Unit Elections and Common Questions

A successful unit election is the first step to attaining membership in the Order of the Arrow. If your unit has had an election every year or if this is your first exposure to the "OA", this page will help you understand what will happen, when it will happen and what you need to do to best have your unit prepared. If at any time you have a question contact the lodge for clarification and we will respond as quickly as possible.

Many "tall tales" are shared between "old timers" and even some more recently inducted members to our Order. Foremost, is the rumor that the Order of the Arrow does a lot in secret and is some sort of "secret society". Nothing could be further from the truth. The OA is a program within the Scouting program. ALL the rules that apply to your unit apply to the OA. Hazing in any form is not allowed. We encourage an air of mystery to the youth because it builds anticipation. But the content of our ceremonies and the details of our induction sequence may be discussed with any truly interest adult leader or parent. If this is an area of concern, please contact the Lodge Advisor, and he will arrange a time to discuss and answer your questions. There are NO religious implications.

What is the Order of the Arrow?

Why should my unit have a unit election?

When can we have an election?

Can a troop do its own unit election?

How will the unit election process work?

Can adults be elected to the Order of the Arrow?

What will happen after the election is done?

So just what is a "Call-Out" ceremony?

What if we attend summer camp Out-of-Council?

What are the forms the Election Team will use?

Question: What is the Order of the Arrow?

The Order of the Arrow, usually called the "OA", is an official program within the Boy Scouts of America. It was founded in 1915 at Treasure Island Scout Camp near Philadelphia, PA. Our local lodge, Illinek 132, has been part of Abraham Lincoln Council since it was founded in 1938. While we view it as an "Honor Campers Society", it is not a secret fraternity. We are foremost a service organization with deep roots in the Scout camping tradition. At all times it operates under the same rules and policies as any other Boy Scout Program.

To be eligible, a youth candidate must meet four requirements:

• He must be a registered member of his unit.
• He must have achieved the rank of First Class.
• While registered with his unit, within the last two years he must have a minimum of 15 days & nights of scout camping, including one (but only one) long term camping experience (7 days / 6 nights).
• He must be approved by his unit leader before the election.

Question: Why should my unit have a unit election?

There are several reasons each troop in Abraham Lincoln Council should plan for and hold an annual OA election. It is an excellent opportunity for the youth of your troop to recognize those they view as leaders and outstanding Scouts. This recognition can encourage your members as they progress in Scouting. When an older Scout becomes more involved in Scouting, his bonds will grow. Because all OA members must be an active member of their unit, your unit can benefit by retaining older members as leaders and examples to younger Scouts. Finally, the OA has many opportunities beyond what most units can offer to gain leadership skills that benefit them personally and ultimately, your troop.

Question: When can we have an election?

Beginning in February each year Illinek Lodge sends out a "Unit Elections Packet" to each registered Scoutmaster. This packet contains detailed instructions on eligibility requirements along with a request form or card on which you can indicate a preference for holding a unit election. You can specify three preferred dates. These dates can be a regular troop meeting or a special meeting. If you do not receive this packet contact the Unit Elections Team through the Scout office.

Youth members of the Unit Elections Team will contact you as soon as possible to confirm the best date from your preferences. Usually, we can honor your first requested date, but please remember that as youth, school requirements sometimes limit how many are available on a given night. Scheduling well in advance helps the Election Team ensure we can satisfy your preferences. We also strive to reduce travel distances whenever possible.

Our goal is to have all unit elections completed by the Spring Camporee in May. While we will try to honor your request, if you desire to hold an election after June 1st, it is very difficult to do so. (Most youth are themselves away at camp and other summer activities.) Units attending Camp Bunn sometimes delay their election thinking it is best to wait until camp. The camp staff tries to accommodate these requests, but it is not always possible and can result in your unit missing its chance to have an election.

When you receive the "Unit Elections Packet" if you do not have eligible youth, please just return the sign up card indicating your unit does not have eligible youth.

Question: Can a troop do its own unit election?

Under some specific guidelines a unit may be allowed to conduct its own unit election. It is best to have the lodge Election Team do the election but if circumstances require and your unit complies with the following rules you may be authorized to conduct the election.

• You must have an OA Troop Representative in your unit and that OA Representative must be registered with the lodge.
• At least the Troop Representative or one other Scout must have completed the Illinek Lodge Unit Election Team training class typically held in February or March.
• An adult leader will assist with the election. A minimum of two OA members from your unit will conduct the election.
• Your unit has the proper forms (which can be downloaded from our site) and the "Unit Elections" video.
• Receive approval from the Illinek Lodge Unit Elections Team chairman prior to conducting the election.
• Within one week of the election, submit all completed election forms and the ballots cast, to the Scout office, attention: Illinek Unit Elections Team.

Units may also conduct a "joint" election with a neighboring unit at the same time and location. This has an advantage to the unit and to the lodge Election Team. Only the paperwork must be completed separately.

Question: How will the unit election process work?

The unit elections team will contact the unit leader to confirm the date of the election. Inform the team leader if you have available the following items: TV with VHS or DVD player, a whiteboard or flip chart with markers on which eligible candidates can be listed, paper for ballots and pens. (Many units find it helps their boys if they provide the election team with pre-printed ballots containing the names of all eligible candidates. This is not required however and the team will bring blank paper and pencils just in case!)

When the team arrives, they should be in full uniform with the OA sash. They will need to check the location to ensure that the TV and video player are ready and that the video, which they will bring, plays properly. The leader will ask you for a list of candidates including their date of birth, address, phone number, and, if possible, BSA member number from their registration card. Involve your OA Troop Representative to assist the team. He can check out video players and make final arrangements while paperwork is completed. Encourage all OA members to wear their sash to the election.

You will be asked for the number of youth you consider "active" members in your unit and if at least 50% of that number is present. If less than 50% are present, the team cannot hold a valid election. You will be asked to sign the election form indicating your approval of the candidates to be eligible for election. If you DO NOT approve of a name(s) on the list remove that name or mark it off the list. This must be done BEFORE the election is held. Once the election has been completed names may not be added or subtracted from this list.

Introduce the election team and turn the meeting over to them, but remain present to clarify any questions. All youth should be encouraged to pay attention, take the election seriously and not treat it as a popularity contest. The team will explain about the OA, why they are doing an election and show a brief video that gives more details. Then they will reveal the eligible members and explain the rules for voting.

Ensure that your youth understand that they can vote for ALL eligible who they feel meet the criteria described for election. Blank ballots count as a NO vote for everyone. If you have new members who you feel should not vote because they are not familiar with the eligible members, tell the election team not to give them a ballot. The team will count the ballots and determine if anyone is elected. Your Troop representative and any adult leader that you wish, may help the team while counting ballots.

Any youth receiving votes on at least 50% of the ballots is elected. Regardless of the number eligible, if anyone is elected on the first ballot, the election is completed. If no one is elected, the process will be repeated one time with additional explanation. While the team runs the election, as the Scoutmaster, if you feel anything is unclear to your youth, ask for clarification until you are sure your Scouts understand.

The Unit Election Team will give the Scoutmaster one copy of the election report indicating who was elected. As a rule, we do not provide counts of votes cast, but it will be provided to the Scoutmaster if you ask. Typically an election takes 25-30 minutes unless there are lots of questions.

Question: Can adults be elected to the Order of the Arrow?

The OA considers anyone age 21 or older to be an adult. Adults are nominated by the unit committee, or in some instances by a district or council committee. They must be someone who, through membership in the OA is a leader who will be an asset to the Lodge and a positive role model. All adults act as advisors in the OA to our youth members. Adult members are often asked to take on duties to assist them for that reason.

OA membership is NOT a recognition for service either past or present NOR is it a reward for achievement, position or length of service.

A unit that has had an election, at which at least one youth candidate was elected may nominate one adult for OA membership. (There are special rules for units with more than 50 youth members. Contact the lodge for instruction if this applies.) A special "Adult Nomination Form" is available from the Unit Election team or may be downloaded from our website.

This nomination form is forwarded to the lodge for consideration. Nomination is not an automatic guarantee of selection.

SPECIAL NOTE: The OA considers someone a youth if they are under age 21. If you have Assistant Scoutmasters or Committee members between 18 and 21, they can, at your choice, be listed on the youth election ballot and be elected by the youth of the troop. These individuals can also vote on the youth candidates.

Question: What will happen after the election is done?

After the election, as the Election Team wraps up, they will give you a report on who was elected. You have a choice at this point. You can immediately announce who was elected. You can announce who was elected at a future date. Or you can wait until the first opportunity for a lodge "Call-Out" ceremony where they will find out at an impressive ceremony before a council fire.

Many leaders prefer to keep the results "secret" until a formal call-out. This allows times for parents and friends to be invited to be present to share in the excitement that many young Scouts experience. The choice is yours as Scoutmaster!

Either way, make sure that the candidates attend the first possible call-out opportunity. Once elected, a candidate must complete the induction process within one year from the date of the election. Otherwise they must be again elected to become a member.

Question: So just what is a "Call-Out" ceremony?

A "Call-Out" is the first step on the trail that a candidate takes to full membership after the election. Illinek Lodge conducts several call-outs each year with the first at the Spring Camporee, and several during summer camp at Camp Bunn. Unless there are extra ordinary circumstances which are approved in advance by Lodge Advisor, all candidates must be called out.

The "Call Outs" link on our website gives more details about the callout and when they will be held for the coming year. The callout serves as a public recognition of election. At this ceremony, each candidate will receive a packet of instructions. It is very important that they retain this information, share it with their parents and register to complete the Ordeal as soon as possible. Unit leaders should follow up with their Scouts to ensure that they register and don't miss out by failing to do so!

Question: What if we attend summer camp Out-of-Council?

Units not attending summer camp at Camp Bunn are still encouraged to have their candidates either called out at the Spring Camporee or whenever they can be brought to Camp Bunn for the Friday campfire program. The National OA Committee discourages callouts outside of the home lodge such as at another council's summer camp.

If you intend to have candidates called out outside of Abraham Lincoln Council, a letter-of-authorizion must be requested from the lodge, which names the individuals to be called out and where they are allowed to do so. Please allow at least three weeks for receipt from the time you request this letter. You will be provided candidate instruction packets which are to be given to the candidate immediately after the call-out. If a candidate is not called out we must be notified immediately. Under no circumstances may a candidate go through any other part of the Ordeal outside of Illinek Lodge.

Because the National Committee discourages out-of-council callouts, the ability to do so may be terminated at any time that the committee changes the policy. This is not a local policy. It is nationally directed. Units visiting Camp Bunn from other councils must follow this same policy in getting a letter-of-authorization from their home lodge.

Question: What are the forms the Election Team will use?

Two forms are used by the Unit Election Team. The unit leader may prepare the Youth Election Form ahead of the Election Team visit. This is an excellent way to speed up the meeting. Each form can list eight candidates. If you have more candidates, use additional forms as needed. The Adult Nomination Form may also be prepared in advance by your unit committee. It may be given to the Unit Election Team after a successful election or it can be forwarded to the Scout office at a later time. Two special copies are provided below which can be filled out on your computer before printing. The election team also may used the the other resources shown below in preparing and conducting the election.

If the Unit Elections video is not available, you may access it from the National OA website at the link below. You will see a list of videos. Simply select the one titled "Electing Members.mp4". It will take a couple of minutes to download and you will need an MPEG type player. The file may also be copied to your computer for use at locations without internet access.