Update 05 Apr 2020, 21:17 pm.
Virtual Unit Elections
The Lodge Executive Committee has voted to institute National’s policy of virtual unit elections. The Lodge and Chapters will be following the national guidelines posted here. Unit leader will still request virtual elections just as they did with in person elections. The chapter will respond back to the request with instructions on how to hold a virtual unit election.
All information beyond this point is for Election Team Members
Election Team Material
If asked, we urge you to answer the call and become an election team member. Your chapter Vice Chief of Administration should know most of the nuts and bolts of conducting an election, but here are some tips for YOU to making an impactful election.
- Explain what the Order of the Arrow is. Many scouts only have a vague idea of what the OA is. They might have heard rumors of boys dressed as Native Americans and a weekend of being alone at camp. The election is your chance to explain what the Order is really about; this may include the Order being an honor society, a service organization, and a load of fun. If there is time, briefly share the most appealing parts of the OA experience such as Conclave, patch trading, leadership opportunities, etc. The OA is an opportunity for the Scout to become a better member of his unit.
- Paint a picture of what the ideal candidate should look like. An ideal candidate should follow the Scout Oath and Law, be a positive example to others, and improve the troop as a whole. Think of who you have admired at different points in your scouting career. Remind the scouts, however, that the election is NOT a popularity contest.
- Promote summer camp, especially Camp Durant. What, really? This might be a surprise, but promoting Camp Durant or camps, in general, does have a place in the election. While not an actual part of the election itself per se, camping promotion is something the order can and should do. (It will also get your chapter points for awards such as JTE and ROTH)
Keep these tips in mind as you visit troops this year. Although it is not an exhaustive list of what should be covered, these pointers will help aggrandize the success of your team’s impression on the scouts. If you are not asked to be on a team but would like to, communicate your interest to your chapter’s Vice Chief of Administration.
Unit Elections Portal
The Website Committee has built a brand new unit election portal for chapters and units to use during the COVID-19 pandemic and beyond. This system allows for our lodge to track unit elections from start to finish.
Unit leaders request a unit election via a form, at lodge104.net/elections, that sends an election request to a Chapter Adviser. The Chapter Adviser will have an account on our unit elections portal and logs the request. The Chapter Adviser then responds to the request via email and gives the Unit Leader an access key provided by the system and a link to the same unit elections portal.
The Unit Leader can then access the portal and put in all the vital information about the election candidates.
Once the time comes for the actual unit election, the election team can turn on voting within the unit election portal and give a completely anonymous voting link to the Scouts within the unit. Once the scouts vote, the system leaves a cookie on their device preventing them from voting more than once.
After voting is completed, the unit election team turns off voting and the election results are available immediately. The unit leader, election team, and lodge leadership all have access to view the results.
To help you better understand the system, we’ve created a virtual training for you to watch below.
Unit Elections Portal Overview Video
Adult Nominations in the Election Portal Training
The unit election portal now has the ability to accept adult nominations directly from the Election Portal. Watch this training video below to understand how it works and to begin using it.
- Unit Elections Training
- Unit Election Worksheet
- Unit Election Video [Downloadable]
- Sample Call-Out Ceremony
- Ordeal Candidate Letter 2020
- Ordeal Candidate Election Summary
- Election Team Script and Guide
- Election Team Checklist
- Election Info Cards for Units
- Adult Nomination Submission Form
Adult Nomination Form
This form is required for all adult nominations. Please fill out the form via your computer or by hand and upload it to https://support.lodge104.net/open.php?tid=20. Once imported in Lodge Master, you’ll receive an email (can take several days).
Unit Election Worksheet
This document is to help while conducting the election. This form will not be submitted to the Lodge, feel free to mark it up. Be sure to obtain signatures from the Unit Leader, indicating the results are accepted. Keep this copy for your records.
Ordeal Candidate Election Summary (xls)
This spreadsheet will need to be filled out post-election via your computer. Please save the file and upload it to https://support.lodge104.net/open.php?tid=20 once completed. Required information in this document includes: BSA ID, last and first name (notice the order), birthdate, and one email address.
Election Team Guide
The basic guidelines of running the election and should be read by every chapter’s Vice Chief of Administration.
How to Submit Unit Elections
We now have two options to submit youth nominations depending on how you conducted the election. Option 1 is the preferred method. Adult nominations currently can only be sent it via option 2 but will be integrated into the unit elections portal soon.
Conduct the unit election completely through the unit elections portal from the point of the first contact. If the voting is conducted through the unit election, the results are automatically calculated and sent to the lodge leadership for importing into LodgeMaster. No need to submit anything on your part. Isn’t that nice?
The unit elections portal is also able to collect adult nominations from the unit as well. See the training video above for more information.
Once we go back to in-person elections, the system is able to collect election results with a few clicks.
This is the standard way of uploading as we’ve done for the past couple of years. This involves adding the election results to a spreadsheet and uploading the results to the lodge. Each document you submit will be its own submission. The form won’t allow you to upload more than one document at a time as we’d like youth and adult forms to be submitted separately. The first section of the form on the left-hand side requires your contact information, please put your information as the submitter. The rest of the form should relate to the election results you’re submitting. As a time-saver, we highly encourage you to create an account on that website to skip the contact information section. You can create an account at this link.