Last Updated: July 12, 2022
As contingents, individual delegates, and staff members prepare for arrival at the National Order of the Arrow Conference (NOAC), the following procedures address the current public health crisis impacting our communities. All conference attendees will participate in this plan. Your participation is important for the success of this endeavor. Health and safety is all of our responsibilities.
The following procedural guidance is NOAC’s best effort to identify and prevent the transmission of communicable illnesses, such as COVID-19. It is the intent of this document to provide a transparent and simple process for protecting the health of our delegates and staff members.
- All delegates and staff members must complete a current Annual Health and Medical Record (AHMR) form, parts A, B, and C and signed by a physician. The medical examination must have been performed by a licensed practitioner on or after July 1, 2021.
- All delegates and staff must monitor their health and symptoms through independent tracking and review of the BSA Pre-Event Medical Screening Check-List. If you or anyone has any symptoms but tests negative, STAY HOME.
- All delegates and staff members must complete a rapid at-home COVID-19 test 24-hours prior to arriving at the conference or a PCR test 48 hours prior to arriving. Each individual, whether staff or delegate, must take a picture of their completed home test or have documentation from their health care provider of a negative test result. If the test result is positive for COVID-19 before beginning the trip, the individual must stay home and isolate according to state and CDC guidelines. Contingents should be prepared should one of their adult leaders not be able to attend. Contingents cannot travel without the required two deep leadership.
- Monitor COVID-19 infection rates in your home community prior to departure for the conference. If your local community infection rate is high, increase mitigations to lessen risk, including increased social distancing, full-time masking, and regular COVID-19 testing.
- All delegates and staff members must turn-in a valid Annual Health and Medical Record (AHMR).
- All delegates and staff must attest to having monitored their health and symptoms and be in compliance with the BSA Pre-Event Medical Screen Checklist. The checklist is for your use but will not be collected by NOAC staff at check-in. Everyone will be re-screened upon arrival.
Mask Policy – Required at Indoor Venues Only (at this time)
Masks will be required for all delegates and staff, when indoors during training, shows, and other activities and when social distancing is not available. Gaiters or scarves are not acceptable alternatives to masks.
NOAC requests that all delegates and staff furnish their own masks and personal hand sanitizer.
Vaccination Policy – Strongly Encouraged (at this time)
Vaccinations for COVID-19 are strongly recommended for all delegates and staff. The CDC recommends a booster dose; therefore, all delegates and staff are encouraged to receive a booster in advance of NOAC.
Upon waking up in the morning or throughout the day, If a delegate or staff member is feeling ill, they should immediately report to the NOAC Medical Clinic before proceeding with additional activity. If symptoms begin during the program, the individual(s) should separate, isolate, mask up and call the NOAC Medical Clinic, and await instructions. The NOAC Medical Clinic can be reached at 833-NOAC-BSA ext. 28.
If a high temperature (greater than 100.4) is recorded or vomiting or diarrhea; OR two of the following: headache, nausea or sore throat is reported, an individual must mask up and isolate/stay in their assigned residence hall room and notify the NOAC Medical Clinic. Food will be delivered to the individual until the concern is resolved. Individuals in isolation are welcome to participate as a virtual delegate, at no additional cost. Contact firstname.lastname@example.org for assistance with access to the virtual program.
Individuals showing symptoms will be instructed to visit a local medical clinic or hospital to be tested. COVID-19 tests will not be performed at the NOAC Medical Clinic. The individual must maintain isolation until results from the test are complete. If the individual is a youth delegate, it is the responsibility of the contingent adult leadership in coordination with the NOAC medical clinic to assist them with receiving a test.
If the test is positive, contingent leadership or committee leadership (for staff) must make arrangements to send the individual home in a safe manner or seek housing to allow them to isolate, depending on their specific situation. If the individual is a youth delegate, it is the responsibility of the contingent adult leadership to coordinate with the youth’s legal guardians to coordinate next steps. Individuals will be responsible for the cost of the test after insurance. Requests can be submitted to the BSA’s Accident Health and Sickness Insurance policy. Any cost of quarantine outside of NOAC or after the conference end date is the responsibility of the individual being quarantined.
Individuals who have not had COVID-19 in the last 90 days and who are not up to date on vaccinations and are in close contact with someone who tests positive for COVID-19 or is assumed to have COVID-19 must quarantine from others as if they tested positive.
It is strongly advised that all delegates and staff maintain rigorous masking, sanitation, frequent handwashing, and social distancing mitigations to the extent possible when traveling to and from the conference. Exposure to and infection from communicable illnesses during travel have the potential to impact an entire contingent’s participation in NOAC as well as involvement in potential testing and quarantine protocols. High vaccination rates among travel group members helps limit the potential cascading impact of exposure quarantine should a travel group member test positive.
Each contingent, staff member, or individual delegate is responsible to ensure that they are following their own state and local restrictions and instructions. Delegates and staff are encouraged to consult with your local health department if you are unsure of your local travel restrictions or testing requirements.
Communicable Illness Refund Procedures
If a delegate or staff member should be diagnosed with COVID-19 prior to arrival at the conference, the delegate or staff member will be converted to a remote delegate and will receive a full refund less their $100 non-refundable deposit. Cancellations will be required to provide a copy of a doctor’s note stating they have COVID-19 to the NOAC Concierge inbox at email@example.com.
If a delegate or staff should unfortunately be diagnosed with COVID-19 upon arrival or during the conference, a full refund minus $350 for expenses will be provided. These individuals will also be converted to a remote delegate.
Contingent delegate refunds will be processed back to the local council. Staff members or individual delegates will receive a direct refund. Please allow up to four weeks from the conclusion of the conference for refunds to be sent.
Cleaning and Disinfecting Procedures
Delegates and staff members will have the opportunity to participate in many hands-on activities at the conference. Proper cleaning and disinfecting for hands-on activities will include products from the Environmental Protection Agency (EPA) List N such as Clorox® cleaning wipes or Lysol® spray cleaner with bleach on high-touch surfaces. These types of cleaning products reduce germs on surfaces by removing contaminants and decreases risk of infection from surfaces.
NOAC staff are required to clean and disinfect between users for all hands-on items, including but not limited to: protective equipment (e.g., eyewear, helmets), remote controls, crosscut saw handles, and pedal cart steering wheels. In addition, NOAC staff will ensure, if soap and water are not immediately available, that all users of hands-on activities use an alcohol-based hand sanitizer that contains at least 60% alcohol prior to and at the end of each hands-on activity.
Delegates and staff members are strongly encouraged to frequently wash their hands with soap and water throughout the conference.