34 ORDEAL MANAGEMENT Session Length: 50 Minutes Learning objectives: At the end of this session, participants will:! Understand how to properly plan an Ordeal/ Induction weekend! Understand the offices and the interactions of the offices in the Ordeal organizational team.! Leave with the proper tools necessary to successfully plan an Ordeal. Required Materials:! Flipchart w/ easel! Handouts of Backdating schedule and sample weekend schedule! Guide to Inductions for referencing questions! Tape or a separate Flipchart Stand to hang torn off sheets from.! Markers TRAINER PREPARATION Type of Trainer This session was designed to provide participants with an understanding of the management behind the Ordeal and to be able to properly plan an Ordeal. Due to the nature of the topic, the trainer should be well versed in the policies and procedures of the inductions process. This is important as many questions about policy may arise. Please refer the Guide to Inductions for assistance. The trainer should also be highly energetic, enthusiastic and leverage his past training experiences in order to create enthusiasm among the participants. Use of Resource Materials If the trainer decides to do so, a PowerPoint presentation may be substituted for the flipchart. However, it should be noted that the trainer will need to develop another method for the brainstorming sections and thus that is why the flipchart method is recommended. Physical Arrangements Physical arrangements and set up of the training room or location are at the discretion of the session trainer. The session will consist of some lecture and group discussion. Effort should be made to ensure that participants have a place to take notes. Trainer Checklist prior to the session " Study this syllabus " Review support materials provided " Prepare copies of the Ordeal Induction Back Dater (enough for one per participant) " Prepare copies of Sample Schedule (enough for one per participant) " Prepare copies of Participant Evaluation (enough for one per participant) " Prepare Flip Chart Order of the Arrow 34 1 Boy Scouts of America
Trainer Tip: The Trainer may want to correlate the two handouts. This will ensure that participants get both, keep them together, and save the trainer time. SESSION NARRATIVE This session is going to give a basic understanding of the Ordeal Management process including the key players, the Ordeal weekend schedule, as well as a back dating schedule of what needs to occur before, during, and after the Ordeal weekend. Participant input and participation plays a key role in this session, thus you may want to have candy or other items on hand to give to participants for playing an active role in discussions. Introduction: 3 Minutes Flip Chart to # 1 Managing the Ordeal/ Title Stage Left Chart Trainer Tip: The session trainer should introduce himself and the topic. He should provide information on his Order of the Arrow experience, what lodge and city he is from and any other relevant items of interest. Trainers should not read directly from the syllabus and work to develop their own style of delivery while maintaining the integrity of the content. Flip Chart to # 2 Objectives Stage Left Chart Begin the session by discussing the objectives and expectations of the session: to learn how to properly plan an Ordeal, understand the offices and interactions of the Ordeal organizational team, and have the tools to properly plan and manage an Ordeal. The Ordeal Players: 25 Minutes To do this we will need to first understand the offices that at work in the planning and management of an Ordeal. Flip Chart to # 3 The Players Stage Left Chart Trainer Tip: The trainer may want to recruit a member of the audience to help write for him from the participants, if an assistant trainer is not available. Whom do you feel plays a key role in the planning and managing process? Continue with this activity until all of the following are covered (others may be mentioned, trainer should use his/ her discretion on whether or not to include them on the list):! Ordeal Master! Assistant Ordeal Master! Elangomats! Elangomat Chairman/ Head Elangomat! Service Committee Members! Ceremony Team Members! Ceremonies Chairman! The Candidates Order of the Arrow 34 2 Boy Scouts of America
If time starts to become an issue, then try invoking the answers and, as a last resort, give them the answers. These are the key players that we are going to focus on in this session: The Ordeal Master is responsible for heading up the planning process. It is his job to recruit an Assistant, unless the lodge chief appoints one, delegate responsibilities, and to make sure deadlines are met. Responsibilities that he needs to make sure are covered are: recruiting enough elangomats, recruiting other important individuals (i.e.: kitchen staff, health and safety crews, and general purpose staff), developing a schedule for the weekend, serving as a liaison between the service committee and executive committee, and any other jobs that may present themselves throughout the process The Assistant Ordeal Master provides service to the Ordeal Master, taking care of any jobs that he assigns him. Also, the Assistant Ordeal Master should be able to take over for the Ordeal Master in case the Ordeal Master becomes unable to continue with his responsibilities. The Head Elangomat is responsible for all the other Elangomats. He should take the responsibility of recruiting them from the Ordeal Master, decide who will head up which clan, assist in the assigning of work projects, and act as a liaison between the Elangomats and the Ordeal Master. Other Elangomats are responsible for heading up their clans and fulfilling the jobs assigned to them by the Head Elangomat. There are also other members of the Service Committee. Their job is to fulfill any duties as prescribed by the Ordeal Master and/ or Service Committee Chairman (often times, this is the same person). Separate from the Service Committee, we have the Ceremonies Committee headed by the Ceremonies Chairman. It is their job to secure sites for the ceremonies, make sure there are people to cover all the parts in the ceremonies, and to make sure the sites are properly set up. The Ceremonies Chair well work in conjunction with the Ordeal Master to make sure that the ceremonies fit in well with the schedule and that locations support the Service Committee s plan: such as the night alone sites being close to the Pre- Ordeal ceremony sites. The last players in the Ordeal are the candidates. They do not carry any responsibility, but still play a key part in the Ordeal process. Now that we know who the players involved are, we need to decide how they will work together. (Take the list of players and tapes it up elsewhere for reference.) Flip Chart to # 4 The Web/ Flow Chart Stage Left Chart Starting with the most important individual in the planning process, the Ordeal Master, we will construct a web of how the different players will interact. (Draw a box with Ordeal Master written in the center.) What I would like you to do now is tell me where the different players go in this web and who they should connect with. (The trainer then follows the instruction of the participants. If they need encouragement, say: Where do you think X player would fit into what we have. ) Why does this player belong here? (Draw lines connecting the given player with the other players already properly placed.) Order of the Arrow 34 3 Boy Scouts of America
Trainer Tip: It is important for the participants to have a strong understanding of this flow chart/ web. If they are having trouble developing it, then it is vital for the trainer to guide the group in the right direction. Use past training experience to get a strong, well-linked web. Trainer Tip: If at all possible, try to display the completed player list as well as the web. If the physical arrangements only allow for one, the web takes priority. Also, if more than one session is going to be done, make sure that there are enough extra pages for the other sessions webs and lists. (Tears off web and displays it.) Flip Chart to # 5 BLANK PAGE Stage Left Chart You should now have a strong understanding of who the players are and how they interact. Are there any questions? The Planning: 12 Minutes Distribute Handouts Ordeal Induction Back Dater and Sample Schedule We are now going to discuss how to take these players and use them to develop the plan for our Ordeal. Flip Chart to # 6 Back Dating list Stage Left Chart Back dating is the process by which you determine how far in advance certain jobs need to be done to have the most effective event. The Ordeal back dating schedule in the appendix of this session covers what needs to be done before the event, as well as what needs to happen during and after the event. Some of the major points are: 6 months prior to: Ordeal Master is chosen and working on the planning process, Date and Facility are determined, and Head Elangomat is recruiting other Elangomats. 3 months prior: All players have been identified and have been assigned an adult adviser, Elangomats should all be recruited, and Project list and the proper equipment to perform the projects are gathered. 2 months prior: Elangomats are trained, projects are finalized, and sites for activities are determined. Week before: clans are formed, Elangomats are assigned to clans, and projects are distributed appropriately. After the Ordeal: what worked and what did not are written down so that next time things will be fixed. With each of these back dater steps more than one person plays a role. Such as when choosing the sites for the clans to spend the night alone, the Ordeal Master, Head Elangomat, and Ceremonies Chair should all be involved. That is a decision that affects each of these groups. Planning should never be a oneperson job. If it is, then important players will be left out of the loop and something will be missed or overlooked and you may not get the best possible outcome. Order of the Arrow 34 4 Boy Scouts of America
The Schedule: 5 Minutes A general schedule has been provided in the appendix. If your lodge is not following a similar schedule, use the timing and agenda in this schedule to rearrange you own lodge s schedule. Some useful points of interest are the notes to the Elangomats and brothers- such as Times, Locations, and when to wear their Class A. This will allow your Elangomats to better manage their clans. Notice that the Elangomats are leading the process. Candidates should be taken care of, not given responsibility: they will have enough on their mind as it is. It is very important to publish alternative locations for all events in the event of inclement weather. When printing the schedule for the weekend for candidates and Arrowmen, a good idea used by some lodges is to print a list of upcoming events on the back of the schedule. This is a great publicity tool and gets the next major lodge function on the participants minds. Conclusion: 5 Minutes The take home message from this session is that planning is a time consuming process that should NOT be a one-person task. The more people that are involved in the planning, preparation, and execution of the process, the better the Ordeal will be. Involving more people produces by-in from those people, their name will be on that weekend, if it is not successful they will be remembered for it and if it is the best Ordeal your lodge has ever done, they will be praised for it. During the course of the Ordeal, pay special attention to the induction sequence and be sure that your schedule doesn t violate the tests of the ordeal. Don t give the candidates any idle time that only provides opportunities for chit-chat and mischief. But do give them adequate time for breaks and rest. APPENDIX: FLIPCHART SUGGESTIONS The following is a recommended list of flip chart pages that can be used for visual presentation. Ordeal Administration Understanding Basic Ordeal Management 1 Your Name Objectives At the end of this session, participants will:! Understand how to properly plan an Ordeal/ Induction weekend! Understand the offices and the interactions of the offices in the Ordeal organizational team.! Leave with the proper tools necessary to successfully plan an Ordeal. 2 3 The Players Order of the Arrow 34 5 Boy Scouts of America
The Players Web Chart -BLANK PAGE- Backdating (list several bullet points that you, the trainer, find important from the Back Dater) 4 5 6 The Guide to Inductions Order of the Arrow Handbook APPENDIX: SOURCE MATERIALS AND RESOUCES Order of the Arrow 34 6 Boy Scouts of America
APPENDIX: HANDOUT 1: ORDEAL BACK DATER Ordeal Induction Back Dater 6 Months Prior to the Ordeal Date and facility reservation confirmed Ordeal master is identified and working on ordeal induction Ceremonies team(s) assigned and practice occurring Elangomat chairman preparing to recruit Elangomats Registration sites (members/candidates) determined Mailing Coordinator drafts registration forms for approval Service project coordinator begins gathering project information Theme for Banquet is developed 3 Months Prior to the Ordeal All key positions are defined and assigned (both youth and adviser) Ceremonies team(s) continue practicing Elangomats are recruited and training dates are set up Registration form for members is distributed Registration form for ordeal candidates is distributed to all elected scouts Cook team has received the approved menu Spirit of the Arrow booklets are produced Service projects and equipment lists are readied Post induction/ new member activities begin development All trading post items (national supply, lodge/chapter) are accurately inventoried and orders placed to ensure an adequate supply are on hand 2 Months Prior to the Ordeal Ordeal Master should contact all chairmen/coordinators Backup plans and personnel commitments rechecked Elangomats are trained Ceremonies team(s) continue practicing Ceremonies props / supplies are finalized Post induction/ new member activity plans continue Areas identified for candidate sleeping Areas identified for all activities Final Service project check made Last few weeks before Ordeal Registration Forms are tallied All new member orientation plans are finalized Clans drafted to suit projects Ceremonies site(s) identified After the Ordeal Hold a critique meeting with the key people involved in the ordeal induction so that problems that occurred can be prevented next time and so that the good things can be written down and repeated. Each Ordeal Induction should be a learning experience for the next and over time should improve the overall quality your lodge/chapter provides to the candidates. Order of the Arrow 34 7 Boy Scouts of America
APPENDIX: HANDOUT 2: SAMPLE ORDEAL SCHEDULE Sample Schedule Friday 5:00-7:30 PM Check-in 5:30-6:00 PM Elangomat Meeting 6:00-7:30 PM Floating Supper Dining Hall 8:00 PM Elangomats- Meet at the arena with your clan members. What they need: Sleeping Bag, Ground Cloth, Gloves What they do not need: Flashlight, Pocketknife, Drinks, Candy What to wear: Work clothes 10:00 PM Cracker barrel for Arrowmen Dining Hall 11:00 PM Taps Saturday 7:00 AM Reveille 7:45 AM Flag Raising Flagpole 8:00 AM Breakfast Dining Hall 9:00 AM Work Projects Begin 12:00 PM Lunch Dining Hall 1:00 PM Work Projects Resume 4:00 PM Work Projects End Clean up for Ceremony Class A Uniforms Required! 5:00 PM Elangomats- Bring your clan to the arena to meet for the ceremony 5:30 PM Ordeal Ceremony 6:50 PM Flag Lowering Flagpole 7:00 PM Banquet and Festival Dining Hall 8:15 PM Jumpstart Dining Hall Brotherhood Candidates meet for Arena Brotherhood Ceremony (If Applicable) 10:00 PM Cracker barrel for Everyone! Dining Hall 11:00 PM Taps Sunday 7:00 AM Reveille 7:45 AM Flag Raising Flagpole 8:00 AM Breakfast Dining Hall 8:30 AM Worship Service Dining Hall 9:00 AM Clean up Order of the Arrow 34 8 Boy Scouts of America