- Requesting an extension
Requests for time extensions must be submitted to the Mayflower Council Advancement Committee via email to AdvancementExtension@mayflowerbsa.org or by mail to the attention of the staff advisor for advancement or other council designated advancement administrator.
The form, “Request for Extension of Time to Earn the Eagle Scout Rank” (GTA Appendix, 11.2.0.0) may be used for this purpose.
Since council-granted extensions expire no more than six months after the Scout’s 18th birthday, it is wise to submit requests well before a Scout turns 18 years old. For the same reason, Scouts should be encouraged to continue work on advancement throughout the extension request process.
Requests must:
(a) Explain why or how the circumstances necessitate an extension
(b) indicate the number of months believed to be necessary to complete the requirements
(c) explain how that period of time was determined and,
(d) include documentation of the circumstances. (See “Time Extensions,” 9.0.4.0 above on this webpage)
- If a cause is health related, a statement from a health professional must be provided. All documentation and supporting evidence submitted must be dated and include the name of the author.
- The council’s role in evaluating extension requests
The Mayflower Council Advancement Committee understands that time is of the essence. This committee meets monthly through most of the year, however, ad hoc meetings are called to discuss and vote on special case extension situations.
A request for extension will be investigated by a subcommittee of the Council Advancement Committee composed of registered adults who are familiar with Scouts BSA advancement. They will conduct interviews with as many people with knowledge of the case as possible and obtain detailed written statements from them or prepare written summaries of what is said. A thorough review will likely include the Scout themselves, Scoutmasters, parents, adults registered in the Troop, Eagle coaches, or more in the process, as necessary. This effort must also include any adults who committed errors or provided misinformation and who are reasonably available.
The results of the investigation are then reported to the council advancement committee to deliberate and vote on a recommendation to the Scout Executive, who has final authority on the extension decision (see item #3 below).
All documentation, statements, notes, and any other information collected are retained. They are retained for any situation including the successful rank advancement through a board of review, where this material must be included, OR in the event of a denial and subsequent appeal. (See item #5 below, “In the event of denial.”, for information and form)
- The Scout executive’s role
If after receiving the recommendation of the council advancement committee, the Scout Executive approves an extension, a letter is sent to the Scout, his or her parent or guardian, the unit leader, and the petitioner who initially submitted the request. A copy of the letter is placed
in the council’s unit file. The letter will include the following: (a) the date the extension expires—no later than six months after the 18th birthday (see above, “Definition of a month”), (b) a statement that the Scout must complete the requirements prior to that expiration date, and (c) a requirement that a copy of this letter must be attached to the Eagle Scout application when it is submitted to the council. The board of review and submission of the Eagle application and other paperwork may take place after the expiration date. The Eagle application is entered into the BSA system.
In the event the Scout Executive disagrees with the council advancement committee’s recommendation—whether about approval, the length of an extension, or denial—the Scout executive is consults with the advancement committee chair in order to clarify any misunderstanding of advancement policies and procedures or any recommendation requires more supporting evidence. If agreement is not reached, the Scout Executive’s decision stands. See item #5 “In the event of denial” for more steps that can be taken after that.
- Extensions of more than six months
A six-month extension allows for completion of time-oriented requirements such as position of responsibility, active participation, and those found in some required merit badges. Council’s are given guidance from the BSA that in the unlikely event a Scout requires more than six months, the Council must deny the request.
- In the event of denial
If a Scout is denied an extension, a letter is prepared and sent to the Scout, his or her parent or guardian, the unit leader, and the petitioner who initially submitted the request. The letter will explain the reason for the decision and how to appeal it to the National Council. A copy of the letter is placed in the council’s unit file. Only the Scout or his or her parent or guardian may initiate an appeal of an extension denial.
See “Appealing a Time Extension Denial” GTA section 9.0.4.2 and form from the GTA: 11.2.1.0 Appeal of Extension Request Denial