Induction Module Information

Lodgemaster Inductions Module

All unit elections and adult nominations are handled through the Inductions Module in Lodgemaster (the master tracking software we use to track everything about our Lodge and our members). This provides uniform scheduling of elections and automated emails along each new member's journey to Brotherhood.

One important item to note: Scoutbook, Troopmaster, and other Scout tracking software is NOT linked to our database. There is no automatic transfer of lodge member information back into these other platforms (Ordeal date, Brotherhood date, etc.). The unit is responsible for tracking their candidates and making sure that any Order of the Arrow updates are added in to whatever tracking software the unit uses.

Lodgemaster does have the ability to query the official Scouting America database and determine registration status and Safeguarding Youth Training status. Likewise we can run a query to update unit leaders. But, there is no feedback from Lodgemaster into the Scouting America database.

Our Lodge election year runs from November 1 to October 31. Each unit (Troop, Crew, Ship) can hold an election once within this yearly cycle. Elections must be held by an election team sanctioned by the Lodge - this is delegated to each of the Chapters. Units CANNOT conduct their own elections.

If you have questions about the Inductions Module or any information on this page, please contact David Stroud.

Please make sure you are following two-deep protocols on any emails.

Details about unit elections such as eligibility and the actual process can be found on the Unit Elections web page.

Beginning of Each New Calendar Year

On December 15 of each new year, an email automatically goes out to all unit leaders of record inviting them to schedule an election. This election can be scheduled for any time in the coming year.

Unit leaders can enter several dates that work for them and the election team from the Chapter will coordinate to set up the election.

Until the unit either schedules an election or declines to hold one, a reminder email is sent to the unit leader every 2 weeks until March 31 following up on scheduling an election.

Before the Scheduled Election Date

The unit is required to supply a list of all eligible youth (anyone that is under the age of 21, meets the rank requirements, is approved by the unit leader, and has the required nights of camping) back to the election team. There is a template spreadsheet that can be used or the unit can manually enter each eligible youth via the web - NOTE: Manual entry is tedious if there are more than one or two eligible youth.

Why do we need all that information? We have to have their personal information in order to be able to contact them and for keeping track of where they are in their OA journey. We have to know if they are an adult or youth (based on date of birth), etc., etc., etc.

It is recommended that one of the Key 3 of the unit (or a delegate) go to my.scouting and download a roster of the youth to a CSV (comma-separated value) file or spreadsheet. This can be the starting point for the list - it has most of the information that is required.

From this master list, remove any that are not eligible (rank, nights of camping, Unit Leader approval).
If it is a Scouts BSA unit, any youth registered with the Troop that are 18, 19, or 20 will need to be added to the list. YES, these are still youth and are still eligible to be elected from a Troop (and to vote in unit elections).
A column with the date of birth will need to be added. The roster export will NOT produce this.
Exports from other tracking software (Scoutbook+, Troopmaster, etc.) can be coerced into producing a spreadsheet that can be used - it will take some effort.

The nice thing about using the spreadsheet method is that it can be imported directly into the Inductions Module. If you need help with this, please contact David Stroud.

Once all this information is in the Inductions Module, ballots can be automatically produced. The Chapter election team can produce one and email it to the unit so they can provide enough copies for everyone they expect to be there for the election.

Another key feature of uploading all of the eligible youth is that the system can catch any youth that are already members. Yes, this does happen - more often than you would think. The unit does not follow up on elected youth when they go through their Ordeal and they keep showing up as eligible.

It is the responsibility of the unit to have ballots and writing utensils available for the election.

At the Election

The Chapter election team will make sure that at least 50% of the active youth members (as determined by the unit leader) are present. If this quorum cannot be met, the election will not happen, and the unit will need to schedule another one.

During the election, the Chapter election team will give a brief overview of what the OA is and does and explain the voting process.

OA elections are quite unique. Members and non-members select new members. Each youth can vote for one or as many candidates as they feel are worthy.

Candidates are elected based on the number of ballots turned in. Therefore, it is stressed that brand new cross-over youth that have not had a chance to get to know any of the candidates should not turn in a ballot.

The Chapter election team will collect all the ballots, count them, determine how many votes are needed and then inform the unit leader of the results.

The unit needs to decide if the election results will be announced immediately (the Chapter election team will have a short ceremony ready for this), or if the results need to be held until some later date - camporee, summer camp, etc. This is critical since it controls the release of automated emails to the new candidates. More on that in the next section.

Candidates do not need to go through a formal callout ceremony - once elected, they are immediately eligible to attend an assembly.

After the Election

Once the Chapter election team reports back the status of the election, the Chapter Advisor will go into the Inductions Module and Post the results.

This step is where the Chapter Advisor marks which youth were elected and fills out other information about the election.

It was mentioned above that the unit must decide when the election results are announced. The Chapter Advisor will fill out the announcement section with the date the unit provides.

This date controls the release of automated congratulatory emails to the candidates. If the unit desires to wait for camporee or some other event to announce the election results, the date should be a day or two after the event.

Please note that if a unit decides to wait to announce the results, there is only one date that can be set. It is the responsibility of the unit to notify any candidates that were not present at the callout event BEFORE the automated emails go out.

The unit will receive an email invitation to review the election results. Units can work with the Chapter Advisor if there are any errors in the election report.

Adult Nominations

After the unit election result is verified, the Chapter Advisor will then Approve the election. This moves all of the elected candidates into the main Lodgemaster database where they can be added to events and tracked.

This triggers an email to the unit with a link to the Adult Nomination form.

The system will calculate the number of adults that can be nominated based on the number of youth elected. It is currently 2 adults for every 3 adults (there is some rounding involved to get the actual number which is why it is important that the system handles this calculation).

The link takes the unit to a web page that is identical to the paper adult nomination form that was used previously. It is important that adult nominations go through the Inductions Module so they will get any automated emails sent out.

How are adults nominated? That is up to each unit. Currently, adults must be 21 or older and meet the same camping requirements as youth. The form requires the informed consent of the Committee Chair and the Unit Leader (unless one of them is the proposed candidate).

Units could hold an election for adults much like the youth election. There are no standards set for this so the unit would need to be clear as to how the election mechanics would work.
Another suggestion is to have a smaller group (possibly made up of current adult members) work to nominate eligible adults. They would then report back to the Committee Chair and Unit Leader.
Just like adults have no part in the youth election process, youth have no part in the adult nomination process.
It is highly recommended that the unit have some idea beforehand of what adults they would like to nominate - that way the nominations can be entered in a timely manner (and not forgotten about).

Once adult nominations are entered by the unit, the Chapter Advisor is notified via email and they can go into Lodgemaster and approve the adult nominations. This moves the adult nominee into our main database where we can add them to events and track them.

Automated Emails

There are a large number of automated emails that are produced by the Inductions Module.

Emails to Units

There are election scheduling and confirmation emails that go out to the unit leader contacts.
There will be follow-up emails in the days leading up to the scheduled election.
After the election is posted, a recap email will be sent to the unit to confirm the results and provide adult nomination information.
Unit leaders can expect an email at the first of each month reminding them of all the candidates they have that have not signed up for an Assembly yet.

Emails to Candidates

These emails go out to newly elected candidates.
There will be a congratulatory email. One will go to the candidates and another will go to their parents if we have a parent email.
There will be at least three emails reminding them to register for the next available Assembly.
If a Candidate registers for an event but doesn't attend, they are sent a follow-up email 2 days after the missed event.

Emails to New Members

Two days after completion of their Ordeal, new members will receive a New Member Welcome message
On the 1st of each month for the six months leading up to when they are eligible for Brotherhood they will receive a reminder email asking them to attend meetings and prepare for sealing their Brotherhood.

Emails to Brotherhood Candidates

After six months as an Ordeal member, members will receive a reminder email on the 1st of each month that they are eligible to seal their Brotherhood. These stop once they seal their Brotherhood.
If a Brotherhood Candidate registers for an event but doesn't attend, they are sent a follow-up email 2 days after the missed event.
Finally, once they seal their Brotherhood, they are sent a congratulatory email 2 days after the event (may be delayed if Brotherhood is sealed at a Chapter or other non-Lodge Brotherhood event where the information is not relayed back in a timely manner).

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