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Service Unit 440
Leaders Guide
Page 2
Table of Contents INTRODUCTION ...................................................................................................................................... 6
WHAT IS GIRL SCOUTS ABOUT? ......................................................................................................... 6
WHO CAN BECOME A GIRL SCOUT? .................................................................................................. 6
WHAT ARE THE TROOP LEVELS? ....................................................................................................... 6
HOW IS GIRL SCOUTS STRUCTURED? ............................................................................................... 7
GIRL SCOUTS OF WESTERN WASHINGTON ............................................................................................ 7
SERVICE UNIT 440 ............................................................................................................................... 7
GIRL SCOUTS-SERVICE UNIT #440 ..................................................................................................... 9
TROOP LEADER FAQ’S .......................................................................................................................10
TROOP MEETINGS ...............................................................................................................................14
EXAMPLES OF PLACES TO MEET .........................................................................................................14
WILL I HAVE TO RUN THE TROOP ALONE? .....................................................................................15
COOKIE MANAGER .............................................................................................................................16
HOW TO RUN A MEETING ...................................................................................................................16
SAMPLE MEETING AGENDA .................................................................................................................17
ADDITIONAL RESOURCES..................................................................................................................17
TIMELINE/CALENDAR ..........................................................................................................................19
CHECKLIST ...........................................................................................................................................19
REGISTRATION ...................................................................................................................................19
GETTING YOUR TROOP STARTED ........................................................................................................20
FINANCES ..........................................................................................................................................21
REGISTRATION/MEMBERSHIP ...........................................................................................................23
LEADER AND VOLUNTEER REGISTRATION/MEMBERSHIP ...........................................................23
APPLYING ONLINE TO VOLUNTEER ......................................................................................................23
VOLUNTEER APPLICATION FORM .........................................................................................................24
LEADER/VOLUNTEER REGISTRATION AND MEMBERSHIP ...........................................................26
ONLINE PROCESS ..............................................................................................................................26
HARD COPY FORM PROCESS ..............................................................................................................29
GIRL REGISTRATION/MEMBERSHIP .................................................................................................30
HARD COPY PROCESS ........................................................................................................................30
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ONLINE PROCESS ..............................................................................................................................32
TROOP REGISTRATION/MEMBERSHIP .............................................................................................32
TROOP REGISTRATION SUMMARY ...................................................................................................34
FINANCES .............................................................................................................................................37
WHAT TO DO WITH REVENUE AND EXPENSES PRIOR TO BANK ACCOUNT ACTIVATION ............................42
TRACKING YOUR EXPENSES ................................................................................................................42
ANNUAL REPORTING...........................................................................................................................43
FINANCIAL ASSISTANCE ....................................................................................................................45
TROOP ACTIVITIES AND EVENTS ......................................................................................................47
COUNCIL EVENTS ................................................................................................................................47
GO! GUIDE ........................................................................................................................................47
CALENDAR OF EVENTS .......................................................................................................................48
REGISTRATION FOR GIRL SCOUTS OF WESTERN WASHINGTON PROGRAMS ........................48
TO DOWNLOAD THE FORM: .................................................................................................................48
TO REGISTER ONLINE:........................................................................................................................48
CEREMONIES .......................................................................................................................................48
ANNUAL EVENTS .................................................................................................................................49
ROUND UP .........................................................................................................................................49
GIRLFEST ..........................................................................................................................................50
FALL EXPERIENCE ..............................................................................................................................50
THE BIG DEAL CONFERENCE ..............................................................................................................50
GIRL SCOUTS OF WESTERN WASHINGTON ANNUAL MEETING ...............................................................50
WORK THINKING DAY .........................................................................................................................51
SERVICE UNIT EVENTS .......................................................................................................................51
JOURNEYS ............................................................................................................................................52
CAMPING ...............................................................................................................................................52
BEFORE YOU GO ...............................................................................................................................52
TRAINING ...........................................................................................................................................53
FORMS ..............................................................................................................................................53
FINANCIAL AID ....................................................................................................................................54
TRAVEL APPLICATION FOR SHORT TRIPS .............................................................................................54
CAMPING OPPORTUNITIES ................................................................................................................57
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TROOP CAMPING ................................................................................................................................57
ENCAMPOREE ....................................................................................................................................57
DAY CAMPS .......................................................................................................................................57
RESIDENT CAMPS ..............................................................................................................................58
THINGS YOU NEED TO DO BEFORE CAMP .............................................................................................58
COOKIE SALES ....................................................................................................................................59
HEALTH AND SAFETY .........................................................................................................................61
IN CASE OF SUSPECTED ABUSE ......................................................................................................61
HANDLING EMERGENCIES .................................................................................................................61
PROCEDURES FOR ACCIDENTS .......................................................................................................63
INCIDENT REPORT ..............................................................................................................................64
PERMISSION FORM: ............................................................................................................................66
HEALTH HISTORIES: ...........................................................................................................................68
HEALTH FORM .....................................................................................................................................68
TRANSPORTATION ..............................................................................................................................70
CHECKLIST FOR DRIVERS ...................................................................................................................71
TRANSPORTATION CARD .....................................................................................................................72
IN SUMMARY: .......................................................................................................................................73
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Chapter 1
Girl Scouts Overview
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Introduction Welcome to Girl Scout leadership. This is an exciting opportunity for you and your new troop. This
manual was written to help guide you through the first phases of your new adventure as a Troop
Leader, with special emphasis on administrative tasks not covered by the Getting Started Council
training. Although you may find the manual most helpful during your first months as a new leader,
we hope you will also find this manual useful as a reference throughout the year.
What is Girl Scouts About? Girl Scouts is a leadership development program for girls. Girls learn leadership skills by “doing”.
Throughout the Girl Scout program you will use the “Discover, Connect, and Take Action”
philosophy. You will learn more about this in the Getting Started workshop.
Who Can Become a Girl Scout? All girls grades K through 12, regardless of background, are welcome in Girl Scouts. Women and
men are welcome as leaders. Diversity is an important part of Girl Scouts. We firmly believe that
differences enrich us and create opportunities for girls to learn and practice mutually respectful
team work. We welcome girls of different races, religions and abilities, including those with
disabilities.
What are the Troop Levels?
Daisies Kindergarten – Grade 1
Brownies Grades 2 - 3
Juniors Grades 4 - 5
Cadettes Grades 6 - 8
Senior Grades 9 - 10
Ambassador Grades 11 - 12
Gold Award Lifetime membership
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How is Girl Scouts Structured?
WAGGGS – Girl Scouts and Girl Guides – located in over 100 countries
Girl Scouts of the USA
Girl Scouts of Western Washington (Council)
Service Units
Girl Scouts of Western Washington
The Council website is: www.girscountsww.org and contains a lot of information and
resources for your use. Please spend some time familiarizing yourself with this site.
Girl Scouts of Western Washington has a store located in Bellevue. The location and
hours can be found on the website:
https://www.girlscoutsww.org/shop/Pages/Locations.aspx
Girl Scouts of Western Washington has 6 camps available for use. More information
about the camps can be found on the website: https://www.girlscoutsww.org/Things-To-
Do/go-to-camp/explore-our-camp-properties/Pages/default.aspx
There are 6,000 adult volunteers
There are 25,500 Girl Scouts
Service Unit 440’s Council contact is Stephanie Hynes
Service Unit 440
Service Unit 440 (SU 440) is located in Issaquah School District and is comprised of the
schools on the Sammamish Plateau
There are 500+ adult volunteers
There are 750+ girls
There are 79 troops
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Our Service Unit provides many tools and educational opportunities. Access to information and
resources is facilitated through the Service Unit website at www.GirlScoutSW440.com. Some
pages require the password, “leader”.
The Service Unit facilitates a monthly leader meeting that you and/or the assistant leader need to
attend. The leader meeting is held the first Tuesday of each month from 7:00 to 8:00 at Sunny
Hills Elementary http://www.issaquah.wednet.edu/schools/School.aspx?loc=sunny&dord=911.
These meetings are very important and keep you up to date on leader education and
opportunities. If you have questions about the meetings, please reach out to Heidi Matthews, our
Service Unit Manager.
SU 440 provides troop support by scheduling local events girls can attend and camping
opportunities in the spring and fall. Additionally, we provide badge workshops and other fun
events. Learn all about these opportunities in Chapter 6 and by attending the leader meetings.
Below is our 2012-2013 Service Unit Directory. Please take advantage of these resources, we are
here to help you and make sure you and the girls have a successful troop.
We have also included the Girl Scouts of Western Washington Troop Leader Applicant FAQ’s.
This reiterates some of the information in this chapter, as well as providing additional details about
Girl Scouts. If you have additional questions, please reach out to your mentor or any of us in the
Service Unit.
Welcome to Girl Scout leadership. Good luck and most of all, have fun!
Girl Scouts-Service Unit #440
Team Directory 2012-13
Position Name Phone Email
Service Unit Manager Heidi Matthews 425-941-1689 [email protected]
Event Director Sydney Holderness 425-557-0396 [email protected]
Treasurer Susan Nash 425-392-8151 [email protected]
SU Cookie Manager
Cookie Site Sales Manager Jillian McDonald [email protected]
SU Fall Product Sales Manager Jillian McDonald [email protected]
Troop Placement Coordinator Carol Stamper 425-313-1954 [email protected]
Troop Files/Librarian Anny Figueroa 425-443-6058 [email protected]
Community Service & PR Rep Helen Christian [email protected]
Mentor Coordinator Karen Martucci 425-898-7628 [email protected]
GAP Coordinator, Recognitions Leslie Mahady 425 391-6775 [email protected]
Getting Started Trainer Karen Martucci 425-898-7628 [email protected]
GSWW Troop Program Manager Stephanie Hynes [email protected]
Middle School Coordinator Carol Stamper 425-837-8348 [email protected]
High School/IRM Coordinator Carol Stamper 425-313-1954 [email protected]
Cascade Ridge Coordinator Stephanie Whatley 425-999-2407 [email protected]
Challenger Coordinator Anny Figueroa 425-443-6058 [email protected]
Creekside Coordinator Leslie Mahady 425-391-6775 [email protected]
Discovery Coordinator Kathy Slocum 425-427-8104 [email protected]
Endeavor Coordinator Lisa Baisler [email protected]
Grand Ridge Coordinator Lisa Bishop [email protected]
Sunny Hills Coordinator Jennifer Murai [email protected]
Lead Delegate Kathy Parker [email protected]
Trainer Jennifer Rees 425-443-6310 [email protected]
Day Camp Director Dawn Heiberg 425 313-1604 [email protected]
L
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Troop Leader FAQ’s 1. Who can become a Girl Scout?
Girl Scouts welcomes all girls, ages K-12, regardless of background. We welcome women and
men as volunteers and staff. Girl Scouts of Western Washington (GSWW) is proud that our
members come from a variety of backgrounds! Our members’ differences enrich us and create
wonderful opportunities for our girls to learn and practice mutually respectful teamwork.
2. What is Girl Scouts about?
Girl Scouts is the world’s largest leadership development program exclusively for girls! Girl Scouts
of the USA (GSUSA) is the national organization. GSWW is a Girl Scout council, chartered by
GSUSA to offer Girl Scout programs to girls throughout western Washington (except Vancouver,
WA.). There are Girl Scouts or Girl Guides in over 100 countries, and international Girl
Scouts/Guides centers in Mexico, Switzerland, India and England.
In Girl Scouts, girls work in partnership with adults to learn to make many of their own decisions
about what interests to explore and how. Girls in Girl Scouts “learn by doing,” using program tools
to Discover, Connect, and Take Action. You’ll learn more about this in your Getting Started
workshop!
3. Who does what at GSWW?
GSWW staff oversees council work and programs, but volunteers are at the heart of most of our
programs, including troops. As a troop leader, you join a group of over 6,000 active adult
volunteers who make Girl Scouts happen for 25,500 girls throughout western Washington. As a
troop leader, you will hear a lot about Service Units (SU), which are geographic units headed by a
team of experienced volunteers who support and manage troop leaders. Troop Program
Managers (TPM’s) are staff members who support the Service Units. You will get the names &
contact information for both your SUM and TPM. Don’t hesitate to contact them when you have
questions!
4. How many adults are required to lead a troop?
Each troop must have a minimum of two unrelated adults who do not reside under the same roof.
(One of the two leaders must be a woman.) Some very large troops may require more than two
adults to meet the proper adult/child ratio. Some troops also follow a co-op model in which a
number of adults run the troop together.
5. Is Girl Scouts just about troop meetings?
Far from it! Girls can participate in lots of activities besides troop meetings. To mention a few: fun
hands-on science workshops, Service Unit encamporees (weekend camping), product sales
programs, Thinking Day, and, of course, summer day and resident camps. A great place to get
more information on these programs is GSWW’s GO Guide, found on the GSWW website.
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6. I’ve never been a troop leader! How will I know what to do?
GSWW provides lots of classes, workshops and online learning opportunities so leaders and other
volunteers can learn about things like Girl Scout programming, how to work effectively with girls of
different ages, and camping and travel with your troop.
Getting Started Workshop: All new leaders and assistant leaders are required to take
Getting Started, which provides an overview of how to conduct your first troop meeting,
working with the girls’ parents, some Girl Scout program concepts, etc. Getting Started
is offered in workshops and also in a “blended learning” format (an online independent
packet, followed by a scheduled webinar). You can sign up for Getting Started on the
GSWW website.
A quick mention of the Outdoor 1 Workshop. This critical course is offered in either
a workshop or independent packet format. You’ll want to complete Outdoor 1 fairly soon
after beginning your volunteer work, since it’s required before you take your troop on
any excursion, such as field trips in the local community.
Service Unit leader meetings will provide you with a great opportunity for networking,
sharing information and tips with other leaders, and keeping informed of upcoming
program opportunities, GSWW news, etc. Most GSWW troop leaders who regularly
attend their SU leader meetings say they feel more confident in delivering Girl Scout
programming— and they have more fun!
Volunteer Essentials Online Resource: Volunteer Essentials covers many things you
will want to know about. The online version links its Table of Contents listings directly to
the relevant pages to save you time. Please get familiar with Volunteer Essentials.
You’ll be glad you did!
7. How often do troops meet?
Younger girls usually meet weekly. Older girls sometimes find their schedules work best if they
meet twice a month, and perhaps do a bigger project or activity once a month. However, these
are guidelines and can vary. You will want to discuss this with the parents/guardians of younger
girls, or the girls themselves if they’re older, to create a schedule that works for all of you!
8. Expectations for parent/guardian support.
Troops work better for both the girls and you if you can get the parents involved early! A good way
to do this is to schedule your first troop meeting as parent/daughter meeting. One of the leaders
can conduct a meeting for the girls while the other talks with parents/guardians about the support
you will need to make their daughters’ troop all it can be. Parents/guardians can bring healthy
snacks, drive on field trips, or serve as troop treasurer or cookie cupboard for the troop. Check out
the attached [insert name] handout on ways to get parents involved.
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9. How do troops afford to do fun activities?
Most troops start out with charging troop dues, which the parents/guardians pay. For very young
girls like Daisies, we recommend that dues be no more than $25-30/yr. For older girls, up to $40
may be appropriate. Most troops fund their planned activities by product sales. You will receive
information on the cookie sale program in October or November. (There is also a smaller fall
product sale.)
A word about financial assistance: GSWW provides financial assistance (FA) to
qualifying girls. FA covers dues, some uniform pieces, program materials and SU or
council-wide activities.
10. What other cool stuff should I know about?
GSWW website! GSWW’s website is a rich resource for all kinds of things you will find
useful: available classes and how to register for them, upcoming program activities for
girls, Volunteer Essentials—an absolute must for all troop leaders to become familiar
with, etc. Spend some time cruising around the website—it’s fun!
GSWW stores: GSWW has stores in its Bellevue and DuPont offices. You can
purchase program materials such as Journeys and A Girl’s Guide to Girl Scouting,
uniform items, sweat shirts and other clothing items that show your Girl Scout pride, and
great gift items for your favorite Girl Scout of any age! Items can also be ordered over
the phone and shipped.
Regional office equipment depots: GSWW has equipment depots in each of our four
regional offices (Bellevue, Marysville, DuPont and Bremerton). You can check out
things like tents, camp stoves, snow shoes, etc. Contact your closest regional office for
a list of what the depot has.
Finding a place to hold your troop meetings: Most troop meetings are held in
schools, library meeting rooms, community centers, or faith-based sites. If you get stuck
for ideas, your SU Manager or Troop Program Manager can help you brainstorm ideas
in your local community.
How to start the process for a troop bank account:. Every troop needs a bank
account into which dues and cookie proceeds can be deposited. If your troop is new, a
Troop Program Manager will get in touch with you very soon to help you get your bank
account set up.
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Chapter 2
Troop Meetings
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As a new leader, you will be presented with challenges that other leaders have already
experienced. Take comfort. We have several resources available to get you started, you will not
be alone. This chapter provides ideas and resources for running your meetings.
Troop Meetings Your new role offers a rewarding experience by giving you the opportunity, as leader, or co-leader,
to mentor girls in a way that instills pride in their personal achievements along with a sense of
ownership of the troop. Whether your troop is newly created, or already established, troop
meetings, especially from the girl’s perspective, are the foundation of this development.
Examples of Places to Meet
There are many options for your troop meeting location. Some common places are listed below.
Churches
Libraries
Community Centers
Fire Stations
Homes
Schools
If you choose to meet at a school, you are required to complete a Facility Use Application and
submit it to Issaquah School District No.411. For room reservation purposes, it is recommended
that you request this form at least 3 weeks before the desired date of your meeting. This form is
available from Heidi Matthews. To request a copy, please email the Service Unit Manager.
As of March 2013 the school district waives the facility use fee for Girl Scouts, and has on file the
Certificate of Insurance that is mentioned in the application.
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Will I have to Run the Troop
Alone? No you should not run your troop alone. However, it is your responsibility to coordinate your troop
meetings and activities. Developing a good rapport with troop parents and establishing early your
need for assistance should make enlisting their help easier. They have a stake in your success.
Successful ways for enlisting parental assistance are:
1. Planning ahead. Look ahead at your Girl Scout year and decide when and where you are
going to need help. Let parents know well in advance of the event so they can volunteer to
assist with the event.
2. Find out what the parents and other volunteers are interested in. Do they have any hobbies or
activities that you can use for troop activities or badge projects?
3. Stay in touch with parents. Have their contact information and preferred means of
correspondence. Also find out days and times they may be available to assist with troop
activities.
4. Elicit suggestions from parents
5. Have an adult volunteer sign-up for a role that might include:
Snacks
Field Trip Organizer
Chaperone
Driver
Treasurer
Badge Expertise
Community Service Coordinator
Cookie Manager (Please Note: Cookie manager is a significant responsibility. Below is
some additional information about this role.)
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Cookie Manager
Cookie sales will be your Troop’s biggest source of income. Besides affording the troop greater
opportunities, the girl’s contribution to sales and fund management will provide real-world reward
and pride. Because cookie sales is such an important component to your troop’s vitality you
should take time to become familiar with the training and management involved before taking on,
or delegating the cookie manager role. Cookie manager is a big responsibility and time
commitment. Choosing another volunteer to manage this process, may be a good idea since you
will have your hands full with troop management.
The following link gives an introduction and in-depth information to the cookie sales process:
https://www.girlscoutsww.org/current-volunteers/Pages/Cookie-Guide-for-Volunteers.aspx
How to Run a Meeting How you choose to run your meeting is influenced by the troop level and the goals you and the
girls set for the year. The following tools are indispensable to help you develop your style, run a
meeting and administer your troop.
1. Viewing the “Girl Scouting 101” (required before your first meeting). The 45 minute
presentation can be found here: https://www.girlscoutsww.org/current-volunteers/volunteer-
learning/Pages/GirlScouting101.aspx
2. Attending or participating in an on line “Getting Started” workshop (required before your first
meeting). Information on this 2 hour class can be found here:
https://www.girlscoutsww.org/current-volunteers/volunteer-learning/Pages/GettingStarted.aspx
3. The “Jump into Journeys” workshop is also important. It offers instruction about the Girl Scout
Leadership Experience and how to effectively implement it using age specific programs called
Journeys. In this workshop you will have fun reviewing the Journey material; experiencing
several Journey activities; seeing girl-led “learning by doing” and “cooperative learning in
action”; and exchanging ideas for customizing Journeys. Jump on in!
Information on this 3 hour class can be found here: https://www.girlscoutsww.org/current-
volunteers/volunteer-learning/Pages/Leadership.aspx
Journey information can be found here: http://girlscouts.org/program/journeys/
4. For additional examples of Troop meetings and learning resources see the Girl Scouts of
Western Washington page https://www.girlscoutsww.org/current-volunteers/volunteer-
learning/Pages/Learning-Resources.aspx
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Sample Meeting Agenda
The following offers a glimpse of a typical meeting of any age group. More tips on activities and
administration can be found on the link in #4 in the proceeding section.
First meeting: Be prepared to discuss and develop with the girls a “Group Agreement” which
establishes the rules, etiquette, behavior and expectations desired. This agreement should be
posted at every meeting.
Arrival Activity: Any activity that is structured to help the girls feel comfortable as they arrive.
Older girls can be delegated to plan and lead this activity.
Opening: This may be seating the girls in a circle in order to form a bond, a “check-in” that allows
each girl to discuss something that has happened in their lives since the last meeting, or the Girl
Scout sign and ceremony when they recite the Promise and Law.
Business: This is where the girls plan what they want to do in the future or even that day. It may
include taking attendance, collecting dues, making appointments, planning an upcoming event or
trip, and/or deciding on a badge or a journey they want to complete.
Activities: These should be determined by what the girls have chosen and planned. They could
be activities related to a particular Journey or to a badge from the Girls Guide to Girl Scouting that
they decided they want to earn. Additional activities can be outdoor time and field trips along with
songs and games that build a sense of tradition and connection with the larger Girl Scout
community.
Snacks: Consider when the meeting takes place and how long it has been since the girls have
eaten. Guide the girls to consider healthy options.
Clean-up: Developing the habit to leave a space “cleaner than they found it” is great for the girls.
Even young girls can lead this part of the meeting.
Closing: The formal end to the meeting. It can include an evaluation of the day, a comment by
each girl about what she has learned or enjoyed, a song, and/or a short ceremony.
Additional Resources Don’t forget to reach out to your mentor for ideas and guidance.
Additionally, your Service Unit 440 leadership is available to help with any questions, concerns,
ideas or suggestions. Please do not hesitate to reach out to us; that is what we are here for.
Most importantly – Have Fun!
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Chapter 3
Troop Administration
Overview
Page 19
Timeline/Calendar The timeline below is a visual guide to help you track upcoming events. The first couple months
are very busy with administrative activities. For more detailed information about events your troop
can participate in, please see Chapter 6.
Checklist This checklist serves as a guide to ensure you don’t miss any important administrative items to get
your troop up and running.
Registration
*Required task or form
□ Complete online Application * – due immediately
□ Complete Background Check Form* – due immediately
□ Complete your Volunteer Interview* - due immediately
□ Return a copy of your Volunteer Learning Record Card* attached to the confirmation
email received with the “Getting Started” training - due immediately
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□ Become familiar with the “Volunteer Essentials” guide and read the Quick Start Guide
contained within - due immediately
□ Sign and return your Volunteer Troop Leader Agreement* to your Troop Program
Manager. Upon submission of this form you should receive a list of the girls in your
troop- due immediately
□ Attend New Leader Night* - due within the first month
□ Complete Adult Registration Form* - due immediately
□ Pay $12 membership to Girl Scouts USA - due immediately
□ Complete Girl Scouting 101* - due immediately
□ Complete Getting Started workshop or online training* - due within first month
□ Attend New Leader Night - due within first month
□ Attend Round Up – due within first month*
□ Help girls/girl’s parents complete Girl Registration Form* - due at Round Up
□ Complete Troop Registration Form* - due at Round Up
□ Pay and collect Troop Dues - due within first month
□ Attend Investiture – due October
□ Attend your Service Unit Leader Meetings regularly on the first Tuesdays of every
month- due within first month
□ Register and attend the Working with Journeys Workshop - recommended within first
month
Getting your Troop Started
□ Invite your troop to Round Up - due within first month
□ Help girls complete Girl Registration Form, as needed* - due at Round Up
□ Contact Troop and parents with 1st troop meeting information - due immediately
□ Contact parents with date/time/location of first Parent-Guardian meeting - due within first
month
□ Obtain a first aid kit* - due within first month
□ Acquire a set of Journey’s books- recommended within first month
□ Collect Permission Form for each girl before any activities/trips* - due immediately
□ Collect Medical Forms for each girl* - due within first month
□ A Transportation Card needs to be filled out for each driver* - due before first event
requiring transportation
□ Incident report forms should be kept with first aid kits* - at least 2 per troop- Complete
Incident Report Form within 24 hours of an incident and submit the completed form to
Girl Scouts Western Washington (see Chapter 7 for more details)
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Finances
□ Request banking forms from Stephanie Hynes - due immediately
□ Sign and turn in Volunteer Financial Agreement form (2 per troop)* -due immediately
□ Complete and turn in the Account Request Form* - due immediately
□ Complete and turn in the Signer Identification Form* - due immediately
□ Begin to keep a detailed Cash Record for the entire troop* - due within first month
□ Complete and turn in Annual Troop Finance report to your Service Unit manager around
mid-June* – due mid-June
*Required task or form
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Chapter 4
Registration and
Membership
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Registration/Membership Registration is the process of requesting to be a member of Girl Scouts and paying an annual
membership fee (some adults have a lifetime membership). Leaders and adult volunteers register
by submitting an application, background check and an Adult Membership form. Girls register for
membership by filling out a Girl Membership form and submitting the annual membership fee.
Currently, the membership fee is $12 per member.
Troop Registration is the act of officially enrolling a troop in Girl Scouts Service Unit 440. Troop
registration is completed by troop leaders at Round Up, an event you will learn more about later in
this manual.
Leader and Volunteer
Registration/Membership Registration is $12 annually and membership runs from October 1 to September 30 of a given
year. New leaders and volunteers may register a couple of ways, but first they must complete
their Volunteer and Criminal Background check then they can submit their Membership
Application. They can sign up via the website, or they can fill out a registration form.
Applying Online to Volunteer
Leaders and volunteers should register online https://www.girlscoutsww.org/get-
involved/Volunteer/Pages/Apply-Today.aspx
Enter the required information and submit
You will receive an email with a PDF for the Volunteer Application and Criminal
Background Check
Fill out Application and mail back to Girl Scouts
Below is an example of the email you may receive:
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Volunteer Application Form
Leaders and volunteers fill out the Volunteer Application and Criminal Background Check form and
mail it to Volunteer Services Department, 601 Valley St, Seattle, WA 98109 or hand it in to the
Service Unit. A sample form is below followed by instructions for each section
Page 25
A. Please provide first, full middle and last name for the background check, as well as current
address, email, phone and best time to contact you
B. Check your interests, who you’d like to work with, the grade you want to work with, and if there is a
particular troop or other contacts you’d like to work with
C. Enter your current employer, job information, education, and any Girl Scouts history
D. Indicate what languages you speak, describe your experience working with children, list your
talents or interests; what would you like to do with your troop or be good at doing with them
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E. List when you are available during the week, how much time you want to spend and which
seasons, How far are you willing to travel, and what is the nearest elementary school where you
plan to volunteer *Required
F. It is required all the questions are answered, you need to sign and date the application to authorize
a background check
Leader/Volunteer Registration and
Membership Once you have completed the necessary paper work to volunteer the next step is submit an Adult
Membership application. Registration is $12 annually and membership runs from October 1 to
September 30 of a given year. Adults can sign up for membership by submitting hard copy forms
or online.
Online Process
Detailed information for online membership is found on the website:
https://www.girlscoutsww.org/get-involved/Join/Documents/MembershipRegNewMembers.pdf
Online instructions are shown below:
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Hard Copy Form Process
You may also complete a hard copy of the Adult Membership form and submit payment. The form
can be found online: https://www.girlscoutsww.org/current-
volunteers/forms/Registration%20Forms/Adult_Membership_Form_W.pdf
A sample of the form is below followed by instruction for each section.
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A. Select type of membership, insert GSUSA ID if known, fill in your name, address, phone, email
and employer information
B. Check the boxes that apply to you
C. Indicate the level of participation, if you are going to volunteer indicate and in what capacity
D. Check all that apply
E. Sign the form indicating that you have read The Girl Scout Promise and will abide by the Girl Scout
Promise and Law
F. Select one of the membership and payment options. If credit card is being used, fill out the credit
card information or make checks payable to Girl Scouts
Girl Registration/Membership Registration is $12 annually and membership runs from October 1 to September 30 of a given
year. Girls register for membership by submitting a Girl Membership form and submitting the
annual membership fee. The form can be completed in hard copy or online.
Hard Copy Process
Girls usually register at Round Up using the paper Girl Membership form shown below. This form
can be found online: https://www.girlscoutsww.org/current-
volunteers/forms/Registration%20Forms/Girl_Membership_Form_W.pdf
The sample form is below followed by instructions for each section
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A. Select type of membership; add the GSUSA ID if known, fill in the girl’s name, address, phone and
email. Only include cell number and email for girls 13 and older
B. Indicate the girl’s date of birth, years in Girl Scouts, current school grade, name of school,
custodial care, race and household income
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C. Complete the name, address, employer info, contact info for each parent/guardian. Select I wish
to opt out at this time if you wish not to be photographed and used in promotional materials
D. Read The Girl Scout Law, parents need to read the Girl Scout Promise and sign and date the form
E. Check what activities interests you, if you’d like to donate, select the amount or insert an amount,
payment information is the total of membership type plus any donation, you can pay by any of the
forms listed. If credit card is being used fill out the credit card info or make checks payable to Girl
Scouts
Online Process
Detailed information is found on the website: https://www.girlscoutsww.org/get-
involved/Join/Documents/MembershipRegNewMembers.pdf
The online enrollment process for girls is exactly the same as leaders and volunteers. Please see
the Leader/Volunteer Registration/Membership – Online Process section above for an example.
Troop Registration/Membership
A troop is made up of at least 5 girls and 2 adults (non-related, at least one female). Many of the troops have all or most of their adults participate in some element of leadership.
The first steps are a) Attend a Welcome Chat. The Welcome Chat advisor will contact you directly to schedule this b) take ‘Girl Scouting 101’ online orientation to Girl Scouts and c) take ‘Getting Started’ online, a required course for new leaders. At least one leader must take this course before your troop can begin meeting. You can register for this class online here.
After you have completed the steps above please fill out the Create a Troop – Registration Form, and give to your Service Unit leader. You will receive this form via email. They will provide you with a troop number once everyone is registered and trained.
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A. Troop Number - (if it is an existing troop, use the same number, if is a new troop, the Service Unit
will provide the number)
B. Service Unit - 440
C. Expiration Date - September of the following year
D. Program level - Indicate how many girls are in your troop under the correct program/grade
E. Total number of girls and adults in the troop - Girls + Adults = Total
F. Meeting information - check where you will be meeting and day you will be meeting
G. Leader Information - primary leader information, fill in all fields
H. Assistant or Co-leader - assistant or co-leader information, fill in all fields
I. Name of Girls & Adults Creating the Newly Formed Troop - Re-enter Leader and Co-Leader
information and enter girl information.
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Troop Registration Summary A Troop Registration Summary form is completed at Round Up. This form is a summary of your
troop and any funds collected to date. This form, along with the girl registration/membership forms
are sent to Girl Scouts of Western Washington. It is completed by troop leaders (you) with the
assistance of your mentor at the Round Up. After the form is completed, attach the girl, leader and
volunteer membership forms and someone at Round Up will collect the entire packet and send it to
Girl Scouts of Western Washington.
A copy of the form can be found here: https://www.girlscoutsww.org/current-
volunteers/forms/Documents/TroopRegSummary.pdf, a sample is shown below.
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A. Registration Information 1) Troop Number - (if existing use same number, if new SU will provide),
2) Service Unit - 440, 3) Expiration date - 9/30 of the following year
B. Number of registered girls & adults 1) Girls that are sending in membership and adults that are
volunteering - Total (Include girls receiving financial aid. Do not include adult lifetime
memberships), 2) Total amount of fees owed - Total from box above X $12
C. Troop level - Check appropriate box
D. Meeting information - Check where you will be meeting and day you will be meeting
E. Troop Funds Summary - 1) Registration Fees Collected 2) Registration Fees Charged to Financial
Assistance - Girls that are going to use financial aid, be sure to put “FA” on the girls membership
form, 3) Other - Other, 4) Total Amount - troop funds summary 1 + 2 + 3 should equal total amount
of fees owed from Number of Registered Girls & Adults section
F. Check appropriate box
G. Check appropriate box
H. Check appropriate box
I. Fill in the information for Leader, Co-Leader and Cookie Manager
J. Contributions to Girl Scouts – 1) Check the box if a Credit Card was used by anyone,
2) Contributions - any contribution made to Girls Scouts other than registration fees for GSWW
K. Troop leader sign and date
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Chapter 5
Finances
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Finances How does the troop afford fun events like field trips, camping, and travel? By a combination of
dues, special fees (for example for field trips and camping) as well as cookie and other earned
revenue.
The $40 dollar dues that each individual pays to the troop mainly covers administrative expenses.
As a troop, the girls should decide on a reasonable amount for troop dues to cover the costs of
supplies and other materials.
The troop can earn money through the Girl Scout cookie program and sales of other Girl Scout–
authorized products (such as calendars, magazines, or nuts and candy). Girls can participate in
two council-sponsored product sale activities each year: the cookie sale and one other product
sale. All girls who take part in any part of Girl Scouts (troop, camp, travel, etc.), are eligible to
participate in council-sponsored product sale activities. 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 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:
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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.
Rewards are based on sales ranges set by council 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.
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 Girl Scouts.
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 Girl Scout cookie activities and other
council-sponsored product sales. From there, your group may decide to earn additional funds on
its own. At the end of January, the cookie program begins, and this is the biggest fundraiser that
the troop has to raise money to do future events.
In order to participate in the cookie program, you must open a bank account. This is mandatory for
every troop. We will briefly review the process for opening a bank account in this chapter. Please
also read “Procedures for opening or changing a troop checking account” in Volunteer Essentials.
The bank account will enable you to write checks and use a troop debit card. It is crucial to open
this account as soon as you can. Please be aware, opening a bank account can take up to 3
months. It is hard to stress how important it is to get a jump start on opening the bank account.
Please make it one of your top priorities.
Girls must participate in the Girl Scout Cookie Program before doing other money earning
activities. The cookie program teaches invaluable business and people skills, and sets the
groundwork for developing other successful money-earning opportunities.
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. Most of the ideas for earning additional revenue apply to older girls. Please
see the website for more information if you are interested.
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Opening the Troop Bank Account
When your new troop is registered, you will receive an email with information about opening a
troop bank account.
This email will include the banking forms you will need to complete including:
Volunteer Financial Agreement
Detailed Cash record template
Financial Assistance Request form
Two unrelated signers are required to open the troop bank account. The two unrelated signers
must also be registered Girl Scout adults. The Application and Background check must be
approved for all signers.
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A. Fill out the troop information
B. Complete the signer information
C. Complete the second signer information
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Complete the Troop Account Request form and the Volunteer Agreement form shown below and
mail it or fax it to the Girl Scout Seattle Office, to the address shown on the form. You can find this
form at: https://www.girlscoutsww.org/current-
volunteers/forms/Banking%20Forms/Volunteer_Financial_Acknowledgment_12_2011.pdf
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A. There must be two unrelated registered Girl Scout adults to open an account
B. Complete the required fields
There is a $10 fee for the cost of checks. The fee should be sent to Girl Scout’s Banking
Coordinator. This fee covers the cost of the checks.
What to do with Revenue and Expenses Prior
to Bank Account Activation
Hold checks for dues, events, and supplies in an envelope and deposit them into the
account once it is open, or
Have parents pay the Service Unit directly for events before the troop account is open
Troop leaders can personally pay for supplies and then reimburse him/herself once the
troop account is open
Tracking your Expenses
Ensure that you use the bank card or checks for all troop expenses. Do not pay in cash. Also,
keep receipts from all transaction. It is highly advised to balance your bank account every month.
You can choose from several tools to keep track of your troop’s finances. Some of these tools
include Excel, Quicken, and a check register. Ultimately, this will help girls and parents:
Understand how the troop funds have been used
Help hold troops accountable for clean financial reporting
Provides clarity on the income and Expenses of troop financing
Encourages participation in troop financial planning/decision making
Help create the Annual Troop Finance report
This form can be found at: https://www.girlscoutsww.org/current-
volunteers/forms/Documents/Troop_Detailed_Cash_Record.xls
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A. The Detailed Cash Record or Account Summary can be used or you can create your own. This
form separates income and expenses into correct categories, which are then used for the Annual
Troop Finance Report
B. Enter each item line by line. Fill in the date, type of payment (use debit card or check only) and
what category it falls into
C. Balance the sheet frequently. Keep a record of all transactions. Balance your checkbook every
month.
D. Include Service Unit dues in this worksheet, but not the $12 membership fee to Girl Scouts USA
Annual Reporting
The annual troop report is due mid-June every year. This is a mandatory form that must be turned
in to your Service Unit manager along with the most current bank statement. He/She will let you
know the exact date this is due. This form can be used to set financial goals and teach money
management, a key part of the Girl Scout Leadership Experience.
This form can be found at: https://www.girlscoutsww.org/current-
volunteers/forms/Banking%20Forms/AnnualTroopReport2013.pdf
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A. Attach only the last statement sent, not all of them
B. Attach all receipts, or extra documentation kept during the year
C. Select correct troop level
D. If you chose to close your account, fill out this section. You may or may not choose to close your
troop’s bank account
E. Fill this section out using the Detailed Cash Record form on the previous page to calculate total
income
F. Fill this section using the Detailed Cash Record form on the previous page to calculate total
income
G. Write spending plans on the back of this form. You can choose to donate these funds to a
worthwhile organization, another troop, or for girl activities. Unused troop money left in accounts
when the troop disbands becomes property of council
H. Send this report and attachments to your local Service Unit Leader
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Unused Girl Scout money left in the troop account when you disband becomes the property of the
council. Prior to disbanding, the troop may decide to donate any unused funds to a worthwhile
organization, to another troop, 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. The account must be closed through the Girl Scouts of
Western Washington Banking Coordinator. The request to close the account must be made in
writing.
Financial Assistance As the troop leader, it is your responsibility to make parents aware of the financial aid program.
Because Girl Scouting should be available to every girl, some financial assistance is available to
girls for membership dues, uniforms, books and events. The Financial Assistance form can be
found at: https://www.girlscoutsww.org/get-involved/Join/Pages/Financial-Assistance.aspx
A. Fill out all data
B. Continue filling out all required data
C. Provide mailing address information
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Chapter 6
Troop Activities and
Events
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Troop Activities and Events In this chapter, you will find information about activities and events relating to the following main
categories:
Regional programs and events (i.e. ‘Council Events’)
Service Unit 440 area events
Journeys
Camping
Cookie Sales
Council Events Girl Scouts of Western Washington facilitates exciting and educational programs throughout the
year that your troop can join. Programs are available in arts, science, education, the environment,
the outdoors and more. These programs and events are attended by multiple troops.
Some of the highlights include
Overnights at the zoo
Science workshops
Educational workshops such as First Aid and Babysitting
To learn more about these activities and events view the GO! Guide and the Girl Scouts Calendar,
both available online (see below).
GO! Guide
The GO! Guide provides detailed program descriptions, dates, costs, and registration instructions
and policies.
The GO! Guide can be viewed online at www.GirlScoutsWW.org/GOGuide
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Calendar of Events
The online calendar lets you search for the most up-to-date program information. Check this
resource regularly to find new programs!
The Calendar can be viewed online at www.GirlScoutsWW.org/Calendar
Registration for Girl Scouts of
Western Washington Programs Unless otherwise stated, the registration closing date for Girl Scouts programs is three weeks
before an event. All fees are due at that time.
Registration can be completed via paper or online. However, please remind girls, parents and
volunteers, not to register via paper and online for any event.
To Download the Form:
Go to: www.GirlScoutsWW.org/current-volunteers
Click on: Forms (left hand frame)
Scroll to and click on: Registration
Scroll to: Event Registration
Open: Girl Event Registration Form
To Register Online:
Please note that your online account must be activated before you will have access to register for
specific events. To enroll online go to: www.GirlScoutsWW.org/reg
Ceremonies Ceremonies celebrate accomplishments, reinforce the values of the Girl Scout Promise and Law
and encourage girls to connect with their fellow Girl Scouts in fun and meaningful ways. There are
many examples of ceremonies, including ideas for new ceremonies girls can create. A few of the
most common Girl Scout ceremonies include:
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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.
Court of Awards is a time to recognize girls who have accomplished something spectacular
during the Girl Scout year.
Leadership Award ceremonies honor Girl Scouts who have earned a Bronze, Silver or Gold
Award for outstanding leadership projects. They are usually held for a group and combined with
council recognition.
Investiture welcomes new members, girls or adults, into the Girl Scout family for the first time.
Girls receive their Girl Scout pin at this time.
To learn about more ceremonies, see the Volunteer Essentials handbook.
https://www.girlscoutsww.org/current-volunteers/Pages/Volunteer-Essentials-and-
Safety-Activity-Checkpoints.aspx
https://www.girlscoutsww.org/Things-To-Do/discover-more/Leadership-
Awards/Pages/default.aspx
Annual Events
Round Up
Round Up is typically held in October at Beaver Lake Middle School
Girl Scout Round Up is a time to get started with your troop. At Round Up, you will make sure your
troop is registered, collect troop dues ($40), recruit parent volunteers to help you run the troop, set
your schedule, and help girls buy uniforms and materials. Troop leaders and parents are asked to
attend, and girl attendance is optional.
Round Up usually occurs in October after New Leader Night. You will receive an email from the
Service Unit School Placement Coordinator containing the date and location of Round Up.
Before Round Up, you should do the following:
Remind your troop to attend
Ask families to register online
Decide on
Which uniforms and books your troop will use
Meeting dates and locations
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Prepare a Volunteer Sign Up Sheet (solicit help from parents for roles such as field trip
driver, Cookie Manager, Assistant Troop Leader, etc.)
GirlFest
GirlFest is typically held in October at CenturyLink Field Event Center
Celebrate everything cool about being a girl! GirlFest is a day-long event sponsored by Girl Scouts
of Western Washington open to all girls. At GirlFest, girls can visit hundreds of exhibits with
information and opportunities suiting a wide variety of interests from food to the environment. Girls
can also participate in a wide range of activities such as hip hop dance lessons, climbing a rock
wall, racing in obstacle courses, science experiments, a forest walk, playing with robots, face
painting, henna tattoos and more.
To learn more about GirlFest visit: https://www.girlscoutsww.org/100th-
anniversary/girlfest/Pages/default.aspx
Fall Experience
Fall Experience is typically held November in Carnation
Adults and teens celebrate the great outdoors at this weekend long getaway of workshops,
campfires, songs and games and personal enrichment. To learn more about Fall Experience or to
register, visit: www.girlscoutsww.org/current-volunteers/volunteer-
learning/Documents/FallExperience2012brochure.pdf
The Big Deal Conference
The Big Deal Conference is typically held in November in Auburn
Adult volunteers and girls 6th grade and up are invited to this full day training event to meet peers,
have fun and learn together. Past training workshops have included First Aid/CPR, Jump Into
Journeys, Girl Scout Ceremonies, Patrols and Kapers, Gold Award Workshop and much more.
Featured at this event is a sneak preview of the cookie sale, various troop fundraisers great for
early holiday shopping, and a variety of lunch time activities.
To learn more: http://gsusa.ebiz.uapps.net/vp/SearchResults/tabid/709/Default.aspx?pid=9
Girl Scouts of Western Washington Annual
Meeting
The Annual Meeting is typically held in February in Renton
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Work Thinking Day
The Big Deal Conference is typically held February
Service Unit Events Troops in Service Unit 440 host a range of local events providing an opportunity for girls to earn
badges and/or work toward other individual goals. It is fun for the girls and gives you a break from
being in charge of every meeting. These events are attended in smaller numbers as they are
advertised at the Service Unit level. The money raised from a troop sponsored event helps the
host troop reach its fundraising goals too.
You will be given a list of up to date offerings at New Leader Night, but some examples include:
Rent an Ambassador
Salmon Days Parade
Investiture
Amazing Race
Swim Party
Cookie Rally
Badge Workshop
Father Daughter Dance
To see a current listing of Service Unit sponsored events at any time, visit the Service Unit
website: www.girlscoutsu440.com
Click on: Events for All Levels or Events for Older Girls (password: “leader”)
If you would like to host an event, visit the service unit website:
Click on: How To Run a SU Event <www.girlscoutsu440.com/how-to-run-a-su-
event.html
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Journeys Journeys are year-long programs that enable girls to engage in the three “Keys to Leadership”:
Discover, Connect, and Take Action. On every Leadership Journey, everything girls do - whether
it's performing science experiments, creating art projects, cooking simple meals, or learning to
protect the planet's water supply - is aimed toward this goal.
Journeys materials are created and packaged by Girl Scouts USA, but they are carried out at the
individual troop level with your help. Work with your girls and parents to choose a Journey that the
girls will enjoy and the parents can contribute to.
Specific information about Journeys is available on the Girl Scouts (USA) website:
http://girlscouts.org/program/journeys/.
You can also read more about Journeys in your Getting Started guide.
Leading your troop through a chosen Journey requires leader training. To register for Journeys
training, visit the Girl Scouts of Western Washington website: www.girlscoutsww.org/current-
volunteers
Click on: Volunteer Learning
Click on: Troop
Click on: Jump into Journeys
<www.girlscoutsww.org/current-volunteers/volunteer-learning/Pages/Leadership.aspx>
Camping Camping teaches girls the Girl Scout principals: Discover, Connect and Take Action! Camping
events occur in the spring and fall.
Before You Go
Make sure you are following the guidelines set forth in Girl Scout Volunteer Essentials and Activity
Checkpoints, have a person with you who has the necessary training and complete the necessary
forms.
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Training
An overnight trip requires an adult or multiple adults who have the following training:
Troop Leadership (Girl Scouting 101 and Getting Started)
Indoor (for indoor sleepovers, e.g. encampment indoors)
Outdoor 2 (outdoor, 1-2 nights, e.g. encampment outdoors)
Outdoor 3 (if required)
First Aid/CPR
Forms
The Girl Scout Western Washington Travel Guide will help guide you through the approval and
forms process.
Go to: www.girlscoutsww.org/current-volunteers
Click on: Forms (left side frame)
Click on: Trips
All necessary forms can be found on the Trips page.
An overnight trip of 2 nights or less requires the following forms:
*Permission for Troop Meetings, Day Trips, Medical Care (one for each girl)
Travel Application for Short Term Trips (see below for example)
*Health History Record (one for each participant, girl and adult)
*Transportation Card (completed by a driving adult)
Camp Site Request (if camping on GSWW properties as a troop)
Additional insurance, as needed (see the GSWW forms website)
* Examples of these forms are given in Chapter 8 “Health & Safety”.
If your trip will involve Sensitive Topics, the following are also required:
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Application for High Risk and Sensitive Topics
Parent Permission for Overnight Trips & Sensitive Topics
Trips longer than 2 nights and trips outside of Washington require additional forms,
training and approvals. Please visit: https://www.girlscoutsww.org/current-
volunteers/forms/Pages/Trips.aspx.
Financial Aid
Financial aid is available for all of these events. An example application for financial assistance is
shown in Chapter 5 Finances.
Travel Application for Short Trips
Page 1 of the Travel Application is a reference.
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A. Choose an outcome and an indicator to fill in on page 2 of the application.
B. Choose a process to fill in on page 2 of the application.
Page 2 of the Travel Application.
A. Fill in as directed.
B. Use information from the chart on page 1 of this application.
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Camping Opportunities There are four different types of camping opportunities available - troop camping, encamporees,
day camps, and resident camps.
Troop Camping
Planned and carried out by individual troops
Typically one weekend in duration
Use one of six available camps operated by Girl Scouts of Western Washington: River
Ranch, Robbinswold, Camp Lyle McLeod, St. Albans, Evergreen and Klahanie.
Visit https://www.girlscoutsww.org/Things-To-Do/go-to-camp/camp-with-your-troop-or-service-
unit/Pages/default.aspx for available campsites, reservation information and regulations.
Encamporee
Multiple troops from the same service unit camp together.
Troops are responsible for some meals and activities.
Camp reservations, programming and some meals are planned for the troops.
Day Camps
Community Day Camps are offered to girls as individuals (not a troop event).
Typically one week in duration.
Organized at the service unit and regional levels; run by volunteers.
Open to girls going into Kindergarten through 12th grade.
Girls who are going into 8th – 12th grade may come as Program Aides (training
required).
A Level 2 First Aid person is on duty at all times.
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Information for these camps is usually mailed out in January or February. For more details, visit:
http://www.girlscoutsu440.com/camping-for-troopsgirls.html.
Resident Camps
One to two weeks in duration.
Run by Girl Scouts of Western Washington.
Girls choose an interest program such as water, hiking, crafts, and horses.
A camping brochure is mailed to girl’s home in late January or early February with
registration information.
Day and Resident camps are listed in the Girl Scouts of Western Washington Camp brochure
which is available on:
The Service Unit 440 website at http://www.girlscoutsu440.com/camping-for-
troopsgirls.html or
The Girl Scouts Western Washing web site at Go To Girl Scouts Summer Camp
Things you Need to do Before Camp
Brainstorm with your girls about food and activities.
Send out an equipment list and permission slips.
Help girls make their own emergency kits.
Get an emergency contact parent to help facilitate communication between the campsite
and the parents if there is an emergency.
Have a parent’s meeting to inform parents of all of the details of camp and answer any
questions they have.
Optional: "Good Camper, Bad Camper" skit to help girls understand the equipment list.
For more information and ideas about preparing for camping, see the Service Unit website:
www.girlscoutsu440.com/camping-for-troopsgirls.html
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Cookie Sales Cookie sales is one of the activities Girls Scouts is most famous for, and cookie sales is also one
of the biggest fundraising opportunities for your troop.
As a new leader, you do not need to master cookie sales. It’s very common for troop leaders to
identify a volunteer parent to be the Cookie Manager for the troop. This is one of the roles you can
identify at Round Up. Whoever becomes the Cookie Manager for your troop will need to attend
training to learn about this important role. Contact the Service Unit Cookie Team Manager for
more information:
Service Unit Cookie Team Manager: Sydney Holderness
425-270-3604 home
206-972-5818 cell
Or visit: www.girlscoutsu440.com/cookies.html
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Chapter 7
Health and Safety
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Health and Safety Girl safety is paramount. Girl Scouts have several requirements for meetings and activities to
ensure that everyone stays safe and has a good time.
Meetings must meet certain girl to adult ratios. For example, there needs to be two unrelated
adults at every meeting. Men may be leaders, but it is mandatory that they are accompanied by
one female adult volunteer.
The proper girl to adult ratio is:
Daisies:
Meetings: 2 adults per 12 girls, plus 1 adult for each additional 6 girls
Events: 2 adults per 6 girls, plus 1 adult for each additional 4 girls
Brownies:
Meetings: 2 adults per 20 girls, plus 1 adult for each additional 8 girls
Events: 2 adults per 12 girls, plus 1 adult for each additional 6 girls
In Case of Suspected Abuse The first priority is to keep the girl safe. Contact Girl Scouts of Western Washington
IMMEDIATELY and do not approach an alleged abuser directly. All information is to be kept
confidential!
Handling Emergencies For many activities, it is recommended that at least one adult volunteer be first-aid/CPR-
certified. Make sure a first aid kit is with you at all times. Keep permission forms and medical
records with you at all times as well. We recommend keeping the forms with the first aid kit.
There is a card shown on the next page that outlines the emergency procedure and the Girl Scout
phone numbers. We highly recommend that you print these, and possibly laminate them, and
provide them to all the adult volunteers. The Emergency Procedure card can also be found here:
https://www.girlscoutsww.org/current-
volunteers/forms/Meeting%20Forms/EmergencyProcedureCards.pdf
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Procedures for Accidents Although we 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.
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.
As the leader, you should carry the Girl Scouts of Western Washington Emergency Procedures
Card and an Incident Report Form.
In case of an accident or emergency:
Provide all possible care to the injured person(s). Call 911 for police and emergency
medical help if needed.
Keep a responsible adult at the scene of the emergency to see that nothing is disturbed
until medical aid or police arrive. Be sure that all the girls have adequate supervision.
Call Girl Scouts of Western Washington to report the incident as soon as the situation is
under control.
Notify a Girl Scouts of Western Washington staff member in your area. During
office hours, call (800) 767-6845. Report the emergency, location and phone
number where you can be reached. If the incident occurs after hours or on
weekends, call the emergency number (800) 303-9963. An answering service will
take your information, and a Girl Scouts of Western Washington staff
representative will be paged. Remain at your location until your call is returned.
Do not surrender permission slips or medical records to authorities, and do not
make oral or written statements that could be interpreted as assuming or rejecting
responsibility for the accident.
Complete an Incident Report form, see below for details. Send the report with the
Activity Permission form to Girl Scouts of Western Washington (Attn: Insurance,
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601 Valley ST, Seattle, WA 98109 or fax: (206) 633-5099) the first working day
after the incident.
Refer all media inquiries to Girl Scouts of Western Washington. Do not make any
statements or release any names.
Incident Report
After the incident, an Incident Report must be completed within the 24 hours. This form should be
with you at all times; we recommend it is kept with the first aid kit. The form can also be printed:
https://www.girlscoutsww.org/current-volunteers/forms/Meeting%20Forms/IncidentReport_edit.pdf
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A. The first address on the form is entered if the incident occurred at a non-Girl Scouts of Western
Washington location.
B. The incident description should describe the location, activity, and step by step sequence of
events. Include a separate sheet with diagram if needed to explain the incident better.
C. If the incident resulted in an injury or illness requiring first aid or medical attention than you are
required to fill in the medical attention detail section on the back of the form (below).
D. If the incident results in any property damage you are required to complete the property damage
detail section on the back (below).
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Permission Form: This form is filled out at Round Up. You must have one for each girl and have it with you at all
times. We recommend keeping them in the first aid kit. This form is good for a period of ONE
YEAR
You can find this form online at: https://www.girlscoutsww.org/current-
volunteers/forms/Meeting%20Forms/PermissionMeetings-DayTrips-MedicalCare_edit.pdf
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A. Permission for all one day trips - Contact parents at least one week before events so they can let
you know if the girl will miss a particular event, otherwise, you assume that girls have permission.
B. Consent for medical treatment - Their signature gives you have the right to do what’s best for the
child, in case of a medical emergency, if you are unsuccessful reaching the parent.
Page 2 of the form
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C. Full disclosure on health history will help you understand her needs better – encourage parents to
fully disclose to avoid putting their child’s health in jeopardy.
D. A record of all immunizations should be completed with the date the series was completed and the
last year the child got a booster regarding particular immunizations.
Health Histories: For certain activities, such as resident camp, Girl Scouts of Western Washington may request
girls’ health histories, including a physician’s examination and list of immunizations. Or, you may
be asked to maintain these records for your troop.
Health information is confidential and may be shared only with people who must know this
information (such as the girl herself, her parent/guardian, or a health practitioner).
For various reasons, some parents/guardians may object to immunizations or medical
examinations. Council attempts 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. Medication, including over-the-counter products, must never be dispensed without prior
written permission from a girl’s custodial parent or guardian. Visit our website for the policy on
administering medication to a minor and the form the parent/legal guardian must sign.
https://www.girlscoutsww.org/current-volunteers/forms/Meeting%20Forms/PermissionMeetings-
DayTrips-MedicalCare_edit.pdf
Some girls may need to carry and administer their own medications, such as bronchial
inhalers, an EpiPen, or diabetes medication.
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.
Health Form This form is completed at Round Up by every adult. Girls use it for day camps and the purpose is
to give permission to administer over the counter medication. This form is kept completely
confidential.
This form can be found online at: https://www.girlscoutsww.org/current-volunteers/volunteer-
learning/Documents/GirlAdultHealthHistoryRecord.pdf
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A. A detailed explanation is required if applicable. When a certain condition occurred include how
often it has occurred.
B. If there are special considerations or notes regarding the over the counter medication please
mention here.
C. Make sure to review the Girl Scouts of Western Washington information on administering
medication and the appropriate permission forms before you check this section.
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Transportation 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, every driver must be an approved adult. Volunteers must have a good driving record, a
valid license, and a registered/insured vehicle.
Some additional rules to be aware of:
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 to volunteer ratios in
the beginning of this chapter (and 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 to
volunteer ratios 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.
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. Check with Girl
Scouts of Western Washington to determine specific rules about renting large vehicles.
Please keep in mind the following non-negotiable points regarding private transportation:
Even though written agreements are always required when renting or chartering a
vehicle, 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 rental car, read all rental agreements to be
sure you comply with their terms and avoid surprises. Note the minimum and maximum
age of drivers. 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.
Obtain parent/guardian permission for any use of transportation outside of the meeting
place.
Checklist for Drivers
When driving a car, RV, or camper, take the following precautions and ask any other drivers to do
the same. This information can also be found in Volunteer Essentials:
https://www.girlscoutsww.org/current-volunteers/Documents/VolunteerEssentials2012.pdf
Ensure all drivers are adults—girls should not be transporting other girls.
Never transport girls in flatbed or panel trucks, in the bed of a pickup, or in a camper-
trailer.
Keep directions and a road map in the car, along with a first-aid kit and a flashlight.
Check your lights, signals, tires, windshield wipers, horns, and fluid levels before each
trip and check them periodically on long trips.
Keep all necessary papers up to date, such as your driver’s license, vehicle registration,
any state or local inspections, and insurance coverage.
Wear your seat belt at all times, and insist that all passengers do the same; keep girls
under 12 in the back seats.
Follow all the established rules of the road in your state (following the speed limit,
keeping a two-car length 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, etc.).
Avoid driving for extended periods at night, when tired, or taking medication that makes
you drowsy.
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.
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Transportation Card
This form is filled out at Round Up and must be in the vehicle of the adult driving the car at all
times. It can be found at: https://www.girlscoutsww.org/current-
volunteers/forms/Meeting%20Forms/TransportationCard.pdf
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A. If you have had two or more moving violations in the past. Please contact your Troop Program
Manager before transporting others
In summary: There are a lot of forms and obligations to ensure the safety of the girls; however, it is all worth it
as you enjoy your troop meetings and special events. Here are the forms that you must have with
you at all times:
Permission/Health Form: You are required to carry one for every girl
Girl & Adult Health Form: You are required to carry one per girl and adult
Transportation Card: One per registered adult driver
Incident Report Form: You carry two per troop in your first aid kit
