2.7

EAGLE PROJECT – Execution and Report

11.   Scout coordinates the date of project execution with the Beneficiary, Scoutmaster, and Unit Committee Chair and promotes the project as a volunteer opportunity within the Unit. We recommend giving at least three weeks' notice in advance of the event. Sign-ups for blocks of time and notification of any special conditions such as heat or environmental conditions should be included in your request for volunteers.

12.   Scout prepares for the project as stated in the Workbook and executes the Eagle Project with at least two other people while demonstrating leadership skills in the presence of two Adults: Scouters or responsible adults. Volunteer workers do not necessarily need to be other Scouts. GTA: 9.0.2.4. Take photographs of conditions before, work in progress, and after to include with the report. These will also be helpful at your Board of Review.

13.   Scout prepares the “Eagle Project Report” portion of the Workbook and submits it to the Advisor(s)/Coach to review the project workbook for completion. Scout meets with or discusses the report with Advisors if requested by the advisor. Upon approval, Scout presents the report to the Beneficiary and obtains the beneficiary’s signature indicating acceptance of the project. Scout submits the report to Scoutmaster (unit leader) for review, approval and signature.

THE EAGLE RANK APPLICATION – Letters of Reference

14.   Scout downloads Eagle Scout Rank Application

https://www.scouting.org/wp-content/uploads/2025/01/512-72825-Eagle-Scout-Application.pdf

Save the workbook as a file. Open Adobe Reader 9 or later, click on “File”, click on “Open” enter the saved file name, then enter or click “Open”). Alternatively, Scoutbook may be used to generate the Eagle application with all the fields populated by the Scout’s advancement record. The Scout or the unit advancement coordinator may open the Scout’s account page, select the “Reports” option and choose “Eagle Application” that will save a pre-filled file as a PDF. Either option is acceptable. You may ask your Advancement Chair to assist you in this.

15.   Scout contacts references who will vouch for the candidate’s character. It is recommended that the Scout contact a desired reference at least four weeks in advance of the desired BOR date. Please note that it may take MUCH longer to get all reference letters, so please plan well in advance. A Scout can request these reference letters even before the Eagle Project begins. Please do not use prefabricated reference forms. They are improper and place artificial limits on letter writers. Scout must list names and contact information for four (4) people who are willing to serve as references for the Eagle candidate. These may be Scout leaders, teachers, employers, coaches, other Scouts, etc. References do not need to be 21 or older. Parents and other relatives are strongly discouraged from serving as references. The current unit leader and committee chair are not eligible to serve as references; their signature on the application is their endorsement. Include names in Eagle Rank Application, Requirement 2.

16.   Scout requests that the references send the letters directly and confidentially to beecaveeagle@beecavedistrict.org via email. These are NOT to be emailed to the Scout or to Council representatives. DO NOT SEND recommendations to Ms. Keri Smeaton at the Council Service Center. It is the scout’s responsibility to communicate these instructions to the letter writer. Failure to follow these instructions may result in letters being disallowed. Reference: GTA: 9.0.1.3. Completed reference responses of any kind are the property of the council and are confidential, and only review-board members and those officials with a specific need may see them after the board. The responses are not to be viewed by or returned to the Scout. Those providing references do not have the option of waiving confidentiality. Once a review has been held, or an appeal process conducted, responses will be destroyed after the Eagle Scout credentials are released or the appeal is concluded. GTA: 9.0.1.7

EAGLE RANK APPLICATION – Verification of Requirements Met

17.   Scout contacts Unit Advancement Coordinator, Scoutmaster, or assigned Unit representative for review of records/reports to use to complete Requirement 3 & 4 on Eagle Rank Application. The Coordinator verifies Eagle Rank requirements have been met and provides an Individual Advancement Report from the unit such as the Eagle Application Assistance report from Unitmaster, Individual History report from Scoutbook or other unit management software to the Scout as confirmation. Scoutbook can generate a prefilled Eagle Rank Application suitable for use.

18.   Scout completes the remainder of the Eagle Rank application and writes the Life Goals and Ambitions essay. This should be at least one page in length. Ensure that you review the essay for spelling, grammar, and completeness. You will submit a document, whether pdf or doc. You cannot send a link to any document. This may be written at any time of the Eagle process.

19.   Scout requests a Scoutmaster conference with the Scoutmaster (or unit leader). Topics for discussion could be, but are not limited to, ambitions, life purpose, and goals for future achievement, plus for obtaining feedback on the unit’s program. GTA: 4.2.3.5. A Scoutmaster conference may take place at any time the Scout is ranked Life. It need not be the last thing done or take place after the Eagle Project. GTA: 9.0.1.1

20.   Scout obtains the Scoutmaster’s and Unit Committee Chair’s signatures on the Eagle Rank application. This is now their endorsement. Both are prohibited from being references.

21.   Scout informs the District Eagle Advisor of the completed Eagle Scout Rank Application packet prior to submission to the Council (see #8).

22.   Scout submits the signed Eagle Rank application, the life goals essay, and an individual history report from as noted in #3 to Council Eagle Scout Processor (Keri Smeaton) for verification at Keri.smeaton@scouting.org.

EAGLE RANK APPLICATION – Board of Review (BOR) meeting

23.   When the Unit receives notification that the Eagle Rank application has been verified from the Council Eagle Scout Processor, the Scout contacts Bee Cave District Advancement Chair at beecaveeagle@beecavedistrict.org and the assigned District Eagle Advisor to request a BOR paperwork review.

24.   Scout meets with his/her assigned District Eagle Scout Advisor to ensure that workbook, letters, Life Statement and Rank Application are in order. This also includes verification that the Application was certified by the Council Eagle Processor. The assigned District Eagle Advisor notifies the District Advancement Chair that Scout is ready for the Eagle BOR. Upon District approval, the District Advancement Chair or District Eagle Advisor then notifies Scoutmaster/Eagle BOR Coordinator that Scout is ready for an Eagle Rank Board of Review (“Eagle Rank BOR”).

25.   Scout prepares for BOR Meeting by providing the Unit Committee Chair:

o   Name(s) of Unit Advisor/Coach/District Advisor

o   Upcoming days/times the Scout is available

o   Printed out documentation:

 Eagle Rank Application

 Eagle Project report (signed)  Life/goals ambitions statement

Note: In accordance with the GTA 8.0.0.3: Composition of the Board of Review: A board of review must consist of no fewer than three members and no more than six, all of whom must be at least 21 years of age. Unit leaders and assistants must not serve on a board of review for a Scout in their own unit. Parents, guardians, or relatives must not serve on a board for their child. The candidate or the candidate’s parent(s) or guardian(s), or relative(s) must have no part in selecting any board of review members.

Note: The Scout’s District level advisor shall be one of the BOR members. GTA: 8.0.3.0

26.   Scout attends BOR in full Class A uniform and brings copies of the Eagle Rank application, the Eagle project report, and the Life Goals/Ambition Statement for reference during the meeting (the number of copies depends on the number of members on the Board). Note that the Eagle Rank BOR meeting includes:

●       A representative from the District (District Advisor)

●       A designated Board Chair from the Unit

●       At least 1 additional adult, at minimum, designated by the Unit Committee Chair

The BOR is intended to evaluate the project’s impact, the extent of benefit of the project, and evidence of planning and development. The BOR members will also discuss the Scout’s time in the Unit and its personal impact. Upon successful completion of the BOR, both the Designated Board Chair and the District Representative sign the Eagle Rank Application.

EAGLE RANK APPLICATION – National Approval

27.   The signed Eagle Rank application is submitted by the Scout to the Council Eagle Scout Processor (Keri Smeaton (Keri.smeaton@scouting.org). The Eagle Processor will obtain the Council Scout Executive’s signature and forward the application to the National Advancement Program Team, which will validate the Scout’s application and enters the rank in the Scout’s records, then the National Distribution Center generates the credentials, and mails them to the Fickett Center within an average processing time of 2-3 weeks.

28.   When the council receives the Eagle credentials, the unit leader or Eagle coordinator for the unit will be contacted. Once notified, anyone may schedule an appointed time with the Eagle Processor to pick up the Eagle credentials at the Fickett Center on the Eagle’s Scout’s behalf.

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