Council Volunteer Policies and Procedures
Revised March 2023
Notes:
● Girl Scouts of Oregon and Southwest Washington (GSOSW) views Volunteer Essentials and
Safety Activity Checkpoints and all their contents as the minimum standards by which Girl
Scouting will operate in the council. GSOSW may choose to develop policies stricter than
outlined in Volunteer Essentials and Safety Activity Checkpoints.
● Unless otherwise noted, “adult” refers to someone who is at least 18 years of age, not in high
school, and registered as an adult member of the organization.
● “Groups” is used throughout this document to refer to troops, service units, day camps,
program groups (e.g., Girl Scouts Beyond Bars, Puentes), travel groups, events or any other
form of participation within Girl Scouting.
● “Volunteer” is defined as “an adult member who gives their time to extend the Girl Scout
Leadership Experience to girls, either directly or indirectly.”
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Contents
MEMBERSHIP REGISTRATION 5
ADULT VOLUNTEERS 7
Non-Discrimination 7
Conflict of Interest 7
Harassment 8
Hostility 8
Volunteer Selection and Appointment 8
Conflict Resolution 10
Grievance Resolution 10
Rescission of Volunteer Appointment 11
Indemnification and Liability Insurance 11
Contracts 12
VOLUNTEER LEARNING 13
Adult Learning 13
Adult Volunteer Positional Training Requirements 14
Adult Recognitions 16
GIRL LEADERSHIP EXPERIENCE 17
Travel 17
Travel Training Requirements 19
Day Trips 19
Indoor Overnight – Non-Camping 21
Overnight – Camping at an Established Site 22
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Overnight – Backpacking 23
National and International Travel 24
High Risk Activities/Sensitive Topics 25
Transportation 25
Insurance 26
PRODUCT PROGRAM 30
COMMUNICATIONS 32
GROUP MONEY-EARNING 33
Money-Earning Activities 33
Donations 33
Fundraising and Fund Development 35
GROUP FINANCES 36
Bank Accounts 36
Financial Statements 37
Reimbursement for Expenses 38
Disbanding and Merging Groups 38
Girl Transfers and Troop Divisions 39
Lost/Stolen/Misappropriated Funds or Property 39
GROUP ORGANIZATION 41
Adults with Groups 41
Group Composition 41
Group Sponsorships 43
HEALTH AND SAFETY 44
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Membership Registration
Policy
All girls and adults participating in the Girl Scout Movement will be registered as
members of Girl Scouts of the USA (GSUSA) and pay annual membership dues,
except those adults who are registered lifetime members. All members agree to abide
by the Girl Scout Promise and Law, GSUSA and GSOSW policies and procedures.
Procedure
Financial assistance for membership registration promotes the health of the
Movement by removing barriers for a girl or volunteer’s engagement with Girl
Scouts. GSOSW is committed to providing membership registration assistance for
this purpose to families in need, subject to available funds. GSOSW is unable to
grant financial assistance retroactively.
Girls are encouraged to budget for the cost of their Girl Scout membership either with
troop funds or using their program credits. Troops are also encouraged to budget for
adult volunteer memberships to provide continued support for the troop.
A new girl’s caregiver or a new adult volunteer may request financial assistance at
the payment screen during online registration. Financial assistance may also be
requested by emailing answers@girlscoutsosw.org.
GSOSW offers financial assistance to all renewing girl members in need. The girl’s
caregiver must make the request during the online renewal process or by emailing
answers@girlscoutsosw.org at the time of renewal.
When requesting financial assistance, if a girl has program credits available, we will
email the caregiver to confirm that we can use them for the membership fee. Caregivers
or their girl can opt out of using program credits, but in that case, financial assistance
will not be available and another method of payment will need to be provided.
Financial assistance is available for adult volunteers renewing their membership who
will hold one or more of the following volunteer roles during the membership year for
which the assistance is needed:
● Troop leader
● Troop cookie/product manager
● Troop treasurer
● Juliette mentor
● Service team volunteer roles
GSOSW is committed to providing assistance for a new Girl Scout’s uniform
components and 50% of their grade level handbook (Girl’s Guide to Girl Scouting or
handbook, as available), Journey book, or activity set if their family is in need, subject
to available funds.
This promotes their active participation in Girl Scout programs and events, and their
pride in their accomplishments demonstrated by the badges and patches they earn.
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Adult Volunteers
Non-Discrimination
Policy
There will be no discrimination against an otherwise qualified adult volunteer by reason
of disability or on the basis of age. Furthermore, there will be no discrimination on the
basis of race, color, ethnicity, gender, religion, national origin, sexual orientation, gender
identity, veteran status, or socioeconomic status. In addition, to ensure full equality of
opportunity in all operations and activities of the organization, affirmative action
policies and procedures will be utilized in the recruitment, selection, training,
placement, and recognition of volunteers. Special emphasis will be placed upon
securing representation of under-represented minority populations.
Girl Scouts of Oregon and Southwest Washington does not discriminate, but does not
endorse any particular lifestyle. We have firm standards relating to appropriate conduct.
We do not permit sexual display of any sort by our members. We do not permit the
advocacy or promotion of a personal lifestyle or sexual orientation. These are private
matters for girls and their families to address. Girl Scout volunteers and staff must at all
times serve as appropriate role models for girls.
Conflict of Interest
Definition
A conflict of interest exists when the interests or concerns of any volunteer, any
member of their family, or party, group or organization in which the volunteer is
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actively involved may be seen as competing with or actually conflicts with the interests or
concerns of Girl Scouts of Oregon and Southwest Washington.
Policy
No individual connected with Girl Scouts of Oregon and Southwest Washington will
use their affiliation with the council for personal or family gain, for benefit of another
individual or organization of which a member is affiliated or for personal,
professional, political or monetary gain without proper disclosure and council
consent.
Harassment
Definition
Harassment under this policy is any behavior which causes distress, feelings of a lack
of safety, or physical harm to another person based on their actual or perceived race,
ethnicity, color, religion, age, gender, gender expression or identity, disability, sexual
orientation, citizenship status, place of origin, marital status, or familial status.
Policy
The council 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 volunteers with an environment free from all forms of
unlawful or unwelcome harassment, including implied, or expressed forms of sexual
harassment.
Hostility
Definition
Hostility under this policy is considered to include, but not be limited to, physical
violence as well as harassment, intimidation, stalking, coercion, bullying, display of
weapons, threats, and talking or joking about hostility whether in person or through
some other means of communications including but not limited to: writing, telephone,
voicemail, email, social media or other digital communications.
Policy
Girl Scouts of Oregon and Southwest Washington strictly prohibits hostility in any
form against girl members, adults , staff members, visitors or anyone else having
some involvement with the council.
Volunteer Selection and Appointment
Definition
There are several steps prior to an individual becoming an active volunteer with Girl
Scouts of Oregon and Southwest Washington. Upon completion of the steps, the
volunteer will receive notification of appointment. These steps include:
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● Register as a member of GSUSA for the current membership year.
● Complete a background check (depending on findings, some restrictions in
volunteering may apply).
● Complete training required of the volunteer role.
Under this policy, a “group family function” is defined as a day activity only. For
overnight events or activities that include families, all adults wishing to spend the
night must successfully complete the council’s volunteer selection and appointment
process.
Policy
Only adults who have become registered members of GSUSA for the current
membership year and have successfully completed a criminal background check will
be appointed to volunteer positions. Appointed volunteers must also complete the
training appropriate to their position.
The decision to exclude or limit an applicant’s participation as a volunteer is solely
within the discretion of Girl Scouts of Oregon and Southwest Washington. An
applicant charged with a misdemeanor or felony may be asked to complete a special
review process.
Any person who will have direct contact with girls must become a registered member
of GSUSA for the current membership year and have successfully completed a
criminal background check. Exceptions to this would be an individual who meets all
the requirements under either of the below:
An individual who:
● Serves as a onetime advisor or consultant, e.g., a speaker or presenter; and,
● Is never left alone with girl(s); and,
● Is not counted when considering girl/adult ratio.
A parent or guardian who:
● Attends a group family function e.g., court of awards, family picnic, etc; and,
● Is not counted when considering girl/adult ratio.
If the group meeting or activity is being held in a private residence, all persons 18
years or older who reside at that residence must successfully complete a criminal
background check prior to the first meeting.
Procedure
Successful background checks will be valid for three years from the date the
background check is completed.
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Conflict Resolution
Definition
A “conflict” is defined as any kind of disagreement between two or more
volunteers and/or parents; and/or a dispute over the interpretation of one or more
council volunteer policies.
Policy
All volunteers will have the opportunity to present their concerns and work to
resolve the issues in a timely manner using the council’s conflict resolution
procedures.
Procedure
When a conflict arises, volunteers are first expected to discuss concerns with the
individuals involved. Problem solving should be the goal of these discussions. If this
does not resolve the issue then:
1. The parties should jointly discuss the situation with volunteer leadership
(such as the service unit manager) for support, guidance and resolution.
2. If this does not resolve the issue, the conflict resolution process should be
escalated by volunteer leadership or a party in the conflict to the Volunteer
Membership Support Specialist assigned to the region through the submission
of the Conflict Report (form 143). From there, staff will support resolving the
issue.
3. If a party of the conflict has concerns about the determined resolution for the
conflict, they can begin the grievance resolution process below.
Grievance Resolution
Definition
A “grievance” is an action taken when one or more volunteers take issue with the
actions/decisions of an employed council staff person.
Policy
All volunteers will have the opportunity to present their concerns and work to
resolve the issue in a timely manner using the council’s grievance resolution
procedures.
Procedure
When a volunteer wishes to dispute the action or decision of an employed council staff
member, the following procedures are to be followed.
1. The volunteer with the grievance may schedule a meeting (in person, virtually,
or via phone) with the staff member with whom they have a grievance to
discuss and attempt to resolve the grievance. Problem solving should be the
goal of these discussions.
2. If the issue is not resolved, the volunteer with the grievance may contact the
staff person’s immediate supervisor within 10 business days of the
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prior meeting. The grievance must be submitted in writing to continue the
grievance process. The grievance must include the results of the first attempt at
resolution, including dates, times, individuals involved, proposed resolution, and
an explanation of why the proposed resolution does not solve the grievance. The
staff person’s immediate supervisor will respond to the request within 10 business
days of receipt of the grievance and offer direction and/or a resolution.
3. If the issue is not resolved, the volunteer with the grievance may, within 10
business days of receiving the response from the immediate supervisor, submit
to the next level of supervision a request, in writing, to continue the grievance
process. The request to continue the grievance must include the results of the
prior attempts at resolution, including dates, times, individuals involved,
proposed resolution and an explanation of why the proposed resolution does
not resolve the grievance. The next level of supervision will respond to the
request within 10 business days of receipt of the request and offer direction
and/or a resolution.
4. This process will continue until either the grievance is resolved or the grievance
process reaches the CEO of Girl Scouts of Oregon and Southwest Washington. If
the issue is not resolved, the volunteer with the grievance will, within 10
business days of the last meeting held to resolve the grievance, submit to the
CEO, or their designee, a request in writing to continue the grievance process.
The request should include the results of all prior attempts at resolution,
including dates, times, individuals involved, proposed resolution and an
explanation of why the proposed resolution does not resolve the grievance. The
CEO, or their designee, will respond to the request within 10 business days of
receipt of the request and will make a final binding decision.
Rescission of Volunteer Appointment
Policy
Volunteers may be released from their positions prior to the specified end of term
of service.
Indemnification and Liability Insurance
Policy
Girl Scouts of Oregon and Southwest Washington’s indemnification and liability
insurance coverage will be extended to volunteers who are acting within the scope of
their appointed position within Girl Scouts of Oregon and Southwest Washington, are
complying with all parts of these policies and complying with all standards and
checkpoints identified in Volunteer Essentials and Safety Activity Checkpoints.
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Contracts
Policy
No Girl Scout volunteer will enter into any agreement or contract that is binding on
the council or includes a hold harmless clause.
Procedure
“Binding” is defined as imposing or including a monetary cost or payment as part of the
agreement or contract.
Any agreement or contract that is binding on the council and/or includes a hold
harmless clause is to be forwarded to answers@girlscoutsosw.org, who will forward
it to the COO (or other designated staff member) for signing. An example could be a
building/facility use contract.
To allow adequate time to review agreements or contracts, documents should be
submitted at least two weeks prior to the start date of the agreement.
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Volunteer Learning
Adult Learning
Policy
Completion of volunteer learning courses is required as determined by the volunteer
position and outlined in council procedures.
Procedure
The following table outlines courses assigned to volunteers in gsLearn based on their
role.Additional learning courses are required for certain activities, such as outdoor and
travel. At least one adult participating in the activity must have completed the
required course in the specified timeline. Please see the Girl Leadership Experience
section starting on Page 16 and in Safety Activity Checkpoints for the specific
requirements for each activity type.
Volunteers may be asked to take additional courses to update or improve skills in
certain areas. Failure to take required courses may result in dismissal from the position
or be grounds for non-reappointment.
Participants need to pre-register for all live learning courses. Registration is completed
through the Girl Scouts of Oregon and Southwest Washington website at
girlscoutsosw.org/events. A course may be canceled if the minimum number of
participants has not registered for the course by the registration deadline.
● Registrations will be accepted on a first come, first served basis.
● If there is a fee for the course, it is to be included with the registration.
Incomplete registrations will not be accepted.
● Registrations must be received by the registration deadline or a late fee may
apply.
● Training registration fees are an appropriate use of troop funds.
● Childcare is not provided at Girl Scouts of Oregon and Southwest
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Washington learning courses.
● Only persons registered for a learning course may be in attendance.
Exceptions may only be made in special circumstances (such as an ADA
accommodation).
● Volunteers are directed to complete courses well in advance of event in
order to take advantage of skill progression and girl-led activities.
Participants need to be present for the entire course in order to receive credit for attending
the course.
Volunteers transferring from other Girl Scout councils who have documentation of
prior experience or coursework may request a waiver from some required council
courses.
Contact answers@girlscoutsosw.org for more information.
Adult Volunteer Positional Training Requirements
GSOSW
Mandatory
Report Training
for Volunteers
GSOSW
Foundations
Troop Finance
Girl Scouts
Inside and Out,
Part 1
Other
Troop/Group
Leader
Required
1
Required
1
Required
1
Required
2
Troop Treasurer/
Bank Account
Signer
Required
1
Required
1
Required
1
Recommended
Troop Product
Manager
Required
Required
Required
Recommended
Product Program
training(s)
Friends and
Family Volunteer
Required
Required
Recommended
Recommended
Cookie Booth
Helper
Required
Recommended
Recommended
Optional
Cookie Booth training
Service Team
Volunteer
Required
1
Required
1
Required (if a
signer on the
service unit bank
account)
Recommended
Position Training for
specific team role(s),
and seasonal training
(depending on the role)
Community
Helper
Required
Required
Optional
Optional
Troop Travel
Volunteer
Required
Required
Required if
handling funds, or
is a bank account
Required (for
one least one
adult traveling
Girl Scouts Inside and
Out, Part 2;
Extended Travel (if
2
Required within the first 3 months of appointment
1
Required prior to appointment
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signer
with troop)
traveling 3 or more
nights)
Extended Travel
Volunteer/Travel
Patrol Volunteer
Required
Required
Required if
handling funds, or
is a bank account
signer
Required (for
one least one
adult traveling
with troop)
Girl Scouts Inside and
Out, Part 2;
Extended Travel
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Adult Recognitions
Policy
Girl Scouts of Oregon and Southwest Washington will follow a system of recognition
that is outlined in council adult recognition guidelines and by GSUSA.
Procedure
The process for nominating any adult volunteer for excellence in their position can be
found at girlscoutsosw.org/en/for-volunteers/adult-awards.html.
Nominations are reviewed by a volunteer adult recognition committee and
administered through the GSOSW volunteer learning services department.
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Girl Leadership Experience
Travel
Definition
A “day trip” is defined as any activity planned outside of the group’s regular meeting
place, time and date and does not include an overnight.
“Indoor overnights” is defined as any activity or event that takes place beyond the
normal meeting date and/or time and lasts for at least one night but no more than two
nights and the overnight is in a closed structure with running water, heat, flush toilets,
kitchen facilities or restaurants, and phone/cell coverage.
Note: Group travel of three nights or more requires the purchase of additional Girl
Scout insurance.
“Overnight travel – camping in an established site (including Adirondacks and
screened cabins)” is defined as any activity or event that takes place beyond the
normal meeting date and/or time and lasts for at least one night but no more than
two nights and camping in an established site that is missing one or more of the
amenities listed in “indoor overnights”
Note: Group travel of three nights or more requires the purchase of additional Girl
Scout insurance.
Policy
Any adult traveling with girls must be a currently registered member of GSUSA and
have successfully completed a criminal background check.
At least one registered adult accompanying the group must have completed the
required training.
A signed parent/guardian permission form is required for each girl for activities that
take place beyond the normal group meeting date, place and/or time or for any
activity or event that could be considered sensitive in nature.
Notice must be submitted, and approval received, for any activity that includes an
overnight.
Safety Activity Checkpoints regarding overnights and travel will be observed for all
activities.
Procedure
Annual Permission Slip and Health History (form #120) provides parent/guardian
permission to travel to, attend and participate in troop and council-sponsored
activities that are within the council region and not considered high-risk activities or
sensitive issues as defined in the High Risk Activities/Sensitive Topics section of this
resource, and outlined in Safety Activity Checkpoints.
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If a parent/guardian chooses not to sign the Annual Permission Slip and Health History
(form #120), they will need to sign the Individual Permission Form and Health History for
Troop/Group or High Risk Activity (form #117) for each activity or event that takes place
outside of the regular group meeting place, time and date or for travel within the
council region.
The Individual Permission Form and Health History for Troop/Group or High Risk Activity
(form #117) is to be used to obtain parent/guardian permission allowing a girl to travel
to and from, attend, and participate in activities considered high- risk or sensitive in
nature, as defined in the next section and outlined in Safety Activity Checkpoints.
Regional Troop Travel
For travel within the council region (no more than 200 miles outside council borders),
troops will meet with their service unit’s girl experience mentor (GEM) to complete
regional travel qualification each year. The GEM will qualify your troop for a particular
tier of travel—high risk day trips, indoor overnights (1 - 2) nights, outdoor overnights
(1 - 2) nights or extended regional travel (3+ nights). Once a troop is qualified, they will
submit a Regional Travel Notification (form #119) with the details of their regional trip. If
a troop wishes to travel for 3 or more nights in the region, at least one adult volunteer
must complete Extended Travel Training and the troop must purchase Extended Trip
insurance by emailing insurance@girlscoutsosw.org. Extended travel within the region
is limited to Junior, Cadette, Senior, and Ambassador levels.
National & International Troop Travel
For travel within the United States or to an international destination, troops must first
complete troop travel qualification for regional travel with the GEM to ensure they are
on the right track. Once the troop is qualified, they will submit a National &
International Troop Travel - Intent to Travel (form #121a) at least six months prior to the
trip. Then three months prior to the trip, the troop will submit the National &
International Troop Travel Planning Summary (form #121b).
If you do not know who your service unit GEM is or your area does not have one,
please email answers@girlscoutsosw.org to complete travel qualification with staff or
for any travel related questions.
The National/International Travel Permission Slip (form#118) signed by a
parent/guardian is required for a girl to travel to and from, attend, and participate
in group and council-sponsored activities that is more than 200 miles outside of the
council boundaries.
Men may participate in overnight activities only when separate sleeping quarters and
bathrooms are available for their use. Men should not be in a situation to walk through
girls’ sleeping quarters for entrance, exit or to access restrooms.
An exception can be made for family members during events such as parent- daughter or
family overnights where one family may sleep together in an area specifically designated
to accommodate families, Consult Safety Activity Checkpoints for more information on
sleeping arrangements for these types of events.
Use the following charts (pages 18–22) to determine the form needed and where to
submit it, any activity specific training(s) required (previously referred to on pages
12–13), additional insurance needs, any minimum age requirements and/or any First
Aid/CPR/Wilderness First Aid requirements for the type of travel selected:
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Travel Training Requirements
(Leaving the meeting place, time or date)
Policy
It is recommended that at least two adults attending the outing are fully trained. If one
trained adult cannot attend on the day of the outing, this provides an alternate to meet
the outing requirements.
Procedure
For more complete information about overnight travel of all kinds, see the “Travel
and Camping” section of Safety Activity Checkpoints.
See the following Travel Activity chart for travel training requirements by outing
type:
Day Trips
Criteria
● Outside the regular meeting place, time or date.
● Does not include an overnight.
Forms/Approval (and
submitted to whom)
● Annual Permission Slip and Health History (form #120) or Individual
Permission Form and Health History for Troop/Group or High Risk Activity
(form #117).
● If the day trip does not include a high risk activity as outlined in
Safety Activity Checkpoints, no approval is needed (troop leader
keeps permission slips).
● If the day trip does include a high risk activity as outlined in Safety
Activity Checkpoints:
o Meet with your Service Unit Girl Experience Mentor (GEM) to
complete your Regional Travel Qualification (required for high
risk day trips).
o The GEM will qualify your troop for a particular tier of travel -
high risk day trips, indoor overnights (1 - 2) nights, outdoor
overnights (1 - 2) nights or extended regional travel (3+ nights).
o Once your troop is qualified, you need to submit a Regional Travel
Notification form (#119) with the details of your high risk day trip.
Learning Courses
Required
● Position-specific trainings.
● Girl Scouts Inside and Out Part 1 and Part 2.
Courses to be completed at least two months prior to activity.
19
Girl Scout insurance
required
Yes, if non-members are participating.
Minimum Age
None.
First Aid/CPR
required by at least
one person attending
the activity
As required by Safety Activity Checkpoints.
20
Indoor Overnight – Non-Camping
Criteria
● Beyond normal meeting place/time/date.
● Includes an overnight but not more than two nights.
● Staying in a closed structure with the following amenities: running
water, heat, toilets, kitchen facilities or restaurant and phone/cell
coverage.
● Within the council region (no more than 200 miles outside council
borders)
Forms/Approval (and
submitted to whom)
● Annual Permission Slip and Health History (form #120) or Individual
Permission Form and Health History for Troop/Group or High Risk Activity
(form #117).
● All indoor overnights need approval. To gain approval:
• Meet with your Service Unit Girl Experience Mentor (GEM) to
complete your Regional Travel Qualification (required for high
risk day trips).
• The GEM will qualify your troop for a particular tier of travel—
high risk day trips, indoor overnights (1 - 2) nights, outdoor
overnights (1 - 2) nights or extended regional travel (3+ nights).
• Once your troop is qualified, you need to submit a Regional
Travel Notification (form #119) with the details of your high risk
overnight trip.
Learning Courses
Required
● Position-specific trainings.
● Girl Scouts Inside and Out Part 1 and Part 2.
● Extended Travel Training (if trip is 3 or more nights in length)
Courses to be completed at least three months prior to activity.
Girl Scout insurance
required
Trips of three nights or more require additional Girl Scout insurance.
Minimum Age
Subject to Safety Activity Checkpoints.
First Aid/CPR
required by at least
one person attending
the activity
Yes.
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Overnight – Camping at an Established Site
Criteria
● Beyond normal meeting place/time/date.
● Includes an overnight but not more than two nights.
● Camping in an established camp site that is missing one or more of the
amenities listed in “Indoor Overnight – non-camping.”
● Within the council region (no more than 200 miles outside council
borders).
Forms/Approval (and
submitted to whom)
● Annual Permission Slip and Health History (form #120) or Individual
Permission Form and Health History for Troop/Group or High Risk Activity
(form #117).
● All overnights need approval. To gain approval:
• Meet with your Service Unit Girl Experience Mentor (GEM) to
complete your Regional Travel Qualification (required for high
risk day trips).
• The GEM will qualify your troop for a particular tier of travel—
high risk day trips, indoor overnights (1 - 2) nights, outdoor
overnights (1 - 2) nights or extended regional travel (3+ nights).
• Once your troop is qualified, you need to submit a Regional
Travel Notification (form #119) with the details of your high risk
overnight trip.
Learning Courses
Required
● Position-specific trainings.
● Girl Scouts Inside and Out Part 1 and Part 2.
● Extended Travel Training (if trip is 3 or more nights in length).
● Outdoor Skills Training.
Courses to be completed at least six months prior to activity.
Girl Scout insurance
required
Trips of three nights or more require additional Girl Scout insurance.
Minimum Age
Subject to Safety Activity Checkpoints. Per Safety Activity Checkpoints, please
note that Daisies are too young to participate in troop camping, but may
participate in family camping as appropriate.
First Aid/CPR
required by at least
one person attending
the activity
Yes.
● Wilderness First Aid (WFA) required if more than 30 minutes from
emergency medical system (EMS).
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Overnight – Backpacking
Criteria
● Beyond normal meeting place/time/date.
● Includes an overnight but not more than three nights.
● Within the council region (no more than 200 miles outside council
borders).
● Camping in a non-established site (aka primitive camping).
Forms/Approval (and
submitted to whom)
● Annual Permission Slip and Health History (form #120) or Individual
Permission Form and Health History for Troop/Group or High Risk Activity
(form #117).
● All overnights need approval. To gain approval:
• Meet with your Service Unit Girl Experience Mentor (GEM) to
complete your Regional Travel Qualification (required for high
risk day trips).
• The GEM will qualify your troop for a particular tier of travel—
high risk day trips, indoor overnights (1 - 2) nights, outdoor
overnights (1 - 2) nights or extended regional travel (3+ nights).
• Once your troop is qualified, you need to submit a Regional
Travel Notification (form #119) with the details of your high risk
overnight trip.
Learning Courses
Required
● Position-specific trainings.
● Girl Scouts Inside and Out Part 1 and Part 2.
● Extended Travel Training (if trip is 3 or more nights in length).
● Outdoor Skills Training.
Courses to be completed at least six months prior to activity.
Girl Scout insurance
required
Trips of three nights or more require additional Girl Scout insurance.
Minimum Age
Subject to Safety Activity Checkpoints.
First Aid/CPR
required by at least
one person attending
the activity
Yes.
● Wilderness First Aid (WFA) required if more than 30 minutes from
emergency medical system (EMS).
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National and International Travel
Criteria
● Travel outside the council region (more than 200 miles outside council
boundaries)
Forms/Approval (and
submitted to whom)
● Extended Travel Permission Slip (form #118).
● Girl Health Examination Record.
● National and International Troop Travel Notification (form #121a) -
must be submitted at least six months prior to trip at the beginning
of planning.
● National and International Troop Travel Planning Summary (form
#121b) - must be submitted three months prior to trip.
Learning Courses
Required
● Position-specific trainings.
● Girl Scouts Inside and Out Part 1 and Part 2.
● Extended Travel Training.
Courses to be completed at least six months prior to trip.
Girl Scout insurance
required
Yes for all trips.
● Forward the email confirming purchase of insurance, with form
#121b to travel@girlscoutsosw.org one month prior to the trip.
Minimum Age
● For travel within the United States (outside of the council region): Girl
Scout Cadettes and older.
● For international travel: Girl Scout Cadettes and older.
● Girl scout travel progression to be followed.
*Grade levels update at the start of the Girl Scout membership year - October
1. Trips planned for the summer before may not be approved. For example,
Juniors bridging to Cadettes who want to take a summer trip outside the
council region may not have their trip approved.
First Aid/CPR
required by at least
one person attending
the activity
Yes.
● Wilderness First Aid (WFA) required if more than 30 minutes from
emergency medical system (EMS).
24
High Risk Activities/Sensitive Topics
Definition
“High risk activities” are defined as any activity that requires specialized skills, training,
equipment and/or supervision. Examples of activities that are high risk include, but are
not limited to: equine activities, white water activities, open ocean activities, ropes
course and outdoor rock climbing. Groups participating in high risk activities must use a
Girl Scouts of Oregon and Southwest Washington- approved outfitter. For more
examples of high risk activities, please refer to the Girl Scouts of Oregon and Southwest
Washington website at girlscoutsosw.org.
“Sensitive issues” are those topics that are highly personal in nature or rooted in
personal beliefs and values, e.g., health issues, child abuse, human sexuality, gender
identity, and religion. Examples include, but are not limited to, bullying, peer pressure,
dating, eating disorders, suicide, and drug and alcohol use. If an adult is in doubt as to
whether a topic should be considered sensitive, they should contact either their service
unit manager or their staff liaison.
Policy
A signed parent/guardian permission form is required for each girl for activities that
take place beyond the normal group meeting date, place and/or time or for any
activity or event that could be considered sensitive in nature or a high risk activity.
Procedure
The Individual Permission Form and Health History for Troop/Group or High Risk Activity
(form #117) is to be used to obtain parent/guardian permission allowing a girl to travel
to and from, attend, and participate in activities considered high risk or sensitive in
nature, as defined above and outlined in Safety Activity Checkpoints.
Transportation
Policy
Girl Scout groups and their drivers, traveling by car, must adhere to state laws and
safe-driving practices at all times.
The number of occupants in the car will not exceed the intended capacity of the
vehicle and each occupant will have their own seat and is buckled into a seatbelt.
Car seats and booster seats will be used as required by state law.
The use of 15-passenger vans for Girl Scout activities is prohibited. Vans used to drive
girls should not exceed an overall length of 224 inches, the standard length of a 12
passenger van.
Each driver driving girl and/or adult members must:
● Be a registered member of GSUSA for the current membership year and pass a
25
criminal background check.
● Be at least 21 years of age.
● Have a first aid kit in the vehicle.
● Have in their possession a signed parent/guardian permission form for each girl
in vehicle (as permission forms are required under the “Travel” section of these
policies).
● Not use a cell phone while driving.
● Provide proof of a valid driver’s license, proof of liability insurance in
compliance with state law; and
● Be in possession of the council after-hours emergency contact information.
One adult driver per vehicle is allowed as long as the adult/girl ratio is met for the
group activity. Girl Scout groups traveling in one or more vehicles must include a
minimum of one relief driver per group for trips more than 200 miles one way.
For trip camping (defined as using motorized transportation to move from one site to
another over a period of three or more nights), each driver must be at least 21 years of
age.
Procedure
Mileage covered per day should be reasonable for the type of transportation
being used, terrain and weather, as well as for the age of girl members being
transported. Time should be allowed for eating, sleeping, rest and relaxation,
recreation, and personal needs.
The use of public transportation is recommended whenever possible.
All participants should have current identification with them at all times.
In the event an accident occurs in a personal vehicle, the owner’s personal automobile
insurance is considered the primary insurance.
Any adult (female or male) who is a registered member of GSUSA for the current
membership year and has successfully completed a background check may be a driver
alone in a vehicle only for the period of time that travel takes place and must have a
minimum of two girls in the vehicle. Once the destination is reached, the group is to
reassemble and the required girl/adult ratios and adult training requirements for the
group must again be met.
An adult driver (female or male) is allowed to be alone in a car with one child only if
the adult driver is the parent/legal guardian of that child.
Insurance
Policy
All Girl Scout activities must be covered by the appropriate Girl Scout insurance.
26
Procedure
Certificate of Insurance (COI)
A Certificate of Insurance is a possible requirement for a site use when hosting a Girl
Scout event. Examples include: schools, churches, community centers and park & rec
buildings.
If proof of liability insurance is needed, The COI process is as follows. Email the
following information to insurance@girlscoutsosw.org.
● Your full name.
● Troop number (if applicable).
● Service unit.
● Site name.
● Site address.
● Site contact name (if available).
● Site contact email (if available).
Girl Scout membership dues include basic accident insurance for girls and adults.
Additional Girl Scout insurance will be purchased as outlined on the following page.
Girl Scout and Supplemental Insurance
Girl Scout Insurance and supplemental insurance covers only persons for which the
activity is intended.
Supplemental insurance covers anyone of similar/appropriate age who is participating
in a Girl Scout activity, but is not a registered member of Girl Scouts. For example,
family members invited to a ceremony occurring during a troop meeting.
Tag-a-longs (underaged non-members) are not allowed at troop meetings because the
troop meeting is not intended for that audience. If child care is needed during a troop
meeting or event, a separate space with adult supervision is required.
Volunteers are required to purchase supplemental insurance for those participants at
meetings, events, and Girl Scout activities when they are the primary sponsor.
● The key phrase for who is covered by supplemental insurance is “only
persons for which the activity is intended.”
● The minimum charge for coverage is $5 to cover up to 40 people. If you
expect more than 40 people there is a small additional per person charge.
27
● Events may be bundled to create efficiency in making requests for supplemental
insurance. For example, if you plan a program that occurs on four consecutive
Tuesday afternoons, estimate the number of people expected at each event and
submit one request that describes each separate activity.
● Supplemental insurance is required to be purchased for overnight troop
trips lasting three nights or more and for international travel.
Requests for supplemental insurance must be made in writing at least two weeks before
the scheduled event. Send your requests to insurance@girlscoutsosw.org.
Please include the following information:
● The date and time of the event.
● The location of the event (include troop numbers and service units if
possible).
● A brief description of the event.
● An attendance estimate.
● The name and contact information for the person in charge of the event and,
if different, the name and contact information of the person who should
receive the emailed certificate of insurance.
You will be contacted for payment before insurance is processed, and you will receive a
confirmation email once it has been processed.
Accidents/Injuries
In case of any accident or injury, an Accident/Injury Report (form #808b) will be filled
out and submitted, within 48 hours of the accident/injury, to the receptionist in the
Portland Service Center. The Accident/Injury Report (form #808b) is located at
girlscoutsosw.org/forms.
Groups interested in taking part in high risk activities should contact the council’s
outdoor program specialist to determine if the activity will be allowed and will be
covered by Girl Scout activity insurance.
28
Eligibility
Summary*
Coverage Summary
Plan 1
Basic Coverage
included with
membership dues
(additional
purchase of this
plan is not
required)
Every registered
Girl Scout member
(girls and adults)
Covers every registered Girl Scout member for any
approved, supervised Girl Scout activity, except activities
lasting more than two consecutive nights (a third night is
covered only for any official federal holiday).
Covers travel directly to and from the covered
activities.
Plan 2
Accident
Insurance
For members and
non-members
Members – covered while attending or participating in any
approved and supervised Girl Scout activity lasting three
nights or more.
Non-members – covered as participants** regardless of
the length of the activity/event.
Covers travel directly to and from the covered
activity/event.
Plan 3E/3P
Accident and
Sickness
Insurance
For members and
non-members
Members – covered for accident and sickness while
attending or participating in any approved and
supervised Girl Scout activity.
Non-members – covered for accident and sickness as
participant, regardless of length of the activity.
Benefits under Plan 3E are subject to the non- duplication
provision. Plan 3P benefits are not subject to the
non-duplication provision.
Both plans cover travel directly to and from the
covered activity.
Plan 3PI
Accidents and
Sickness
Insurance for
International
Trips
For members and
non-members
Plan 3PI provides accident and sickness insurance,
along with travel assistance services for trips or events
which take place outside the USA. (Plan 3P provides
only accident and sickness insurance, for trips or events
that take place in or out of the USA. It does not include
travel assistance).
Covers travel directly to and from the covered
event/activity.
* For more detailed information on each plan, please contact the receptionist at the Portland Service Center (503-
997-6800). Purchase must be made two weeks prior to the departure date or the activity date.
** “Participants” refers to those for whom the event is intended. Younger siblings or non-member children who are not
the event’s target audience are not covered.
29
Product Program
Definition
Girl Scouts of Oregon and Southwest Washington’s council-sponsored money- earning
activities are the Fall Product Program sale and the Girl Scout Cookie Program.
Policy
The only council-sponsored money-earning activities are those approved by the board of
directors.
Only registered groups and registered girls may participate in council-sponsored
money-earning activities. Girls must have a signed parent/guardian approved form
before taking orders and selling any products.
Group leadership must provide eligible girls with the opportunity to participate in the
council-wide product sales. (Because of GSUSA determinations, groups cannot be
penalized for not participating in council-sponsored money-earning projects.)
All product distributed to groups and Girl Scout families will be signed for and the
signing party will be financially responsible for that product.
Product distributed to groups and Girl Scout families is not returnable to the service
units or council.
All service unit and group product sales managers will be registered members of
GSUSA for the current membership year and will have successfully completed a
criminal background check.
Group proceeds earned through the product sale are the property of the group and
at no time does the girl or their family receive these funds directly.
In order to participate in any of the product sale programs, troops must meet the
following criteria:
● Troops/groups and girls participating must be registered for the current
membership year.
● Ongoing troops must turn in end of year financials and be clear of all
outstanding monies owed to Girl Scouts of Oregon and Southwest
Washington.
● The troop must have two leaders that are trained, registered and have a
current background check.
● The troop must have a bank account with two signers.
● Troop product managers must be trained by the service unit product
manager before receiving materials.
● All parents/guardians/IRM advisors must sign the online Ethics Pledge and
30
Permission & Responsibility Agreement at http://ethics.girlscoutsosw.org.
Troops that participate in product sale programs must adhere to the “group
composition” policy highlighted on page 34.
Procedure
All booth sales must be approved in advance by the service unit product manager.
Individual Booth Sales
“Individual booth sales” are defined as a booth sale benefitting one girl and staffed by
the girl and their parent/guardian.
Criteria for adults participating in individual booth sales:
● Adult must sign the online Ethics and Permission Form for the program
● Adult needs to take an online booth sales assistant workshop
Any parent/guardian who has been restricted by the council from handling funds is
not allowed to participate in an individual booth sale.
Parents/guardians will need to work with the group product manager to sign up for
booth sales after booth sale sign ups become “unlimited” for groups. The
parent/guardian will also need to work with the group product manager to release
any slots they have signed up for but will not be using at least 48 hours in advance of
the booth sale.
Groups get first priority at signing up for booth sales locations.
Group Booth Sales
“Group booth sales” are defined as more than one girl participating, and require adult
(s) to be present at all times.
Criteria for adults participating in group booth sales, their child and/or other Girl
Scouts not related:
● One adult must be a registered member
● One adult must have a current background check
● Adults must sign online Ethics and Permission Form for the program
● Adults need to take an online booth sales assistant workshop
● Need at least one additional adult present
Any caregiver who has been restricted by GSOSW from handling funds is not allowed
to participate in a group booth sale.
31
Communications
Policy
When using Girl Scout channels, members are only permitted to promote
events/opportunities that are directly related to Girl Scouts.
Members must follow Girl Scouts of Oregon and Southwest Washington’s Online and
Social Media Procedures.
Adult members must follow Girl Scouts of Oregon and Southwest Washington’s
Media Relations Guide for Girl Scouts.
Procedure
Girl Scout channels include, but are not limited to, online forums or groups, social
media, email, fliers, newsletters, announcements, and websites.
Activities, events, and camps that can be promoted are those led by Girl Scout staff,
service unit and group volunteers, and Girl Scout-specific events offered by program
partners. If you are unsure if an organization is a current program partner, contact
answers@girlscoutsosw.org.
Service project opportunities can be promoted as long as the receiving
organization’s mission and purpose are consistent with the Girl Scout mission.
Girl Scouts of Oregon and Southwest Washington’s Online and Social Media Procedures
are located at girlscoutsosw.org/forms.
Girl Scouts of Oregon and Southwest Washington’s Media Relations Guide for Girl
Scouts is located at girlscoutsosw.org/forms.
32
Group Money Earning
Money-Earning Activities
Definition
“Money-earning” refers to activities following a budget that are planned and carried out
by girls in partnership with adults to earn money for the group treasury.
Money-earning activities have program value for girls with “earning” being the
operative word. The girls provide products or services (car wash, babysitting, dog
walking, etc.) in exchange for payment.
Policy
Participation by groups in money-earning activities, other than council-
sponsored product sales, must have demonstrated need and prior approval.
Non council-sponsored money-earning activities will not be approved if group financial
reports are not current.
Group money belongs to the group and is not to be attributed to any individual girls.
Procedure
Money-earning activities will not receive approval if scheduled to be held during the
order-taking portion of the Fall Product Program or during any aspect of the Girl
Scout Cookie Program. Exceptions may be made for service-based activities.
A group will complete the Application for Additional Money Earning Activity (form #113)
and submit it for approval to activities@girlscoutsosw.org at least six weeks prior to the
proposed event.
Girl Scout Daisies do not participate in group money-earning activities other than
council-sponsored money-earning activities.
Per Volunteer Essentials, raffles, bingo and other games of chance cannot be
approved.
Commercial products with packaging and/or company logo/name may not be sold
by Girl Scouts. To do so would imply endorsements of the products by Girl Scouts,
which is not allowed.
Donations
Definition
Donations can be cash or in-kind (materials and services) for which the donor does
not receive any goods or services.
Cash from companies that donate to nonprofits based on employee volunteer
33
work (e.g., Intel, Wal-Mart) is also considered a donation. These funds can be
designated to a specific group or activity and are called “pass-through donations” by
Girl Scouts of Oregon and Southwest Washington.
Policy
Only registered adult volunteers may solicit donations to support Girl Scout
programs or services. Girls will not solicit donations.
All volunteers soliciting donations of any kind must receive approval to request and
accept donations on behalf of Girl Scouts.
Any donation, including pass-through donations, for which the donor requests a
receipt for a charitable contribution must be made directly to Girl Scouts of Oregon and
Southwest Washington. Girl Scouts of Oregon and Southwest Washington, as the
non-profit organization, will issue a receipt to the donor in accordance with IRS
regulations.
Donations may not be designated for the benefit of a specific girl or adult.
Door-to-door soliciting will not be permitted except for council product sales.
Procedure
The IRS requires a receipt for all donations over $250 if claimed as a deduction.
Donation solicitation might not receive approval if scheduled to be conducted
during some local United Way campaigns.
Donation solicitation will not receive approval if scheduled to be conducted during
the order taking portion of the Fall Product Program or during all aspects of the Girl
Scout Cookie Program.
Adult volunteers will submit the Donation Authorization (form #606) to the Girl
Scouts of Oregon and Southwest Washington development associate for final
approval at least four weeks prior to the solicitation.
Pass-through donations received by Girl Scouts of Oregon and Southwest
Washington for designated groups will be forwarded in a timely manner to the
adult in charge of the designated group, once the funds are received by the Finance
department of Girl Scouts of Oregon and Southwest Washington.
Volunteer-hour matches received by Girl Scouts of Oregon and Southwest Washington
may be requested as a pass-through donation for groups by using the Donation
Authorization (form #606). Funds received will be forwarded in a timely manner to the
adult in charge, once the funds are received by the Finance department of Girl Scouts of
Oregon and Southwest Washington.
34
Fundraising and Fund Development
Definition
Fundraising/fund development refers to a relationship between a Girl Scout volunteer
and a donor—one in which the donor lends support to the organization and/or group
in the form of money, products or services to benefit the organization’s objectives and
services to girls or the group’s budgeted activities. The donor receives a tax deduction,
as allowable by law.
Policy
Fundraising/fund development is the responsibility of the adult members of the
council. Individual girls or groups will not solicit funds.
Prior approval will be obtained for any adult fundraising activity.
Procedure
Adult volunteers will submit the Donation Authorization (form #606) to the Girl Scouts
of Oregon and Southwest Washington development associate at least two
(2) weeks prior to the solicitation for final approval, which is required to assure that
businesses aren’t being over-solicited.
Fundraising might not receive approval if scheduled to be conducted during
some local United Way campaigns.
Girl Scouts, in their Girl Scout capacities, cannot solicit money for other
organizations or individuals.
Girl Scout troops/groups will not receive approval to participate in crowdsource
funding campaigns.
35
Group Finances
Bank Accounts
Policy
All groups will be required to establish a Girl Scout bank account prior to
engaging in any money earning activity or when funds on hand exceed $100.
All accounts will be opened under the council’s tax ID number and account
information will be kept on file with the council’s financial department.
Group bank accounts will:
● Only be used for Girl Scout expenses, be used for all group expenses, and
contain only Girl Scout funds.
● Have a minimum of one signature on a check.
● Have a minimum of two signers on all accounts. All signers must be unrelated
by blood, marriage or household, be a currently registered member of GSUSA
and have successfully completed a criminal background check.
● Not have any signer(s) who have been restricted from handling Girl Scout
funds.
● Not have an employed staff member as a signer on the account unless it is a
staff-led group.
Girl Scout funds will not be commingled with non-Girl Scout funds in any
manner.
Group accounts may have up to one debit card per signer on the group account.
Groups will not establish credit card accounts or hold credit cards in the name of the
group.
Money earned is property of the group and at no time does the girl or their family
receive group funds directly.
Girl Scout funds from one group will not be commingled with funds from any other
Girl Scout group without the express permission of the treasurer liaison.
Procedure
Troops interested in opening bank accounts should contact the service unit treasurer to
request the required account authorization paperwork and obtain approval for opening
an account with the assigned troop number. All groups that are not considered troops or
troops in service units without a service unit treasurer must request authorization from
the council treasurer liaison for all banking needs.
To maintain Girl Scout records, each group or troop must report their bank account
number to their service unit treasurer or the treasurer liaison. In order to change
36
signers on any
troop bank account, the troop must request required authorization paperwork from
their service unit treasurer or treasurer liaison.
Troops should use paperless banking as a resource when available.
Any volunteer not complying with these Council Volunteer Policies and Procedures
and/or found to be mismanaging Girl Scout funds may be restricted from handling
Girl Scout funds or released from their volunteer position.
Financial Statements
Policy
Each group will maintain accurate records of income and expenses and will
submit reports as required.
Adult(s) in charge of group funds and/or bank accounts will be currently
registered members of GSUSA and have successfully completed a criminal
background check and be held accountable for those funds at all times.
Procedure
A completed Troop Financial Report (form #108), along with a copy of the group’s most
current bank statement, must be submitted to the service unit treasurer for review no
later than June 30 of the current program year. The date of the report should coincide
with the most recent bank statement date. The service unit treasurer will submit all
forms to the treasurer staff liaison by July 30 of the current program year. If there is no
service unit treasurer, the form is to be submitted directly to the treasurer staff liaison
at answers@girlscoutsosw.org.
Each troop or group must maintain financial records through an organizational
system, using any combination of a binder or secure electronic drive containing copies
of all up to date transaction logs (form #107, #107b or similar financial tracking tool),
receipts, bank statements, product sale summaries, Troop Financial Report (form #108)
and any additional financial paperwork. Records are to be kept with the troop and
should be available for review by parents/guardians, the girls in the troop, service
team members, and/or GSOSW staff for no less than three years.
A completed Service Unit Financial Report (form #208), along with transaction logs and
a copy of the service unit’s most current bank statement, must be submitted to the
treasurer staff liaison no later than July 15 of the current program year.
The Service Unit Financial Report (form #208), all receipts and a Detailed Bank Activity
Record (form #107), or similar financial tracking tool) are to be kept with the service
unit records and available for review by the members of the service unit, service team
and/or GSOSW staff for no less than three years.
37
Reimbursement for Expenses
Policy
Reimbursements for expenditures from group and/or council budgets must be
approved in advance by the appropriate person.
Procedure
Troops will only reimburse expenses that directly relate to a troop activity, and troop
spending should be discussed in advance. In any request for reimbursement, it is
important to keep financial records with receipts and by noting what the purchase was
for, the date the reimbursement was completed, and by whom. Reimbursement
requests should be submitted promptly after the expense is incurred as a troop or
group may elect not to reimburse items submitted past 60 days.
Reimbursements must be made by request to a signer on the troop or group bank
account. At no time is anyone permitted to pay for an activity with personal funds and
reimburse themselves. Co-mingling of troop and personal funds, even with the
intention to pay the troop back is strictly prohibited.
When reimbursing for driving expenses, reimbursements are to be made based on the
number of miles driven. Reimbursement for gasoline is not allowed by the IRS.
Disbanding and Merging Groups
Policy
Groups will follow the council’s disbanded group procedures.
Procedure
Troops should follow the GSOSW Troop Disband Guide when disbanding or merging.
A troop/group is considered disbanding when the following apply:
● The girls have graduated high school.
● The troop has decided to no longer be active.
● The troop does not meet the membership criteria of at least two leaders and
five girls from more than two families by October 31.
Exceptions may be approved by GSOSW staff.
A Troop is considered merging when it has decided to continue by joining another
existing troop.
38
After disbanding, if there are remaining troop funds, they will be held by council staff for
one year.
● If a girl from a disbanded group rejoins Girl Scouts within one year, a portion of
the disbanded group’s funds may be requested to be transferred to their new or
reforming group. A request for the transfer of the funds from the new group
leader is to be submitted to answer@girlscoutsosw.org.
● Any portion of the disbanded groups funds remaining after one year will be
used to benefit other girls through financial assistance.
Groups with equipment should contact either their staff liaison (for groups other than
troops) or their service unit manager (for troops) to determine the disposition of the
equipment.
Girl Transfers and Troop Divisions
Definition
A “transfer” is defined as a girl leaving one troop and joining another troop while
their original troop remains active.
A “troop division” is when the intention is for one or more groups of girls to leave a
troop and form two or more Girl Scout troops as defined by the “group composition”
policy highlighted in the Group Composition section of this resource.
Policy
Groups shall follow the council’s girl transfer procedures.
Procedure
Girl Scout group money belongs to the group and is not attributed to any
individual girls. For girls who transfer to a new troop, the girl’s original troop, in a
gesture of Girl Scout sisterhood, may decide to make a gift to the new troop.
For those troops dividing, the troop funds at the time of the division will be
divided equally between each new troop, based on the number of girls in each.
Lost/Stolen/Misappropriated Funds or Property
Policy
If any Girl Scout funds and/or property are lost, stolen or misappropriated at any
level of Girl Scouting, an investigation will be conducted and parties involved may be
subject to legal action.
Any volunteer responsible for missing funds may be removed from their
volunteer position and may be subject to legal action.
39
Procedure
GSOSW may request a review of any troop, group, or service unit bank account either
as a random audit or due to discrepancies in financial report information, missing
information, inquiries from girls, volunteers, etc., pertaining to appropriate use of Girl
Scout funds.
The individual(s) responsible for lost, stolen, or misappropriated Girl Scout funds or
property must promptly provide all financial recording information as requested in
order to comply with GSOSW policy. GSOSW staff will conduct an investigation and
notify involved parties, as appropriate, of any legal action, financial restrictions,
suspensions, or removal of volunteers from any roles.
40
Group Organization
Adults with Groups
Policy
At all times groups will follow the girl/adult ratios listed in Volunteer Essentials
and Safety Activity Checkpoints.
Each group activity will have at least two adult volunteers present, not related by
blood, marriage or household. Any time an adult male is working with girls, an
adult female who is a currently registered member of GSUSA and has successfully
completed a criminal background check and not related by blood, marriage or
household will also be in attendance at all times.
Adults working with and/or transporting girls will not be under the influence of any
alcoholic substance, medication or illegal substance that may impair their abilities or
judgment and must comply with policies as stated under the Alcohol, Tobacco and Illegal
Drugs policy.
Group Composition
Policy
A group will be defined as being comprised of a minimum of five girls and two
unrelated adult volunteers, one of whom must be female. (“Unrelated” is defined
as not related by blood, marriage or household.)
Procedure
Troops receive a troop number and may begin meeting when they have at least five
girl members, and two troop leaders who are:
● Unrelated.
● Do not live in the same household.
● Are registered for the current membership year or are Lifetime members.
● Have a current GSOSW background check.
● Have completed the initial training requirements for the troop leader role.
Troops will be open to accepting new girls and remain visible in the My GS Troop
Catalog until they meet the following program level requirements below. If the troop
falls below the standard number of girl member openings, their troop will
automatically become visible in the catalog.
Exceptions to troop size requirements may be considered if a troop is planning to
disband at the end of the current membership year or if a troop has members who have
special needs and require additional services or assistance. Requests for exceptions are
to be made in writing and submitted to answers@girlscoutsosw.org for review.
For more information about the troop formation process, visit the How to Start a Troop
page on the GSOSW website.
41
In addition to troop leader requirements, multi-level troops must have at least one
adult volunteer for each program levels whom:
● Is registered for the current membership year or is a Lifetime member
● Has a current Girl Scouts of Oregon and Southwest Washington
background check
● Has complete Mandatory Reporting training
● Is encouraged to complete Girl Scouts of Oregon and Southwest
Washington’s grade level training for that program level.
Any troops exceeding 35 girls must consult volunteer membership services staff and
demonstrate the ability to meet required ratios and the needs of the girls.
Girls may attend no more than one regular group meeting without being a registered
member of Girl Scouts of the USA.
Groups with less than five girls, but at least three girls from more than two families,
must be actively recruiting for more girls to meet the group definition as stated in the
above policy. If a troop falls below the membership requirement of at least three girls
from more than two families, they will be considered disbanding October 31, and will
not qualify to participate in the Fall Product Program or the Girl Scout Cookie
Program.
Girl Scout Troop/Group Size
Standard number of girl
member openings
Number of additional girl
openings that may be
requested without council
staff approval
Girl Scout Daisy
8
2
Girl Scout Brownie
10
2
Girl Scout Junior
10
5
Girl Scout Cadette
10
5
Girl Scout Senior
5
10
Girl Scout Ambassador
5
10
Multi-level Girl
Scout troop
Determined by council staff
Determined by council
staff
Revised September 2021 Page |
42
Group Sponsorships
Definition
A group sponsorship is an arrangement between a group and a sponsor (an
individual, business or community group) whose aims and objectives for youth are
compatible with Girl Scouting. Both the group and the sponsor derive some benefit
from the relationship, e.g. a sponsor provides ongoing meeting space to a group and
the group provides a form of service to the sponsor.
Policy
Groups must receive council approval prior to soliciting and/or accepting any
sponsorship.
Procedure
A group will fill out the Troop/Group Sponsorship Agreement (form #112) for approval,
and submit it to the service unit manager for approval.
When a religious group sponsors a Girl Scout group, members of a different faith or
religious affiliation or non-affiliated members within the group cannot be required to
take part in religious observances of the sponsor and the Girl Scout group cannot
exclude members who are not members of the sponsoring religious group.
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Health and Safety
Alcohol, Tobacco and Illegal Drugs
Policy
No person will use tobacco products in the presence of a girl member at any time
while at a Girl Scout event/meeting.
Smoking is only allowed at those Girl Scout properties that have designated smoking
areas. All smoking at these properties must be in the designated smoking areas.
No person will use, be under the influence of, or display evidence of recent use of any
substance including but not limited to prescription drugs, illegal drugs, alcohol, or any
other substance that would impair judgment or alter normal behavior in the presence
of girls, on Girl Scout properties or at any activity where girls are in their care. Despite
changes to Oregon and Washington law, marijuana, in any form, remains an “illegal
drug” for purposes of this policy.
Adult-only Girl Scout events and activities, where adults do not have responsibility
for the care and/or supervision of girls, will allow the consumption of alcoholic
beverages only with prior approval from the CEO or their designate.
Procedure
At properties that do not have designated smoking areas, GSOSW recommends
leaving the property to smoke tobacco products.
Note: If smoking in your private vehicle, please remember that the smell and residue
of tobacco products can trigger or aggravate respiratory issues. Take steps to air out
your vehicle when preparing to transport members.
Requests to consume alcohol at adult-only functions must be received, in writing, at
least two weeks prior to the planned activity. Requests should be submitted to the CEO
(email answers@girlscoutsosw.org with ATTN: CEO in the subject line) and include the
following:
● Date/time/location of planned activity.
● Purpose of activity.
● Number of adults attending.
● Type of alcohol to be consumed (i.e. wine, beer, liquor).
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Meeting Location
Policy
Meeting locations must provide a safe, clean and secure environment that allows for
the participation of all girls.
When Girl Scout activities take place in a private home, the adult in charge will ensure
that all guns, alcohol, prescription drugs, etc. in the home are inaccessible.
Pets will be kept contained during all Girl Scout meetings and activities.
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Procedure
Also see “Adult Volunteers/Volunteer Selection and Appointment” section for
additional policies/procedures regarding adults who live in a home where meetings
will take place.
In relation to pets, “contained” is defined as away from the girls and not present at
any time during the meeting or while an activity takes place.
“Inaccessible” is defined as not accessible; unable to be reached. Methods to make
items inaccessible include, but are not limited to, locking in a gun safe or other safe,
placing the items in a locked room, car or area of the home that is unavailable to
meeting participants, or in a separate locked building.
Firearms and Weapons
Policy
Possession of firearms will not be permitted at Girl Scout functions or properties except
by on-duty law enforcement officers or off-duty law enforcement officers who are
required to carry a weapon when off-duty.
Exception: This policy does not apply to any Girl Scouts of Oregon and Southwest
Washington -approved rifle and/or gun-safety programs, subject to council program
guidelines.
Possession of any form of weapon or explosive that is restricted by local, state or
federal law is prohibited at Girl Scout functions or properties. This includes all
firearms even if licensed, illegal knives or other weapons covered by law.
Procedure
Program guidelines for rifle and/or gun safety programs:
● Girls under 12 years old are not allowed to use firearms.
● All programs must take place at a shooting range and the shooting range
must be a permanent structure. No temporary ranges will be approved.
● Instructors will be certified (will currently accept NRA as certifying body).
● The program provider must be approved by Girl Scouts of Oregon and
Southwest Washington.
● An Individual Permission Form and Health History for Troop/Group or High Risk
Activity (form #117) must be obtained for any girl wishing to participate in a
firearms program.
Health History
Policy
A health history is required as outlined in Volunteer Essentials and Safety Activity
Checkpoints.
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Procedure
Information contained on a health history form will remain confidential and be shared
only with those who need to know in order to protect the health and safety of the
participants.
Child Abuse
Policy
All Girl Scouts of Oregon and Southwest Washington volunteers will immediately
report any incidents or strong suspicions of child abuse or neglect to the appropriate
agency and inform Girl Scouts of Oregon and Southwest Washington.
Procedure
Volunteers are to notify the director of volunteer support within 48 hours of
making a report.
Definitions of abuse and additional information may be found at:
http://dhsforms.hr.state.or.us/Forms/Served/DE9061.pdf
https://www.dshs.wa.gov/altsa/home-and-community-services/reporting-child-
abuse-and-neglect
Mandatory Reporting Hotline: In Oregon, call 1-855-503-SAFE (7233). This toll- free
number allows you to report abuse or neglect of any child or adult to the Oregon
Department of Human Services. In Washington, call 1-866-ENDHARM (1-
866-363-4276).
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