Eagle Process

• Eagle Scout Service Project Workbook -  File Number 512-927, February 2023 printing (No. 2023a)

• Eagle Scout Rank Application - File Number 512-728 ,  January 2025 Revision

• Eagle Scout Letter of Reference Form located at the bottom of this page.

2. Be active!

You must continue to be active in scouting after you have achieved the rank of Life Scout. For most scouts this is not a problem. But, be sure to discuss with the Scoutmaster what being active means. Your idea and his idea may be two completely different things! Bottom line, attend all meetings, activities, and campouts. Provide assistance when asked and take initiative to help when not asked. 

3. Complete your merit badges

Complete a total of 21 merit badges including all the Eagle required merit badges. Be sure to list the names of the merit badges you earned in your scout handbook. Ask the Advancement Chairperson for an advancement report if needed.  

4. Come up with a workable idea for your service project

This can be the hardest part! Talk to the Scoutmaster or other adult leaders for ideas. Talk to local community organizations like schools, parks, agencies, non-profits, etc. The Eagle project must meet three criteria--

• It must be of significant value to the community outside of scouting (town, church, school, etc.).

• You must provide leadership to others during the project (the project idea does not have to be original, but you must be in charge; and two people cannot lead the same project).

The organization for which the project is benefiting is called the Project Beneficiary. Identify a representative of the organization for which you are performing your project.  You must have at least one project advisor. This is an adult who has professional experience and the skills necessary to properly guide you through completing the project. For example, if your project involves landscaping, seek out an individual who has knowledge about landscaping. 

5. Perform your service project

The steps to complete your service project are listed in the Eagle Scout Project Workbook.  That workbook should be your primary guide as you complete each section. Important information is provided below for filling out each section properly and accurately.

Section 1 - The Project Proposal 

The purpose of the project proposal is to help you consider all aspects of the project so that it can be developed into a well thought out plan. Provide information exactly as requested. All contact information fields must be filled out. Do not leave any fields blank. 

Contact Information

• Make sure you put in your correct BSA # ID, Check with Troop leadership if you don't know it. 

• For the name of your district use Charter Oak District

• Fir the name of council use CT Rivers Council 

• For Project Beneficiary, use the name and address of the organization for which the project is benefiting, 

• For Project Beneficiary Representative, use the name and address of the primary person you are working with at the organization.

• For Council Service Center use - Michele Soboslai, 60 Darlin Street, East Hartford, CT 06108, (860) 913-2700, Email:  Michele.Soboslai@scouting.org.  

• For the Project Approval Representative use - James Kulpa, 239 Crest Street, Wethersfield CT, 06109, (860) 301-9573 - Email: jkulpa@mac.com

• For Project Coach, use your Scoutmaster's contact information or another adult leader who is guiding you through the Eagle process. 

Project Description and Benefit: Describe what is the impact? For example, facility improvement, monetary savings, solves a problem, educates the public, etc..  Describe in specific terms exactly what you are going to do (but not how yet). Use clear statements. Photos of the current work site can help. Include any sketches or diagrams that will help show what is going to be built. 

Tell how your project will be helpful to the beneficiary: Why is this project needed?  What is the impact if the project is not done?

Giving Leadership: Describe the scope of leadership you think will be required. Think about how the work will be performed. Will the work be done in one day or multiple days? What do you think will be the most difficult part of leadership? How do you plan to handle those difficulties?

Materials/Supplies/Tools:  

• Materials: These are items that you will incorporate into the finished product. They stay with the project and are part of what the beneficiary is to receive. Examples of materials: paint, lumber, metal nails, metal screws, light bulbs, electric wires, plants, concrete, wood glue, metal brackets, dowels, roof shingles, floor tiles, wall siding

• Supplies: These are disposable items you will need to complete your project. They do not stay with the project and are not given to the beneficiary. This includes food and drinks for rest breaks. Examples of supplies: paper towels, plastic bags, disposable gloves, cleaning products, food and drinks for rest breaks

• Tools: These are items that you use to build the project.They do not stay with the project and are not given to the beneficiary.  Examples of tools: hammers, screwdrivers, wrenches, saws, shovels, pickaxes, paint brushes, ladders, power tools

• Other Needs: These are things like advertisement materials, printer costs, notepads for sketches, or other things that you might need to spend money. They are not things like materials, tools, or supplies. Don't leave this blank. 

Permits and Permissions: Identify any permits or permissions that will be required. Normally the beneficiary will be responsible for a building permit if one is required. If permits are required, the details should be included in the final write up.

Preliminary Cost Estimates: Determine a preliminary cost based on common prices and assessing the quantities that likely will be needed. Items that you expect to be donated must be assigned a value equal to the cost they would have if purchased and unused. These estimated values must be included in total cost estimate. 

Project Phases: The project phases section should include at least the following steps/phases:

1. Inform beneficiary of project implementation approval

2. Complete Project Final Plan

3. Recruit volunteers

4. (If fundraising and/or donation event to be conducted for project: Conduct fundraiser [and/or donation event])

5. Acquire items for project

6. Transport volunteers and items needed for completing project to project site(s)

7. Conduct safety briefing for volunteers

8. Implement Eagle Scout Service Project

9. Complete self-assessment of success of project with Service Project Report

Logistics: Consider things such as transporting workers, transporting materials, tool use and safety, work schedules, and food and restrooms. 

Safety Issues: Describe the hazards or safety concerns that you and your workers will have to be aware of and how you will help prevent these hazards so that everyone stays safe. 

Project Planning: Identify parts of the project that you know will need further action items. This is important in that it shows you are putting in some thought about things you will need to do but haven't done yet.   

Signatures: At the end of the Project Proposal section there are spaces for signatures. First, you need to sign and date the Candidates Promise section. Then, obtain signatures from the Unit Leader (Mr. deRito), the Unit Committee Chair (Mr. Ross), and the Project Beneficiary Representative. Lastly, a signature is needed for District Approval (Brian Heavren).  For this signature, start off with an email to Mr. Heavren introducing yourself then ask politely how he prefers you to deliver the project workbook to him for his signature. It may be electronically or a drop off to his house. This process is new, so go by what he instructs you to do. He will review your proposal and may provide you with a list of items that must be addressed before he signs the proposal. 

Section 2 - The Project Plan

After project proposal is approved by Mr. Heavren, complete the project plan section of the workbook. The project plan is designed to help you think about details of how the project will be carried out, the costs associated with the project, and what fundraising activities (if any) will be performed. You'll probably need help from your project coach/advisor to complete this section. This part of the Project Workbook serves as a tool for your use. It does not require approval or signatures but must be completed before you start your project. After you complete the Project Plan you can start your project. Keep the following in mind when performing  your project:

Comments from your proposal review: Don't leave this blank. Put something here. For example, you can mention that you will plan on having meetings with the beneficiary to discuss the project plan on more detail. You can also mention that you plan on getting an early start speaking with businesses about donations. 

Project Description and Benefit - Changes from the Proposal: Describe some changes you plan on making after you've put some more thought into the details. Don't leave this blank. There is always something that you thought of to do differently. 

Present Condition or Situation: Describe the present condition of the worksite. This is describing the site before any work will be done to it. For example, if you are building a bridge, describe the are where the bridge will be and why the bridge is necessary. Describe what the beneficiary lacks that your project will remedy. Put something for both boxes. 

Project Phases: Detail your project’s steps/phases with greater detail than was presented in the Project Proposal. Expanding some phases from the Project Proposal into multiple phases for this section. For example, instead of “Implement Eagle Scout Service Project” as a phase, list each part of implementing the service project as its own phase.  

Work Processes: Describe with details how each step or phase of your project will be completed (you likely will enter much text into this field).

Attachments: These will be additional pages in your binder accompanying your workbook. Add pictures that show the current view of the worksite before any work has started. These pictures should be full page pictures inserted into a plastic sleeve and follow the end of the Project Plan section of the workbook.   

Permits and Permissions: If any permission or permits are required, list them here. For example, permits from the Wetlands Commission or if you need to seek permission from the town Fire Marshal or health inspector. Remember to ask your beneficiary to call 811 (Call before you Dig) if you are doing any excavation and note that in this section.    

Materials:  List all materials you plan on using. Materials are items that you will incorporate into the finished product. They stay with the project. Examples of materials are paint, lumber, metal nails, metal screws, light bulbs, electric wires, plants, concrete, wood glue, metal brackets, dowels, roof shingles, floor tiles, and wall siding.

*Be sure to fill out every cell in the table for each item! 

*If you will seek the donation of the the item (even if it is from your own household), identify the person or business who you will seek the donation from. (My family, Mr. Jones, Company ABC, etc.) and put a cost as if you would purchase the item yourself.

*If the item is donated (even if it is from your own household), you still need to put a cost as if you would purchase the item yourself. 

*If you plan on purchasing the item yourself, identify the store you plan on purchasing the item from (Ex. Home Depot, Lowes, etc.).

Supplies: List all supplies you plan on needing. Supplies are disposable items you will need to complete your project, but which are not part of the project. This includes food and drinks for rest breaks. Examples of supplies are paper towels, plastic bags, disposable gloves, cleaning products, food and drinks for rest breaks. 

*Be sure to fill out every cell in the table for each item! 

*If you will seek the donation of the the item (even if it is from your own household), identify the person or business who you will seek the donation from. (My family, Mr. Jones, Company ABC, etc.) and put a cost as if you would purchase the item yourself. .

*If the item is donated (even if it is from your own household) you still need to put a cost as if you would purchase the item yourself. 

*If you plan on purchasing the item yourself, identify the store you plan on purchasing the item from (Ex. Home Depot, Lowes, etc.).

*Borrowed items are typically NOT supplies. Borrowed items need to be returned to the owner. 

Tools: List all tools you plan on using to build your project. Examples of tools are hammers, screwdrivers, wrenches, saws, shovels, pickaxes, paint brushes, ladders, power tools, etc. 

*Be sure to fill out every cell in the table for each item! 

*Many tools are borrowed. Borrowed tools are tools that you will return to the owner. If the tool is borrowed (even if it is from your own household) you do not need to put a cost but you do need to say who you plan on borrowing the tool from.   

*In the case that you need to purchase a tool, identify the store you plan on purchasing the item from (Ex. Home Depot, Lowes, etc.) and put a cost based on your research.

Other Needs: These are things like advertisement materials, printer costs, notepads, pencils, or other things that you spend money on that are not materials, tools, or supplies. 

*Be sure to fill out every cell in the table for each item! 

*If you will seek the donation of the the item (even if it is from your own household), identify the person or business who you will seek the donation from. (My family, Mr. Jones, Company ABC, etc.) and put a cost as if you would purchase the item yourself. .

*If the item is donated (even if it is from your own household) you still need to put a cost as if you would purchase the item yourself. 

*If you plan on purchasing the item yourself, identify the store you plan on purchasing the item from (Ex. Home Depot, Lowes, etc.).

*Borrowed items are items you will return to the owner. Borrowed items do not need a cost. 

Expenses: The amounts you put here are carried over from the previous entries.

Revenue: When you add the amount you put for “Total to be raised” and "Contribution from beneficiary” it must equal the total expense amount you put to the left. 

Total to be raised:  This amount is the total cost you listed to the left minus the amount you put for the Contribution from beneficiary.  

Contribution from beneficiary:  This amount is the what the beneficiary has agreed to give you for your project. It includes the cost of any donated items or supplies that the beneficiary gives you. Anything beyond what the beneficiary give you is the amount you need to raise for your project.    

Example: The total cost of your project (Total Expenses) is $800. Your beneficiary has agreed to give you $100 worth of donated funds and items. You need to come up with another $700. In the bottom-right data-entry field, put "see attached" and add a document to your binder that explains how you will come up with the $700. You need to get specific  and say what you will do to get the money to pay for your project and what what you will do if you don't have enough. This is a very important section because it shows that you've thought about how you will pay for your project. If you expect to ask for donations from businesses or friends and family, explain how you plan on asking the person or business and what that communication will be like. If you plan on using some of your savings to cover the cost, explain how you saved the money and where it came from (ex. mowing lawns, birthday money, etc.). If you plan on doing things like mowing lawns, explain that here. If you plan on asking your friends or family members to donate to your project, explain what conversations you plan on having with them.  

Giving Leadership: List things that demonstrate how you plan on effectively showing leadership and managing your workers. 

Logistics: Fill out all boxes. 

Safety: list hazards that workers may encounter and how you will prevent them from happening. Examples of potential hazards are eye injury, cuts, scrapes, splinters, sunburn, dehydration, etc.. 

*for ways to communicate these safety issues to your workers, describe that you will hold a safety briefing before any work starts. Also say that you will refer to the BSA "Age Appropriate Guidelines for Project Tool Use" to make sure workers use only the proper tools based on their age. Say that you will hold a safety briefing before work starts on your primary project work dates or at the start of the work periods.    

Contingency Plans: Identify your plans for what to do if you need to reschedule part of your project because of weather conditions or other conditions that could be applicable because of the unique aspects of your project. For example, if you need to reschedule, you will consider your age and not wait until you are almost 18 years of age to start work on the project. Mention that you know you must aim to complete all your requirements for the Eagle Scout rank by your 18th birthday.  

Fundraising Application: 

• The fundraising application is not required if the scout spends less than $1000 on the project.

•  The fundraising application is not required if the scout spends more than $1000 on the project and get the funds only from the six sources listed here:

1. The scout

2. The scout’s parents

3. The Chartered Organization

4. The Troop

5. The members of the troop

6. The beneficiary

• The fundraising application (and signature of approval) is required if the scout spends more than $1000 and get funds from a source other than the six listed here:

1. The scout

2. The scout’s parents

3. The Chartered Organization

4. The Troop

5. The members of the troop

6. The beneficiary

For clarification, a discount on materials from a business is considered a donation. If the scout spends more than $1000 and get funds mainly from one of the six sources listed above but also gets a discount on materials then that is considered a donation and the fundraising application (and signature of approval) is required. If the materials were not discounted, then it would not be considered a donation.  

Another example that Mr. Sanford likes to give is that if the scout spends more than $1000 and $1 of coffee is donated then a fundraising application is needed. 

Section 3 - The Project Report 

Project Report Cover - Project Start Date: The project start date is the date that the District Rep approved your project. 

Project Report Cover - Project Completion Date: The project completion date is the date that the beneficiary signs your project report.

Project Execution: When did the work begin? Put the date that work actually began. This date should be after the start date you put on the Project Report Cover. 

Project Execution: When was it finished? Put the date that you stopped working on your project. This date should be before the project completion date you put on the Project Report Cover. 

Project Description: In the first box, provide a brief description of the project. Explain the impact it will have to the community now that it is finished. In the second box, note things you did after your project was approved. Mention the things that you needed to get the ball rolling on right away. For example, mention any work you did to start identifying the people you will borrow items from. 

Observations: What went well? Get creative. Think back to the project execution and mention things that went smoothly. The more information here the better. Not every project runs smoothly. There are good parts and challenging parts. 

Observations: What was challenging? Get creative. Think back to the project execution and mention things that were challenging. The more information here the better. Not every project runs smoothly. There are good parts and challenging parts. 

Changes: Don't leave this section blank. There are always some changes needed when a project is executed. The plan is just a plan but when the project is executed, there are always things that are changed to make things more cost effective or better. 

Leadership - Leadership is one of the key things by which an Eagle project is judged. **Short answers do not give Mr. Sanford enough to determine if you provided leadership. He cannot make a determination on this based on short responses. The section needs detail. If there is not enough detail he will have you pick up your binder and add more details to this section. Then you will have to bring it back to him for another review. 

*In the first box, be specific. How many people did you provide leadership to? Did you assign tasks? Specifically what did you tell them to do? How did you help them with parts they were confused about? Did anything go wrong during that day that you had to overcome? When were your workdays? Did you have a sign-in sheet on your workdays? How long did you work each day? Do you have any emails that you sent to your workers? 

*In the second box, explain some of the challenges of being a leader. For example, keeping everyone on task. 

*In the third box, explain some things that made being a leader rewarding to you. Get creative. 

*In the fourth box, explain what you leaned about leadership and how your leadership skills were further developed by doing this project. 

Funding Summary:  Describe how you obtained money, materials and supplies for your project. You must be clear about where your funding came from. If you contributed to your own project, that should be indicated here. For example, if you saved money mowing lawns or performing others jobs, say that here. If you received a donation from your parents, say that here. If you purchased items at a discounted price, say that here.  

*How much was collected? This should match what you put in your Project Plan for the amount you need to raise. 

*How much was spent? If you spent the same amount as what you collected then you're all set.  If you spent more than what you collected, explain how the additional funds were collected. If you spent less than what you collected, explain what you did with the leftover money. 

*In the last box, explain how you thanked the donors to your project. 

Photos and Other Documentation: You should add additional documents to the end of your workbook when you insert it into your binder. The more accompanying information, the better. 

*Add photos of your workers working on your project.

*Add the email from Mr. Heavren approving your project.

*Add copies of receipts or purchase orders. 

*Add diagrams or your project.

*Add sign-in sheets you used when workers showed up to help you.   

Candidate's Promise: Don't forget to sign and date! 

Approvals: Don't forget to have your project contact and Scoutmaster sign and date! 

6. Send out your requests for letters of reference

The Eagle Board will want five or six letters of reference from people who know you. 

You will need a letter of recommendations from--

• your parents

• religious leader (priest, minister, religion teacher, etc) 

• school (teacher or principal who knows you well)

• employer (if you are currently working)

• 2 others of your choice who know you well (neighbors, Scout leaders, etc)

Once you come up with a list of individuals, call or approach each of them individually and politely ask if they would be willing to write a letter of reference for you. If they say yes, mention that you will provide them with a reference form, instructions, and a self-addressed envelope for easy mailing.  The reference form is displayed at the bottom of this page. Include a short message stating the following: 

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Thank you for taking the time out of your busy schedule to write a letter on my behalf. The purpose of the letter is to share with the Eagle Board what you have learned by working with me during my scouting career and how my attitude, work ethic, and determination, is reflective of the principles of scouting. If you would like to speak with me about the letter, I will be more than happy to do so. If it is not too much to ask, please mail your letter by [enter date here] using the self-addressed envelope I included for your convenience.

Thank you for your time.

Sincerely,

[Your printed name here]

[Your signature here]

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IMPORTANT! Be sure to include your address on the envelope along with a stamp.