Volunteer essentials full document 7 9 14 by GSWPA

In case of serious accident, illness or injury involving Girl Scouts: 

Determine extent of injury and give appropriate first aid, as qualified.



Call for emergency help (911).

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Alert GSWPA at: 1-800-248-3355 ext. 1460 (Mon.-Thur. 8:30 a.m.-5 p.m., Fri. 9 a.m.-Noon). Or the Emergency Answering Service after business hours or on weekends or holidays – 1-877-359-7878. You may want to program these numbers into your cell phone for easy access.



Speak only to the police and proper authorities. Do not say “No comment” or release names or statements to anyone. Refer all inquiries to the council spokesperson at 1-800-248-3355 ext. 1427 for more information.



Do not sign any statements or reports, except for police.

Contact the Council Emergency Answering Service: after hours and on weekends/holidays at 1-877-359-7878. 

State: “I am from Girl Scouts Western Pennsylvania. There has been an emergency. Please notify the Council Emergency Contacts.”



Leave your name, location and phone number from where you are calling.



Stay by the phone until your call is returned by a member of the Council Emergency Contact team.



If contacted by the media, say, “I am not the council spokesperson. Please contact our council corporate office at 1-800-248-3355 ext. 1427.”

GSWPA Program Kits Girl Scout Traditions and Celebrations We Are Girl Scouts

National Girl Scout Calendar

Who Can Join Girl Scouts—and How?

Time-Honored Ceremonies

Girl Scouts’ Organizational Structure

Signs, Songs, Handshake, and More!

Getting Started with the National Leadership Program through Journeys Planning in a Girl-Led Environment Meeting with Girls for the First Time Using Safety Activity Checkpoints Understanding How Many Volunteers You Need Following the Girl Scouts Safety Guidelines About GSWPA

Arranging a Time and Space for Girl-Led Meetings A Note on Uniforms Understanding Healthy Development in Girls Creating a Safe Space for Girls Recognizing and Supporting Each Girl Promoting Fairness Building Trust Managing Conflict

GSWPA Alumnae- Once a Girl Scout, Always a Girl Scout Understanding Your Role as a Girl Scout Volunteer Your Responsibilities Your Volunteer Support Team

Inspiring Open Communication Working with Parents and Guardians Creating an Atmosphere of Acceptance and Inclusion

Taking Advantage of Learning Opportunities Required Trainings Additional Trainings Knowing How Much You’re Appreciated

Knowing Your Responsibilities Responsibilities of the Volunteer: Girl Scout Safety Guidelines Responsibilities of Parents and Guardians Responsibilities of the Girls

What Girl Scouting Does for Girls I Can’t Wait to and ToGetHerThere Fun with Purpose The National Program Portfolio

Knowing How Many Volunteers You Need Transporting Girls Checklist for Drivers Approaching Activities

National Leadership Journeys

Health Histories (Including Examinations and Immunizations)

The Girl’s Guide to Girl Scouting and National Proficiency Badges

Administration of Medications

Putting It All Together Emblems and Patches Girl Scout Bronze, Silver and Gold Awards Other Initiatives and Opportunities GSWPA Programs by Request

Girl Scout Activity Insurance Experts Providing Emergency Care First-Aid/CPR Procedure for Accidents

Traveling with Girls Establishing an Account

Letting Girls Lead

Financial Reporting

Involving Chaperones

Money-Earning Basics

Using Journey and The Girlâ&#x20AC;&#x2122;s Guide to Girl Scouting in Their Travels

Understanding the Girl Scout Cookie Program Your Councilâ&#x20AC;&#x2122;s Role

Seeking Council Permission

Knowing Where Proceeds Go

Staying Safe During the Trip

Safely Selling Girl Scout Cookies and Other Products

Reengaging Girls

Selling at Girl Scout Cookie Booths Using Online Resources to Market Cookies and Other Products Additional Group Money-Earning Activities Collaborating with Sponsors and Other Organizations Helping Girls Reach Their Financial Goals Reviewing Financial and Sales Abilities by Grade Level

Camping With Girls Reserving a Campsite (Including GSWPA & Non-Council Sites) Outdoor Training and Certifications GSWPA Outdoor Skills Training First Aid/CPR Training Additional Training Skills Check Intro to Backpacking

Forming a Troop Committee

Archery Certification

Holding Troop Meetings

Canoeing Certification-Intro to Paddling

Letting Girls Lead Looking at a Sample Troop Year Reengaging Girls

Canoeing Certification-Intro to River Paddling Watercraft Certification Firearms Certification Challenge Course Certification

You're Essential! (That's why Volunteer Essentials is here for you. ...) We think of Volunteer Essentials as a roadmap for you to help your Girl Scouts discover their greatness this year. Here's how it works: Get Ready: Read this Quick Start Guide to get the nitty gritty. Get Set: Plan your first meetings with your girls. (Be sure to leave room for their ideas.) Go Have Fun! Keep Volunteer Essentials handy for when questions pop up. (Who doesn't have questions, right?) Now you're on your way. Enjoy your adventure!

GSWPA Web & Social Media: Web site: www.gswpa.org You can easily get to all our social media through our website. Just click on the social media icons on the top right of your screen. Facebook: Like us on Facebook facebook.com/GSWPA (Girl Scouts Western Pennsylvania Fan Page) -- and share what you like with others. Twitter: @GirlScoutsWPA (www.twitter.com/GirlScoutsWPA) -- follow us for Council updates, fun stuff and more. Pinterest: Follow us at www.pinterest.com/gswpa. It's an online pin board where you can organize and share the great things you find on the Web. Instagram: Weâ&#x20AC;&#x2122;re new to Instagram, so share the love and follow us on your mobile device @gswpa.

Helpful contacts: Your service team member(s): Name

Phone

Name

Phone

Name

Phone

Name

Phone

Girl Scouts Western Pennsylvania customer service contact: 1-800-248-3355 ext. 1460 Your membership staff contact is:

Membership staff name

phone

Girl Scouts was founded in 1912 by trailblazer Juliette Gordon Low. We are the largest girl-serving organization in the United States and a member of the World Association of Girl Guides and Girl Scouts, a sisterhood of close to 10 million girls and adults in 145 countries.

Girl Scouts builds girls of courage, confidence, and character, who make the world a better place. We strive to be the premier leadership organization for girls, and experts on their growth and development.

On my honor, I will try: To serve God* and my country, To help people at all times, And to live by the Girl Scout Law. *Girl Scouts of the USA makes no attempt to define or interpret the word “God” in the Girl Scout Promise. It looks to individual members to establish for themselves the nature of their spiritual beliefs. When making the Girl Scout Promise, individuals may substitute wording appropriate to their own spiritual beliefs for the word “God.” Note: This disclaimer appears in the National Leadership Journey adult guides, but not in the girls’ books. It is included here as a reminder to you, as a volunteer, that it’s your responsibility to be sensitive to the spiritual beliefs of the girls in your group and to make sure that everyone in the group feels comfortable and included in Girl Scouting. Please feel free to share this information with girls’ families.

I will do my best to be

and to

honest and fair,

respect myself and others,

friendly and helpful,

respect authority,

considerate and caring,

use resources wisely,

courageous and strong,

make the world a better place,

and responsible for what I say and do,

and be a sister to every Girl Scout.

We are urban, rural, and suburban. We are in schools, churches, temples, mosques, public housing, foster homes, and detention centers. We are in virtually every zip code and in 90 countries around the world.     

2.3 million girls 5 to 18 years of age 16,800 Girl Scouts overseas 888,000 adult volunteers 59 million alumnae 112 councils throughout the United States

At any given time, approximately 10 percent of girls are Girl Scouts, and it’s interesting to know that:    

80 percent of women business owners were Girl Scouts. 69 percent of female U.S. Senators were Girl Scouts. 67 percent of female members of the House of Representatives were Girl Scouts. Virtually every female astronaut who has flown in space was a Girl Scout.

We have identified Three Keys to Leadership: girls Discover themselves and their values; Connect with others; and Take Action to make the world a better place. At Girl Scouts, everything centers around the girl: activities are girl-led, which gives girls the opportunity to learn by doing in a cooperative learning environment.

“I Can’t Wait To…” is a multi-year campaign that focuses on getting the fun of Girl Scouts into the lives of young girls (K–5), their parents and caregivers, and you, the volunteer. We are heading into the second year of “I Can’t Wait To…”, and the promotions, games, and contests keep coming. Your council will be in touch with you and other volunteers about what is happening locally with this campaign, so keep an eye out!

At Girl Scouts, we know that when girls are given the opportunity, they change their world. Every girl has an important role to play, and every girl deserves the confidence to achieve anything. But we need help to ensure that girls in every U.S. zip code develop the confidence that Girl Scouts nurtures. That's why we've launched ToGetHerThere, the largest fundraising campaign for girls in history. ToGetHerThere is a Movement wide fundraising campaign with the goal of raising $1 bllion for girls by 2020. Every gift to every Girl Scout Council counts toward the goal. Together, we will get her there – to help lead her troop, her family, her community, her company, her country, and her world. To learn more about joining the largest campaign for girls visit girlscouts.org/invest.

Girl Scouts is about sharing the fun, friendship, and power of girls and women together. Any girl—from kindergarten through 12th grade—can join Girl Scouts. Girl Scout volunteers are also a diverse group—you may be a college volunteer working on a community-action project, a parent volunteer ready for an outdoor adventure with your daughter’s group, or any responsible adult (female or male, who have passed the necessary screening process) looking to help prime girls for the day when they’ll lead—however and wherever they choose. What all members share, both girls and adults, are the Girl Scout Promise and Law. Each member also agrees to follow safety guidelines and pay the annual membership dues of $15. (Adults have the option to purchase a lifetime membership for $375). Scholarships are available to assist girls with the $15 membership dues. Visit http://www.gswpa.org/parents/paying-for-events/scholarships/ for details how to apply. Girl Scouts is for EVERY GIRL and you don’t need to join a troop. Girl Scouts is customizable to meet the busy schedule of today’s active girl. Simply become an Individually Registered Girl – Indie Girl – and you can enjoy all of the activities, programs and projects that make Girl Scouts Western Pennsylvania (GSWPA) so much fun! www.gswpa.org/join

After girls join, they team up in the following grade levels:      

Girl Scout Daisy (grades K–1) Girl Scout Brownie (grades 2–3) Girl Scout Junior (grades 4–5) Girl Scout Cadette (grades 6–8) Girl Scout Senior (grades 9–10) Girl Scout Ambassador (grades 11–12)

Across the country, the Girl Scout community is hard at work on a whole new approach to make sure that everyone can participate in Girl Scouting in the ways they want to. As a volunteer, you can choose from flexible ways to participate that can be tailored to fit your schedule and lifestyle. You can also volunteer behind the scenes, in your council office, instead of volunteering directly with girls.Girls can choose any one, all, or some of the options—camp, events, series, troop, travel, and virtual*— within a single membership year. (*Note that virtual is still in development.) As a volunteer, you, too, have the option of partnering with girls throughout a membership year or committing to an opportunity for only a few weeks or months. Based on independent research and extensive surveys with thousands of council staff members from around the country, we have a good sense of which options will interest girls, based on their grade levels. These are reflected in the chart on the right. 4

Girl Scouts is the world’s largest organization of and for girls, currently encompassing 2.3 million girl members and nearly 1 million volunteers! Three core structures support all these members: the national headquarters, your council, and your support team.

The national office of Girl Scouts of the USA (GSUSA), located in New York City, employs roughly 300 employees. GSUSA is a member of the World Association of Girl Guides and Girl Scouts (WAGGGS). (Visit GSUSA online at www.girlscouts.org/, where you’ll find a wealth of resources for both girls and volunteers.) Global Girl Scouting ensures that girls have increased awareness about the world, cross-cultural learning opportunities, and education on relevant global issues that may inspire them to take action to make the world a better place. Visit Global Girl Scouting online www.girlscouts.org/who_we_are/global for additional information. Since 1925, USA Girl Scouts Overseas (USAGSO), a division of Global Girl Scouting, has helped ease the transition for American families relocating overseas by offering the familiar traditions and exciting opportunities of Girl Scouting to girls abroad. USAGSO now serves thousands of American girls living overseas, as well as girls attending American or international schools. Through Global Girl Scouting, members participate in World Thinking Day on February 22, visit the four WAGGGS world centers (see the “For Travel Volunteers” appendix), participate in international travel, promote global friendship and understanding by supporting the Juliette Low World Friendship Fund, and take action on global issues.

Girl Scout councils are chartered by the national office to attract and retain members in a geographic area, provide ways for girls to participate in Girl Scouting, create an environment that reflects Girl Scout values and ideals, manage volunteers’ experience with Girl Scouting, and keep girls and volunteers as safe as possible. The national office provides support materials to all councils to ensure that the Girl Scout experience is nationally consistent.

A team of volunteers and staff provides you with local support, learning opportunities, and advice. As a volunteer, you will have the most contact with your Girl Scout support team, which may be called a service unit or another name. Never hesitate to contact them, because your support team will guide and assist you in all things Girl Scouting. If you have questions about the Girl Scout program, working with girls, resources in the National Program Portfolio (National Leadership Journeys and The Girl’s Guide to Girl Scouting), or selling Girl Scout cookies and other products, go to your team for answers and ongoing support.

The Girl Scout program is based on the Girl Scout Leadership Experience (GSLE), in which girls Discover themselves, Connect with others, and Take Action to make the world a better place—all within the safety of an all-girl environment where girls take the lead, learn by doing, and learn cooperatively. At the core of the GSLE are National Leadership Journeys, fun and challenging experiences grouped around a theme and spread over a series of sessions. Each Journey has all the important components of the GSLE sewn right in. So, to guide girls on a great Journey, all you need is enthusiasm and a sense of adventure. Before you dive in, try these six simple tips:

1. Check out the Journey maps at www.girlscouts.org/program/journeys/maps. These maps show you how all the fun and meaningful traditions of Girl Scouting fit right into any National Leadership Journey. There, you can also find information about the topics that each Journey covers, which you can share with girls. And you’ll find even more fun traditions to complement your Journey in The Girl’s Guide to Girl Scouting, a resource for each grade level of Girl Scouting. 2. Choose a Journey. Because Girl Scouting is girl-led, it’s important to give girls the chance to pick the Journey they want to do. Talk to them about what each Journey for their grade level is about and let them choose one. 3. Get to know the Journey. Pick up a girls’ book and an adult guide. Read the girls’ book for the pleasure of it, just to get an overview of the Journey’s theme and content. 4. Review the sample session plans in the adult guide. These sample session plans give you ideas about bringing the Journey to life with girls while leaving plenty of room for creativity and customization. 5. Invite girls (and their parents/guardians) to use their imaginations to make the Journey come to life in ways that excite them. Remember that you and the girls don’t have to do everything exactly as laid out in the sample sessions. 6. Step back and watch how the girls, with your knowledge, support, and guidance, have enormous fun and a rewarding experience. Celebrate with them as they earn their National Leadership Journey awards—and perhaps some Girl Scout badges, too!

To start planning your time with girls, visit www.girlscouts.org/MyCalendar. There, you’ll consider the following questions and begin to map out your Girl Scout year:    

How many times each month will you meet? When do you plan to break for holidays? How many weeks do you need to allocate for the Girl Scout Cookie Program? Will you have time in your schedule for guest speakers and other visitors? If you’ve worked with this group before, what are their preferences: badge work? field trips? other activities? For specific ideas on how to incorporate badges, trips, and other Girl Scout traditions into a Journey, check out the online Journey maps www.girlscouts.org/program/journeys/maps for the grade level of the girls you’re partnering with.

If your group will be meeting for less than a year (such as at a resident camp or during a series), you’ll be able to adjust the calendar to suit your needs. In the same way, if you’re planning a multi-year event (such as a travel excursion), add one or two more years to the framework. After you’ve drafted a loose framework, ask the girls what they think. Or, create the online calendar together! Remember that you want girls to lead, but younger girls will need more guidance, while older girls will require much less. Seniors and Ambassadors may not even want you to draft a calendar in advance, so if they balk at what you’ve done, let them take the reins. (Journeys for older girls include planning pages specifically designed to help them customize their Journey.) Daisies and Brownies, on the other hand, may enjoy your calendar and just fill in a few ideas here and there, which will clue you in to their interests. As your group starts its Journey, get a discussion (or debate!) going on the Journey’s theme and what it means to the girls. Probe to find out what they’re most interested in accomplishing during their time together, and then help them connect those interests to their Journey.

When you first get together with girls (and this meeting may also include parents/guardians, or you may decide to hold a separate meeting for the adults), you’ll want to get to know the girls, and give them a chance to get to know one another. Icebreaker games that let girls share simple details about themselves are a great way to start off your first gathering. Journeys often start with such an icebreaker, so if you’re digging into a Journey right away, you’ll be all set. You can also check your council’s resources or search the Internet for “icebreakers for kids” to find more ideas. If you already know which Journey the girls want to do, you’ll find it useful to accomplish some of the following during this meeting. (Note that all these points are detailed in the adult guide for each Journey, too). If your girls haven’t chosen a Journey yet, you can spend time during the first meeting talking about the themes of the three Journeys that are available for their grade level and find out which one the group would like to do. You can then discuss these points in the next meeting, if you run out of time. 1. Introduce the Journey, its theme, and its ties to leadership. Each Journey’s adult guide gives you ideas for talking with girls and their parents/guardians about the Journey’s theme and the Three Keys to Leadership. 2. Find out what interests the group (and be sure to include the other adult volunteers), so that you and the girls can begin to customize the Journey. Do the girls want to dig deeper into a particular aspect of the Journey? Without promising anything (yet!), ask the girls to talk about what they’re passionate about, what they’ve always wanted to do, and how they would spend their time if money and other barriers were no object. Build off the ideas shared, but be sure to include opinions from all the girls. Ask direct questions of those who seem to be holding back or are unsure about answering, so everyone is included. 3. Get the girls talking about how they want to schedule their time together. Use the planning pages from their Journey (referring to your draft calendar only as needed, so that the girls lead). Consider questions like these: o o o o o o o

Can girls organize and plan a field trip or longer travel opportunity that will allow them to learn more about a particular Journey topic or theme? Is there an event that meshes with this topic or area of interest? Can the girls locate and communicate with an expert in the field via email or social media? Can they invite a guest speaker to answer questions or demonstrate particular skills? Which badges can the group choose to work on that will deepen their skills in this particular area? If they are Juniors or older, are they interested in pursuing their Girl Scout Bronze, Silver, or Gold Awards? Do they have ideas for activities that will involve younger or older girls?

When preparing for any activity with girls, start by reading the Girl Scout Safety Activity Checkpoints for that particular activity. You can find these at www.gswpa.org. Each Safety Activity Checkpoint offers you information on where to do this activity, how to include girls with disabilities, where to find both basic and specialized gear required for the activity, how to prepare yourselves for the activity, what specific steps to follow on the day of the activity, and so on. In addition to reading these checkpoints yourself, you can email or print them for co-volunteers, parents/guardians, and the girls themselves. The checkpoints are formatted as checklists, so that you, your co-volunteers, and the girls can check off each step that has been accomplished. In keeping with the three processes of the Girl Scout Leadership Experience, be sure that:   

All activities are girl-led. Take into account the age and abilities of the girls. Older girls can take the bulk of the responsibility for carefully planning and executing activities, while younger girls will require more of your guidance but should still be deeply involved in making decisions about their activities. Girls have the chance to learn cooperatively. Have girls teach each other new skills they may need for the activities, rather than hearing all that from you. Girls learn by doing. If research or special equipment is needed, they’ll learn better by doing that research themselves than by having you do the legwork and report back to them. Even Daisies can do basic research and give reports or do show-and-tell for each other. Ambassadors may need you only for moral support as they research, teach each other, and plan every detail of their excursions.

If Safety Activity Checkpoints do not exist for an activity you and the girls are interested in, check with your council before making any definite plans with the girls. A few activities are allowed only with written council pre-approval and only for girls 12 and over, while some are off-limits completely: 



Warning: The following activities are never allowed for any girl: potentially uncontrolled free-falling (bungee jumping, hang gliding, parachuting, parasailing, go-karting, and trampolining); creating extreme variations of approved activities (such as high-altitude climbing and aerial tricks on bicycles, skis, snowboards, skateboards, water-skis, and wakeboards); hunting; shooting a projectile at another person; riding all-terrain vehicles and motor bikes; and taking watercraft trips in Class V or higher.

An additional note: Girl Scouts welcomes and serves girls and families from a wide spectrum of faiths and cultures. When girls wish to participate in discussions or activities that could be considered sensitive—even for some—put the topic on hold until you have spoken with parents and received guidance from your council. When Girl Scout activities involve sensitive issues, your role is that of a caring adult who can help girls acquire skills and knowledge in a supportive atmosphere, not someone who advocates a particular position. You are required to obtain permission slips signed by the girls’ parents/guardians; see the “Engaging Girls at All Grade Levels” chapter of this handbook for more information and the sensitive issues procedure.

Girl Scout groups are large enough to provide a cooperative learning environment and small enough to allow for development of individual girls. It is recommended that group sizes, when possible, are as follows:  Girl Scout Daisies: 5-12 girls  Girl Scout Brownies: 10-20 girls  Girl Scout Juniors: 10-25 girls  Girl Scout Cadettes: 5-25 girls  Girl Scout Seniors: 5-30 girls  Girl Scout Ambassadors: 5-30 girls Girl Scouts’ adult-to-girl ratios show the minimum number of adults needed to supervise a specific number of girls. (Councils may also establish maximums due to size or cost restrictions.) These supervision ratios were devised to ensure the safety and health of girls—for example, if one adult has to respond to an emergency, a second adult is always on hand for the rest of the girls. It may take you a minute to get used to the layout of this chart, but once you start to use it, you’ll find the chart extremely helpful.

Each Troop/Group must have a minimum of two (2) unrelated approved adult volunteers (unrelated adult volunteers are those who do not have any familial or familial-like relationship), who are currently registered members, have completed the Volunteer Application Process, and have completed any required training pertinent to specific activities.

The Volunteer Application Process includes:   

Volunteer Application Background Check Register as a member of GSWPA

Refer to the Appendix: GSWPA Procedures/Forms for the following:  

Volunteer Application Process-page 103 Volunteer Application Process Decision Tree-108

Group Meetings

Events, Travel, and Camping

Two unrelated adults (at least one of whom is female) for this number of girls:

Plus one additional adult for each additional number of this many girls:

Two unrelated adults (at least one of whom is female) for this number of girls:

Plus one additional adult for each additional number of this many girls:

Girl Scout Daisies (grades K–1)

Girl Scout Brownies (grades 2–3)

Girl Scout Juniors (grades 4–5)

Girl Scout Cadettes (grades 6–8)

Girl Scout Seniors (grades 9–10)

Girl Scout Ambassadors (grades 11–12)

Here are some examples: If you’re meeting with 17 Daisies, you’ll need three adults, at least two of whom are unrelated (in other words, not your sister, spouse, parent, or child), and at least one of whom is female. If this isn’t making sense to you, follow the chart: you need two adults for 12 Daisies and one more adult for up to six more girls. You have 17, so you need three adults. If, however, you have 17 Cadettes attending a group meeting, you need only two unrelated adults, at least one of which is female (because, on the chart, two adults can manage up to 25 Cadettes). In addition to the adult-to-girl ratios, please remember that adult volunteers must be at least 18 years old or at the age of majority defined by the state, if it is older than 18.

Every adult in Girl Scouting is responsible for the physical and emotional safety of girls, and we all demonstrate that by agreeing to follow these guidelines at all times. 1. Follow the Safety Activity Checkpoints. Instructions for staying safe while participating in activities are detailed in the Safety Activity Checkpoints, available from your council. Read the checkpoints, follow them, and share them with other volunteers, parents, and girls before engaging in activities with girls. 2. Arrange for proper adult supervision of girls. Your group must have at least two unrelated, approved adult volunteers present at all times, plus additional adult volunteers as necessary, depending on the size of the group and the ages and abilities of girls. Adult volunteers must be at least 18 years old (or the age of majority defined by the state, if it is older than 18) and must be screened by your council before volunteering. One lead volunteer in every group must be female. 3. Get parent/guardian permission. When an activity takes place that is outside the normal time and place, advise each parent/guardian of the details of the activity and obtain permission for girls to participate. 4. Report abuse. Sexual advances, improper touching, and sexual activity of any kind with girl members are forbidden. Physical, verbal, and emotional abuse of girls is also forbidden. Follow your GSWPA’s guidelines for reporting concerns about abuse or neglect that may be occurring inside or outside of Girl Scouting in the Hangling Suspected Child Abuse Procedure. 5. Be prepared for emergencies. Work with girls and other adults to establish and practice procedures for emergencies related to weather, fire, lost girls/adults, and site security. Always keep handy a well-stocked first-aid kit, girl health histories, and contact information for girls’ families. 6. Travel safely. When transporting girls to planned Girl Scout field trips and other activities that are outside the normal time and place, every driver must be an approved adult volunteer and have a good driving record, a valid license, and a registered/insured vehicle. Insist that everyone is in a legal seat and wears her seat belt at all times, and adhere to state laws regarding booster seats and requirements for children in rear seats. 7. Ensure safe overnight outings. Prepare girls to be away from home by involving them in planning, so they know what to expect. Avoid having men sleep in the same space as girls and women. During family or parent-daughter overnights, one family unit may sleep in the same sleeping quarters in program areas. When parents are staffing events, daughters should remain in quarters with other girls rather than in staff areas. 8. Role-model the right behavior. Never use illegal drugs. Don’t consume alcohol, smoke, or use foul language in the presence of girls. Do not carry ammunition or firearms in the presence of girls unless given special permission by your council for group marksmanship activities. 9. Create an emotionally safe space. Adults are responsible for making Girl Scouting a place where girls are as safe emotionally as they are physically. Protect the emotional safety of girls by creating a team agreement and coaching girls to honor it. Agreements typically encourage behaviors like respecting a diversity of feelings and opinions; resolving conflicts constructively; and avoiding physical and verbal bullying, clique behavior, and discrimination. 10. Ensure that no girl is treated differently. Girl Scouts welcomes all members, regardless of race, ethnicity, background, disability, family structure, religious beliefs, and socioeconomic status. When scheduling, helping plan, and carrying out activities, carefully consider the needs of all girls involved, including school schedules, family needs, financial constraints, religious holidays, and the accessibility of appropriate transportation and meeting places. 11. Promote online safety. Instruct girls never to put their full names or contact information online, engage in virtual conversation with strangers, or arrange in-person meetings with online contacts. On group websites, publish girls’ first names only and never divulge their contact information. Teach girls the Girl Scout Online Safety Pledge and have them commit to it. 12. Keep girls safe during money-earning activities. Girl Scout cookies and other council-sponsored product sales are an integral part of the program. During Girl Scout product sales, you are responsible for the safety of girls, money, and products. In addition, a wide variety of organizations, causes, and fundraisers may appeal to Girl Scouts to be their labor force. When representing Girl Scouts, girls cannot participate in money-earning activities that represent partisan politics or that are not Girl Scout–approved product sales and efforts. 12

August

Troop and service units begin first meetings of the Girl Scout year. Kick-Off events Aug. 10 - Board Approved Award Deadline for Fall Town Hall Meeting Presentations Yearlong S’more epublication is sent to all households and is posted on gswpa.org. All GSWPA programs are listed in the Things to Do calendar online.

September

Sept. 1- Registration begins for yearlong S’more

October

Fall Town Hall meetings occur in all regions of the council. (Delegates should attend and all adults and girls 14+ years of age are welcome.) Oct. 1- Official start of the Girl Scout Program year Oct. 1 - MagNut Program starts

November December

January

Oct. 16-19 - Girl Scout National Council Session, Salt Lake City, Utah Oct. 31- Juliette Gordon Low’s Birthday (also called Founder’s Day) Council camp properties are open during hunting season. However additional restrictions and safety precautions will be in place. Council camp properties closed December 24-January 2 Camp S’more is sent to all households and is posted on gswpa.org. All GSWPA programs are listed in the Things to Do calendar online. Jan. 9 -Girl Scout Cookie Program starts

February

Feb. 1-Board Approved Award Deadline for Annual Meeting presentations Feb. 22- World Thinking Day

March

Registration begins for Summer Camp March 12- Girl Scout Birthday Girl Scout Week begins the Sunday before March 12 (a day known as “Girl Scout Sunday”) and extends through the Saturday following March 12 (a day known as “Girl Scout Sabbath”).

April

April 25 - GSWPA Annual Meeting (Delegates should attend and all adults and girls 14+ years of age are welcome.) April 22- Girl Scout Leader’s Day April 19-25- Volunteer Appreciation Week Registration begins for next Girl Scout year

May

Troop and service unit bridging events Girl Scout Gold Award Ceremony - May 31, Indiana

June

Summer camp programs begin Girl Scout Gold Award Ceremony-June 12, Cranberry Township celebrations.

GSWPA Council Map GSWPA Camp Available for Reservations

Lake Erie

Office

Erie

Hawthorne Ridge 90

Corporate Headquarters

N 79

Bradford 6

Edinboro

ERIE

Corry

Warren

MCKEAN

Warren

219

Coudersport

CRAWFORD

Meadville

322

Franklin

I MERCER

Singing Hills

Tionesta

Elliott O

Brookville

Clearfield

BUTLER

Redwing

Kittanning

INDIANA

Aliquippa

Skymeadow

376

Indiana

CAMBRIA

Altoona Duncansville

Monroeville Mckeesport

ALLEGHENY

219

422

Pittsburgh

Philipsburg in Centre County

422

322

119

ARMSTRONG

Kittanning

Beaver

CLEARFIELD

Punxsutawney

Butler

Greensburg WASHINGTON

Conshatawba

Johnstown

Greensburg

WESTMORELAND

22 BLAIR

Johnstown

Washington

WEST VIRGINIA

DuBois

JEFFERSON

LAWRENCE

255

CLARION

CAMERON

120

Curry Creek

Clarion

BEAVER

Saint Marys ELK

Emporium

Ridgway

322

POTTER

219

FOREST

Oil City

Hermitage

New Castle

Resting Waters

Kane

VENANGO

Titusville

322

WARREN

119

76 40

Waynesburg GREENE

219

Somerset

Uniontown

FAYETTE

BEDFORD

220 119

WEST VIRGINIA

Bedford

SOMERSET

PENNSYLVANIA

Roy Weller

MARYLAND

Morgantown,WV

*In Centre County, only Phillipsburg School District residents are members of GSWPA. The rest of Centre County residents are members of Girl Scouts Heart of PA. **Camp Roy Weller in West Virginia is propertyWEST of GSWPA. Residents of West Virginia are members of A VIRGINI Girl Scouts Black Diamond. 14

Toll-free number to all offices: 1-800-248-3355 Shops may be closed 1–2 p.m. for lunch. Please call ahead if you plan to visit during this time. Online shopping is available 24 hours day. Go to shop.gswpa.org to place an order and to check council shop hour update. *Indicates that council shop is available but closed during the summer months. Some items, such as flags, are available for volunteers to borrow. Please work with your local office staff to coordinate lending of these items. Beaver: 443 Third Street; Beaver, PA 15009 Telephone: 724-774-3553 Fax: 724-728-0775 Council Shop: M–Th 8:30 a.m. – 4:30 p.m Friday 9 a.m.-noon.

Kittanning: 2359 Freeport Road; Kittanning, PA 16201 Telephone: 724-543-2681 Fax: 724-543-6313 Council Shop M-Th 8:30 am – 4:30 pm Friday 9 a.m.-noon.

Edinboro: 5681 Route 6N; Edinboro, PA 16412 Telephone: 814-734-3793 Fax: 814-734-7701 Council Shop: M–Th 8:30 a.m. – 4:30 p.m. Friday 9 a.m.-noon.

Pittsburgh: 30 Isabella St., Suite 107; Pittsburgh, PA 15212 Telephone 412-566-2570 Fax 412-391-4413 Council Shop-Suite 108 M–Th 8:30 a.m. – 4:30 p.m. Friday 9 a.m.-noon.

Greensburg: 126 East Otterman Street; Greensburg, PA 15601 Telephone: 724-834-9450 Fax: 724-834-9488 Council Shop M–Th 8:30 a.m. – 4:30 p.m. Friday 9 a.m.-noon.

*Warren: 589 Hospital Drive, Suite C; Warren, PA 16365 Telephone: 814-723-4990 Fax: 814-726-3211 Council Shop – call ahead; open Sept. – May

Johnstown: 612 Locust Street; Johnstown, PA 15901 Telephone: 814-536-5371 Fax: 814-536-5373 Council Shop M-Th 8:30 a.m. – 4:30 p.m. Friday 9 a.m.-noon.

Camp Conshatawba: 288 Oaks Rd.; Summerhill, PA 15958 Telephone: 814-495-9300 Camp Curry Creek: 60 Girl Scout Dr.; Brockway, PA 15824 Office telephone: 814-265-1447 Lodge telephone: 814-265-2455

Lodge telephone: 724-697-5261 Camp Singing Hills: 114 Singing Hills Rd.; Oil City, PA 16301 Office telephone: 304-379-9194 Lodge telephone: 814-676-6026 For questions about a campsite facility (NOT to reserve) contact each camp as listed below:

Camp Elliott: 289 Camp Elliott Lane; Volant, PA 16156 Office telephone: 724-533-3824 Elliott Lodge telephone: 724-533-3162 Woods Edge Lodge telephone: 724-533-3055

Conshatawba – 800-248-3355 x 1931 conshatawba@gswpa.org

Camp Hawthorne Ridge: 7755 Hawthorne Rd.; Girard, PA 16417 Telephone: 814-474-3771 Elliott Lodge telephone: 724-533-3162 Woods Edge Lodge telephone: 724-533-3055

Curry Creek – 800-248-3355 x 1931 currycreek@gswpa.org

Camp Redwing: 103 Rader School Rd.; Renfrew, PA 16053 Telephone: 724-789-9401 or 724-789-9992

Hawthorne Ridge – 800-248-3355 x 1422 hawthorneridge@gswpa.org

Camp Resting Waters: 2566 Campbelltown Rd.; Kane, PA 16735 Office telephone: 814-778-5730 Lodge telephone: 814-778-5424 Camp Roy Weller: 32 Trillium Lane; Bruceton, WV 26525 Office telephone: 304-379-9194

Elliott – 800-248-3355 x 1417 elliott@gswpa.org

Redwing – 800-248-3355 x 1703 redwing@gswpa.org Resting Waters – 800-248-3355 x1409 restingwaters@gswpa.org Roy Weller – 800-248-3355 x 1125 royweller@gswpa.org Singing Hills – 800-248-3355 x 1409 singinghills@gswpa.org

Camp Skymeadow: 164 Skymeadow Lane; Avonmore, PA 15618 Office telephone: 724-697-5009

Skymeadow – 800-248-3355 x 1125 skymeadow@gswpa.org

As you can see, there’s a lot going on in Girl Scouts! Our goal is to make communicating this information to you as simple as possible. If you ever have ideas on how we can improve, please e-mail editor@gswpa.org. Here’s a breakdown of how we share information, and some tips for you as a volunteer to connect with the council, other volunteers and parents. S’more, our program book, is published twice a year and posted online at www.gswpa.org:  

Yearlong S’more is mailed to all households in August. Camp S’more is mailed to all households in December.

Each issue is filled with great programs and planning information for your Girl Scouts. All council-sponsored events (events we plan and run) are also listed in our online calendar, called Things to Do, at www.gswpa.org/things-to-do. (Each program in our online calendar links to our online registration system too.) New programs and events are added all the time! We list those on Brand New Things to Do at www.gswpa.org/quick-links/brand-new-things-to-do/. (We also include these items to our Things to Do calendar so you can plan and register accordingly.) Local programs planned by your service unit are not listed in GSWPA publications or on our website. GSWPA also does not list programs that aren’t sponsored by our council. (Ex. local patch programs at an indoor water park or a museum.) Contact your local event organizer, membership staff or the business or organization hosting the event for those details. Town Hall Meetings are held in the fall. Every registered member (14 years and older) receives announcements of days/times/locations and are invited to provide feedback into council decision-making and receive board and operational updates. Adult Awards are often presented at these meetings. This year’s town hall meetings will take place in September due to the National Council Session occurring in October. The Annual Meeting is held in the spring, typically in April. Every registered member (14 years and older) receives an announcement ,and delegates are asked to represent their service units. The board reports on the year’s business and holds discussion. Several adult awards are also presented. Delegates and visitors who attend the GSWPA Annual Meeting receive a copy of the Annual Report. (The Annual Report is also posted on our website at http://www.gswpa.org/about-us/. Multi-Service Unit Meetings are scheduled by membership staff based on the wants and needs of your area. These meetings are great ways to share ideas, get info from GSWPA and meet other volunteers in your area. Service Unit Meetings are typically held on a monthly basis and are coordinated by your service unit manager or membership staff. It’s a time to get info from GSWPA and learn more about Girl Scouting in your area. If you can’t attend meetings, be sure to connect with your service unit for meeting notes.

Get great ideas for your next meeting or take a training in your pajamas! By connecting with GSUSA and GSWPA online, there are tons of resources at your fingertips! Connect with GSUSA online at www.girlscouts.org, www.facebook.com/GirlScoutsUSA, www.twitter.com/girlscouts, and www.pinterest.com/GSUSA. Connect with GSWPA online at www.gswpa.org, www.facebook.com/GSWPA, www.pinterest.com/gswpa, www.twitter.com/GirlScoutsWPA. Social media is a popular way to connect with others. Our Facebook page for Girl Scout members, alumnae, volunteers, parents, and supporters of Girl Scouts Western Pennsylvania. We welcome interaction, discussion, commentary, questions and even criticism, but we ask that you keep your comments and posts relevant and respectful. GSWPA may remove any post or ban anyone who violates these guidelines. In particular, personal attacks, inappropriate language, spamming and excessive posting will not be tolerated. GSWPA reserves the right to remove posts advertising commercial products, as well as those that violate Facebook's terms of service, or are inaccurate or otherwise objectionable. Social Media sites like Facebook and Twitter are public sites. GSWPA is responsible only for the content on official pages. Please consider internet safety practices and use good judgment when reviewing and contributing to these sites. GSWPA schedules monthly webinars on a variety of topics for volunteers. Scheduled at lunchtime, these popular hour-long sessions give you time to learn and ask questions. Check out this year’s schedule or catch up on previous webinars at www.gswpa.org/volunteers/training-programs/online-webinar-self-study-guides/. Currently, there are three monthly e-newsletters produced by GSWPA: Lead On – sent in Jan., April, July, and Oct. to all registered adults and alumnae, focusing on opportunities and information for our adult members. Girls Online (G.O.!) – sent in Jan., March, May and Sept. to all parents and registered members and includes program updates, stories and other timely info. Indie Girls – sent monthly to all parents of individually registered Girl Scouts (girls participating in Girl Scouting who aren’t in troops). It’s designed to help Girl Scout families and Indie Girl-related volunteers navigate through the membership year.

Share the great things your Girl Scouts are doing by submiting your story to your local newspapers, blogs and newsletters. Membership managers can assist by reviewing any articles or press releases and help to determine if this is good pre-press (if open to the public) or after-press. When troops or service units have a story that could be promoted through a larger media outlet (with circulation beyond local service unit outlets) such as radio or television stations, major newspapers, etc. or through council and GSUSA publications, please contact the PR Manager from the council at 1-800-248-3355 x 1427. If a station calls requesting that members in your service unit appear in a broadcast, please notify a council communications staff member who will prepare you for the broadcast, be present at the taping and assist you in signing media release forms. If contacted by any media in regard to a Girl Scout story or issue that is not related to an event, program, or 18

campaign that is being run through your service unit, please refer them to the PR Manager at 1-800-248-3355 x 1427.

Groups whose girls meet age criteria (13 years or older) and have parental permission may set up a group Facebook page or website. This site must be approved by the council, yes, but it can be a fantastic way for girls to share information, market Girl Scout products, and talk about their Take Action projects. Before you and the girls design a website, remember that the web is an open forum for anyone, including potential predators. Documented instances of cyberstalkers make it imperative that any information that could jeopardize the safety and security of girls and adults is not disclosed on a website. Please adhere to these guidelines to ensure the girls’ safety:   

  

Use girls’ first names only. Never post girls’ addresses, phone numbers, or email addresses. Never, ever, ever post addresses of group meeting places or dates and times of meetings, events, or trips. (An adult volunteer who wishes to communicate upcoming events with families of girls should use email instead of posting details on a website, unless that site is password protected or is a closed/secret Facebook group.) Always have a parent’s or guardian’s signature on a photo release form before using pictures of girls on a website. Make yours a site that does not allow outsiders to post messages to the site, or make sure all postings (such as message boards or guest books) have adult oversight and are screened prior to posting live. Don’t violate copyright law by using designs, text from magazines or books, poetry, music, lyrics, videos, graphics, or trademarked symbols without specific permission from the copyright or trademark holder (and, generally, this permission is pretty tough to get!). Girl Scout trademarks (such as the trefoil shape, Girl Scout pins, and badges and patches) can be used only in accordance with guidelines for their use. (The Girl Scout trefoil, for example, may not be animated or used as wallpaper for a website.) Check with your council’s website for complete graphics guidelines and approvals.

No matter how you volunteer with Girl Scouts, your investment of time and energy will pay back tenfold. With your help, girls will be able to identify issues they care about and work with one another to resolve them. Your interests and life experiences make you the perfect person to be a new kind of partner for girls, someone who creates a safe environment where they can work together and each girl feels free to work toward her highest aspirations. Have no doubt: you, and nearly 1 million other volunteers like you, are helping girls make a lasting impact on the world.

Approximately one in every two adult women (49%) in the U.S. has at some point been a member of Girl Scouts. There are currently an estimated 59 million Girl Scout alumnae living in the U.S. To learn more about Girl Scouting Works: The Alumnae Impact study, or to obtain a copy, visit http://www.girlscouts.org/research. We invite you to reconnect with Girl Scouting through the GSWPA Alumnae Association at http://www.gswpa.org/alumnae/stay-connected-with-gswpa/. Visit gswpa.org/alumnae or email alumnae@gswpa.org to learn more about how you can discover, connect, and take action as a Girl Scout Alumnae.

Your most important role as a Girl Scout volunteer is to be excited about everything this opportunity affords you: a chance to help girls succeed, play a critical role in their lives, and watch them blossom! You also want to be someone who enjoys the activities you’ll be embarking on with the girls—whether you’re volunteering at a camp, working with girls who are traveling, or partnering with girls on a short-term series on a topic that interests you. As a Girl Scout volunteer, you’ll serve as a partner and role model to girls. You’ll also work closely with a covolunteer, because two adults must be present at all times when working with girls, and at least one of those volunteers must be female and not related to the other adult. This is an important distinction that bears repeating: Men can serve as troop volunteers, but an adult female who is not related to the other volunteer must be present at all times, and only in cases of emergency is a girl to be alone with only one volunteer. Remember to also check the adult-to-girl ratios in the Quick-Start Guide and the “Safety-Wise” chapter of this handbook.

Your other responsibilities as a Girl Scout volunteer include:     

accepting the Girl Scout Promise and Law; understanding the Three Keys to Leadership that are the basis of the Girl Scout Leadership Experience: Discover, Connect, and Take Action; sharing your knowledge, experience, and skills with a positive and flexible approach; working in a partnership with girls so that their activities are girl-led, allow them to learn by doing, and allow for cooperative (group) learning; you’ll also partner with other volunteers and council staff for support and guidance; organizing fun, interactive, girl-led activities that address relevant issues and match girls’ interests and needs;

     

providing guidance and information regarding Girl Scout group meetings with girls’ parents or guardians on a regular and ongoing basis through a variety of tools, including email, phone calls, newsletters, blogs, other forms of social media, and any other method you choose; processing and completing registration forms and other paperwork, such as permission slips; communicating effectively and delivering clear, organized, and vibrant presentations or information to an individual or the group; overseeing with honesty, integrity, and careful record-keeping the funds that girls raise; maintaining a close connection to your volunteer support team; facilitating a safe experience for every girl.

With more than 95 percent of Girl Scouts’ “work force” comprised of volunteers who directly interact with girls or indirectly offer support behind-the-scenes, your support system is vital for success. The Volunteer Management System supports the growing variety of volunteer types and positions that leads to more volunteers guiding girls to make the world a better place.

In your role as a Girl Scout volunteer, you’ll team up with co-volunteers, parents/guardians, members of the community, council staff, and others who have expressed interest in working alongside you. The adult guide of each Journey gives you tips and guidance for creating a friends-and-family network to support you all along the way. The other volunteers on your support team may help by:      

filling in for you, arranging meeting places, being responsible for communicating with girls and caregivers, locating adults with special skills to facilitate a specialized meeting, assisting with trips and chaperoning, or managing group records.

If you have a large support team, the first thing you’ll want to do is meet with this group and discuss what brought each of you to Girl Scouts, review your strengths and skills, and talk about how you would like to work together as a team. You might also discuss: 

When important milestones will happen (Girl Scout cookie activities, field trips, travel plans, events, dates for other opportunities) and how long the planning process will take 21

  

When and where to meet as a group of volunteers, if necessary Whether, when, where, and how often to hold parent/guardian meetings Whether an advance trip to a destination, event site, or camp needs to happen

Remember to call on your volunteer support team. This team can help you observe a meeting, assign you a buddy, help with registration forms, assist you with opening a bank account, plan your first meeting, and so on. Also plan to attend support meetings—usually held several times throughout the year—that provide excellent opportunities to learn from other volunteers.

Girl Scouts strives to provide you with the necessary information to successfully manage your group of girls and to let you know how and where you can get additional information on certain topics when you want to learn more. Volunteer learning is offered in a variety of ways to best meet your unique learning styles: written resources, face-to-face learning, interactive online learning—and additional methods are being developed and tested all the time.

There’s a good chance you’ve already logged on to http://training.girlscouts.org to watch Girl Scouting 101 or Volunteering for Girl Scout Series and Events, our self-paced, online orientations to Girl Scouting. If you haven’t, please complete your online orientation. The password for Girl Scouting 101 is aboutGS101. Those online sessions and Volunteer Essentials are designed to give you all of the information you need to start working with girls. They’re always available; think of them as references you can use whenever you need them.

For training descriptions and additional training options visit www.gswpa.org, our Things to Do calendar or refer to the Volunteer Training Checklist, under volunteer training. TROOP AND GROUP LEADERS

SERIES/EVENT VOLUNTEERS

Volunteers acting in a leader or assistant leader (01 and 02) capacity are required to complete the following two trainings prior to working with girls at the troop or groups levels.

Trainings for volunteers acting in a support capacity.

Girl Scouting 101

Volunteer for Girl Scouts Series and Events

Girl Scouting 101 is required of all volunteers with the exception of parent helper, emergency contact coordinator and troop record keeper. Please encourage volunteers in these positions to take Girl Scouting 101, but it is not required. To login in you will need to enter the following password; for Girl Scouting 101 the password is aboutGS101.

This training is the first close-up view of Girl Scouts for all new series and events pathway volunteers. To login in you will need to enter the following password Volunteers.

GSWPA New Leader Training This provides new leaders with an overview of Girl Scouts and all the things you need to know to get started as a Girl Scout Leader.

First Aid/CPR Training First-aid/CPR training is required of the adult acting as the primary first-aider for the Girl Scout group activities indicated in the Safety Activity Checkpoints (formerly Safety Wise). While GSWPA offers these courses throughout the year, you may also contact your local community program providers for First Aid/CPR courses in their area. Fees may vary, as each provider determines their own fees.     

First Aid/CPR is not required for regular troop meetings. Minimum age for certification is 14 years old. GSWPA does not allow anyone that is not over the age of 18 to be in the role of a first aider. Refer to Safety Activity Checkpoints to determine the need for a first aider for all activities. GSWPA only accepts certifications that provide hands on training format and issue a certification. Online training and certifications do not meet First Aid and CPR training requirements.

Girl Scout accepted First-aid courses can be provided by: • American Red Cross • American Safety and Health Institute • Emergency First Response • Medic First Aid International Inc. • National Safety Council • American Heart Association • American Academy of Orthopedic Surgeons • EMS Safety Service Outdoor Trainings- Some activities require additional certifications, please see the Outdoor Training and Certifications on page 97. Travel Trainings- Trip training is also available, please see Traveling with Girls on page 88.

While they’re not required, these trainings guide you through your Girl Scout Experience for detailed descriptions visit – http://www.gswpa.org/volunteers/training-programs/ Grade Level Trainings-These courses cover topics on how to organize troop meeting time, age characteristics, girl/adult planning, recognitions, troop government, flag, investiture and bridging ceremonies and more. Adult Enrichment Trainings- These trainings are offered throughout the year to provide volunteers with additional educational opportunities. Volunteer Support Webinars-The GSWPA Volunteer Management Department, along with a variety of GSWPA guests, hosts educational and information webinars, on the third Thursday of the month from noon1:00 p.m., (no webinars June and July) to provide volunteers with Girl Scout topic specific information. Leaders Little Helpers- This monthly leader publication provides leaders with topic specific information that will help them through their Girl Scout Journey.

If you cannot find the training you need, use the Adult Training Interest form to let us know about the needs in your area. This form can be used to tell us about a need in your Service Unit or your own personal training needs. You will then be notified of scheduled trainings in your area. Submit your adult training interest form to adulttraining@gswpa.org.

Refer to the Appendix: GSWPA Procedures/Forms for the following: 

Adult Training Interest Form-page 112

Whatever your volunteer position, your hard work means the world to girls, to your council staff, and to Girl Scouts of the USA. We’re calling on all members of society to help girls reach their full potential, and you’ve answered that call. So thank you, from the bottom of our hearts. Just as you’ll receive support throughout your volunteering experience, when you reach the end of the term you signed up for, you’ll talk with your support team about the positive parts of your experience, as well as the challenges you faced, and discuss whether you want to return to this position or try something new. The end of your troop year, camp season, overseas trip, or series/event session is just the beginning of your next adventure with Girl Scouting! If you’re ready for more opportunities to work with girls, be sure to let your council support team know how you’d like to be a part of girls’ lives in the future—whether in the same position or in other, flexible ways. Are you ready to organize a series or event? Take a trip? Work with girls at camp? Work with a troop of girls as a year-long volunteer? Share your skills at a council office, working behind the scenes? The possibilities are endless, and can be tailored to fit your skills and interests.

Serving as a Girl Scout volunteer affords you exceptional opportunities, both in the skills you’ll gain and in the difference you’ll make in the lives of girls. Everyone involved with Girl Scouts wants to ensure that you’re effectively mentoring girls to become world-changing leaders, and your council staff helps you do that by measuring outcomes, evaluating your performance, continuing to give you opportunities to build new skills, and recognizing you for the tremendous work you do. We want you to have such an incredible time working with girls that you want to stay in Girl Scouting! After your last meeting of the school year, take some time to review the year with your service team and/or membership manager. It’s important to consider the positive parts of your experience as well as the challenges you faced as you begin planning for next year. You will formally receive an electronic “Volunteer Assessment Survey” which will be sent to you during the spring. This annual survey is critical for the improvement of the Girl Scout Leadership Experience in Western Pennsylvania. It also offers you the opportunity to communicate your thoughts and concerns with staff.

Refer to the Appendix: GSWPA Procedures/Forms for the following:         

Volunteer Recognitions Procedure-page 119 Volunteer Recognitions in Girl Scouting Chart-page 123 Appreciation Pin Nomination Form-page 127 GSWPA Volunteer of the Year Nomination Form-page 129 Honor Pin Recognition Nomination Form-page 131 President's Award Nomination Form-page 133 Thanks Badge I and II Recognition Nomination Form-page 135 Volunteer of Excellence Recognition Nomination Form-page 137 Letter of Endorsement for Volunteer Recognition Nominees-page 139

Volunteer Appreciation Week—April 19-25—is set aside especially for you. Girl Scouts pay tribute to the volunteers who help girls make the world a better place. The week centers on the long-standing National Girl Scout Leaders’ Day (April 22). In addition, Girl Scouts also celebrates Volunteers Make a Difference Week, in conjunction with Make a Difference Day, which takes place during the weekend in autumn that we set our clocks back.

Now that you’re a Girl Scout volunteer, you belong to a network of more than 1 million adults who share an important commitment: preparing girls to lead successful lives. During your time as a volunteer, you’ll have fun, meet new people, and learn by doing alongside girls at every step. The Girl Scout program—what girls do in Girl Scouting—is based on the Girl Scout Leadership Experience (GSLE), a national model that helps girls become leaders in their own lives and as they grow. No matter where girls live or what their age or background, as Girl Scouts they are part of a powerful, national experience. As they build leadership skills, they also develop lifelong friendships and earn meaningful awards, two of many treasured traditions in the sisterhood of Girl Scouting.

Girl Scouting guides girls to become leaders in their daily lives, their communities, and the world—helping them become the kind of person exemplified by the Girl Scout Law. When girls—as the Girl Scout Law states— are “honest and fair,” when they “use resources wisely,” and know how to be “courageous and strong,” they can be more successful in everything they do. It may start in school and on sports teams, but research shows that the courage, confidence, and character they develop as Girl Scouts follows them throughout their lives. Girl Scouting has a practical approach to helping girls become leaders:   

When girls lead in their own lives, they Discover their values and the confidence to do what’s right. This helps girls act in ways that make us proud, no matter where they are. When girls lead in their communities, they Connect as they learn how to work with other people. This helps them get along better with others, resolve conflicts, and do better on group projects at school. When girls lead in the world, they Take Action to change the world for the better. Starting as young Girl Scouts, girls learn how to see problems—such as a food pantry in need of donations or an elderly neighbor who could use a hand—and come up with a solution.

In other words: Discover + Connect + Take Action = leadership. And everything you do with girls in Girl Scouting is aimed at giving them the benefits of these Three Keys to Leadership. More details about the benefits (or outcomes) Girl Scouts offers girls can be found in Transforming Leadership Continued, available online at www.girlscouts.org/research/publications/gsoutcomes/transforming_leadership_continued.asp.

At Girl Scouts, we know that when girls are given the opportunity, they change their world. Every girl has an important role to play, and every girl deserves the confidence to achieve anything she sets her sight on. But we need help to ensure that girls in every U.S. zip code develop the confidence that Girl Scouts nurtures. That's why we've launched ToGetHerThere, the largest fundraising campaign for girls in history. ToGetHerThere is a Movement wide fundraising campaign with the goal of raising $1 Billion for girls by 2020. Every gift to every Girl Scout Council counts toward the goal. Together, we will get her there - to help lead her troop, her family, her community, her company, her country, and her world. To learn more about joining the largest campaign for girls visit girlscouts.org/invest.

Girl Scouting isn’t just about what we do; it’s also about how we do it. Over time, we’ve noticed that girls will give almost any activity a try, as long as the adults guiding them take the right approach. Girl Scout activities ask adult volunteers to engage girls in three ways that make Girl Scouting unique from school and other extracurricular activities: 

Girl-led: Girls of every grade level take an active role in determining what, where, when, why, and how they’ll structure activities. Of course, you’ll provide guidance appropriate to the age of the girls. Plus, you’ll encourage them to bring their ideas and imaginations into the experiences, make choices, and lead the way as much as they can.



Learning by doing: This means that girls have active, hands-on experiences. It also means they have a chance to think and talk about what they are learning as a result of the activities. This kind of reflection is what helps girls gain self-awareness and confidence to dive into new challenges. So make sure girls always have a chance to talk with each other—and you—after an activity. It doesn’t have to be formal, just get them talking and see what happens.



Cooperative learning: Girls learn so much about themselves and each other when they team up on common goals. Plus, great teamwork helps girls in school now and on the job later. Look for ways to help each girl contribute her unique talents and ideas to the team, help all girls see how their differences are valuable to the team, and coach girls to resolve their conflicts productively.

We call these three methods “processes.” You might be wondering how to put these processes into action with the girls in your group. These steps should help you get started: 1. After you help girls choose a National Leadership Journey (there’s more information about those later in this chapter), make sure you get the adult guide that accompanies the Journey. As you read through that guide, look at how the activities, conversations, and choice-making options are set up using the three processes. Once you start practicing the processes, you’ll probably find that they become second nature when you’re with girls. 2. If you haven’t already, watch Girl Scouting 101, our online introduction to volunteering with Girl Scouts. (The password is aboutGS101.) If you’ve already watched Girl Scouting 101, you may want to review its “What Girl Scouts Do” section to brush up on the processes. 3. Want more detail about the processes? Take a look at the examples in Transforming Leadership Continued, available online at www.girlscouts.org/research/publications/gsoutcomes/transforming_leadership_continued.asp.

One last tip about using the processes: The girls’ time in Girl Scouting isn’t a to-do list, so please don’t ever feel that checking activities off a list is more important than tuning in to what interests and excites girls and sparks their imaginations. Projects don’t have to come out perfectly, and girls don’t have to fill their vests and sashes with badges. What matters most is the fun and learning that happens as girls make experiences their own.

You’ll use several books, awards, and online resources to bring the Girl Scout Leadership Experience to life with girls. We strongly recommend that each girl has her own books from the National Program Portfolio. These books—the Journeys and The Girl’s Guide to Girl Scouting—and national program awards—like badges and pins—are an important part of how Girl Scouting helps girls experience the power of millions of girls changing the world together. As you use the National Program Portfolio with girls, keep in mind that Girl Scouts of the USA (GSUSA) creates materials to serve our vast and diverse community of girls. To help bring topics off the page and into life, we sometimes provide girls and volunteers with suggestions about what people across the country and around the world are doing. We also sometimes make suggestions about movies, books, music, websites, and more that might spark girls’ interests. At GSUSA, we know that not every example or suggestion we provide will work for every girl, family, volunteer, or community. In partnership with those who assist you with your Girl Scout group—including parents, faith groups, schools, and community organizations—we trust you to choose real-life topic experts from your community as well as movies, books, music, websites, and other opportunities that are most appropriate for the girls in your area to enrich their Girl Scout activities. We are proud to be the premier leadership organization for girls. While girls and their families may have questions or interest in programming relevant to other aspects of girls’ lives, we are not always the organization best suited to offer such information. Your council can recommend local organizations or resources that are best suited to do so. Also note that GSUSA continuously reviews national program content to guarantee that all our resources are relevant and age appropriate, and that their content doesn’t include violence, sex, inappropriate language, or risky behavior. We value your input and hope that you will bring to your council’s attention any content that concerns you.

National Leadership Journeys help Girl Scouts learn and practice the Three Keys, aid their communities, and earn leadership awards, progressing up Girl Scouting’s Ladder of Leadership http://www.girlscouts.org/program/journeys/your_story/pdf/leadership_ladder.pdf as they do so. There are three series of Leadership Journeys, each about a different theme; the girls in your group can choose the theme that interests them most. After the girls choose a Journey, spend an hour or two reading the companion adult guide. It’ll give you a feel for how to bring the Journey to life, and you’ll get ideas for the steps girls will take (with your support) to earn their leadership awards. Don’t worry; you don’t have to be any kind of expert to do a Leadership Journey with girls. You just need to be willing to dive in and enjoy the learning-by-doing experience with them. Each Journey adult guide contains sample plans that you can customize to fit the needs of your group, whether you guide a troop, volunteer at a Girl Scout camp, mentor girls on a travel adventure, or engage with girls in a series or at an event. Each Journey also offers opportunities to enjoy the longstanding traditions of Girl Scouting, from ceremonies and songs to earning awards and skill badges. 28

In addition to the Leadership Journeys, girls at each Girl Scout grade level have their own edition of The Girl’s Guide to Girl Scouting—a binder full of information about being a Girl Scout and how to earn certain badges, including ones about financial literacy and the Girl Scout Cookie Program. Girls who want to earn more badges can add a Skill Building Badge Set tied to the theme of the Journey they’ve chosen. When a Girl Scout earns a badge, it shows that she’s learned a new skill, such as how to make a healthy snack or take great digital photos. It may even spark an interest at school or plant the seed for a future career. Please remember that we don’t expect you to be an expert in the badge topics; just have fun learning by doing with the girls! While you’re having fun, keep in mind: badges are for educating girls, not for decorating their sashes and vests. The quality of a girl’s experience—and the skills and pride she gains from earning leadership awards and skillbuilding badges—far outweigh the quantity of badges she earns. If you’re working with Girl Scout Daisies, please note that they earn Petals and Leaves (which form a flower) instead of badges. There are several ways to supplement the National Program Portfolio and enhance girls’ time as Girl Scouts— and have fun while you’re doing it! A few of them are outlined below.

The For Girls section of girlscouts.org features a variety of videos, games, blogs, and other fun ways to enrich the GSLE. Girls will find opportunities to post their ideas for public service announcements on topics that matter to them and get inspired by watching short videos that tell the stories of women from all walks of life. If you work with Girl Scout Daisies and Brownies, you might like the site’s print-and-play coloring and game pages—great for having on hand when energetic girls get together! Both girls and volunteers will have fun with Badge Explorer, an overview of all of the badges girls can earn. For Girls is updated frequently, so check back often—and invite girls to do the same!

Girls are welcome to develop and complete activities to make their own badge—a great way to explore a topic of personal interest. (In addition, girls who make their own badge will learn how to learn, which is an important skill to have in school, on the job, and in life!) Once girls check the Awards Log in The Girl’s Guide to Girl Scouting to make sure there’s not already a badge on the topic they want to explore, they’ll follow steps outlined in that handbook to complete the requirements for their very own badge. Even better, they can go online to design and purchase a badge that later arrives in the mail! For more information, check out the Make Your Own Badge website.

The Girl Scout Law includes many of the principles and values common to most faiths. And even though Girl Scouts is a secular organization, we’ve always encouraged girls to explore spirituality via their own faiths. Girls of all grade levels can now earn the My Promise, My Faith pin. By carefully examining the Girl Scout Law and directly tying it to tenets of her faith, a girl can earn the pin once each year she participates in Girl Scouting. You can find more about the requirements for this pin in The Girl’s Guide to Girl Scouting.

In addition to giving girls an opportunity to earn money to fund their Girl Scouting goals, taking part in the Girl Scout Cookie Program teaches girls five important skills that serve them throughout their lives: goal setting, money management, people skills, decision making, and business ethics. For more on everything involved in the Girl Scout Cookie Program, flip to the “Managing Group Finances” chapter of this handbook.

Being outside is a great way for girls to explore leadership, build skills, and develop a deep appreciation for nature. Whether they spend an afternoon exploring a local hiking trail or a week at camp, being outside gives girls an opportunity to grow, explore, and have fun in a whole new environment. For more information, visit www.girlscouts.org/program/basics/camping.

Two of the Journey series—It’s Your World—Change It! and It’s Your Planet—Love It!—are available in Spanish, as are two new supporting books for Spanish-speaking volunteers to use with Spanish-speaking and bilingual Girl Scout Brownies and Juniors :¡Las Girl Scouts Brownies Cambian El Mundo! (Girl Scout Brownies Change the World!) and ¡Las Girl Scouts Juniors Apuntan a las Estrellas! (Girl Scout Juniors Reach for the Stars!). The books, which introduce the Girl Scout movement to these girls and their families, provide everything you need for a fun-filled year in Girl Scouting. For more information on these resources, contact your council.

All of this may seem overwhelming, but don’t worry. The next few pages give you an idea of what’s involved when you use the National Program Portfolio with girls at each Girl Scout grade level.

In addition to the leadership awards tied to the Journeys and the National Proficiency badges, girls can show they belong by adding emblems to the front of their vests or sashes and participation patches on the back.  Emblems show membership in Girl Scouts, a particular council, a particular troop, or in some other Girl Scout group. These can be worn on the front of a sash or vest. (See the diagram in the handbook section of The Girl’s Guide to Girl Scouting to see where these are placed.) 

Participation patches represent activities girls have tried and are fun ways for girls to remember special events they’ve attended. Since these patches and pins aren’t tied to skill-building activities, they are worn on the back of a girl’s sash or vest.

You can purchase emblems and patches—along with badges and leadership awards—at the GSWPA Girl Scout shop or by visiting shop.gswpa.org. There, you’ll find a cool list of the earned awards for each grade level and a link that shows you exactly where girls can place their emblems, awards, badges, pins, and patches on their vests and sashes.

The Girl Scout Bronze, Silver, and Gold Awards are Girl Scouting’s highest awards. These awards offer girls relevant, grade-level-appropriate challenges related to teamwork, goal setting, and community networking and leadership. They also engage girls in building networks that not only support them in their award projects, but in new educational and career opportunities. Like everything girls do in Girl Scouting, the steps to earning these awards are rooted in the GSLE. This is why, to earn each of these awards, girls first complete a grade-level Journey (two Journeys for the Gold Award or a Silver Award and one Journey). With Journeys, girls experience the keys to leadership and learn to identify community needs, work in partnership with their communities, and carry out Take Action projects that make a lasting difference. They can then use the skills they developed during a Journey to develop and execute projects for their Girl Scout Bronze, Silver, and Gold Awards. Girl Scouts has just introduced a web app that takes girls stepby-step through the Gold Award requirements. Visit http://www.girlscouts.org/program/highest_awards/gold_award.asp to take a peek. GSWPA also created a special page on our website where Gold Award recipients can post information about their projects. Visit http://www.gswpa.org/girls/awards/gold-award to learn more. Did you know that a Girl Scout who has earned her Gold Award immediately rises one rank in all four branches of the U.S. Military? A number of college-scholarship opportunities also await Gold Award designees. A girl does not, however, have to earn a Bronze or Silver Award before earning the Girl Scout Gold Award. She is eligible to earn any recognition at the grade level in which she is registered. As a Girl Scout volunteer, encourage girls to go for it by earning these awards at the Junior through Ambassador levels. Check out some of the award projects girls in GSWPA are (visit http://www.gswpa.org/girls/awards/goldaward/). You’ll be inspired when you see and hear what girls can accomplish as leaders—and by the confidence, values, and team-building expertise they gain while doing so. And imagine the impact girls have on their communities, country, and even the world as they identify problems they care about, team with others, and act to make change happen!

All this, of course, starts with you—a Girl Scout volunteer! Encourage girls to go after Girl Scouting’s highest awards—information on the awards and guidelines for you to use when helping girls earn their awards are also available http://www.girlscouts.org/program/highest_awards/.

From the beginning of Girl Scouts, one prestigious award has recognized the girls who make a difference in their communities and in their own lives. The first of these awards, in 1916, was the Golden Eagle of Merit. In 1919, the name changed to The Golden Eaglet, and in 1920, the requirements for The Golden Eaglet were updated. The First Class Award existed for only two years, from 1938–1940, and was replaced in 1940 with The Curved Bar Award, the requirements for which were updated in 1947. In 1963, GSUSA re-introduced the First Class Award, for a girl who was an “all-around” person, with skills in many fields and a proficiency in one. Today’s highest award, the Girl Scout Gold Award, was introduced in 1980.

Other exciting initiatives and opportunities exist to support the GSLE. In the past, these have covered topics like the environment, robotics, and space exploration. You can find out how to engage your group in opportunities like these by contacting your council or by visiting www.girlscouts.org/program/basics and clicking on “Program Basics” on the left side of the screen. Note that councils may offer different experiences, based on availability of resources and partners in your area.

See an exciting program, but the date, time or location doesn’t work? Call 800-248-3355 ext. 1007 or e-mail programsbyrequest@gswpa.org and request a program that can be delivered to your troop by collaborating with staff/providers on convenient dates and locations. Choose from the programs at www.gswpa.org, or work with council staff to design a program that meets your needs. All Programs by Request include a refundable deposit in addition to the program cost. How many girls and adults do I need to run a program? This number varies from program to program and is listed under “minimum capacity.” Your number of adults must meet ratio. Please refer to Understanding How Many Volunteers You Need in the Quick Start Guide or visit www.gswpa.org. When do I have to reserve a program? To reserve a Program by Request, a deposit must be paid six weeks in advance of date desired. Actual date of program depends on availability of staff or program partners. I don’t have the minimum number of girls in my troop. Does that mean we can’t request a program? Not at all! Ask other troops in your area to team up with you for a program. We can also advertise your program on our website and open the program up to any girls in your area. How much does a program cost? The cost of each program includes a deposit and a per girl and adult fee. Each program cost varies. Why do I need to pay a deposit? What is it for? In order to begin the process of creating a customized program for you, we require a deposit. This will hold your program facilitator’s time. Will my deposit be refunded? Yes, your deposit will be refunded once participation rosters have been submitted to GSWPA. However, your deposit will not be refunded if you cancel or do not meet the minimum number of girls.

Want to run programs on your own? Need materials, instructions, support and advice? Rent Program Kits from GSWPA and conduct a program with your troop, group or service unit on your own time! Program Kits include written instructions and non-consumable materials used to conduct the program. Kits can be checked out for up to four weeks. Contact ProgramKit@gswpa.org or call 800-248-3355 ext. 1007 for kit availability and more information. Choose from the program kits at gswpa.org. Program Kits are currently available at the following GSWPA offices: Beaver, Edinboro, Greensburg, Johnstown, Kittanning and Pittsburgh.

Throughout the long history of Girl Scouts, certain traditions remain meaningful and important and are still practiced today. This section gives you an overview of annual celebrations in the Girl Scout year, as well as other revered Girl Scout traditions. Be sure to look in The Girl’s Guide to Girl Scouting and Leadership Journeys for more information on songs, historical anecdotes, traditions, and ceremonies.

Girl Scouts celebrate several special days each year, which you’re encouraged to include in your group planning.  

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February 22: World Thinking Day (the birthday of both Lord Baden-Powell and Lady Olave Baden-Powell, the originators of Boy Scouts and the Scouting Movement worldwide). March 12: The birthday of Girl Scouting in the USA. The first troop meeting was held in Savannah, Georgia, on this date in 1912. Note that Girl Scout Week begins the Sunday before March 12 (a day known as “Girl Scout Sunday”) and extends through the Saturday following March 12 (a day known as “Girl Scout Sabbath”). April 19-25: Volunteer Appreciation Week centers on the long-standing National Girl Scout Leaders’ Day (April 22), but expands the definition of volunteers beyond troop leaders to include all the volunteers who work in so many ways on behalf of girls in Girl Scouting. October 31: Founder’s Day (Juliette Gordon Low’s birthday).

Learn more about these special days at www.gswpa.org.

World Thinking Day, first created in 1926, offers a special day for Girl Scouts and Girl Guides from around the world to “think” of each other and give thanks and appreciation to their sister Girl Scouts. February 22 is the mutual birthday of Lord Baden-Powell, founder of the Boy Scout movement, and his wife, Olave, who served as World Chief Guide. Today, girls honor World Thinking Day by earning the World Thinking Day award, which focuses on an annual theme selected by the World Association of Girl Guides and Girl Scouts. They also show their appreciation and friendship on World Thinking Day not only by extending warm wishes but also by contributing to the Juliette Low World Friendship Fund, which helps offer Girl Guiding/Girl Scouting to more girls and young women worldwide.

Ceremonies play an important part in Girl Scouts and are used not only to celebrate accomplishments, experience time-honored traditions, and reinforce the values of the Girl Scout Promise and Law, but also to encourage girls to take a short pause in their busy lives and connect with their fellow Girl Scouts in fun and meaningful ways. Many examples of ceremonies—for awards, meeting openings and closings, and so on—are sewn right into the Journeys, including ideas for new ceremonies girls can create. Girls use ceremonies for all sorts of reasons. Here’s a brief list, in alphabetical order, so that you can become familiar with the most common Girl Scout ceremonies:      

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Bridging ceremonies mark a girl’s move from one grade level of Girl Scouting to another, such as from Junior to Cadette. (Note that Fly-Up is a special bridging ceremony for Girl Scout Brownies who are bridging to Juniors.) Closing ceremonies finalize the meeting, with expectations for the next. A closing ceremony may be as simple as a hand squeeze while standing in a circle. Court of Awards is a time to recognize girls who have accomplished something spectacular during the Girl Scout year. Flag ceremonies can be part of any activity that honors the American flag. Girl Scout Bronze (or Silver or Gold) Award ceremonies honor Girl Scout Juniors who have earned the Girl Scout Bronze Award (Cadettes who have earned the Silver Award; Seniors or Ambassadors who have earned the Gold Award), and are usually held for a group and combined with council recognition. Girl Scouts’ Own is a girl-led program that allows girls to explore their feelings and beliefs around a topic (such as the importance of friendship or the personal meaning they get from the Girl Scout Promise and Law) using the spoken word, favorite songs, poetry, or other methods of expression. It is never a religious ceremony. Investiture welcomes new members, girls or adults, into the Girl Scout family for the first time. Girls receive their Girl Scout, Brownie Girl Scout, or Daisy Girl Scout pin at this time. Opening ceremonies start troop meetings and can also begin other group meetings. Pinning ceremonies help celebrate when girls receive grade-level Girl Scout pins. Rededication ceremonies are opportunities for girls and adults to renew their commitment to the Girl Scout Promise and Law.

If you’re working with girls who want to host an event—large or small—be sure girls are leading the eventplanning, instead of sitting by passively while you or another adult plans the event. To get girls started, ask them to think about the following questions:                         

What sort of event do we have in mind? Who is our intended audience? Does the audience have to be invited, or can anyone come? What’s our main topic or focus? What’s our objective—what do we hope to accomplish at the end of the day? Will one or more speakers need to be invited? If so, who? How do we find speakers? Where will the event take place? Is there a charge for this venue? Is the venue large enough to accommodate the audience? Do we have to obtain permission to use this venue? If so, from whom? Are there adequate facilities for the audience? If not, how much will extra portable toilets cost, and how many do we need? Is there adequate parking or a drop-off point for girls? Do we need tables? chairs? podiums? microphones? speakers? What sort of entertainment will we provide? Will we provide or sell refreshments? If so, what kinds? How many chaperones will we need? Who will we ask? What emergency care do we need to plan for? Is the event large enough that local police and fire departments need to be notified? Do we need to purchase additional insurance for non–Girl Scouts? How will we advertise the event? What decorations will we use? Will we give away any keepsakes? Will we charge for the event? Who will set up the event? Who will clean up after the event? How will we determine whether the event was a success?

Choose some of these questions as a guide to start conversations with girls. Ideas for girl-led events with family, friends, and community experts are also available in the Leadership Journey adult guides!

Over time, any organization is going to develop a few common signals that everyone understands. Such is the case with Girl Scouts, which has developed a few unique ways to greet, acknowledge, and communicate, some of which are listed here.

The idea of the sign came from the days of chivalry, when armed knights greeted friendly knights by raising the right hand, palm open, as a sign of friendship. To give the sign, raise the three middle fingers of the right hand palm forward and shoulder high (the three extended fingers represent the three parts of the Girl Scout Promise). Girls give the sign when they:    

Say the Promise or Law. Are welcomed into Girl Scouts at an investiture ceremony that welcomes new members. Receive an award, patch, pin, or other recognition. Greet other Girl Scouts and Girl Guides.

The handshake is a more formal way of greeting other Girl Scouts, and is also an appropriate way to receive an award. Shake left hands and give the Girl Scout Sign with your right hand.

The quiet sign can be extremely useful to you as a volunteer, so teach it to girls during your first meeting. Raise your right hand high with an open palm. As girls in the group see the sign, they stop talking and also raise their hands. Once everyone is silent, the meeting can begin.

The Girl Scout slogan is, “Do a good turn daily.” The Girl Scout motto is, “Be prepared.”

Whether singing around a campfire or joining a chorus of voices on the Mall in Washington, D.C., Girl Scouts have always enjoyed the fun and fellowship of music. In fact, the first Girl Scout Song Book, a collection of songs put together by girl members, was published in 1925. Songs can be used to open or close meetings, enhance ceremonies, lighten a load while hiking, or share a special moment with other Girl Scouts. For tips on choosing and leading songs, go to http://www.girlscouts.org/program/gs_central/activity_ideas/songleading.asp. A variety of songbooks are also available for purchase. Check out your council shop or visit the GSUSA online shop.

As a Girl Scout volunteer, you’ll have the opportunity to guide girls of all backgrounds, behaviors, skills, and abilities. You’ll help her develop leadership skills she can use now and as she grows—all in a safe and accepting environment. This chapter gives you tips for doing just that.

When and how often to meet is up to you, your co-volunteers, parents, and girls: it may just be one time for this particular group of girls. Or, if you meet regularly, what day and time work best for the girls, for you, for your covolunteers, and for other adults who will be presenting or mentoring? Once per week, twice a month, once a month? Is after-school best? Can your co-volunteers meet at that time, or will meetings work better in the evenings or on the weekends? Where to meet can be a bit trickier: a meeting place needs to provide a safe, clean, and secure environment that allows for the participation of all girls. You might consider using meeting rooms at schools, libraries, houses of worship, community buildings, childcare facilities, and local businesses. For teens, you can also rotate meetings at coffee shops, bookstores, and other places girls enjoy spending time. Girl Scout activities/meetings in private homes are not permitted. Here are a few points to keep in mind as you consider meeting locations:         

Cost: The space should be free to use. Size: Make sure the space is large enough accommodate the whole group and all planned activities. Availability: Be sure the space is available for the day and the entire length of time you want to meet. Resources: Determine what types of furnishings (table? chairs?) come with the room and ensure that the lighting is adequate. A bonus would be a cubby of some sort, where you can store supplies. Safety: Ensure that the space is safe, secure, clean, properly ventilated, heated (or cooled, depending on your location), free from hazards, and has at least two exits that are well-marked and fully functional. Also be sure a first-aid equipment is on hand. Facilities: Sanitary and accessible toilets are critical. Communication-friendly: Be sure your cell phone works in the meeting space. Allergen-free: Ensure that pet dander and other common allergens won’t bother susceptible girls during meetings. Accessibility: Be sure the space can accommodate girls with disabilities, as well as parents with disabilities who may come to meetings.

If this is your first time asking for a Girl Scout meeting place, here are a few speaking points to get you started: “I’m a Girl Scout volunteer, with a group of ______ girls. We’re doing lots of great things for girls and for the community, like _____ and ______. We’re all about leadership—the kind that girls use in their daily lives and the kind that makes our community better. We’d love to hold our meetings here because ______.”

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Girl Scouts at each level have one required element for the display of official pins and awards (tunic, sash or vest.) For girls in grades Kindergarten through 12, the unifying look of the Girl Scout uniform includes wearing a choice of a tunic, vest or sash for displaying official pins and awards, combined with their own solid white shirts and khaki pants or skirts. Girl Scouts in high school can also wear a scarf that unites their look with the sisterhood of Girl Scouts around the world. For adult members the unifying look of the uniform is a Girl Scout official scarf, or tie for men, worn with the official membership pins, combined with their own navy blue business attire. Girl Scouts at the Daisy and Brownie levels also have a full uniform ensemble available including pants, shirts and skorts etc. Uniforms are required for official display of pins and awards and when girls officially represent the Girl Scout Movement. Official representation of pins and awards should include a 5-digit troop or group number and GSWPA Council ID strips. Uniforms are recommended for regular meetings, outings, etc.

Just being attentive to what girls are experiencing as they mature is a big help to girls. So take some time to understand the likes, needs, and abilities of girls at different ages. As you listen and learn along with girls, you may find it useful to review the highlights of their development. What follows are the developmental abilities and needs of girls at various grade levels. You’ll also find these listed in the adult guide of each Leadership Journey. Plus, the activities in the Journeys are set up with the following guidelines in mind! Of course, each girl is an individual, so these are only guidelines that help you get to know the girls.

At the Girl Scout Daisy level (kindergarten and first grade), girls . . . Have loads of energy and need to run, walk, and play outside. Are great builders and budding artists, though they are still developing their fine motor skills.

Love to move and dance.

Are concrete thinkers and focused on the here and now.

This means . . . They’ll enjoy going on nature walks and outdoor scavenger hunts. Encouraging them to express themselves and their creativity by making things with their hands. Girls may need assistance holding scissors, cutting in a straight line, and so on. They might especially enjoy marching like a penguin, dancing like a dolphin, or acting out how they might care for animals in the jungle. Showing instead of telling, for example, about how animals are cared for. Plan visits to animal shelters, farms, or zoos; meet care providers; or make a creative bird feeder.

Are only beginning to learn about basic number concepts, time, and money. Are just beginning to write and spell, and they don’t always have the words for what they’re thinking or feeling. Know how to follow simple directions and respond well to recognition for doing so.

At the Girl Scout Brownie level (second and third grade), girls . . . Have lots of energy and need to run, walk, and play outside. Are social and enjoy working in groups. Want to help others and appreciate being given individual responsibilities for a task. Are concrete thinkers and focused on the here and now.

Need clear directions and structure, and like knowing what to expect. Are becoming comfortable with basic number concepts, time, money, and distance. Are continuing to develop their fine motor skills and can tie shoes, use basic tools, begin to sew, etc. Love to act in plays, create music, and dance.

Know how to follow rules, listen well, and appreciate recognition of a job done well.

You’ll want to take opportunities to count out supplies together—and, perhaps, the legs on a caterpillar! That having girls draw a picture of something they are trying to communicate is easier and more meaningful for them. Being specific and offering only one direction at a time. Acknowledge when girls have followed directions well to increase their motivation to listen and follow again.

This means . . . Taking your session activities outside whenever possible. Allowing girls to team up in small or large groups for art projects and performances. Letting girls lead, direct, and help out in activities whenever possible. Allow girls as a group to make decisions about individual roles and responsibilities. Doing more than just reading to girls about the Brownie Elf’s adventures. Ask girls questions to gauge their understanding and allow them to role play their own pretend visit to a new country. Offering only one direction at a time. Also, have girls create the schedule and flow of your get-togethers and share it at the start. Offering support only when needed. Allow girls to set schedules for meetings or performances, count out money for a trip, and so on. Encouraging girls to express themselves and their creativity by making things with their hands. Girls may need some assistance, however, holding scissors, threading needles, and so on. Girls might like to create a play about welcoming a new girl to their school, or tell a story through dance or creative movement. Acknowledging when the girls have listened or followed the directions well, which will increase their motivation to listen and follow again!

At the Girl Scout Junior level (fourth and fifth grades), girls . . .

This means . . .

Want to make decisions and express their opinions.

Whenever possible, allowing girls to make decisions and express their opinions through guided discussion and active reflection activities. Also, have girls set rules for listening to others’ opinions and offering assistance in decision making.

Are social and enjoy doing things in groups.

Allowing girls to team-up in small or large groups for art projects, performances, and written activities.

Are aware of expectations and sensitive to the judgments of others.

Although it’s okay to have expectations, the expectation is not perfection! Share your own mistakes and what you learned from them, and be sure to create an environment where girls can be comfortable sharing theirs.

Are concerned about equity and fairness.

Not shying away from discussing why rules are in place, and having girls develop their own rules for their group.

Are beginning to think abstractly and critically, and are capable of flexible thought. Juniors can consider more than one perspective, as well as the feelings and attitudes of another.

Asking girls to explain why they made a decision, share their visions of their roles in the future, and challenge their own and others’ perspectives.

Have strong fine and gross motor skills and coordination.

Engaging girls in moving their minds and their bodies. Allow girls to express themselves through written word, choreography, and so on.

Love to act in plays, create music, and dance.

Girls might like to tell a story through playwriting, playing an instrument, or choreographing a dance.

May be starting puberty, which means beginning breast development, skin changes, and weight changes. Some may be getting their periods.

Being sensitive to girls’ changing bodies, possible discomfort over these changes, and their desire for more information. Create an environment that acknowledges and celebrates this transition as healthy and normal for girls.

At the Girl Scout Cadette level (sixth, seventh, and eighth grades), girls . . .

This means . . .

Are going through puberty, including changes in their skin, body-shape, and weight. They’re also starting their menstrual cycles and have occasional shifts in mood.

Being sensitive to the many changes Cadettes are undergoing and acknowledging that these changes are as normal as growing taller! Girls need time to adapt to their changing bodies, and their feelings about their bodies may not keep up. Reinforce that, as with everything else, people go through puberty in different ways and at different times.

Are starting to spend more time in peer groups than with their families and are very concerned about friends and relationships with others their age.

That girls will enjoy teaming-up in small or large groups for art projects, performances, and written activities, as well as tackling relationship issues through both artistic endeavors and Take Action projects.

Can be very self-conscious—wanting to be like Encouraging girls to share, but only when they are everyone else, but fearing they are unique in their comfortable. At this age, they may be more comfortable thoughts and feelings. sharing a piece of artwork or a fictional story than their own words. Throughout the activities, highlight and discuss differences as positive, interesting, and beautiful. Are beginning to navigate their increasing independence and expectations from adults—at school and at home.

Trusting girls to plan and make key decisions, allowing them to experience what’s known as “fun failure:” girls learn from trying something new and making mistakes.

At the Girl Scout Senior level (ninth and tenth grades), girls . . .

This means . . .

Are beginning to clarify their own values, consider alternative points of view on controversial issues, and see multiple aspects of a situation.

Asking girls to explain the reasoning behind their decisions. Engage girls in role-play and performances, where others can watch and offer alternative solutions.

Have strong problem-solving and critical thinking skills, and are able to plan and reflect on their own learning experiences.

Girls are more than able to go beyond community service to develop projects that will create sustainable solutions in their communities. Be sure to have girls plan and follow up on these experiences through written and discussion-based reflective activities.

Spend more time in peer groups than with their families and are very concerned about friends and relationships with others their age.

That girls will enjoy teaming up in small or large groups for art projects, performances, and written activities. They’ll also want to tackle relationship issues through both artistic endeavors and Take Action projects. Alter the makeup of groups with each activity so that girls interact with those they might not usually pair up with.

Frequently enjoy expressing their individuality.

Encouraging girls to express their individuality in their dress, creative expression, and thinking. Remind girls frequently that there isn’t just one way to look, feel, think, or act. Assist girls in coming up with new ways of expressing their individuality.

Feel they have lots of responsibilities and pressures—from home, school, peers, work, and so on.

Acknowledging girls’ pressures and sharing how stress can limit health, creativity, and productivity. Help girls release stress through creative expression, movement, and more traditional stress-reduction techniques.

Are continuing to navigate their increasing independence and expectations from adults—at school and at home.

Trusting girls to plan and make key decisions, allowing them to experience what’s known as “fun failure:” girls learn from trying something new and making mistakes.

At the Girl Scout Ambassador level (eleventh and twelfth grades), girls . . .

This means . . .

Can see the complexity of situations and controversial issues—they understand that problems often have no clear solution and that varying points of view may each have merit.

Inviting girls to develop stories as a group, and then individually create endings that they later discuss and share.

Have strong problem-solving and critical-thinking skills, and can adapt logical thinking to real-life situations. Ambassadors recognize and incorporate practical limitations to solutions.

Spend more time with peers than with their families and are very concerned about friends and relationships with others their age.

Girls will enjoy teaming up in small or large groups for art projects, performances, and written activities. They’ll also want to tackle relationship issues through artistic endeavors and Take Action projects. Alter the makeup of groups with each activity so that girls interact with those they might not usually pair up with.

Frequently enjoy expressing their individuality.

Feel they have lots of responsibilities and pressures—from home, school, peers, work, etc.

Are continuing to navigate their increasing independence and expectations from adults—at school and at home—and are looking to their futures.

Trusting girls to plan and make key decisions, allowing them to experience what’s known as “fun failure.” Girls learn from trying something new and making mistakes.

A safe space is one in which girls feel as though they can be themselves, without explanation, judgment, or ridicule. Girl Scout research shows that girls are looking for an emotionally safe environment, where confidentiality is respected and they can express themselves without fear. The environment you create is as important—maybe more—than the activities girls do; it’s the key to developing the sort of group that girls want to join. The following sections share some tips on creating a warm, safe environment for girls.

Girl Scouting is for the enjoyment and benefit of the girls, so meetings are built around girls’ ideas. When you put the girls first, you’re helping develop a team relationship, making space for the development of leadership skills, and allowing girls to benefit from the guidance, mentoring, and coaching of caring adults. The three Girl Scout processes (girl-led, learning by doing, and cooperative learning) are integral to the girladult partnership. Take time to read about processes and think about how to incorporate them into your group’s experiences. (See the “Girl Scouting as a National Experience” chapter of this handbook for more about using the Journey adult guides.)

Girls look up to their volunteers. They need to know that you consider each of them an important person. They can survive a poor meeting place or an activity that flops, but they cannot endure being ignored or rejected. Recognize acts of trying as well as instances of clear success. Emphasize the positive qualities that make each girl worthy and unique. Be generous with praise and stingy with rebuke. Help girls find ways to show acceptance of and support for one another.

Girls are sensitive to injustice. They forgive mistakes if they are sure you are trying to be fair. They look for fairness in the ways responsibilities are shared, in handling of disagreements and in responses to performance and accomplishment. When possible, consult girls as to what they think is fair before decisions are made. Explain your reasoning and show why you did something. Be willing to apologize if needed. Try to see that the responsibilities, as well as the chances for feeling important, are equally divided. Help girls explore and decide for themselves the fair ways of solving problems, carrying out activities, and responding to behavior and accomplishments.

Girls need your belief in them and your support when they try new things. They must be sure you will not betray a confidence. Show girls you trust them to think for themselves and use their own judgment. Help them make the important decisions in the group. Help them correct their own mistakes. Help girls give and show trust toward one another. Help them see how trust can be built, lost, regained, and strengthened.

Conflicts and disagreements are an inevitable part of life, and when handled constructively can actually enhance communication and relationships. At the very least, Girl Scouts are expected to practice self-control and diplomacy so that conflicts do not erupt into regrettable incidents. Shouting, verbal abuse, or physical confrontations are never warranted and cannot be tolerated in the Girl Scout environment. When a conflict arises between girls or a girl and a volunteer, get those involved to sit down together and talk calmly and in a nonjudgmental manner. (Each party may need some time—a few days or a week—to calm down before being able to do this.) Although talking in this way can be uncomfortable and difficult, it does lay the groundwork for working well together in the future. Whatever you do, do not spread your complaint around to others—that won’t help the situation and causes only embarrassment and anger. If a conflict persists, be sure you explain the matter to your volunteer support team. If the supervisor cannot resolve the issues satisfactorily (or if the problem involves the supervisor), the issue can be taken to the next level of supervision and, ultimately, contact your council if you need extra help.

Girls want someone who will listen to what they think, feel, and want to do. They like having someone they can talk to about important things, including things that might not seem important to adults. Listen to the girls. Respond with words and actions. Speak your mind openly when you are happy or concerned about something, and encourage girls to do this, too. Leave the door open for girls to seek advice, share ideas and feelings, and propose plans or improvements. Help girls see how open communication can result in action, discovery, better understanding of self and others, and a more comfortable climate for fun and accomplishment.

When communicating with girls, consider the following tips: 

Listen: Listening to girls, as opposed to telling them what to think, feel, or do (no “you shoulds”) is the first step in helping them take ownership of their program.

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Be honest: If you’re not comfortable with a topic or activity, say so. No one expects you to be an expert on every topic. Ask for alternatives or seek out volunteers with the required expertise. (Owning up to mistakes—and apologizing for them—goes a long way with girls.) Be open to real issues: For girls, important topics are things like relationships, peer pressure, school, money, drugs, and other serious issues. (You’ll also have plenty of time to discuss less weighty subjects.) When you don’t know, listen. Also seek help from your council if you need assistance or more information than you currently have. Show respect: Girls often say that their best experiences were the ones where adults treated them as equal partners. Being spoken to as a young adult helps them grow. Offer options: Providing flexibility in changing needs and interests shows that you respect the girls and their busy lives. But whatever option is chosen, girls at every grade level also want guidance and parameters. Stay current: Be aware of the TV shows girls watch, movies they like, books and magazines they read, and music they listen to—not to pretend you have the same interests, but to show you’re interested in their world.

One way to communicate with girls is through the LUTE method—listen, understand, tolerate, and empathize. Here is a breakdown of the acronym LUTE to remind you of how to respond when a girl is upset, angry, or confused.   

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L = Listen: Hear her out, ask for details, and reflect back what you hear, such as, “What happened next?” or “What did she say?” U = Understand: Try to be understanding of her feelings, with comments such as, “So what I hear you saying is . . .” “I’m sure that upset you,” “I understand why you’re unhappy,” and “Your feelings are hurt; mine would be, too.” T = Tolerate: You can tolerate the feelings that she just can’t handle right now on her own. It signifies that you can listen and accept how she is feeling about the situation. Say something like: “Try talking to me about it. I’ll listen,” “I know you’re mad—talking it out helps,” and “I can handle it—say whatever you want to.” E = Empathize: Let her know you can imagine feeling what she’s feeling, with comments such as, “I’m sure that really hurts” or “I can imagine how painful this is for you.”

Consider the following tips when working with teenage girls:         

Think of yourself as a partner, and as a coach or mentor, as needed (not a “leader”). Ask girls what rules they need for safety and what group agreements they need to be a good team. Understand that girls need time to talk, unwind, and have fun together. Ask what they think and what they want to do. Encourage girls to speak their minds. Provide structure, but don’t micromanage. Give everyone a voice in the group. Treat girls like partners. Don’t repeat what’s said in the group to anyone outside of it (unless necessary for a girl’s safety).

It’s amazing what you can learn when you listen to girls. Since its founding in 2000, the Girl Scout Research Institute has become an internationally recognized center for research and public policy information on the development and well-being of girls. Not just Girl Scouts, but all girls. In addition to research staff, the GSRI draws on experts in child development, education, business, government, and the not-for-profit sector. We provide the youth development field with definitive research reviews that consolidate existing studies. And, by most measures, we are now the leading source of original research on the issues that girls face and the social trends that affect their lives. Visit www.girlscouts.org/research.

According to Feeling Safe: What Girls Say, a 2003 Girl Scout Research Institute study, girls are looking for groups that allow connection and a sense of close friendship. They want volunteers who are teen savvy and can help them with issues they face, such as bullying, peer pressure, dating, athletic and academic performance, and more. Some of these issues may be considered “sensitive” by parents, and they may have opinions or input about how, and whether, Girl Scouts should cover these topics should be covered with their daughters. Girl Scouts welcomes and serves girls and families from a wide spectrum of faiths and cultures. When girls wish to participate in discussions or activities that could be considered sensitive—even for some—put the topic on hold until you have spoken with parents and received guidance from your council. When Girl Scout activities involve sensitive issues, your role is that of a caring adult who can help girls acquire skills and knowledge in a supportive atmosphere, not someone who advocates a particular position. You should know, GSUSA and GSWPA do not take a position or develop materials on issues relating to human sexuality, birth control, or abortion. We feel our role is to help girls develop self-confidence and good decisionmaking skills that will help them make wise choices in all areas of their lives. We believe parents and guardians, along with schools and faith communities, are the primary sources of information on these topics. Parents/guardians make all decisions regarding their girl’s participation in Girl Scout program that may be of a sensitive nature. As a volunteer leader, you must get written parental permission for any locally planned program offering that could be considered sensitive. Included on the permission form should be the topic of the activity, any specific content that might create controversy, and any action steps the girls will take when the activity is complete. Be sure to have a form for each girl, and keep the forms on hand in case a problem arises. For activities not sponsored by Girl Scouts, find out in advance (from organizers or other volunteers who may be familiar with the content) what will be presented, and follow your council’s guidelines for obtaining written permission. Report concerns: There may be times when you worry about the health and well-being of girls in your group. Alcohol, drugs, sex, bullying, abuse, depression, and eating disorders are some of the issues girls may encounter. You are on the frontlines of girls’ lives, and you are in a unique position to identify a situation in which a girl may need help. If you believe a girl is at risk of hurting herself or others, your role is to promptly bring that information to her parent/guardian or the council so she can get the expert assistance she needs. Your concern

about a girl’s well-being and safety is taken seriously, and your council will guide you in addressing these concerns. Here are a few signs that could indicate a girl needs expert help:              

Marked changes in behavior or personality (for example, unusual moodiness, aggressiveness, or sensitivity) Declining academic performance and/or inability to concentrate Withdrawal from school, family activities, or friendships Fatigue, apathy, or loss of interest in previously enjoyed activities Sleep disturbances Increased secretiveness Deterioration in appearance and personal hygiene. Eating extremes, unexplained weight loss, distorted body image Tendency toward perfectionism Giving away prized possessions; preoccupation with the subject of death Unexplained injuries such as bruises, burns, or fractures Avoidance of eye contact or physical contact Excessive fearfulness or distrust of adults Abusive behavior toward other children, especially younger ones

Refer to the Appendix: GSWPA Procedures/Forms for the following:  Sensitive Issues Procedure-page 117

Most parents and guardians are helpful and supportive and sincerely appreciate your time and effort on behalf of their daughters. And you almost always have the same goal, which is to make Girl Scouting an enriching experience for their girls. Encourage them to check out www.girlscouts4girls.org to find out how to expand their roles as advocates for their daughters.

The Girl Scouts Public Policy and Advocacy Office in Washington, D.C., builds relationships with members of Congress, White House officials, and other federal departments and agencies, continuously informing and educating them about issues important to girls and Girl Scouting. The office also supports Girl Scout councils, at the state and local levels, as they build capacity to be the voice for girls. These advocacy efforts help demonstrate to lawmakers that Girl Scouts is a resource and an authority on issues affecting girls. Visit the Advocacy office at www.girlscouts.org/who_we_are/advocacy.

Perhaps the most important tip for communicating with parents/guardians is for you to use “I” statements instead of “you” statements. “I” statements, which are detailed in the aMAZE Journey for Girl Scout Cadettes, tell someone what you need from her or him, while “you” statements may make the person feel defensive. Here are some examples of “you” statements:  

“Your daughter just isn’t responsible.” “You’re not doing your share.”

Now look at “I” statements:  

“I’d like to help your daughter learn to take more responsibility.” “I’d really appreciate your help with registration.”

If you need help with specific scenarios involving parents/guardians, try the following:

Is uninvolved and asks how she can help but seems to have no idea of how to follow through or take leadership of even the smallest activity,

“I do need your help. Here are some written guidelines on how to prepare for our camping trip.”

Constantly talks about all the ways you could make the group better,

“I need your leadership. Project ideas you would like to develop and lead can fit in well with our plan. Please put your ideas in writing, and perhaps I can help you carry them out.”

Tells you things like, “Denise’s mother is on welfare, and Denise really doesn’t belong in this group,”

“I need your sensitivity. Girl Scouting is for all girls, and by teaching your daughter to be sensitive to others’ feelings you help teach the whole group sensitivity.”

Shifts parental responsibilities to you and is so busy with her own life that she allows no time to help,

“I love volunteering for Girl Scouts and want to make a difference. If you could take a few moments from your busy schedule to let me know what you value about what we’re doing, I’d appreciate it. It would keep me going for another year.”

A parent/guardian meeting, or a meeting of your friends-and-family network (as encouraged in many of the leadership Journeys), is a chance for you to get to know the families of the girls in your group. Before the meeting, be sure you and/or your co-volunteers have done the following: 

For younger girls, arranged for a parent, another volunteer, or a group of older girls to do activities with the girls in your group while you talk with their parents/guardians (if girls will attend the meeting, too)

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Practiced a discussion on the following: Girl Scout Mission, Promise, and Law; benefits of Girl Scouting for their daughters, including how the GSLE is a world-class system for developing girl leaders; all the fun the girls are going to have; expectations for girls and their parents/guardians; and ideas of how parents and other guardians can participate in and enrich their daughters’ Girl Scout experiences Determined when product sales (including Girl Scout cookie activities) will happen in your council; parents/guardians will absolutely want to know Determined what information parents should bring to the meeting Used the Friends and Family pages provided in the adults guides for many of the Journeys, or created your own one-page information sheet (contact information for you and co-volunteers and helpers, the day and time of each meeting, location of and directions to the meeting place, what to bring with them, and information on how to get Journey resources—books, awards, and keepsakes—and other merchandise like sashes, vests, T-shirts, and so on) Gathered or created supplies, including a sign-in sheet, an information sheet, permission forms for parents/guardians (also available from your council), health history forms (as required by your council), and GSUSA registration forms Prepared yourself to ask parents and guardians for help, being as specific as you can about the kind of help you will need (the Journey’s Friends and Family pages will come in handy here)

Every participant (girl or adult) in Girl Scouting must register and become a member of Girl Scouts of the USA (GSUSA). GSUSA membership dues are valid for one year. Membership dues (currently $15) are sent by the council to GSUSA; no portion of the dues stays with the council. Membership dues may not be transferred to another member and is not refundable. Scholarships are available to assist girls with the $15 membership dues. Pre-registration for the upcoming membership year occurs in the spring. Girls are encouraged to register early to avoid the fall rush. Early registration helps ensure uninterrupted receipt of forms and materials from the council, helps girls and councils plan ahead, and gets girls excited about all the great stuff they want to do as Girl Scouts next year. Girl Scout grade level is determined by the current membership year beginning October 1. Lifetime membership is available at a reduced rate. A lifetime member must be at least 18 years old (or a 17year-old high-school graduate) and agree to the Girl Scout Promise and Law. You’re free to structure the parent/guardian meeting in whatever way works for you, but the following structure works for many new volunteers: 

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As the girls and adults arrive, ask them to sign in. If the girls’ parents/guardians haven’t already registered them online, you’ll want to email or hand out information so they can do so. If your council uses paper registration forms, you can pass them out at this time. Check with your council for its specific registration guidelines. You may also want to email or hand out a brief information sheet before or at this meeting. To view or obtain a copy of the online registration guide visit: http://www.gswpa.org/things-todo/how-to-register/ Open the meeting by welcoming the girls and adults. Introduce yourself and other co-volunteers or helpers. Have adults and girls introduce themselves, discuss whether anyone in their families has been a

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Girl Scout, and talk about what Girl Scouting means to them. Welcome everyone, regardless of experience, and let them know they will be learning about Girl Scouts today. (If you’re new to Girl Scouting, don’t worry—just let everyone know you’ll be learning about Girl Scouting together!) Ask the girls to go with the adult or teen in charge of their activity and begin the discussion. Discuss the information you prepared for this meeting: o o o o o o o o

o o o  

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All the fun girls are going to have! When and where the group will meet and some examples of activities the girls might choose to do That a parent/guardian permission form is used for activities outside the group’s normal meeting time and place and the importance of completing and returning it How you plan to keep in touch with parents/guardians (a Facebook page or group, Twitter, email, text messaging, a phone tree, or fliers the girls take home are just some ideas) The Girl Scout Mission, Promise, and Law The Girl Scout program, especially what the GSLE is and what the program does for their daughters When Girl Scout cookies (and other products) will go on sale and how participation in product sales teaches life skills and helps fund group activities The cost of membership, which includes annual GSUSA dues, any group payments (ask your council), optional uniforms, and any resources parents/guardians will need to buy (such as a girl’s book for a Journey) The availability of financial assistance and how the Girl Scout Cookie Program and other product sales generate funds for the group treasury That families can also make donations to the council—and why they might want to do that! That you may be looking for additional volunteers, and in which areas you are looking (be as specific as possible!)

If your council doesn’t offer online registration and you’ve distributed paper registration forms, collect them. Remind the group of the next meeting (if you’ll have one) and thank everyone for attending. Hold the next meeting when it makes sense for you and your co-volunteers—that may be in two months if faceto-face meetings are best, or not at all if you’re diligent about keeping in touch with parents/guardians via Facebook, Twitter, text messages, email, phone calls, or some other form of communication. After the meeting, follow up with any parents/guardians who did not attend, to connect them with the group, inform them of decisions, and discuss how they can best help the girls.

Girl Scouts embraces girls of all abilities, backgrounds, and heritage, with a specific and positive philosophy of inclusion that benefits everyone. Each girl—without regard to socioeconomic status, race, physical or cognitive ability, ethnicity, primary language, or religion—is an equal and valued member of the group, and groups reflect the diversity of the community. Inclusion is an approach and an attitude, rather than a set of guidelines. Inclusion is about belonging, about all girls being offered the same opportunities, about respect and dignity, and about honoring the uniqueness of and differences among us all. You’re accepting and inclusive when you:     

Welcome every girl and focus on building community. Emphasize cooperation instead of competition. Provide a safe and socially comfortable environment for girls. Teach respect for, understanding of, and dignity toward all girls and their families. Actively reach out to girls and families who are traditionally excluded or marginalized.

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Foster a sense of belonging to community as a respected and valued peer. Honor the intrinsic value of each person’s life.

The Hispanic population is the largest-growing in the United States, which is why Girls Scouts has translated many of its publications into Spanish. Over time, Girl Scouts will continue to identify members’ needs and produce resources to support those needs, including translating publications into additional languages and formats. As you think about where, when, and how often to meet with your group, you will find yourself considering the needs, resources, safety, and beliefs of all members and potential members. As you do this, include the special needs of any members who have disabilities, or whose parents or guardians have disabilities. But please don’t rely on visual cues to inform you of a disability: Approximately 20 percent of the U.S. population has a disability— that’s one in five people, of every socioeconomic status, race, ethnicity, and religion. As a volunteer, your interactions with girls present an opportunity to improve the way society views girls (and their parents/guardians) with disabilities. Historically, disabilities have been looked at from a deficit viewpoint with a focus on how people with disabilities could be fixed. Today, the focus is on a person’s abilities—on what she can do rather than on what she cannot. If you want to find out what a girl with a disability needs to make her Girl Scout experience successful, simply ask her or her parent/guardian. If you are frank and accessible, it’s likely they will respond in kind, creating an atmosphere that enriches everyone. It’s important for all girls to be rewarded based on their best efforts—not on the completion of a task. Give any girl the opportunity to do her best and she will. Sometimes that means changing a few rules or approaching an activity in a more creative way. Here are some examples of ways to modify activities:   

Invite a girl to complete an activity after she has observed others doing it. If you are visiting a museum to view sculpture, find out if a girl who is blind might be given permission to touch the pieces. If an activity requires running, a girl who is unable to run could be asked to walk or do another physical movement.

In addition, note that people-first language puts the person before the disability.

She has a learning disability.

She is learning disabled.

She has a developmental delay.

She is mentally retarded; she is slow.

She uses a wheelchair.

She is wheelchair-bound.

When interacting with a girl (or parent/guardian) with a disability, consider these final tips: 

When talking to a girl with a disability, speak directly to her, not through a parent/guardian or friend.

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It’s okay to offer assistance to a girl with a disability, but wait until your offer is accepted before you begin to help. Listen closely to any instructions the person may have. Leaning on a girl’s wheelchair is invading her space and is considered annoying and rude. When speaking to a girl who is deaf and using an interpreter, speak to the girl, not to the interpreter. When speaking for more than a few minutes to a girl who uses a wheelchair, place yourself at eye level. When greeting a girl with a visual disability, always identify yourself and others. You might say, “Hi, it’s Sheryl. Tara is on my right, and Chris is on my left.”

Girls with cognitive disabilities can be registered as closely as possible to their chronological ages. They wear the uniform of that grade level. Make any adaptations for the girl to ongoing activities of the grade level to which the group belongs. Young women with cognitive disorders may choose to retain their girl membership through their 21st year, and then move into an adult membership category.

In Girl Scouting, the emotional and physical safety and well-being of girls is always a top priority. Here’s what you need to know.

You, the parents/guardians of the girls in your group, and the girls themselves share the responsibility for staying safe. The next three sections flesh out who’s responsible for what. Refer to the Appendix: GSWPA Procedures/Forms for the following: 

Handling Suspected Child Abuse Procedure-page 118

8. Role-model the right behavior. Never use illegal drugs. Don’t consume alcohol, smoke, or use foul language in the presence of girls. Do not carry ammunition or firearms in the presence of girls unless given special permission by your council for group marksmanship activities. 9. Create an emotionally safe space. Adults are responsible for making Girl Scouting a place where girls are as safe emotionally as they are physically. Protect the emotional safety of girls by creating a team agreement and coaching girls to honor it. Agreements typically encourage behaviors like respecting a diversity of feelings and opinions; resolving conflicts constructively; and avoiding physical and verbal bullying, clique behavior, and discrimination. 10. Ensure that no girl is treated differently. Girl Scouts welcomes all members, regardless of race, ethnicity, background, disability, family structure, religious beliefs, and socioeconomic status. When scheduling, helping plan, and carrying out activities, carefully consider the needs of all girls involved, including school schedules, family needs, financial constraints, religious holidays, and the accessibility of appropriate transportation and meeting places. 11. Promote online safety. Instruct girls never to put their full names or contact information online, engage in virtual conversation with strangers, or arrange in-person meetings with online contacts. On group websites, publish girls’ first names only and never divulge their contact information. Teach girls the Girl Scout Online Safety Pledge and have them commit to it. 12. Keep girls safe during money-earning activities. Girl Scout cookies and other council-sponsored product sales are an integral part of the program. During Girl Scout product sales, you are responsible for the safety of girls, money, and products. In addition, a wide variety of organizations, causes, and fundraisers may appeal to Girl Scouts to be their labor force. When representing Girl Scouts, girls cannot participate in money-earning activities that represent partisan politics or that are not Girl Scout–approved product sales and efforts.

You want to engage each parent or guardian to help you work toward ensuring the health, safety, and well-being of girls. Clearly communicate to parents and guardians that they are expected to:        

Provide permission for their daughters to participate in Girl Scouting as well as provide additional consent for activities that take place outside the scheduled meeting place, involve overnight travel, involve the use of special equipment, and/or cover sensitive issues. Make provisions for their daughters to get to and from meeting places or other designated sites in a safe and timely manner and inform you if someone other than the parent or guardian will drop off or pick up the child. Provide their daughters with appropriate clothing and equipment for activities, or contact you before the activity to find sources for the necessary clothing and equipment. Follow Girl Scout safety guidelines and encourage their children to do the same. Assist you in planning and carrying out program activities as safely as possible. Participate in parent/guardian meetings. Be aware of appropriate behavior expected of their daughters, as determined by the council and you. Assist volunteers if their daughters have special needs or abilities and their help is solicited.

Custody issues relating to girls in your troop may arise. It is up to the parents/guardians of the girl to make necessary arrangements relating to their custody. These arrangements may include; transportation, help at troop meetings, attendance at events and programs. If you have further questions, please contact your membership manager.

Girls who learn about and practice safe and healthy behaviors are likely to establish lifelong habits of safety consciousness. For that reason, each Girl Scout is expected to:      

Assist you and other volunteers in safety planning. Listen to and follow your instructions and suggestions. Learn and practice safety skills. Learn to “think safety” at all times and to be prepared. Identify and evaluate an unsafe situation. Know how, when, and where to get help when needed.

Girl Scouts’ adult-to-girl ratios show the minimum number of adults needed to supervise a specific number of girls. (Councils may also establish maximums due to size or cost restrictions.) These supervision ratios were devised to ensure the safety and health of girls—for example, if one adult has to respond to an emergency, a second adult is always on hand for the rest of the girls. It may take you a minute to get used to the layout of this chart, but once you start to use it, you’ll find the chart extremely helpful. Note: Each troop/group must have a minimum of 2 unrelated approved adult volunteers, who are currently registered members, have completed the Volunteer Application Process and have completed any required training pertinent to specific activities. Unrelated adult volunteers are those who do not have any familial or familial-like relationships.

The Volunteer Application Process includes:   

Volunteer Application Background Check Register as a member of GSWPA

Group Meetings

Events, Travel, and Camping

Two unrelated adults (at least one of whom is female) for this number of girls:

Plus one additional adult for each additional number of this many girls:

Two unrelated adults (at least one of whom is female) for this number of girls:

Plus one additional adult for each additional number of this many girls:

Girl Scout Daisies (grades K–1)

Girl Scout Brownies (grades 2–3)

Girl Scout Juniors (grades 4–5)

Girl Scout Cadettes (grades 6–8)

Girl Scout Seniors (grades 9–10)

Girl Scout Ambassadors (grades 11–12)

Here are some examples: If you’re meeting with 17 Daisies, you’ll need three adults, at least two of whom are unrelated (in other words, you and someone who is not your sister, spouse, parent, or child), and at least one of whom is female. (If this isn’t making sense to you, follow the chart: you need two adults for 12 Daisies and one more adult for up to six more girls. You have 17, so you need three adults.) If, however, you have 17 Cadettes attending a group meeting, you need only two unrelated adults, at least one of which is female (because, on the chart, two adults can manage up to 25 Cadettes). In addition to the adult-to-girl ratios, please remember that adult volunteers must be at least 18 years old or at the age of majority defined by the state, if it is older than 18. Refer to the Appendix: GSWPA Procedures/Forms for the following:  

Volunteer Application Process-page 103 Volunteer Application Process Decision Tree-page 108

How parents decide to transport girls between their homes and Girl Scout meeting places is each parent’s individual decision and responsibility.

For planned Girl Scout field trips and other activities—outside the normal time and place—in which a group will be transported in private vehicles:   

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Every driver must be an approved adult* volunteer and have a good driving record, a valid license, and a registered/insured vehicle. Girls never drive other girls. If a group is traveling in one vehicle, there must be at least two unrelated, approved adult volunteers in the vehicle, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed. If a group is traveling in more than one vehicle, the entire group must consist of at least two unrelated, approved adult volunteers, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed. Care should be taken so that a single car (with a single adult driver) is not separated from the group for an extended length of time. Male volunteers must be accompanied by an unrelated registered approved female volunteer.

*“Adult” is defined by the age of majority in each state.

Refer to the Appendix: GSWPA Procedures/Forms for the following: 

Transportation Procedure-page 141

Private transportation includes private passenger vehicles, rental cars, privately owned or rented recreational vehicles and campers, chartered buses, chartered boats, and chartered flights. Each driver of motorized private transportation must be at least 21 years old and hold a valid operator’s license appropriate to the vehicle—state laws must be followed, even if they are more stringent than the guidelines here. Anyone who is driving a vehicle with more than 12 passengers must also be a professional driver who possesses a commercial driver’s license (CDL)—check with your council to determine specific rules about renting large vehicles. Utilizing a 15 passenger van is not permitted. Utilizing a 15 passenger van and removing a row of seats is not permitted. Please keep in mind the following non-negotiable points regarding private transportation:  Even though written agreements are always required when renting or chartering, you are not authorized to sign an agreement or contract—even if there is no cost associated with the rental. Such an agreement must instead be signed by the person designated by your council. 

Check with your council to make sure you are following accepted practices when using private transportation; this ensures that both you and your council are protected by liability insurance in the event of an accident.

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If your council has given permission to use a rented car, read all rental agreements to be sure you comply with their terms and avoid surprises. Note the minimum age of drivers (often 25), as well as the maximum age (often under 70). Be sure the car is adequately insured, knowing who is responsible for damage to or the loss of the vehicle itself. Also, ensure you have a good paper trail, with evidence that the vehicle rental is Girl Scout–related.

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Obtain parent/guardian permission for any use of transportation outside of the meeting place.

When driving a car, RV, or camper, take the following precautions and ask any other drivers to do the same:  Ensure all drivers are adults—girls should not be transporting other girls.

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Never transport girls in flatbed or panel trucks, in the bed of a pickup, or in a camper-trailer.

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Keep directions and a road map in the car, along with a first-aid kit and a flashlight.

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Check your lights, signals, tires, windshield wipers, horns, and fluid levels before each trip and check them periodically on long trips.

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Keep all necessary papers up to date, such as your driver’s license, vehicle registration, any state or local inspections, insurance coverage, and the like.

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Wear your seat belt at all times, and insist that all passengers do the same; keep girls under 12 in the back seats.

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Follow all the established rules of the road in your state (following the speed limit, keeping a two-carlength between you and the car ahead of you, not talking or texting on a cell phone or other personal electronic device, not using earbuds or headphones, driving with your headlights on, and so on).

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Avoid driving for extended periods at night, when tired, or taking medication that makes you drowsy.

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Plan rest stops every few hours; if driving with others, prearrange stopping places along the way. When planning longer trips, arrange for relief drivers. Check with your council for specific guidelines.

How can you, as a Girl Scout volunteer, determine whether an activity is safe and appropriate? Good judgment and common sense often dictate the answer. What’s safe in one circumstance may not be safe in another. An incoming storm, for example, might force you to assess or discontinue an activity. If you are uncertain about the safety of an activity, call your council staff with full details and don’t proceed without approval. Err on the side of caution and make the safety of girls your most important consideration. Prior to any activity, read the specific Safety Activity Checkpoints (available on your council’s website or from your support team in some other format) related to any activity you plan to do with girls. If Safety Activity Checkpoints do not exist for an activity you and the girls are interested in, check with your council before making any definite plans with the girls. A few activities are allowed only with written council preapproval and only for girls 12 and over, while some are off-limits completely: 

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Caution: You must get written pre-approval from your council for girls ages 12 and older who will operate motorized vehicles, such as go-carts and personal watercraft; use firearms; take trips on waterways that are highly changeable or uncontrollable; experience simulated skydiving and zero-gravity rooms; or fly in noncommercial aircraft, such as small private planes, helicopters, sailplanes, untethered hot air balloons, and blimps. Warning: The following activities are never allowed for any girl: potentially uncontrolled free-falling (bungee jumping, hang gliding, parachuting, parasailing, and trampolining); creating extreme variations of approved activities (such as high-altitude climbing and aerial tricks on bicycles, skis, snowboards, skateboards, water-skis, and wakeboards); hunting; shooting a projectile at another person; riding allterrain vehicles and motor bikes; and taking watercraft trips in Class V or higher.

When planning activities with girls, note the abilities of each girl and carefully consider the progression of skills from the easiest part to the most difficult. Make sure the complexity of the activity does not exceed girls’ individual skills—bear in mind that skill levels decline when people are tired, hungry, or under stress. Also use activities as opportunities for building teamwork, which is one of the outcomes for the Connect key in the GSLE.

Refer to the Appendix: GSWPA Procedures/Forms for the following:      

Trip Procedure-page 143 High-Risk Activity Procedure-page 146 Trip and High-Risk Activity Application-page 148 Certificates of Insurance Procedure-page 151 Certificates of Insurance Request Form-page 152 Hold Harmless Agreement Procedure-page 160

Each council handles health histories differently. The staff at your council office may take care of obtaining and storing girls’ health histories—which may include a physician’s examination and a list of immunizations—as needed. Or, you may be asked to maintain these records for your group. Either way, keep in mind that information from a health examination is confidential and may be shared only with people who must know this information (such as the girl herself, her parent/guardian, and a health practitioner). Refer to the Appendix: GSWPA Procedures/Forms for the following:   

Girl and Adult Health History Procedure-page 161 Girl Health History Form-page 162 Adult Health History Form-page 164

For various reasons, some parents/guardians may object to immunizations or medical examinations. Councils must attempt to make provisions for these girls to attend Girl Scout functions in a way that accommodates these concerns. It is important for you to also be aware of any medications a girl may take or allergies she may have. 

Common food allergies include dairy products, eggs, soy, wheat, peanuts, tree nuts, and seafood. This means that, before serving any food (such as peanut butter and jelly sandwiches, cookies, or chips), ask whether anyone is allergic to peanuts, dairy products, or wheat! Even Girl Scout Daisies and Brownies should be aware of their allergies, but double-checking with their parents/guardians is always a good idea. • •

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It is important for you to also be aware of any medications a girl may take. Medication, including over-the-counter products, must never be dispensed without prior written permission from a girl’s custodial parent or guardian. Some girls may need to carry and administer their own medications, such as bronchial inhalers, an EpiPen, or diabetes medication. Girl Scout volunteers are not required or encouraged to administer medication to girls. However, volunteers may agree to accept the responsibility of administering certain medications. If adult volunteer in charge is uncomfortable administering medication, they must discuss an alternate plan with parent/guardian. The Girl Health History form is where permission is given to treat the child and administer medication and emergency medical care. If a girl is not old enough to administer her own emergency medications (EpiPens and Bronchial inhalers), either the parent/guardian needs to attend the event or the troop leader/first aider will need to choose to accept responsibility. If the leader/first aider chooses to accept responsibility, any medication, along with permission to dispense (see Girl Health History form) must be given to the

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troop leader/first aider prior to departure. The medications should be kept separately from the first aid kit. Even if the girl will carry her own medication, the medication permission form for that medication must be turned in prior to departure. All medication must be in its original packaging with the following information: o Girl’s name o Doctor’s name & phone number o Dosage instructions 

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This includes all over the counter medications, even vitamins. Medications can only be dispensed according to the labeled directions unless it is accompanied by a note from the physician.

The Girl Health History form has a list of over-the-counter medications that you may want to consider keeping with you for use during Girl Scout activities. Parents will indicate, in writing, which medications may be administered to their girl. At no time shall an adult who is not the designated troop leader/first aider administer any medications, including over-the-counter, unless the adult is the girls’ parent/guardian.

Every registered Girl Scout and registered adult member in the Girl Scout movement is automatically covered under the basic plan upon registration. The entire premium cost for this protection is borne by Girl Scouts of the USA. The basic plan is effective during the regular fiscal year (October to the following October). Up to 14 months of insurance coverage is provided for new members who register in the month of August. This insurance provides up to a specified maximum for medical expenses incurred as a result of an accident while a member is participating in an approved, supervised Girl Scout activity, after the individual’s primary insurance pays out. This is one reason that all adults and girls should be registered members. Non-registered parents, tagalongs (brothers, sisters, friends), and other persons are not covered by basic coverage. This insurance coverage is not intended to diminish the need for or replace family health insurance. When $130 in benefits has been paid for covered accident medical or dental expense, any subsequent benefits will be payable only for expenses incurred that aren’t compensable under another insurance policy. If there is no family insurance or healthcare program, a specified maximum of medical benefits is available. An optional plan of activity insurance is available for Girl Scouts taking extended trips and for non-members who participate in Girl Scout activities. These plans are secondary insurance that a council may offer to cover participants taking part in any council-approved, supervised Girl Scout activity. Optional insurance coverage is available for any Girl Scout activity that involves non-Girl Scouts or lasts longer than three days and two nights. Contact your council to find out how to apply. Your council may make this mandatory, in some cases, particularly for overseas travel. Review the Girl Scouts insurance plan description here. Refer to the Appendix: GSWPA Procedures/Forms for the following:   

Additional Activity Insurance Procedure-page 153 Additional Activity Insurance Request Form-page 155 High-Risk Activity Procedure-page 146

The Safety Activity Checkpoints for most activities require having an expert on hand to help girls learn an activity. Please remember that all experts must be approved by your council. To make it a bit easier, many councils keep lists of local experts (such as sailing instructors) and facilities (such as rollerskating rinks) they’ve already approved. If your council doesn’t keep these lists, you’ll have to present an expert for the council’s consideration. Some things to keep in mind:  

Does the person have documented training and experience? She or he should have documented experience for the activity in question, such as course completion certificates or cards, records of previous training to instruct the activity, and letters of reference. What does she or he need to be able to do? This person should have the knowledge and experience to make appropriate judgments concerning participants, equipment, facilities, safety considerations, supervision, and procedures for the activity. At the very least, he or he should be able to give clear instructions to girls and adults, troubleshoot unexpected scenarios, and respond appropriately in an emergency.

As you know, emergencies can happen. Girls need to receive proper instruction in how to care for themselves and others in emergencies. They also need to learn the importance of reporting to adults any accidents, illnesses, or unusual behaviors during Girl Scout activities. To this end, you can help girls:   

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Know what to report. See the “Procedures for Accidents” section later in this chapter. Establish and practice procedures for weather emergencies. Certain extreme-weather conditions may occur in your area. Please consult with your council for the most relevant information for you to share with girls. Establish and practice procedures for such circumstances as fire evacuation, lost persons, and buildingsecurity responses. Every girl and adult must know how to act in these situations. For example, you and the girls, with the help of a fire department representative, should design a fire evacuation plan for meeting places used by the group. Assemble a well-stocked first-aid kit that is always accessible. First-aid administered in the first few minutes can mean the difference between life and death. In an emergency, secure professional medical assistance as soon as possible, normally by calling 911.

Emergencies require prompt action and quick judgment. For many activities, Girl Scouts recommends that at least one adult volunteer be first-aid/CPR-certified. For that reason, if you have the opportunity to get trained in council-approved first-aid/CPR, do it! You can take advantage of first-aid/CPR training offered by chapters of the American Red Cross, National Safety Council, EMP America, American Heart Association, or other sponsoring organizations approved by your council. Try to take age-specific CPR training, too—that is, take child CPR if you’re working with younger girls and adult CPR when working with older girls and adults. Caution: First-aid/CPR training that is available entirely online does not satisfy Girl Scouts’ requirements. Such courses do not offer enough opportunities to practice and receive feedback on your technique. If you’re taking a course not offered by one of the organizations listed in the previous paragraph, or any course that has online components, get approval from your support team or council.

A first-aider is an adult volunteer who has taken Girl Scout-approved first-aid and CPR training that includes specific instructions for child CPR. If, through the American Red Cross, National Safety Council, EMP America, or American Heart Association, you have a chance to be fully trained in first-aid and CPR, doing so may make your activity-planning go a little more smoothly. The Safety Activity Checkpoints always tell you when a first-aider needs to be present. Activities can take place in a variety of locations, which is why first-aid requirements are based on the remoteness of the activity—as noted in the Safety Activity Checkpoints for that activity. For example, it’s possible to do a two-mile hike that has cell phone reception and service along the entire route and EMS (Emergency Medical System) is, at maximum, 30 minutes away at all times. It is also possible to hike more remotely with no cell phone service at a place where EMS would take more than 30 minutes to arrive. It’s important that you or another volunteer with your group has the necessary medical experience (including knowledge of evacuation techniques) to ensure group safety. The levels of first aid required for any activity take into account both how much danger is involved and how remote the area is from emergency medical services. See below: Access to EMS

Minimum Level of First Aid Required

Less than 30 minutes

First Aid

More than 30 minutes

Wilderness First Aid (WFA) or Wilderness First Responder (WFR)*

*Although a WFR is not required, it is strongly recommended when traveling with groups in areas that are greater than 30 minutes from EMS.

It is important to understand the differences between a first-aid course, and a wilderness-rated course. Although standard first-aid training provides basic incident response, wilderness-rated courses include training on remoteassessment skills, as well as the emergency first-aid response, including evacuation techniques, to use when EMS is not readily available. Note: The presence of a first-aider is required at resident camp. For large events—200 people or more—there should be one first-aider for every 200 participants. The following healthcare providers may also serve as firstaiders: physician, physician’s assistant, nurse practitioner, registered nurse, licensed practical nurse, paramedic, military medic, and emergency medical technician.

Make sure a general first-aid kit is available at your group meeting place and accompanies girls on any activity (including transportation to and from the activity). Please be aware that you may need to provide this kit if one is not available at your meeting place. You can purchase a Girl Scout first-aid kit, you can buy a commercial kit, or you and the girls can assemble a kit yourselves. The Red Cross offers a list of potential items in its Anatomy of a First Aid Kit. (Note that the Red Cross’s suggested list includes aspirin, which you will not be at liberty to give to girls without direct parent/guardian permission.) You can also customize a kit to cover your specific needs, including flares, treatments for frostbite or snake bites, and the like. In addition to standard materials, all kits should contain your council and emergency telephone numbers (which you can get from your council contact). Girl Scout activity insurance forms, parent consent forms, and health histories may be included, as well.

Although you hope the worst never happens, you must observe council procedures for handling accidents and fatalities. At the scene of an accident, first provide all possible care for the sick or injured person. Follow established council procedures for obtaining medical assistance and immediately reporting the emergency. To do this, you must always have on hand the names and telephone numbers of council staff, parents/guardians, and emergency services such as the police, fire department, or hospital emergency technicians. Check with your council for emergency contact information.

In case of serious incident, illness, accident or injury: 1. Determine extent of injury and give appropriate first aid, as qualified. 2. Call for emergency help. 3. Alert GSWPA at: 1-800-248-3355 ext. 1460 (Mon.-Thur. 8:30 a.m.-5 p.m., Fri. 9 a.m.-noon) 1-877-359-7878 (after business hours) 4. Speak only to the police and proper authorities. Do not say “No Comment” or release names or statements to anyone. 5. Refer all inquiries to the council spokesperson at: GSWPA Corporate Office: 1-800-248-3355 6. Do not sign any statements or reports, except for police. 7. Upon returning home, complete an Accident/Incident Report. After receiving a report of an accident, council staff will immediately arrange for additional assistance at the scene, if needed, and will notify parents/guardians, as appropriate. If a child needs emergency medical care as the result of an accident or injury, first contact emergency medical services, and then follow council procedures for accidents and incidents. Your adherence to these procedures is critical, especially with regard to notifying parents or guardians. If the media is involved, let council-designated staff discuss the incident with these representatives. In the event of a fatality or other serious accident, notify the police. A responsible adult must remain at the scene at all times. In the case of a fatality, do not disturb the victim or surroundings. Follow police instructions. Do not share information about the accident with anyone but the police, your council, and, if applicable, insurance representatives or legal counsel. Refer to the Appendix: GSWPA Procedures/Forms for the following:   

Accident/Incident Reporting Procedure-page 156 Accident/Incident Report Form-page 157 Insurance Claim Procedure-page 159

Helping girls decide what they want to do, and coaching them as they earn and manage money to pursue their goals, is an integral part of the Girl Scout Leadership Experience (GSLE). Your Girl Scout group plans and finances its own activities, with your guidance. At the same time, the girls learn many valuable skills that serve them throughout their lives. Girl Scout groups are funded by a share of money earned through council-sponsored product sale activities (such as Girl Scout cookie activities), group money-earning activities (council-approved, of course), and any dues your group may charge. (This is in addition to the $15 annual membership dues that go to GSUSA.) This chapter gives you the ins and outs of establishing a group account and helping girls manage their group’s finances, practice successful product-sales techniques, review the safety requirements around product sales, and understand how to collaborate with sponsors and causes.

If your group is earning and spending money, the group needs to set up a bank account. If you’re taking over an existing group, you may inherit a checking account, but with a new group, you’ll want to open a new account. This usually happens when there is money to deposit, such as group dues or money from product sales or group money-earning activities. Consider these tips when working with a group account:    

Keep group funds in the bank before an activity or trip, paying for as many items as possible in advance of your departure. Use debit cards during the activity or trip. Make one person responsible for group funds and for keeping a daily account of expenditures. Have one or more back-up people who also have debit cards, in case the main card is lost.

Follow your council’s financial policies and procedures for setting up an account. Most council-sponsored product sale activities have specific banking and tracking procedures. Unused Girl Scout money left in accounts when groups disband becomes the property of the service unit. Prior to disbanding, the group may decide to donate any unused funds to a worthwhile organization, to another group, or for girl activities. As when closing a personal account, be sure all checks and other debits have cleared the account before you close it, and realize that you may have to close the account in person. Turn remaining funds over to a council staff member. Refer to the Appendix: GSWPA Procedures/Forms for the following:    

Bank Account Procedure-page 165 Debit Cards Procedure-page 168 ACH Electronic Debit/Credit Authorization Form-page 167 Disbanding Troops and Dividing Troops Procedure-page 169

Girl Scout volunteers are responsible for overseeing with honesty, integrity, and careful record-keeping the funds that girls raise. Troop leaders or co-leaders may hold this responsibility as a part of their troop management or they may delegate the record-keeping to a troop committee member. If the record-keeping responsibilities are delegated, the troop leader is still ultimately responsible for the income and expenditures of the troop. Refer to the Appendix: GSWPA Procedures/Forms for the following:       

Discrepancies in Bank Account Procedure-page 170 Submission of Annual Troop Finance Report Procedure-page 171 Annual Finance Report-page 173 Annual Finance Report Sample-page 172 Suspected Misappropriation of Funds Procedure-page 175 Confirmed Misappropriation of Funds Procedure-page 176 Outstanding Debt owed to a Council From Product Sales Procedure-page 180

Girls earn money in two distinct ways: 

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The Girl Scout Cookie Program and other sales of Girl Scout–authorized products (such as Girl Scout cookies, magazines, or nuts and candy), organized by your council and open to all Girl Scouts. Girls can participate in two council-sponsored product sale activities each year: the cookie sale and one other council-authorized product sale. All girl members who take part in any way of Girl Scouting (troop, camp, travel, etc.), including Daisies, are eligible to participate in council-sponsored product-sale activities, with volunteer supervision. Please remember: volunteers and Girl Scout council staff don’t sell cookies and other products—girls do. “Group money-earning” refers to activities organized by the group (not by the council) that are planned and carried out by girls (in partnership with adults) and that earn money for the group.

Girls’ participation in both council-sponsored product sale activities and group money-earning projects is based upon the following:       

Voluntary participation Written permission of each girl’s parent or guardian An understanding of (and ability to explain clearly to others) why the money is needed An understanding that money-earning should not exceed what the group needs to support its activities Observance of local ordinances related to involvement of children in money-earning activities, as well as health and safety laws Vigilance in protecting the personal safety of each girl Arrangements for safeguarding the money

There are a few specific guidelines—some required by the Internal Revenue Service—that ensure that sales are conducted with legal and financial integrity. To that end, consider the following reminders and cautions: 

All rewards earned by girls through the product-sale activities must support Girl Scout program experiences (such as camp, travel, and program events, but not scholarships or financial credits toward outside organizations).

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Rewards are based on sales ranges set by councils and may not be based on a dollar-per-dollar calculation. Groups are encouraged to participate in council product sales as their primary money-earning activity; any group money-earning shouldn’t compete with the Girl Scout Cookie Program or other council product sales. Obtain written approval from your council before a group money-earning event; most councils ask that you submit a request for approval. Girl Scouts forbids use of games of chance, the direct solicitation of cash, and product-demonstration parties. Group money-earning activities need to be suited to the age and abilities of the girls and consistent with the principles of the GSLE. Money earned is for Girl Scout activities and is not to be retained by individuals. Girls can, however, be awarded incentives and/or may earn credits from their Girl Scout product sales. Funds acquired through group money-earning projects must be reported and accounted for by the group, while following council procedures.

The best way to earn money for your group is to start with the Girl Scout cookie program, MagNut program and other council-sponsored product sales. From there, your group may decide to earn additional funds on its own. Refer to the Appendix: GSWPA Procedures/Forms for the following:    

Additional Money-Earning Activities Procedure-page 182 Additional Money-Earning Request Form-page 185 Multiple Pathway Cookie Sale Procedure-page 177 Multiple Pathway Cookie Sale Designation Form-page 179

Did you know that the Girl Scout Cookie Program is the largest girl-led business in the country, with sales of more than $700 million per year for girls and their communities nationwide? That’s right. The Girl Scout Cookie sale is the leading entrepreneurial program for girls: no university has produced as many female business owners as the Girl Scout Cookie Program has. If you have a moment, watch the latest Girl Scout What Can a Cookie Do? video for an inspiring look into just how powerful those treats—and the girls who sell them—can be. Council-sponsored product sales are really the best way for girls to earn money to pursue their goals: the sales are beloved by the community and come with program, sales, and marketing materials and support that help girls run a great business. And they’re an integral part of the GSLE. With every season of cookies, another generation of girls learns five important skills:     

Goal setting Decision making Money management People skills Business ethics

And most of all, girls gain a tremendous amount of confidence. It’s not easy to ask people to buy something—you have to speak up, look them in the eye, and believe in what you’re doing—all skills that help a girl succeed now and throughout the rest of her life.

MagNut Program First week in October- MagNut order taking begins First week in November- Troop places nut and candy orders Mid-November - Nut and Candy delivered Mid-December- ACH Payment due Mid-December- Recognitions shipped to Service Units Cookie Program January 9- Cookie order taking begins End of January- Girl orders due Mid-February- Delivery First day after delivery to mid-March- Booth sales Mid-March- First ACH payment due End of March- Second ACH payment due By May 1- Recognitions shipped to Service Units

It has been more than 90 years since Girl Scouts began selling home-baked cookies to raise money. The idea was so popular that, in 1936, Girl Scouts enlisted bakers to handle the growing demand. Two commercial bakers are currently licensed by Girl Scouts of the USA to produce Girl Scout Cookies—Little Brownie Bakers and ABC/Interbake Foods—and each council selects the baker of its choice. Each baker gets to name its own cookies (which is why some cookies have two names) and gets to decide which flavors it will offer in a given year, besides the three mandatory flavors (Thin Mints, Do-Si-Dos®/Peanut Butter Sandwich, and Trefoils/Shortbread). For additional information on cookie varieties, including nutritional details, visit www.girlscoutcookies.org.

Every year, each GSWPA provides learning opportunities on the procedures to follow during each sale. Each council also establishes guidelines and procedures for conducting the sale and determines how the proceeds and recognition system will be managed.

How the Cookie Crumbles at GSWPA (this information changes yearly) Cost of Sale 5%

Troop Proceeds 18% Membership Services 49%

Recognitions for Girls 3%

Cost of Cookies 25%

Please share this information with girls and their parents/guardians so everyone’s clear on how revenue raised through product sales makes it possible for our Girl Scout council to serve girls. Proceeds resulting from product sales support program activities—in fact, council-sponsored product sales are a primary way in which your council raises funds to support Girl Scouting. The percentage of money to be allocated to participating troops (like yours) is determined by your council and explained to girls and adults as part of the product sale activity orientation.

The income from product sales does not become the property of individual girl members. Girls, however, may be eligible for incentives and credits that they put toward Girl Scout activities, such as camp, travel, Take Action projects, and Girl Scout membership dues for the next year. Girls may earn official Girl Scout grade-appropriate rewards and recognitions related to product sale activities, and each council may choose to provide items such as participation patches, recognitions, and council credit for event fees, camp fees, grants for travel and Take Action projects, as well as materials and supplies for program activities. The council plan for recognition applies equally to all girls participating in the product sale activity. Whenever possible, councils try to involve girls in the selection of awards and administration of money given to girls from product sales. One critical task for each group, is to keep excellent records and establish a clear accounting system for all money earned and spent. As the group’s volunteer, you’re in charge of making sure money is spent wisely, excellent records are kept (keeping copies of all receipts in a binder or folder), and all income is tracked, too. For older girls, your job is to oversee their work, as they learn to keep impeccable records.

A few other considerations will help keep girls safe: 

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Parents and guardians must grant permission for girls to participate and must be informed about the girls’ whereabouts when they are engaged in product sale activities. Specific permission must be obtained when a girl intends to use the Internet for product marketing. A parent, guardian, or other adult must know each girl’s whereabouts when she is engaged in product sales, and if and when she is online. Girls should be identifiable as Girl Scouts by wearing a Membership Pin, official uniform, tunic, sash, vest, or other Girl Scout clothing. Adult volunteers must monitor, supervise, and guide the sale activities of all girls at age levels.

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Girl Scout Daisies (in kindergarten and first grade) may be involved in council-sponsored product sale activities, but they cannot collect money in any other way except through group dues or parental contributions. Girl Scout Daisies, Brownies, and Juniors must be accompanied by an adult at all times. Girl Scout Cadettes, Seniors, and Ambassadors who participate in door-to-door sales must be supervised by (but do not need to be directly accompanied by) an adult. Girls of all grade levels must always use the buddy system. Money due for sold products is collected when the products are delivered to the customer. Girls will need to know whether they can accept checks and to whom customers should write checks—find out from your council staff. Personal customer information should remain private. Customer credit card information should not be collected by girls and should not be asked for on any form collected by girls. A girl’s physical address, social media page address, IM name, Skype name or number, email address, or cell number should never be revealed to anyone outside her immediate circle of family and friends. You’ve heard it before, but it bears repeating. Girls can market cookies and other products by posting on social media sites like Facebook or Twitter or sending emails to friends, family members, and former customers, as long as they use a group email address, the account or address of a parent/guardian or adult volunteer, a blind email address (in which the recipients cannot see the sender’s email address), or the online email tools provided by cookie vendors. Girls 13 and older can also use their social media sites (such as Facebook, Twitter, or Pinterest) to do the same to her immediate circle of family and friends. Be sure each girl’s account uses the tightest privacy settings and doesn’t reveal information about her or her location to anyone outside her circle. Sales may not be transacted on the Internet (for example, through a site that has an electronic shopping cart), except for Girl Scout magazine subscriptions, nut and candy product sales and the Digital Cookie Program that are through the MagNut (Nut-E) and Cookie (eBudde) companies provided sites. Girls can also receive order commitments for cookies sales via email or the Internet. In other words, potential customers can relay (via email or a Facebook post, for example) that, “Yes! I’d like four boxes of Thin Mints and three boxes of Shortbread cookies.”

Please also keep in mind:  

Volunteers and Girl Scout council staff do not sell cookies and other products; girls sell them. Girls can participate in no more than two council-sponsored product sale activities each year, and only one of these may be a cookie sale.

Before beginning any cookies or other product sales with your group, refer to the cookies section of Girl Scout Central and www.girlscoutcookies.org.

Cookie booths, or temporary sales set-ups in areas with lots of foot traffic, are a popular way for girls to sell cookies as a team. Your council may have established cookie booth locations; contact the council before planning a cookie booth of your own. Once you’ve gotten council approval, check out the booth site before the day of the sale. Talk to business owners in the area so they’ll know what to expect. Find out what security measures are in place—these may include lights for evening sales and whether a security camera watches the booth area—and where the nearest bathrooms are located. In addition, review the Girl Scout Cookie/Council-Sponsored Product Sale Safety Activity Checkpoints to make sure you and the girls are as prepared as possible.

On the day of the sale, these tips will help keep everyone safe:       

Ensure that you have adequate space at the booth (table, products, and girls) to allow safe passage by pedestrians, bikes, and cars. Plan to have at least two adults and one girl at the booth at all times. From time to time, volunteers might want to take breaks or will have to accompany young girls to the bathroom, so make sure to have a few extra adults on hand. Girls make all sales, except in cases where adults are helping Daisies handle money. Respect the surrounding businesses by making sure your booth isn’t blocking a store entrance or exit. Attract customers with colorful signs. Remind girls to be polite and to have their sales pitch ready for interested shoppers. Be especially careful with the money box; make sure it’s under adult supervision and out of public sight. Arrange for cash to be removed from the site periodically. When you do travel with money, have someone accompany you to your vehicle and/or the bank. Report any suspicious people in the area to local security.

If someone takes money or cookies from your booth, do not attempt to physically recover the stolen items and do not allow the girls to do so. Instead, get a good description of the offender(s), call 911, and alert local security (if applicable). Make sure girls know what to do in case of theft. Report any incidents to your local council according to its guidelines. Refer to the Appendix: GSWPA Procedures/Forms for the following:  

Accident/Incident Reporting Procedure-page 156 Accident/Incident Report Form-157

Girls are texting, calling, emailing, Tweeting, and Facebooking—and those are all effective ways that girls 13 and older can promote cookie and other product sales. The following sections detail how girls can use electronic marketing, social media, and group websites to gather sale commitments from family, friends, and previous customers. But first, please keep in mind that girls:  

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Can market to and collect indications of interest from customers within their councils’ zip codes. Refer prospects that come from outside council jurisdiction to the council finder at www.girlscoutcookies.org. Family members are the exception to this rule. Cannot have customers pay online (such as through a shopping cart function on a website the girls create). Girl Scout magazine subscriptions, nut and candy product sales and the Digital Cookie Program are the exceptions to this rule and use the MagNut (Nut-E) and Cookie (eBudde) companies provided site. Must sign the Girl Scout Internet Safety Pledge (available at http://www.girlscouts.org/help/internet_safety_pledge.asp) before doing any online activities, and all online activities must be under the supervision of adults. Cannot expose their own or any other girl’s email address, physical address, or phone number to the public. When writing e-mail messages or online announcements, girls should sign with their first name only, along with their group number or name and their council name.

For girls in fifth grade and above, have your group visit Let Me Know, a site addressing Internet safety for teens and tweens. Girls can even earn an online award for completing activities on this site.

Girls may use Facebook, Twitter, text messages, IMs, and emails as online marketing tools to let family, friends, and former customers know about the sale and collect indications of interest. Product-related email is not intended to be spam (unwanted texts or emails), however, so remind girls to be sure that their messages will be welcomed by the receiver. When girls are marketing cookies online, remind them to always use a group email address (such as troop457@yahoo.com), an adult’s personal email address, or a blind address (one that does not reveal the address to the recipient). In addition, be sure to discuss with girls the need to treat customer e-mail addresses from current and past years—as well as phone numbers, IM addresses, Facebook accounts, Twitter handles, and mail addresses—with respect; they are private and must be kept so.

A girl (or group of girls) over the age of 13 may work in partnership with an adult to market cookies and other products online, using the social media account (such as Facebook, Twitter, Pinterest, or LinkedIn) of the adult. Social media is a fun, fast way to get out an urgent message, such as, “It’s Girl Scout cookie time!” Posting, tweeting, or pinning such a message will get the attention of friends and family. Before girls use social media as a marketing tool, keep the following in mind:    

Girls must have parental permission to use social media. Girls must meet age limits set by the provider, which is 13 and above in most cases, as per the United States Child Online Privacy and Protection Act and the Child Online Protection Act. Any use of photos requires a photo-release form signed by parents/guardians of the girls pictured and the signature of any adults pictured. Any use of online video sharing sites (such as YouTube), where the video is representing Girl Scouts or Girl Scout products, must follow specific requirements for that site, as well as council guidelines. Girl Scout photo release forms must also be signed by parents/guardians and any adults pictured. (In other words, this is not an easy venture, but if you and the girls are willing, it’s worth the investment.)

Girl Scout Daisies are too young to be marketing online through their group, parent or guardian websites, or social media sites. For this reason, Girl Scout Daisies are allowed to send out emails only when working directly with an adult. Daisies and their adult volunteers must use only blind emails or the online marketing tools provided by GSUSA product vendors on their websites.

Product sales are a great way to earn the funds necessary for girls to travel or carry out Take Action projects. If income from the product sale isn’t enough, however, girls have more options available to them. Although you cannot resell products, you can offer services, such as the following: Collections/Drives:   

Cell phones for refurbishment Used ink cartridges turned in for money Christmas tree recycling

Food/Meal Events:  

Lunch box auction (prepared lunch or meal auctioned off) Themed meals, like high tea, Indian meal, Mexican dinner (if girls are earning money for travel, tie the meal to their destination)

Service(s):    

Service-a-thon (people sponsor a girl doing service; funds go to support trip) Babysitting for holiday (New Year’s Eve) or council events Raking leaves, weeding, cutting grass, shoveling snow, walking pets Cooking class or other specialty class

Refer to the Appendix: GSWPA Procedures/Forms for the following:  

Additional Money-Earning Activities Procedure-page 182 o Food safety requirements are located in this procedure Additional Money-Earning Request Form-page 185

Girl Scouting is meant to be a low cost activity for all girls who participate. Girl Scout troops are a valuable resource and are meant to be a help and benefit to their communities. As such, please be mindful of your requests to local businesses and organizations. Often times, we repeatedly ask the same businesses to donate resulting in an over saturation of requests which often times can lead to declines of these requests. Be sure when contacting local business you determine their capacity to make an in-kind donation first before sending a request. Please remember that because Girl Scouts and Girl Scout troops are not a 501C3 charity, they cannot request cash donations/gifts or grants of any monetary value. Because of this circumstance, GSWPA cannot provide acknowledgment of any direct donations to troops other than those required by the IRS for unsolicited cash donations above $250. If you have any questions about donations please contact our Fund Development department at 1-800-248-3355 ext. 1008. Refer to the Appendix: GSWPA Procedures/Forms for the following: 

Donations to Troops/Groups Exceeding $250 Procedure-page 186

Sponsors help Girl Scout councils ensure that all girls in the community have an opportunity to participate in Girl Scouting. Community organizations, businesses, religious organizations, and individuals may be sponsors and may provide group meeting places, volunteer their time, offer in-kind donations, provide activity materials, or loan equipment. The sponsor’s contribution can then be recognized by arranging for the girls to send thank-you cards, inviting the sponsor to a meeting or ceremony, or working together on a Take Action project. For information on working with a sponsor, consult your council; it can give you guidance on the availability of sponsors, recruiting responsibility, and any council policies or practices that must be followed. Your council may already have relationships with certain organizations, or may know of some reasons not to collaborate with certain organizations. Refer to the Appendix: GSWPA Procedures/Forms for the following:  

Girl Scout Sponsorship Agreement-page 187 Girl Scout Sponsorship Certificate-page 188

The Girl Scout Cookie Program is so well known in communities, it’s likely that your girls will already know a bit about it and want to get out there to start selling as soon as possible. But it’s important that the girls have a clear plan and purpose for their product-sale activities. One of your opportunities as a volunteer is to facilitate girl-led financial planning, which may include the following steps for the girls: 1. Set goals for money-earning activities. What do girls hope to accomplish through this activity? In addition to earning money, what skills do they hope to build? What leadership opportunities present themselves? 2. Create a budget. Use a budget worksheet that includes both expenses (the cost of supplies, admission to events, travel, and so on) and available income (the group’s account balance, projected cookie proceeds, and so on). 3. Determine how much the group needs to earn. Subtract expenses from available income to determine how much money your group needs to earn. 4. Make a plan. The group can brainstorm and make decisions about its financial plans. Will cookie and other product sales—if approached proactively and energetically—earn enough money to meet the group’s goals? If not, which group money-earning activities might offset the difference in anticipated expense and anticipated income? Will more than one group money-earning activity be necessary to achieve the group’s financial goals? In this planning stage, engage the girls through the Girl Scout processes (girl-led, learning by doing, and cooperative learning) and consider the value of any potential activity. Have them weigh feasibility, implementation, and safety factors. 5. Write it out. Once the group has decided on its financial plan, describe it in writing. If the plan involves a group money-earning activity, fill out an application for approval from your council and submit it along with the budget worksheet the girls created. Remember: It’s great for girls to have opportunities, like the Girl Scout Cookie Program, to earn funds that help them fulfill their goals as part of the GSLE. As a volunteer, try to help girls balance the money-earning they do with opportunities to enjoy other activities that have less emphasis on earning and spending money. Take Action projects, for example, may not always require girls to spend a lot of money!

As with other activities, girls progress in their financial and sales abilities as they get older. This section gives you some examples of the abilities of girls at each grade level.

The group volunteer handles money, keeps financial records, and does all group budgeting. Parents/guardians may decide they will contribute to the cost of activities. Girls can participate in Girl Scout cookie activities and other council-sponsored product sales. Daisies are always paired with an adult when selling anything. Girls do the asking and deliver the product, but adults handle the money and keep the girls secure.

The group volunteer handles money, keeps financial records, and shares some of the group-budgeting responsibilities. Girls discuss the cost of activities (supplies, fees, transportation, rentals, and so on). Girls set goals for and participate in council-sponsored product sales. Girls may decide to pay dues.

The group volunteer retains overall responsibility for long-term budgeting and record-keeping, but shares or delegates all other financial responsibilities. Girls set goals for and participate in council-sponsored product sales. Girls decide on group dues, if any. Dues are collected by girls and recorded by a group treasurer (selected by the girls). Girls budget for the short-term needs of the group, on the basis of plans and income from the group dues. Girls budget for more long-term activities, such as overnight trips, group camping, and special events. Girls budget for Take Action projects, including the Girl Scout Bronze Award, if they are pursuing it.

Girls estimate costs based on plans. Girls determine the amount of group dues (if any) and the scope of money-earning projects. Girls set goals for and participate in council-sponsored product sales. Girls carry out budgeting, planning, and group money-earning projects. Girls budget for extended travel, Take Action projects, and leadership projects. Girls may be involved in seeking donations for Take Action projects, with council approval. Girls keep their own financial records and give reports to parents and group volunteers. Girls budget for Take Action projects, including the Girl Scout Silver or Gold Awards, if they are pursuing them.

When collaborating with any other organization, keep these additional guidelines in mind:

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Avoiding fundraising for other organizations: Girl Scouts are not allowed, when identifying ourselves as Girl Scouts (such as wearing a uniform, a sash or vest, official pins, and so on), to solicit money on behalf of another organization. This includes participating in a walkathon or telethon while in uniform. You and your group can, however, support another organization through Take Action projects or by making a donation from your group’s account. And Girl Scouts as individuals are able to participate in whatever events they choose, as long as they’re not wearing anything that officially identifies them as “Girl Scouts.” Steering clear of political fundraisers: When in an official Girl Scout capacity or in any way identifying yourselves as Girl Scouts, your group may not participate (directly or indirectly) in any political campaign or work on behalf of or in opposition to a candidate for public office. Letter-writing campaigns are not allowed, nor is participating in a political rally, circulating a petition, or carrying a political banner. Being respectful when collaborating with religious organizations: Girl Scout groups must respect the opinions and practices of religious partners, but no girl should be required to take part in any religious observance or practice of the sponsoring group. Avoiding selling or endorsing commercial products: “Commercial products” are any products sold at retail. Since 1939, girls and volunteers have not been allowed to endorse, provide a testimonial for, or sell such products.

Girls and adults participating in troops can meet once a week, once a month, or twice a month for several months—how often is up to you and the girls. Troops can meet just about anywhere, as long as the location is safe, easily accessible to girls and adults, and within a reasonable commute (“reasonable” having different definitions in different areas: In rural areas, a two-hour drive may be acceptable; in an urban area, a 30-minute subway ride may be too long). In each meeting, girls participate in fun activities that engage them in the Girl Scout Leadership Experience (GSLE). Troops provide a flexible way for girls to meet. Some ideas include:   

Fourteen Girl Scout Brownies who meet twice a month from November through March at a local community center Seven girls who are homeschooled and meet weekly at the local library as a Girl Scout Cadette troop Girls who meet together once a week at their juvenile detention center to participate in Girl Scout activities

You’ll want to involve other adults in the troop—there’s no need to go it alone or depend on too few adults! Many hands make light work, and the role is more fun when it’s shared. Think about the people you know whom you admire, who can connect with girls, who are dependable and responsible, and who realistically have time to spend volunteering. (Remember that these adults will need to register as Girl Scout members, fill out volunteer application forms, take online learning sessions, and review written resources.) Consider business associates, neighbors, former classmates, friends, and so on. If you have trouble finding reliable, quality volunteers to assist, talk to your volunteer support team for advice and support. And feel free to use the sample welcome letter and friends/family checklist in the Girl Scout Daisy, Brownie, and Junior Leadership Journeys to assist you in expanding your troop’s adult network. Remember: Be sure every volunteer reviews and follows the 12 Girl Scout Safety Guidelines, available both in the Quick-Start Guide to this handbook and in the “Safety-Wise” chapter. Your troop committee members might help by:     

Filling in for you Arranging meeting places Locating adults with expertise on a topic of special interest to girls Assisting with trips and chaperoning Managing troop records

A troop committee may be made up of general members or may include specific positions, such as:   

Cookie Manager: A volunteer who would manage all aspects of Girl Scout cookie activities Transportation Coordinator: The volunteer you’d look to whenever you need to transport girls for any reason; this person would have volunteers available to drive and chaperone Record Keeper: A treasurer/secretary rolled into one person—someone to keep track of the money and keep the books

Set up roles that work for you, and draw on other volunteers who possess skill sets that you may lack. When you’re ready to invite parents, neighbors, friends, colleagues, and other respected adults to partner with you, send them a letter and invite them to their first troop committee meeting.

Including these elements will ensure a quality troop experience. This experience can vary in length, to complement the needs of busy girls, families and volunteers.

Refer to the Appendix: GSWPA Procedures/Forms for the following: 

Volunteer Position Summary and Requirements- page 104

The sample sessions in the Leadership Journey adult guides will give you ideas about how to plan and hold successful troop meetings that allow girls to Discover, Connect, and Take Action as they have fun with a purpose. (See the “Girl Scouting as a National Experience” chapter of this handbook for more on the three processes.) Many volunteers find it helpful to think of meetings having six parts, as outlined below, but feel free to structure the meeting in a way that makes sense for you and the girls.

As Girls Arrive

Start-up activities are planned so that when girls arrive at the meeting they have something to do until the meeting begins. For younger girls, it could be coloring pages; teen girls might jot down a journal entry or just enjoy a little time to talk.

Opening

The opening focuses the meeting and allows girls to start the meeting. Each troop decides how to open their own meeting—most begin with the Girl Scout Promise and Law, and then add a simple flag ceremony, song, game, story, or other ceremony designed by the girls. Girl Scout Brownies, for example, might create a new tradition by skipping in a circle while singing a song. Ceremonies, even when brief or humorous, make Girl Scout time special. The Journey adult guides contain ideas about openings that correspond to Journey themes.

Business

Troop business may include taking attendance, collecting dues, making announcements, and planning an upcoming event or trip. This is a good time for girls to take turns leading, especially as they grow up! (Some troops may move the business portion of the meeting to an earlier or later slot.)

Activities

Activities will depend on what the girls want to do in their troop and how they want to spend their collective time. Outdoor time is important, so encourage the girls to do an activity in a park or forest. If girls are interested in animals, encourage the girls to plan a visit to a zoo or animal shelter. As you engage in one of the three National Leadership Journeys, review the “Sample Sessions at a Glance” in the adult guide for Journey activity ideas. Treats are an option some troops decide to include in their meetings and range from a bottle of soap bubbles or a jump rope to a food snack. If girls choose to include snacks, guide them to consider the health of a potential snack, as well as possible food allergies. Enlist the help of parents or guardians by asking them to sign up and bring a treat. You’ll also find plenty of snack ideas and signup forms in the adult guide of most Leadership Journeys.

Clean-up

Clean-up is a great habit for girls to get their meeting space back to the way it was when they arrived—maybe even cleaner! Girls can also take leadership of the cleaning themselves, deciding who does what. They might even enjoy the tradition of a kaper chart (a chore chart that lists all the chores and assigns girls’ names to each), so that everyone takes turns at each responsibility.

Closing

The closing lets the girls know that the troop meeting is ending. Many girls close with the friendship circle, in which each girl stands in a circle, puts her right arm over her left, and holds the hand of the girl standing next to her. The friendship squeeze is started by one girl, and then passed around the circle until it comes back to the girl who started it. When the squeeze is finished, girls twist clockwise out of the circle lifting their arms and turning around and out of the circle. In addition, you may find some helpful, Journey-related closing ceremony ideas in the Journey’s adult guide.

You help each troop member do her part to ensure the meeting and activities are enriching and fun. Based on their grade levels and abilities, girls may decide and plan opening and closing activities, bring and prepare treats, teach songs or games, and clean up. As girls grow, they can show and teach younger members about Girl Scouting. They can also assist you in preparing materials for activities. For trips, campouts, parent meetings, and multi-troop events, girls may be responsible for shopping, packing equipment, handing out programs, cleaning up, gathering wood, and so on. As long as you pay attention to grade level and maturity, what girls can do is endless!

Many troops employ a democratic system of governance so that all members have the opportunity to express their interests and feelings and share in the planning and coordination of activities. Girls partner with you and other adults, and you facilitate, act as a sounding board, and ask and answer questions. Girls from Daisies through Ambassadors will gain confidence and leadership skills when given the opportunity to lead their activities, learn cooperatively as a group, and learn by doing instead of by observing. The following are some traditions troops have used for girl-led governance, but these are just examples. National Leadership Journeys offer examples of team decision-making, too. 

Daisy/Brownie Circle: While sitting in a circle (sometimes called a ring), girls create a formal group decision-making body. The circle is an organized time for girls to express their ideas and talk about activities they enjoy, and you play an active role in facilitating discussion and helping them plan. Girls often vote to finalize decisions. If girls are talking over each other, consider passing an object, such as a talking stick, that entitles one girl to speak at a time.

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Junior/Cadette/Senior/Ambassador Patrol or Team System: In this system, large troops divide into small groups, with every member playing a role. Teams of four to six girls are recommended so that each girl gets a chance to participate and express her opinions. Patrols may be organized by interests or activities that feed into a Take Action project, with each team taking responsibility for some part of the total project; girls may even enjoy coming up with names for their teams. Junior/Cadette/Senior/Ambassador Executive Board: In the executive board system (also called a steering committee), one leadership team makes decisions for the entire troop. The board’s responsibility is to plan activities and assign jobs based on interests and needs, and the rest of the troop decides how to pass their ideas and suggestions to the executive board throughout the year. The executive board usually has a president, vice president, secretary, and treasurer and holds its own meetings to discuss troop matters. Limit the length of time each girl serves on the executive board so all troop members can participate during the year. Junior/Cadette/Senior/Ambassador Town Meeting: Under the town meeting system, business is discussed and decisions are made at meetings attended by all the girls in the troop. As in the patrol and executive board systems, everyone gets the chance to participate in decision-making and leadership. Your role is to act as a moderator, who makes sure everyone gets a chance to talk and that all ideas are considered.

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How parents decide to transport girls between their homes and Girl Scout meeting places is each parent’s decision and responsibility. For planned Girl Scout field trips and other activities—outside the normal time and place—in which a group will be transported in private vehicles:   

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*“Adult” is defined by the age of majority in each state.

For more about driving, see the “Transporting Girls” section of the “Safety-Wise” chapter of this handbook.

Here is just one example of how you and the girls could set up your troop year.              

Hold a parent/guardian meeting. Open a checking account, if needed. Register all the girls in the troop. Meet together for the first time, allowing the girls to decide how they can learn each others’ names and find out more about each other. Kick off a Leadership Journey with the opening ceremony recommended in the first sample session, or a trip or special event that fits the theme. Have the girls brainstorm and plan any trip or event. Enjoy the full Journey, including its Take Action project. Along the way, add in related badge activities that girls will enjoy and that will give them a well-rounded year. Have the girls plan, budget for, and “earn and learn” in the Girl Scout Cookie Program. Help girls plan a field trip or other travel opportunity. Encourage girls to plan a culminating ceremony for the Journey, including awards presentations, using ideas in the Journey girls’ book and/or adult guide. Pre-register girls for next year. Camp out! Participate in a council-wide event with girls from around your region. Have the girls plan and hold a bridging ceremony for girls continuing on to the next Girl Scout grade level.

The end of the troop year doesn’t have to be the end of a girls’ time with Girl Scouting, or the end of your time with girls. Some girls may no longer have time for a full-year commitment and will be unsure what’s next for them. Others won’t be able to imagine their lives without this same group of girls. Here’s how you can best reengage your troop:  

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Some girls may want other options besides troops. That’s okay—Girl Scouts offers many ways to participate. Talk to girls about day and residence camp, travel opportunities, series offerings, and events your council may offer. Older girls, especially, enjoy these shorter-term, flexible ways to be Girl Scouts. Some girls will be excited to bridge to the next grade level in Girl Scouting, and will look to you for guidance on how to hold a bridging ceremony. Even if you’re not sure of your continued participation with Girl Scouts (and we hope you will find lots of exciting ways to be involved, even if leading a troop no longer fits your life), be sure to capture their excitement and work with them to a plan a meaningful bridging ceremony. If you plan to stay with this troop, but some girls are bridging to the next grade level, talk to your council about helping them decide how they’d like to continue in Girl Scouting—perhaps in series, events, or travel! Talk to girls about earning their Girl Scout Bronze, Silver, or Gold Awards, which are opportunities for them to make a dramatic difference in their communities—and to have plenty to brag about with college admissions officers, too.

And what about you? If you want to stay with this troop, start working with them to plan their group activities next year. And if you’re a little worn out but are interested in staying with Girl Scouts in other, flexible ways, be sure to let your council know how you’d like to be a part of girls’ lives in the future. Are you ready to volunteer at camp? Help organize a series or event? Take a trip? The possibilities are endless.

Not only do some of the most memorable moments in a Girl Scout’s life happen while taking trips, but travel also offers a wealth of opportunities for girls to develop leadership skills. This appendix helps you prepare girls for local, regional, or international travel of any scope and duration.

Girls love trips. And Girl Scouts is a great place for them to learn how to plan and take exciting trips, because travel is built on a progression of activities—that is, one activity leads to the next. Girl Scout Daisies, for example, can begin with a discovery walk. As girls grow in their travel skills and experience and can better manage the planning process, they progress to longer trips. Your Journey adult guide has a lot of other ideas about trips that bring the Journey to life. Here are some examples of the progression of events and trips in Girl Scouting’s Ladder of Leadership: (*Please reference the Travel Progression Checklist to determine the readiness of the girls.) . Please note that all adults who accompany girls on a Girl Scout travel trip in a leadership role must be both registered members and approved volunteers. •

Short trips to points of interest in the neighborhood (Daisies and older): A walk to the nearby garden or a short ride by car or public transportation to the firehouse or courthouse is a great first step for Daisies. Sample short trip: tour a local Giant Eagle to learn about making healthy eating choices or to work on the Senior Sow What? Journey; visit the public library to hear a local children’s author or work on the Junior Agent of Change Power of One Journey award; a visit to the local pet shop to work on the Junior Habitats badge or Daisy It’s Your Story, Tell It! Journey; or attending a local school board meeting to work on the Ambassador Your Voice, Your World Journey.

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Day trip (Daisies and older): An all-day visit to a point of historical or natural interest (bringing their own lunch) or a day-long trip to a nearby city (stopping at a restaurant for a meal)—younger girls or girls with less travel experience can select locations and do much of the trip-planning, while never being too far from home. Sample day trip: Juniors from Mercer County travels to Fallingwater to work on the Get Moving Journey; a Senior troop from Bedford County travels to Gettysburg to learn about the role of women in the Civil War; a Brownie troop from Erie County travels to Niagara Falls to visit the aquarium; a Cadette troop from Allegheny County travels to Cambria to visit a windmill farm as part of their Breathe Journey; or Daisy troop from Greensburg travels to Pittsburgh to visit the National Aviary as part of the 5 Flowers, 4 Stories and 3 Cheers for Animals Journey.

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Overnight trips (Daisies and older): One (or possibly two) nights away to a state or national park, historic city, or nearby city for sightseeing, staying in a hotel, motel, or campground. These short trips are just long enough to whet their appetites, but not long enough to generate homesickness. Planning a trip to a large museum—and many offer unique opportunities for girls to actually spend the night on museum grounds—makes for an exciting experience for girls. Sample overnight trip: a Brownie troop from Crawford County travels to Camp Skymeadow to participate in a 2-night horse CORE camp; a Junior troop from Clearfield County travels to Pittsburgh to attend an overnight at the Children’s Museum.

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Extended overnight trips (Juniors and older): Three or four nights camping or a stay in a hotel, motel, or hostel within the girls’ home region (for example, Philadelphia, Washington, DC, New York City, Cleveland, Charleston, WV, Virginia Beach, Columbus, Niagara Falls, and so on). Sample extended overnight trip: an Ambassador troop from Armstrong County travels to Shenandoah National Park for a Memorial Day weekend camping trip.

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National trips (Cadettes and older): Travel anywhere in the country, often lasting a week or more. Try to steer clear of trips girls might take with their families and consider those that offer some educational component—this often means no Disney and no cruises, but can incorporate some incredible cities, historic sites, and museums around the country.

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International trips (Cadettes, Seniors, and Ambassadors): Travel around the world, often requiring two or three years of preparation; when girls show an interest in traveling abroad, contact the Travel, Series and Events Manager at tripspecialist@gswpa.org to get permission to plan the trip and download the Global Travel Toolkit from GSUSA. Visiting one of the four World Centers is a great place to start, but also consider traveling with worldwide service organizations. For example, girls can travel to rural Costa Rica to volunteer at an elementary school, to Mexico to volunteer with Habitat for Humanity, and to India to work with girls living in poverty in urban slums. Additionally, girls may apply for GSUSA Destinations.

If your group is thinking about travel, consider first whether the girls are mature enough to handle the trip. Determine a group’s readiness for travel by assessing the girls’:       

Ability to be away from their parents and their homes Ability to adapt to unfamiliar surroundings and situations Ability to make decisions well and easily Previous cross-cultural experiences Ability to get along with each other and handle challenges Ability to work well as a team Skills, interests, and language skills (where applicable)

Whether the trip is a day hike or a cross-country trek, the basic steps of trip planning are essentially the same. It’s true that as the locale gets farther away, the itinerary more complex, and the trip of greater duration, the details become richer and more complex, but planning every trip—from a day-long event to an international trek—starts by asking the following:         

What do we hope to experience? Who will we want to talk to and meet? What will we ask? Where are we interested in going? When are we all available to go? Will everyone in our group be able to go? Are there physical barriers that cannot be accommodated? What are visiting hours and the need for advance reservations? What are our options for getting there? What’s the least and most this trip could cost? 89

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What can we do now to get ourselves ready? How will we earn the money? What’s the availability of drinking water, restrooms, and eating places? Where is emergency help available? What safety factors must we consider? What will we do as we travel? What will we do when we get there? How will we share the Take Action story?

Choose some of these questions as a guide to start conversations with girls. As girls answer these questions, they begin the trip-planning process. In time, girls can make specific arrangements, attend to a myriad of details, create a budget and handle money, and accept responsibility for their personal conduct and safety. Later, after they’ve returned from an event or trip, girls also have the chance to evaluate their experiences and share them with others.

Type of Trip

GS Level and Higher

Intent to Travel Form and Budget

Travel Training completed *

Trip and High Risk Activity Application Due

Purchase Additional Insurance (when needed)

Final (updated) Trip and High Risk Activity Application**

Day Trip

Daisy

N/A

8 weeks

N/A

1-2 Nights Trip

Daisy

N/A

3 months

8 weeks

N/A

3 or More Nights Trip

Junior

6 Months

8 months

3 months

8 weeks

N/A

1 Week Trip

Junior

8 Months

10 months

3 months

8 weeks

N/A

7 or More Nights Trip

Cadette

1 year

3 months

8 weeks

N/A

International Trip

Cadette

2 years

1 year

2 months

4 weeks

Cruise

Senior

2 years

1 year

2 months

4 weeks

* Training not required for local (within council boundaries) program partner run overnight events, ie. Zoo, Children’s Museum, Science Center, etc. ** This is the same as the initial Trip and High Risk Activity Form but with greater detail including who is going, complete itinerary, and contact information submitted closer to the departure date.

Girl Scout travel is an ideal way to offer girls leadership opportunities. Encourage girls to choose one of the three series of National Leadership Journeys. The Journey’s theme will give girls a way to explore leadership 90

through their travels. Use the adult guide to incorporate activities and discussions that help girls explore the Three Keys to Leadership (Discover, Connect, and Take Action) as they plan their trip and eventually travel. Tying your trip to the topic of a Leadership Journey is a cinch. For example, if Cadette girls have chosen MEdia, before their trip they can read online newspapers from the area to which they’re traveling—and evaluate when they arrive how well the media reflects the realities there. If Senior girls are using SOW WHAT?, they can plan to observe agricultural practices in other parts of the country or around the world. Ambassadors using BLISS: Live It! Give It! can build a trip around dreaming big—and empowering others in their community to dream big, too. If girls also want to complete skill-building badge requirements as part of their trip, they can. The most obvious example is the Senior Traveler badge, which fits perfectly into planning a trip. In addition, girls can explore other badge topics, depending on the focus of their trip. For examples, Cadettes can explore the food in other regions or countries for their New Cuisines badge, Seniors can find out about international business customs as part of their Business Etiquette badge, and Ambassadors can work on their Photography badge while documenting their trip. Be sure to visit the “Girl Scouting as a National Experience” chapter in this handbook to find out more about the three exciting series of Journeys and The Girl’s Guide to Girl Scouting. To ensure that any travel you do with girls infuses the Girl Scout Leadership Experience at every opportunity, limit your role to facilitating the girls’ brainstorming and planning—but never doing the work for them. Allow the girls to lead, learn collaboratively, and learn by doing (and by making mistakes). All the while, however, provide ideas and insight, ask tough questions when you have to, and support all their decisions with enthusiasm and encouragement!

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If a group is traveling in more than one vehicle, the entire group must consist of at least two unrelated, approved adult volunteers, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed. Care should be taken so that a single car (with a single adult driver) is not separated from the group for an extended length of time. Male volunteers must be accompanied by an unrelated registered and approved female volunteer.

*“Adult” is defined by the age of majority in each state.

For more about driving, see the “Transporting Girls” section of the “Safety-Wise” chapter of this handbook.

To determine how many volunteer chaperones the girls will need with them on the trip, see the adult-to-girl ratios. As you ask for chaperones, be sure to look for ones who are committed to:        

Being a positive role model Respecting all girls and adults equally, with no preferential treatment Creating a safe space for girls Prioritizing the safety of all girls Supporting and reinforcing a group agreement Handling pressure and stress by modeling flexibility and a sense of humor Creating an experience for and with girls Getting fit (appropriate to the trip)

Be sure every chaperone reviews and follows the 12 Girl Scout Safety Guidelines, available both in the QuickStart Guide to this handbook and in the “Safety-Wise” chapter.

Before most trips, you and the girls will need to obtain council permission, although your council may not require this information for trips of one day with no overnight stay. Check with your council for specifics, and also see whether specific forms must be filled out before traveling. All adults who have direct contact with girls and/or in a leadership role need to become a registered member and approved volunteer. An approved volunteer is a registered member who has completed a volunteer application, disclosure, and background check. This includes anyone who: handles troop funds and/or product sales, a driver, chaperone, first aider, or adult meeting ratio, an adult staying overnight during a CORE camp session or any overnight that they are in a volunteer capacity, or participating in a high risk activity. Additional training may be needed depending types of travel.

Refer to the Appendix: GSWPA Procedures/Forms for the following:      

Trip Procedure-page 143 High-Risk Activity Procedure-page 146 Trip and High-Risk Activity Application-page 148 Volunteer Application Process-page 103 Volunteer Application Process Decision Tree-page 108 Intent to Travel Form-page 145

Encourage the girls to submit much of the information themselves, including the following:        

A detailed itinerary, including specific activities involved, mode of travel, and all dates and times Location and type of premises to be used Numbers of girls who will be participating (parental permissions must be obtained) Names and contact information for the adults participating Any other groups, organizations, consultants, or resource people who will be involved Participants’ skill levels, if applicable (language skills, backpacking or camping experience, and so on) Any specialized equipment that will be used, if applicable Required agreements or contracts (for example, hiring a bus, use of premises)

Be sure to discuss the following items with the girls and their parents before you leave on any trip (you may also want to put this information in writing and have girls sign it):         

Who her buddy is—and how the buddy system works What to do if she is separated from the group, whether by accident or because of a crime What to do if she loses something significant: money, passport, luggage How to report a crime What to do if emergency help is needed How to perform basic first-aid procedures How to deal with a large crowd (if applicable) What to do in the event of a crime What behaviors you expect—and what consequences exist for not living up to those behaviors

Share these safety tips with girls before you leave on any trip that involves a stay at a hotel, motel, hostel, or dormitory:          

Always lock the door behind you, using the deadbolt and the chain or anchor. Do not open the door for strangers; if hotel staff claims to be at the door, call the front desk to confirm. Don’t mention or display your room number when in the presence of strangers. Never leave jewelry, cameras, electronics, cash, or credit cards in your room. Never leave luggage unattended in the hotel lobby (or in an airport or train or bus station). When arriving at the hotel, locate emergency exits. Keep a small flashlight on your bedside table, along with a small bag with your room key, wallet, passport, and cell phone. Take the flashlight and bag with you if you have to leave the room in an emergency. If a fire alarm goes off, get out as quickly as possible. Don’t stop to pack your suitcase. Before leaving your room, feel the door: If it is warm, do not open it. Stay in your room and stuff towels around the door. Call the hotel operator immediately. If the door is cool, proceed slowly out the door, looking for flames or smoke. Repeat these instructions for any door you encounter. Contact the front desk to make sure girls’ rooms are cleared of any minibars or refrigerators. Also be sure the hotel doesn’t provide access to inappropriate movies on TVs and does not allow longdistance calls. Alert the hotel management that underage girls are staying in the hotel, and ask them to contact you if any girls are seen out of their rooms after bedtime.

The Juliette Gordon Low Birthplace in Savannah, Georgia, is a fantastic place for Girl Scout Juniors and older to visit. Reservations and council approval are required to take a group of girls to visit the birthplace, and most educational opportunities are booked at least a year in advance, so book early! Families and individuals, however, do not need to reserve a tour in advance. In addition, four lodges are available in England, Mexico, Switzerland, and India for use by Girl Guides and Girl Scouts, each with hostel- or dormitory-style accommodations. The world centers are operated by WAGGGS (World Association of Girl Guides and Girl Scouts) and offer low-cost accommodations and special programs. They are also a great way to meet Girl Guides and Girl Scouts from around the world. Closer to home, check with your council to see whether council-owned camps and other facilities can be rented out to the group of girls with which you’re working.

If a Girl Scout Cadette, Senior, or Ambassador will be traveling alone during any part of a trip, use the opportunity to help her feel comfortable with and capable of being on her own. Always talk first with her parents to assess her maturity and ability to handle herself, and have them complete an emergency form. If she is flying, discuss the possibility of booking a nonstop flight to make her trip less stressful, and ask parents to contact the airline, which will make special arrangements for any unaccompanied minor. With the girl herself, develop a trip plan, discuss hotel security and safety, and talk about avoiding excess communication with strangers, not wearing a nametag, and avoiding exposing money or other items (such as smartphones, iPads, and iPods) that are attractive to pickpockets.

The end of this trip doesn’t have to be the end of a girls’ time with Girl Scouting. Some girls participate in Girl Scouting in all sorts of ways; others are excited only about travel. What lies ahead for them—and for you? 

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Girls who have never been involved in any other way besides travel may be looking for longer-term opportunities closer to home. Younger Cadettes may want to participate in resident camp, while Seniors and Ambassadors—as well as older Cadettes—will want to hear all about upcoming series and events at your council. Girls who have traveled once tend to want to travel again. Be sure girls are aware that other travel opportunities, such as destinations, will exist for them in the years ahead. The great experiences they had on this trip may have prepared them for longer and more global trips in the future. Girls may want to hear about the Girl Scout Silver and Gold Awards, which are opportunities for them to make a dramatic difference in their communities—and to have plenty to brag about with college admissions officers, too!

And what about you? If you’re ready for more opportunities to work with girls, be sure to let your council know how you’d like to be a part of girls’ lives in the future. Are you ready for a year-long volunteer opportunity with a troop? Help organize a series or event? Take another trip? The possibilities are endless.

To honor Juliette Gordon Low’s love of travel, of experiencing different cultures, and of making friends, Girl Scouts created the Juliette Low World Friendship Fund in 1927. Today, this fund supports girls’ international travel, participation in adult learning, and attendance at other international events—any event that fosters global friendships that connect Girl Scouts and Girl Guides from 145 nations. Click here to find out more or to donate to the fund.

Many memorable moments in a Girl Scout’s life happen while camping. Learning to live successfully in the outof-doors will help girls Discover, Connect and Take Action in a natural environment. Through camping girls gain self-confidence, develop skills and appreciate the world around them. This appendix contains a camp location map and facility chart, how to reserve a council campsite or program center and the required trainings and certifications to help you prepare for a great camping experience.

Girls love to go camping; be it for a day, an overnight or a weekend! Girl Scouts Western Pennsylvania owns and operates multiple camp properties. Girl Scout troops and service units, with properly trained adults, can reserve sites for day use, one night or multiple nights or for a day camp experience. Troop camping is described as a camping experience of 24 or more consecutive hours planned and carried out by troop girls and adults. The troop chooses a campsite, provides supervision and plans for activities and meals. Outdoor training is required of a troop adult. Troop camping takes place throughout the year. Many council camps have winterized facilities. Troops may camp on weekends, anytime in the summer, and during school holidays. Overnight troop camping for one or two nights is a great way to introduce girls to camping. Some service units have their own camping weekends and day camp. This is planned by the service unit adults and may take place at one of GSWPA’s camps. There are several types of camping for troops and service units: day use, overnight camping, weekend camping, service unit camp weekends (encampments), and service unit day camps. Consult the procedures for each type of camping in the Appendix: GSWPA Procedures/Forms for complete details.

Follow the steps below to reserve a site: 1. Based on your desired reservation, select the related procedure for information outlining the reservation process (e.g., Troop Camping Reservation Procedure or Day Camp Reservation Procedure). 2. Complete the campsite reservation form. • Girl Scout troops/groups planning a camping trip to a non-GSWPA council site must obtain council permission by completing a Trip & High-Risk Activity Application. This MUST be returned to your GSWPA Membership staff 8 weeks in advance of your camping date. Please refer to Trip Procedure for details on completing this form. 3. Reservations can be made by the following methods: • By mail, send all completed forms and security deposit/payment to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. • By fax: 1-814-734-7701 or e-mail: camp@gswpa.org, send the completed forms and then call 1- 800-248-3355, ext. 1405 to make the security deposit/payment by credit or debit card. 96

Refer to the Appendix: GSWPA Procedures/Forms for the following: • Service Unit and Troop Camping Reservation Procedure – page 190 • Campsite Reservation Form– page 192 • Campsite Departure Report Form– page 194 • Troop/Service Unit Camping at a Non-Council Owned Site Procedure – page 196 • Day Use Reservation for Meeting/Program Activities Procedure – page 197 • Equipment Rental Reservation Procedure – page 198 • Equipment Rental Reservation Forms for GSWPA Properties – page 199-224 • Facility Information Chart – page 225 • Trip Procedure – page 143 • High-Risk Activity Procedure – page 146 • Trip and High-Risk Activity Application – page 148

The leader, or another troop adult, must attend the appropriate outdoor training if the troop will participate in overnight and camping activities.

Prerequisite: Girl Scouting 101 (Troop Leaders) or Volunteering for Girl Scout Series and Events (Support Volunteers) This hands on outdoor training experience will focus on the 8 Basic Camping skills, girl involvement in the outdoors, GSWPA information related to outdoor experiences, and much more. By successfully completing this training, participants will have full use of all GSWPA properties and equipment.* Participants will have met criteria enabling them to plan outdoor experience at non-GSWPA properties, if the following have been completed: Trip and High Risk Activities Application, Program Site Safety Checklist, and site Certificate of Liability. *Use of amenities such as Archery, Canoe, Ropes, Rifles, etc. may require additional training or a certified adult present.

First aid/CPR training is required of the adult acting as the primary first-aider for the Girl Scout group activities indicated in the Safety Activity Checkpoints (formerly Safety Wise). While GSWPA offers these courses throughout the year, volunteers may also contact their local community program providers for First Aid/CPR courses in their area. Fees may vary as each provider determines their own fees.     

Girl Scout accepted First aid courses can be provided by: • American Red Cross 97

• • • • • • •

American Safety and Health Institute Emergency First Response Medic First Aid International Inc. National Safety Council American Heart Association American Academy of Orthopedic Surgeons EMS Safety Service

Some activities will require additional certifications - please review Safety Activity Checkpoints (www.gswpa.org) for activity specific requirements. Please send a copy of your certification by mail to the registrar at the Edinboro office OR email to registrar@gswpa.org.

If you already have documented experience or training in various outdoor skills, this is your time to get the verification that is needed to instruct for a GSWPA program or event. (This is intended as a verification of previous skills only and not as an initial training in these areas.) Verify your skills and training in the following areas: • • •

Basic Water Rescue, Canoeing, Archery (adults only). Outdoor Skills Training for the Experienced Camper Swimming Level (girls and adults that plan to attend any water-based activity in the future, excluding summer camp).

The swim level that each person attains will be kept on file. All participants that successfully complete a Skills Check will receive documentation of that check. For more information about the Skills Checks, please visit gswpa.org.

Prerequisite: Girl Scouting 101 and GSWPA Outdoor Skills Training This training provides participants with basic information about backpack preparation, backpacking equipment, appropriate food for a back country adventure and how to prepare it, and trail etiquette. All sections of the training emphasize the importance of incorporating the principles of Leave No Trace into any activity. Enjoy the physical challenge and scenic beauties that this overnight backpacking course offers while you learn the preparation necessary for an overnight backpack trip for your troop or family. **Girl Scouts of the USA (GSUSA) works collaboratively with the Leave No Trace Center for Outdoor Ethics (the Center) at the national and local levels through the Elliott Wildlife Values Project’s Linking Girls to the Land Program. GSWPA also abides by these Outdoor Ethics and applies the Seven Principles to all Outdoor Activity. The seven Leave No Trace Principles are rooted in both science and common sense: • • • •

Plan ahead and prepare- “Know Before you Go” Travel and camp on durable surfaces- “Choose the Right Path” Dispose of waste properly- “Trash Your Trash” Leave what you find- “Leave What You Find” 98

• • •

Minimize campfire impacts-“Be Careful with Fire” Respect wildlife Be considerate of other visitors- “Be Kind to Other Visitors”

This course is designed to qualify adult volunteers for girl safety while swimming in a pool, small lake and/or pond. 

Must hold certification from one of the following: o American Red Cross Lifeguard Training o YMCA Lifeguard Training o National Pool and Water Park Lifeguard Training o United States Lifesaving Association o Boy Scouts of America Lifeguarding  

The primary lifeguard must be at least 18 years of age. One lifeguard and 2 watchers must be provided for every 25 swimmers.

This basic course is designed to qualify adult volunteers and older girls for short-term recreational archery programs. Volunteers will learn to hold the bow and arrow precisely, master their aim and shoot the target while enjoying the outdoors and competitiveness of the girls.  An instructor certified through the National Archery Association is required for archery activities.  Minimum age for certification is 15 years old.  Anyone certified between the ages of 15 and 18 can assist with or lead a training program, but must have a co-instructor present who is over the age of 18.

This course is designed to qualify adult volunteers (leaders for example) for short-term recreational canoeing programs with the girls and holds the volunteers accountable for safe canoe outings on ponds and small lakes.  Minimum age to become certified is 17 years of age.  Anyone certified at the age of 17 can assist with or lead a program but must have co-instructor present or an adult with training present when canoeing activity is in progress.  Certification cards are awarded by the instructor upon successful completion.

This course is designed to qualify adult volunteers to be equipped for short term-recreational canoeing programs. Introduction to River Paddling requires the volunteers to maintain a safe canoe experience on open water, lakes and rivers during their outings with the girls. 

The adult volunteers must be 18 years or older to qualify for certification.

This course is designed to qualify adult volunteers to be equipped and trained in the use of small watercraft via canoes, funoes and kayaks for short periods on the small lakes with the girls. 

Must hold certification from one of the following: o American Canoe Association 99

o o  

American Red Cross Small Craft Safety Pennsylvania Fish and Boat Commission Boating Instructor

A person at least 18 years of age with lifeguard certification must also be present. This person must be an additional person from the watercraft instructor. For further information, please refer to Safety Activity Checkpoints.

This course is designed to qualify adult volunteers and girls with firearms to ensure proper usage, safety and education.  Girls must be 12 years old and properly supervised and insured.  Only professionally insured and licensed or NRA certified instructors should be chosen to conduct activity.  Each participant must have a completed and signed GSWPA Rifle Program Release Form and Code of Conduct Agreement submitted to GSWPA.  Minimum age to become certified is 18 years old.  Extreme weather conditions or unforeseen problems may necessitate cancellation immediately prior to or during the activity (Safety Activity Checkpoints). For more information on training requirements, contact the Director of Outdoor Program at 1800-248-3355 x 1046.

This course is designed to qualify adult volunteers to become skilled in the climbing wall, low and high ropes and zip lining. Volunteers can master these challenge elements and include a team building element with the girls as each skill is learned and used as a building block.  For high ropes, it is strongly recommended that the participants be in 4th grade or have prior low ropes course experience.  Each participant must have a completed and signed Challenge Course Release Form submitted to GSWPA.  Facilitator(s) must hold GSWPA Challenge Course Certification for the chosen course and be 18 years or older.  If facilitating at a non-GSWPA site, the facilitator must have that site's facilitator training or ACCT (Association for Challenge Course Technology) Level II Certification.  Extreme weather conditions or unforeseen problems may necessitate cancellation immediately prior to or during the activity (Safety Activity Checkpoints).

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You can find all of our forms on GSWPA’s website at www.gswpa.org . Go to Volunteer Resource section and click on “Forms.” Please note that forms online have the ability to be filled in electronically. Volunteer Process Volunteer Application Process ...................................................................................................... 103 Volunteer Position Summary and Requirements ........................................................................... 104 Volunteer Application Process Decision Tree ................................................................................ 108 Volunteer Application ................................................................................................................... 109 Disclosure and Authorization for Release of Information ............................................................. 110 Annual Volunteer Agreement ....................................................................................................... 111 Adult Training Interest Form ......................................................................................................... 112 Conflict Resolution Procedure....................................................................................................... 113 Harassment Reporting Procedure ................................................................................................. 114 Release of a Volunteer Procedure ................................................................................................. 115 Accepting a Volunteer’s Resignation Procedure ............................................................................ 116 Sensitive Issues Procedure ............................................................................................................ 117 Handling Suspected Child Abuse Procedure .................................................................................. 118 Adult Recognitions Volunteer Recognitions Procedure ................................................................................................ 119 Volunteer Recognitions in Girl Scouting Chart .............................................................................. 123 Appreciation Pin Recognition Nomination Form ........................................................................... 127 GSWPA Volunteer of the Year Nomination Form .......................................................................... 129 Honor Pin Recognition Nomination Form ...................................................................................... 131 President’s Award Nomination Form ............................................................................................ 133 Thanks Badge I and II Recognition Nomination Form .................................................................... 135 Volunteer of Excellence Recognition Nomination Form ................................................................ 137 Letter of Endorsement for Volunteer Recognition Nominees ........................................................ 139 Travel and High Risk Transportation Procedure ............................................................................................................. 141 Trip Procedure .............................................................................................................................. 143 Intent to Travel Form .................................................................................................................... 145 High-Risk Activity Procedure ......................................................................................................... 146 Trip and High-Risk Activity Application ......................................................................................... 148 Insurance and Health Certificates of Insurance Procedure .............................................................................................. 151 Certificates of Insurance Request Form ........................................................................................ 152 Additional Activity Insurance Procedure ....................................................................................... 153 Additional Activity Insurance Request Form ................................................................................. 155 Accident/Incident Reporting Procedure ........................................................................................ 156 101

Accident/Incident Report Form ..................................................................................................... 157 Insurance Claim Procedure ........................................................................................................... 159 Hold Harmless Agreement Procedure ........................................................................................... 160 Girl and Adult Health History Procedure ....................................................................................... 161 Girl Health History ........................................................................................................................ 162 Adult Health History ..................................................................................................................... 164 Finance Bank Account Procedure ............................................................................................................... 165 ACH Electronic Debit/Credit Authorization Form .......................................................................... 167 Debit Cards Procedure .................................................................................................................. 168 Disbanding and Dividing Troops Procedure ................................................................................... 169 Discrepancies in Bank Accounts Procedure ................................................................................... 170 Submission of Annual Troop Finance Report Procedure ................................................................ 171 Annual Finance Report Worksheet Sample ................................................................................... 172 Annual Finance Report .................................................................................................................. 173 Suspected Misappropriation of Funds Procedure .......................................................................... 175 Confirmed Misappropriation of Funds Procedure ......................................................................... 176 Multiple Pathway Cookie Sale Procedure ...................................................................................... 177 Multiple Pathway Cookie Sale Designation Form .......................................................................... 179 Outstanding Debt Owed to Council from Product Sales Procedure ............................................... 180 Additional Money-Earning Activities Procedure ............................................................................ 182 Additional Money-Earning Request Form ...................................................................................... 185 Donations to Troops Exceeding $250 Procedure ........................................................................... 186 Girl Scout Sponsorship Agreement ................................................................................................ 187 Girl Scout Sponsorship Certificate ................................................................................................. 188 Troop Management Permission Form ........................................................................................................................... 189 Camping and Rentals Service Unit and Troop Camping Reservation Procedure .............................................................. 190 Campsite Reservation Form .......................................................................................................... 192 Campsite Departure Report Form ................................................................................................. 194 Troop/Service Unit Camping at a Non-Council Owned Site Procedure .......................................... 196 Day Use Reservation for Meeting/Program Activities Procedure .................................................. 197 Equipment Rental Reservation Procedure ..................................................................................... 198 Equipment Rental Reservation Forms for GSWPA Properties ................................................. 199-224 Facility Information Chart ............................................................................................................. 225

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Volunteer Application Process Potential volunteer inquires about volunteer position and is directed to the appropriate staff member or given or directed to the online Volunteer Application packet.

Complete Volunteer Application Packet available online or at any GSWPA office location.

Submit application packet to GSWPA Edinboro office or GSWPA staff member.

GSWPA staff will process application and run a criminal background check.*

Receive notification of appointment or denial for a volunteer position and the appropriate instructions for trainings.

Begin your Girl Scout Volunteer Journey!

*CRIMINAL BACKGROUND SEARCH FOR VOLUNTEERS In order to ensure the safety and well-being of Girl Scout members, Girl Scouts Western Pennsylvania conducts a criminal background search as part of the volunteer application screening process. The decision whether to deny or limit a prospective or current volunteer’s participation is exclusively within the discretion of GSWPA. Factors to be considered could include but are not limited to, the type of volunteer duties for which the applicant is applying and the relatedness of each conviction to the volunteer duties, the nature and severity of the criminal conduct, the length of time since the criminal occurrence, and the applicant’s efforts at rehabilitation. GSWPA’s primary concern is always to safeguard the safety and best interests of its girl members.

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VOLUNTEER POSITION SUMMARY & REQUIREMENTS All volunteers who are in a leadership role need to complete the volunteer application process (application, disclosure, background screening, and interest form) and become a registered member. Please refer to the Decision Tree on page 108 All appointed Troop and Assistant Leaders are required to take New Leader Training and Series and Events volunteers will receive Series/Events Training. For ongoing leadership development and enrichment opportunities please visit www.gswpa.org and click on the “things to do” calendar for course offerings.

Troop Positions 

Troop/Group Leader- Schedules regular troop meetings; helps girls plan and participate in activities and trips; meets all program and safety guidelines; and serves as the communication link with parents, service units and council. Leads and guides a group of girls with sensitivity to their needs and interests so that they learn to develop their abilities as individuals and members of a group through participation in the Girl Scout Program.

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Assistant Troop/Group Leader- Assists Troop Leader with tasks necessary to meet the needs of the troop, including assisting with scheduling regular troop meetings; helping girls plan and participate in activities and trips; meeting all program and safety guidelines; and serving as the communication link with parents.

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Troop Registrar- Manages the girl, adult and troop annual registration process for a troop and maintains an up-to-date troop/group roster. Performs the technical tasks needed to collect and process membership registrations.

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First aider- Provides first aid services for the troop/group or service unit and ensures that safety and health standards are followed for all activities. Must have all First aid/CPR certifications with approved provider.

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Parent Helper- When needed, within the troop: chaperones events; shops for supplies; provides transportation; helps plan and organize events and meetings; makes field trip reservations; unloads product sales inventory; offers childcare for other committee members, etc.

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Driver- Transports girls for activities, events, and trips.

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Emergency Contact Coordinator- Creates and implements a phone chain system so that families and volunteers can be contacted quickly in case of an emergency or unexpected delay or change in plans.

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Troop Cookie Manager- Manages winter/spring cookie sales within the troop. Provides customer service to troop members and encourages participation in the cookie product program; schedules and conducts trainings regarding product sales for girls and parents; ensures that troop paperwork, product orders and incentive orders are complete, accurate and submitted according to deadlines. Coordinate distribution of cookies to the girls. Girl Scout Cookie Program Training offered by local Service Unit required.

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Troop MagNut Manager- Manages full MagNut sales within the troop. Provides customer service to troop members and encourages participation in the fall product program; schedules and conducts training regarding product sales for girls and parents; ensures that troop paperwork, product orders and incentive orders are complete, accurate and submitted according to deadlines. Coordinates distribution of product to the girls. Girl Scout MagNut Training offered by local Service Unit required.

Service Unit Positions 

Service Unit Manager- Provides the leadership and management of the service unit, ensuring delivery of the Girl Scout program to girls. Effective communication, delegation and teamwork will help each member of the service team to complete their assigned accountabilities, ensuring that services are extended to girl and adult members.

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Service Unit Registrar- Coordinates the annual membership registration of all girl and adult Girl Scout members registering within a service unit by performing the technical tasks needed to process and transmit the membership registrations from their service unit and educating volunteers about using the online registration process to register troops.

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Service Unit Treasurer- Ensures that service unit monies are accurately recorded and utilized to support girl programs and volunteer development recognition.

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Individual Girl Coordinator- Ensures individually registered girls and adults receive communication from the service unit and council on events, product sales, registration and service projects.

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Communicator- Provide consistent communications support through a variety of methods within the service unit and communicate the benefits of the Girl Scout Leadership Experience to local media sources and the public.



Service Unit Cookie Manager- Manages winter/spring cookie sales within the service unit. Provides customer service to troops and encourages participation in the cookie product program; schedules and conducts training regarding cookie sales for the service unit; ensures that troop/service unit paperwork, product orders and incentive orders are complete, accurate and submitted according to deadlines. Secures the product delivery station and coordinates distribution of the product to the troops. Girl Scout Cookie Program Training required.



Service Unit MagNut Manager- Manages fall MagNut sales within the Service Unit. Provides customer service to troops and encourages participation in the fall product programs; schedules and conduct training regarding product sales for the service unit; ensures that troop/service unit paperwork, product orders and incentive orders are complete, accurate and submitted according to deadlines. Secures the product delivery station and coordinates distribution of the product to the troops. Girl Scout MagNut Program Training required.



Coach-Service Unit Level- Provides program support to Girl Scout volunteers to ensure they are prepared to implement the Girl Scout Leadership Experience. This includes the coordination of new leader support, coordinates Welcome Sessions in the service unit, connecting volunteers to

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networking opportunities, educating leaders about resources and program opportunities and supporting leaders to address girl related issues. 

Finance Manager-Service Unit Level- Maintains financial records of the service unit, including financial reporting; maintains the service unit checkbook and acts as co-signer on the account. The financial consultant also ensures troop leaders complete and turn in troop financial reports, is a co-signer on all troop accounts, assists with financial inquiries of troop funds and may provide training on how to maintain troop financial records.



Recruiter- Manages the recruitment, organization and retention of girls and volunteers for a targeted area; identifies troop leadership and assigns girls to troops/groups. Ensures that the girl and adult membership in the service unit are reflective of the population groups within the service unit area.



Council Delegate- Partners with the Board of Directors in developing and implementing strategic policies for the council by providing guidance/input to the Board of Directors on major issues and policies affecting the future of the council; communicates those issues and policies to service unit members. Council delegates should be informed of the point of view of the service unit members which they represent, be able to acquire a council-wide perspective, and be prepared to vote for the good of the total council, after studying and hearing issue discussions. Delegate Training required.



Events Coordinator- Responsible for development, organization and promotion of service unitwide events; plans calendar of events based on needs and interests of girls; strengthens troop programs with purpose of retention through event participation; recruits committee members to plan events; provides opportunities for girls in non-troop pathways to participate in service unit and county events with adult supervision.

Council-Level Positions 

Gold Award Committee Member- Reviews and/or mentors Gold Awardees through the Gold Award process. May assist in delivering workshops. Gold Award Orientation and Workshop required.



Program Team Member- Coordinates program events/activities in a specific geographical area; serves as liaison with program staff. Series/Events Volunteer Training required.



Project Specialist- Shares skills and expertise; helps girls earn badges and explore careers while teaching your specialties. Series/Events Volunteer Training required.



Camping Coordinator- Works with girls to plan and prepare for camp, completes council camp forms and leads girls through progressive outdoor experiences that are aligned to the Girl Scout Leadership Experience. Outdoor Training Courses and Series/Events Volunteer Training required.



High Adventure Specialist- Shares expertise in specialized high-adventure activities, like archery, canoeing, biking and climbing. Specialized training, skill or certification in the highrisk activity and Series/Events Volunteer Training required.

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Volunteer Program Facilitator- Provides training and resources to girls through established programs; including Program Aide, Volunteer-in Training (V.I.T.), Counselor-in-Training (C.I.T.). Series/Events Volunteer Training and Facilitator of Adult Learning Training required.



Volunteer Event Chaperone- Volunteer acts as the GSWPA liaison at a local S’more Fun Event. The Event Chaperone does not have to do any pre-planning or program presenting, as this will be done by one of our Program Partners. Will supervise Indie Girls (Independently registered Girl Scouts). Series/Events Volunteer Training required.



Council Event Committee- Committee members help brainstorm and plan GSWPA S’more Fun Events with council staff. These creative minds have knowledge of the types of programs GSWPA girl members want and need. Committee members may provide feedback on events and connections with local program partners and providers. Series/Events Volunteer Training required.



Girl-Led Program Planning Committee Adult Volunteer- Oversee the activities of the Girl-Led Program Committee which plans program events for their area. Series/Events Volunteer Training required.



Volunteer Event Manager- Volunteer takes ownership of a GSWPA S’more Fun Event in the area. Volunteer works with GSWPA Program Managers to help make location arrangements, promote the event in the area and be on site event day. Series/Events Volunteer Training required.



Series & Events Volunteer- Deliver the Girl Scout Leadership Experience during short term activities utilizing Journeys, the Girls Guide to Girl Scouting and cookie sale program. Series/Events Volunteer Training required.



Adult Award Committee Member- Promotes and coordinates the Girl Scout Adult Award process by reviewing applications for approval and helping promote Adult Awards.



Volunteer Interviewer- Gathers relevant information about potential volunteer candidates while assessing for which positions volunteers are best suited.



Facilitator- Provides training/workshops and resources to adult volunteers using established course designs in order to orient, prepare and support them in their volunteer positions. Facilitator of Adult Learning Training required.

 Travel Pathway Committee Member- Work as a team to develop resources and make recommendations to build a sustainable travel program that aligns with the mission and values of Girl Scouts, incorporates the Girl Scout Leadership Experience (GSLE) and provides resources to our girl and adult members. Committee members do not necessarily attend the trips, but rather provide expertise and logistical support to ensure successful travel. Travel Training required.

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GSWPA Volunteer Application Process Decision Tree When does an adult need to complete the Volunteer Application/Approval Process? Utilize this decision tree to help determine.

If the answer is YES to any, refer to Volunteer Application Approval Process.

Will the adult be handling troop funds and/or product sales? No Will the adult be a  driver  chaperone  serving as a first aider for or during Girl Scout activities  adult meeting ratio

No Will the adult be supervising anyone other than their own child?

YES

No *Register as an adult member *Complete: -Volunteer Application -Disclosure -Background Check

Will the adult be staying overnight during a CORE Camp Session? (Counselors are not part of CORE sessions therefore any adult attending must complete process.)

No Will the adult be staying overnight in a volunteer capacity? (Ex: mother/daughter, father/daughter=No, Journey Weekend = Yes )

*Adult family members actively participating in Girl Scout activities need to register as adult members but do NOT have to complete the Volunteer Approval process unless otherwise noted on chart above.

No Will the adult be participating in a high-risk activity? (Snow tubing, Dog Sledding, etc.)

There must be two registered and approved adults at all times in order to meet GSWPA ratio. (See Understanding How Many Volunteers You Need Form.) Some exceptions for those not required to complete the volunteer approval process include: special event presenter, facilitator/guest speaker, therapeutic staff support (TSS).

You do not need to complete the Volunteer Approval Process.

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*If you have questions about extra insurance to support your activity, reference “Additional Insurance Request Form”

VOLUNTEER APPLICATION (Council Use Only) □ New Applicant □ Updating Clearances

Date_________________

Instructions: Please complete and return to: GSWPA, 5681 Route 6N, Edinboro, PA 16412  Name Address Street

City

Phone: (H)

State

(C)

Zip Code

School District_____________________ School Name_____________________ Troop #__________ (if applicable)

HOW DID YOU HEAR ABOUT VOLUNTEER OPPORTUNITIES?  Volunteer Match  Twitter  Recruitment/Info session  Word of mouth  Facebook  School flyer  Alumnae newsletter  Radio/TV ad  Volunteer Fair  Other (location)

WHAT TYPE(S) OF VOLUNTEER WORK ARE YOU INTERESTED IN? With Children With Adults Both Grade level Daisy (K-1) Grade level Brownie (2-3) Grade level Junior (4-5) Grade level Cadette (6-8) Grade level Senior (9-10) Grade level Ambassador (11-12) Pathway  Troop

 Camp

 Series

Troop Leader Assistant Gold Award Committee Chaperone Events Adult Award Committee Transportation/Driver Trainer/Facilitator Teach Hobby/Skill Outdoor Activities Other  Event

Troop Committee Member Treasurer Cookie chairperson Service Unit Team Member Service unit finance manager Product sales manager Program Opportunities Urban Girl Scouting Program Team/Council events Travel Trip Advisor Other

 Travel

http://www.gswpa.org/girls/pathways/ (See pathway link)

Fall product chairperson

Organizer/Recruiter Coach/Consultant Day Camp___________ Location_____________ Core Camp

Other Service unit registrar Service unit manager Camp Property Team  Camp Program Team

CRIMINAL BACKGROUND Note: A conviction record will not necessarily be cause for disqualification.

Have you ever been convicted of a crime?  Yes  No If yes, please state offense, date and location: I certify that all information provided on this application is true and complete. I understand that falsification or significant omissions of any information may be considered justification for dismissal if discovered at a later date. I accept the Girl Scout Promise and Law and the purpose of Girl Scouting and promise to uphold and interpret them to the best of my ability. I understand that I will have to successfully pass the required background checks. Adult volunteers are selected based on the information provided and on their ability to perform the duties of the position description. There shall be no discrimination on the basis of race, color, ethnicity, sex, creed, national origin, socio-economic status, age or disability. (Girl Scouts of the U.S.A . Blue Book of Basic Documents)

Date

SIGNATURE 6/14

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DISCLOSURE AND AUTHORIZATION FOR RELEASE OF INFORMATION I understand that in connection with my volunteer application, Girl Scouts Western Pennsylvania (“GSWPA”) and/or Intellicorp.net, their agents, assigns or any other authorized third parties (collectively, the “Investigators”) may be performing, requesting, obtaining or conducting one or more background checks on me. These background checks which may be performed at any time and must be performed every 3 years, may include an inquiry into my employment history, education, general character or reputation, work experience, driving, criminal and credit histories and such other information (“Information”) as may be required. I understand GSWPA may rely on any part or all of this Information in determining whether to extend a volunteer opportunity to me.* I further understand that if any adverse action is taken by GSWPA or if GSWPA chooses not to extend a volunteer position to me based upon the Information, that I will be provided a summary of my rights under the Fair Credit Reporting Act. GSWPA will not provide any Information collected for this purpose with outside groups. All Information received by GSWPA remains Confidential. I have read this disclosure and authorization for release of information and by signing below, I hereby authorize Investigators to conduct a background check as described herein in conjunction with my volunteer application. I hereby release Investigators from any and all liability related to the procurement or disclosure of any Information provided by me or obtained about me in connection with my application for a volunteer position with GSWPA. I further direct and authorize Investigators to conduct the background check and further authorize any third parties who may be the custodians of or in possession of the requested Information to disclose such Information to Investigators in connection with this background check.

_____________________________________________ Applicant Signature

____________________________________ Date

Printed name: Gender

____________________________________ Social Security Number

Date of Birth: _____________________________________________ Month Day Year

____________________________________ Other Names Used

_______________________________________________________

First

Middle

Last

(Including maiden name)

Address for the Past Seven Years: (If you lived outside of Pennsylvania any time in the past 20 years, please also provide the most recent out of state address). __________________________________________________________________________

Street

City

State

__________________________________________________________________________________________

Street

City

State

__________________________________________________________________________

Street

City

State

___________ Zip ___________ Zip ___________ Zip

*Note: A conviction record will not necessarily be cause for disqualification. All background information will be strictly confidential.

6/2013

www.gswpa.org

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ANNUAL VOLUNTEER AGREEMENT This agreement outlines the mutual responsibilities of Girl Scouts Western Pennsylvania and its volunteers. All positions are a one year appointment.

Name Address

E-mail Street

Day Phone Service Unit

City

Evening

State

Zip

Cell Troop/Group

The council agrees to:  Provide the volunteer with a copy of our policies and procedures  Provide a position description, an appointment letter, and a volunteer agreement  Provide a welcome session outlining the position, the council, and the organization.  Offer learning opportunities with relevant position training  Provide ongoing support, guidance, feedback, on performance  Provide an annual volunteer assessment survey assessing volunteer experience  Give recognition for contributions to the council and Girl Scouting The volunteer agrees to:  Register as a member of the Girl Scouts organization and comply with membership requirements  Successfully complete the Volunteer Application process  Provide information to update application and contact information as changes occur  Provide updated information that may affect background screening results  Participate in council and GSUSA orientations within three months of signing agreement  Meet with appropriate groups/teams as agreed for ongoing support and evaluation  Support the Girl Scout mission and values, as well as the council activities and goals  Comply with the policies, safety guidelines, and procedures of the council and GSUSA  Affirm that the Girl Scout organization welcomes members of diverse demographics (race, ethnicity, age, sex, socioeconomic, veteran, etc.)  Acknowledge that the volunteer position is voluntary and that the Girl Scout organization does not provide monetary compensation GSWPA reserves the right to immediately dismiss and restrict participation of any volunteer based on the severity of incident. This agreement should be reviewed, signed and dated annually.

Volunteer Signature

Date

Volunteer Supervisor

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Date

www.gswpa.org

Girl Scouts Western Pennsylvania 800-248-3355

gswpa.org

ADULT TRAINING INTEREST FORM Girl Scouts Western Pennsylvania (GSWPA) is pleased to offer you Training By Request. Now is your opportunity for your Service Unit, Troop Leaders, and/or Organization who is looking to become skilled in a specific training to schedule a GSWPA Training By Request. Why not become the expert in archery, canoeing, Journeys and/or CPR/First Aid? Training By Request will make it easy for you to bring several adult leaders, groups and/or organizations together to learn, develop and share in the GSWPA adult trainings. You can learn through online and/or face-to-face trainings. You will be ready to engage other adults and girls through the latest Training By Request in your area(s). Please see the Training By Request list. GSWPA will make every attempt to accommodate your Training By Request. Some of the trainings are seasonal. Instructions: Complete and return to: Mail: GSWPA PO Box 546 St. Marys, PA 15857

Fax: 412-594-2538

Email: adulttraining@gswpa.org attach form

Please type or print legibly.

Date

Name Address Street

City

Phone: Home

Cell

Service Unit No.

Troop No.

State

Zip

Email Address County

General location for the training Check Your Training By Request Choice(s): Daisy Grade Level

CPR/First Aid Outdoor 101

Brownie Grade Level

Basic Camping Skills

Junior Grade Level

Basic Platform Tent and Yurt Skills

Cadette/Sr/Ambassador Grade Level

Intro to Backpacking

Journeys

Archery

Songs

Canoeing

Games

Other – Specify

Ceremonies

Other – Specify

Trip Planning

Other – Specify

Traditions and FUNdamentals

Babysitting – applies to certain types of training

World of Girl Scouting

Food – applies to certain types of training

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Conflict Resolution Procedure The conflict resolution procedure is based on the fundamental values of respect and fairness for all of the parties involved. Girl Scouts Western Pennsylvania (GSWPA) is committed to providing individuals the right to a safe, neutral process to resolve conflicts. Recognizing that each individual has a personal interest in and a share of the responsibility for resolving a conflict, in which she/he is involved, the council uses a progressive conflict resolution process for operational volunteers. Volunteers are required to participate in the conflict resolution process. 1. All parties should calmly and openly discuss the conflict amongst themselves to immediately resolve the issue or issues. 2. If the issue cannot be resolved informally, then a signed and dated statement is sent to the volunteer’s supervisor (service unit manager for example), the employed staff supervisor (membership manager, for example), and a copy to the person against whom the grievance is registered. 3. Within five (5) days after the copy of the written statement is received, the immediate supervisor will schedule a conference of all parties involved in the dispute to take place within two (2) weeks. A written summary of the conference, with accountabilities for all parties involved, will be distributed to all parties with copies sent to the employed staff supervisor and the chief operations officer within ten (10) working days of the conflict resolution meeting. 4. If a solution is not rendered by this group, the unresolved conflict should be taken to the next level of employed staff supervision. The supervisor will evaluate all documentation, and call a meeting of all parties involved within five (5) days. A written report will be distributed to all parties involved, and the chief operations officer, within five (5) days of the meeting. 5. If despite the preceding steps the dispute is not resolved, a dispute/complaint resolution review team may be appointed by the chief operations officer at her/his discretion. It will be comprised of a management representative and an employee not involved in the conflict. The resolution review team will review the documentation on file. They may meet with the affected parties and seek additional information, as necessary, to aid in making a final determination. 6. The team will provide the chief operations officer and chief executive officer with a written report of its findings and recommendations within ten (10) working days of the review hearing. Copies will also be issued to the volunteer and immediate supervisors. This resolution is considered final. 7. Council reserves the right to modify or revoke this procedure as necessary.

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Harassment Reporting Procedure Girl Scouts Western Pennsylvania (GSWPA) is committed to an environment and climate in which relationships are characterized by dignity, respect, courtesy and equitable treatment. It is the policy of the organization to provide all staff and volunteers with an environment free from all forms of unlawful or unwelcome harassment, including implied or expressed forms of sexual harassment. The council expressly prohibits all forms of harassment on the basis of race, color, religion, sex, age, national origin, disability, marital status, citizenship, ancestry, veteran status or any other characteristic protected by federal, state or local law. This may take the form of bullying, physical intimidation, and sexual harassment. It is against the policies of GSWPA for any individual, male or female, to harass another volunteer, employee or Girl Scout member of the same or opposite sex. The council reserves the right to refuse membership endorsement or reappointment, and to dismiss or suspend from affiliation with the council any adult who, in conducting Girl Scout program, harasses another volunteer, employee or Girl Scout member of the same or opposite sex. SEXUAL HARRASSMENT Sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual acts or favors, abusing the dignity of another through insulting or degrading sexual remarks or conduct, threats or suggestions that a volunteer’s status is conditioned upon toleration of or acquiescence to sexual advances. Some examples of sexual harassment that could create a hostile work or volunteer environment include telling of sexual jokes or stories, the presence of sexually explicit photographs or other materials, touching of another person’s clothing, hair or body, making sexual comments about another person’s body, making sexual comments or innuendoes, asking personal questions about another person’s social or sexual life, staring, leering and making sexual gestures. 1. Any volunteer or staff member who feels that she or he has been subjected to harassment of any type, whether by another volunteer, council staff member, or any agent of the organization, should promptly report the incident, in writing as well as verbally, to a supervisor, director of human resources or to the chief operations officer. 2. The supervisor, upon receiving such a complaint, must report the matter to the chief operations officer who will conduct an investigation, which includes conversations with all involved parties. 3. Depending on the findings of the investigation, the chief operations officer will take appropriate corrective actions, which may include dismissal or suspension from the council. 4. If the harassment involves a staff person, all appropriate human resource procedures will be followed.

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Release of a Volunteer Procedure 1. Upon notification from either the volunteer’s supervisor or the employed staff supervisor, issues regarding a volunteer’s release from service will be discussed with the functional staff and director of the appropriate department. The regional vice president will also be made aware of the situation. A plan of action will be determined including whether the volunteer’s release is from the council or from a specific volunteer position. Once final decision is determined, the volunteer’s record will be updated in GSWPA’s database to indicate a “do not appoint” status and if deemed necessary, the troop/service unit checking account will be frozen. 2. The volunteer’s supervisor will request a meeting with the volunteer to be released. The employed staff supervisor should also be present. The meeting will outline why the volunteer is to be released. References such as the position description and Volunteer Essentials should be utilized during the release as necessary. GSWPA reserves the right for immediate dismissal of any volunteer based on the severity of the situation. 3. The volunteer will be given the opportunity to provide and document comments on these issues regarding their performance. 4. The regional director will work with staff supervisor who will generate a release letter utilizing a template citing specific reasons for dismissal. This letter will be mailed to the volunteer within two (2) business days. A copy of the dismissal letter will be forwarded to the appropriate staff for GSWPA database updates and filing. 5. If the volunteer is in the Troop Pathway, the membership staff will notify the service unit manager or appropriate service team members via email. The service unit manager and/or the membership staff will hold parent meetings as deemed necessary. 6. The voluntary resignation by a volunteer will be addressed in the operating procedure titled Accepting a Volunteer’s Resignation. 7. GSWPA reserves the right to immediately dismiss and restrict participation of any volunteer based on the severity of incident.

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Accepting a Volunteer’s Resignation Procedure For a variety of reasons, a volunteer may need to resign from their position(s) within the council. 1. A volunteer considering resignation is encouraged to discuss their reasons with their assigned staff supervisor (membership staff, program staff, etc.) prior to giving notice. 2. The volunteer should submit a written (letter or email) and signed resignation to their staff supervisor outlining the reason(s) for leaving the position. (If the volunteer fails to submit a written resignation, the staff supervisor will provide the necessary documentation for the volunteer’s record.)  

All verbal and written volunteer resignations received will be accepted. If the reason for resigning from a position is a result of council policy or practice, the staff supervisor receiving the resignation should discuss the issue with their direct supervisor.

3. The staff supervisor receiving the resignation should verify whether the volunteer is resigning from all volunteer positions held, or from one specific volunteer position, and provide written acknowledgement and notification to the volunteer. 4. Using a council provided template, a letter recognizing the volunteer for their service will be sent by the staff supervisor or their designee within seven (7) business days of receipt of resignation. A copy of the letter will be sent to the appropriate staff to update the database and file in volunteer record. 5. The staff supervisor will promptly facilitate the transfer of resources, finances, and supplies and communicate to any additional functional staff who should be made aware of the resignation.

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Sensitive Issues Procedure These guidelines are designed to complement leadership training to assist adults in meeting the needs of girls while recognizing the role of parental rights and responsibilities in setting family values. When Girl Scout activities involve sensitive issues, adults must remember their role is to be a caring adult who can help girls acquire their own skills and knowledge in a supportive atmosphere, not someone who advocates any particular position. Communication between troop/group leader and parents/guardians is a key element in establishing a safe, comfortable environment for discussion of sensitive issues. Please review Chapter 3 of Volunteer Essentials for further information about creating a safe space for girls and dealing with sensitive issues coming up during troop activities. Some issues girls could be facing include bullying, peer pressure, dating, sexual harassment, eating disorders, alcohol and drug abuse, and depression. 1. All activities addressing sensitive issues must be under the direct supervision of either a GSWPA volunteer who has completed training or a trained official. Adults who conduct sensitive issues programs with girls are responsible for determining the subject matter. Age and maturity of the girls should be considered. 2. For all planned programs/activities, written permission must be received from parents/guardians. Prior to the activity, parent/guardians must be provided with an outline of the topics and content to be discussed and the names and qualifications of consultants being used and the organizations they represent. If a girl chooses not to participate or no permission is granted, girls and parents/guardians should be aware of what arrangements will be available for them during the time of this activity or discussion. If it’s being done to complete a badge requirement, alternate activities should be done to complete the requirement. 3. Adults in charge should review the resources being utilized in advance to determine if additional support is needed. 4. To foster an environment of trust and respect the needs of all girls, all adults should agree to:  Present factual information rather than advocate a specific position  Present accurate and up‐to‐date information  Present age‐appropriate information in a manner suitable to the troop/group  Be sensitive to emotions and attitudes related to the issues discussed  Be supportive and non‐judgmental to all participants 5.

Adult in charge should be prepared to accommodate any girl who is uncomfortable with any part of a discussion or presentation. This should be done in a manner that acknowledges the girl’s right to opt out of the activity and is sensitive to her feelings.

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Handling Suspected Child Abuse Procedure Girl Scouts Western Pennsylvania (GSWPA) supports and maintains environments that are free of child abuse and neglect as defined by the Child Abuse Prevention and Treatment Act. Child abuse and neglect are unlawful acts and it is against the council’s policy for any adult, male or female, to physically, sexually or mentally abuse or neglect any girl member. The council reserves the right to refuse membership endorsement or reappointment, and dismiss or to exclude from affiliation with the council, any adult implementing Girl Scout program who has been convicted of child abuse or neglect. Any adult working directly with a girl is a mandated reporter, which means that volunteers and staff are: “required to report when they have reasonable cause to suspect that a child under the care, supervision, guidance or training of that person or of their agency, institution or organization is an abused child. In addition, any person may report suspected abuse, even if the individual wishes to remain anonymous.” ‐according to the PA Department of Public Welfare The adult who suspects child abuse is required to complete the following actions in the order presented: 1. Call Pennsylvania Child Protective Services at 1‐800‐932‐0313, or the Childhelp National Child Abuse hotline at 1‐800‐4‐A‐Child. 2. Contact the local membership staff person or regional vice president to share any concerns or suspicions, and report any action taken. The name of the child will not be shared with staff. 3. The membership staff or vice president will take notes and forward the documentation to the chief operations officer. If the adult suspects the abuse of a child by another Girl Scout volunteer or staff member, he/she will: 1. Call Pennsylvania Child Protective Services at 1‐800‐932‐0313, or the Childhelp National Child Abuse hotline at 1‐800‐4‐A‐Child. 2. Contac the regional vice president or Chief Operations Officer to share concerns, suspicions, and report action taken and forward the documentation to the chief operations officer. 3. The chief operations officer will immediately open an investigation of the volunteer or staff member accused of abusing a child. 4. Depending on the outcome of the investigation, the adult may be dismissed from her/his volunteer or staff position. It is not a mandated reporter’s responsibility to establish guilt, but rather report suspicion or potential reasons for concern. If the adult needs help in assessing the existence of child abuse he/she will: 1. Call his/her membership staff person or the regional vice president to discuss any suspicions and clarify the need to call authorities.

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Girl Scouts Western Pennsylvania has a formal system for honoring Girl Scout adult volunteers, following the requirements of GSUSA. Awarded recognitions provide one of the means to acknowledge individuals and service units for their unique and outstanding services. THERE ARE THREE TYPES OF VOLUNTEER RECOGNITIONS: 1. Board Approved Volunteer Recognitions 2. Service Unit Approved Volunteer Recognition 3. GSWPA Council Recognition The Volunteer Recognitions available and the requirements for these awards may be referenced in the Volunteer Essentials appendix reference titled “Volunteer Recognitions in Girl Scouting”. Forms for all nominations/applications are available in the appendix as well as on the web at www.gswpa.org. Board Approved Volunteer Recognitions: 1. 2. 3. 4. 5.

Appreciation Pin Honor Pin Thanks Badge Thanks Badge II President’s Award

Board Approved Volunteer Recognitions Process: 1) Volunteers must be nominated for GSUSA Board approved awards by completing the appropriate Volunteer Recognition Nomination Form. The nomination forms are available on the GSWPA Council website and in the Volunteer Essentials Manual. 2) Nominations for these awards can be initiated by Girl Scout adult and girl volunteers and/or staff members. The letters of endorsement for these nominations must be from individuals other than the individual submitting the nomination. The number of recommendation letters required depends upon the award nomination made. 3) Award nominations are accepted and processed year round. The Thanks Badge I, Thanks Badge II, and the President’s Award will be presented individually at the Annual Meeting as long as the nomination form is completed by February 1 of that Girl Scout year. All Appreciation and Honor Pin recipients to that date and their areas of service will be listed as part of the slide show, but will not be presented individually. Fall and Spring Town Hall Meetings will also be used to recognize Board Approved Award, specifically the Appreciation Pin and the Honor Pin. Nomination forms must be received by August 10 or February 1 in order to be processed in time for fall events, the Fall Town Hall, spring events, and the Spring Town Hall. 4) If possible, a photograph of the nominated individual should be submitted with the nomination for use in other media promotion for this award and in preparation for the presentations.

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5) Once completed, the forms and all required letters of endorsement are submitted together to the designated GSWPA staff person at the Johnstown Office or via email at adultaward@gswpa.org. 6) Once nomination forms are received by the designated GSWPA staff person, they are reviewed to make sure they are complete and that the nominated volunteer is currently a registered adult Girl Scout member. Previous award recognitions are also checked. For the Thanks Badge II, it should also be verified that the volunteer already received the Thanks Badge I. 7) The adult award review committee, comprised of adult volunteers from throughout the Council, will review the nomination and approve or deny based on the criteria met and the information provided. Once approved by the adult award review committee, the award is submitted for approval by the GSWPA Board of Directors. 8) Upon approval by the Board of Directors, the nominating group or individual will be notified by letter. GSWPA will provide the pins or certificates for the board approved awards. 9) Signed certificates by GSWPA COO will be awarded to President’s Award recipients. Names and team names must be submitted to communications prior to the event in order to have the certificates made in time to be given to the COO for signature. Certificates should be received within two (2) weeks of the Annual Meeting 10) Following the presentation, awards may be additionally recognized through other mediums, such as the GSWPA website and social media, “Lead On,” and news releases to local community newspapers or publications. 11) The designated GSWPA staff person will ensure that the award information is entered in the volunteer’s record in Personify. 12) The designated GSWPA staff person will send updates to membership staff listing all awards approved. Service Unit Approved Volunteer Recognition: 1. Volunteer of Excellence Service Unit Volunteer Recognitions Process: 1) Volunteers must be nominated for GSUSA service unit approved awards by completing the V Volunteer of Excellence Recognition Nomination Form. The nomination form is available on the GSWPA Council website and in the Volunteer Essentials Manual. Awards are accepted and approved year round. 2) Nominations for these awards can be initiated by Girl Scout adult volunteers and/or staff. The two letters of endorsement for these nominations must be from individuals other than the individual submitting the nomination.

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3) Once completed, the nomination form, with all required letters of endorsement, are submitted to the service unit team for approval. Once approved by the service unit, all forms are sent to the designated GSWPA staff person at the Johnstown Office or through email at adultaward@gswpa.org. 4) Once applications are received by the designated GSWPA staff person, they are reviewed to make sure that they are complete and that the nominated volunteer is currently a registered adult Girl Scout member. 5) Once processed, a notification letter is sent to the nominating individual or group and the award information is provided to the Girl Scout Shop Coordinators for verification. The pin may be purchased by the nominating group or individual, typically paid from the service unit treasury with money allocated for volunteer recognitions. 6) The award may be presented at a fall or spring town hall meeting, and/or service area event. Awardees will be recognized at the fall/spring town hall meetings, accompanied by a description of their service to the area unless specifically asked not to. Awards may also be recognized through other mediums as well, including the GSWPA website and online social media, “Lead On,” and other Girl Scout or community publications (ex. “Lead On”). 7) The designated GSWPA staff person will ensure that the information is entered in the volunteer’s record in Personify. 8) The designated GSWPA staff person will send updates to membership staff listing all awards approved. GSWPA Council Volunteer Recognition: 1. Volunteer of the Year GSWPA Council Volunteer Recognition Process: 1) Volunteers must be nominated for GSUSA Board approved awards by completing the Volunteer of the Year Nomination Form. The nomination form is available on the GSWPA Council website and in the Volunteer Essentials Manual. 2) Nominations for these awards can be initiated by Girl Scout adult and girl volunteers and/or staff members. This nomination requires four letters of endorsement. The letters of endorsement for these nominations must be from individuals other than the individual submitting the nomination. 3) Award nominations are accepted and processed once a year. These awards must be received by the designated GSWPA staff person by February 1. Those not meeting the February 1 deadline will not be eligible for review unless special arrangements are made, and must still be received before the Adult Award Committee meets to review the nominations. This award will be

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recognized at the Annual Meeting, and will only be given once a year. Please submit the nomination form to the designated GSWPA staff person at the Johnstown Office or by emailing adultaward@gswpa.org. 4) If possible, a photograph of the nominated individual must be submitted with the nomination for use in other media promotion for this award and in preparation for the GSWPA Annual Meeting. 5) Once completed, the forms and all required letters of endorsement are submitted together to the designated GSWPA staff person at the Johnstown Office. 6) Once nomination forms are received by the designated GSWPA staff person, they are reviewed to make sure they are complete and that the nominated volunteer is currently a registered adult Girl Scout member. Previous award recognitions are also checked. Volunteers are only eligible to receive the Volunteer of the Year Award once. 7) The Adult Awards Review Committee, comprised of adult volunteers from throughout the Council, will review the nomination and approve or deny based on the criteria met and the information provided, and select one nominee to receive the award. 8) The designated GSWPA staff person will order the pin to be made, unless one is already in stock. As this is a one of a kind award, award pins are designed and made in Western Pennsylvania. Adequate time should be allowed to ensure that the artisan has the time she/he needs in order to complete this task. 9) Following presentation, awardee may be additionally recognized through other mediums, such as the GSWPA website and social media, Volunteer Kudos, and news releases to local community newspapers or publications. 10) The designated GSWPA staff person will ensure that the award information is entered in the volunteerâ&#x20AC;&#x2122;s record in Personify. 11) The designated GSWPA staff person will notify membership managers when volunteers are nominated.

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VOLUNTEER RECOGNITIONS IN GIRL SCOUTING Recognition

Who to Consider

Volunteer of Excellence Pin

This is a peer award, offering service units the chance to recognize those volunteers who have contributed outstanding service while partnering directly with girls in any pathway to implement the Girl Scout Leadership Experience through use of the national program portfolio or who have contributed outstanding service in support of the council’s mission delivery to girl and adult members.

After approval, the service unit or nominator may purchase the pin directly from the Council Shop.

*Appreciation Pin Board approval required and GSWPA will provide the pin.

Recognizes an individual’s exemplary service in support of delivering the Girl Scout Leadership Experience. This service, which has had measurable impact on one geographic area of service, helps reach and surpass the mission-delivery goals of the area.

Criteria

Nomination, Approval and Presentation Process

Be an active, registered Girl Scout adult volunteer.

Submit a nomination form and two letters of endorsement describing the volunteer’s accomplishments to the service unit recognitions task group outlining how the service has benefited the girls and the organization. Please note: Letters of endorsement must be from individuals other than the nominator.

The candidate: o Has successfully completed a term of service and all requirements for the position. o Has performed beyond expectations for the position to deliver the Girl Scout Leadership Experience to girls using the national program portfolio, or o Has been beyond the expectations of the position and has supported council’s missiondelivery goals in one or more of the following functional areas: Membership Development/Community Cultivation, Volunteer Relations and Support, Program, Leadership and Governance, Fund Development, and Council Support Service (such as IT, Customer Service, Merchandising, MarComm). o Actively recognizes, understands and practices the values of inclusive behavior. Be an active, registered Girl Scout adult volunteer. The service performed by the candidate is above and beyond the expectations for the position held and made an impact on a geographic area within the council’s jurisdiction. The candidate has not previously received this award.

Upon approval by the service unit, nomination form and letters of endorsement are sent to the GSWPA Staff for finalization and processing. GSWPA Staff sends out notice of approval. Presentation will be at a town hall, and/or service area event.

Submit a nomination form and two letters of endorsement to the GSWPA Staff at the Johnstown Office describing the volunteer’s accomplishments and outlining how the service has benefited the girls and the organization. Please note: Letters of endorsement must be from individuals other than the nominator. Nomination must be received by August 10th to be processed in time for the Fall Town Hall, or by February 1st for spring events. Adult Award Review Committee reviews the application and approves or denies the nomination. Upon approval by the Adult Award Review Committee, the nomination is sent to the council board of directors for confirmation. Presentation will be at a town hall, and/or service area event.

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VOLUNTEER RECOGNITIONS IN GIRL SCOUTING Recognition

Who to Consider

*Honor Pin

Recognizes an individual’s exemplary service in support of delivering the Girl Scout Leadership Experience, which has had measurable impact on two or more geographic areas of service, allowing the council to reach and surpass its mission-delivery goals.

Board approval required and GSWPA will provide the pin.

Criteria

Nomination, Approval and Presentation Process

Be an active, registered Girl Scout adult volunteer.

Submit a nomination form and three letters of endorsement to the GSWPA Staff at the Johnstown Office describing the volunteer’s accomplishments and outlining how the service has benefited the girls and the organization. Please note: Letters of endorsement must be from individuals other than the nominator.

The service performed by the candidate is above and beyond the expectations for the position held and made an impact on two or more geographic areas within the council jurisdiction. The candidate has not previously received this award.

Nomination must be received by August 10th to be processed in time for the Fall Town Hall, or by February 1st for the Spring event. Adult Award Review Committee reviews the application and approves or denies the nomination. Upon approval by the Adult Award Review Committee, the nomination is sent to the council board of directors for confirmation. Presentation will be at a town hall, and/or service area event.

*Thanks Badge Board approval required and GSWPA will provide the pin.

Honors an individual whose ongoing commitment, leadership, and service have had an exceptional, measurable impact on meeting the mission-delivery goals and priorities of the entire council or the entire Girl Scout Movement.

Be an active, registered Girl Scout adult volunteer. The outstanding service performed by the candidate resulted in outcomes that benefitted the total council or the entire Girl Scout organization, and is so significantly beyond the call of duty that no other award would be appropriate. The candidate has not previously received this award.

An individual or group submits a written nomination and four letters of endorsement to the GSWPA Staff at the Johnstown Office describing the volunteer’s accomplishments and outlining how the service has benefited the organization. Please note: Letters of endorsement must be from individuals other than the nominator. Adult Award Review Committee reviews the application and approves or denies the nomination. Upon approval by the Adult Award Review Committee, the nomination is sent to the council board of directors for confirmation. Presentation will occur at the GSWPA Annual Meeting.

*Thanks Badge II The Thanks Badge II is distinguish-able from the Thanks Badge by its blue band inside a gold band. Board approval required and GSWPA will provide the pin.

Honors a previous Thanks Badge award recipient who has continued to provide exemplary service in a leadership role, resulting in a measurable impact that benefits the entire Girl Scout Movement.

Be an active, registered Girl Scout adult volunteer. The candidate has previously been awarded the Thanks Badge. The outstanding service performed by the candidate resulted in outcome(s) that benefitted the entire Girl Scout organization, and is so significantly above and beyond the call of duty that no other award would be appropriate. The candidate has not previously received this award.

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VOLUNTEER RECOGNITIONS IN GIRL SCOUTING - CONTINUED Recognition

Who to Consider

President’s Award

Recognizes the efforts of a servicedelivery team or committee whose exemplary service in support of delivering the Girl Scout Leadership Experience surpassed team goals and resulted in significant, measurable impact toward reaching the council’s overall goals.

Board approval required and GSWPA will provide a certificate to each member of the team/committee. The name of each committee/team will be placed on plaques kept at the Pittsburgh and Johnstown Offices.

GSWPA Volunteer of the Year Award Committee selection process chooses one volunteer per service year for this honor. Volunteer of the Year Pin is provided by GSWPA.

Recognizes the outstanding contributions of one Girl Scout Volunteer during the previous service year.

Criteria

Nomination, Approval and Presentation Process

All members of the team must be active, registered Girl Scouts and volunteers.

Submit a nomination form describing the group’s accomplishments to the GSWPA Staff at the Johnstown Office outlining how the service has benefitted the girls and the organization.

All service-team members have met all requirements and expectations of the positions held. The service-delivery team or committee has significantly contributed to meeting one or more of the council’s missiondelivery goals. The service-delivery team or committee reflects the diversity of the target audience or area it serves, in girl and adult membership, in all pathways offered.

Adult Award Review Committee reviews the application and approves or denies the nomination. Upon approval by the Adult Award Review Committee, the nomination is sent to the council board of directors for confirmation. Presentation at the GSWPA Annual Meeting.

The service-delivery team or committee actively recognizes, understands, and practices the values of inclusive behavior.

Be an active, registered Girl Scout adult volunteer. Candidate has been a Girl Scout volunteer for any length of time but has made a significant impact on the Council with their time, talent and treasure in the last service year which merits council-wide recognition. The service performed by the volunteer has benefitted the entire council in a way that is above and beyond the expectations of the position(s) held, to an extent that warrants council-wide recognition and is in support of the Girl Scout Leadership Experience. The candidate has not previously received this award.

Submit a Volunteer of the Year nomination form and four letters of endorsement that support this nomination to the GSWPA Staff at the Johnstown Office. Include a current, high quality photo of the candidate. The information on the nomination form (and up to one extra page) and the letters of endorsement are the only information the committee can consider. Nominations with more than one additional page of supporting documentation will not be considered. Nominations may be from any individual. Award nominations must be received by February 1st for consideration. A Volunteer of the Year review committee reviews all submitted nomination forms and supporting documentation and selects the awardee of the GSWPA Volunteer of the Year Award.

Don’t know which award is right for you? Contact GSWPA Staff by email at adultaward@gswpa.org and we’ll be happy to assist you!

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ADDITIONAL ADULT RECOGNITIONS These recognitions can be ordered directly through the council shop Award Name

Description

Numeral Guards

Represents the number of membership years in Girl Scouting. Number of years includes both as a girl member and an adult member.

Volunteer Years of Service Pin

The Years of Service pin recognizes an adult member registered with Girl Scouts of USA for her/his years of active volunteer service at five-year intervals (5, 10, 15, etc.). This pin differs from the numeral guard in that it represents the number of years an adult volunteer has actively provided service, whereas the numeral guard recognizes years of membership.

Girl Scout Gold Award Alliance

The Girl Scout Gold Award Alliance pin is worn by members of a council’s Girl Scout Gold Award Alliance. As established by the National Council in1993, the purpose of the Girl Scout Gold Award Alliance is to support girls working toward the Girl Scout Gold Award and to increase public recognition of this award.

Outgoing President’s Pin

The Outgoing President’s pin honors a Council President upon conclusion of her/his final term of office. The council Board of Directors makes the decision to present this pin to the Council President.

Lifetime Membership Pin

The Lifetime Membership pin may be worn by any adult who is a lifetime member of Girl Scouts of USA. This pin is a gold-filled disc featuring the three girls’ profiles or an eagle logo with laurel at the bottom. It can be worn on the right side of the uniform above the personalized identification pin and can be purchased by or given as a gift to any lifetime member.

Religious Recognitions

A number of religious groups have recognitions for adults who have given distinguished service by working with young people through Girl Scouts of the USA or other youth agencies. For more information email adultaward@gswpa.org.

Special Supporters Certificate

The Special Supporters Certificate honors groups or individuals who have supported Girl Scouting in communities within the Council jurisdiction.

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APPRECIATION PIN NOMINATION FORM Please provide detailed and accurate information and reference Volunteer Essentials for all award guidelines and requirements. The information provided may be used in the presentation of the award. Attach additional sheets if necessary. Appreciation Pin Criteria: The candidate is a registered Girl Scout Adult Volunteer and has provided outstanding service to ONE or MORE geographic or program delivery audience in a way that furthers the Council’s goals. The candidate has significantly contributed to meeting one or more council goals in membership growth and retention, fund development, or increased community visibility in two or more geographic areas. And the candidate activity recognizes, understands and practices the values of inclusive behavior.

When completed, forward this nomination form and required Letters of Endorsement directly to the Service Unit Team. Service Unit Managers or Membership Managers may approve the award and then forward a copy of approved nomination forms and endorsement letters to council for processing: ATTN: ADULT AWARDS—Appreciation Pin, GSWPA Johnstown Office, 612 Locust Street, Johnstown, PA 15901 or email to adultaward@gswpa.org. Please note: Letters of endorsement must be from individuals other than the nominator. All awards for presentation at Fall Events or the Fall Town Hall must be submitted by August 10. All awards for presentation at the Spring Events or Annual meeting must be submitted by Feb. 1st.

NOMINEE INFORMATION Name of nominee: Address: Street

City

Phone-Day: Phone-Cell: Service Unit: Current position(s) held in Girl Scouting:

State

Zip

Phone-Evening: Troop # (if applicable):

Previous position(s) held in Girl Scouting: Previous awards earned by nominee:

Who is being impacted by the work of this volunteer?:

How has the nominee provided exemplary service in their service unit?:

(You may use additional paper as needed)

OVER Updated 5/30/13

127



List the results of the nominee’s actions and the impact on their girls on the service unit level:

How is this nominee a “sister” to every Girl Scout?:

Please list the individuals who are submitting letters of endorsement: (Please note: The individual submitting the award nomination cannot write a letter of endorsement for that nomination.)

1. Name: Address:

Position Street

City

Phone-Day:

State

Zip

State

Zip

Email:

2. Name: Address:

Position Street

City

Phone-Day:

Email:

Name of person submitting nomination form: Signature:

Date:

Position:

Address: Phone:

Email:

Recognition Review Committee: Approved Yes No Review Committee Signature

Comments Date

Board of Directors Review: Approved Yes No Board Signature

Comments Date

128

GSWPA VOLUNTEER OF THE YEAR AWARD NOMINATION FORM Please provide detailed, specific and accurate information, including listing qualifications and particular instances. The information provided may be used in the presentation of the award. Attach ONE additional sheet if necessary. Each nomination should include FOUR references with current contact information. Forms must be submitted for consideration by February 1. When completed, forward this nomination form to ATTN: ADULT AWARD-Volunteer of the Year GSWPA, Johnstown Office, 612 Locust Street, Johnstown, PA 15905 or adultaward@gswpa.org Please include a current, high quality photo of your nominee.

NOMINEE INFORMATION Name of nominee: Address: Street

City

Phone-Day: Phone-Cell: Service Unit: Current position(s) held in Girl Scouting: Total number of years as a Girl Scout volunteer: The nominee: Works directly with girls

State

Zip

Phone-Evening: Troop # (if applicable):

Works indirectly, working with adults

Previous awards earned by nominee:

She/he is a role model for other volunteers because:

Please describe major accomplishments in the previous service year that have helped others in the council (i.e., mentoring, etc.) and how she/he has gone beyond the requirements of her position to deserve this award:

Describe how she/he has made a positive impact on her community and the Council:

Why do YOU feel this nominee should receive the GSWPA Volunteer of the Year Award?

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How has this volunteer utilized key leadership qualities to increase the sphere of influence of the Girl Scout movement?

Describe how this volunteer has made a difference and/or a lasting impression on our Girl Scout Council during the last service year utilizing her/his time and talent:

Please list other pertinent details of this volunteerâ&#x20AC;&#x2122;s background that may support this nomination:

Individuals providing letters of endorsement (individuals who support this nomination and would be familiar with this nomineeâ&#x20AC;&#x2122;s contributions to GSWPA): 1. Name: Address:

Position Street

City

Phone-Day:

State

Zip

State

Zip

State

Zip

State

Zip

Email:

2. Name: Address:

Position Street

City

Phone-Day:

Email:

3. Name: Address:

Position Street

City

Phone-Day:

Email:

4. Name: Address:

Position Street

City

Phone-Day:

Email:

Name of person submitting nomination form: Signature:

Date:

Address: Phone:

Email:

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Position:

HONOR PIN NOMINATION FORM Please provide detailed and accurate information and reference Volunteer Essentials for all award guidelines and requirements. The information provided may be used in the presentation of the award. Attach additional sheets if necessary. Honor Pin Criteria: A registered Girl Scout Volunteer, this candidate has provided outstanding service to TWO or MORE geographic/program delivery audiences in a way that furthers the council’s goals. She/he has significantly contributed to meeting one or more council goals in membership growth and retention, fund development, or increased community visibility in two ore more geographic areas. She/he also recognizes, understands, and practices the values of inclusive behavior.

When completed, forward this nomination form and required Letters of Endorsement directly to the Service Unit Team. Service Unit Managers or Membership Managers may approve the award and then forward a copy of approved nomination forms and endorsement letters to council for processing: ATTN: ADULT AWARDS—HONOR PIN, GSWPA Johnstown Office, 612 Locust Street, Johnstown, PA 15901 or email to adultaward@gswpa.org. Please note: Letters of endorsement must be from individuals other than the nominator. All awards for presentation at Fall Events or the Fall Town Hall must be submitted by August 10. All awards for presentation at the Spring Events or Annual meeting must be submitted by Feb. 1st.

NOMINEE INFORMATION Name of nominee: Address: Street

City

Phone-Day: Phone-Cell: Service Unit: Current position(s) held in Girl Scouting:

State

Zip

Phone-Evening: Troop # (if applicable):

Previous position(s) held in Girl Scouting: Previous awards earned by nominee:

Who is being impacted by the work of this volunteer (include at least two geographic areas, girls adults, etc.?:

How has the nominee provided exemplary service in these areas?:

(You may use additional paper as needed) Updated 5/12/2014

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

List the results of the nominee’s actions and the impact on these geographic areas:

How is this nominee a “sister” to every Girl Scout?:

Please list the individuals who are submitting letters of endorsement: (Please note: The individual submitting the award nomination cannot write a letter of endorsement for that nomination.)

1. Name: Address:

Position Street

City

Phone-Day:

State

Zip

State

Zip

State

Zip

Email:

2. Name: Address:

Position Street

City

Phone-Day:

Email:

3. Name: Address:

Position Street

City

Phone-Day:

Email:

Name of person submitting nomination form: Signature:

Date:

Position:

Address: Phone:

Email:

Recognition Review Committee: Approved Yes No Recognition Review Committee

Comments Date

Board of Directors Committee: Approved Yes No Board Signature

Comments Date 132

PRESIDENT’S AWARD NOMINATION FORM Please provide detailed and accurate information and reference Volunteer Essentials for all award guidelines and requirements. The information provided may be used in the presentation of the award. Attach additional sheets if necessary. President’s Award recognizes the efforts of a service-delivery team or committee whose exemplary service in support of delivering the Girl Scout Leadership Experience surpassed team goals and resulted in significant, measurable impact toward reaching the council’s overall goals. Return your completed form to ATTN: ADULT AWARD—President’s Award, GSWPA, Johnstown Office, 612 Locust Street, Johnstown, PA 15905 or adultaward@gswpa.org by February 1st to be eligible for presentation at the GSWPA Annual Meeting. Please include a current, high quality photo of the nominated team/committee

SERVICE UNIT OR PROGRAM DELIVERY TEAM INFORMATION Service Unit Name: Service Unit Location (city/state): Service Unit #:

Number of Troops:

Name of person submitting nomination: Signature:

Position:

Address: Phone:

Email:

Date of Submission:

CRITERIA AND APPLICATION 1. All service unit team members are current registered adult Girl Scouts.

 Yes

 No

2. Describe how the service unit has contributed to meeting one or more council goals in membership growth and retention, fund development, or increased community visibility.

3. Describe how the service area reflects the diversity of the area you serve.

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4. Describe how the service unit has contributed to meeting one or more council goals in membership growth and retention, fund development, or increased community visibility.

5. Describe how the service area has adopted the new Girl Scout Leadership Experience and the Journeys in their area.

I verify that all of the above is accurate.

Nominator’s Signature

Membership Manager

Volunteer Recognition Review Committee: Approved Yes No

Comments

Review Committee Chairperson

Date

Board of Directors: Approved Yes No

Comments

Board Signature

Date

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THANKS BADGE I and II NOMINATION FORM Please provide detailed and accurate information and reference Volunteer Essentials for all award guidelines and requirements. The information provided may be used in the presentation of the award. Attach additional sheets if necessary. Thanks Badge I and Thanks Badge II Criteria: The candidate must be a registered Girl Scout Adult Volunteer. She/he has provided outstanding service that benefits the total council or the entire Girl Scout movement and has taken a leadership role at the council level in one or more of the following areas during the previous four years: increasing membership growth and retention, increasing the percentage of adult generated funding in total council income, increasing innovative program opportunities council wide, developing broad participation in policy-influencing through the democratic process, ensuring that inclusive behavior is recognized, understood, and practiced at all levels. The service of this volunteer is so significantly beyond expectations that no other award is appropriate. In order to receive the Thanks Badge II, the nominee must have previously received the Thanks Badge and has continued to provide outstanding service to the Girl Scout Organization.

Is this a nomination for (please circle): THANKS BADGE I or THANKS BADGE II When completed, forward this nomination form and required Letters of Endorsement directly to the Service Unit Team. Service Unit Managers or Membership Managers may approve the award and then forward a copy of approved nomination forms and endorsement letters to council for processing: ATTN: Thanks Badge I/II GSWPA Johnstown Office, 612 Locust Street, Johnstown, PA 15901 or email to adultaward@gswpa.org. Please note: Letters of endorsement must be from individuals other than the nominator. All awards for presentation at Fall Events or the Fall Town Hall must be submitted by August 10. All awards for presentation at the Spring Events or Annual meeting must be submitted by Feb. 1st.

NOMINEE INFORMATION Name of nominee: Address: Street

City

Phone-Day: Phone-Cell: Service Unit: Current position(s) held in Girl Scouting:

State

Zip

Phone-Evening: Troop # (if applicable):

Previous position(s) held in Girl Scouting: Previous awards earned by nominee:

Who is being impacted by the work of this volunteer (council-wide, girls adults, etc.?:

How has the nominee provided exemplary service in these areas?:

(You may use additional paper as needed)

OVER Updated 5/12/2014

135

ď&#x192;¨

List the results of the nominee’s actions and the impact on these geographic areas:

How is this nominee a “sister” to every Girl Scout?:

Please list the individuals who are submitting letters of endorsement: (Please note: The individual submitting the award nomination cannot write a letter of endorsement for that nomination.)

1. Name: Address:

Position Street

City

Phone-Day:

State

Zip

State

Zip

State

Zip

State

Zip

Email:

2. Name: Address:

Position Street

City

Phone-Day:

Email:

3. Name: Address:

Position Street

City

Phone-Day:

Email:

4. Name: Address:

Position Street

City

Phone-Day:

Email:

Name of person submitting nomination form: Signature:

Date:

Position:

Address: Phone:

Email:

Recognition Review Committee: Approved Yes No Recognition Review Committee

Comments Date

Board of Directors Committee: Approved Yes No Board Signature

Comments Date 136

VOLUNTEER OF EXCELLENCE NOMINATION FORM Please provide detailed and accurate information and reference Volunteer Essentials for all award guidelines and requirements. The information provided may be used in the presentation of the award. Attach additional sheets if necessary. Please select only ONE award per nomination form. Volunteer of Excellence Pin Criteria: The candidate has successfully completed a term of service and fulfilled all requirements of the position. She/he has performed beyond expectations for the position to deliver the Girl Scout Leadership Experience to girls using the national program portfolio or has gone beyond the expectations of the position and supported council’s mission delivery goals in one or more of the following areas: Membership Development/Community Cultivation, Volunteer Relations/Support, Program, Leadership and Governance, Fund Development, and Council Support Services. She/he actively recognizes, understands, and practices the values of inclusive behavior in her/his troop and service unit. When completed, forward this nomination form and required Letters of Endorsement directly to the Service Unit Team. Service Unit Managers or Membership Managers may approve the award and then forward a copy of approved nomination forms and endorsement letters to council for processing: ATTN: Adult Award—Volunteer of Excellence, GSWPA Johnstown Office, 612 Locust Street, Johnstown, PA 15901 or email to adultaward@gswpa.org. Please note: Letters of endorsement must be from individuals other than the nominator. Awards may submitted for final approval at any time throughout the year.

NOMINEE INFORMATION Name of nominee: Address: Street

City

Phone-Day: Phone-Cell: Service Unit: Current position(s) held in Girl Scouting:

State

Zip

Phone-Evening: Troop # (if applicable):

Previous position(s) held in Girl Scouting: Previous awards earned by nominee:

Who is being impacted by the work of this volunteer?:

How has the nominee provided exemplary service in their troop/service unit?:

(You may use additional paper as needed)

OVER Updated 5/30/13

137

List the results of the nominee’s actions and the impact on their girls on the troop/service unit level:

How is this nominee a “sister” to every Girl Scout?:

Please list the individuals who are submitting letters of endorsement: (Please note: The individual submitting the award nomination cannot write a letter of endorsement for that nomination.)

1. Name: Address:

Position Street

City

Phone-Day:

State

Zip

State

Zip

Email:

2. Name: Address:

Position Street

City

Phone-Day:

Email:

Name of person submitting nomination form: Signature:

Date:

Position:

Address: Phone:

Email:

Service Unit Team Approval (for Service Unit Approved Awards Only): Approved Yes No Service Unit Representative

Comments Date

Staff Review: Approved Yes No Review Staff Person

Comments Date 138

LETTER OF ENDORSEMENT FOR VOLUNTEER RECOGNITION NOMINEES (Please note: The individual submitting the award nomination cannot write a letter of endorsement for that nomination. CRITERIA FOR THIS AWARD IS LISTED ON THE BACK OF THIS FORM.)

Name of nominee ________________________________________________________________ Award nominated for ______________________________________________________________ Name of Person writing endorsement letter ____________________________________________ Address ________________________________________________________________________ Street

City

State

Zip

Phone ____________________________ E-mail _______________________________________ In what capacity are you familiar with the nominee’s performance/contributions to Girl Scouting? _______________________________________________________________________________ _______________________________________________________________________________ _____________________________________________________________ In approximately 100 words or less, state your reasons for endorsing this nomination. Please type or write clearly. Letters must speak to the criteria of the award (listed on the back of this form). Please include: 

How the nominee’s performance has been outstanding or beyond expectation



How the nominee’s contributions have benefited Girl Scouting



Any additional information or comments that might be helpful

_______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ Updated 5/12/2014

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Volunteer of Excellence Pin Criteria:  



The candidate has successfully completed a term of service and fulfilled all requirements of the position The candidate has o Performed beyond expectations for the position to deliver the Girl Scout Leadership Experience to girls using the national program portfolio or o Gone beyond the expectations of the position and has supported council’s mission delivery goals in one or more of the following areas: Membership Development/Community Cultivation, Volunteer Relations/Support, Program, Leadership and Governance, Fund Development, and Council Support Services Actively recognizes, understands, and practices the values of inclusive behavior

Appreciation Pin Criteria: • • • •

The candidate is a registered Girl Scout Adult Volunteer The candidate has provided outstanding service to TWO or MORE geographic or program delivery audiences in a way that furthers the GSWPA’s goals The candidate has significantly contributed to meeting one or more council goals in membership growth and retention, fund development, or increased community visibility in two or more geographic areas The candidate activity recognizes, understands and practices the values of inclusive behavior

Honor Pin Criteria: • • • •

Thanks Badge I Criteria: • • •

The candidate is a registered Girl Scout Adult Volunteer The candidate has provided outstanding service that benefits the total council or entire Girl Scout movement The candidate has taken a leadership role at the GSWPA level in one or more of the following areas during the previous four years: o Increasing membership growth and retention o Increasing the percentage of adult-generated funding in total GSWPA income o Increasing innovative program opportunities council-wide o Developing broad participation in policy-influencing through the democratic process o Ensuring that inclusive behavior is recognized, understood and practiced at all levels o The service is so significantly beyond expectations that no other award is appropriate

Thanks Badge II Criteria: • • •

• • •

The candidate is a registered Girl Scout Adult Volunteer The candidate has received the Thanks Badge Since receipt of the Thanks Badge, the candidate has provided distinguished service by o Continuing to perform at the same high level for an extended period of time, or o Increased her/his sphere of influence, or o Used her/his skills and talents to move into another field of endeavor The service benefits the total council or entire Girl Scout movement The service is outstanding and is so significantly beyond expectations that no other award is appropriate The candidate has taken a leadership role in developing a model that has been replicated at the council or national level in one or more of the following arenas during the previous three years: Membership, Program, Fund Development, Pluralism, Marketing & Communications, Strategic Leadership, and Human Resources

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1. The safety and well-being of each girl is our most important consideration. One of the most significant and frequent risks is the transportation of girls. Because the risk of injury is so significant, the council must take steps to protect our girls. 2. It is imperative that all drivers for Girl Scout activities are selected in a prudent manner. It is required that all non-hired (i.e. volunteer, parent, etc) drivers for Girl Scout activities must be registered members and have successfully completed the Volunteer Application Process (Volunteer Application, Background Check, Interest Form and registration). Drivers must insured and be at least 21 years of age, have a good driving record, a valid license, and a registered and insured vehicle. 3. Girls never drive other girls. 4. If a group is traveling in one vehicle, there must be at least two unrelated, approved adult volunteers in the vehicle, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed. 5. If a group is traveling in more than one vehicle, the entire group must consist of at least two (2) unrelated, approved adult volunteers, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed. Care should be taken so that a single car (with a single adult driver) is not separated from the group for an extended length of time. 6. Male volunteers must be accompanied by an unrelated female volunteer who is registered and approved. 7. Copies of Girl and Adult Health History forms should be in the vehicles girls and volunteers are riding in during trips. 8. Private transportation includes private passenger vehicles, rental cars, privately owned or rented recreational vehicles and campers, chartered buses, chartered boats and chartered flights. 9. If you plan to use a transportation provider, you must verify that a Certificate of Insurance is on file with GSWPA, or obtain one from the transportation provider you would like to use. See Certificates of Insurance Procedure. 10. In the event of an accident, the ownerâ&#x20AC;&#x2122;s vehicle insurance is the primary applicable insurance. 11. If you are renting a vehicle: You will need to forward copies of your receipt(s) and rental agreements/paperwork from the rental agency to your membership staff person within seven (7) business days after your trip/activity. Your membership staff person will then forward paperwork to the administrative assistant to the COO.

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You may choose to purchase optional coverage from the rental agency to provide protection should you be involved in an accident while driving a rental vehicle. Renters should check with their own insurance provider to determine if the insurance coverage on their personal automobile extends to a rental car before making any decisions about any optional products to purchase. Examples of optional insurance products include: -Collision Damage Waiver — covers the cost of damages to the rental car if the vehicle is involved in an accident. -Personal Accident Insurance — covers medical and ambulance bills for the rental car driver and passengers. -Supplemental Liability Protection — covers the cost of damages to a third party. -Personal Effects Protection — Covers personal items in the rental car. 12. Anyone who is driving a vehicle with more than 12 passengers must be a professional driver who possesses a valid commercial driver’s license (CDL). 13. Commercial vehicles without seats, such as flatbed or panel trucks must never be used to carry passengers. 14. Girl Scouts Western PA follows the Pennsylvania State guidelines for safety belt requirements. Pennsylvania’s Safety Belt Law requires all drivers to securely restrain children 8 years of age or older but under 18 years of age in a seat belt system.  All drivers transporting children four (4) years of age or older but under eight (8) years of age are responsible to securely restrain those children in a seat belt system and an appropriately fitting child booster seat.  All children 12 and under must be in the back seat.  Securely restrain children eight (8) years of age or older but under 18 years of age in a seat belt system. 15. Each driver and front seat occupant of a passenger car, truck or van shall wear a properly adjusted and fastened seat belt system. (Seat belts are the law.) 16. 15 passenger vans, with or without the last row of seats, are not permitted under any circumstances.

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These activities must be approved before making any non-refundable deposits. 

Review Safety Activity Checkpoints–Trip/Travel Camping and Group Camping and any activity-specific Safety Activity Checkpoints before planning any trip involving girls. You can find a link to these documents on our council Web site at www.gswpa.org.



Caution: You must get written pre-approval from your council for girls ages 12 and older who will:  operate motorized vehicles, such as go-carts and personal watercraft;  use firearms;  take trips on waterways that are highly changeable or uncontrollable;  experience simulated skydiving and zero-gravity rooms; or  fly in noncommercial aircraft, such as small private planes, helicopters, sailplanes, untethered hot air balloons, and blimps. Warning: The following activities are never allowed for any girl:  potentially uncontrolled free-falling (bungee jumping, hang gliding, parachuting, parasailing, moon bounce/bounce house and trampolining);  creating extreme variations of approved activities (such as high-altitude climbing and aerial tricks on bicycles, skis, snowboards, skateboards, water-skis, and wakeboards);  hunting;  shooting a projectile at another person;  riding all-terrain vehicles and motor bikes; or  taking watercraft trips in Class V or higher.



A Trip & High-Risk Activity Application must be completed for:  a trip involving travel of more than 200 miles round trip  all overnight stays – excluding camping at GSWPA owned campsites.  international trips  any trip involving a high-risk activity. Please see High-Risk Activity Operating Procedure for specific details



Activities considered high-risk:  Horseback riding stable (requires staff interview)  Hayride  Swimming/water sports  Challenge, ropes or climbing course (requires staff visit)  Activities involving motorized vehicles, such as Jet Ski’s or go-carts  Target sports (archery, firearms)  Gymnastics facility  Snow sports (skiing, tubing, sledding)  Watercraft/rentals/outfitters  High-Adventure outfitter  Transportation/bus companies  *Flights in non-commercial aircraft, such as small, private planes, helicopters, sailplanes, untethered hot air balloons and blimps.

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*This high-risk activity involves special council executive team approval, as it requires the council to purchase additional liability insurance. Please review the High-Risk Activity Operating Procedure for details and requirements. 

A Trip & High-Risk Activity Application is not needed for council-sponsored events, i.e., events listed in the S’MORE Fun section of S’MORE magazine and/or the online registration section on our website.



Verify that a Certificate of Insurance is on file with the council if you plan to use a transportation provider or participate in a high-risk activity. Check the GSWPA Web site, Volunteer section, “Places To Go” already on file before requesting a certificate from a company. See Certificates of Insurance Procedure.



If a Certificate of Insurance is not on file for a provider you want to use, one must be requested. You can find a request letter on the GSWPA Web site, Volunteer section, “Places To Go” with all necessary details included.



International Trip Requirements:  International Trips require an Intent to Travel form submitted two (2) years prior to trip, with the exception of Canada. Trips to Canada require six (6) months notice.  Contact GSWPA for information. The International trip specialist on council staff at tripspecialist@gswpa.org will provide an international travel packet and is responsible for trip approval.  Do not contact Girl Guide/Girl Scout association office in other countries for help with planning.



Forward the completed Trip & High-Risk Activity Application and any additional required paperwork (i.e., Additional Insurance Request Form with payment or any Certificates of Insurance) to your membership staff person for approval and signature at least eight (8) weeks in advance of the trip. Membership staff will notify the troop/group leader of the application status via email or mail within two (2) weeks of receipt in the council office.



If the trip involves a camping overnight at a non-council owned site, you must have your site preapproved by contacting the outdoor program director. Then you may forward the completed Trip & High-Risk Activity Application and any additional required paperwork (i.e., Additional Insurance Request Form with payment or any Certificates of Insurance) to your membership staff person for approval and signature at least eight (8) weeks in advance of the trip. Membership staff will notify the troop/group leader of the application status via email or mail within two (2) weeks of receipt in the council office.



Membership staff will forward all Additional Insurance Request Forms with payments to GSWPA, Additional Insurance Request, 30 Isabella Street, Pittsburgh, PA 15212 after approving (if applicable) the Trip & High-Risk Activity Application.



Please note that after activity/trip approval you will need to make your own reservations etc., for any campsites and activities.



For service units planning trips/activities: The Trip & High-Risk Activity Application can be submitted by the service unit for membership staff approval. The individual troops attending the service unit trip/activity do not need to fill out their own Trip & High-Risk Activity Application.

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INTENT TO TRAVEL FORM Please submit an Intent to Travel Form according to the table below based on the trip you would like to attend. Type of Trip:

3 or More Nights Trip

1 Week Trip

7 or More Nights Trip

International Trip

Cruise

Submission of Intent to Travel Form:

6 months prior

8 months prior

1 year prior

2 years prior

TRAVELER or ADULT ADVISOR OF GROUP INFORMATION Contact Name: Address: Street

City

Email Address:

State

Phone Number:

Position in Girl Scouting: Membership Expiration Date: Sites/Countries to be Visited: Date of Departure: Number of Adults Traveling:

Date of Return: Number of Girls Traveling:

Age Range:

Signature of Traveler or Adult Leader of Group:

Council Endorsement of Individual Member and/or Group Planning to Travel: Council Name: Signature for Council: Position in Girl Scouting:

Date:

Fax Completed form to 814-734-7701 or Mail completed form to: Girl Scouts Western PA C/O Program Manager 5681 Route 6N Edinboro, PA 16412 145

Zip

Safety is always a priority for all who participate in Girl Scouting. This procedure is the protocol to follow for members want to participate in a high-risk activity. These activities must be approved before making any non-refundable deposits. 1. Review any Safety Activity Checkpoints related to your activity before planning any high-risk activity. Any additional required certifications should be listed on your Trip & High-Risk Activity Application. Safety Activity Checkpoints can be found on our web site – www.gswpa.org. 2. Caution: You must get written pre-approval from your council for girls ages 12 and older who will:  operate motorized vehicles, such as go-carts and personal watercraft;  use firearms;  take trips on waterways that are highly changeable or uncontrollable;  experience simulated skydiving and zero-gravity rooms; or  fly in noncommercial aircraft, such as small private planes, helicopters, sailplanes, untethered hot air balloons, and blimps. 3. The Trip & High-Risk Activity Application must be completed for any high-risk activity listed below:  Horseback riding stable (requires staff interview)  Hayride  Swimming/water sports  Challenge, ropes or climbing course (requires staff visit)  Activities involving motorized vehicles, such as Jet Ski’s or go-carts  Target sports (archery, firearms)  Gymnastics facility  Snow sports (skiing, tubing, sledding)  Watercraft/rentals/outfitters  High-Adventure outfitter  Transportation/bus companies  *Flights in non-commercial aircraft, such as small, private planes, helicopters, sailplanes, untethered hot air balloons and blimps. *This high-risk activity involves special council executive team approval, as it requires the council to purchase additional liability insurance. Review item #9 – Special Instructions. 4. The following activities are NOT permitted:  Any potentially uncontrolled freefalling activity, such as o Bungee Jumping o Hang Gliding o Parachuting o Parasailing o Trampolining/Moon Bounce (Bounce house)  Creating extreme variations of approved activities, such as o High Altitude Climbing o Aerial Tricks on bicycles, skis, snowboards, skateboards, water-skis, and wakeboards  Hunting  Shooting a projectile at another person, such as o Paintball  Riding All-Terrain Vehicles and Motor Bikes  Watercraft trips in Class V or higher

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This list will be updated throughout the year. 5. GSWPA requires Certificates of Insurance with at least $1,000,000 of insurance coverage from facilities and $5,000,000 from transportation/bus companies. Verify that a Certificate of Insurance is on file with Girl Scouts Western Pennsylvania. Check the GSWPA Web site, Volunteer section, for “Places To Go” already on file before requesting a certificate from a company. 6. If a Certificate of Insurance is not on file for a high-risk activity, one must be requested by the volunteer from the facility or transportation/bus company. A sample request letter can be found on the Volunteer Web site “Places To Go” page with all necessary details included. 7. Forward the completed Trip & High-Risk Activity Application and any additional required paperwork (i.e., Additional Insurance Request Form with payment, or Certificates of Insurance) to your Membership staff person for approval and signature at least eight (8) weeks in advance of the activity. Membership staff will send the approved or denied form back to the troop/group leader via email or mail within two (2) weeks of receipt of a properly and fully completed application in the council office. 8. Membership staff will approve/deny request or contact volunteer for further information. If approved, your membership staff will forward any additional insurance requests with payment to: GSWPA, Additional Insurance Request, 30 Isabella Street, Pittsburgh, PA 15212 for processing. 9. Special instructions: For flights in non-commercial aircraft, such as small, private planes, helicopters, sailplanes, untethered hot air balloons and blimps Requirements for requests that include flights in non-commercial aircraft, such as small, private planes, helicopters, sailplanes, untethered hot air balloons and blimps will be reviewed by the council executive team and must include:  Trip & High-Risk Activity Application  Certificate of Insurance from service provider  Parent permission forms  Written description of desired educational outcomes  Completed Hold Harmless Form Forward your request with required paperwork to your membership staff contact 12 weeks in advance of the flight activity. This time frame allows us to ensure the safety of all participants and for the purchase of additional liability insurance. Membership staff will forward request within seven (7) days of receipt to the council executive team. The request will be reviewed by the council executive team within two (2) weeks of the date of submission. A written response will be mailed to the requestor within two (2) days of a determination. Please refrain from finalizing your plans until you have received approval. The response may be one of the following:  Approved  Denied  Approved with revisions – This may occur if the insurance cost to the council is ineffective for the amount of girls being served. In this case, council may request a participant cost increase for the program to be approved.

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TRIP & HIGH-RISK ACTIVITY APPLICATION These activities must be approved before making any non-refundable deposits. COMPLETE this application for: Any camping that includes High Risk Activity Any travel of more than 200 miles roundtrip Any overnight stays – excluding camping at GSWPA camps High-Risk Activity ATTACH REQUIRED ITEMS:  TRIP ITINERARY— Attach an overview of your trip plans. Note MAJOR activities/events only.  TRIP BUDGET— Included worksheet.  TRIP ROSTER— Included form. (Please see Decision Tree on page 108 of Volunteer Essentials to determine who must complete the application process and register.)

 ADDITIONAL INSURANCE FORM & FEE— To cover non-members for any trip/activity and for all participants (including members) on trips/activities of more than two (2) overnights.

SUBMIT completed application and any additional required forms to your membership staff by: Short/Day - 4 weeks Overnight (1-2 night) - 8 weeks in advance Extended overnights(3 or more nights) - 3 months in advance International trips - 1 year in advance (except Canada – 3 months)

STOP Need help? Contact your membership staff or refer to the following procedures: Trip Procedure, High-Risk Activity, Additional Activity Insurance, Certificates of Insurance and Transportation Procedures

TROOP/GROUP INFORMATION Troop # or Group name  Girl Scout Daisy (grades K-1)  Girl Scout Cadette (grades 6-8)

Service Unit#  Girl Scout Brownie (grades 2-3)  Girl Scout Senior (grades 9-10)

 Girl Scout Junior (grades 4-5)  Girl Scout Ambassador (grades11-12)

Troop/group leader Address Street

City

Phone-Day Email Address

State

Zip

Evening

TRIP PLANS—Check ALL that apply  Short Trip–points of interest in neighborhood  Extended overnight (3+nights)  High-Risk Activity Trip dates: From

 Day Trip  National trip  Over 200 miles roundtrip

 Overnight Trip  International trip  Camping–non-GSWPA campsite

Estimated travel time to destination

Expected number attending: Girls

Adults __________

Destination/Activity Summary ___________________________________________________________________________________ Type of lodging (if swimming pool is used, a lifeguard must be present)  Hotel/motel

 GSWPA Camp

 Non-GSWPA Camp * describe (tents/cabins/etc) ________________________________________________  Other * describe Lodging Name

______________________

Address

Phone________________________

______________________________________ Street

City 148

State

Zip

OVER



STOP

If any trip lasts longer than two (2) overnights and/or any non-members are attending, you will need to purchase additional

activity insurance. For more information, please refer to the Additional Activity Insurance Procedure.

HIGH-RISK ACTIVITIES – For more information,

review the Safety Activity Checkpoints for your activity. Please refer to the High-Risk Activity Procedure for special instructions regarding the approval process for these activities and age restrictions.

 Horseback riding stables  Hayride  Target sports (archery)  Gymnastics facility  Snow sports (skiing/tubing/sledding)  Target sports (firearms)  High-adventure outfitters  Transportation/bus companies Watercraft/rentals/outfitters  Challenge/rope/climbing course  Activities with motorized vehicles (such as jet ski’s/go-carts)  *Non-commercial aircraft (such as helicopters, non-tethered hot air balloons)  Swimming/water sports *Please refer to the High-Risk Activity Procedure for activities not permitted.

For High-Risk Activities—A current certificate of liability insurance:  Attached  On file with GSWPA—please check GSWPA website for a list of certificates already on file which can be found on the Volunteer page under “Places To Go”. For more information, please refer to the Certificates of Insurance Procedure

CERTIFIED/TRAINED ADULTS – Must be present at all times AND submit copies of certifications/training cards with this form. Lifeguards MUST have their certifications and photo identification on their person while they are lifeguarding.

First-aid certified adult

Exp Date

CPR certified adult Exp Date Travel Trained adult __________________________________________Course Date_________ Outdoor 101 trained adult

Course Date

Basic Camping Skills trained adult Basic Tent and Yurt Camping Skills

Course Date Course Date

Other certifications (Lifeguard, Archery, Watercraft, Low Ropes Challenge Course or Outdoor trainings attended prior to 2008) Adult Course Name Exp Date Adult

Course Name

Exp Date

TRANSPORTATION – Refer to the Transportation Procedure for ALL transportation requirements.

 Car(s):

 Rental vehicle 

Bus/tour company name

For Bus/tour companies—A current certificate of liability insurance ($5 million minimum) is required:  Attached  On file with GSWPA—please check website. For more information, please refer to the Transportation Procedure and the Certificates of Insurance Procedure

EMERGENCY CONTACT The emergency contact must be able to be reached during the activity/trip, hold participant information and notify parents/guardians of delays, emergencies, cancellations, etc. Emergency contact name: Phone-Day Evening Address Street

City

State

Zip

SIGNATURE AND APPROVAL

 I verify that we will review and comply with the Safety Activity Checkpoints Troop/Group Leader Signature

for these activities/trips:

Date

APPROVAL– For council use only: Date received Date approved Signature of membership staff If application for camping at a non-council owned site:

 Outdoor Program Director approval - non-council owned site:

Date approved ___________ Signature_________________ 149

BUDGET WORKSHEET Total income to pay for trip should equal expenses Trip Planned Expenses: Transportation Accommodations Food Program/event fees Emergency fund Spending money Other TOTAL Expected $/participant:

Travel planning Income: Troop/group treasury Family/girl Troop money-earning Program certificates Using cookie credits Other Other TOTAL

ROSTER

Name

Troop #

150

Address & Phone (include street, city and zip)

CERTIFICATES OF INSURANCE - Issued by high-risk facilities and by transportation companies to GSWPA 1. Current Certificates of Insurance must be on file in the GSWPA chief operations officer’s office for any facility/site at which the Girl Scouts are participating in high-risk activities. If a valid certificate is not currently on file with GSWPA, the troop/group leader making event arrangements must request a Certificate of Insurance from the facility be emailed, faxed (412-391-4413) or post mailed to GSWPA, Administrative Assistant, 30 Isabella Street, Suite 107 Pittsburgh, PA 15212 at least three (3) weeks in advance of the event. 2. The Certificate must list the certificate holder as: o Girl Scouts Western Pennsylvania 30 Isabella Street; Suite 107 Pittsburgh, PA 15212 o The Certificate must have an expiration date and dollar amount of liability insurance coverage. GSWPA requires at least $1,000,000 coverage from facilities and $5,000,000 from transportation companies. 3. A list of current Certificates of Insurance from all facilities, transportation companies and stables is posted on the GSWPA Volunteer Resources section of the GSWPA website on the “Places to Go” page – this is updated monthly. 4. A request letter template link is also available on this site. This is used to request a Certificate of Insurance from a facility, transportation or stable. 5. Please contact the administrative assistant to the chief operations officer or your membership staff contact for further assistance. CERTIFICATES OF INSURANCE - Issued by GSWPA to community facilities 1. A community facility (school, etc.), may request a certificate of insurance from GSWPA regarding facility usage for Girl Scout meetings or program events. The troop/group leader or person in charge of the program event completes a Certificate of Insurance Request Form located on the Volunteer Resources section of the GSWPA Web site “Forms” page, and submits to GSWPA, Administrative Assistant, 30 Isabella Street, Suite 107, Pittsburgh, PA 15212 three (3) weeks in advance of first meeting/event. 2. If the facility is a school building, please list the school district name, the specific school building being used, as well as a contact person’s name and email address, fax number and street address. A certificate issued to a school district automatically covers all buildings in that school district. 3. A certificate of insurance will be sent according to the information provided on the request form. If the requester’s email address is listed, a Certificate of Insurance will also be sent to that email address.

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CERTIFICATE OF INSURANCE REQUEST FORM Issued by GSWPA This form is used when a certificate of insurance is requested by an outside organization, such as a school or a mall. Instructions: Complete and submit at least three (3) weeks in advance to: GSWPA, Certificate Request, 30 Isabella Street, Suite 107, Pittsburgh, PA 15212 Troop #

Service Unit

Date(s) of activity Type of activity certificate is needed for

Name of Volunteer requesting certificate: Phone-Day

Phone-Evening

Email address

Please issue certificate to: Location* Name: Address Street

City

State

Zip

Attention (Contact name): Contact Phone

Contact email

*If this for a school location, please indicate school name, district and location: School Name Address

School District

Street

City

State

Zip

Send certificate to:

 Email  Fax  Above address  Other address

Attn: Attn:

Street

City

State

Zip

The council copy of the certificate will be sent by first class mail unless an email or fax number is provided above.

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1. Additional Activity Insurance must be purchased for any activities not covered under Plan 1. Plan 1 Members Accident – The Basic Plan: Every registered member of the Girl Scouts of the USA is automatically covered under the basic Accident Insurance during normal supervised program activities lasting two consecutive nights or less (three nights when one of the nights is a federal holiday, like Memorial Day). Coverage begins when girls and adults are registered with the council. For more details, please refer to the Activity Accident Insurance – Basic Coverage brochure found in the fall packet or online at www.gswpa.org. Following are descriptions of the GSWPA additional activity insurance plans: Plan 2 – Participant Accident – Provides Accident Insurance for non-members attending any Girl Scouts events lasting two consecutive nights or less. Recruitment events, family events and programs held in conjunction with other organizations where Girl Scouts is the primary sponsor are examples of events requiring additional insurance coverage for the non-member attendees. Insurance costs related to recruitment events that have been approved by your membership manager are paid for by GSWPA. Plan 3E – Extended Event – Provides Accident & Sickness for members and non-members as participants during events lasting more than two overnights. After paying the first $130, GSWPA will not duplicate family health insurance payments. Day Camps do not require this plan as they do not have girls staying overnight but will need insurance for non-members. Plan 3P – Extended Event Primary – Provides Accident & Sickness for members and nonmembers as participants during events lasting more than two overnights. This is an alternative to Plan 3E if a first dollar or primary medical reimbursement coverage is desired. Plan 3P-I – International Extended Event – Combines primary Accident & Sickness insurance coverage with emergency travel assistance service as “safety-net” feature for international trips lasting more than two overnights. A full roster with names and ages is required. 2. Additional insurance is requested by completing an Additional Insurance Request Form (one per event) and including a check in the proper amount made payable to Girl Scouts Western Pennsylvania (GSWPA). This form is located on the Volunteer section of the GSWPA Web site by clicking on Volunteer Resources, then “Forms” page. 3. Volunteers will submit their Additional Insurance Request Form with payment to their membership staff contact. If applicable, the Trip and High-Risk Activity Application will accompany the Additional Insurance Request Form. 4. Membership staff will forward all Additional Insurance Request Forms with payment to: GSWPA, Additional Insurance Request, 30 Isabella Street, Pittsburgh, PA 15212 (after approving the Trip and High-Risk Activity Application, if applicable). 5. Regarding Tag-A-Longs: If there is a planned activity that is age appropriate for all attending, then any registered members would be covered by the basic plan (as long as the event is no longer than two consecutive overnights). Any non-registered attendees would need additional 153

insurance purchased– as long as there are planned events that are age appropriate. If there is no planned activity that is age appropriate, then Tag-A-Long’s (whether registered or not) are not covered under the basic plan included with membership or any additional insurance. It will be the responsibility of the adult in charge to ensure the well-being of the Tag-A-Long and/or find a suitable activity for the Tag-A-Long. For example: if a Daisy is attending a Cadette event where they were participating in archery – and there is no planned event/activity for that Daisy that is Daisy appropriate – then the Daisy would not be covered under the basic plan as registered members and are not insurable even under the additional plan. 6. Additional insurance is not required for event activities that are “usual” in nature. For example, Gold Award ceremonies, Bridging events, dinners and receptions, etc. where nonmembers are not actively participating in the activity. See decision tree below. 7. A minimum payment of $5 is required for additional insurance requests; however, multiple additional request forms (even if events will be held on different days at different places and times) can be combined to make one submission to Mutual of Omaha to reduce insurance costs. 8. If an email address is provided on the Additional Insurance Request Form, an insurance enrollment confirmation email will be sent.

Do I need to purchase additional activity insurance?

Are there any non-members attending?

YES – Buy Extended Event (Plan 3E) or higher

YES

Is the activity/event more than 2 overnights?

YES – Buy Extended Event (Plan 3E) or higher insurance for both members and non-members.

NO – Do not buy insurance.

Are you staying more than 2 overnights?

insurance.

Does the event/activity require any participation by the nonmember?

NO – Do not buy insurance if non-member is only seated/watching. Ex: Gold Award Ceremony

YES – Buy Participant Accident (Plan 2) for nonmember(s) – even if the event is only an hour, etc. Ex: Family event, troop trip

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ADDITIONAL INSURANCE REQUEST FORM INSTRUCTIONS: Review the Additional Activity Insurance Procedure.  Complete an Additional Insurance Request Form – one (1) per event.  Include a check payable to GSWPA and submit eight (8) weeks prior to event to your membership manager. If this is for a trip or high-risk activity: Mail with your Trip and High-Risk Activity Application.  A minimum payment of $5 is required on all additional insurance requests. DO NOT send cash.  If submitting more than one request, they can be combined to a single $5 payment. FORM SUBMITTED BY (Please print) Name: Address Street

City

Phone

State

Zip

ADULT IN CHARGE OF ACTIVITY (if different from adult submitting) Name Address Street City State Phone

Zip

DESCRIPTION OF EVENT/ACTIVITY Event Name/Description: Location Name Address Street

City

State

Zip

Beginning Date Ending Date Event Duration (number of days) (Each portion of a day is counted as a full day) Number of registered Girl Scouts attending: (Extended Event (3E) Insurance is required for registered Girl Scouts when activity lasts longer than 2 overnights) Number of non-members attending: any activity.)

(Insurance is required for all non-members participating in

COMPLETE THE CHART BELOW FOR THE TYPES(S) OF INSURANCE COVERAGE NEEDED–See example below and review the Additional Activity Insurance Procedure for descriptions of the different plans. PLAN

Number of Participants Example

Number of Days

Number of participants X Premium Number of days each day

@.11

2 Participant

@.11

3E Extended Event

@.29

3P Extended Event Primary

@.70

3P-I International Extended Event

@$1.17 155

TOTAL DUE (Minimum $5) $3.30 ($5)

An Accident Incident Report Form must be completed immediately:  after an accident or incident that requires more than routine first-aid care occurs or  when there has been an incident that requires special attention Specific information and all details must be provided. For council-sponsored/approved events: o

Submit a copy of the completed Accident Incident Report Form (signed and dated) to your membership staff contact and submit the original Accident Incident Report Form within twenty-four hours to:  Girl Scouts Western Pennsylvania, Administrative Assistant, 30 Isabella Street, Pittsburgh, PA 15212  Or email jdineen@gswpa.org  Or fax 412-391-4413 Submit appropriate bills and insurance statements with the Mutual of Omaha Claim Form (if applicable) to Executive Assistant, 30 Isabella Street, Pittsburgh, PA 15212. Please review the Insurance Claim Procedure.

For guests/volunteers/visitors to any of the GSWPA properties/offices: o

Keep a copy of the completed Accident Incident Report Form (signed and dated) and submit the original Accident Incident Report Form within twenty-four hours to:  Girl Scouts Western Pennsylvania, Administrative Assistant, 30 Isabella Street, Pittsburgh, PA 15212  Or email jdineen@gswpa.org  Or fax 412-391-4413 Submit appropriate bills and insurance statements with the Mutual of Omaha Claim Form (if applicable) to Executive Assistant, 30 Isabella Street, Pittsburgh, PA 15212. Please review the Insurance Claim Procedure.

156

ACCIDENT/INCIDENT REPORT FORM Instructions: Complete fully and submit to: GSWPA, 30 Isabella Street, Suite 107, Pittsburgh, PA 15212 â&#x20AC;&#x201C; ATTN: Accident/Incident Report This form must be complete immediately upon an accident or incident that requires more than routine first-aid care. It is also required when there has been an incident that requires special attention. Be very specific and provide all details. Use additional sheets of paper if necessary. If the person involved in the accident would like to submit an insurance claim, please have them submit appropriate bills and insurance statements with the Mutual of Omaha Claim Form to the address listed above, ATTN: Insurance Claim.

Name of person involved in accident/incident

Troop/group

# Phone

Address Street

City

State

Zip

If more than one person was involved in the accident/incident, please list their name, address, phone number and troop number on a separate sheet of paper and attach to this report

Name of person making report

Position

Phone

Address Street

City

Date of occurrence

State

Zip

Exact time of occurrence

Location of occurrence Parent/guardian name

Phone

Address Street

City

State

Zip

Give specific details of what happened (Attach additional pages if needed):

What steps were taken and by whom?

Parent/guardian comments/reaction when notified by the adult in charge of the event:

OVER 157

ď&#x192;¨

List what statements were made to whom and by whom (Attach additional pages if needed):

List all witnesses: Name

Phone

Age

Address Street

City

State

Name Address

Zip

Phone Street

City

Age State

Zip

List other involved (i.e., police, fire department, etc):

For those incidents involving medical treatment:: Was the victim transported to the hospital?

ď ą Yes ď ą No

By Whom?

Name of hospital

What was the diagnosis? If an ambulance/rescue service was called: Name of ambulance/rescue service

Address

Name/position of staff member who made a follow-up phone call to the parent/guardian?: Name of staff member

Position

What were to results of the follow-up phone call?

List any corrective action steps that were taken to prevent the accident/incident from occurring in the future:

Signature of leader or event director

Date

EMERGENCY INFORMATION Call for emergency help Alert GSWPA Corporate office: 1-800-248-3355 (M-Th 8:30 a.m.-5 p.m., Fri 9 a.m.-noon) or 1-877-3597878 (after business hours). Refer all inquires and media requests for information: GSWPA Corporate office: 1-800-248-3355. Speak only to the police and proper authorities. Do not sign any statements or reports, except for police.

158

1. The leader completes all information requested under the Girl Scout Leader Statement section of the Mutual of Omaha-Girl Scouts of the USA Claim Form to the best of her ability, then signs and dates the form. It is imperative that all information is included to expedite processing and to avoid delay. 2. The claim form must be given to the claimant for completion of all identification and insurance information. If the injury involved a minor, the claim form is given to the parent/guardian for completion and signature in order to be processed. 3. The claimant or parent/guardian will then:  Complete the Claimant Information section, including original signature section and submit any itemized bill(s) complete with diagnosis, date(s) and procedure code(s).  Retain one copy of the completed claim form for their records.  Send the original to: GSWPA 30 Isabella Street, Suite 107 Pittsburgh PA 15212 ATTN: Insurance claim for validation along with any available bills for covered expenses which have been incurred. Claims cannot be processed without council signature.  If bills are received after the initial claim is submitted, they should be submitted to Mutual of Omaha according to the directions given by Mutual of Omaha after the claim is received.  NOTE: The address section on the claim form must be the Claimant’s Home Address, not the Council or Resident Camp address or the address where the covered event was held. Council Procedures: 1. The council receives the completed Mutual of Omaha-Girl Scouts of the USA Claim Form and reviews for:  membership status or purchase of additional insurance,  eligibility, and  presence of a bill and that the activity information provided is sufficient to confirm that the claim is for a Girl Scout-related accident or illness. 2. A Council official must sign the form. Mutual of Omaha relies on the council to verify that the claim is for a Girl Scout-related accident or illness. 3. GSWPA will retain one copy of the claim form for their records and send the original (with any bills and the original Accident/Incident form) to Mutual of Omaha Life Insurance Company.

159

There are occasions when a troop/group or service unit may participate in an activity involving a facility or event that requires the participant to sign a Hold Harmless Agreement. This potentially includes schools, community centers, churches/synagogues and other troop meeting places. 1. GSUSA recommends that for protection of both Girl Scouts Western Pennsylvania (GSWPA) and the girls and volunteers participating in the activity, participation is limited to those sites and events that carry at least $1 million in liability insurance, and GSWPA requires a copy of the Certificate of Insurance (see Certificate of Insurance procedures). 2. Do not sign a Hold Harmless Agreement without consulting GSWPA membership staff. 3. If the Hold Harmless Agreement or indemnity agreement relates to a waiver by GSWPA, the document must be forwarded to membership staff a minimum of one (1) month prior to the date of the event or first meeting, along with the Certificate of Insurance from the hosting facility or organization. 4. Membership staff will forward the Hold Harmless Agreement to the regional vice president or director of membership for signature, and the signed agreement will be returned to the leader one (1) week after receipt in the office. 5. If the Hold Harmless Agreement cannot be signed due to a determination that GSWPA or the troop/group would be assuming an unacceptable level of risk, the regional vice president or director of membership will contact the leader or event director within one (1) week of receiving the documentation. 6. If an agreement to participate in an activity requires a personal waiver, it must be signed by each girlâ&#x20AC;&#x2122;s parent/guardian. The troop and/or the council cannot sign on behalf of the girl or her parent/guardian. Each parent/guardian must read and evaluate the waiver before signing it. Girl Scouts Western Pennsylvania does not make any recommendation about whether or not to sign the waiver.

160

The Girl Health History and Adult Health History forms are a current record of an individualâ&#x20AC;&#x2122;s past and present health status that is completed and signed by an individual adult or the parent or guardian of a minor. The required signature serves as evidence that the individual adult or guardian has supplied complete and accurate health information related to the minorâ&#x20AC;&#x2122;s participation in specific activities. The Girl Health History also contains the consent to administer medication, both prescribed and overthe-counter. 1. At the beginning of the new membership year (or anytime a new member joins a troop or group) all troop/group members must submit completed Girl Health History or Adult Health History to their troop or group leader. 2. The Girl Health History and Adult Health History are to be updated yearly. As a best practice, a new form should be completed every year. 3. Troop/group leaders will maintain health histories for the entire Girl Scout year, and are required to have a copy on their person at all times â&#x20AC;&#x201C; whether at their normal meeting site or when on a troop trip, participating in any troop activities, day camps, for all GSWPA councilsponsored events, etc. 4. For council-sponsored events, a confirmation (email or regular mail) will be sent to the registrant. At the request of the event manager, this confirmation can include a Girl Health History and/or Adult Health History. 5. Blank copies will be available at council-sponsored events and trainings for those attending who do not have a Girl Health History or Adult Health History on file with a troop, i.e., individually registered Girl Scouts, or participants who have signed up for an event and either are not members or are new members. 6. GSWPA respects the privacy of an individual's health information. Troop/group leaders and event managers are asked to secure forms as necessary to ensure privacy.

161

GIRL HEALTH HISTORY

Date

Instructions: Complete form and secure parent/guardian signature and submit to troop/group leader or event director. Girl’s Name Address Street

City

State

Name of family physician

Zip

Phone

INSURANCE INFORMATION Is the participant covered by family medical/hospital insurance? If so, indicate carrier or plan name

Yes No Group #

HEALTH HISTORY List any physical or behavioral conditions that may be useful to the adult in charge or which may limit full participation in Girl Scout activities:

Allergies (medication, food or other)

RESTRICTIONS – The following restrictions apply to this individual:  Does not eat red meat  Does not eat shellfish  Allergy to latex

 Does not eat pork  Does not eat eggs  Does not eat dairy products  Does not eat poultry  Does not eat peanuts  Allergy to stinging insects  Other

MEDICATIONS—Leaders are not required to dispense medication. Prescription and over-the-counter medicines must be sent in their original container with the physician prescribed orders including instructions and given to the troop leader/first aider.

Permission to use and carry self-administered emergency medication: I confirm that my child has the knowledge and skills to safely have readily available (carry or possess outside of the regular supervision of the troop leader/first aider) and self-administer the indicated emergency medication as medically necessary at Girl Scout activities. They need to notify the troop leader/first aider if they have to use their medication. Please circle all that apply.

Asthma Inhaler

Epinephrine Pen

Other: (please list)

Signature of parent/guardian

Date

Permission to provide necessary treatment, emergency care and over-the-counter meds checked below . I hereby give permission for my daughter to receive medication checked below and emergency medical care if necessary. Signature of parent/guardian

 Advil/Ibuprofen  Calamine lotion

Date

 Aloe Vera gel  Tums/Maalox

 Benadryl  Tylenol 162

OVER



Custodial parent/guardian name Phone-Day (

)

Second parent/guardian name Phone-Day ( )

Evening (

)

Evening (

)

In case of an emergency when parent/guardian is not available, please notify: Name Phone-Day (

Relationship )

Evening (

)

GIRL CODE OF CONDUCT I WILL cooperate with the adult in charge, respect the people and places with which I come in contact, abide by the Girl Scout Promise and Law, participate in all required activities, be responsible for my personal belongings and equipment, and observe all safety regulations. I understand that if I am involved in any unacceptable behavior, I may be sent home. I understand that if I am sent home, it will be my parents/guardians responsibility to pick me up any time of the day or night and that any additional expense incurred will be their responsibility. Participantâ&#x20AC;&#x2122;s signature

Date

Parent/guardian signature

Date

163

Date

ADULT HEALTH HISTORY Adult name Address Street

City

State

Name of family physician

Zip

Phone

INSURANCE INFORMATION Is the participant covered by family medical/hospital insurance? If so, indicate carrier or plan name

Yes No Group #

HEALTH HISTORY List any physical or behavioral conditions that may affect or limit full participation in Girl Scout activities:

Allergies (medication, food or other)

RESTRICTIONS – The following restrictions apply to this individual:  Does not eat red meat  Does not eat shellfish  Allergy to latex

 Does not eat pork  Does not eat eggs  Does not eat dairy products  Does not eat poultry  Does not eat peanuts  Allergy to stinging insects  Other

Medications being taken (prescription and over-the-counter)

In case of an emergency, please notify: Emergency contact name Relationship Phone-Day (

)

Evening (

)

Evening (

)

Emergency contact name Relationship Phone-Day (

)

Participant’s signature

Date 164

1. Girl Scouts Western Pennsylvania (GSWPA) provides a Board Resolution authorizing troop/group/service unit volunteers to open and maintain accounts on behalf of the troop/group/service unit. The Board Resolution also allows for GSWPA to make account inquiries and close accounts if necessary. 2. Troop funds are only to be used for Girl Scout-related activities, which are based on girl-led decision making. 3. Those assuming stewardship of any Girl Scout monies within the jurisdiction of GSWPA are accountable to the council for those funds and must comply with the following: ď&#x201A;ˇ All adults handling or managing funds must be registered members and have completed the application and screening process for their position and have been reappointed. ď&#x201A;ˇ The troop leader, or their designee with troop leader oversight, is responsible for maintaining records and preparing reports that reflect the status of the troop/group funds. 4. All troops or groups who handle $25 or more annually are required to have a bank checking account. 5. Troops may only have one bank account. Service units may only have one bank account. 6. Travel Clubs may open a bank account under these same procedures. 7. Indie Girl Scouts may not have bank accounts. 8. Troops/groups may use checks and/or debit cards as necessary. Please see the operating procedure titled Debit Cards. 9. GSWPA staff will authorize the troop/group/service unit volunteer to open a bank account via a letter and a board resolution. Please see the forms section of our website for details on how to request a letter and board resolution. 10. A bank should be located that offers no-fee accounts for non-profit organizations. This varies from branch to branch. 11. The account must have a minimum of three signatures authorized on the accountâ&#x20AC;&#x201D;two registered and approved non-related adults from the troop/group and one from the service team. Adults must not be living within the same household or related to one another. 12. The designated signers are authorized to deposit and withdraw monies from the troop/group accounts only. The designated signers are not authorized to conduct any other business on behalf of GSWPA or to access any accounts GSWPA may maintain at the bank except for those specific to their troop/group/service unit.

165

13. In order for checks to be processed, one authorized, registered member and approved volunteer must sign each check. 14. Reimbursement checks for acceptable troop expenses must be written and signed by someone other than the payee.

15. ACH Electronic Debit/Credit Authorization forms must be updated to reflect the current authorized signers. 16. All accounts shall be maintained in the name of “Girl Scouts Western Pennsylvania” and must be opened with the GSWPA EIN: 25-1126094 as follows:  Girl Scouts Western Pennsylvania  Troop # (or name of group or service unit)  The account address must be the current address of the troop/group/ service unit leader/volunteer. 17. Upon opening/changing bank accounts and/or changing authorized signers on the account, an ACH Electronic Debit/Credit Authorization form must be submitted to the council finance department. The information will then be processed and forwarded to the service unit finance manager. 18. In the event of the dissolution of the troop/group, the chief operations officer shall be authorized to sign checks transferring the funds from the account to the custodian account. 19. Bank accounts that are inactive for 12 months or more are eligible to be closed by Girl Scouts Western Pennsylvania. SERVICE UNIT ACCOUNTS: Service unit accounts must follow all procedures outlined in this procedure (Bank Accounts) and all other procedures related to troop/group finance. The treasury should be controlled by the service team and reviewed by membership staff.

166

Service Unit Name Service Unit #

Troop #

ACH Electronic Debit/Credit Authorization (This form replaces the bank account information card.)

This form is to be completed by all GSWPA Service Units/Troops/Groups that have been given permission to open a bank account in the Councilâ&#x20AC;&#x2122;s name. This must be completed as soon as a new bank account is opened. Once completed, all forms are to be mailed to: GSWPA, 30 Isabella St., Suite 107, Pittsburgh, PA 15212 Attn: Tina Allman. The information below will be compiled and shared with service unit finance managers and membership staff. The undersigned acknowledges and agrees:

1. To be responsible for depositing sufficient funds to cover debits for any Product Sales and will be responsible for any resulting non-sufficient funds (NSF) charges. 2. To expressly authorize GSWPA to repeat any debit for Product Sales that fails for any reason. 3. To work closely with GSWPA to pay all Product Sales amounts due to council in any manner agreed to by both parties. 4. To authorize GSWPA to credit funds to account for refunds related to deposits, bonuses, etc. 5. This authority will remain in full force and effect until GSWPA has received written notification of the closing of this bank account and in such time and manner as to afford GSWPA and the Depository a reasonable opportunity to act upon it.

This authorization must be signed by an authorized check signer on the bank account. List all authorized signers. Signature Date Printed Name Position Address City , PA

Zip code

Telephone Email Authorized Signers: (Please use reverse side for any additional Authorized Signers.)

Name Name Address

Address

City

Phone

, PA Zip Code E-mail

Phone

, PA Zip Code E-mail

Bank Information: Bank Name Branch Office Address City , PA Zip Code Routing # Account # Is there a debit card used with this account?

Yes

Who keeps the debit card? Staple voided check here (not deposit slip). If voided check is not available, the bank must provide the routing number and troop 167 account number on bank letterhead.

Rev. 6/3/2014

Troops/groups may use checks and/or debit cards as necessary. Service units may also maintain a debit card to assist individual girls with registration and/or for purchases and activities related to service unitâ&#x20AC;&#x2122;s programs and events. 1. Only one debit card will be permitted per troop. Only one personâ&#x20AC;&#x2122;s name may be on this debit card. This is the only person who may use the debit card.

2. If the volunteer assigned the debit card is no longer a member of the troop or service team, the card must be turned in to the service unit finance manager (or service unit manager or membership staff if the service unit finance manager position is not filled), the bank notified, and the card destroyed. A new card may be issued (via the bank) and assigned to that troop. The new cardholder must follow all previously stated policies. 3. The debit card can only be used for point of sale purchases, reservation or online purchases as needed. THE DEBIT CARD CANNOT BE USED TO WITHDRAW CASH FROM ATM MACHINES OR FOR CASH BACK WITH PURCHASES. Using the debit card for cash can result in the loss of the card. 4. If the troop/group is audited, all itemized receipts related to debit card purchases must be provided. 5. Council reserves the right to modify or revoke this procedure as necessary.

168

1. Service unit team and GSWPA membership staff will make reasonable efforts to secure additional girls and/or new leadership for a troop considering disbanding. 2. If it is determined a troop will not continue, the girls in the troop are to decide how their troop funds will be spent and the disbursement of any troop supplies or equipment within 60 days of disbanding or dividing. 3. Any troop funds or equipment remaining after 60 days will be divided proportionally by the number of girls continuing their troop or group membership and forwarded to their new troops. 4. Any troop funds, equipment or supplies remaining after 60 days will be given to the service unit to distribute among the remaining troops in the service unit or used by the service unit. 5. If the Annual Finance Report filed in June did not reflect a $0 balance, an additional Annual Finance Report will be filed, reporting the disbursement of remaining funds. This will be due to the service unit manager or membership staff no later than 60 days after disbanding or dividing. If the troop leader does not close the account within 60 days or whatever earlier time agreed upon, the service unit manager and/or finance manager will close the troop account, with the assistance of the chief operations officer if necessary, and distribute any remaining funds as described in item 3 and 4. 6. The troop leader of the disbanding troop will forward “girl records” appropriately to either the girls’ new troop leader, the Individual member coordinator for the service unit, if there is one, or to the girls’ parents. 7. The troop leader of the disbanding troop will give any girl and adult health histories in her possession to the appropriate staff member to destroy or return them to the girls’ parents. 8. Membership staff will notify appropriate staff that the troop has disbanded. 9. Troop numbers of disbanded troops will be retired for 2 years. After the two years, the appropriate staff may assign the number to any service unit. It will not be held for the service unit of the disbanded troop.

169

1. The troop leader and the authorized signers on bank accounts are custodians of troop/group funds. The troop leader and the authorized signers on bank accounts are responsible to the Girl Scouts Western Pennsylvania board of directors for any monies collected in the name of Girl Scouts. 2. Monies are to be used only by the troop/group for Girl Scout activities. 3. The troop leader is responsible for maintaining records and preparing reports that reflect the status of troop/group funds. 4. If the troop leader fails to maintain records and prepare reports, the appropriate service unit team member should review the situation with the troop leader and try to reconcile the problem. GSWPA membership staff will provide support to the service unit. 5. If the troop leader has moved, leaving no records, or accounting of funds, membership staff will work with the service unit team members to resolve the account issues. 6. Suspected misappropriation of funds should be reported immediately to the membership manager by the concerned party. Misappropriation of funds will result in appropriate action against the responsible adult. Please refer to Suspected Misappropriation of Troop Funds and Confirmed Misappropriation of Troop Funds operating procedures. 7. Volunteers should not mix personal and troop/group funds in an account. 8. All fees incurred by the troop relating to discrepancies in the bank account, such as fees added for insufficient funds and/or other fees charged by the bank or financial institution, are the personal responsibility of the troop leader and/or troop volunteer who is managing the troop account. 9. Misappropriation of funds will be cause for immediate dismissal from a volunteer position. AUDITING 1. Troops, groups and service units are required to turn in an Annual Finance Report to their service unit finance manager by June 30. 2. The completed reports are then reviewed by the membership manager for that unit. The review is to ensure that all GSWPA guidelines for accounts have been followed. 3. In the event of a discrepancy or question, the troop/group will receive a request for information prepared by membership staff asking that certain information be provided. 4. The troop/group/service unit will have two weeks to respond to their first notice before a second is sent. If the information is still not received this may result in the membership manager auditing the troop/group or service unit account and/or the troop/group leader/ service unit finance manager not being re-appointed for the upcoming year.

170

Purpose: To monitor money spent by troops and service units. 1. The troop leader will submit an Annual Finance Report (found in Volunteer Essentials and online at www.gswpa.org under the volunteer site) to the service unit finance manager by June 30th. This report will be accompanied by the most recent bank statement at the time of reporting. If the service unit does not have a finance manager, the troop leader will submit the Annual Finance Report to the service unit manager. If there is no service unit manager, then the troop leader will submit the Annual Finance Report to GSWPA membership staff. 2. The service unit finance manager or service unit manager will review the Annual Finance Report and will request clarification and additional documentation, as needed. The Annual Finance Report will be submitted to membership staff by July 10. 3. Membership staff will review the Annual Finance Report for discrepancies, including missing bank statements and receipts, money that is unaccounted for, and unexplained purchases. If discrepancies exist, membership staff will contact the troop leader to resolve the discrepancies. 4. If there are no discrepancies or they are resolved to membership staffâ&#x20AC;&#x2122;s satisfaction, no further action is taken. 5. If the troop does not submit the Annual Finance Report by July 10, GSWPA staff will call the leader as a reminder to turn in the report. 6. If the troop does not submit the Annual Finance Report by July 15, a letter will be sent by membership staff to the troop leader and assistant leader informing them that they are in violation of council policies. It will be accompanied by another copy of the Annual Finance Report form, an offer to help with filling out the form and instructions that it must be returned within seven (7) days. A copy of this letter will be sent to the service unit manager. At this time, the membership manager will collect information on any outstanding troop debt from council product sales. 7. If discrepancies are unresolved, refer to the operating procedure titled Suspected Misappropriation of Funds. 8. The same procedure will be followed for the service unit Annual Finance Report (same form) with the responsibilities of the service unit finance manager being replaced by the service unit manager and/or membership staff. 9. If the troop is disbanding, follow the operating procedure titled Disbanding and Dividing Troops.

171

Income Whoâ&#x20AC;&#x2122;s money? or notes*

Date

Sept. 12

Sept. 13

Sept. 26

Oct. 10

Oct. 24

Nov. 14

Sienna $15, Kennedy $15, Tara $15

Registration money collected

Dues collected

MagNut $ collected

Expense Cookie $ collected

Programs/ events

$45.00

Abby $5, Kennedy $5, Tara $5

$15.00

zoo for Sienna, Tara

$22.00

Total credit

Whoâ&#x20AC;&#x2122;s money? or notes

Registration pd to council

MagNut payment

Cookie Payment

Pins, Badges,etc

Programs/ events

Total debit

$45.00

$0.00

$15.00

$0.00

$22.00

Sienna, Kennedy, Tara zoo for Sienna & Tara

$45.00

Sienna $5, Savannah $5

$10.00

Abby $5, Savannah $5 Sienna $5, Kennedy $5 Malia $5 Destiny $5

$30.00

$0.00

Talia $5 Tara $5 Mikayla $5 Nina $5 Jennifer $5

$25.00

$0.00

Jennifer $35 Tara $20 Kennedy $75 Sienna $5 Abby $10 Malia $5

$150.00

Nov 18 total:

$45.00

$80.00

$150.00

$0.00

$150.00

GSWPA Magnut payment

$0.00

GSWPA shop

$297.00

$22.00

$120.00

$120.00 $25.00

$45.00

$120.00

$22.00

$0.00

$25.00

$25.00 $22.00

$212.00

Total Troop Treasury Income

$297.00

Expense

$212.00

Balance

$85.00

* Please list all funds that are part of each deposit. This amount should match the deposit amount on the bank statement. ** This is a sample of the Annual Troop Finance Report spreadsheet. The blank worksheet formatted to complete the necessary calculations as you enter the data can be found on your jump drive or at gswpa.org in Volunteer Resources Forms 172

ANNUAL FINANCE REPORT  Troop/group  Service unit

For troops/groups or service units – Please indicate For the period of June, through May, (year)

. (year)

Instructions: Use this form (front & back) or the front of this form plus the Excel spread sheet titled “Annual Troop Finance Report” to report all financial transactions for the previous 12 months. The spreadsheet is in the Forms section of our website and on your jump drive. It is primarily a checkbook register that will aid you in keeping track of expenditures and income throughout the year. To be completed by:  The leader to report all troop/group financial transactions, and/or  The service unit finance manger/service unit manager to report all service unit financial transactions. Please apply service unit finance manager or service unit manager to any mention of troop/group leader when completing for a service unit. 1. Attach current month’s bank statement and all itemized receipts related to cash purchases to this Annual Finance Report. *Additional bank statements may be requested. 2. Troop/groups: submit to service unit finance manager/service unit manager by June 30. 3. Service units: submit to your service unit finance report to your membership staff by June 30. 4. Retain a copy for your troop/group/service unit records. 5. If troop/group is audited, all itemized receipts related to debit card purchases must be provided. Troop/group # Grade level:

Service unit#

# of girls in troop/group

 Daisy  Brownie  Junior  Cadette Senior  Ambassador

If you have a multi-level troop, please check all grade levels that apply to your troop.

Troop/group leader Phone

Email Address

Troop Debit Card is held by (name) Phone

Email Address

Bank name

Branch

Account number Total Income

Total Expenses

Balance on Hand

MagNut Program Profit Earned Cookie Program Profit Earned (Reflected in Income)

Please specify future plans for troop/group funds. Consider using remaining funds for re-registration costs:

THERE MUST BE AT LEAST 2 ADULTS WHO ARE NOT RELATED OR LIVING IN THE SAME HOUSEHOLD TO APPROVE AND SIGN THIS REPORT. The information provided on this form and any attachments is correct to the best of my

knowledge.

Troop/Group leader signature (if troop report)

Date

Troop finance manager signature/Committee member signature

Date OVER

173



ANNUAL FINANCE REPORT Instructions: Please record ALL transactions below or attach a copy of your check book register or Annual Troop Finance Report spreadsheet. List the beginning balance from last Annual Finance Report: $

REVIEWED BYâ&#x20AC;&#x201D;please initial and date Service unit finance manager/service unit manager GSWPA Membership staff

174

Date Date

*All communications and information regarding a case of suspected misappropriation of funds is to remain in strict confidence with ONLY those parties involved. The following process should be documented in writing. 1. Suspected misappropriation of funds should be reported immediately to GSWPA membership staff by the concerned party. 2. Membership staff will notify his/her supervisor. 3. Membership staff will consult with select service team members to inform them of the situation and to gather all pertinent information to the situation. 4. Membership staff will investigate the situation by communicating with the concerned party as well as the suspected party. 5. Membership staff will work to begin an investigation on the suspected volunteer which will include the following steps: A. Contact by phone and/or e-mail will be attempted for one week in order to discuss the situation and set up a meeting with the suspected individual. B. In the event that the suspected individual is not available by phone or does not respond to phone messages left within one weekâ&#x20AC;&#x2122;s time, a letter will be sent via U.S. first class mail and U.S. Certified mail (Return Receipt, Restricted Delivery) giving the individual 10 days to respond to a meeting request. *If the individual in question does not respond, one final letter will be sent via US Certified Mail and US first class mail stating that contact must be made within one week or the individual will be released from his/her volunteer position. If still no response is given, the volunteer will be immediately released, a hold placed on the bank account and the investigation will continue. Follow Release of Volunteers operating procedure. C. A meeting will be held between the volunteer suspected of misappropriation of funds, appropriate service team members and GSWPA staff. At this meeting, all financial information including receipts, checking account statements, troop expenditures etc. will be reviewed. D. Following the meeting, GSWPA staff will make a determination whether or not the concerns regarding the volunteer are founded. E. If finances are in order, the concerned party receives notification by phone, e-mail, or U.S. mail that the situation has been investigated and no evidence of inappropriate activity has been found. F. If it is determined that troop funds have been used inappropriately, the regional vice president will be notified and further action will be taken. See Confirmed Misappropriation of Funds operating procedure G. Misappropriation of troop/group funds is cause for immediate release from all volunteer positions.

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*All communications and information regarding a case of confirmed misappropriation of funds is to remain in strict confidence with ONLY those parties involved. Missing troop/group funds will be treated as property of Girl Scouts Western Pennsylvania and will fall under the same procedures as all outstanding debt owed to GSWPA. Girl Scouts Western Pennsylvania will work in accord with troops/groups whom have had funds stolen, and Girl Scouts Western Pennsylvania will act on a troop’s behalf in pursuing all outstanding funds owed to them until those funds are returned in full to the troop. Once the misappropriation of funds has been determined, the following steps should be enacted. All steps should be documented in writing. 1. An immediate hold will be placed on the troop/group account in question. A hold may be placed on the account by any signer of the account or the COO of GSWPA. 2. Volunteer management will be notified of the situation and asked to release the said volunteer from all volunteer positions immediately and to update the volunteer’s status to “Do not appoint”. 3. GSWPA membership staff will work with volunteer management to follow all release procedures (refer to the operating procedure titled Release of Volunteers) and to ensure the proper measures are taken to ensure troop safeguards and troop continuity. 4. The regional vice president and appropriate staff will meet to determine the total amount of missing funds. 5. A letter will be sent to the volunteer in violation that outlines the missing funds. The letter will contain a date by which all funds must be returned either to membership staff or to the troop account. 6. If funds are not returned by the specified date, further legal action will be taken to the extent of the law. 7. The regional vice president and appropriate staff will determine, based on local law in the jurisdiction of where the misappropriation of funds occurred, the proper means of legal action. Legal action may be taken by the troop members, the service unit or GSWPA. This will be determined on a case by case basis. 8. In the event that the suspected volunteer admits of wrongdoing and repays the total amount of the misappropriated funds, a determination will be made by the regional vice president and appropriate staff whether or not to continue with the legal process.

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The Girl Scout Cookie Program is vital to GSWPA’s mission of building girls of courage, confidence and character who make the world a better place. Funds raised through the Cookie Program help pay for a girl’s participation in Girl Scouting. When girls sell Girl Scout cookies they develop the following 5 skills:     

Goal Setting – setting an attainable goal Decision Making – deciding how to use the proceeds People Skills – interacting with the public during booth sales or when approaching customers Business Ethics – taking orders and delivering them on time Money Management – making change and keeping a record of customer payments

Girl Scout Cadettes, Seniors and Ambassadors may participate in more than one group-based pathway (Troop, Travel Club, Specialty Group or Council-Sponsored Trip). To facilitate girls’ ability to sell Girl Scout cookies in support of multiple group pathways, the following procedure must be followed.

1. Girl Scout Cadettes, Seniors and Ambassadors who are participating in multiple group-based pathways may participate in the Cookie Sale Program and have proceeds split among those approved GSWPA groups (Troop, Travel Club, Specialty Group, or Council-Sponsored Trip). 2. The total packages of cookies sold by the Girl Scout will be split evenly among the various GSWPA groups she is a member. The proceeds from those packages will remain within each group. 3. The Multiple Pathway Cookie Sale Designation Form must be completed and signed by the Girl Scout and her parent/guardian and mailed to GSWPA, 612 Locust Street, Johnstown, PA 15901, Attn: Pathway Cookie Sales or emailed to pathwaycookieprogram@gswpa.org by the established initial cookie order due date. 4. The Multiple Pathway Cookie Sale Designation Form will list the various groups that the girl is participating in. The designated GSWPA staff person will credit each of the designated groups with an equal share of the Girl’s cookie sales. 5. The designated GSWPA staff person will acknowledge receipt of the Designation form by email to the Girl Scout, her parent/guardian and the leaders/advisors of the GSWPA groups who will benefit from her cookie sales. 6. The designated GSWPA staff person will enter the girl cookie order into her primary or designated GSWPA group (determined by where they want to pick up the cookies - from the troop, the club, etc.). 7. After the initial orders have been placed, on or before a date determined by the Product Sales Manager, the staff person will transfer cookies from the designated group to the other groups the Girl Scout is participating in according to the designations on her Multiple Pathway Cookie Sale Designation Form. 8. The Girl Scout and her family will be responsible for making the appropriate payments to each group based on the designation form and must adhere to the payment dates as established by GSWPA. Failure to make payments to one or all of the GSWPA groups should be handled as directed in the Delinquent Cookie Money procedure and may result in legal action. 9. Booth sales cookies will be entered by, and credited to, the sponsoring group.

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10. All proceeds are to be used for the benefit of the group(s). Under no circumstances will group funds be distributed to any individual in cash or used for any activity other than a Girl Scout approved activity. 11. Income and expenses from Cookie Program activities will be reported on the Annual Finance Report for each group as well as communicated to all participating members. 12. Troops, Clubs and Specialty Groups may participate in additional money-earning activities as outlined in the Additional Money-Earning Activities Procedure. This procedure can be found in Volunteer Essentials, the Travel Club Advisor Handbook and the Council-Sponsored Trip Advisor Handbook.

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Multiple Pathway Cookie Sale Designation Form Instructions: Please complete and submit to GSWPA, 612 Locust Street, Johnstown, PA 15901, Attn: Pathway Cookie Sales or email to pathwaycookieprogram@gswpa.org by the established initial cookie order due date. Please make sure that all GSWPA groups are listed as GSWPA will not be able to add additional groups once the form has been processed. Girl Scout: Parent/Guardian: Address Street

City

Phone-Day Girl Scout Email Address (if 13 or older):

State

Zip

Evening

Parent/Guardian Email Address: The GSWPA groups/troops Girl Scout participates in: Group/Troop # _______________

Group/Troop # _______________

Please note: Cookie sales will be credited to each GSWPA group that the Girl Scout participates in equally as stated in #2 of the Multiple Pathway Cookie Sale Procedure. For example: If a Girl Scout is in a troop and joins a travel club, her cookie sales will be split 50/50 between the two groups. Booth sales are credited to the group sponsoring the booth. Initial Cookie Order: Donated Boxes

___________

Savannah Smiles

___________

Trefoils

___________

Do-Si-Dos

___________

Rah Rah Raisins

___________

Samoas

___________

Tagalongs

___________

Thin Mints

___________

Totals

___________

Girl Scout Signature

Date

Parent/Guardian Signature

Date

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Funds owed to Girl Scouts Western Pennsylvania Council may be from two sources; Parent/guardian/girl debt or troop/group debt. Parent/Guardian/Girl debt indicates that a parent/guardian/girl has not paid the troop/group their balance owed for the product they received from a council-sponsored product sales program. Troop/Group debt indicates that the troop/group has not paid the council for product received from a council-sponsored product sales program. General information regarding both forms of council debt: 



The product sales department will maintain a list of parent/girl and troop debt. Updates are made to this list anytime payment in full is made or legal action is initiated. This list is available for staff reference as necessary. Staff members are instructed to maintain complete confidentiality regarding all situations related to outstanding funds. Membership staff are notified immediately when anyone in their jurisdiction is added to or removed from this list. Until payment is resolved, the debtor, be it a parent/guardian/girl or troop/group may not participate in further product sales programs or council-sponsored activities. This activity is monitored by membership staff, the registration department and the product sales department. Troop leaders may choose to adopt this restriction for troop activities, if they have followed the process outlined in the product sales manuals for reporting parent debt. Outstanding debtors will be noted and tracked as such in the council registration system by the product sales department. In the event that a debtor, be it troop/group or a parent/guardian/girl, attempts to register for a council-sponsored activity, the registrar will contact the product sales department to check the status of the debt. If the debt has been resolved, the registrar will continue with the registration process. If the debt has not been resolved, the product sales department and/or other designated staff members will contact the debtor by phone or mail to outline and inform them of their ineligibility to participate in council-sponsored activities until the debt is resolved. Repayment of debt must be by money order or cash.

Parent/Guardian/Girl Debt Parents/guardians/girls who have not paid their product sales debt to the troop are sent a registered letter by the troop leader within two weeks following the payment due date. Samples of this letter and an outline of the process are provided in the product sales troop manuals and on the volunteer section of the GSWPA website. A copy of the letter is also sent to the product sales department along with a Balance Due Report Form. Once this letter has been received, the troop/group is no longer responsible for this debt and it becomes the parents/guardian/girl sole responsibility and debt to GSWPA. All fees

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incurred by GSWPA or the troop relating to the delinquent payment will be included, such as fees added for insufficient funds and/or other fees charged by the bank or financial institution. *Missing troop/group funds will be treated as property of Girl Scouts Western Pennsylvania and will fall under the same procedures as all outstanding debt owed to GSWPA. Girl Scouts Western Pennsylvania will work in accord with troops/groups whom have had funds stolen, and Girl Scouts Western Pennsylvania may act on a troop’s behalf in pursuing all outstanding funds owed to them until those funds are returned in full to the troop.*  

If payment is not received by the due date listed on the aforementioned letter, there are two options for pursuing payment. These options cannot be conducted simultaneously. Option #1 GSWPA will attempt collection through a final registered letter outlining the debt and a new payment due date. The letter will also indicate that if contact or payment is not made by a given date, the matter will be turned over to a collections agency for processing. Option #2 The troop/group leader and or service unit team members can proceed with legal action. The locality of the theft will dictate the course of actions involved in legal proceedings. Membership staff and/or other GSWPA staff members can help to support legal proceedings as necessary.

*Parent/guardian/girl debt to a troop/group that is not reported to GSWPA as such will be assumed as troop debt. Troop/Group Debt Leaders of troops/groups who have not paid their product sales debt to the Council will be sent a registered letter by GSWPA’s Product Sales Department. This letter will outline the total amount of money owed. All fees incurred by GSWPA or the troop relating to the delinquent payment will be included, such as fees added for insufficient funds and/or other fees charged by the bank or financial institution. GSWPA staff members will contact the troop/group leader to determine the reason for the delinquent payment.   

If unreported parent/guardian/girl debt is the cause of the troop debt, the steps listed above will be enacted to recover the parent debt. If suspected misappropriation of troop funds exists, please refer to GSWPA’s Suspected Misappropriation of Troop Funds procedure. If a confirmed case of misappropriation of funds exists, please refer to GSWPA’s Confirmed Misappropriation of Troop/Group Funds procedure.

Troop/Group lead volunteers are the stewards of all troop/group funds and will be held personally responsible if such funds are mismanaged and/or misappropriated.

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1. All money-earning activities which support Girl Scout troops/groups members are meant to be girl led learning opportunities. Girls are to have a part in the money-earning process from initial planning through evaluation. 2. All money earning activities must be approved prior to major planning steps (scheduling, ordering supplies, publicizing, etcâ&#x20AC;Ś). 3. No money-earning projects will be conducted during council-sponsored sales dates. Girls may not raise additional funds between the months of October-November and January-March. 4. Troops must participate in all council-sponsored sales during the time they are registered to qualify for extra money-earning approval. 5. Returning or re-registering troops must participate in both MagNut and Cookie product sales in order to participate in additional money earning activities. 6. Daisy Girl Scouts and Indie Girl Scouts may not participate in additional money-earning activities. 7. Girl Scout Brownie and Junior troops, with prior written approval from the council, may hold one extra money-earning activity in one membership year. 8. Girl Scout Cadettes, Seniors and Ambassadors, with prior written approval from the council, may hold extra money-earning activities. 9. Girl Scout Junior â&#x20AC;&#x201C; Ambassador troops/groups with very specific needs for additional fundraisers may request additional opportunities beyond what is listed above. However, to be considered, the troop/group must have participated in both the MagNut and Cookie sale programs and have met the per girl average. Activities should tie to GS Journies, badges or GSWPA/GSUSA initiatives. Activities must be communicated and approved in advance by the service unit manager or GSWPA membership staff. 10. Travel clubs may participate in the council sponsored product sales and additional money-earning activities. 11. The leader must involve all members of the troop/group in all stages of planning, including girl and parent/guardian expectations, how funds will be used and logistics. 12. Permission is obtained in writing from a girl's parent/guardian before she is permitted to participate in troop money-earning or council-sponsored sale. Parents/guardians accept full financial responsibility when they sign the permission slip. 13. Under no circumstances will troop/group funds be distributed to any individual in cash or used for any activity other than a Girl Scout approved activity.

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14. Money earned from an unapproved additional money earner will be returned to the customers (if possible) or given to GSWPA’s scholarship account. Examples of money-earning activities that can be approved: Events Services *Bake sale Babysitting Book or bike fair Car wash Workshop Caroling *Dinner Gift-wrapping Dance Letter writing (from Santa) Plays or concert Leaf raking Penny fair Scheduled walking tour White elephant sale Face painting Holiday social Recycling (ink cartridges, etc.) *Seasonal festival Birthday party planning Community scavenger hunt Grow/sell plants Council sponsored programs – please contact programadmin@gswpa.org

Making/Selling *Baked goods Craft items Holiday cards Back-to-School kits Gift baskets Your own cookbook Corsages Party favors Luminaries Gingerbread houses

*All activities involving food must be prepared in a commercial kitchen under the supervision of a certified food handler. Items requiring refrigeration must be kept in appropriate approved refrigeration. The activities must also comply with appropriate money-earning standards, guidelines and activity checkpoints as stated in Safety Activity Checkpoints.

Examples of money-earning activities that will not be approved:      

Games of chance, including Bingo, raffles, auctions, and strip tickets (50/50) Product demonstrations (i.e., Avon, Mary Kay, Tupperware, Pampered Chef, Candle parties, etc) Sales that generate profits for or endorse a specific company (i.e., Sarris, M&M, Pizza Hut, Giant Eagle, etc.), such as selling products for a company or hosting “Girl Scout” nights at a company which generate profit Direct solicitations for cash (exception for Gold Award Projects), including social media, crowdsourcing, website solicitations (kickstarter, indiegogo for example) and foundation grants Internet sales of any type Raising money for other organizations. Girls may choose to donate a portion of their troop funds to another worthy organization, but may not directly fundraise for other organizations.

Please see gswpa.org/girls/awards/ for information on Bronze, Silver and Gold money-earning guidelines. SERVICE UNITS: Service units may have one fundraiser per year if they held a cookie rally in the previous Girl Scout year. All additional money-earning procedures must be followed. Events with a money earning component must follow these procedures. For example, a Thinking Day event with a bake sale. MONEY-EARNING APPROVAL PROCESS: 1. The girls and their adult leaders must determine if there is a real need for an additional moneyearning activity (beyond council-sponsored product sales) in order for the troop/group to achieve their goals. 2. The leaders of the troop/group must review appropriate Safety Activity Checkpoints relating to money earning before any brainstorming or planning occurs with girls, parents or other volunteers

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4. 5. 6.

within the service unit. (Please note that activities should be girl-led, age-appropriate, provide a positive learning experience, be in line with the Girl Scout Leadership Experience and follow all safety measures. Direct solicitations for cash will not be approved.) Complete the Additional Money Earning Request Form, and submit to your service unit manager four weeks prior to the start date of the money-earning activity. After review of the request, the service unit manager will forward the form to GSWPA membership staff, who may ask for clarification, approve or decline the request based upon activity, troop/groupâ&#x20AC;&#x2122;s participation in the Fall Girl Scout MagNut program and Girl Scout Cookie program, ability of girls to conduct the money-earning activities, etc. All money-earning requests will be processed within seven (7) business days of receipt in the council office, and approval mailed or emailed to the leader. Once approved, parent permission, additional insurance, etc. must be obtained by the leader of the troop/group based upon the specific activity. Income and expenses from all money-earning activities will be reported on the Annual Finance Report, as well as communicated to all participating members.

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ADDITIONAL MONEY-EARNING REQUEST FORM Instructions: Please complete and submit to your service unit manager six (6) weeks prior to the money-earning activity. Please make sure the activity does not coincide with product sale program blackout dates– October-November and January-March, has reasonable financial goals, follows GSWPA Additional Money-Earning Procedures, Safety Activity Checkpoints, and has strong elements of the Girl Scout Leadership Experience. All money-earning activities which support Girl Scout troops/groups members are meant to be girl-led learning opportunities. Girls are to have a part in the money-earning process from initial planning through evaluation. All money-earning activities must be approved prior to major planning steps taking place (scheduling, ordering supplies, publicizing, etc…).

Service unit # Troop/group # Enter number of girls/adults participating this activity in each level: Girl Scout Brownie Girl Scout Senior

Girl Scout Junior

Girl Scout Cadette

Adults

Girl Scout Ambassador

Leader: Address Street

City

Phone-Day

State

Zip

Evening

Email Address The troop participated in the council’s product sales:  Girl Scout Cookie Program – revenue $  Girl Scout MagNut Program– revenue $

Per girl average (# of boxes) Per girl average ($)

Please describe the proposed money-earning activity and how these funds will be used. Include details about how the girls decided on this money-earning activity and their goal.

Estimated revenue from proposed money-earning activity is $ Current balance in troop/group treasury $ Proposed Location: Proposed Start Date End Date

Time

Troop Leader Signature

Date

Service Unit Manager/Finance Manager Signature

Date

Membership staff Signature

Date

Proposed Money-earning activity approved  Yes  No– if no, please explain

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This procedure is strictly in regards to solicitation of charitable donations only. To be in compliance with the policies and procedures of Girl Scouts USA and the IRS Guidelines, the following procedures must be met: Generally, troops or groups should not accept donations of $250 or more. 

If an unsolicited gift is received by a troop, group or service unit, in excess of $250, the check must be made payable to Girl Scouts Western Pennsylvania (GSWPA) and forwarded to the corporate office (for processing): Girl Scouts Western Pennsylvania 30 Isabella Street, Pittsburgh, PA 15212 ATTN: Director, Fund Development. The troop number or group name should be indicated in the memo line of the check.



A 10% processing fee (maximum fee $25) will be charged.



GSWPA is required by the IRS to send a tax substantiation letter to any donor whose gift is $250 or more.



Troops and groups may not solicit cash gifts, cash donations or grants of any monetary value.



For information regarding troop/group money-earning activities, please refer to the Additional Money-Earning Activities Procedure.

Please see gswpa.org/girls/awards/gold-award/ for information on Gold Award money-earning guidelines.

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GIRL SCOUT SPONSORSHIP AGREEMENT Instructions: Complete and return to Girl Scout troop/group leader. Thank you for agreeing to sponsor a Girl Scout troop/group. By doing so, you demonstrate a to the future and well being of our community. Please complete this agreement

As a troop/group sponsor, I agree: 1. To take an interest in the troop/group activities and projects. 2. I realize that I may also: (check all that apply)  Host career exploration at the workplace.  Contribute supplies for activities.  Help secure troop/group leadership.  Have a representative on the troop/group committee.  Assist the leader and troop/group with program.  Provide a safe and secure place for girls to meet. * * When a Girl Scout troop or group is sponsored by one religious group, members of different faiths or religious affiliations within the troop or group shall not be required to take part in religious of the sponsoring group. -Girl Scouts of the U.S.A. Blue Book of Basic Documents

Please list other ways that you will help the troop/group:

As a troop/group I agree to: (check all that apply)     

Keep sponsor informed of troop/group and council activities Keep the sponsor informed of troop/group needs Invite the sponsor to troop/group events and activities Conduct a service project for the sponsor Keep the meeting place clean and care for the facilities provided

Please list other ways that you will help the troop/group sponsor:

Sponsor name (print)

Sponsor signature

Name of organization/business, etc Troop/Group leader name (print)

Troop/Group leader signature

Troop/Group # and Service Unit #

Date

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Girl Scouts Western Pennsylvania Recognizes the support given to Girl ScouƟng by

through sponsorship to Girl Scout Troop or Group

Signature of Sponsor

Signature of Troop/Group Leader

Date

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PERMISSION FORM – Girl Scout Western Pennsylvania Activity: Date and time of activity: Location of activity: Time and place of departure: Time and place of return:

Mode of transportation: Driver’s name(s): Items needed for activity:

Parents return the bottom portion of this form to the troop leader by Activity Date:  My daughter,

, is able to attend, and I hereby give my

permission for her to participate.  My daughter,

, is unable to attend.

 To the best of my knowledge, my daughter is in good health and free of illness at this time.  I give permission for her to be photographed for print, digital or electronic images. These images

may be used by the troop or GSWPA in news releases or other published formats.  I wish to opt out of the above media permission.

Please list any serious health problems or allergies that may affect your daughter during this activity: During this activity, I can be reached at home or by cell at these numbers: Phone-home

Phone-cell

If I cannot be reached in the event of an emergency, the following person is authorized to act on my behalf. Please make sure this person is aware of the date and time of the activity. Name: Relation to Girl Scout:

Phone:

Who will pick up your daughter after the activity (name and relation): Name

Relation

Parent/Guardian Signature

Date

Please update your daughters health history form if anything has changed. If you have special instructions or comments, please use the reverse side. 189

1. Service units coordinating programs for multiple troops may reserve camp facilities up to nine (9) months in advance. Troops may reserve a site up to six (6) months in advance. 2. Review Safety Activity Checkpoints–Trip/Travel Camping and Group Camping and any activityspecific Safety Activity Checkpoints before planning any camping involving girls. 3. All reservations must be submitted on the Campsite Reservation Form. Incomplete forms will not be processed. 4. Reservations can be made by the following methods:  By mail, send all completed forms and security deposit/payment to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA.  By fax: 1-814-734-7701 or e-mail: camp@gswpa.org, send the completed forms and then call 1-800-248-3355, ext. 1405 to make the security deposit/payment by credit or debit card. 5. Please list alternate dates/sites on Campsite Reservation Form. If all dates/sites are unavailable, you will be notified by email. 6. A confirmation packet will be sent within 10 days of a reservation being secured. 7. The service unit or troop member in charge of the campsite reservation must complete and send the following information in four (4) weeks before their scheduled outing to; GSWPA 5681 Route 6N, Edinboro, PA 16412. Attention: Camp Reservation     

A signed copy of the User Agreement Final payment All required certifications A Trip Roster with all the adults and girls attending camp A trip budget including cost of lodging, food, transportation and activities

8. Once all paperwork is received, the appropriate staff will review all paperwork and verify that all adults and girls are registered members, and that all adults have gone through the volunteer process and have been approved. If all paperwork is approved by the appropriate staff, the service unit is approved to go to camp. 9. When the appropriate staff is verifying the roster and an issue were to arise, the Trip Roster and budget will be emailed to the membership manager. The membership manager will notify the service unit or troop for any additional information needed. 10. Once all additional information has been received, the membership manager and the service unit or troop will be notified that they have been approved or denied. The membership manager will email the appropriate staff with the service unit or troop number, camp date, camp name, and whether the service unit or troop has been approved or denied. This process must be complete and received by the appropriate staff one (1) week prior to the service unit’s or troop’s scheduled outing. 11. If requesting additional equipment, complete the site specific Equipment Rental/Reservation Form and submit with the appropriate fee.

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

   

PAYMENTS/CANCELLATIONS Service units or troops are required to make the appropriate security deposit, per building/unit requested, (see Campsite Reservation Form) to hold the reservation. Security deposits will be refunded after camping, upon receipt of the Campsite Departure Report Form. This is providing no damages or cleaning issues are found during the facility inspection. An additional fee will be assessed if damages exceed the amount of the security deposit. Fees will be based on the number of actual facilities reserved. The final payment will be due four (4) weeks prior to the reservation date or your reservation will be cancelled. A payment due notice will be sent with the confirmation packet. Service units forfeit the security deposit if a facility is left in unsatisfactory condition. If a reservation is paid in full and cancelled four (4) weeks in advance, they will be issued a credit slip for the camp fee which must be used within the calendar year, and any deposit paid will be refunded.

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CAMPSITE RESERVATION FORM Refer to the Appendix: Camping Resources for a complete list of camp lodges, cabins, tents, yurts and reservation procedures. Complete this form and include a security deposit ($35 per building/unit for Girl Scout Troops/Service Units, $100 per building/unit for Non-Council groups) and mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make check payable to: GSWPA. Incomplete forms will be returned. Sites must be reserved and fees paid in full at least four weeks prior to camp date reservation, or your reservation will be cancelled.

TROOP OR GROUP INFORMATION Troop # Purpose of trip Contact Name Address

Service Unit #

County Title

Street

City

Day Phone Evening/Cell Preferred method of reservation confirmation? Mail Adult in charge of stay Day Phone Evening/Cell Troop or Group / Service Unit Emergency Contact at Home Day Phone Evening/Cell # Expected Number Attending Girls Boys

SITE RESERVATION Camps

Conshatawba Curry Creek Elliott

Grade Level

State

Zip

E-mail

E-mail E-mail E-mail Adults

(For Council sites only.)

Redwing  Resting Waters Roy Weller



Skymeadow  Singing Hills Edinboro Program Leadership Center Hawthorne Ridge 

1. Indicate Facility(s) Requested (Refer to the Appendix: Camping Resources for a complete list of camp lodges, cabins, tents and yurts. For more information, visit our Web site at www.gswpa.org.)

First Choice: Camp Arrival Date

Unit(s) Departure Date

Arrival Time

Departure Time

Second Choice: Camp Arrival Date Arrival Time

Unit(s) Departure Date Departure Time

Third Choice: Camp Arrival Date Arrival Time

Unit(s) Departure Date Departure Time

OVER 

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www.gswpa.org

2. Certified/Trained Adults – Must be present at all times AND submit copies of certifications/training cards with this form. Lifeguards MUST have their certifications and photo identification on their person while they are lifeguarding.

First-aid certified adult Exp Date CPR certified adult Exp Date Outdoor 101 trained adult Course Date Basic Camping Skills trained adult Course Date Basic Tent and Yurt Camping Skills Course Date Other certifications (Lifeguard, Archery, Watercraft, Low Ropes Challenge Course or Outdoor trainings attended prior to 2008) Adult Course Name Exp Date Adult Course Name Exp Date

3. Attach Required Items – please submit the following 2 items when sending in User Agreement and final payment.

 Trip Budget – Attach a budget including costs for lodging, food, transportation and activities  Trip Roster - Attach a roster listing all girls and adults. Note: Remember all adults need to be registered members and have completed the volunteer application process.

4. Equipment / Pool Rental / Instructor Request Check this box if you are requesting any additional equipment or swimming pool rental. Please complete the site specific Equipment Reservation Form and submit with this Campsite Reservation Form.

Credit or Debit Card Information Check/Money Order (Make checks payable to GSWPA) Cookie Dough/Nut Bucks $____________ Charge My:

Visa

MasterCard

AMEX

Discover $____________

Card number: ______________________________________________

Exp. date: ___________________3-digit code: ___________________ Signature: _________________________________________________ Print Name: ________________________________________________

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www.gswpa.org

CAMPSITE DEPARTURE REPORT FORM This form must be completed in order to process your security deposit refund. For all troops/groups/service units and non-Girl Scout groups, complete and return this form immediately upon completion of your camping event. For troops/groups meeting regularly at a campsite, complete and return this form at the end of your reservation period. Return this form to: GSWPA, 5681 Route 6N, Edinboro, PA 16412

CAMP USED

Unit or building

Dates in camp: Arrival date Group Leader’s Name

Departure date Phone

Address Street

County

City

State

Zip

Email Address

Would you or a member of your group be interested in being a member of an outdoor property or program team? Yes, outdoor property team Yes, program team No thank you GIRL SCOUT MEMBERS: Troop # # Daisy # Brownie # Junior # Total Girls # Adults NON-GIRL SCOUT GROUPS: # Girls

Service Unit # and Name # Cadette # Senior

# Ambassador

# Boys

Total #

# Adults

Incidents, accidents or injuries: Please describe. Did you complete a service project while at camp? If so, please describe. What type of activities did you participate in while at this site? Check all applicable activities or describe. Hiking Outdoor Cooking Nature Exploration Other (please describe) Did you travel off-site to local attractions?

Yes

Water (swimming or boating)

No

Which attraction(s) To ensure better camping experiences at our properties, please number the following as they apply. (1) Satisfactory (2) Unsatisfactory Check-in/Safety review with Ranger Cleanliness of buildings used Cleanliness of restrooms Fireplace/Fire circle

Kitchen equipment Program equipment Hiking trails Confirmation materials

Further comments:

(Over) You MUST complete the Campsite Cleaning Checklist  194

CAMPSITE CLEANING CHECKLIST Did You? Please check beside each item. Leave the site better than it was found Clean refrigerator - remove all food Clean kitchen sink Clean stove and oven Clean counters and tables Wipe mattresses Clean toilets and bathroom sinks (adults only) Clean shower Sweep building and/or shelter floors Sweep tent, yurt or cabin floors Close and tie all tent flaps Mop building floors with water only Vacuum carpeted floors

Return any borrowed items to their original location. Clean fireplace and outside fire circle Dispose of ashes properly Leave firewood for the next group Pick up litter inside & outside Dispose of garbage properly Recycle, if available, or take recyclables home If accessible, turn thermostat to 55 (during heating season) before you leave site Turn off lights and spigots Close all doors Shut and lock windows

Remove all troop and personal supplies

We believe this campsite was in good order when we left AND that we completed our cleaning as noted above. We understand that our security deposit may be forfeited if upon inspection of the unit(s) any of these items were not adequately completed or if damages are observed. Signature of Leader

Phone

Signature of Girl

Phone

195

1. Troops must complete the Trip/Camping & High-Risk Activity Application Form for all overnight stays at non-GSWPA owned campsites and return it to your assigned Membership staff for their approval. Check the GSWPA’s Web site at www.gswpa.org for sites that have been preapproved. Any sites not listed require a Site Safety Checklist as well as a Site Visit Form and a Certificate of Insurance, with the exception of the American Camp Association (ACA) accredited camp sites. All ACA accredited camp sites are automatically approved for use. 2. Review Safety Activity Checkpoints–Trip/Travel Camping and Group Camping and any activityspecific Safety Activity Checkpoints before planning any camping involving girls. 3. Sites must be approved at least eight (8) weeks in advance. 4. It is your responsibility to make your own reservation after approval. 5. The site should be inspected by a GSWPA staff member or a first-hand report obtained in advance to assess any hazards and the suitability of the site for troop camping. Safety Procedures  Provide an approved and registered volunteer currently certified in First Aid and CPR. Your troop first aider should check and stock first aid supplies. Coordinate with the first aider to ensure emergency transportation is available. Follow emergency transportation procedures as outlined on page 69 in Volunteer Essentials.  Provide an adult(s) with the required outdoor training.  Purchase additional insurance if the event is more than two nights (more than three nights if one of the three nights falls on a legal holiday) or if any non-members attend.  Review the destination camp’s safety rules with the group upon arrival.  All state and local regulations related to drinking water, sanitation and fire building should be observed.

196

1. Review Safety Activity Checkpoints–Trip/Travel Camping and Group Camping and any activityspecific Safety Activity Checkpoints before planning any camping involving girls. 2. Troops/groups may reserve a site Monday through Thursday, from 9 a.m. – 10 p.m. at no charge. This is to ensure that weekends are available for overnight camping. 3. All sites are available for daytime program activities (Exception: Please See Day/Twilight Camp Reservation Procedure). 4. Reservations may be set up on a consecutive weekly or monthly basis (i.e. Troop or Service Unit meetings). 5. Reservations can be made by the following methods: 

By mail, send all completed forms and security deposit/payment to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA.



By fax: 1-814-734-7701 or e-mail: camp@gswpa.org, send the completed forms and then call 1-800-248-3355, ext. 1405 to make the security deposit/payment by credit or debit card.

6. Please list alternate dates/sites on a Campsite Reservation Form. If all dates/sites are unavailable, you will be sent an email. 7. A confirmation packet will be sent within 10 days of a reservation being secured. 8. If requesting additional equipment, complete the Equipment Rental/Reservation Form and submit with the appropriate fee. PAYMENTS/CANCELLATIONS 

Troops/groups are required to make the appropriate security deposit (see Campsite Reservation Form) to hold the reservation. Security deposits will be refunded upon receipt of Campsite Departure Report Form. This is providing no damages or cleaning issues are found, after meeting, during facility inspection. An additional fee may be assessed if damages exceed the amount of the security deposit.



Troops forfeit the security deposit if a facility is left in unsatisfactory condition or if a reservation is cancelled less than four (4) weeks in advance.

197

1. Additional fees are charged for specialty equipment available at camp properties. All fees collected from rental of specialty equipment are used to maintain, replace and update our camp equipment. 2. A complete list of equipment can be found on the site specific Equipment Reservation Form. 3. To reserve specialty equipment, complete the site specific Equipment Reservation Form, include the total fee for any equipment requested, along with copies of all current and valid certifications and return along with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. 4. Any troop or service unit using equipment must have a copy of the individual’s certifications along with photo ID on them when arriving at camp. The camp ranger will ask for copies of certifications and photo ID before any equipment can be used. 5. GSWPA must confirm all equipment reservation requests. We will do our best to try and find an instructor when needed, but cannot guarantee it. It is always encouraged for troops and service units to reach out to local communities and service units to try and help find the instructors needed so they can guarantee use of the equipment they have requested. 6. The following will occur when a troop or service unit sends in an equipment reservation form requesting any equipment that requires an instructor:  An email is sent two (2) months in advance of the reservation to any volunteer that is an instructor for the equipment requested.  One month before the troop or service unit is scheduled to attend camp, the appropriate staff will email the troop or service unit with the volunteers contact information letting them know a volunteer is available and they can contact that volunteer to set up dates and times when using the equipment.  If a volunteer is not available, one (1) month before the troop or service unit is scheduled to attend camp, the appropriate staff will email the troop or service unit letting them know that we were unable to find a volunteer for the dates and times requested.  If the troop or service unit still wants to use the equipment, they would be responsible for finding their own instructor, and a copy of their certifications would need to be submitted with all other required paperwork in order to be able to use that equipment. 7. There is a possibility that other troops and service units may want to reserve the same equipment the same weekend as others. You may be asked to be flexible with times and willingness to share the equipment with other troops or service units so that everyone can have a chance to be able to utilize the equipment while at camp. 8. Reservations can be made by the following methods:  By mail, send the completed form and payment to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA.  By fax: 1-814-734-7701 or e-mail: camp@gswpa.org, send the completed form and then call 1-800-248-3355, ext. 1405 to make the payment by credit or debit card. PAYMENTS/CANCELLATIONS  Money will be refunded if the equipment requested is unavailable or weather does not permit the use of equipment (refund due to weather will be on the discretion of the GSWPA staff in charge of campsite reservations).  If the equipment reservation is cancelled, the full fee will be refunded.

198

CONSHATAWBA EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Title Address Street

Grade Level

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail Mail E-mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. SWIMMING POOL: (Pool house: 8 a.m. – 8 p.m.); Open Memorial Day Weekend to Labor Day. Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

I will find and provide a currently certified lifeguard and submit a copy of their current certification including First Aid/CPR certifications.

$50

$100

$150

I would like council to provide an approved lifeguard(s). I realize I must pay both the pool rental and lifeguard fee. Pool + 1 Lifeguard Pool + 2 Lifeguards * hours must be consecutive

$100

$180

$150

$230

Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If pool requests are in high demand, you may be asked to adjust your pool times or share pool and lifeguard with other groups. Fees will be adjusted accordingly

COMPASS EQUIPMENT (10 units per kit): Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Start time preferred Kits Requested Total Fee

199

End time preferred

ARCHERY EQUIPMENT Available for use April 1 – November 1 Girl Scout Member: No fee (4 hours max). Each session accommodates 25 shooters. Archery Instructor: no fee for available archery certified volunteers Outside User Groups: $50 per session (4 hours max). Each session accommodates 25 shooters. Archery Instructor $10/hr *Bows are available for Brownie girls and older. Please include a list of names, and grades. Bows Size Age Group Number Available Number Requested Small 44 Inch Brownie -Junior 3 Medium 51 Inch Juniors -Cadette 4 Large 60 Inch Cadette-Adult 3 Date Requested

Time Requested

Total Fee

Girl Scouts must refer to Archery: Safety Activity Checkpoints You must provide a currently certified archery instructor. Enclose a copy of current archery certification.

CHALLENGE COURSE – Low ropes and Climbing Wall/ Zip Line Available for use from April 1 – November 1 (weather permitting) 10 person minimum with pricing as follows: Girl Scout Fee Low Ropes Climbing Combination Low Ropes Wall and Zip Low Ropes and Line Climbing Wall/ Zip $ 10/Person

Date Requested

$ 20/Person

$ 30/Person

$ 20/Person

Non Member Fee Climbing Wall Combination and Zip Line Low Ropes and Climbing Wall/ Zip $ 40/Person

$ 60/Person

Total Fee

Time Frame (choose one if not doing combination)AM

PM

Choosing combination of low ropes and climbing wall/ zip line will result in a full day of programming. Groups with more than 25 participants will be broken into AM and PM sessions. The Camp Pathway Manager will contact you to discuss the program schedule. Price includes the council provided facilitators. Usage of the Challenge Course is dependent upon availability of the course facilitators. The rates include facilitator fees, equipment repairs/replacements and annual inspections to ensure the utmost safety.

200

Outdoor Cooking Equipment: Available for use from May 1 – November 1 Equipment Number Available Number Requested Pie Irons 10 Hot Dog Forks 5 Box of Pots and 5 Pans Dutch Ovens 4 Marshmallow 5 Forks Date Requested

Start time preferred

End time preferred

WINTER EQUIPMENT: Offers a range of sizes. Not all sizes may be available. Girl Scout Member: $5 per pair Outside User Groups: $10 per pair CROSS-COUNTRY SKIS Date Requested # of ski pairs Include a list of names, height, shoe size, youth or adult

Total Fee

INTERACTIVE ENVIRONMENTAL CENTER Girl Scout Member: No fee Outside User Groups: $25 per 4 hour session Date Requested Time Requested Total Fee VOLLEYBALL COURT Date Requested

Time Requested

201

CURRY CREEK EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail Mail E-mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. SWIMMING POOL: (Pool house: 8 a.m. – 8 p.m.); Open Memorial Day Weekend to Labor Day Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

$50

$100

$200

Pool + 1 Lifeguard

$90

$180

$280

Pool+ 2 lifeguards

$130

$260

$360

I will find and provide a currently certified lifeguard and submit a copy of their current certification including First Aid/CPR certifications. I would like council to provide an approved lifeguard(s). I realize I must pay both the pool rental and lifeguard fee.

* hours must be consecutive Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If pool requests are in high demand, you may be asked to adjust your pool times or share pool and lifeguard with other groups. Fees will be adjusted accordingly. CANOES and FUNYAKS Available - May 1 – November 1 (water conditions permitting)  7 available Canoes  4 available Funyaks Fee: Girl Scout Member: No fee Outside User Groups: $50 per boat for up to 4 hours Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs. 202

200 + lbs. www.gswpa.org

I will find and provide a currently certified lifeguard and watercraft instructor and submit a copy of their current certification including First Aid/CPR certifications. I would like council to provide an approved lifeguard and watercraft instructor. I realize I must pay both fees.

Date Requested Total Fee

Girl Scout Fee

Non Member Fee

$0

$ 50/boat

$10/hr lifeguard $15/hr watercraft instructor

 Boat fee + $10/hr lifeguard $15/hr watercraft instructor

Start time preferred # of canoes

End time preferred

Girl Scouts must refer to Canoeing: Safety Activity Checkpoints You must provide either a Flatwater, Moving, Paddling or River Paddling Instructor certification OR a currently certified lifeguard with waterfront lifeguarding. Enclose a copy of current certifications. Personal Floatation Devices (PFDs) must be worn by all participants. ARCHERY EQUIPMENT Girl Scouts must refer to Archery: Safety Activity Checkpoints Girl Scout Member: No fee (4 hours max). Each session accommodates 25 shooters. Archery Instructor: no fee for available archery certified volunteers Outside User Groups: $50 per session (4 hours max) Each session accommodates 25 shooters. Archery Instructor $10/hr *Bows are available for Brownie girls and older. Please include a list of names, and grades. Four shooters may shoot on the line at a time. Bows Size Age Group Number Available Number Requested Small 44 Inch Brownie -Junior 6 Medium 51 Inch Juniors -Cadette 6 Large 60 Inch Cadette-Adult 4 Date Requested

Time Requested

Total Fee

COMPASS EQUIPMENT (10 units per kit: Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Kits Requested

Start time preferred Total Fee

End time preferred

RIFLE RANGE Girl Scout Member: $8 per person/20 rounds Outside User Groups: $15 per person/20 rounds Price includes the council provided facilitators. Usage of rifle range is dependent upon availability of the required NRA course facilitators. Date Requested Total Fee Preferred Time

203

www.gswpa.org

INTERACTIVE ENVIRONMENTAL CENTER Girl Scout Member: No fee Outside User Groups: $25 per 4 hour session Date Requested Time Requested Total Fee COMPASSES (Kit includes 10 compasses) Girl Scout Member: No fee Outside User Groups: $10 per kit Date Requested Time Requested Total Fee Outdoor Cooking Equipment Available for use from May 1 – November 1 Equipment

Number Available

Pie Irons Hot Dog Forks Box of Pots and Pans Dutch Ovens Marshmallow Forks Date Requested

Number Requested

19 15 15 10 15

Start time preferred

End time preferred

4 PERSON TENTS: 9 available (For use at Cherokee Primitive Site) Girl Scout Member: No fee Outside User Groups: $5 per tent per day Date Requested Total Fee

OUTDOOR FITNESS CENTER: 5 stations Date Requested Time Requested BIRD RESERVE: Observation deck in birding area Date Requested Time Requested VOLLEYBALL COURT Date Requested

Time Requested

204

www.gswpa.org

ELLIOTT EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail Mail E-mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT.

SWIMMING POOL: (Pool house: 8 a.m. – 8 p.m.); Open Memorial Day Weekend to Labor Day. Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

$50

$100

$200

Pool + 1 Lifeguard

$90

$180

$280

Pool + 2 lifeguards

$130

$260

$360

* hours must be consecutive Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If pool requests are in high demand, you may be asked to adjust your pool times or share pool and lifeguard with other groups. Fees will be adjusted accordingly

CANOES: Available - May 1 – November 1 (water conditions permitting)  6 available canoes Girl Scout Member: No fee (add an additional $30 fee for transportation) Outside User Groups: $50 per boat for 4 hour rental Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs. 205

200 + lbs.

Date Requested Total Fee

Girl Scout Fee

Non Member Fee

$0

$50/boat

$10/hr lifeguard $15/hr watercraft instructor

 Boat fee + $10/hr lifeguard $15/hr watercraft instructor

Start time preferred # of canoes

End time preferred

ARCHERY EQUIPMENT Available - May 1 – November 1 Girl Scout Member: No fee (4 hours max). Each session accommodates 25 shooters. Archery Instructor: no fee for available archery certified volunteers Outside User Groups: $50per session (4 hours max) Each session accommodates 25 shooters. Archery Instructor $10/hr *Bows are available for Brownie girls and older. Please include a list of names, and grades. Bows

Size

Age Group

Small Medium Large

44 Inch 51 Inch 60 Inch

Brownie -Junior Juniors -Cadette Cadette-Adult

Date Requested

Number Available

Number Requested

3 4 3

Time Requested

Total Fee

Girl Scouts must refer to Archery: Safety Activity Checkpoints You must provide a currently certified archery instructor. Enclose a copy of current archery certification.

COMPASS EQUIPMENT (10 units per kit) Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Kits Requested

Start time preferred Total Fee

TELESCOPE (non-electric) Girl Scout Member: No fee Outside User Groups: $30 Date Requested Start time preferred 206

End time preferred

Total Fee

Playground Assortment (includes bags of playground balls) Date Requested Start time preferred

End time preferred

Basketball Court: Available for use May 1 – November 1 Date Requested Start time preferred

End time preferred

Volleyball Court: Available for use May 1 – November 1 Date Requested Start time preferred

End time preferred

Tennis Court: Available for use May 1 – November 1 Date Requested Start time preferred

End time preferred

Outdoor Cooking Equipment: Available for use May 1 – November 1 Equipment Pie Irons Hot Dog Forks Box of Pots and Pans Dutch Ovens Marshmallow Forks Date Requested

Number Available

Number Requested

12 8 4 4 8

Start time preferred

207

End time preferred

HAWTHORNE RIDGE EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail E-mail

Mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. SWIMMING POOL: (Pool house: 8 a.m. – 8 p.m.); Open Memorial Day Weekend to Labor Day Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

$50

$100

$200

Pool + 1 Lifeguard

$90

$180

$280

Pool+ 2 lifeguards

$ 130

$260

$360

* hours must be consecutive Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If pool requests are in high demand, you may be asked to adjust your pool times or share pool and lifeguard with other groups. Fees will be adjusted accordingly CANOES: Available for use May 1 – November 1 (water conditions permitting)  8 available canoes Girl Scout Member: No fee (add an additional $30 fee for transportation to) Outside User Groups: $50 per boat for 4 hour rental Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs.

208

200 + lbs.

Date Requested Total Fee

Girl Scout Fee

Non Member Fee

$0

$50/boat

$10/hr lifeguard $15/hr watercraft instructor

Boat fee + $10/hr lifeguard $15/hr watercraft instructor

Start time preferred # of canoes

End time preferred

Size

Age Group

Small Medium

44 Inch 51 Inch

Brownie -Junior Juniors -Cadette

Date Requested

Number Available

Time Requested

Number Requested

4 4 Total Fee

Girl Scouts must refer to Archery: Safety Activity Checkpoints You must provide a currently certified archery instructor. Enclose a copy of current archery certification.

GPS EQUIPMENT (10 units per kit) Girl Scout Member: $30 per kit Outside User Groups: $50 per kit Date Requested Kits Requested

Start time preferred Total Fee

End time preferred

COMPASS EQUIPMENT (10 units per kit) Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Kits Requested

Start time preferred Total Fee

209

End time preferred

Outdoor Cooking Equipment: Available for use May 1 – November 1 Equipment Pie Irons Hot Dog Forks Dutch Ovens Date Requested

Number Available

Number Requested

12 40 2 Start time preferred

End time preferred

WINTER EQUIPMENT: Offers a range of sizes. Not all sizes may be available. Girl Scout Member: $5 per pair Outside User Groups: $10 per pair CROSS-COUNTRY SKIS: Date Requested # of ski pairs Include a list of names, height, shoe size, youth or adult SNOWSHOES: Date Requested

# of pairs youth

Total Fee

# of pairs adult

Total Fee

SLEDS (12 available): Girl Scout Member: No fee Outside User Groups: $2 per sled rider Date Requested:

Riders: ________ Time Requested

210

Total Fee

REDWING EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail Mail

E-mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. SWIMMING POOL: (Pool house: 8 a.m. – 8 p.m.); Open Memorial Day Weekend to Labor Day Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

$50

$100

$200

Pool + 1 Lifeguard

$90

$180

$280

Pool+ 2 lifeguards

$130

$260

$360

* hours must be consecutive Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If pool requests are in high demand, you may be asked to adjust your pool times or share pool and lifeguard with other groups. Fees will be adjusted accordingly  CANOES: Available for use May 1 – November 1 (water conditions permitting) Girl Scout Member: No fee Outside User Groups: $50 per boat for up to 4 hours Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs.

211

200 + lbs.

Date Requested Total Fee

Girl Scout Fee

Non Member Fee

$0

$50/boat

$10/hr lifeguard $15/hr watercraft instructor

Boat fee + $10/hr lifeguard $15/hr watercraft instructor

Start time preferred # of canoes

End time preferred

ARCHERY EQUIPMENT: Available for use May 1 – November 1 Girl Scout Member: No fee (4 hours max). Each session accommodates 25 shooters. Archery Instructor: no fee for available archery certified volunteers Outside User Groups: $50per session (4 hours max) Each session accommodates 25 shooters. Archery Instructor $10/hr *Bows are available for Brownie girls and older. Please include a list of names, and grades. Bows Size Age Group Number Available Number Requested Small 44 Inch Brownie - Junior 3 Medium 51 Inch Juniors - Cadette 8 Large 60 Inch Cadette- Adult 2 Date Requested

Time Requested

Total Fee

Girl Scouts must refer to Archery: Safety Activity Checkpoints You must provide a currently certified archery instructor. Enclose a copy of current archery certification.

GPS EQUIPMENT (10 units per kit) are available at: Fee: Girl Scout Member: $30 per kit Outside User Groups: $50 per kit Date Requested Kits Requested

Start time preferred Total Fee

End time preferred

COMPASS EQUIPMENT (10 units per kit) are available at: Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Kits Requested

Start time preferred Total Fee

212

End time preferred

Playground Assortment (includes bags of playground balls and parachute) Date Requested Start time preferred End time preferred Amphitheater: Available for use May 1 – November 1 Girl Scout Member: No fee Outside User Groups: $25 Date Requested

Start time preferred

End time preferred

Total Fee

Corral: Available for use May 1 – November 1 Girl Scout Member: No fee Outside User Groups: $50 Date Requested

Start time preferred

End time preferred

Outdoor Cooking Equipment: Available for use May 1 – November 1 Equipment Pie Irons Hot Dog Forks Box of Pots and Pans Dutch Ovens Marshmallow Forks Date Requested

Number Available 9 16 5 3 4

Number Requested

Start time preferred

End time preferred

Volleyball Court Available - May 1 – November 1 Date Requested

Start time preferred

End time preferred

SERVICE PROJECT # of girls ___________age of girls___________# of adults__________# of hours available

213

Total Fee

RESTING WATERS EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail Mail

E-mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. LAKE: (8 a.m. – 8 p.m.); Open Memorial Day Weekend to Labor Day Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

$50

$100

$200

Lake + 1 Lifeguard

$90

$180

$280

Lake+ 2 lifeguards

$ 130

$260

$360

* hours must be consecutive Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If lake requests are in high demand, you may be asked to adjust your swimming times or share lake and lifeguard with other groups. Fees will be adjusted accordingly.

CANOES, FUNYAKS, SAIL BOATS and PADDLEBOATS Available for use May 1 – November 1 (water conditions permitting)  7 available Canoes  7 available Funyaks  1 available Paddleboat  9 available Sail Boats Girl Scout Member: No fee Outside User Groups: $50 per boat for up to 4 hours 214

www.gswpa.org

Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs.

Date Requested Total Fee

200 + lbs.

Girl Scout Fee

Non Member Fee

$0

$50/boat

$10/hr lifeguard $15/hr watercraft instructor

Boat fee + $10/hr lifeguard $15/hr watercraft instructor

Start time preferred # of boats

End time preferred

Size

Age Group

Medium

51 Inch

Juniors -Cadette

Date Requested

Number Available

Time Requested

Number Requested

4 Total Fee

COMPASS EQUIPMENT (10 units per kit): Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Start time preferred Kits Requested Total Fee  GPS EQUIPMENT (10 units per kit): Girl Scout Member: $30 per kit Outside User Groups: $50 per kit

End time preferred

Date Requested Kits Requested

End time preferred

Start time preferred Total Fee 215

www.gswpa.org

CROSS-COUNTRY SKIS: Girl Scout Member: $5 per pair Outside User Groups: $10 per pair Date Requested # of ski pairs Include a list of names, height, shoe size, youth or adult

Total Fee

SNOWSHOES Girl Scout Member: $5 per pair Outside User Groups: $10 per pair Date Requested # of pairs youth # of pairs adult

Total Fee

SLEDS: Girl Scout Member: No fee Outside User Groups: $2 per sled rider Date Requested _______________Riders: ________ Time Requested ICE SKATES: Girl Scout Member: $5 per pair Outside User Groups: $10 per pair Date Requested # of ski pairs Include a list of names and shoe size, youth or adult FISHING POLES: 20 available Girl Scout Member: No fee Outside User Groups: $3 per pole # Requested_________Date Requested End time preferred Total Fee

Total Fee

Start time preferred

ORIENTERING COURSE Date Requested Time Requested Outdoor Cooking Equipment Available - Available for use May 1 – November 1 Equipment Pie Irons Hot Dog Forks Box of Pots and Pans Dutch Ovens Marshmallow Forks Date Requested

Number Available 10 10 2 4 10

Number Requested

Start time preferred

216

End time preferred

www.gswpa.org

ROY WELLER EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail Mail

E-mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. CANOES and FUNYAKS: Available for use May 1 – November 1 (water temperature permitting)  6 available Canoes  8 available Funyaks Girl Scout Member: No fee Outside User Groups: $50 per boat for up to 4 hours Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs.

Date Requested Total Fee

200 + lbs.

Girl Scout Fee

Non Member Fee

$ 0

$ 50/boat

$10/hr lifeguard $15/hr watercraft instructor

Boat fee + $10/hr lifeguard $15/hr watercraft instructor

Start time preferred # of canoes

End time preferred

217

www.gswpa.org

ARCHERY EQUIPMENT Girl Scouts must refer to Archery: Safety Activity Checkpoints Girl Scout Member: No fee (4 hours max). Each session accommodates 25 shooters. Archery Instructor: no fee for available archery certified volunteers Outside User Groups: $50per session (4 hours max) Each session accommodates 25 shooters. Archery Instructor $10/hr *Bows are available for Brownie girls and older. Please include a list of names, and grades. Bows

Size

Age Group

Small Medium Large

44 Inch 51 Inch 60 Inch

Brownie -Junior Juniors -Cadette Cadette-Adult

Date Requested

Number Available

Number Requested

3 3 2

Time Requested

Total Fee

COMPASSES (Kit includes 10 compasses) Girl Scout Member: No Fee Outside User Groups: $10 per kit Date Requested Kits Requested

Start time preferred Total Fee

End time preferred

Outdoor Cooking Equipment: Available for use May 1 – November 1 Equipment Pie Irons Hot Dog Forks Box of Pots and Pans Dutch Ovens Marshmallow Forks Date Requested

Number Available 10 10 assorted 2 10

Number Requested

Start time preferred

End time preferred

BICYCLES AND HELMETS: 13 available (available May 1-November 1, weather permitting) Girl Scout Member: No Fee Outside User Groups: $20 per bike (up to 4 hours) Date Requested Time Requested Total Fee TELESCOPE Girl Scout Member: No Fee Outside User Groups: Non-Electric $30 Electric $45 Date Requested Time Requested Total Fee FISHING POLES Girl Scout Member: No fee Outside User Groups: $3 per pole Date Requested Time Requested

218

Total Fee

www.gswpa.org

SINGING HILLS EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail E-mail

Mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. SWIMMING POOL: (Pool house: 8 a.m. – 8 p.m.); Open Memorial Day Weekend to Labor Day Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

$50

$100

$200

Pool + 1 Lifeguard

$90

$180

$280

Pool+ 2 lifeguards

$ 130

$260

$360

* hours must be consecutive Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If pool requests are in high demand, you may be asked to adjust your pool times or share pool and lifeguard with other groups. Fees will be adjusted accordingly CANOES: Available for use May 1 – November 1 (water conditions permitting)  8 available canoes Girl Scout Member: No fee (add an additional $30 fee for transportation) Outside User Groups: $50 per boat Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs. 219

200 + lbs.

Date Requested Total Fee

Girl Scout Fee

Non Member Fee

$0

$50/boat

$10/hr lifeguard $15/hr watercraft instructor

Boat fee + $10/hr lifeguard $15/hr watercraft instructor

Start time preferred # of canoes

End time preferred

Time Requested

Total Fee

Girl Scouts must refer to Archery: Safety Activity Checkpoints You must provide a currently certified archery instructor. Enclose a copy of current archery certification.

COMPASS EQUIPMENT (10 units per kit) are available at: Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Kits Requested

Start time preferred Total Fee

End time preferred

RIFLE RANGE Rifles Girl Scout Member: $8 per person/20 rounds Outside User Groups: $15 per person/20 rounds Price includes the council provided facilitators. Usage of rifle range is dependent upon availability of the required NRA course facilitators. Date Requested Total Fee Preferred Time

220

CHALLENGE COURSE – Low ropes, High ropes, Climbing Wall and Zipline Available for use from May 1 – November 1 (weather permitting) 10 person minimum with pricing as follows: Girl Scout Fee Non Member Fee Low Ropes High Ropes Climbing Combination Low Ropes High Ropes Climbing Wall and Low Ropes Wall and Zip Line and Climbing Zip Line Wall/ Zip $ 10/Person

$ 30/Person

$ 20/Person

$ 30/Person

Date Requested Total Fee Time Frame (choose one)Half Day AM

$ 20/Person

 PM

$ 60/Person

$ 40/Person

Combination Low Ropes and Climbing Wall/ Zip $ 60/Person

Full Day

Outdoor Cooking Equipment: Available for use May 1 – November 1 Equipment Pie Irons Hot Dog Forks Box of Pots and Pans Dutch Ovens Date Requested

Number Available

Number Requested

6 28 6 4 Start time preferred

Amphitheater: Girl Scout Member: No fee Outside User Groups: $25 Times are reserved in 3 hour increments. Date Requested Start time preferred

221

End time preferred

Total Fee

SKYMEADOW EQUIPMENT RENTAL RESERVATION FORM To request the use of equipment, please fill out this form and submit with your Campsite Reservation Form or mail after the confirmation of requested campsite is received. Full payment of requested equipment must be submitted with form. Mail to: GSWPA, 5681 Route 6N, Edinboro, PA 16412. Make checks payable to GSWPA. Fees are used to maintain, replace and update equipment.

TROOP OR GROUP INFORMATION Troop # Service Unit # County Group/Organization Name (applies to non-council groups only) Contact Name Address Street

Grade Level Title

City

Day Phone Evening/Cell Preferred method of reservation confirmation?

State

Zip

E-mail Mail

E-mail

PLEASE NOTE: CERTIFIED FACILITATORS (ARCHERY, ROPES, RIFLES, CANOE AND LIFEGUARD) ARE NOT GUARANTEED WHEN RESERVING EQUIPMENT. SWIMMING POOL: (Pool house: 8 a.m. – 8 p.m.); Open Memorial Day to Labor Day Weekend Please indicate number of swimmers _______________ (Girl Scouts must refer to Swimming: Safety Activity Checkpoints) 1 lifeguard needed for every 25 swimmers 1 watcher needed for every 10 swimmers (age 16 and older, groups must provide watchers) Example: 32 swimmers requires 2 lifeguards and 4 watchers Girl Scout Fee 4 hours* 8 hours*

Non Member Fee 4 hours* 8 hours*

$ 50

$100

$200

Pool + 1 Lifeguard

$ 90

$180

$280

Pool+ 2 lifeguards

$ 130

$260

$360

* hours must be consecutive Date Requested

Start time preferred

End time preferred

Total Fee

Please note: If pool requests are in high demand, you may be asked to adjust your pool times or share pool and lifeguard with other groups. Fees will be adjusted accordingly CANOES: Available for use May 1 – November 1 (water conditions permitting)  12 available canoes Girl Scout Member: No fee Outside User Groups: $50 per boat for up to 4 hours Indicate number of PFD’s needed by weight: # 30-90 lbs. # 90 + lbs.

222

200 + lbs.

Date Requested Total Fee

Start time preferred

Girl Scout Fee

Non Member Fee

$ 0

$ 50/boat

$10/hr lifeguard $15/hr watercraft instructor

Boat fee + $10/hr lifeguard $15/hr watercraft instructor

End time preferred # of canoes

ARCHERY EQUIPMENT available May 1 – November 1 Girl Scout Member: No fee (4 hours max). Each session accommodates 25 shooters. Archery Instructor: no fee for available archery certified volunteers Outside User Groups: $50per session (4 hours max) Each session accommodates 25 shooters. Archery Instructor $10/hr *Bows are available for Brownie girls and older. Please include a list of names, and grades. Bows

Size

Age Group

Small Medium Large

44 Inch 51 Inch 60 Inch

Brownie -Junior Juniors -Cadette Cadette-Adult

Date Requested

Number Available

Number Requested

3 3 2

Time Requested

Total Fee

Girl Scouts must refer to Archery: Safety Activity Checkpoints You must provide a currently certified archery instructor. Enclose a copy of current archery certification.

FISHING Girl Scout Member: No fee Outside User Groups: $2 per pole (Max of 7 poles) # Requested_________Date Requested End time preferred Total Fee

Start time preferred

 COMPASS EQUIPMENT (Kits include 25 compasses) Girl Scout Member: No fee Outside User Groups: $15 per kit Date Requested Kits Requested

Start time preferred Total Fee 223

End time preferred

GPS EQUIPMENT (10 units per kit) Girl Scout Member: $30 per kit (Including batteries) Outside User Groups: $50 per kit Date Requested Kits Requested

Start time preferred Total Fee

End time preferred

CREEK STOMPING KITS (10 per kit that serves 20 people): Girl Scout Member: No fee Outside User Groups: $15 per kit # Requested_________Date Requested End time preferred Total Fee

Start time preferred

Outdoor Cooking Equipment: Available for use May 1 – November 1 Equipment Pie Irons Hot Dog Forks Box of Pots and Pans Dutch Ovens Marshmallow Forks Date Requested

Number Available 22 14 10 5 16

Number Requested

Start time preferred

TELESCOPE (1) Girl Scout Member: No Fee Outside User Groups: $30 Date Requested Time Requested

End time preferred

Total Fee

SPORTS EQUIPMENT (5 Kits Available) Girl Scout Member: No fee Outside User Groups: $10 kit # Requested_________Date Requested End time preferred Total Fee

Start time preferred

SERVICE PROJECT # of girls ___________age of girls___________# of adults__________# of hours available

224

Facility Information Chart Facility Information Chart Key Facility Cabin, Lodge, Tent/Yurt Unit or Primitive site Winter P = winterized, Semi = fireplace or a small space heater, No = not winterized. Sleep Area Bunk Beds, Cots or Mattresses available. Electric P = electricity in the building. WH = electricity in the wash house ONLY. Restroom Inside = indicates flush toilets or composting toilets and wash areas are located inside the unit house or lodge. = flush or composting toilets in a seperate wash house. Latrine = pit-style latrine and separate wash area.

Nearby

Kitchen P = complete kitchen with stove, refrigerator, sink. Outside =grill/barbecue pit or fireplace, with nearby refrigeration. No = campfire cooking only; access to refrigeration upon request. Water P = water from a spigot in the unit/building. Pump = water pump in the unit. WN = Water nearby. Showers P = indoor showers available, SN = Showers nearby. Fireplace/Fire Circle FP = indoor, log-burning fireplace. FC = indicates there is a fire circle outside. Phone P = telephone located directly in that lodge or unit. Shelter P = open-sided covered shelter. E = enclosed, non-winterized building. P = covered porch with a fireplace. Dates Open YR = Year round or dates listed.

Girl Scout Fee

Camp / Unit

Facility

Capacity 1 Night 2 Night

Winter

Sleep Area

Water

Electric Rest room Shower Kitchen

Fireplace/ Fire Circle

Shelter

Dates open May 1-Oct.1

CONSHATAWBA - Cambria County Activity Center

Activity Center

100

n/a

Pump

Lodge

105

Bunks

Inside

FP/FC

Cabin Unit

Bunks

Inside

Outside

May 1-Oct.1

P P P P P

P P P P P P P P

Nearby

Boeing Lodge

Inside

P P

FP/FC

FP/FC FP/FC

No No

May 1-Oct.1 YR

Conestoga Cabins Directorâ&#x20AC;&#x2122;s Lodge Memory Lodge Merry Go Round Lodge Overlook Lodge Seneca Unit Shawnee Tents

Lodge

Lodge/Dining Hall

40/80

Lodge Lodge

15 32

30 60

60 105

Lodge & Tents

Tent Unit

24 249

30 400

60 745

Cots

P P P P P P P P

no structure

n/a

Pavillion

25 40

n/a

Lodge/Dining Hall

50 40/125

Mattress

Totals for whole camp

Bunks Mattress Mattress Bunks Mattress

Inside Inside

Inside

P P P P P

FP/FC

Inside

Outside

May 1-Oct.1 May 1-Oct.1

Nearby

May 1-Oct.1

P P P P P P P

P P P

Nearby

Outside

Inside

May 1-Oct.1

Inside

P P

FP/FC

FC FP/FC

Flush Inside

no no

Flush Latrine

SN SN

No No

FC FC

P P

YR May 1-Oct.1 YR May 1-Oct.1 May 1-Oct.1

No Inside Nearby Nearby

P P P P P

SN SN

No No

FC FP/FC FC FC

P P

P No

Inside

CURRY CREEK - Jefferson County Cherokee - Primitive Main Pavilion Dining Hall

Lodge

Mattress

Mohawk Tents & Adirondacks Recreation Hall

Tent Unit Lodge

24 30

30 50

60 95

Cots Mattress

Seneca Tents & Adirondacks Wet n Wild Tents

Tent Unit Tent Unit

32 32

30 30

60 60

No No

Cots Cots

178

270

535

Adirondack Lodge Tent Unit Tent Unit

8 32 28 28

15 50 30 30

30 95 60 60

n/a Mattress Cots Cots

Lodge

Activity Center

P P

146

215

420

Jackie Schoch Lodge

Totals for whole camp ELLIOTT - Lawrence County Eagle's Nest Adirondacks Elliott Lodge Bayberry Tents Morningside Tents Woods Edge Lodge Shepp Activity Center Totals for whole camp

P No No

Mattress n/a

225

WH WH

P P

Inside Inside

P P P

May 1-Oct.1 YR May 1-Oct.1 May 1-Oct.1

FP/FC

Nearby

Girl Scout Fee

Facility

Camp / Unit

Capacity 1 Night 2 Night

Winter

Sleep Area

Water

Electric Rest room Shower Kitchen

Fireplace/ Fire Circle

Shelter

Dates open

CONSHATAWBA - Cambria HAWTHORNE RIDGE - Erie County Athodanac Cabins

Cabins

Bunks

Latrine

FP/FC

May 1-Oct.1

Beechwood Tents Curtze Lodge

Tent Unit Cabin

30 20

30 50

60 95

Cots Mattress

May 1-Oct.1 YR

Cabin

Mattress

Pump

Latrine

Falk Run Lodge

Cabin

Mattress

Inside

P P P

Daisy Lodge

P P P

FP/FC FP/FC

Latrine Inside

no structure Cabin

30 16

15 30

45 60

n/a Mattress

Pump Pump

SN No

Perry Lodge

Cabin

Mattress

Pump

Latrine

Racoon Run Lodge

Cabin

Mattress

P P P

Naerby Nearby

No P

Inside

Tanglewood Tents Thompson Hall

Tent Unit Dining Hall

30 60

60 105

Pump

Latrine Nearby

SN n/a

Cots n/a

257

415

835

P P

n/a

P P

Inside

Mattress

P P

Cots n/a Bunks/Cots Bunks/Cots n/a

P P P P P

Nearby Inside Inside Inside Nearby

P P P P P

Green Glen - Primitive Site McBrier Lodge

Totals for whole camp

P P P No

May 1-Oct.1 YR

FP/FC FP/FC

P No

YR May 1-Oct.1 YR

P P

n/a

Outside

P P P P

FC FP FP/FC FP No

n/a

May 1-Oct.1 May 1-Oct.15 May 1-Oct. 15 YR May 1-Oct. 15

P P P P

FC FP/FC

EDINBORO PROGRAM LEADERSHIP- Erie County Edinboro Activity Room - Day Use

Room

70 32

Edinboro Activity Room - Overnight Use

105

Tent Unit Dining Hall Lodge & Tent Unit Lodge Activity Center

30 Seats 160 50 30 20

30 60 90 60 40

60 105 135 105 80

Activity Center & Tents Tent Unit Lodge

32 32 20

30 30 60

60 60 105

No No

Cots Cots Bunks

Tent Unit Yurt Unit

36 36 236

30 40 470

60 85 855

No No

Cots Bunks

Tent Unit Tent Unit Lodge

40 24 40

30 30 50

60 60 95

No No

Cots Cots Mattress

Lodge

128

160

310

Lodge, Dining Hall and Learning Center

50/100

135

EFLC Lower Level

105

Eagle Lodge

Lodge

105

Fawn Lodge

Lodge

Primitive Site 1

Prim

Primitive Site 2

Prim

Inside

REDWING - Butler County Christy Tents Dining Hall Mary Lodge Unit Mary Lodge Orchard Cabin Orchard Unit Sunnybanks Tents Haven Lodge Laurel Oaks Tents Trails End Yurts Totals for whole camp

P No

P P P P P

P P SN SN

P P P P

Outside

FC FC FP

Outside Outside

FC FP/FC

No No

P P

FC FC FP/FC FP/FC

P P P P

Nearby Nearby Inside

WH in shelter

Nearby Nearby

No No

P P

Latrine Latrine Inside

P P P P

Inside

P P P P

P P P P P P P E

May 1-Oct.1 May 1-Oct.1 YR May 1-Oct.1 May 1 -Oct.15

P P

May 1-Oct.1 May 1-Oct.1

FP/FC

P P

May 1 -Oct. 1 May 1 -Oct.1

RESTING WATERS* - McKean County Eveningstar Tents Morningstar Tents Rainbow Lodge Sunshine Chalet Lodge Totals for whole camp

P P

Mattress

Inside

ROY WELLER - Preston County, WV Eberly Family Learning Center - Overnight Use

The Hideaway

Totals for whole camp

Mattress

105

P P P P

Bunks

P P P P

n/a

Latrine

n/a

Pump

Latrine

206

300

510

Bunks Bunks

226

Inside Inside

Nearby

Girl Scout Fee

Camp / Unit

Facility

Capacity 1 Night 2 Night

Winter

Sleep Area

Water

Electric Rest room Shower Kitchen

Fireplace/ Fire Circle

Shelter

Dates open May 1-Oct.1

CONSHATAWBA - CambriaCounty County SINGING HILLS - Venango Birdsong - Primitive

no structure

n/a

Latrine

Eveningsong Lodge

Lodge

Mattress

FP/FC

May 1-Oct.1

Lodge

Mattress

P P P

FP/FC

Lodge

FP/FC

Tent Unit Tent/Yurt Tent Unit Pavillion

35 40 48 60

30 40 30 25

60 85 60 50

No Cots No Cots/Mattresses No Bunks No n/a

P P P P P P

Nearby

Firesong Lodge

P P P P P P

No Outside Outside No

FC FC FC FC

P P P P

YR May 1-Oct.1 May 1-Oct.1 May 1-Oct.1 May 1-Oct.1

225

280

560

Morningsong Lodge Springsong Tents Starsong Tents and Yurts Whisperingsong Tents Windsong - Pavillion Totals for whole camp

Latrine Nearby Latrine Nearby Nearby Nearby

P P No

SKYMEADOW - Armstrong County Alpine Lodge Alpine Tents Evergreen Lodge Forest Lodge Forest Tents Orchard Lodge Totals for whole camp

Lodge

Mattress

Tent Unit Lodge

36 30

30 50

60 95

Cots Mattress

Lodge

Tent Unit Lodge

36 40

30 50

60 95

222

260

500

P P No

Mattress Cots Mattress

227

P P P P P P

Inside

FP/FC

Latrine Inside

P P

FC FP/FC

May 1-Oct.1 YR

FP/FC

FC FP/FC

P P No

Inside Latrine Inside

YR May 1-Oct.1 YR