Gsswt volunteeressentials2017 online

Volunteer Essentials 2017

January 2017

Emergency Procedures These procedures apply to all volunteers with responsibility for girls and participants at official Girl Scout activities. It is very important that these steps are followed consistently in any emergency situation.

1. Always have someone in the group as the designee to call 911.

2. Remain calm.

3. Give priority attention to providing all possible care for the injured.

4. Secure emergency medical services and law enforcement as appropriate.

5. Report the emergency immediately by calling GSSWT (210-349-2404/1-800-5807247) at any time, 24 hours a day. By pressing 1, the automated phone system will forward the call directly to the council’s ICE (In Case of Emergency) cell phone.

6. In the event of a fatality or serious accident, always notify law enforcement. Do not leave the scene of the accident until law enforcement arrives. If you must leave, retain a responsible person at the scene. Ensure that the victim and the surroundings are not disturbed until law enforcement has assumed authority.

7. MAKE NO STATEMENTS TO THE MEDIA. Refer all media inquiries (press, radio, television) to GSSWT’s Development and Communications department. If no members of the department are available, take a message and inform them that someone will return their call. Do not discuss the incident, place any blame or accept liability.

8. Record all relevant conversations concerning the emergency.

9. Submit completed form(s) to the Crisis Team Lead within 72 hours of the incident.

Required forms will be provided by the council when necessary.

NOTE: Information specific to Girl Scouts of Southwest Texas (GSSWT) will be found in fully shaded boxes (like this one) throughout this publication, as well as in the appendices. Becoming familiar with GSSWT and GSUSA guidelines will help ensure the safety of all girls and volunteers.

Facilities Sally Cheever Girl Scout Leadership Center, Shop, Resource Center and Customer Care 811 N. Coker Loop, San Antonio, 78216; 210-349-2404/1-800-580-7247/Fax 210-349-2666 Registered Girl Scouts, volunteers and community members are welcome to use the Sally Cheever Girl Scout Leadership Center. Meeting room reservations and group overnight accommodations are made on a first come, first-served basis. For detailed information, visit GSSWT’s website (girlscouts-swtx.org).

Detailed information about the Girl Scout Shop can be found on page 12 and Resource Center page 14.

Directions: From HWY 281 N (driving north), exit Nakoma Dr., stay on access road, continue straight through Nakoma light, turn right onto Arion Pkwy., (just after Northside Ford), turn left onto W. Coker Loop, turn right onto N. Coker Loop.

From HWY 281 S (driving south), exit Nakoma Dr., stay on access road, turn left to cross over the highway, turn left onto the access road going north, stay on the access road, turn right onto Arion Pkwy., (just after Northside Ford), turn left onto W. Coker Loop, turn right onto N. Coker Loop.

VIA Bus Line (648) available—North bus stop #92766; South bus stop #92767

Office Hours: (June 1–August 31): Monday-Wednesday 8:30 a.m.-5:30 p.m.

Thursday 8:30 a.m.-6:30 p.m.

Friday 8:30 a.m.-1 p.m.

2nd Saturday 9 a.m.-1 p.m.

Closed Sunday

Extended Hours for Resource Center, Shop and Customer Care Center (September 1‒May 31): Monday-Thursday 8:30 a.m.-6:30 p.m.

Friday 8:30 a.m.-1 p.m.

2nd Saturday 9 a.m.-3 p.m.

Closed Sunday

West Side Girl Scout Leadership Center (formerly Coronado-Escobar Elementary School, Edgewood ISD) 5622 W. César E. Chávez Blvd. (formerly known as W. Durango), San Antonio 78237; 210-319-5775

General Facility Hours (September‒May): Monday-Friday 1st, 2nd, 3rd Saturday Closed Sunday

8:30 a.m.-8:30 p.m.

8:30 a.m.-1 p.m.

Summer Hours (June‒August): Monday-Friday 8:30 a.m.-6:30 p.m.

Closed Saturday and Sunday *Please call West Side Girl Scout Leadership Center Resource Center for Family Engagement and Volunteer Support hours 210-319-5775. *See page 12 for shop hours.

Directions: From HWY IH 10, exit Culebra Rd., take the 1st right onto Culebra Rd., continue to follow Culebra Rd., turn slight left onto Culebra Rd., turn left onto N. General McMullen Dr., turn right onto W. Commerce St., turn left onto S. San Joaquin Ave., take the 2nd right onto W. César E. Chávez Blvd./Durango St. From HWY 90 from the south, exit SW 36th St., turn right onto SW 36th St., turn right onto Old US-90 W., (Enrique Barrera Parkway) turn slight right onto W. César E. Chávez Blvd./Durango St. From US 281 N., take US 281 S., exit toward IH 10/US 87/Houston/El Paso, take IH 35 S. exit toward Laredo then exit 155C toward W. Houston St./Commerce St., turn right onto W. Commerce St. and continue onto Old US 90 W., (Enrique Barrera Parkway), turn left onto S. San Joaquin Ave., and take the 2nd right onto W. César E. Chávez Blvd./Durango St., destination will be on the left.

VIA BUS Line (76) available—North bus stop #77813; South bus stop #77819.

Camp La Jita Hwy 187 N (2 miles south of Utopia), Utopia, 78884 Camp Office: 830-966-3526 (during summer resident camp only) Ranger: 830-966-3521

Contents Quick-Start Guide

1

Chapter 3: Engaging Girls at All Grade Levels

57

We Are Girl Scouts

2

Who Can Join Girl Scouts—and How?

5

Arranging a Time and Place for Girl-Led Meetings

57

Girl Scouts’ Organizational Structure

6

Understanding Healthy Development in Girls

58

Creating a Safe Space for Girls

64

Getting Started with the National Leadership Program through Journeys

18

Recognizing and Supporting Each Girl

64

Planning in a Girl-Led Environment

19

Promoting Fairness

64

Meeting with Girls for the First Time

20

Building Trust

65

Using Safety Activity Checkpoints

21

Managing Conflict

65

Understanding How Many Volunteers You Need

23

Inspiring Open Communication

65

Following the Girl Scouts Safety Guidelines

25

Working with Parents and Guardians

69

Creating an Atmosphere of Acceptance and Inclusion 73

Chapter 1: Sharing Your Unique Gifts

27

Chapter 4: Safety-Wise

75

Knowing Your Responsibilities Understanding Your Role as a Girl Scout Volunteer

75

27

Responsibilities of the Volunteer: Girl Scout

Your Responsibilities

27

Safety Guidelines

75

Your Volunteer Support Team

29

Responsibilities of Parents and Guardians

78

Taking Advantage of Learning Opportunities

29

Responsibilities of the Girls

78

Knowing How Much You’re Appreciated

37

Chapter 2: Girl Scouting as a National Experience 38 What Girl Scouting Does for Girls

38

I Can’t Wait to and ToGetHerThere

40

Fun with Purpose

40

The National Program Portfolio

41

National Leadership Journeys

42

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

42

Putting It All Together

44

Emblems and Patches

51

Girl Scout Bronze, Silver and Gold Awards

51

Other Initiatives and Opportunities

52

Girl Scout Traditions and Celebrations

52

Girl Scout Calendar

52

Time-Honored Ceremonies

53

Signs, Songs, Handshake and More!

55

Knowing How Many Volunteers You Need

79

Transporting Girls

80

Checklist for Drivers

81

Product Program Safety

82

Computer/Online Safety

85

Approaching Activities

86

Health Histories (Including Examinations and Immunizations)

87

Girl Scout Activity Insurance

89

Experts

92

What to do if…

93

Someone Needs Emergency Care

95

First-Aid/CPR You Witness or Experience Abuse

Chapter 5: Managing Group Finances

95 100

101

Establishing an Account

104

Money-Earning Basics

108

Additional Group Money-Earning Activities

109

Letting Girls Lead

Collaborating with Sponsors and Other Organizations 112 Helping Girls Reach Their Financial Goals

112

Reviewing Financial and Sales Abilities by Grade Level

Looking at a Sample Troop Year

140

Reengaging Girls

141

113

Appendix B: For Travel Volunteers Chapter 6: Girl Scout Product Programs

139

116

142

Traveling with Girls 143 Using Journeys and The Girl’s Guide to Girl

Understanding the Girl Scout Cookie Program

117

Scouting in Their Travels

144

Your Council’s Role

117

Seeking Council Permission

145

Knowing Where Proceeds Go

117

Involving Chaperones

145

GSSWT Product Programs Position Statements

118

Letting Girls Lead

146

119

Staying Safe During the Trip

147

GSSWT Cookie Program

119

Reengaging Girls

Proceeds and Recognitions

120

Cookie Credits

120

Appendix C: GSSWT Volunteer Management Policies & Procedures 153

How the Cookie Crumbles

151

Product Program Group/Girl

Safely Selling Girl Scout Cookies and Other Products

122

Preparing for your Girl Scout Cookie Booths

123

GSSWT Fall Product Program

124

Section I: Volunteer Management

153

Section II: Membership Responsibilities & Benefits

159

Section III: Legal Issues

162

Section IV: Volunteer Conflict Resolution & Mediation 168

Chapter 7: Camping

126

GSUSA Objectives of Camping Types of Camp Experiences

126 126

GSSWT Camping Standards

127

Health Examinations— GSSWT Standards Camping

Section V: Other GSSWT Policies & Procedures

Appendix D: Governance

170

176

Purpose

176

Volunteer Advisory Steering Committee

177

128 128

Group Camping

129

Community Camping

129

General Information about GSSWT Camp

129

Camping Health and Safety Procedures at

Appendix E: Volunteer Systems & eBiz

179

What is Volunteer Systems

179

Camp La Jita

130

Troop Renewal

180

Camping First Aid Requirements

131

CEI FAQs

181

Troop Opportunity Catalog FAQs

183

Camping at Council-owned Sites and Non-Council-owned Sites

131

What is eBiz?

186

Camp La Jita

133

eBiz Online Registration

186

eBiz FAQs

189

Appendix A: For Troop Volunteers

136

Forming a Troop Committee

136

Holding Troop Meetings

137

Glossary

190

Index

196

Quick-Start Guide Welcome to the great adventure of Girl Scouting! Thanks to volunteers like you, generations of girls have learned to be leaders in their own lives and in the world.

We know you’re busy and need to be efficient with your time. For that reason, this Quick-Start Guide to Volunteer Essentials gives you the nitty-gritty—what you need to know now, as you plan for your first meeting with girls. We encourage you to read through these tips as soon as you can, and then feel free to put down this handbook for now.

Volunteer Essentials is a reference for you to use as you go through the membership year.

When you have a question, simply look up the topic in the Table of Contents, and you’ll find your answer. Think of Volunteer Essentials as your encyclopedia to Girl Scout volunteering.

Ready to get started?

Welcome to Girl Scouting in Southwest Texas Girl Scouts of Southwest Texas (GSSWT) serves more than 18,500 girls and 5,000 adults within the council’s 21county jurisdiction of Atascosa, Bandera, Bexar, Comal, Dimmit, Edwards, Frio, Gonzales, Guadalupe, Karnes, Kendall, Kerr, Kimble, Kinney, Maverick, Medina, Real, Uvalde, Val Verde, Wilson and Zavala counties. Girls participate in Girl Scouts through flexible pathways, including the troop experience, as part of our Girl Scouting In-School program, or in special summer program.

GSSWT is chartered by Girl Scouts of the USA (GSUSA) and is guided by the Girl Scout Mission: Girl Scouting builds girls of courage, confidence and character, who make the world a better place. Each council is its own incorporated 501(c)3 not-for-profit organization. The board of directors hires the Chief Executive Officer (CEO) who oversees the hiring of employed staff and the implementation of the yearly plan of work. Employed staff work in partnership with volunteers to provide support and direction for the work of the council.

Volunteer Essentials and the Safety Activity Checkpoints (girlscouts-swtx.org/Safety) will guide you in your adult Girl Scout position. Be sure to become involved in the many opportunities available in your area and the council, where you will find new friends and other volunteers who work together to ensure the best possible experience for girls. A training and activity guide, published each fall and spring, contains dates and descriptions of opportunities for girls and educational opportunities offered throughout the council for adults.

Volunteers are our greatest resource for making a positive difference in the lives of girls. May you enjoy your journey in Girl Scouts!

1

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

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

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

Girl Scout Law I will do my best to be

and to

honest and fair,

respect myself and others,

friendly and helpful,

respect authority,

considerate and caring,

use resources wisely,

courageous and strong,

make the world a better place,

and responsible for what I say and do,

and be a sister to every Girl Scout.

2

More than 3 Million Strong We are urban, rural, and suburban. We are in schools, churches, temples, mosques, public housing, foster homes, and detention centers. We are in virtually every zip code and in 90 countries around the world.     

2.3 million girls 5 to 18 years of age 16,800 Girl Scouts overseas 888,000 adult volunteers 59 million alumnae 112 councils throughout the United States At any given time, approximately 10 percent of girls are Girl Scouts, and it’s interesting to know that:

   

52 percent of women business owners were Girl Scouts.

69 percent of female U.S. Senators were Girl Scouts.

67 percent of female members of the House of Representatives were Girl Scouts.

Virtually every female astronaut who has flown in space was a Girl Scout.

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

Connect Online Connect with Girl Scouts of the USA at www.girlscouts.org, www.facebook.com/GirlScoutsUSA, www.twitter.com/girlscouts, and www.pinterest.com/GSUSA. Your local council also shares event information, learning opportunities, tips, and advice at www.girlscouts-swtx.org, www.facebook.com/GirlScoutsSWTX, and twitter.com/GirlScoutsSWTX.

Stay Connected For the latest information, visit our website (girlscouts-swtx.org) often for updates.

Connect with us: Facebook—facebook.com/GirlScoutsSWTX Twitter—@GirlScoutsSWTX YouTube—GirlScoutsSWTX Blog—gsswt.blogspot.com

3

Volunteer Advisory Steering Committee The Volunteer Advisory Steering Committee (VASC), is a Girl Scouts of Southwest Texas committee of volunteers who work in partnership with staff and whose purpose is to be the voice of volunteers, advise operational committees and represent the needs of volunteers throughout the council.

Tell us! If you feel there is a way for volunteers to improve the girl leadership experience for girls, tell us! A way to make volunteering more effective? Tell us! A way to improve the volunteer experience?

A new program idea? Tell us!

To connect with VASC members, click on the “Tell Us” at www.girlscouts-swtx.org.

button located at the bottom right

Girl Scout Alumnae Can you guess what more than 59 million women across the country have in common? They have all benefitted from the nation's premier leadership program for girls: Girl Scouts. Were you once a Daisy, Brownie, Junior, Cadette, Senior or Ambassador? Studies show that Girl Scout alumnae are women of courage, confidence and character, who are making the world a better place right now. We want to hear from you! Simply email development@girlscouts-swtx.org and tell us if you were once a Girl Scout and what your favorite memory is, or contact the Development and Communications department (210-349-2404/1-800-580-7247).

I Can’t Wait To is a multi-year campaign that focuses on getting the fun of Girl Scouts into the lives of young girls (K–5), their parents and caregivers, and you, the volunteer. We are heading into the third year of I Can’t Wait To, and the promotions, games, and contests keep coming.

Your council will be in touch with you and other volunteers about what is happening locally with this campaign, so keep an eye out!

ToGetHerThere At Girl Scouts, we know that when girls are given the opportunity, they change their world. Every girl has an important role to play, and every girl deserves the confidence to achieve anything she sets her sight on. But we need help to ensure that girls in every U.S. zip code develop the confidence that Girl Scouts nurtures. That's why we've launched ToGetHerThere, the largest fundraising campaign for girls in history.

ToGetHerThere is a movement wide fundraising campaign with the goal of raising $1 Billion for girls by 2020. Every gift to every Girl Scout council counts toward the goal. Together, we will get her there - to help lead her troop, her family, her community, her company, her country, and her world. To learn more about joining the largest campaign for girls visit girlscouts.org/invest.

4

Who Can Join Girl Scouts and How? Girl Scouts is about sharing the fun, friendship, and power of girls and women together. Any girl—from kindergarten through 12th grade—can join Girl Scouts. Girl Scout volunteers are also a diverse group—you may be a college volunteer working on a community-action project, a parent volunteer ready for an outdoor adventure with your daughter’s group, or any responsible adult (female or male, who have passed the necessary screening process) looking to help prime girls for the day when they’ll lead—however and wherever they choose.

What all members share, both girls and adults, are the Girl Scout Promise and Law. Each member also agrees to follow safety guidelines and pay the annual membership dues of $15.

(Adults have the option to purchase a lifetime membership for $375).

Girls at Every Grade Level After girls join, they team up in the following grade levels:      

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

Flexible Ways to Participate Across the country, the Girl Scout community is hard at work on a whole new approach to make sure that everyone can participate in Girl Scouting in the ways they want to. As a volunteer, you can choose from flexible ways to participate that can be tailored to fit your schedule and lifestyle. You can also volunteer behind the scenes, in your council office, instead of volunteering directly with girls.

Girls can choose any one, all, or some of the options—camp, events, series, troop, travel, and virtual*— within a single membership year. (*Note that virtual is still in development.)

As a volunteer, you, too, have the option of partnering with girls throughout a membership year or committing to an opportunity for only a few weeks or months. Based on independent research and extensive surveys with thousands of council staff members from around the country, we have a good sense of which options will interest girls, based on their grade levels. These are reflected in the chart on the right.

5

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

National Organization and Worldwide Sisterhood The national office of Girl Scouts of the USA (GSUSA), located in New York City, employs roughly 300 employees. GSUSA is a member of the World Association of Girl Guides and Girl Scouts (WAGGGS). (Visit GSUSA online, where you’ll find a wealth of resources for both girls and volunteers.)

Global Girl Scouting ensures that girls have increased awareness about the world, crosscultural learning opportunities, and education on relevant global issues that may inspire them to take action to make the world a better place. Visit Global Girl Scouting online for additional information.

Since 1925, USA Girl Scouts Overseas (USAGSO), a division of Global Girl Scouting, has helped ease the transition for American families relocating overseas by offering the familiar traditions and exciting opportunities of Girl Scouting to girls abroad. USAGSO now serves thousands of American girls living overseas, as well as girls attending American or international schools. Through Global Girl Scouting, members participate in World Thinking Day on February 22, visit the four WAGGGS world centers (see the “For Travel Volunteers” appendix), participate in international travel, promote global friendship and understanding by supporting the Juliette Low World Friendship Fund, and take action on global issues.

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

GSSWT Board of Directors Leadership The responsibilities of the board of directors focus on seven major areas:  Ongoing strategic dialogue to set direction of the council  Advocating for Girl Scouting as the premier leadership experience for girls  Forming effective partnerships with the Chief Executive Officer and senior leadership staff  Increasing council resources  Approving expenditures, managing finances  Policy development and oversight  Fulfilling corporate and charter obligations

6

Your Support Team A team of volunteers and staff provides you with local support, learning opportunities, and advice. As a volunteer, you will have the most contact with your Girl Scout support team, which may be called a service unit or a designated volunteer community. Never hesitate to contact them, because your support team will guide and assist you in all things Girl Scouting.

If you have questions about the Girl Scout program, working with girls, resources in the National Program Portfolio (National Leadership Journeys and The Girl’s Guide to Girl Scouting), or selling Girl Scout cookies and other products, go to your team for answers and ongoing support.

Who We Are GSSWT has realigned its staff in order to create an improved volunteer and membership experience. The new structure will provide more specialized task-focused functions for staff so that member questions and concerns can be managed in a more effective way, volunteers can spend more time with girls, and staff can spend more time helping new members get started with Girl Scouts. We are excited to be part of Girl Scouting evolution – ensuring that our movement will live on and remain relevant to girls for another 100 years.

How Can We Help You?

New

!

We want to make it as easy as possible for you to get the support you need to have an amazing Girl Scout experience. Here’s how our staff can help you: Customer Care If you are just starting your Girl Scouting adventure or have been with our council for years, Customer Care is your “go to” team. If we don’t know the answer, you can bet we will find it for you. We love talking with you whether it is over the phone, through email or in person. Call us at (210) 349-2404, press 0 or send us an email to customercare@girlscouts-swtx.org. We love getting to know you personally, so please feel free to visit us at the Sally Cheever Girl Scout Leadership Center, 811 N Coker Loop, San Antonio, TX. We’ll be here to help you!

Girl Scout Shop We think of the Girl Scout shop as more than a place to get your Girl Scout gear. Not only can you find all the necessary components for your Girl Scout or troop, we also provide fun patches for girls to remember their experiences, boutique items for those Cookie Credits and Nut Bucks, cookie selling material, camp gear, Girl Scout apparel, accessories and more!

Product Program (Cookie & Fall Product – nuts, candy and magazines) Girl Scouts and cookies go together, like, well, Girl Scouts and cookies. Our Product Program team works all year on the cookie and fall product programs (nuts, candy and magazines) so girls can have amazing experiences and earn proceeds for great adventures in Girl Scouting.

And when it comes to product program, our girls mean business.

7

Recruitment Specialist Do you want to be a Girl Scout? Are you a girl in Kindergarten – 12th grade? Or maybe you want to be one of our awesome adult volunteers? The Recruitment team can help you get started. The team works in partnership with community Girl Scout volunteers to set up and facilitate new member events throughout the year. You can find us at many events such as festivals, fairs and parades.

Membership Enrollment Ready to join? Still have some questions about membership registration? The Membership Enrollment team works with customers on membership enrollment, troop placement and volunteer onboarding. This team keeps the Troop Opportunity Catalog up-to-date so that new members can easily find a Girl Scout opportunity that fits their schedule. The team’s goal is to ensure a smooth enrollment process to the Girl Scout program.

Troop Support Specialists Troop Support Specialists work with new and experienced troop volunteers. This energetic team will reach out and introduce the great tools available to help leaders navigate the Girl Scout year. The Volunteer Toolkit (VTK) is sure to be the leaders’ best new friend and Troop Support Specialists will be your resident experts. They are ready to talk to you about activities, answer questions or tackle issues you’re facing. Stop by and visit Troop Support in the Resource Center at the Sally Cheever Girl Scout Leadership Center where you will also find many resources to assist you in providing the Girl Scout program – flags, camping equipment, books, badge kits and much, much more.

Program Support Specialists In Girl Scouts, we encourage girls to follow the fun. Program Support Specialists are here to help you and your troop navigate through the sea of opportunities at every level to find the perfect options for your Girl Scouts. This might include traveling, zip lining, earning your Bronze, Silver or Gold awards or learning about STEM. Your imagination is the limit. GSSWT program staff offer your girls amazing opportunities and are here to support and help you plan your next great adventure.

Volunteer Support Specialists Volunteer Support Specialists are committed to helping make your volunteer experience in Girl Scouting a great one. We are supporting your community teams and work directly with the volunteer community chairs. Safety of girls is our first priority and creating learning opportunities is our focus. Let us know if there is a topic you are interested in learning more about. We recognize the value of our volunteers and are here to help you to recognize outstanding volunteers.

8

Community Partners As we move at the speed of girls, it is critical to keep in mind who is there to support girls when they need it – their family and community. In the Community Partners department, we help support the girls and families through cultivating relationships with local businesses, helping those in need through Daisy’s Closet & Cupboard and providing resource rich programs to Girl Scouts.

We prepare family kits, collaborate with groups, deliver program to schools and host monthly community and adult engagement events at the West Side Girl Scout Leadership Center. This department ensures each girl’s supported as she propels herself forward.

Outdoor Experience Who makes the wonders of camp come alive for our girls? It’s our Outdoor Experience staff.

They’ve got an amazing knack – and a real passion – for teaching girls all about the outdoors.

Know what else is great? They provide opportunities at camp all year. Property staff, like our super hero camp rangers, work tirelessly to keep our beautiful camp ready – and safe – for year-round adventures.

Business Operations Business Operations works in the background providing day-to-day support and solutions for the council’s properties, business support, IT and data management. We’re the first face you see when entering our leadership centers. Need help in reserving a conference room? This is the team to call.

Communications Who publishes our newsletters and social media posts, gets the word out about the cookie program and shouts from the rooftops about the fantastic things girls do in Girl Scouts? The Development and Communications team. Have a photo or story to share? Be sure to connect with them. They want to hear from you!

Fund Development It’s super important to tell the public, foundations and organizations about how girls change the world through Girl Scouting. The Fund Development department does just that.

They meet with organizations and individuals, organize special events and think up new ways for people to invest in our organization and our girls’ futures.

9

Finance & Human Resources (HR) The behind-the-scenes work of these teams keep everything moving. Our Finance department isn’t just about numbers – although they love them. They connect troop banking, online program registration and the cookie and fall product programs together. And besides the day-to-day work the HR department does with GSSWT staff, they have a huge role in making sure our camps are staffed and ready for our girls.

Executive Team Our Executive Team is the primary leadership team for GSSWT. They work together to set strategic direction for staff based on what our volunteers and girls need. They also work with our volunteer Board of Directors.

Support Your Council Financial support from our families is vital to enable GSSWT to provide the various activities our girls need. Your gift to GSSWT is a gift for today's girls to realize their dreams and be tomorrow's leaders in business, science, government, education, sports, the arts and in their communities. All donations can be made online at girlscouts-swtx.org or by contacting the Development and Communications department (210-349-2404/1-800-580-7247).

Company Matching Gifts Your gift to GSSWT can have an even greater impact through a matching-gift program. Many local and national companies match employee's contributions to GSSWT and support volunteer incentive programs that recognize your Girl Scout volunteer effort.

Some companies with matching gift programs include: • AllianceBernstein • American Express • AT&T

• Bank of America • Boeing • Capital Group

• Conoco Phillips • United Healthcare • Gap Inc. • Walmart • JP Morgan Chase • Wells Fargo

If your company is not listed, contact your employer's Human Resources or Community Relations office to ask about matching gift and/or volunteer incentive program benefits.

Request a matching gift and/or volunteer incentive application form and send the completed form to the Development and Communications department. Please allow 3-4 weeks for processing.

10

Friendship Circle Fund GSSWT strives to ensure that no girl or adult volunteer is denied a Girl Scout experience.

The Friendship Circle fund helps provide assistance for girls and adult volunteers. We encourage groups and individuals to donate funds to assist in paying for membership, program and training fees, as well as to purchase journey books, the Girl’s Guide to Girl Scouting, uniform components, etc., for those unable to obtain them. Donations may be made online at girlscouts-swtx.org/donate.

Juliette’s Circle is an elite group that is passionate about Girl Scouts and its mission of building girls of courage, confidence and character, who make the world a better place. Girl Scouts has always been and continues to be the organization best positioned to offer girls the skills and knowledge they need to be successful leaders now and throughout their lives. With a gift of $1,000 a year for three years (2016, 2017 and 2018) members are helping Girl Scouts develop attributes needed to be the leaders of tomorrow. For more information about Juliette’s Circle, contact the Development and Communications department (210-349-2404/ 1-800-580-7247).

Memorial and Tribute Gifts Birthdays, graduations, Leader’s Day – any day can be a special day when you make a donation in honor or memory of a loved one. Not only will your gift have special meaning to you and your honoree, but your gift will impact the lives of thousands of girls across Southwest Texas. Gifts can honor friends, family, leaders, companies, co-workers—anyone who is special to you. We will send a personal note to each person, family or organization that you honor letting them know of your thoughtfulness. Memorial and tribute gifts may be made online at girlscouts-swtx.org/donate.

For more information about financially supporting your council, contact the Development and Communications department (210-349-2404/1-800-580-7247).

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Girl Scout Shops Shopping for your Girl Scouting needs is easy and convenient. You’ll find everything you need from uniform essentials, program materials, badges and awards, seasonal items, alumna gifts, collectibles and more! All purchases in the shops and the online store support local GSSWT events and girl program!

Contact Information 210-349-2404

Email: shop@girlscouts-swtx.org

Hours of Information Sally Cheever Girl Scout Leadership Center School Year Hours (September 1-May 31) Mon.-Thurs. 8:30 a.m.-6:30 p.m.

Fri. 8:30 a.m.-1 p.m.

2nd Sat. 9 a.m.-3 p.m.

Closed Sunday

Summer Hours (June 1-August 31) Mon.-Wed. 8:30 a.m.-5:30 p.m.

Thurs.

8:30 a.m.-6:30 p.m.

Fri. 8:30 a.m.-1 p.m.

2nd Sat. 9 a.m.-1 p.m.

Closed Sunday

West Side Girl Scout Leadership Center School Year Hours (September 1 – May 31) Mon.-Thurs. 3-8 p.m.

Fri. 12:30-8 p.m.

2nd Sat. 8:30 a.m.-1 p.m.

3rd Sat. 8:30 a.m.-1 p.m.

Closed Sunday

Summer Hours (June 1 – August 31) Mon.-Fri. 12-6 p.m.

Closed Sat.-Sun.

Closed Dates September 5, 2016 ................................. Labor Day November 23-25, 2016 .......................... Thanksgiving Break December 23, 2016-January 2, 2017 ..... Holiday Break January 16, 2017 .................................... Martin Luther King Day April 28, 2017 ......................................... Battle of Flowers May 29, 2017 .......................................... Memorial Day July 3-4, 2017 ......................................... Independence Day *Due to staff development meetings, trainings and inventory that will take place throughout the year, additional closed dates can be seen on GSSWTs Facebook page, in the Volunteer Connection e-newsletter and on our council website (www.girlscouts-swtx.org).

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Gift Cards Shop gift cards make the perfect gift for every Girl Scout occasion. They can be purchased at both shop locations in any denomination, are reloadable and never expire. Gift cards are redeemable at only SCGSLC and WSGSLC shops.

Online Shop The online shop is open 24/7 at www.girlscoutshop.com/southwest-texas-council. All product that is available in the council shops can also be found online as well as council-specific product and online-only product and offers. All online orders are handled by GSUSA’s Girl Scout Merchandise (GSM) and are subject to their policies.

Online Price Match Guarantee The shop is committed to providing low prices every day. If you find current lower prices on GSUSA’s online shop on an identical (item number must match) in-stock product, let us know and we’ll match it.

Military Discount Policy GSSWT proudly offers active duty, veteran military and their families a 10% discount on purchases with a valid military ID; discount may not be used in combination with special promotional discounts, sale items or troop purchases.

Special Product Orders If you want or need special product that the shops do not carry, an abundance of items can be shipped directly to your home--the online shop is your best option for product guarantee and fast delivery. The online shop offers numerous free shipping discounts throughout the year to assist you with shipping costs.

Only in special cases will we place orders for customers in need. In this instance, a shipping fee will be charged and order holding and pick-up time will be limited.

In the instance that an order needs to be placed for another person to pick up, please email shop@girlscouts-swtx.org at least 24 hours prior to pick-up time. If the order is placed within 24 hours, we cannot guarantee order will be ready for pick up. The shop will not accept any prior payments; the order must be paid for at pick up.

Exchange Policy Most items will be cheerfully exchanged with a receipt dated within 90 days of purchase.

Some rules or exceptions may apply. Refunds are not given under any circumstance.

Discontinued and/or clearance merchandise cannot be exchanged. GSSWT reserves the right to limit or modify the terms of the exchange policy at any time. GSSWT does not accept returned merchandise purchased from the online shop.

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Troop Support and Resource Center Whether you are experienced or a brand new troop volunteer, you want to find the right resource when you need it. Girl Scouts of Southwest Texas operates resource centers at two different facilities—Sally Cheever Girl Scout Leadership Center and the West Side Girl Scout Leadership Center. We are aware that many troops work on little to no budget. Our centers are available to all volunteers and troops, regardless of financial status. If you have a large or small project, we have office equipment available to help: laminator, copier, die cut machine and stamps, comb binding machine, along with assorted office equipment to put your projects together. There is a large amount of troop equipment available for check-out: activity kits, ceremony and program equipment, flags, sports and game equipment, and camping equipment. Our library has Girl Scout publications and books to help you plan activities and trips. Some items and services have a set number available for free, some require a small usage fee to cover costs or require a deposit. We encourage you to visit our centers for a tour.

The two locations have different hours of operation and availability. It is recommended that you call for details.  To inquire on resources available and open hours of the Resource Center located in the Volunteer Service Center at the West Side Girl Scout Leadership Center, call 210-319-5775.

Resource Center Hours of Operation @ Sally Cheever Girl Scout Leadership Center School Year Hours (September 1 – May 31)

Summer Hours (June 1 – August 31)

Mon.-Thurs. 8:30 a.m.-6:30 p.m.

Fri. 8:30 a.m.-1 p.m.

2nd Sat. 9 a.m.-3 p.m.

Mon.-Wed. Thurs.

Fri. 2nd Sat.

8:30 a.m.-5:30 p.m.

8:30 a.m.-6:30 p.m.

8:30 a.m.-1 p.m.

9 a.m.-1 p.m.

Equipment/Resources We suggest you reserve your equipment in advance. It’s important to realize that there are more than 1,200 groups using the Resource Center and items are not always available for walk-in requests. Resources are limited to a three-month advance reservation; however, other equipment can be reserved well ahead of time. To reserve equipment, volunteers complete an Equipment Request Form (visit girlscouts-swtx.org/Forms) with a pick-up date and a return date, both agreed upon by the volunteer and member staff.

The volunteer, or other designated party, can pick up the reserved item(s) anytime during Resource Center hours on the pickup date. Reserved items not picked up within three days of the scheduled pick-up date will be cancelled and made available to others.

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Each Resource Center patron must apply and be approved for a library card. Library cards do not expire as long as your account remains in good standing. Requirements for the card include:  You must be a registered adult Girl Scout member for the current membership year.  You must be in good standing (i.e., product program obligation, no lost equipment or books, no returned checks, etc.)  You must agree to abide by Resource Center library rules and procedures.

Items must be returned on or before the return date! A late fee of $2 per day will be charged for all late equipment and will be collected at the time of return.

Fees Library materials available in the Resource Center can be checked out free of charge; however, most equipment items will require a use fee and/or deposit. The use fee and deposit should be two separate payments.

Use Fees: The use fee is used to offset the cost of purchasing and replenishing the supplies in the kits, replacing worn items and repairing equipment as necessary.

Deposits: The deposit is your guarantee that you will return the equipment IN GOOD CONDITION and ON TIME. The deposit should be paid with a check or credit card. The check is attached or credit card information is collected on the Equipment Request Form (visit girlscouts-swtx.org/Forms) and when the equipment is returned ON TIME and IN GOOD CONDITION, the check is returned to the owner or credit card information is blacked out.

NOTE: Any late fees and/or replacement costs incurred will be deducted from the deposit.

Resource Center Library The library has publications on arts and crafts, outstanding women, multi-cultural holidays, program ideas, journey books for all grade levels, international and national Girl Scout history, outdoor fun, campfire cooking, music, teen/adult relationships, self-help materials and much, much more. There are many books and resources to help you provide quality program to your group.

Library materials cannot be reserved. They are on an as-available basis. All library items are checked out for two weeks at a time. There is no charge for using the library, we simply ask that you honor your due date and return items on time. A late fee of 10¢ per item, per day will be assessed on all late library items. Library privileges will be revoked until all items have been returned.

Resource Kit Menu Legacy Badge Kits – Legacy badges are based on activities that Girl Scouts have been doing since 1912. There are seven groups of Legacy badges: Artist, Athlete, Citizen, Cook, First Aid, Girl Scout Way and Naturalist. The Legacy badges give you a variety and choice.

Girls will have lots to do and you get to pick those badges they’re most interested in. Plus, you’ll see how relevant these topics still are for the girls today!

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Each kit contains a sampling of activities for all grade levels. Badge activities are progressive, so girls can build on skills they’ve learned at each level. For instance, when they earn the Cook Badge as Girl Scout Brownies, they’ll add to their experience when they earn the Cook Badge as Girl Scout Juniors, all the way up to Girl Scout Ambassadors.

Financial Literacy Badge and Leaf Kits - For more than a century, Girl Scouts has made financial literacy an integral part of programming and activities, recognizing the value of nurturing informed self-reliant girls and women. Girl Scouts has developed a financial empowerment program for grades K- 12 that is poised to foster economic responsibility and leadership in girls. We offer all girls the opportunity to build their business savvy and hone their financial literacy skills. They can do this through our curriculum and through the Girl Scout Cookie Program, the largest girl led business in the world. Kits are available for check out for all grade levels. The kits contain Leader Guides and tools to help your girls earn these awards.

Skill Building Badge Activity Kits - These badge kits correlate with the Journeys for Girl Scout Brownies and Girl Scout Juniors. Each kit comes with Leader Guides and tools for all five of the badges in each set.

Quick Start Activity Kits for Journeys Quick Start Kits are designed to assist the troop/group leader through the first few sessions of a Journey with girls.

Grade Levels

Girl Scout Daisy (grades K–1)

Journeys Welcome to the Daisy Flower Garden— Girls begin to plant their mini garden while developing their ability to see that, throughout the world, people and plants have unique identities.

Between Earth & Sky—Girls continue to explore what makes them unique as they start to consider the feelings of their sister Daisies and expand their knowledge of shapes in nature.

5 Flowers, 4 Stories, 3 Cheers for Animals!— By using their imagination and problem-solving skills, girls explore the many ways that caring for animals is like caring for themselves.

Brownie Quest—Girls discover their special qualities and the qualities of their sister Brownies and “find” the values of the Girl Scout Law.

Girl Scout Brownie (grades 2–3)

WOW! Wonders of Water— Girls begin to express what they love about water and start to understand and experience water’s importance in the world.

A World of Girls—Girls have fun exploring how stories and games can link them to the wide world of girls–and how they belong to this wide world of girls, too.

Girl Scout Junior (grades 4–5)

Agent of Change— Girls get to know their troop/group members, review or learn some Girl Scout basics, and discover their own values and individual “powers.”

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Get Moving!— Girls begin to explore energy use in buildings as they delve deeper into the science of energy. aMUSE— Girls gain an understanding of just how limitless their potential can be as they combine storytelling with the many roles–real and creative–that the world has to offer. Girls will have fun trying on roles and learning about people and the power of real-life action and leadership. aMAZE— Girls focus on relationships/friendships with the people around them.

Girl Scout Cadette (grades 6–8)

Breathe—Girls examine the many aspects of air pollution through the use of all their senses; girls also learn about a variety of jobs related to air.

MEdia— Girls are media savvy and are encouraged to consider whether what they see and hear around them every day reflects their reality; media lets them tell their own story.

GIRLtopia—Girls have an opportunity to create a vision for a perfect, girl-focused world through art: poetry, painting, sculpture, video or whatever medium they choose.

Girl Scout Senior (grades 9–10)

Sow What?—Girls gather for a journey through some big food issues: how and where food is grown, processed, distributed, consumed–and at times, wasted.

Mission: Sisterhood!—Girls are welcomed into the fun and friendly world of storytelling; from real sisters working out together, to a sisterhood of women working for change, this Journey is sprinkled with stories of sisterhood and the benefits they bring to women and the world.

Your Voice, Your World: The Power of Advocacy—Girls are inspired to become advocates, using their voices for positive change in the world.

Girl Scout Ambassador (grades 11–12)

Justice—Girls gain knowledge of different environmental injustices, understand how they arise and brainstorm solutions.

Bliss: Live It! Give It!—Girls hear stories of dreams and dreamers–from athletes and artists to designers and scientists; through these stories they come to understand that their own dreams can become part of their story, too.

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Getting Started with the National Leadership Program through Journeys The Girl Scout program is based on the Girl Scout Leadership Experience (GSLE), in which girls Discover themselves, Connect with others, and Take Action to make the world a better place—all within the safety of an all-girl environment where girls take the lead, learn by doing, and learn cooperatively.

At the core of the GSLE are National Leadership Journeys, fun and challenging experiences grouped around a theme and spread over a series of sessions. Each Journey has all the important components of the GSLE sewn right in. So, to guide girls on a great Journey, all you need is enthusiasm and a sense of adventure. Before you dive in, try these six simple tips: 1. Check out the Journey maps at www.girlscouts.org/program/journeys/maps. These maps show you how all the fun and meaningful traditions of Girl Scouting fit right into any National Leadership Journey. There, you can also find information about the topics that each Journey covers, which you can share with girls. And you’ll find even more fun traditions to complement your Journey in The Girl’s Guide to Girl Scouting, a resource for each grade level of Girl Scouting.

2. Choose a Journey. Because Girl Scouting is girl-led, it’s important to give girls the chance to pick the Journey they want to do. Talk to them about what each Journey for their grade level is about and let them choose one.

3. Get to know the Journey. Pick up a girls’ book and an adult guide. Read the girls’ book for the pleasure of it, just to get an overview of the Journey’s theme and content.

4. Review the sample session plans in the adult guide. These sample session plans give you ideas about bringing the Journey to life with girls while leaving plenty of room for creativity and customization.

5. Invite girls (and their parents/guardians) to use their imaginations to make the Journey come to life in ways that excite them. Remember that you and the girls don’t have to do everything exactly as laid out in the sample sessions.

6. Step back and watch how the girls, with your knowledge, support, and guidance, have enormous fun and a rewarding experience. Celebrate with them as they earn their National Leadership Journey awards—and perhaps some Girl Scout badges, too!

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Planning in a Girl-Led Environment Volunteer Toolkit The Girl Scout Volunteer Toolkit (VTK) is a comprehensive, digital tool accessible from computers, smartphones and tablets that have internet connectivity. The VTK makes it easier for troop co-leaders to assist girls in planning their Journey. To access VTK, visit our website at www.girlscouts-swtx.org, click on the yellow MyGS tab in the upper, right-hand corner of the menu bar and sign in.

Using the VTK to manage your troop Girl Scout Daisy through Junior level co-leaders will have access to three full-year plans, including one year of Girl Scout badges and a choice of two Girl Scout Journeys. These pre-made plans provide everything you need to get started. You can set your meeting calendar and customize activities. The VTK also allows co-leaders to keep attendance and track the badges each girl earns. Although the Girl Scout Cadette through Ambassador level badge and Journey program resources are not currently available in the VTK, girls and their advisors can use the “Create Your Own Year Plan” function to plan meetings.

Using the VTK to communicate with troop families Since VTK is connected to the GSSWT member registration system, the VTK allows all co-leaders to manage troop contacts and communicate with families. You can easily generate customized emails that let families know what is happening at each meeting.

Remember that you want girls to lead, but younger girls will need more guidance, while older girls will require much less. Girl Scout Seniors and Ambassadors may not even want you to draft a calendar in advance, so if they balk at what you’ve done, let them take the reins (Journeys for older girls include planning pages specifically designed to help them customize their Journey).

Consider planning your time with girls and visit www.girlscouts.org/mycalendar for more resources.

As your group starts its Journey, get a discussion (or debate!) going on the Journey’s theme and what it means to the girls. Probe to find out what they’re most interested in accomplishing during their time together, and then help them connect those interests to their Journey.

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Meeting with Girls for the First Time When you first get together with girls (and this meeting may also include parents/guardians, or you may decide to hold a separate meeting for the adults), you’ll want to get to know the girls, and give them a chance to get to know one another.

Icebreaker games that let girls share simple details about themselves are a great way to start off your first gathering. Journeys often start with such an icebreaker, so if you’re digging into a Journey right away, you’ll be all set. You can also check your council’s resources or search the Internet for “icebreakers for kids” to find more ideas.

If you already know which Journey the girls want to do, you’ll find it useful to accomplish some of the following during this meeting (note that all these points are detailed in the adult guide for each Journey, too). If your girls haven’t chosen a Journey yet, you can spend time during the first meeting talking about the themes of the three Journeys that are available for their grade level and find out which one the group would like to do. You can then discuss these points in the next meeting, if you run out of time.

1. Introduce the Journey, its theme, and its ties to leadership. Each Journey’s adult guide gives you ideas for talking with girls and their parents/guardians about the Journey’s theme and the Three Keys to Leadership.

2. Find out what interests the group (and be sure to include the other adult volunteers), so that you and the girls can begin to customize the Journey. Do the girls want to dig deeper into a particular aspect of the Journey? Without promising anything (yet!), ask the girls to talk about what they’re passionate about, what they’ve always wanted to do, and how they would spend their time if money and other barriers were no object. Remind the girls they can do activities inside or outside. Build off the ideas shared, but be sure to include opinions from all the girls. Ask direct questions of those who seem to be holding back or are unsure about answering, so everyone is included.

3. Get the girls talking about how they want to schedule their time together. Use the planning pages from their Journey (referring to your draft calendar only as needed, so that the girls lead). Consider questions like these: o Can girls organize and plan a field trip or longer travel opportunity that will allow them to learn more about a particular Journey topic or theme? o Is there an event that meshes with this topic or area of interest? o Can the girls locate and communicate with an expert in the field via email or social media? o Can they invite a guest speaker to answer questions or demonstrate particular skills? o Which badges can the group choose to work on that will deepen their skills in this particular area? o If they are Girl Scout Juniors or older, are they interested in pursuing their Girl Scout Bronze, Silver, or Gold awards? o Do they have ideas for activities that will involve younger or older girls?

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Using Safety Activity Checkpoints When preparing for any activity with girls, start by reading the Girl Scout Safety Activity Checkpoints for that particular activity. You can find these on your council’s website; your council may also provide them in some additional electronic or printed form.

Each Safety Activity Checkpoint offers you information on where to do this activity, how to include girls with disabilities, where to find both basic and specialized gear required for the activity, how to prepare yourselves for the activity,what specific steps to follow on the day of the activity, and so on.

In addition to reading these checkpoints yourself, you can email or print them for covolunteers, parents/guardians, and the girls themselves. The checkpoints are formatted as checklists, so that you, your co-volunteers, and the girls can check off each step that has been accomplished.

In keeping with the three processes of the Girl Scout Leadership Experience, be sure that: 

 

All activities are girl-led. Take into account the age and abilities of the girls. Older girls can take the bulk of the responsibility for carefully planning and executing activities, while younger girls will require more of your guidance but should still be deeply involved in making decisions about their activities.

Girls have the chance to learn cooperatively. Have girls teach each other new skills they may need for the activities, rather than hearing all that from you.

Girls learn by doing. If research or special equipment is needed, they’ll learn better by doing that research themselves than by having you do the legwork and report back to them. Even Girl Scout Daisies can do basic research and give reports or do showand-tell for each other. Girl Scout Ambassadors may need you only for moral support as they research, teach each other, and plan every detail of their excursions.

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

Caution: You must get written pre-approval from your council for girls ages 12 and older who will operate motorized vehicles, such as go-carts and personal watercraft; take trips on waterways that are highly changeable or uncontrollable; or fly in noncommercial aircraft, such as small private planes, helicopters, sailplanes, untethered hot air balloons, and blimps.



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

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An additional note: Girl Scouts welcomes and serves girls and families from a wide spectrum of faiths and cultures. When girls wish to participate in discussions or activities that could be considered sensitive—even for some—put the topic on hold until you have spoken with parents and received guidance from your council. When Girl Scout activities involve sensitive issues, your role is that of a caring adult who can help girls acquire skills and knowledge in a supportive atmosphere, not someone who advocates a particular position.

You are required to obtain permission slips signed by the girls’ parents/guardians; see the “Engaging Girls at All Grade Levels” chapter of this handbook for more information.

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

Group Meetings Two unrelated adults (at least one of whom is female) for every:

Events, Travel, and Camping

One additional adult to each additional:

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

One additional adult to each additional:

Girl Scout Daisies (grades K–1)

12

1-6

6

1-4

Girl Scout Brownies (grades 2–3)

20

1-8

12

1-6

Girl Scout Juniors (grades 4–5)

25

1-10

16

1-8

Girl Scout Cadettes (grades 6–8)

25

1-12

20

1-10

Girl Scout Seniors (grades 9–10)

30

1-15

24

1-12

Girl Scout Ambassadors (grades 11–12)

30

1-15

24

1-12

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Here are some examples: If you’re meeting with 17 Girl Scout Daisies, you’ll need three adults, at least two of whom are unrelated (in other words, not your sister, spouse, parent, or child), and at least one of whom is female. If this isn’t making sense to you, follow the chart: you need two adults for 12 Daisies and one more adult for up to six more girls. You have 17, so you need three adults. If, however, you have 17 Girl Scout Cadettes attending a group meeting, you need only two unrelated adults, at least one of which is female (because, on the chart, two adults can manage up to 25 Cadettes).

In addition to the adult-to-girl ratios, please remember that adult volunteers must be at least 18 years old or at the age of majority defined by the state, if it is older than 18.

Adult supervision for all girls also extends to any online activity. For additional information on online safety, please consult:  The “Computer/Online Use” Safety Activity Checkpoints  Girl Scout Internet Safety Pledge  Digital Cookie Terms & Conditions for Girls, Digital Cookie Terms & Conditions for Parents/Guardians and Digital Cookie Terms & Conditions for Volunteers

Minor (age 18 and below) Volunteers If minors (age 18 and below) are participating as volunteers for a program or event, the following information and guidelines must be met.

Community teams, co-leaders, program specialists/event coordinators or anyone utilizing minors to assist with Girl Scout program must have the following information on all minor volunteers:  

Parent Permission Form Health History Form

and:   

Must include minor volunteers in child participant number Not leave minor volunteers alone with children Not allow minor volunteers to drive or transport children

Staff or volunteers in charge need to follow all safety guidelines as they would with girls of that age.

Troops/Groups: Troops may not schedule or conduct troop program meetings for girls until the Co-Leader has completed all steps required of the troop leadership team as outlined under Volunteer Management (D. Volunteer Selection, Appointment and Reappointment policy – page 157).

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Following the Girl Scout Safety Guidelines Every adult in Girl Scouting is responsible for the physical and emotional safety of girls, and we all demonstrate that by agreeing to follow these guidelines at all times.

1. Follow the Safety Activity Checkpoints. Instructions for staying safe while participating in activities are detailed in the Safety Activity Checkpoints, available from your council. Read the checkpoints, follow them, and share them with other volunteers, parents, and girls before engaging in activities with girls.

2. Arrange for proper adult supervision of girls. Your group must have at least two unrelated, approved adult volunteers present at all times, plus additional adult volunteers as necessary, depending on the size of the group and the ages and abilities of girls. Adult volunteers must be at least 18 years old (or the age of majority defined by the state, if it is older than 18) and must be screened by your council before volunteering.

One lead volunteer in every group must be female.

3. Get parent/guardian permission. When an activity takes place that is outside the normal time and place, advise each parent/guardian of the details of the activity and obtain permission for girls to participate.

4. Report abuse. Sexual advances, improper touching, and sexual activity of any kind with girl members is forbidden. Physical, verbal, and emotional abuse of girls is also forbidden. Follow your council’s guidelines for reporting concerns about abuse or neglect that may be occurring inside or outside of Girl Scouting.

5. Be prepared for emergencies. Work with girls and other adults to establish and practice procedures for emergencies related to weather, fire, lost girls/adults, and site security. Always keep handy a well-stocked first-aid kit, girl health histories, and contact information for girls’ families.

6. Travel safely. When transporting girls to planned Girl Scout field trips and other activities that are outside the normal time and place, every driver must be an approved adult volunteer and have a good driving record, a valid license, and a registered/insured vehicle. Insist that everyone is in a legal seat and wears her seat belt at all times, and adhere to state laws regarding booster seats and requirements for children in rear seats.

7. Ensure safe overnight outings. Prepare girls to be away from home by involving them in planning, so they know what to expect. Avoid having men sleep in the same space as girls and women. During family or parent-daughter overnights, one family unit may sleep in the same sleeping quarters in program areas.

When parents are staffing events, daughters should remain in quarters with other girls rather than in staff areas.

8. Role-model the right behavior. Never use illegal drugs. Don’t consume alcohol, smoke, or use foul language in the presence of girls. Do not carry ammunition or firearms in the presence of girls unless given special permission by your council for group marksmanship activities.

9. Create an emotionally safe space. Adults are responsible for making Girl Scouting a place where girls are as safe emotionally as they are physically. Protect the emotional safety of girls by creating a team agreement and coaching girls to honor it. Agreements typically encourage behaviors like respecting a diversity of feelings and opinions; resolving conflicts constructively; and avoiding physical and verbal bullying, clique behavior, and discrimination.

10. Ensure that no girl is treated differently. Girl Scouts welcomes all members, regardless of race, ethnicity, background, disability, family structure, religious beliefs, and socioeconomic status. When scheduling, helping plan, and carrying out activities, carefully consider the needs of all girls involved, including school schedules, family needs, financial constraints, religious holidays, and the accessibility of appropriate transportation and meeting places.

11. Promote online safety. Instruct girls never to put their full names or contact information online, or engage in virtual conversation with strangers. Girls should never arrange in-person meetings with online contacts, other than to deliver cookies and only with the approval and accompaniment of a parent or designated adult.

On group websites, publish girls’ first names only and never divulge their contact information. Teach girls the Girl Scout Online Safety Pledge and have them commit to it.

12. Keep girls safe during money-earning activities. Girl Scout cookies and other council-sponsored product sales are an integral part of the program. During Girl Scout product sales, you are responsible for the safety of girls, money, and products. In addition, a wide variety of organizations, causes, and fundraisers may appeal to Girl Scouts to be their labor force. When representing Girl Scouts, girls cannot participate in money-earning activities that represent partisan politics or that are not Girl Scout–approved product sales and efforts.

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

Understanding Your Role as a Girl Scout Volunteer Your most important role as a Girl Scout volunteer is to be excited about everything this opportunity affords you: a chance to help girls succeed, play a critical role in their lives, and watch them blossom! You also want to be someone who enjoys the activities you’ll be embarking on with the girls—whether you’re volunteering at a camp, working with girls who are traveling, or partnering with girls on a short-term series on a topic that interests you.

As a Girl Scout volunteer, you’ll serve as a partner and role model to girls. You’ll also work closely with a co-volunteer, because two adults must be present at all times when working with girls, and at least one of those volunteers must be female and not related to the other adult. This is an important distinction that bears repeating: Men can serve as troop volunteers, but an adult female who is not related to the other volunteer must be present at all times, and only in cases of emergency is a girl to be alone with only one volunteer. Remember to also check the adult-to-girl ratios in the Quick-Start Guide and the “Safety-Wise” chapter of this handbook.

In More than ‘Smores: Success and Surprises in Girl Scouts Outdoor Experiences, the Girl Scout Research Institute (GSRI) has described the role of adult volunteers: “Because everything girls do outdoors in Girl Scouts must be supported by an adult, these results speak indirectly to adult volunteers and their preparation. To get girls outdoors more regularly, Girl Scouts need adult volunteers who encourage and promote outdoor experiences. Communicating to volunteers and parents that casual outdoor experiences are effective ways of giving girls opportunities to build competencies and try new things may be the key to opening the gateway for all Girl Scouts to participate in the outdoors on a more regular basis.” (2014, p.27)

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

Accepting the Girl Scout Promise and Law Understanding the Three Keys to Leadership that are the basis of the Girl Scout Leadership Experience: Discover, Connect, and Take Action Sharing your knowledge, experience, and skills with a positive and flexible approach Working in a partnership with girls so that their activities are girl-led, allow them to learn by doing, and allow for cooperative (group) learning; you’ll also partner with other volunteers and council staff for support and guidance

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 

    

Organizing fun, interactive, girl-led activities that address relevant issues and match girls’ interests and needs Providing guidance and information regarding Girl Scout group meetings with girls’ parents or guardians on a regular and ongoing basis through a variety of tools, including email, phone calls, newsletters, blogs, other forms of social media, and any other method you choose Processing and completing registration forms and other paperwork, such as permission slips Communicating effectively and delivering clear, organized, and vibrant presentations or information to an individual or the group Overseeing with honesty, integrity, and careful record-keeping the funds that girls raise Maintaining a close connection to your volunteer support team Facilitating a safe experience for every girl

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

Girl Scout Law I will do my best to be

and to

honest and fair,

respect myself and others,

friendly and helpful,

respect authority,

considerate and caring,

use resources wisely,

courageous and strong,

make the world a better place,

and responsible for what I say and do,

and be a sister to every Girl Scout.

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

The other volunteers on your support team may help by:       

Filling in for you Arranging meeting places Being responsible for communicating with girls and parents/guardians Locating adults with special skills to facilitate a specialized meeting Assisting with trips and chaperoning Building girl’s outdoor skills and experiences Managing group records

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

When important milestones will happen (Girl Scout cookie activities, field trips, travel plans, events, dates for other opportunities) and how long the planning process will take When and where to meet as a group of volunteers, if necessary Whether, when, where, and how often to hold parent/guardian meetings Whether an advance trip to a destination, event site, or camp needs to happen

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

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

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

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Why Take Training?

Leadership training goes beyond building skills and sharing information. Training builds a leader’s self-confidence. Confident Leaders – who know how to use their resources – naturally feel pride knowing how they play an important role in the development of girls.

Training is also fun!

Girl Scout training:  Ensures safe and successful delivery of the Girl Scout program.  Supports the Girl Scout mission and initiatives.  Reflects current trends, needs and interests of today’s volunteers.

What classes are required for my volunteer position?

Check out the chart below and on page 32 for the requirements for your volunteer position.

Timeline for Co-Leaders Before the first troop meeting

Welcome Video and Troop Leadership Essentials

By the sixth troop meeting

Grade Level Essentials (recommended)

Before first outing/field trip

First Aid & CPR **

At least two weeks prior to first cookout and at least eight weeks before your troop goes camping

Troop Camp Certification Option 1 or 2 **

Anytime

Workshops to get more ideas about program activities, songs, crafts, games, etc.

Two or three months before girls in your troop are going to bridge (change levels)

Bridging workshop and next grade-level training (recommended)

Before opening a bank account (required if a troop has more than $25)

Money Manager Training (2 non-related volunteers per bank account)

**At least one adult in the troop pathway---may be the leader or another registered adult volunteer.

Need more information?

Adult learning opportunities and dates of upcoming classes can be found at www.girlscoutsswtx.org, on the eBiz calendar or by contacting Customer Care at customercare@girlscoutsswtx.org.

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How Do I Register for a class?

You can search for a course and register online through your eBiz account. Once your registration is processed, you will receive confirmation of enrollment and any other information you need to know about the course via email.

Registration is requested no later than five business days in advance of a class to ensure that we are adequately prepared for your arrival. Please refrain from “dropping in.� Without adequate registrations, the course may be cancelled. If the course is cancelled or rescheduled, only registered students will be notified.

Cancellations and Reimbursements If you are unable to attend a class for any reason, please notify us in advance. To cancel your registration, please contact Customer Care (call 210-349-2404 or send an email to customercare@girlscouts-swtx.org) at least five business days in advance to qualify for a refund.

If you fail to show up, without advance cancellation notice, all fees are forfeited.

You may provide a registered Girl Scout adult for a replacement but you need to notify Customer Care at 210-349-2404 or send an email to customercare@girlscouts-swtx.org before the course.

If a learning session is cancelled by Girl Scouts of Southwest Texas, we will notify you as soon as possible using the contact information provided on your registration. An alternate date may be offered or the total fee will be refunded.

Financial Assistance Course fees are normally paid by the individual attending the course. When this is not possible, the troop may be able to cover the cost. If the troop cannot cover the cost, council financial assistance for up to one-half of the course fee, may be available. Requests for financial assistance with training course fees must be submitted on the paper version of the Adult Learning Registration form found at www.girlscouts-swtx.org under Forms. Assistance is available while funds last. Only one person per troop can receive assistance for first aid/CPR fees; only one person per troop can receive assistance for Troop Camp Leadership fees. Only one financial assistance request per person, per membership year is permitted.

Troops are encouraged to cover course costs whenever possible.

Persons receiving training financial assistance who fail to cancel when unable to attend will not be eligible for financial assistance for 12 months.

Babysitting Babysitting is not provided at training sessions.

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GSSWT Overview of Volunteer Position Requirements and Trainings

Community

GSUSA Membership (Annual) Troop Camp Certified Volunteer Troop Cookie Manager

X X

X X

Troop First Aid/CPR Manager Troop Helper Co-Leader Troop Money Manager & Co-Signer

X X X X

Troop Nut Manager

Complete Position Description (Annual)

Welcome Video

Troop Leadership Essentials (TLE)

Grade Level Essentials

Money Manager Training online

X

X X

X X X X

X X

X X X X

X

X

X

X

Community Activity Coordinator

X

X

X

X

Suggested

Suggested

Community Chair Community Cookie Manager

X X

X X

X X

X X

Suggested

X Suggested

Community Leader Mentor Community Membership Recruitment Coordinator Community Money Manager & CoSigner

X

X

X

X

Suggested

Suggested

X

X

X

X

Suggested

Suggested

X

X

X

X

Suggested

X

Community Nut Manager Community Outdoor Coordinator

X

X

X

X

X

X

X

X

Suggested

Suggested

X X X

X X X

X

X X X

Suggested

Suggested

X X

X X

X

X X

X

X

X

X

Community Recognition & Learning Coordinator Administrative Volunteer Council Delegates & Alternates

Other

Background Check Screening (every 3 yrs)

Council Trainer GSSWT Board Member GSSWT Committee & Working Task Group Members

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Specialized Training Required

TCL 1 or 2 Cookie Training CPR & First Aid Certification X

Suggested

Suggested X

Suggested

Fall Product Training Community Team Training Community Team Training Cookie Training Community Team Training Community Team Training Community Team Training Fall Product Training Community Team Training & Troop Camp Leadership (TCL) Community Team Training

Contact Volunteer Support for info

Troop Volunteer Positions & Requirements Co-Leader

Co-leaders work together to inspire girls to discover what is important to them, connect with their community, and take action to make the world a better place.

They organize troop activities with the support of troop helpers and friends and family volunteers. Leaders must accept the Girl Scout Promise and Law. Coleaders must complete Troop Leadership Essentials (TLE) online before meeting with girls. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training. Be the leader and help build girls of courage, confidence and character!

Troop Camp Certified Volunteer

Do you enjoy camping and cooking over the campfire? Do you want to help girls experience all the fun of the outdoors? As the outdoor trained adult volunteer for the troop, you will help bring the great experiences of Girl Scout camping tradition to life for all girls. You will help arrange camp outings, set up activities, and accompany your troop on camping trips and ensure proper camping/outdoor procedures are followed. Troop Camp Certified volunteers must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Troop Cookie Manager

Be the most popular volunteer on the block with your Thin Mints connection! In addition to helping girls learn the “5 skills”, you’ll pick up and issue cookie orders, accept money, issue receipts, deposit money, and keep detailed inventory and records. Much of the Girl Scout Cookie Program is managed with an online program, so you will need a computer and Internet access. In-person or online training will be provided. Cookie managers (CMs) must accept the Girl Scout Promise and Law. CMs are required to complete a position description form, take mandatory training mentioned and sign a CM agreement. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Troop First Aid/CPR Manager

This position requires current certification in CPR and First Aid. At least one CPR and First Aid trained volunteer is required for all troop field trips and campouts. This volunteer must accept the Girl Scout Promise and Law. Adult/Child CPR and first aid courses (with a hands on component) at the following agencies generally meet GSUSA safety standards: American Red Cross, National Safety Council, EMP America and American Heart Association.

CPR and first aid training that is available entirely online does not satisfy Girl Scout requirements. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Troop Helper

Whether you have a special skill to share or want to lend a helping hand, as a troop helper you'll support the troop by assisting the leaders to carry out activities, have direct involvement with the girls, provide logistical support, chaperone events, drive girls and other roles in the troop. If you are a parent who wants to actively participate, you should sign up. Troop helpers must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training. To be a driver, you must be 21 or older, maintain insurance on your vehicle and passengers, and have a clean driving record.

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Troop Money Manager & Co-Signer

The troop money manager is responsible for maintaining accurate troop finance records and submitting the Troop Finance Report, along with receipts and bank statements, twice a year (December and June). Troop money managers and cosigners must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Troop Nut Manager

Sweet success will be your reward as you coordinate the Fall Product Program (nuts and candy program) for your troop! Share information about the program with parents and girls, collect orders, distribute products, receive payments and maintain records. Much of the Fall Product Program is managed with an online program, so you will need a computer and Internet access. In-person or online training will be provided. Nut managers must accept the Girl Scout Promise and Law. Nut managers are required to complete a position description form, take mandatory training and sign a nut manager agreement. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Volunteer Positions & Requirements Community Chair

Community chairs keep the designated volunteer community team in the loop and get everyone connected as the lead volunteer in the community. They work to engage new and existing co-leaders and other volunteers, recruit new girls and adults, successfully meet goals that in turn support the overall efforts of Girl Scouts and provide for a rich, memorable and important Girl Scout experience for girls and adults within the community. Community chairs must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Activity Coordinator

The community activity coordinators plan and implement events at the area/community level that provide high quality experiences for girls and are aligned to the Girl Scout Leadership Experience (GSLE). Community activity coordinators must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Cookie Manager

The community cookie managers support and assist troops assigned in the community through the annual cookie program and activities. Community cookie managers must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

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Community Leader Mentor

Community leader mentors reach out to new leaders, set up a mentoring strategy and connect them to the designated volunteer community team. They are the expert to help leaders locate the answer to program questions regarding the Girl’s Guide to Girl Scouting and the Journey program, as well as travel, safety and things to do. Community leader mentors must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Membership Recruitment Coordinator

The community membership recruitment coordinator plans and carries out back to school and recruitment events for adults and girls. They organize new members into troops securing troop leadership or place girls into existing troops or pathways. The community membership recruitment coordinator must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Money Manager & Co-Signer

Community money managers manage the community funds and guide leaders in proper financial management of troop funds. Community money managers and co-signers must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Nut Manager

Community nut managers support and assist troops assigned in the community through the annual fall product program and activities. Community nut managers must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Outdoor Coordinator

The community outdoor coordinators establish, plan and implement volunteerled outdoor experiences for girls that are aligned to the Girl Scout Leadership Experience (GSLE) such as day camps, camporees, encampments or other camps. Community outdoor coordinators must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Community Recognition & Learning Coordinator

Community recognition and learning coordinators help recognize community and troop volunteers. They will promote and encourage local and council-wide learning opportunities. The community recognition and learning coordinators must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Other Volunteer Positions & Requirements

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Administrative Do you like to work in an office environment? Do you have a couple of hours a Volunteers week? Join the administrative volunteer team! Administrative volunteers must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Council Delegates & Alternates

Council delegates and alternates must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

Council Trainer

Council trainers facilitate in person trainings, review and update curriculum.

Council trainers must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

GSSWT Board Member

Board members must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

GSSWT Committee & Working Task Group Members

GSSWT committee and working task group members must accept the Girl Scout Promise and Law. See GSSWT Overview of Volunteer Position Requirements and Training chart on page 32 for position requirements and training.

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Whatever your volunteer position, your hard work means the world to girls, to your council staff, and to Girl Scouts of the USA. We’re calling on all members of society to help girls reach their full potential, and you’ve answered that call. So thank you, from the bottom of our hearts.

Just as you’ll receive support throughout your volunteering experience, when you reach the end of the term you signed up for, you’ll talk with your support team about the positive parts of your experience, as well as the challenges you faced, and discuss whether you want to return to this position or try something new. The end of your troop year, camp season, overseas trip, or series/event session is just the beginning of your next adventure with Girl Scouting!

If you’re ready for more opportunities to work with girls, be sure to let your council support team know how you’d like to be a part of girls’ lives in the future—whether in the same position or in other, flexible ways. Are you ready to organize a series or event? Take a trip?

Work with girls at camp? Work with a troop of girls as a year-long volunteer? Share your skills at a council office, working behind the scenes? The possibilities are endless, and can be tailored to fit your skills and interests.

Volunteer Appreciation Weeks Volunteer Appreciation Week—-a special week in April—is set aside especially for you. Girl Scouts pay tribute to the volunteers who help girls make the world a better place. The week centers on the long-standing National Girl Scout Leaders’ Day (April 22).

In addition, Girl Scouts also celebrates Volunteers Make a Difference Week, in conjunction with Make a Difference Day, which takes place during the weekend in autumn that we set our clocks back.

they ju

Elizabeth Andrew

There are many occasions and ways to recognize and thank volunteers.

Co-leaders and community teams can utilize many creative ways to thank volunteers who help them out throughout the year. Many ideas can be found at www.girlscouts-swtx.org under the Volunteer tab or by googling “volunteer appreciation” and doing a little research.

You should thank those who help all through the year.

To honor volunteers whose service has significantly impacted Girl Scouts of Southwest Texas, check out the board-approved awards and the nomination process at www.girlscoutsswtx.org under the Volunteer tab. This is a great way to show those special volunteers how much they are appreciated. Board-approved award nominations and endorsements are due to the Volunteer Support department by the last work day in November and are presented in the spring.

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Chapter 2: Girl Scouting as a National Experience Now that you’re a Girl Scout volunteer, you belong to a network of more than 1 million adults who share an important commitment: preparing girls to lead successful lives. During your time as a volunteer, you’ll have fun, meet new people, and learn by doing alongside girls at every step.

The Girl Scout program—what girls do in Girl Scouting—is based on the Girl Scout Leadership Experience (GSLE), a national model that helps girls become leaders in their own lives and as they grow. No matter where girls live or what their age or background, as Girl Scouts they are part of a powerful, national experience. As they build leadership skills, they also develop lifelong friendships and earn meaningful awards, two of many treasured traditions in the sisterhood of Girl Scouting.

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

Girl Scouting has a practical approach to helping girls become leaders:   

When girls lead in their own lives, they Discover their values and the confidence to do what’s right. This helps girls act in ways that make us proud, no matter where they are.

When girls lead in their communities, they Connect as they learn how to work with other people. This helps them get along better with others, resolve conflicts, and do better on group projects at school.

When girls lead in the world, they Take Action to change the world for the better.

Starting as young Girl Scouts, girls learn how to see problems—such as a food pantry in need of donations or an elderly neighbor who could use a hand—and come up with a solution.

In other words: Discover + Connect + Take Action = leadership. And everything you do with girls in Girl Scouting is aimed at giving them the benefits of these Three Keys to Leadership.

More details about the benefits (or outcomes) Girl Scouts offers girls can be found in Transforming Leadership Continued, available online at www.girlscouts.org/research/publications/gsoutcomes/transforming_leadership_continued.asp.

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Top Reasons Why Girls Should Get Outdoors Findings from the 2014 More than S’mores Report*

1

Girls really enjoy outdoor activities in Girl Scouts.

2 3 4

Monthly outdoor exposure contributes to girls’ challenge seeking and problem solving.

Girl Scouts who get outdoors are twice as likely to connect with and care for the environment than non-Girl Scouts.

Girls of color and girls in lower socioeconomic backgrounds report even stronger benefits from outdoor experiences.

“It was my first time on the water, in a lake. I was scared at first but when I st arted to paddle I got the hang of it .

I really loved it.”

10-year-old Girl Scout , Missouri

Because of Girl Scout s…

71% 48%

71% 29%

of girls tried anoutdoor activity for the first time.

of girls improved an outdoor skill.

of girls helped other girls do an outdoor activity.

of girls overcame a fear of an outdoor activity.

St art t he fun now! girlscout s.org/join *More Than S’mores, a 2014 study by the Girl Scout Research Institute, talked to nearly 3,000 Girl Scouts in fourth-through-eighth-grade.

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I Can’t Wait To is a multi-year campaign that focuses on getting the fun of Girl Scouts into the lives of young girls (K–5), their parents and caregivers, and you, the volunteer. We are heading into the third year of I Can’t Wait To, and the promotions, games, and contests keep coming.

Your council will be in touch with you and other volunteers about what is happening locally with this campaign, so keep an eye out!

ToGetHerThere At Girl Scouts, we know that when girls are given the opportunity, they change their world.

Every girl has an important role to play, and every girl deserves the confidence to achieve anything she sets her sight on. But we need help to ensure that girls in every U.S. zip code develop the confidence that Girl Scouts nurtures. That's why we've launched ToGetHerThere, the largest fundraising campaign for girls in history.

ToGetHerThere is a movement wide fundraising campaign with the goal of raising $1 billion for girls by 2020. Every gift to every Girl Scout council counts toward the goal. Together, we will get her there - to help lead her troop, her family, her community, her company, her country, and her world. To learn more about joining the largest campaign for girls visit girlscouts.org/invest.

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

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



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

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

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

We call these three methods “processes.” You might be wondering how to put these processes into action with the girls in your group. These steps should help you get started: 1. After you help girls choose a National Leadership Journey (there’s more information about those later in this chapter), make sure you get the adult guide that accompanies the Journey. As you read through that guide, look at how the activities, conversations, and choice-making options are set up using the three processes. Once you start practicing the processes, you’ll probably find that they become second nature when you’re with girls.

2. If you haven’t already, watch Girl Scouting 101, our online introduction to volunteering with Girl Scouts (contact your council for the password). If you’ve already watched Girl Scouting 101, you may want to review its “What Girl Scouts Do” section to brush up on the processes.

3. Want more detail about the processes? Take a look at the examples in Transforming Leadership Continued, available online at www.girlscouts.org/research/publications/gsoutcomes/transforming_leadership_contin ued.asp.

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

The National Program Portfolio You’ll use several books, awards, and online resources to bring the Girl Scout Leadership Experience to life with girls. We strongly recommend that each girl has her own books from the National Program Portfolio. These books—the Journeys and The Girl’s Guide to Girl Scouting— and national program awards—like badges and pins—are an important part of how Girl Scouting helps girls experience the power of millions of girls changing the world together.

As you use the National Program Portfolio with girls, keep in mind that Girl Scouts of the USA (GSUSA) creates materials to serve our vast and diverse community of girls. To help bring topics off the page and into life, we sometimes provide girls and volunteers with suggestions about what people across the country and around the world are doing. We also sometimes make suggestions about movies, books, music, websites, and more that might spark girls’ interests.

At GSUSA, we know that not every example or suggestion we provide will work for every girl, family, volunteer, or region. In partnership with those who assist you with your Girl Scout group—including parents, faith groups, schools, and local organizations—we trust you to choose real-life topic experts from your region as well as movies, books, music, websites, and other opportunities that are most appropriate for the girls in your area to enrich their Girl Scout activities.

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We are proud to be the premier leadership organization for girls. While girls and their families may have questions or interest in programming relevant to other aspects of girls’ lives, we are not always the organization best suited to offer such information. Your council can recommend local organizations or resources that are best suited to do so.

Also note that GSUSA continuously reviews national program content to guarantee that all our resources are relevant and age appropriate, and that their content doesn’t include violence, sex, inappropriate language, or risky behavior. We value your input and hope that you will bring to your council’s attention any content that concerns you.

National Leadership Journeys National Leadership Journeys help Girl Scouts learn and practice the Three Keys, aid their communities, and earn leadership awards, progressing up Girl Scouting’s Ladder of Leadership as they do so. There are three series of Leadership Journeys, each about a different theme; the girls in your group can choose the theme that interests them most.

After the girls choose a Journey, spend an hour or two reading the companion adult guide.

It’ll give you a feel for how to bring the Journey to life, and you’ll get ideas for the steps girls will take (with your support) to earn their leadership awards. Don’t worry; you don’t have to be any kind of expert to do a Leadership Journey with girls. You just need to be willing to dive in and enjoy the learning-by-doing experience with them.

Each Journey adult guide contains sample plans that you can customize to fit the needs of your group, whether you guide a troop, volunteer at a Girl Scout camp, mentor girls on a travel adventure, or engage with girls in a series or at an event. Each Journey also offers opportunities to enjoy the longstanding traditions of Girl Scouting, from ceremonies and songs to earning awards and skill badges.

ide to Girl Scouting and National Proficiency Badges In addition to the Leadership Journeys, girls at each Girl Scout grade level have their own edition of The Girl’s Guide to Girl Scouting—a binder full of information about being a Girl Scout and how to earn certain badges, including ones about financial literacy and the Girl Scout Cookie Program. Girls who want to earn more badges can add a Skill Building Badge Set tied to the theme of the Journey they’ve chosen.

When a Girl Scout earns a badge, it shows that she’s learned a new skill, such as how to make a healthy snack or take great digital photos. It may even spark an interest at school or plant the seed for a future career. Please remember that we don’t expect you to be an expert in the badge topics; just have fun learning by doing with the girls!

While you’re having fun, keep in mind: badges are for educating girls, not for decorating their sashes and vests. The quality of a girl’s experience—and the skills and pride she gains from earning leadership awards and skill-building badges—far outweigh the quantity of badges she earns.

If you’re working with Girl Scout Daisies, please note that they earn Petals and Leaves (which form a flower) instead of badges.

There are several ways to supplement the National Program Portfolio and enhance girls’ time as Girl Scouts—and have fun while you’re doing it! A few of them are outlined below.

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

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

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

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

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

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

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

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

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

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

Girl Scout Bronze, Silver, and Gold Awards The Girl Scout Bronze, Silver, and Gold Awards are Girl Scouting’s highest awards. These awards offer girls relevant, grade-level-appropriate challenges related to teamwork, goal setting, and community networking and leadership. They also engage girls in building networks that not only support them in their award projects, but in new educational and career opportunities.

Like everything girls do in Girl Scouting, the steps to earning these awards are rooted in the GSLE. This is why, to earn each of these awards, girls first complete a grade-level Journey (two Journeys for the Gold Award or a Silver Award and one Journey). With Journeys, girls experience the keys to leadership and learn to identify community needs, work in partnership with their communities, and carry out Take Action projects that make a lasting difference.

They can then use the skills they developed during a Journey to develop and execute projects for their Girl Scout Bronze, Silver, and Gold Awards. Girl Scouts has just introduced a web app that takes girls step-by-step through the Gold Award requirements. Visit http://www.girlscouts.org/program/highest_awards/gold_award.asp to take a peek.

Did you know that a Girl Scout who has earned her Gold Award immediately rises one rank in all four branches of the U.S. Military? A number of college-scholarship opportunities also await Gold Award designees. A girl does not, however, have to earn a Bronze or Silver Award before earning the Girl Scout Gold Award. She is eligible to earn any recognition at the grade level in which she is registered.

As a Girl Scout volunteer, encourage girls to go for it by earning these awards at the Girl Scout Junior through Girl Scout Ambassador levels. Check out some of the award projects girls in your council are doing and talk to a few past recipients of the Girl Scout Gold Award.

You’ll be inspired when you see and hear what girls can accomplish as leaders—and by the confidence, values, and team-building expertise they gain while doing so. And imagine the impact girls have on their communities, country, and even the world as they identify problems they care about, team with others, and act to make change happen!

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

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

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

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

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

February 22: World Thinking Day (the birthday of both Lord Baden-Powell and Lady Olave Baden-Powell, the originators of Boy Scouts and the Scouting Movement worldwide).

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March 12: The birthday of Girl Scouting in the USA. The first troop meeting was held in Savannah, Georgia, on this date in 1912. Note that Girl Scout Week begins the Sunday before March 12 (a day known as “Girl Scout Sunday”) and extends through the Saturday following March 12 (a day known as “Girl Scout Sabbath”).

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April: Volunteer Appreciation Week centers on the long-standing National Girl Scout Leaders’ Day (April 22), but expands the definition of volunteers beyond co-leaders to include all the volunteers who work in so many ways on behalf of girls in Girl Scouting.

October 31: Founder’s Day (Juliette Gordon Low’s birthday).

World Thinking Day: February 22 World Thinking Day, first created in 1926, offers a special day for Girl Scouts and Girl Guides from around the world to “think” of each other and give thanks and appreciation to their sister Girl Scouts. February 22 is the mutual birthday of Lord Baden-Powell, founder of the Boy Scout movement, and his wife, Olave, who served as World Chief Guide.

Today, girls honor World Thinking Day by earning the World Thinking Day award, which focuses on an annual theme selected by the World Association of Girl Guides and Girl Scouts. They also show their appreciation and friendship on World Thinking Day not only by extending warm wishes but also by contributing to the Juliette Low World Friendship Fund, which helps offer Girl Guiding/Girl Scouting to more girls and young women worldwide.

Time-Honored Ceremonies Ceremonies play an important part in Girl Scouts and are used not only to celebrate accomplishments, experience time-honored traditions, and reinforce the values of the Girl Scout Promise and Law, but also to encourage girls to take a short pause in their busy lives and connect with their fellow Girl Scouts in fun and meaningful ways. Many examples of ceremonies—for awards, meeting openings and closings, and so on—are sewn right into the Journeys, including ideas for new ceremonies girls can create.

Girls use ceremonies for all sorts of reasons. Here’s a brief list, in alphabetical order, so that you can become familiar with the most common Girl Scout ceremonies: 

Bridging ceremonies mark a girl’s move from one grade level of Girl Scouting to another, such as from Junior to Cadette (note that Fly-Up is a special bridging ceremony for Girl Scout Brownies who are bridging to Juniors).  Closing ceremonies finalize the meeting, with expectations for the next. A closing ceremony may be as simple as a hand squeeze while standing in a circle.  Court of Awards is a time to recognize girls who have accomplished something spectacular during the Girl Scout year.  Flag ceremonies can be part of any activity that honors the American flag.  Girl Scout Bronze (or Silver or Gold) Award ceremonies honor Girl Scout Juniors who have earned the Girl Scout Bronze Award (Cadettes who have earned the Silver Award; Seniors or Ambassadors who have earned the Gold Award), and are usually held for a group and combined with council recognition.  Girl Scouts’ Own is a girl-led program that allows girls to explore their feelings and beliefs around a topic (such as the importance of friendship or the personal meaning they get from the Girl Scout Promise and Law) using the spoken word, favorite songs, poetry, or other methods of expression. It is never a religious ceremony.

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  

Investiture welcomes new members, girls or adults, into the Girl Scout family for the first time. Girls receive their Girl Scout, Brownie Girl Scout, or Daisy Girl Scout pin at this time.

Opening ceremonies start troop meetings and can also begin other group meetings.

Pinning ceremonies help celebrate when girls receive grade-level Girl Scout pins.

Rededication ceremonies are opportunities for girls and adults to renew their commitment to the Girl Scout Promise and Law.

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

What sort of event do we have in mind?

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Who is our intended audience?

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Will it be outdoors?

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Does the audience have to be invited, or can anyone come?

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What’s our main topic or focus?

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What’s our objective—what do we hope to accomplish at the end of the day?

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Will one or more speakers need to be invited? If so, who? How do we find speakers?

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Where will the event take place?

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Is there a charge for this venue?

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Is the venue large enough to accommodate the audience?

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Do we have to obtain permission to use this venue? If so, from whom?

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Are there adequate facilities for the audience? If not, how much will extra portable toilets cost, and how many do we need?

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Is there adequate parking or a drop-off point for girls?

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Do we need tables? chairs? podiums? microphones? speakers?

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What sort of entertainment will we provide?

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Will we provide or sell refreshments? If so, what kinds?

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How many chaperones will we need? Who will we ask?

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What emergency care do we need to plan for? Is the event large enough that local police and fire departments need to be notified?

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Do we need to purchase additional insurance for non–Girl Scouts?

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How will we advertise the event?

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What decorations will we use?

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Will we give away any keepsakes?

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Will we charge for the event?

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Who will set up the event?

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Who will clean up after the event?

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How will we determine whether the event was a success?

Ideas for girl-led events with family, friends, and community experts are also available in the Leadership Journey adult guides!

Signs, Songs, Handshake and More!

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

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

Say the Promise or Law.

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Are welcomed into Girl Scouts at an investiture ceremony that welcomes new members.

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Receive an award, patch, pin, or other recognition.

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Greet other Girl Scouts and Girl Guides.

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

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

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

Songs Whether singing around a campfire or joining a chorus of voices on the Mall in Washington, D.C., Girl Scouts have always enjoyed the fun and fellowship of music. In fact, the first Girl Scout Song Book, a collection of songs put together by girl members, was published in 1925.

Songs can be used to open or close meetings, enhance ceremonies, lighten a load while hiking, or share a special moment with other Girl Scouts. For tips on choosing and leading songs, go to http://www.girlscouts.org/program/gs_central/activity_ideas/songleading.asp.

A variety of songbooks are also available for purchase. Check out your council shop or visit the GSUSA online shop.

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Chapter 3: Engaging Girls at All Grade Levels As a Girl Scout volunteer, you’ll have the opportunity to guide girls of all backgrounds, behaviors, skills, and abilities. You’ll help her develop leadership skills she can use now and as she grows—all in a safe and accepting environment. This chapter gives you tips for doing just that.

Arranging a Time and Place for Girl-Led Meetings When and how often to meet is up to you, your co-volunteers, parents, and girls: it may just be one time for this particular group of girls. Or, if you meet regularly, what day and time work best for the girls, for you, for your co-volunteers, and for other adults who will be presenting or mentoring?

Once per week, twice a month, once a month? Is after-school best? Can your co-volunteers meet at that time, or will meetings work better in the evenings or on the weekends?

Where to meet can be a bit trickier: a meeting place needs to provide a safe, clean, and secure environment that allows for the participation of all girls. You might consider using meeting rooms at schools, libraries, houses of worship, community buildings, childcare facilities, and local businesses. For teens, you can also rotate meetings at coffee shops, bookstores, and other places girls enjoy spending time.

Here are a few points to keep in mind as you consider meeting locations:         

Cost: The space should be free to use.

Size: Make sure the space is large enough to accommodate the whole group and all planned activities.

Availability: Be sure the space is available for the day and the entire length of time you want to meet.

Resources: Determine what types of furnishings (table? chairs?) come with the room and ensure that the lighting is adequate. A bonus would be a cubby of some sort, where you can store supplies or a safe outdoor space for activities.

Safety: Ensure that the space is safe, secure, clean, properly ventilated, heated (or cooled, depending on your location), free from hazards, and has at least two exits that are well-marked and fully functional. Also be sure first-aid equipment is on hand.

Facilities: Sanitary and accessible toilets are critical.

Communication-friendly: Be sure your cell phone works in the meeting space.

Allergen-free: Ensure that pet dander and other common allergens won’t bother susceptible girls during meetings.

Accessibility: Be sure the space can accommodate girls with disabilities, as well as parents with disabilities who may come to meetings.

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

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Understanding Healthy Development in Girls Just being attentive to what girls are experiencing as they mature is a big help to girls. So take some time to understand the likes, needs, and abilities of girls at different ages.

As you listen and learn along with girls, you may find it useful to review the highlights of their development. What follows are the developmental abilities and needs of girls at various grade levels. You’ll also find these listed in the adult guide of each Leadership Journey. Plus, the activities in the Journeys are set up with the following guidelines in mind! Of course, each girl is an individual, so these are only guidelines that help you get to know the girls.

Girl Scout Research Institute reports in More than ‘Smores that participating in casual outdoor activities in Girl Scouts, like playing, walking, or taking field trips in the outdoors made girls stronger problem solvers and challenge seekers. These outdoor experiences often place girls in new physical, psychological, and social situations that motivate curiosity and foster a sense of discovery. These challenges “require girls to become more self-aware and to cooperate, communicate, and solve problems.” (2014, page 5)

Girl Scout Daisies At the Girl Scout Daisy level (kindergarten and first grade), girls . . .

Have loads of energy and need to run, walk, and play outside.

Are great builders and budding artists, though they are still developing their fine motor skills.

Love to move and dance.

Are concrete thinkers and focused on the here and now.

Are only beginning to learn about basic number concepts, time, and money.

Are just beginning to write and spell, and they don’t always have the words for what they’re thinking or feeling.

Know how to follow simple directions and respond well to recognition for doing so.

This means . . .

They’ll enjoy going on nature walks and outdoor scavenger hunts.

Encouraging them to express themselves and their creativity by making things with their hands.

Girls may need assistance holding scissors, cutting in a straight line, and so on.

They might especially enjoy marching like a penguin, dancing like a dolphin, or acting out how they might care for animals in the jungle.

Showing instead of telling, for example, about how animals are cared for. Plan visits to animal shelters, farms, or zoos; meet care providers; or make a creative bird feeder.

You’ll want to take opportunities to count out supplies together—and, perhaps, the legs on a caterpillar!

That having girls draw a picture of something they are trying to communicate is easier and more meaningful for them.

Being specific and offering only one direction at a time. Acknowledge when girls have followed directions well to increase their motivation to listen and follow again.

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Girl Scout Brownies At the Girl Scout Brownie level (second and third grade), girls . . .

Have lots of energy and need to run, walk, and play outside.

Are social and enjoy working in groups.

Want to help others and appreciate being given individual responsibilities for a task.

Are concrete thinkers and focused on the here and now.

Need clear directions and structure, and like knowing what to expect.

Are becoming comfortable with basic number concepts, time, money, and distance.

Are continuing to develop their fine motor skills and can tie shoes, use basic tools, begin to sew, etc.

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

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

This means . . .

Taking your session activities outside whenever possible.

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

Letting girls lead, direct, and help out in activities whenever possible. Allow girls as a group to make decisions about individual roles and responsibilities.

Doing more than just reading to girls about the Brownie Elf’s adventures. Ask girls questions to gauge their understanding and allow them to role play their own pretend visit to a new country.

Offering only one direction at a time. Also, have girls create the schedule and flow of your gettogethers and share it at the start.

Offering support only when needed. Allow girls to set schedules for meetings or performances, count out money for a trip, and so on.

Encouraging girls to express themselves and their creativity by making things with their hands.

Girls may need some assistance, however, holding scissors, threading needles, and so on.

Girls might like to create a play about welcoming a new girl to their school, or tell a story through dance or creative movement.

Acknowledging when the girls have listened or followed the directions well, which will increase their motivation to listen and follow again!

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

This means . . .

Want to make decisions and express their opinions.

Whenever possible, allowing girls to make decisions and express their opinions through guided discussion and active reflection activities.

Also, have girls set rules for listening to others’ opinions and offering assistance in decision making.

Are social and enjoy doing things in groups.

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

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

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

Are concerned about equity and fairness.

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

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

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

Have strong fine and gross motor skills and coordination.

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

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

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

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

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

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

This means . . .

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

Being sensitive to the many changes Cadettes are undergoing and acknowledging that these changes are as normal as growing taller! Girls need time to adapt to their changing bodies, and their feelings about their bodies may not keep up.

Reinforce that, as with everything else, people go through puberty in different ways and at different times.

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

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

Can be very self-conscious—wanting to be like everyone else, but fearing they are unique in their thoughts and feelings.

Encouraging girls to share, but only when they are comfortable. At this age, they may be more comfortable sharing a piece of artwork or a fictional story than their own words. Throughout the activities, highlight and discuss differences as positive, interesting, and beautiful.

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

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

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

This means . . .

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

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

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

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

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

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

Frequently enjoy expressing their individuality.

Encouraging girls to express their individuality in their dress, creative expression, and thinking.

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

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

Acknowledging girls’ pressures and sharing how stress can limit health, creativity, and productivity.

Help girls release stress through creative expression, movement, and more traditional stress-reduction techniques.

Are continuing to navigate their increasing Trusting girls to plan and make key decisions, allowing them to experience what’s known as independence and expectations from “fun failure:” girls learn from trying something new adults—at school and at home. and making mistakes.

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

This means . . .

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

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

Have strong problem-solving and criticalthinking skills, and can adapt logical thinking to real-life situations.

Ambassadors recognize and incorporate practical limitations to solutions.

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

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

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

Frequently enjoy expressing their individuality.

Encouraging girls to express their individuality in their dress, creative expression, and thinking.

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

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

Acknowledging girls’ pressures and sharing how stress can limit health, creativity, and productivity.

Help girls release stress through creative expression, movement, and more traditional stress-reduction techniques.

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

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

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Creating a Safe Space for Girls A safe space is one in which girls feel as though they can be themselves, without explanation, judgment, or ridicule. Girl Scout research shows that girls are looking for an emotionally safe environment, where confidentiality is respected and they can express themselves without fear.

The environment you create is as important—maybe more—than the activities girls do; it’s the key to developing the sort of group that girls want to be part of. The following sections share some tips on creating a warm, safe environment for girls.

Girl-Adult Partnership Girl Scouting is for the enjoyment and benefit of the girls, so meetings are built around girls’ ideas. When you put the girls first, you’re helping develop a team relationship, making space for the development of leadership skills, and allowing girls to benefit from the guidance, mentoring, and coaching of caring adults.

The three Girl Scout processes (girl-led, learning by doing, and cooperative learning) are integral to the girl-adult partnership. Take time to read about processes and think about how to incorporate them into your group’s experiences (see the “Girl Scouting as a National Experience” chapter of this handbook for more about using the Journey adult guides).

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

Promoting Fairness Girls are sensitive to injustice. They forgive mistakes if they are sure you are trying to be fair.

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

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

Managing Conflict Conflicts and disagreements are an inevitable part of life, and when handled constructively can actually enhance communication and relationships. At the very least, Girl Scouts are expected to practice self-control and diplomacy so that conflicts do not erupt into regrettable incidents. Shouting, verbal abuse, or physical confrontations are never warranted and cannot be tolerated in the Girl Scout environment.

When a conflict arises between girls or a girl and a volunteer, get those involved to sit down together and talk calmly and in a nonjudgmental manner (each party may need some time—a few days or a week—to calm down before being able to do this). Although talking in this way can be uncomfortable and difficult, it does lay the groundwork for working well together in the future. Whatever you do, do not spread your complaint around to others—that won’t help the situation and causes only embarrassment and anger.

If a conflict persists, be sure you explain the matter to your volunteer support team. If the supervisor cannot resolve the issues satisfactorily (or if the problem involves the supervisor), the issue can be taken to the next level of supervision and, ultimately, contact your council if you need extra help.

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

Communicating Effectively with Girls of Any Age When communicating with girls, consider the following tips:  

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

Be honest: If you’re not comfortable with a topic or activity, say so. No one expects you to be an expert on every topic. Ask for alternatives or seek out volunteers with the required expertise (owning up to mistakes—and apologizing for them—goes a long way with girls).

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

  

Be open to real issues: For girls, important topics are things like relationships, peer pressure, school, money, drugs, and other serious issues (you’ll also have plenty of time to discuss less weighty subjects). When you don’t know, listen. Also seek help from your council if you need assistance or more information than you currently have.

Show respect: Girls often say that their best experiences were the ones where adults treated them as equal partners. Being spoken to as a young adult helps them grow.

Offer options: Providing flexibility in changing needs and interests shows that you respect the girls and their busy lives. But whatever option is chosen, girls at every grade level also want guidance and parameters.

Stay current: Be aware of the TV shows girls watch, movies they like, books and magazines they read, and music they listen to—not to pretend you have the same interests, but to show you’re interested in their world.

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



L = Listen: Hear her out, ask for details, and reflect back what you hear, such as, “What happened next?” or “What did she say?”

U = Understand: Try to be understanding of her feelings, with comments such as, “So what I hear you saying is . . .” “I’m sure that upset you,” “I understand why you’re unhappy,” and “Your feelings are hurt; mine would be, too.”

T = Tolerate: You can tolerate the feelings that she just can’t handle right now on her own. It signifies that you can listen and accept how she is feeling about the situation.

Say something like: “Try talking to me about it. I’ll listen,” “I know you’re mad—talking it out helps,” and “I can handle it—say whatever you want to.”

E = Empathize: Let her know you can imagine feeling what she’s feeling, with comments such as, “I’m sure that really hurts” or “I can imagine how painful this is for you.”

Addressing the Needs of Older Girls Consider the following tips when working with teenage girls:         

Think of yourself as a partner, and as a coach or mentor, as needed (not a “leader”).

Ask girls what rules they need for safety and what group agreements they need to be a good team.

Understand that girls need time to talk, unwind, and have fun together.

Ask what they think and what they want to do.

Encourage girls to speak their minds.

Provide structure, but don’t micromanage.

Give everyone a voice in the group.

Treat girls like partners.

Don’t repeat what’s said in the group to anyone outside of it (unless necessary for a girl’s safety).

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Girl Scout Research Institute It’s amazing what you can learn when you listen to girls.

Since its founding in 2000, the Girl Scout Research Institute (GSRI) has become an internationally recognized center for research and public policy information on the development and well-being of girls. Not just Girl Scouts, but all girls.

In addition to research staff, the GSRI draws on experts in child development, education, business, government, and the not-for-profit sector. We provide the youth development field with definitive research reviews that consolidate existing studies. And, by most measures, we are now the leading source of original research on the issues that girls’ face and the social trends that affect their lives. Visit www.girlscouts.org/research.

When Sensitive Topics Come Up According to Feeling Safe: What Girls Say, a 2003 Girl Scout Research Institute study, girls are looking for groups that allow connection and a sense of close friendship. They want volunteers who are teen savvy and can help them with issues they face, such as bullying, peer pressure, dating, athletic and academic performance, and more. Some of these issues may be considered “sensitive” by parents, and they may have opinions or input about how, and whether, Girl Scouts should cover these topics with their daughters.

Girl Scouts welcomes and serves girls and families from a wide spectrum of faiths and cultures. When girls wish to participate in discussions or activities that could be considered sensitive—even for some—put the topic on hold until you have spoken with parents and received guidance from your council.

When Girl Scout activities involve sensitive issues, your role is that of a caring adult who can help girls acquire skills and knowledge in a supportive atmosphere, not someone who advocates a particular position.

You should know, Girl Scouts of the USA does not take a position or develop materials on issues relating to human sexuality, birth control, or abortion. We feel our role is to help girls develop self-confidence and good decision-making skills that will help them make wise choices in all areas of their lives. We believe parents and guardians, along with schools and faith communities, are the primary sources of information on these topics.

Girl Scouts of Southwest Texas is aware of communications via email, blog posts, etc., that are critical of Girl Scouts of the USA and continue to share misinformation about the Girl Scout Movement. The inaccurate information is most prevalent during the iconic Girl Scout Cookie Program when awareness of the organization is at its highest and is focused on the movement’s alleged relationship with Planned Parenthood USA. You may read more about the criticisms at http://www.girlscouts-swtx.org/en/our-council/what-we-stand-for.html.

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As a Girl Scout volunteer, if you are questioned about this in the community, please contact the Troop Support department for support and guidance.

Parents/guardians make all decisions regarding their girl’s participation in Girl Scout program that may be of a sensitive nature. As a volunteer leader, you must get written parental permission for any locally planned program offering that could be considered sensitive.

Included on the permission form should be the topic of the activity, any specific content that might create controversy, and any action steps the girls will take when the activity is complete. Be sure to have a form for each girl, and keep the forms on hand in case a problem arises. For activities not sponsored by Girl Scouts, find out in advance (from organizers or other volunteers who may be familiar with the content) what will be presented, and follow your council’s guidelines for obtaining written permission.

Report concerns: There may be times when you worry about the health and well-being of girls in your group. Alcohol, drugs, sex, bullying, abuse, depression, and eating disorders are some of the issues girls may encounter. You are on the frontlines of girls’ lives, and you are in a unique position to identify a situation in which a girl may need help. If you believe a girl is at risk of hurting herself or others, your role is to promptly bring that information to her parent/guardian or the council so she can get the expert assistance she needs. Your concern about a girl’s well-being and safety is taken seriously, and your council will guide you in addressing these concerns.  

Contact a staff member at your Girl Scout council and find out how to refer the girl and her parent/guardian to experts at school or in the community.

Share your concern with the girl’s family, if this is feasible.

Here are a few signs that could indicate a girl needs expert help:              

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

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Suspicion of Child Abuse Girl Scouts of Southwest Texas complies with the Laws of the State of Texas and the United States specifically in regards to child abuse.

Resource: Texas Family Code, Ch 261.101: “A person having cause to believe that a child’s physical or mental health or welfare has been or may be adversely affected by abuse or neglect by any person shall report in accordance with Section 261.101 of this code.”

Section 261.106: “...a person acting in good faith who reports or assists in the investigation of a report of child abuse pursuant to this chapter is immune from liability, civil or criminal, that might otherwise be incurred or imposed.”

As a Girl Scout volunteer, your primary objective is the safety and protection of girl members. Adult volunteers are obligated by law to report suspected abuse or neglect to the State of Texas.  

Report suspected abuse within 48 hours of observation by calling the Texas Abuse Hotline at 1-800-252-5400 Contact the GSSWT Director of Volunteer Support and Services at 210-349-2404/ 1-800-580-7247 for support and guidance

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

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

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

Here are some examples of “you” statements:  

“Your daughter just isn’t responsible.”

“You’re not doing your share.”

Now look at “I” statements:

 

“I’d like to help your daughter learn to take more responsibility.”

“I’d really appreciate your help with registration.”

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

If a Parent or Guardian . . .

You Can Say . . .

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

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

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

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

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

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

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

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

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

  

 

For younger girls, arrange for a parent, another volunteer, or a group of older girls to do activities with the girls in your group while you talk with their parents/guardians (if girls will attend the meeting, too) Practiced a discussion on the following: Girl Scout Mission, Promise, and Law; benefits of Girl Scouting for their daughters, including how the Girl Scout Leadership Experience is a world-class system for developing girl leaders; all the fun the girls are going to have; expectations for girls and their parents/guardians; and ideas of how parents and other guardians can participate in and enrich their daughters’ Girl Scout experiences Determined when product sales (including Girl Scout cookie activities) will happen in your council; parents/guardians will absolutely want to know Determined what information parents should bring to the meeting Used the Friends and Family pages provided in the adult guides for many of the Journeys, or created your own one-page information sheet (contact information for you and covolunteers and helpers, the day and time of each meeting, location of and directions to the meeting place, what to bring with them, and information on how to get Journey resources—books, awards, and keepsakes—and other merchandise like sashes, vests, Tshirts, and so on) Gathered or created supplies, including a sign-in sheet, an information sheet, permission forms for parents/guardians (also available from your council), health history forms (as required by your council), and GSUSA registration forms Prepared yourself to ask parents and guardians for help, being as specific as you can about the kind of help you will need (the Journey’s Friends and Family pages will come in handy here)

Registering Girls in Girl Scouting Every participant (girl or adult) in Girl Scouting must register and become a member of Girl Scouts of the USA (GSUSA). GSUSA membership dues are valid for one year. Membership dues (currently $15) are sent by the council to GSUSA; no portion of the dues stays with the council. Membership dues may not be transferred to another member and is not refundable.

Pre-registration for the upcoming membership year occurs in the spring. Girls are encouraged to register early to avoid the fall rush. Early registration helps ensure uninterrupted receipt of forms and materials from the council, helps girls and councils plan ahead, and gets girls excited about all the great stuff they want to do as Girl Scouts next year. Girl Scout grade level is determined by the current membership year beginning October 1.

Lifetime membership is available at a reduced rate. A lifetime member must be at least 18 years old (or a 17-year-old high-school graduate) and agree to the Girl Scout Promise and Law.

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You’re free to structure the parent/guardian meeting in whatever way works for you, but the following structure works for many new volunteers: 



 

As the girls and adults arrive, ask them to sign in. If the girls’ parents/guardians haven’t already registered her or the family online, you’ll want to email or hand out information so they can do so. If your council uses paper registration forms, you can pass them out at this time. Check with your council for its specific registration guidelines. You may also want to email or hand out a brief information sheet before or at this meeting.

Open the meeting by welcoming the girls and adults. Introduce yourself and other covolunteers or helpers. Have adults and girls introduce themselves, discuss whether anyone in their families have been a Girl Scout, and talk about what Girl Scouting means to them.

Welcome everyone, regardless of experience, and let them know they will be learning about Girl Scouts today (if you’re new to Girl Scouting, don’t worry—just let everyone know you’ll be learning about Girl Scouting together).

Ask the girls to go with the adult or teen in charge of their activity and begin the discussion.

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

 



If your council doesn’t offer online registration and you’ve distributed paper registration forms, collect them.

Remind the group of the next meeting (if you’ll have one) and thank everyone for attending. Hold the next meeting when it makes sense for you and your co-volunteers— that may be in two months if face-to-face meetings are best, or not at all if you’re diligent about keeping in touch with parents/guardians via text messages, email, phone calls, or some other form of communication.

After the meeting, follow up with any parents/guardians who did not attend, to connect them with the group, inform them of decisions, and discuss how they can best help the girls.

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Creating an Atmosphere of Acceptance and Inclusion Girl Scouts embraces girls of all abilities, backgrounds, and heritage, with a specific and positive philosophy of inclusion that benefits everyone. Each girl—without regard to socioeconomic status, race, physical or cognitive ability, ethnicity, primary language, or religion—is an equal and valued member of the group, and groups reflect the diversity of the community.

Inclusion is an approach and an attitude, rather than a set of guidelines. Inclusion is about belonging, about all girls being offered the same opportunities, about respect and dignity, and about honoring the uniqueness of and differences among us all. You’re accepting and inclusive when you:       

Welcome every girl and focus on building community.

Emphasize cooperation instead of competition.

Provide a safe and socially comfortable environment for girls.

Teach respect for, understanding of, and dignity toward all girls and their families.

Actively reach out to girls and families who are traditionally excluded or marginalized.

Foster a sense of belonging to community as a respected and valued peer.

Honor the intrinsic value of each person’s life.

A Variety of Formats for Publications The Hispanic population is the largest-growing in the United States, which is why Girl Scouts has translated many of its publications into Spanish. Over time, Girl Scouts will continue to identify members’ needs and produce resources to support those needs, including translating publications into additional languages and formats.

As you think about where, when, and how often to meet with your group, you will find yourself considering the needs, resources, safety, and beliefs of all members and potential members. As you do this, include the special needs of any members who have disabilities, or whose parents or guardians have disabilities. But please don’t rely on visual cues to inform you of a disability: approximately 20 percent of the U.S. population has a disability—that’s one in five people, of every socioeconomic status, race, ethnicity, and religion.

As a volunteer, your interactions with girls present an opportunity to improve the way society views girls (and their parents/guardians) with disabilities. Historically, disabilities have been looked at from a deficit viewpoint with a focus on how people with disabilities could be fixed. Today, the focus is on a person’s abilities—on what she can do rather than on what she cannot.

If you want to find out what a girl with a disability needs to make her Girl Scout experience successful, simply ask her or her parent/guardian. If you are frank and accessible, it’s likely they will respond in kind, creating an atmosphere that enriches everyone.

It’s important for all girls to be rewarded based on their best efforts—not on the completion of a task. Give any girl the opportunity to do her best and she will. Sometimes that means changing a few rules or approaching an activity in a more creative way. Here are some examples of ways to modify activities: 

Invite a girl to complete an activity after she has observed others doing it.

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 

If you are visiting a museum to view sculpture, find out if a girl who is blind might be given permission to touch the pieces.

If an activity requires running, a girl who is unable to run could be asked to walk or do another physical movement.

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

Say . . .

Instead of . . .

She has a learning disability.

She is learning disabled.

She has a developmental delay.

She is mentally retarded; she is slow.

She uses a wheelchair.

She is wheelchair-bound.

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

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

It’s okay to offer assistance to a girl with a disability, but wait until your offer is accepted before you begin to help. Listen closely to any instructions the person may have.

Leaning on a girl’s wheelchair is invading her space and is considered annoying and rude.

When speaking to a girl who is deaf and using an interpreter, speak to the girl, not to the interpreter.

When speaking for more than a few minutes to a girl who uses a wheelchair, place yourself at eye level.

When greeting a girl with a visual disability, always identify yourself and others. You might say, “Hi, it’s Sheryl. Tara is on my right, and Chris is on my left”.

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

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Chapter 4: Safety-Wise (Revised July 2016) In Girl Scouting, the emotional and physical safety and well-being of girls is always a top priority. Here’s what you need to know.

Knowing Your Responsibilities You (the volunteer), the parents/guardians of the girls in your group, and the girls themselves share the responsibility for staying safe. The next three sections provide more details on everyone’s responsibilities.

Responsibilities of the Volunteer Every adult in Girl Scouting is responsible for the physical and emotional safety of girls, and we all demonstrate that by agreeing to follow these guidelines at all times.

1. Follow the Safety Activity Checkpoints.

Instructions for staying safe while participating in activities are detailed in the Safety Activity Checkpoints, available from your council. Read the checkpoints, follow them, and share them with other volunteers, parents and girls before engaging in activities with girls.

2. Points common to all Safety Activity Checkpoints include: Girls plan the activity. Keeping their grade-level abilities in mind, encourage girls to take proactive leadership roles in organizing details of the activity.

Arrange for proper adult supervision of girls. Your group must have at least two unrelated, approved adult volunteers present at all times, plus additional adult volunteers as necessary (this is dependent upon the size of the group and the ages and abilities of girls). Adult volunteers must be at least 18 years old (or the age of majority defined by your state, if it is older than 18), and must be screened by your council before volunteering. One lead volunteer in every group must be female.

Get parent/guardian permission. When an activity takes place that is outside the normal time and place, advise each parent/guardian of the details of the activity and obtain permission for girls to participate.

Communicate with council and parents. Follow council procedures for activity approval, certificates of insurance, and council guidelines about girls’ general health examinations. Make arrangements in advance for all transportation and confirm plans before departure.

Be prepared for emergencies and compile key contacts. Work with girls and other adults to establish and practice procedures for emergencies related to weather, fire, lost girls/adults and site security. Give an itinerary to a contact person at home; call the contact person upon departure and return. Create a list of girls’ parents/guardian contact information, telephone numbers for emergency services and police, and council contacts—keep on hand or post in an easily accessible location. Always keep handy a well-stocked first-aid kit, girl health histories and contact information for girls’ 75

families. Check activity-specific Safety Activity Checkpoints to determine the type of first aider needed.

2

Get a weather report. On the morning of the activity, check weather.com or other reliable weather sources to determine if conditions are appropriate. If severe weather conditions prevent the activity, be prepared with a backup plan or alternate activity, and/or postpone the activity. Write, review, and practice evacuation and emergency plans for severe weather with girls. In the event of a storm, take shelter away from tall objects (including trees, buildings, and electrical poles). Find the lowest point in an open flat area. Squat low to the ground on the balls of the feet, and place hands on knees with head between them.

Use the buddy system. Using the buddy system, girls are divided into teams of two.

Each girl is responsible for staying with her buddy at all times, warning her buddy of danger, giving her buddy immediate assistance if safe to do so, and seeking help when the situation warrants it. Girls are encouraged to stay near the group or buddy with another team of two, so in the event someone is injured, one person cares for the patient while two others seek help.

3. Report abuse. Sexual advances, improper touching and sexual activity of any kind with girl members, as well as physical, verbal and emotional abuse of girls is strictly forbidden. Follow your council’s guidelines for reporting concerns about abuse or neglect that may be occurring inside or outside of Girl Scouting.

4. Travel safely. When transporting girls to planned Girl Scout field trips and other activities that are outside the normal time and place, every driver must be an approved adult volunteer and have a good driving record, a valid license and a registered/insured vehicle. Insist that everyone is in a legal seat and wears her seat belt at all times, and adhere to state laws regarding booster seats and requirements for children in rear seats.

5. Ensure safe overnight outings. Prepare girls to be away from home by involving them in planning, so they know what to expect. Avoid having men sleep in the same space as girls and women. During family or parent-daughter overnights, one family unit may sleep in the same sleeping quarters in program areas. When parents are staffing events, daughters should remain in quarters with other girls rather than in staff areas.

6. Role-model the right behavior. Never use illegal drugs. Don’t consume alcohol, smoke, or use foul language in the presence of girls. Do not carry ammunition or firearms in the presence of girls, unless given special permission by your council for group marksmanship activities.

7. Create an emotionally safe space. Adults are responsible for making Girl Scouting a place where girls are as safe emotionally as they are physically. Protect the emotional safety of girls by creating a team agreement and coaching girls to honor it.

Agreements typically encourage behaviors like respecting a diversity of feelings and opinions; resolving conflicts constructively; and avoiding physical and verbal bullying, clique behavior and discrimination.

8. Ensure that no girl is treated differently. Girl Scouts welcomes all members, regardless of race, ethnicity, background, disability, family structure, religious beliefs and socioeconomic status. When scheduling, planning and carrying out activities, 76

carefully consider the needs of all girls involved, including school schedules, family needs, financial constraints, religious holidays and the accessibility of appropriate transportation and meeting places.

9. Promote online safety. Instruct girls never to put their full names or contact information online, engage in virtual conversation with strangers, or arrange in-person meetings with online contacts. On group websites, publish girls’ first names only and never divulge their contact information. Teach girls the Girl Scout Internet Safety Pledge and have them commit to it.

10. Keep girls safe during money-earning activities. Girl Scout cookies and other council-sponsored product sales are an integral part of the program. During Girl Scout product sales, you are responsible for the safety of girls, money and products. In addition, a wide variety of organizations, causes and fundraisers may appeal to Girl Scouts to be their labor force. When representing Girl Scouts, girls cannot participate in money-earning activities that represent partisan politics or are not Girl Scout– approved product sales and efforts.

CAUTION: When activities involve unpredictable safety variables, they are not recommended as Girl Scout program activities. These include but are not limited to:  Bungee jumping  Flying in small private planes, helicopters or blimps  Go-carting  Hang gliding  Hot air ballooning  Hunting  Motor biking  Parachuting  Parasailing  Riding all-terrain vehicles  Riding motorized personal watercraft such as jet skis  Skydiving  Stunt skiing  Outdoor trampolining  Zorbing

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

      

Provide permission for their daughters to participate in Girl Scouting as well as provide additional consent for activities that take place outside the scheduled meeting place.

This can include such activities as: product sales, including Digital Cookie; overnight travel; the use of special equipment; or sensitive issues.

Make provisions for their daughters to get to and from meeting places or other designated sites in a safe and timely manner, and inform you if someone other than a parent or guardian will drop off or pick up their child.

Provide their daughters with appropriate clothing and equipment for activities, or contact you before the activity to find sources for the necessary clothing and equipment.

Follow Girl Scout safety guidelines and encourage their children to do the same.

Assist you in planning and carrying out program activities as safely as possible.

Participate in parent/guardian meetings.

Understand what appropriate behavior is for their daughters, as determined by the council and you.

Assist volunteers if their daughters have special needs or abilities and their help is solicited.

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

Assist you and other volunteers in safety planning.

Listen to and follow your instructions and suggestions.

Learn and practice safety skills.

Learn to “think safety” at all times and to be prepared.

Identify and evaluate an unsafe situation.

Know how, when and where to get help when needed.

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Knowing How Many Volunteers You Need Whatever the activity, from camping to cookie sales, adult supervision is required regardless of the grade level of the girls. The table below has been developed to show the minimum number of adults needed to supervise a specific number of girls (councils may also establish maximums due to size or cost restrictions). These adult-to-girl supervision ratios were devised to ensure the safety and health of all girls taking part in the activity. For example, if one adult has to respond to an emergency, a second adult is always on hand for the rest of the girls. It may take you a minute to get used to the layout of this chart, but once you start to use it, you’ll find the chart extremely helpful.

Group Meetings Two unrelated adults (at least one of whom is female) for every:

Events, Travel, and Camping

One additional adult to each additional:

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

One additional adult to each additional:

Girl Scout Daisies (grades K–1)

12

1-6

6

1-4

Girl Scout Brownies (grades 2–3)

20

1-8

12

1-6

Girl Scout Juniors (grades 4–5)

25

1-10

16

1-8

Girl Scout Cadettes (grades 6–8)

25

1-12

20

1-10

Girl Scout Seniors (grades 9–10)

30

1-15

24

1-12

Girl Scout Ambassadors (grades 11–12)

30

1-15

24

1-12

Here are some examples on utilizing the chart: If you’re meeting with 17 Daisies, you’ll need three adults, at least two of whom are unrelated (in other words, you and someone who is not your sister, spouse, parent, or child), and at least one of whom is female. This is determined as follows: for up to 12 Daisies you need two adults, and one more adult for up to six additional girls. Since you have 17 girls, you need three adults (2+1). If, however, you have 17 Cadettes attending a group meeting you need only two unrelated adults, at least one of whom is female, since the chart shows that two adults can manage up to 25 Cadettes.

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In addition to the adult-to-girl ratios, please remember that adult volunteers must be at least 18 years old, or the age of majority defined by your state if it is older than 18.

Adult supervision for all girls also extends to any online activity. For additional information on online safety, please consult:  The “Computer/Online Use” Safety Activity Checkpoints  Girl Scout Internet Safety Pledge  Digital Cookie Terms & Conditions for Girls, Digital Cookie Terms & Conditions for Parents/Guardians and Digital Cookie Terms & Conditions for Volunteers

Troops/Groups: Troops may not schedule or conduct troop program meetings for girls until the co-leader has completed all steps required of the troop leadership team as outlined under Volunteer Management (D. Volunteer Selection, Appointment and Reappointment policy – page 157).

Transporting Girls 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 meeting time and place) in which a group will be transported in private vehicles, keep in mind the following:  Every driver must be an approved volunteer at least 21 years old, and have a good driving record, a valid license and a registered/insured vehicle.  Girls never drive other girls.  If a group is traveling in one vehicle, there must be at least two unrelated, approved adult volunteers in the vehicle, one of whom is female. In addition, the girl-volunteer ratios in the “Knowing How Many Volunteers You Need” section 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 girlvolunteer ratios in the “Knowing How Many Volunteers You Need” section must be followed. Care should be taken so that a single car 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. In addition, state laws must be followed, even if they are more stringent than the guidelines here.

Anyone who is driving a vehicle with 12 or more passengers must be a professional driver who possesses a commercial driver’s license (CDL). Note, you must check with your council to determine specific rules about renting large vehicles. Fifteen passenger vans are not recommended.

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Please keep in mind the following non-negotiable points regarding private transportation:  Even though written agreements are always required when renting or chartering, you are not authorized to sign an agreement or contract, except for rental car agreements, even if there is no cost associated with the rental. Such agreements 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.



If your council has given permission to use a rented car, read all rental agreements to be sure you comply with their terms and avoid surprises. For example, in many cases the minimum age of drivers is 25, and the maximum age is often under 70. In addition, make sure the car is adequately insured and you know who is responsible for damage to, or loss of, the vehicle. Finally, ensure you have a good paper trail that shows 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 all other drivers to do the same:  Ensure all drivers are adults at least 21 years old.  Girls should not be transporting other girls.  Never transport girls in flatbed or panel trucks, in the bed of a pickup, or in a campertrailer.  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 recheck them periodically on long trips.  Keep all necessary papers up to date including, but not limited to: 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. Girls under 12 must ride in the back seats.  Follow all the established rules of the road in your state, including the speed limit.

Some additional guidelines include: keeping a two-car-length distance between you and the car ahead of you; not talking or texting on a cell phone or other personal electronic device while driving; not using ear buds or headphones while driving; and turning your lights on when your windshield wipers are on.  Plan rest stops every few hours and avoid driving for extended periods at night. If traveling with others, prearrange stopping places along the way. When planning longer trips, arrange for relief drivers.  Do NOT drive when you are tired or taking medication that makes you drowsy.

Check with your council for any other specific guidelines or requirements they have.

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Note: Drivers must be at least 21 years old, a registered Girl Scout member, maintain insurance on vehicle and passengers, have a clean driving record, and have an approved background check screening on file with GSSWT.

Product Program Safety Girl Scout council sponsored product sales, which include magazines and nuts, as well as cookies, give girls proven opportunities to earn money and/or credits for their Girl Scout program activities. These sales also contribute significantly to the girls’ local councils and communities through take action projects. In order to ensure the emotional and physical safety and well-being of girls, which is always a top priority in any activity, you need to read and understand the following guidelines.

Prepare Early Communicate with Parents Ensure that the parents/guardians of all girls participating in product sales are fully informed about the activity including the:  Safety precautions in place  Need for appropriate clothing and/or supplies  Need for advance arrangements for all transportation and confirmation of these plans  Need for written permission from them in order for their daughter to participate  Location of designated sale areas, which are also communicated to the council

Communicate with your local Police Department Establish a relationship with your local police department to determine any support they may be able to provide during product sales, especially those related to cookie booths, and any safety precautions they might suggest. While police departments vary from state to state and city to city, many of them have resources such as:  School Resource Officers who have specific training for communicating with young people  Community Volunteers who may be able to assist by being present during booth sales Police departments can also provide information on areas and addresses to avoid, as well as access to known sex offender registries.

Prepare for Emergencies Regardless of the type of activity, you need to be prepared for emergencies involving girls or other adults. This should include having a first aid kit always available and making sure that if someone is injured and needs help, that one adult cares for the injured person while another adult seeks help.

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Arrange for Adult Supervision Adults provide supervision and guidance for all grade levels, and must accompany Girl Scout Daisies, Brownies, and Juniors when they are selling, taking orders for or delivering products.

Adults must be present at booth activities, regardless of the age of the girls (see also the section “Knowing How Many Volunteers You Need”).

Adults who oversee Girl Scout Cadettes, Seniors and Ambassadors must:  Be aware of how, when and where the girls are selling products  Be on call when girls are participating in product sales  Be readily available to them should they need assistance  Help girls understand how to be safe in their surroundings, and always enforce the use of the buddy system Adult supervision for all Girl Scouts extends to any online activity. Consult the “Computer/Online Use” Safety Activity Checkpoints for specific information about safe online practices for all activities, and to obtain a copy of the Girl Scout Internet Safety Pledge.

Plan for Safeguarding Money Girls should always have a plan for safeguarding money, which includes such things as:  Not walking around with large amounts of money  Keeping the cash box against a wall or behind a barrier of cookie boxes  Not keeping money at home or school  Giving cookie money to supervising adults, who will deposit the money as soon as possible

Use the Buddy System Using the buddy system, girls are divided into teams of two. Each girl is responsible for staying with her buddy at all times, warning her buddy of danger, giving her buddy immediate assistance if safe to do so, and seeking help when the situation warrants it. Girls are encouraged to stay near the group or buddy with another team of two, so in the event someone is injured, one person cares for the patient while two others seek help.

Be Streetwise and Follow Your Instincts In order to ensure the safety of girls while selling door-to-door, you and the girls should become familiar with the areas and neighborhoods in which girls would like to sell. In addition, girls should:  Participate in door to door sales only during daylight hours  Wear a membership pin, uniform, or Girl Scout clothing (e.g., Girl Scout T shirt) to clearly identify themselves as Girl Scouts  Avoid a house or person that makes them uncomfortable. They should walk away and find the next person/place that does not make them uncomfortable  Call 9-1-1 if they see someone who seems to be acting in a way that makes them feel unsafe. This could include, but is not limited to, any person who is staring at

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  

them for long periods, seems to be following them for no apparent reason or takes pictures of them Use safe pedestrian practices, such as crossing at corners and obeying walk signals Not enter the home or vehicle of a stranger, and to avoid selling to people in vehicles (except at drive-thru cookie booths) or going into alleys Should not carry large amounts of money (see “Plan for Safeguarding Money” above)

Booth Sales Cookie booths are a traditional and fun way of selling Girl Scout cookies. Booth locations are approved by councils, facilitated within council jurisdiction and you must follow all council guidelines with regard to setting up, manning and taking down a booth.

When setting up booth sales, it’s important that:  Adults are present at all times  There is adequate space at the booth for table, products and girls and to allow safe passage by pedestrians, bikes and cars  Girls are a safe distance from cars. If possible, set up a safety barrier between cars and the booth—perhaps a few volunteers could park their cars in spaces near the booth location  The booth is not blocking a store entrance or exit  Girls and adults do not confront or engage an irate customer, but call local authorities for assistance While girls can receive cash from buyers and make change, they should hand the money to an adult for safekeeping. It is important that cash is kept safe and out of sight. This can be accomplished by:  Keeping the cash box against a wall or behind a barrier of cookie boxes  Having an adult volunteer keep the money, for example, securing it in a front facing pouch tied around her/his waist If someone takes money or cookies from your booth, do not attempt to physically recover the stolen items and do not allow the girls to do so. Instead, get a good description of the offender(s), call 911, and alert local security (if applicable). Make sure girls know what to do in case of theft. Report any incidents to your local council according to its guidelines.

For additional information about setting up a booth and safety and security suggestions, consult your council guidelines.

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Computer/Online Safety Understand the Girl Scout Internet Safety Pledge In order to make sure that girls are aware of how to safely use the internet, you should discuss online safety issues with the girls and distribute copies of the Girl Scout Internet Safety Pledge (the pledge is available at the end of this document and at www.girlscouts.org). The girls should also take a copy of the pledge home and go over it with their guardian. Both the girl and her parent/guardian should sign the pledge.

Safeguard Information Girls must understand that the internet is an open means of communication that anyone can access. As such, websites will often attract people other than their intended users. It is therefore imperative that any information that could jeopardize the safety and security of girls and adults not be disclosed on a website. The following measures will help to ensure girls’ online safety:  Girl Scouts should only use their first names  A Girl Scout’s last name, address, phone number, or email address should never be posted. For Digital Cookie a girl may post her unique Digital Cookie URL on her Facebook page and may email it to friends and family (for additional information please refer to Safety Activity Checkpoint for Online Product Sales, Digital Cookie Terms & Conditions for Volunteers and Digital Cookie Pledge for Girls)  Always have a parent’s or guardian’s permission when using pictures of girls on a website. This is especially important if the girl is under 13 years old  Do not post addresses of group meeting places, dates and times of meetings, events or trips on a website. Instead, an adult who wishes to communicate upcoming events with families of Girl Scouts should send an email to the families  Do not allow automatic posting of messages to a website. All postings to message boards, social media and guest books should have adult oversight, and be screened prior to posting live  Ensure that websites do not show personal email addresses of girls, but use a troop, group or adult’s email

Safety in Technology Based Sales Girl Scouts use the internet for a variety of reasons including the online marketing and sale of approved Girl Scout related products. Below are some key points to keep in mind for all online sales and marketing:  Girls must read, understand and accept the Girl Scout Internet Safety Pledge, prior to conducting any online sales or marketing activities, which is available at the end of the Computer/Online Use: Safety Activity Checkpoints  Girls may send email messages to alert friends and relatives about product sales and accept customer commitments via email  Social media sites may be used to market product, however, all applicable GSUSA and council guidelines must be followed 85

 



Girls writing product emails or announcements online should sign with their first names only, their troop/group number or name and their council name Personal emails or street addresses of girls should never be used. Instead, use one of the following: o A blind return address account where the girls’ name or personal email is not revealed to the customer and is instead hosted on a secure site o A group account, monitored by an adult o An adult’s email account, which is supervised by that adult Girls should never arrange in-person meetings with online contacts, other than to deliver cookies and only with the approval and accompaniment of a parent or designated adult

For Digital Cookie there are additional, specific guidelines, some of which are:     

Girls must read and accept the Girl Scout Digital Cookie Pledge before they can participate in Digital Cookie Volunteers must read and accept the Digital Cookie Terms and Conditions for Volunteers before they can participate in Digital Cookie Girls may only post about their participation on Digital Cookie on social media that allows them to restrict access to friends and family (e.g. Facebook) Parents/guardians must approve the content of a girl’s Digital Cookie web page before it goes live For girls under 13 years old, a parent/guardian must manage the girl’s website and be responsible for all content. In other words, girls under 13 are not allowed to post anything to their websites; it must be done by their parent/guardian.

For additional information and guidance, please see the “Girl Scout Cookie/CouncilSponsored Product Sale: Safety Activity Checkpoints,” “Computer/Online Use: Safety Activity Checkpoints,” the Digital Cookie “Terms & Conditions for Girl Scouts,” “Terms & Conditions for Parents/Guardians” and “Terms & Conditions for Volunteers.”

Approaching Activities How can you, as a Girl Scout volunteer, determine whether an activity is safe and appropriate for Girl Scouts? Good judgment and common sense often dictate the answer. What’s safe in one circumstance may not be safe in another. An incoming storm, for example, might force you to assess or discontinue an activity. If you are uncertain about the safety of an activity, call your council staff with full details and don’t proceed without approval. Remember, the safety of girls is your most important consideration.

Prior to any activity, read the specific Safety Activity Checkpoints (available on your council’s website or from your support team in some other format) related to any activity you plan to do with girls. If Safety Activity Checkpoints do not exist for an activity you and the girls are interested in, check with your council before making any definite plans with the girls. A few activities are allowed only with written council pre-approval and only for girls 12 and over, while some are off-limits completely:

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

Caution: You must get written pre-approval from your council for girls ages 12 and older who will: o Use firearms for target shooting (see Sport Shooting Safety Activity Checkpoints) o Take trips on waterways that are highly changeable or uncontrollable (see Whitewater Rafting Safety Activity Checkpoints)

CAUTION: When activities involve unpredictable safety variables, they are not recommended as Girl Scout program activities. These include but are not limited to:  Bungee jumping  Flying in small private planes, helicopters or blimps  Go-carting  Hang gliding  Hot air ballooning  Hunting  Motor biking  Parachuting  Parasailing  Riding all-terrain vehicles  Riding motorized personal watercraft such as jet skis  Skydiving  Stunt skiing  Outdoor trampolining  Zorbing When planning activities with girls, note the abilities of each girl and carefully consider the progression of skills from the easiest part to the most difficult. Make sure the complexity of the activity does not exceed girls’ individual skills. Bear in mind that skill levels decline when people are tired, hungry or under stress. Also use activities as opportunities for building teamwork, which is one of the outcomes for the Connect key in the Girl Scout Leadership Experience (GSLE).

Health Histories (Including Examinations and Immunizations) Girl Scout health histories and records may be handled differently by each council. For example, the staff at your council office may take care of obtaining and storing girl health histories, including a physician’s examination and list of required immunizations. In other councils, you may be asked to maintain these records for your group. Either way, keep in mind that information contained in a girl’s health history is confidential and protected by law.

This information may only be shared with people who have a need to know this information such as the girl herself, her parent/guardian and a healthcare provider.

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Permission from Parents/Guardians (Written or Electronic) All Girl Scout activities away from the regular meeting site always require written parental permission. The permission slip lets parents know where their child will be and assures that the child has permission to participate. Likewise, programs that expose girls to issues and discussions which are considered sensitive or controversial require the sensitive issues permission slip. These permission slips can be obtained from the Resource Center or from the council’s website (girlscouts-swtx.org/Forms). Permission slips must be present at the activity.

Documented permission from a girl’s parent or legal guardian for that girl to participate in Girl Scouting is on the annual membership registration form, as is a photo release. In addition, parents/guardians will need to provide health history information and permission to treat girls in an emergency. Parents/guardians also must update girls’ health histories as their health situation changes.

Ensure that volunteers and girls inform parents/guardians of:    

Meeting dates, times and places The type of activities planned Troop number Troop emergency contact person information (name and phone number)

When activities take place outside the normal meeting time and place, involve overnight travel or camping, focus on sensitive or controversial topics, or engage in any activities not covered in Safety Activity Checkpoints (girlscouts-swtx.org/Safety), volunteers must advise each parent/guardian of the details of the activity and obtain additional permission for girls to participate. 



E-signatures are effective only if they are in a form that is capable of being retained and accurately reproduced for later reference. This requirement can be satisfied by maintaining a log of collected e-signatures, or by including a field in a database that indicates that the user gave her or his e-signature for a particular purpose.

State laws may have additional requirements that may have to be followed.

Record Retention All documentation (both electronic and hard copies) must be retained in an accessible way, kept secure and protected against intentional and unintentional destruction, modification and disclosure. According to the GSUSA Recommended Record Retention Schedule Guideline for Girl Scout Councils. For cases involving serious illness or injury and hospitalization, retain records until the member has reached the age of majority in Texas or where the member lives, or the state where the incident occurred, plus seven years (or longer, if advised by your legal counsel), or until any litigation is settled. In cases involving allegations of abuse, keep records until the girl has reached the age of majority in the state, plus 18 years, or until any litigation is settled.

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Note: Confidentiality applies to health histories. Volunteers should keep girls’ health histories nearby at all times, but should not allow girls or parents to review them. Likewise, all volunteer health histories must be kept confidential: the health documentation of covolunteers should never be privy to other volunteers. Guard the confidentiality of health histories with the same zealousness you would any other sensitive information.

Group Activity Notification Forms To ensure the safety of girls, any time a group or troop travels or meets somewhere other than the regularly scheduled meeting place and time, a Group Activity Notification Form must be submitted and approved by council staff. Forms should be submitted prior to your activity to customercare@girlscouts-swtx.org or delivered/mailed to the Sally Cheever Girl Scout Leadership Center 811 N Coker Loop, San Antonio, Texas 78216 or to West Side Girl Scout Leadership Center at 5622 W César E Chávez Blvd San Antonio, Texas 78237. You can find this form online at girlscouts-swtx.org/Forms. Contact Troop Support for more information.

For various reasons, some parents/guardians may object to immunizations or medical examinations. Councils must attempt to make provisions for these girls to attend Girl Scout functions in a way that accommodates these concerns.

It is important for you to be aware of any medications a girl may take or allergies she may have. Keep in mind the following:  Medication, including over-the-counter products, must never be dispensed without prior written permission from a girl’s custodial parent or guardian (your council can provide the necessary form).  Some girls may need to carry and administer their own medications, such as bronchial inhalers, EpiPens or diabetes medication. You must have documentation from the girl’s parent or guardian that it is acceptable for the girl to self-administer these medications.  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. Do this even if you are aware of which girls have specific allergies!

Even Girl Scout Daisies and Brownies should be aware of their allergies, but doublechecking with them and their parents/guardians is always a good idea.

Girl Scout Activity Insurance Every registered Girl Scout and registered adult member in the Girl Scout movement is automatically covered under the basic Mutual of Omaha Activity Insurance plan upon registration. The entire premium cost for this protection is borne by Girl Scouts of the USA, and the basic plan is effective during the regular fiscal year (October 1 to the following October 1). Up to 14 months of insurance coverage is provided for new members who register in the month of August.

This insurance provides up to a specified maximum for medical expenses incurred as a result of an accident while a member is participating in an approved, supervised Girl Scout activity.

This is one reason why all adults and girls should be registered members. It is important to 89

remember that non-registered parents, tagalongs (brothers, sisters and friends) and other persons are not covered by the basic plan.

This insurance coverage is not intended to diminish the need for, or replace, existing family health insurance. When $135 in benefits has been paid under this plan for covered expenses, any subsequent benefits from the basic plan will be payable (up to the specified maximum) only for expenses incurred that aren’t covered under another insurance policy. If there is no family insurance or healthcare program, a specified maximum of medical benefits is available under the basic plan.

An optional Activity Insurance plan is available for Girl Scouts taking extended trips (longer than three days and two nights) and for non-members who participate in Girl Scout activities.

These optional plans are secondary insurance that a council may offer to cover participants taking part in any council-approved, supervised Girl Scout activity. Contact your council to find out how to apply. In some cases, your council may make this insurance mandatory, particularly for overseas travel.

Supplemental Insurance Plans Groups are advised to purchase supplemental insurance for non-members participating in Girl Scout-approved events. Groups must purchase supplemental insurance to cover their members and non-members participating in extended (more than three days and two nights) and/or international trips.

This low-cost insurance may be purchased through the council. Supplemental insurance forms are available under “Finance Forms� on the GSSWT website at http://www.girlscouts-swtx.org/en/for-volunteers/forms.html or at the council office through your Troop Support Manager or the Finance department.

Supplemental insurance forms must be received not less than one week before the scheduled event. A $5 minimum is required for enrollment. Payment must be received with the enrollment form.

Plan 2: Offers basic accident insurance benefits to non-members, such as girls attending recruitment events/parties, participants at day camps and non-member adults or tagalongs attending one- or two-day activities. The participants must be actively involved in the program. Non-participants will not be covered.

Once an event exceeds three days and two nights, the basic plan (Plan 1) no longer covers registered Girl Scouts. The group is required to purchase additional insurance for any event which exceeds three days and two nights. Camping events, individual and group trips extending more than two nights require one of the following additional insurance plans (coverage only extends to people actually participating in the Girl Scout event):

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Plan 3E (coordinates with any family health plan): Secondary insurance plan that includes sickness coverage and pays unpaid medical and dental expenses, subject to policy restrictions. If insured has no health plan, Plan 3E pays up to 100 percent of usual and customary charges for covered expenses, subject to the policy restrictions.

Plan 3P (Primary coverage): Same coverage as plan 3E, except plan is primary instead of secondary.

Plan 3PI (International coverage): Same coverage as 3P, but with the added benefit of coverage of up to $50,000 for medical evacuation and repatriation services. This plan is highly recommended for groups traveling outside the U.S. In the event that someone in your group is injured, initial treatment must occur within 30 days and a claim must be completed with the insurance company within 52 weeks of the accident.

Review the Girl Scouts’ insurance plan description here. (http://www.mutualofomaha.com/girl_scouts_of_the_usa/index.html) How to File a Claim 1. Contact the GSSWT Finance department to obtain a claim form.

2. Complete and sign the claim form. A parent, guardian or volunteer signature is required for a minor’s claim.

3. Send the original claim form along with all itemized bills that were not covered under your medical insurance to: GSSWT Attn: Finance Department 811 N. Coker Loop San Antonio, TX 78216 After the claim is received, council staff will verify the claim information and mail it to the insurance company. After the original claim form is submitted, continue to mail any unpaid medical bills pertaining to the accident and/or sickness to GSSWT at the address above.

Certificates of Liability Insurance Many organizations require proof of liability insurance before allowing use of their facility.

To obtain a certificate:  Send an email to customercare@girlscouts-swtx.org with the complete name and address of the facility and the name and email address of the facility employee who is to receive the certificate.  The insurance carrier then will send the certificate directly to the appropriate person/organization.

General Liability Insurance The council carries general liability insurance to cover liability for litigation and other related costs for volunteers and others when serving in an official capacity in an approved Girl Scout activity. Ensure that council and GSUSA guidelines are followed at all times. Coverage is up to $5 million plus legal costs. If you require additional information, contact the Finance department at 210-349-2404 or financials@girlscouts-swtx.org.

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Activities with High or Unusual Risk Safety should be priority for anyone conducting and/or planning activities for Girl Scouts. The specific requirements, guidelines and responsibilities related to an activity will vary. Some activities are considered to be more high risk than others.

All activities should be planned following the guidelines outlined in Safety Activity Checkpoints: http://www.girlscouts-swtx.org/content/dam/girlscouts-girlscoutsswtx/documents/All_Safety_Activity_Checkpoints_%20FINAL.pdf Activities that present a potentially high or unusual risk require detailed planning, and the co-leader or volunteer seeking the advice of the Community Chair, Leader Mentor and Director of Program. In addition, high or unusual risk activities also require fully informing the girl’s caregiver of the nature of the activity and receiving specific written permission from the caregiver. The Parental Permission Form as well as the Group Activity Notification Form can be found in the Resource Center and under “Troop Management Forms” in the Forms section on the council website.

Any adult wishing to transport girls and adults (other than immediate family members) must be a registered member of GSUSA, have completed the Volunteer Background screening process, be 21 or older, maintain insurance on vehicle and passengers, and have a clean driving record.

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



Does the person have documented training and experience? She or he should have documented experience for the activity in question, such as course completion certificates or cards, records of previous training to instruct the activity and letters of reference.

What does she or he need to be able to do? This person should have the knowledge and experience to make appropriate judgments concerning participants, equipment, facilities, safety considerations, supervision and procedures for the activity.

At the very least, she or he should be able to give clear instructions to girls and adults, troubleshoot unexpected scenarios and respond appropriately in an emergency.

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There is an Accident Although you hope the worst never happens, you must observe council procedures for handling accidents and fatalities. At the scene of an accident, first provide all possible care for the 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. Check with your council for emergency contact information.

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 Girl Scout 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 media representatives.

In the event of a fatality or other serious accident, the police must be notified and a responsible adult must remain at the scene at all times. In the case of a fatality, do not disturb the victim or surroundings and 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.

What is an Emergency?

An emergency is defined as “a sudden, urgent, usually unexpected occurrence or occasion requiring immediate action.”

Examples of different measures of emergencies include, but are not limited to:      

A car accident involving Girl Scouts on the way to/or home from a Girl Scout activity.

Weather conditions deteriorate severely while you are at a Girl Scout activity or overnight event.

A girl is missing at a Girl Scout field trip or community event/activity.

A girl informs another girl she is feeling “sick” and then falls unconscious.

Volunteers/parents notice an individual they do not recognize hanging around a Girl Scout event/activity and get a “bad” feeling from said individual’s behavior.

An incident occurs where an object/product is stolen from Girl Scouts (e.g. money stolen from girls at a cookie booth).

In relevance to Girl Scouts, a crisis is “any situation that poses a threat to the Girl Scout brand and impairs the organization’s ability to operate effectively.”

In keeping with the Girl Scout motto “be prepared,” it is of the utmost importance that GSSWT has a Crisis Communications Plan in place for guidance of a serious emergency.

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Communication For more than 104 years, the Girl Scout movement has enjoyed a well-deserved reputation for providing a program that is enriching, challenging, safe and fun for all girls. When an emergency or crisis occurs, it’s everyone’s responsibility to safeguard the health and safety of our girls and implement a managed communications approach. The general public does not understand the complexities of the Girl Scout organization, so effective communication is crucial to handling a crisis or sensitive issue.

As such, in the event of an emergency or incident involving Girl Scouts—no matter how large or small—please remember to MAKE NO STATEMENTS to any media outlet (print, radio, television, internet, etc.). In the event of inquiries, please take a message and/or inform them that a representative of GSSWT will respond to their request. Refer all inquiries to GSSWT and report the media request by calling GSSWT (210-349-2404/1-800-580-7247). If the media request is outside normal business hours, press 1 to forward your call directly to the council’s In Case of Emergency (ICE) cell phone. Do not discuss the accident/incident, place blame or accept liability.

In today’s age of instant awareness via social networking sites such as Twitter and Facebook, it is more important than ever to provide a consistent, unified Girl Scout message to all media outlets.

GSSWT Procedures for Emergencies These procedures apply to all leaders and volunteers with responsibility for girls and participants at official Girl Scout activities. It is very important that these steps are followed consistently in any emergency situation.

1. Always have someone in the group as the designee to call 911.

2. Remain calm.

3. Give priority attention to providing all possible care for the injured.

4. Secure emergency medical services and law enforcement as appropriate.

5. Report the emergency immediately by calling GSSWT (210-349-2404/1-800-5807247) at any time, 24 hours a day. By pressing 1, the automated phone system will forward the call directly to the council’s ICE (In Case of Emergency) cell phone.

6. In the event of a fatality or serious accident, always notify law enforcement. Do not leave the scene of the accident until law enforcement arrives. If you must leave, retain a responsible person at the scene. Ensure that the victim and the surroundings are not disturbed until law enforcement has assumed authority.

7. MAKE NO STATEMENTS TO THE MEDIA. Refer all media inquiries (press, radio, television) to GSSWT’s Development and Communications department. If no members of the department are available, take a message and inform them that someone will return their call. Do not discuss the incident, place any blame or accept liability.

8. Record all relevant conversations concerning the emergency.

9. Submit completed form(s) to the Crisis Team Lead within 72 hours of the incident.

Required forms will be provided by the council when necessary.

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Someone Needs Emergency Care As you know, emergencies can happen. Girls need to receive proper instruction in how to care for themselves and others in emergencies. They also need to learn the importance of reporting to adults any accidents, illnesses or unusual behaviors during Girl Scout activities.

You can help girls by keeping in mind the following:  





Know what to report. See the “What To Do If There is an Accident” section earlier in this chapter.

Establish and practice procedures for weather emergencies. Know the type of extreme weather to expect in your area (e.g. tornadoes, hurricanes and lightning).

Please consult with your council for the most relevant information for you to share with girls.

Establish and practice procedures for such circumstances as fire evacuation, lost persons and building-security issues. Every girl and adult must know how to act in these situations. For example, you and the girls, with the help of a fire department representative, should design a fire evacuation plan for meeting places used by the group.

Assemble a well-stocked first-aid kit that is always accessible. First-aid administered in the first few minutes can make a significant difference in the severity of an injury. In an emergency, secure professional medical assistance as soon as possible, normally by calling 911, and then administer first aid, if appropriately trained.

First-Aid/CPR Emergencies require prompt action and quick judgment. For many activities, Girl Scouts recommends that at least one adult volunteer be first-aid/CPR-certified. For that reason, if you have the opportunity to get trained in council-approved first-aid/CPR, do it! You can take advantage of first-aid/CPR training offered by chapters of the American Red Cross, National Safety Council, MEDIC FirstAid, American Heart Association or other sponsoring organizations approved by your council. As a partner of GSUSA, American Red Cross offers discounts on certification courses.

Caution: First-aid/CPR training that is available entirely online does not satisfy Girl Scouts’ requirements. Such courses do not offer enough opportunities to practice and receive feedback on your technique. If you’re taking a course not offered by one of the organizations listed in the previous paragraph, or any course that has online components, get approval from your support team or council prior to enrolling in the course.

First-Aider A first-aider is an adult volunteer who has taken Girl Scout-approved first-aid and CPR training that includes specific instructions for child CPR. If, through the American Red Cross, National Safety Council, EMP America, or American Heart Association, you have a chance to be fully trained in first-aid and CPR, doing so may make your activity planning go a little more smoothly.

The Safety Activity Checkpoints always tell you when a first-aider needs to be present. Since activities can take place in a variety of locations, the presence of a first-aider and the qualifications they need to have are based on the remoteness of the activity. For example, if 95

you take a two-mile hike in an area that has cell phone reception and service along the entire route and EMS (Emergency Medical Services) is no more than 30 minutes away at all times, the first-aider will not need to have knowledge of wilderness first aid. If, on the other hand, you take the same two-mile hike in a more remote area with no cell phone service and where EMS is more than 30 minutes away, the first-aider must have knowledge of wilderness first aid (see the chart below).

Access to EMS

Minimum Level of First Aid Required

Less than 30 minutes

First Aid

More than 30 minutes

Wilderness First Aid (WFA) or Wilderness First Responder (WFR)* *Although a WFR is not required, it is strongly recommended when traveling with groups in areas that are greater than 30 minutes from EMS.

It is important to understand the differences between a first-aid course, and a wildernessrated course. Although standard first-aid training provides basic incident response, wilderness-rated courses include training on remote-assessment skills, as well as emergency first-aid response, including evacuation techniques, to use when EMS is not readily available.

Note: The presence of a first-aider is required at resident camp. For large events—200 people or more—there should be one first-aider for every 200 participants. The following healthcare providers may also serve as first-aiders: physician; physician’s assistant; nurse practitioner; registered nurse; licensed practical nurse; paramedic; military medic; and emergency medical technician.

First-Aid Kit Make sure a general first-aid kit is available at your group meeting place and accompanies girls on any activity (including transportation to and from the activity). Please be aware that you may need to provide this kit if one is not available at your meeting place. You can purchase a Girl Scout first-aid kit, you can buy a commercial kit, or you and the girls can assemble a kit yourselves. The Red Cross offers a list of potential items in its Anatomy of a First Aid Kit (note that the Red Cross’s suggested list includes aspirin, which you will not be at liberty to give to girls without direct parent/guardian permission). You can also customize a kit to cover your specific needs, including flares, treatments for frostbite or snake bites and the like.

In addition to standard materials, all kits should contain your council and emergency telephone numbers (which you can get from your council contact). Girl Scout activity insurance forms, parent consent forms and health histories may also be included.

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GSSWT First-Aider The Safety Activity Checkpoints (see girlscouts-swtx.org/Safety) always tell you when a firstaider needs to be present.

There are two categories of first-aiders:  First-aider (level 1): The presence of a first-aider (level 1) is required:  for all field trips  for all troop camping  for all activities indicated in the Safety Activity Checkpoints The course required to be a first-aider (level 1) is one that offers standard first-aid and CPR preferably with a focus on children.      

First-aider (level 2): The presence of a first-aider (level 2) is required: at day events, overnights, and camping events with more than 200 participants during hikes of 10 miles or more and more than 30 minutes away from emergency assistance for primitive camping (in areas that have no permanent structure, no approved water source and no bathroom facilities) on backpacking trips at certain activities indicated in the Safety Activity Checkpoints

Certain other activities also require a first-aider (level 2). The Safety Activity Checkpoints state clearly whether a first-aider (level 2) is needed. First-aiders (level 2) pass the same course as first-aiders (level 1), and also have emergency response/first response, sports safety, wilderness first-aid and/or advanced first-aid and CPR training. GSSWT does NOT accept the American Red Cross Sport Safety Training course—When Help is Delayed courses as qualifying personnel for first-aider (level 2) duties. These courses do not provide an adequate in-depth level of skill and knowledge that would be needed by a first-aider (level 2) in many emergency situations. GSSWT will accept the ARC Wilderness First Aid, or First Aid Responding to Emergencies or Emergency Response as meeting first-aider (level 2) requirements. GSSWT requires first-aiders (level 2) to have current certification in Automated External Defibrillator (AED) use and infant CPR from a GSUSA-accepted agency.

Health Care Personnel Who May Serve as the First Aider The following health care personnel (and only these) may serve as first aiders at level 1 or level 2: physician, physician assistant, nurse practitioner, registered nurse, licensed practical nurse, paramedic, dentist, military medic or emergency medical technician. A copy of the individual’s current license AND current certification in adult/child CPR must be provided to the Program department in order to serve as first aider when camping on council properties.

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First-aider Responsibilities Whether serving as a level 1 or level 2 first-aider, Girl Scout first-aider responsibilities should include (but are not limited to): Before all activities (preparedness):  Be familiar with Safety Activity Checkpoints and this handbook’s safety policies and standards requirements.  Be familiar with and ensure that the group first-aid kit is stocked and adequate for activities.  Ensure that health histories are up-to-date, stored confidentially and available for review.  For events away from immediate care and all overnight activities, review health histories and discuss any medical conditions with parents.  Ensure that written permission from girls’ custodial parents/guardians is received for any medications.  Review emergency procedures and know how to access EMS for the location of the event and review the inside front cover of this handbook.

In the event of a minor illness or emergency (response):  Follow the Emergency Procedures outlined in this handbook on the inside front cover.

After the event of a minor illness or emergency (follow-up):  Record all details on a health log.  Submit the health log to the group or GSSWT as directed by council staff.  Hold after-action review to discuss any preventive measures needed for future events.

Certification Expirations  American Red Cross adult/child CPR: certification expires every two years  American Red Cross first aid: certification expires every two years  American Heart Association (AHA) adult/child CPR: certification expires every two years Certifications must be in writing and usually consist of a card with an approved-organization emblem. For example, certifications without an AHA emblem and saying “this training conducted in accordance with standards of the American Heart Association” will NOT be accepted, as lack of an emblem indicates that the course was not taught under the auspices/certification requirements of an approved organization.

Camping To go group camping, at least one adult other than the Troop Camp Leadership (TCL) person must be currently certified in first aid and adult/child CPR. Copies of these certificates will be required.

Reducing the risk of disease transmission Infectious disease can be spread during situations requiring first aid. All first aid courses teach universal precautions for situations involving blood and other body fluids, such as vomit, feces or urine. All girls and adults, as well as the first-aider, should be familiar with these precautions. GSSWT requires the use of the universal precautions in situations requiring interaction with blood and/or other body fluids. First-aid kits must include items to allow the universal precautions to be followed:

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     

Wear nitrile, vinyl or latex gloves whenever providing first aid and in every situation involving blood or other body fluids.

Use plastic wrap, a plastic bag, or other waterproof material to form a barrier if nitrile, vinyl, or latex gloves are not available.

Use a medically-approved face shield or pocket face mask with one-way valve when doing rescue breathing and CPR (the GSSWT shop usually has these for sale).

Cover open wounds with dressings to prevent the victim and the first-aider from coming in contact with each other’s blood.

After giving first aid, immediately wash—thoroughly—hands and other skin surfaces that came in contact with body fluids. Use disinfectant and/or antiseptic soap and water.

Dispose properly or decontaminate all items that came in contact with body fluids.

Medications First-aiders cannot administer any medications, including lotions, sprays or over-the-counter products, without prior written permission from a girl’s custodial parent or guardian. All medications must be in the original container and administered in the prescribed dosage or per written directions.

Aquatic Safety Requirements Swimming Pool A minimum of one lifeguard (minimum age 16) currently certified in American Red Cross (ARC) Lifeguard Training plus a minimum of two watchers are required. At least one watcher must be an adult (minimum age 18) certified in American Red Cross Basic Water Rescue.

Additional watchers must be at least 16 years old. Note: If using council-owned property, one of the three people supervising the water activity must be at least 21 years old.

Waterfront

Defined as swimming activities in lakes, slow-moving streams, rivers or oceans, a minimum of one lifeguard (minimum age 16) currently certified in American Red Cross Lifeguard Training (plus Waterfront Lifeguard Module) plus a minimum of two watchers are required.

Additional watchers must be at least 18 years old. Note: If using council-owned property, one of the three people supervising the water activity must be at least 21 years old.

Wading

When girls are wading in water more than knee-deep, two adults (minimum age 18) must be present at all times. One adult must be certified in Basic Water Rescue. Water less than knee-deep does not require ARC certification. Note: When wading at Camp La Jita, a minimum of one lifeguard (minimum age 16) currently certified in American Red Cross Lifeguard Training must be present, in addition to the above. One of the people supervising the water activity must be at least 21 years old.

Watercraft: Canoeing, Sailing, Kayaking and Rowboats

A minimum of one adult (minimum age 18) currently certified in Small Craft Safety (certified in the type of craft being used, i.e., canoes, sailboats, kayaks or rowboats) and a minimum of one additional adult (minimum age 18) certified in Basic Water Rescue must be present. In addition, there must be an adult with current certification in adult/child CPR and basic first aid.

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Each person must wear a U.S. Coast Guard-approved personal flotation device (PFD) at all times when boating, regardless of her/his swimming ability. Note: When using watercraft at Camp La Jita, a minimum of one lifeguard (minimum age 16) currently certified in American Red Cross Lifeguard Training must be present, in addition to the above. One of the people supervising the water activity must be at least 21 years old.

Watercraft: Tubing

A minimum of one adult (minimum age 18) currently certified in Small Craft Safety: Moving Water Module, and a minimum of one additional adult (minimum age 18) certified in Basic Water Rescue must be present at all times. Each person must wear a U.S. Coast Guardapproved personal flotation device (PFD) at all times when tubing, regardless of swimming ability. Note: When tubing at Camp La Jita, a minimum of one lifeguard (minimum age 16) currently certified in American Red Cross Lifeguard Training must be present, in addition to the above. One of the people supervising the water activity must be at least 21 years old.

You Witness or Experience Abuse Sexual advances, improper touching, and sexual activity of any kind with girl members are forbidden. Physical, verbal and emotional abuse of girls is also forbidden. All states, the District of Columbia, American Samoa, Guam, the Northern Mariana Islands, Puerto Rico and the U.S. Virgin Islands have statues identifying persons who are required to report suspected child abuse to an appropriate agency. Therefore, if you witness or suspect child abuse or neglect, whether inside or outside of Girl Scouting, follow your council’s guidelines for reporting your concerns to the proper agency within your state.

For additional information please check the following resources:  U.S. Department of Health & Human Services, Child Welfare Information Gateway: https://www.childwelfare.gov/can/ 

How to Report Suspected Child Maltreatment: https://www.childwelfare.gov/responding/how.cfm



Mandatory Reporters of Child Abuse and Neglect: https://www.childwelfare.gov/systemwide/laws_policies/statutes/manda.cfm

See: Appendix C: GSSWT Volunteer Management Policies, page 162 for GSSWT anti-child abuse policy.

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Chapter 5: Managing Group Finances Helping girls decide what they want to do, and coaching them as they earn and manage money to pursue their goals, is an integral part of the Girl Scout Leadership Experience (GSLE). Your Girl Scout group plans and finances its own activities, with your guidance. At the same time, the girls learn many valuable skills that serve them throughout their lives.

Girl Scout groups are funded by a share of money earned through council-sponsored product sale activities (such as Girl Scout cookie activities), group money-earning activities (council-approved, of course), and any your group may charge. (this is in addition to the $15 annual membership dues that go to the national organization). This chapter gives you the ins and outs of establishing a group account and helping girls manage their group’s finances, practice successful productsales techniques, and understand how to collaborate with sponsors and causes.

For information and guidance on safety related to product sales see Chapter 4, Safety-Wise page 75.

GSSWT

Groups and Money Management

Groups are defined as troops and designated volunteer communities.

Handling money, especially when it belongs to other people, is a serious responsibility.

Troop/group leaders need to share the responsibility with the girls in ways appropriate to their ages and experiences. In troops/groups with teen girls, girls should be encouraged to partner with the money manager in this process, but the records must be reviewed and managed by the adult troop/group money manager.

Each grade level has its own unique needs and abilities regarding budgeting and money management. Below are a few guidelines applicable to all grade levels that can help with the troop/group budget: 1. Discuss with troop/group members and caregivers, and agree upon which expenses will be paid from the troop/group treasury, and those which will be paid by the girls individually. The girl’s caregiver must understand the troop’s/group’s financial needs and support the financial plans. Troops/groups must be as self-supporting as possible.

The goal is for the troop/group to earn enough money to pay for anticipated program activities throughout the year.

2. Discuss with girls and their caregivers whether fees for adult learning courses will be reimbursed by troop/group funds or if individuals will be responsible for their own training costs. Also discuss whether adult participation in programs, events or field trips will be reimbursed by troop/group funds.

3. Always remember that troop/group funds do not belong to individual girls or adults, per GSUSA standards and IRS guidelines.

4. Troops/groups and Communities MUST have a bank account when their cash on hand exceeds $25 (see “Steps to Establishing a Bank Account” page 104). All group income must be deposited into the group account.

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5. Communicate the standards and guidelines for troop/group money-earning projects to the families (see “Money Earning Basics” later in this chapter). Meeting with families at the beginning of the year is the perfect opportunity to let the caregivers know the financial needs of the troop/group and what options are available (with girl input) to meet those needs.

6. Inform the girls’ caregivers that the troop/group and community financial records are always available for review upon request. Troop/group leaders should have the latest troop/group bank statements available for review at each meeting.

7. Troop/Group dues: The girls in the troop/group must share in the responsibility of setting the amount of dues, if any, for their troop/group. Girls may also be involved in collecting and maintaining the dues records. This money may be used to purchase earned awards or pay for field trips and other troop/group expenses.

8. Volunteers and girls should work within the troop’s/group’s budget to finance activities.

Volunteers must not personally subsidize purchases like craft supplies/snacks for the group.

9. Groups (troops/groups and/or communities) shall not take part in actual fundraising for other organizations. Girls are not allowed to make a direct solicitation for cash.

Individual girls may participate in fundraising activities for other organizations as long as they are not in Girl Scout attire or indicate they are representing Girl Scouts in any manner. Girl Scouts may support appropriate charities by participating in service projects or they may contribute a portion of their troop/group treasury to organizations or projects which they consider worthwhile.

10. NEW! Troops/groups without a bank account or those that do not have their troop/group bank account at a council-approved bank may not be allowed to participate in product programs; and hence, no other money-earning activities.

Special circumstances will be handled on a case-by-case basis; contact the Product Program department.

Financial Assistance/Scholarships Groups are defined as troops and designated volunteer communities.

From time to time there is a need for financial assistance for individual girls and troops/groups. The council provides this under several circumstances: 



Caregivers of girls who are unable to pay the $15 GSUSA membership dues (or current membership dues amount) can request assistance online when registering at checkout. If a girl or troop/group cannot afford to pay the registration or purchase the necessary basic resources to carry out the Girl Scout program, the leader should discuss this with Troop Support who will help secure the resources.

Program scholarships may be available to girls who are participating in councilsponsored program events, camp, etc. Applications, complete with a statement of need must be completed and submitted with the program registration. As with all matters concerning an individual’s personal circumstances, this information will be kept confidential.

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

Financial assistance for adult learning course fees is available on a limited basis.

Course fees are normally paid by the individual attending the course. When this is not possible, the troop/group should consider covering the costs when the individual is fulfilling a volunteer position within the troop/group. If the troop/group cannot cover the cost, council financial assistance may be available. The volunteer will need to complete the adult learning paper registration form and check the “request FA box” on the adult learning registration form. Only one person per troop/group is eligible to receive assistance for first aid/CPR fees and only one person per troop/group is eligible to receive assistance with Troop Camp Leadership fees per year.

Troops/groups are encouraged to cover course fees when possible. Persons receiving financial assistance who fail to cancel when unable to attend their scheduled course will not be eligible for financial assistance for the remainder of the year.

Bank Accounts Groups are defined as troops and designated volunteer communities.

If your troop/group is earning and spending money, the troop/group needs to set up a bank account. The troop/group must have a council-approved bank account when cash on hand exceeds $25. All troop/group income must be deposited into the troop/group account (note: New Product Program requirements state that groups without a bank account at a councilapproved bank may not be allowed to participate in product programs).    

Keep troop/group funds in the bank before an activity or trip, paying for as many items as possible in advance. Use debit cards whenever possible during the activity or trip.

Cash withdrawals are not permitted.

During the activity, make one person responsible for troop/group funds and for keeping a daily account of expenditures. Save all receipts for the finance report.

Have one or more back-up people who also have debit cards, in case the main card is lost.

Handle a lost troop/group debit card the same way you would a personal debit card: cancel it immediately.

Follow council financial policies and procedures for setting up an account. Council-sponsored product program activities have specific banking and tracking procedures.

Unused money left in accounts when troops/groups disband becomes the property of the council, to be used, at council's discretion, for girl program. Prior to disbanding, the troop/group may decide to:   

Use their funds for a Girl Scout troop/group activity Donate funds to another troop/group or to the designated volunteer community Donate funds to a worthwhile charity

As when closing a personal account, be sure all checks and other debits have cleared the account before you request to close it. Use the bank request form, found in the “Forms” section of the website, to request closure of the account. All bank accounts must be opened and closed through the Finance department.

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Establishing and Managing Your Group Bank Account Groups are defined as troops and designated volunteer communities.

Groups MUST have a council-approved bank account when cash on hand exceeds $25. This ensures that the Girl Scout money is completely separate from personal funds. Each troop/group account must have two unrelated approved volunteers, who do not reside in the same household, to sign on the account. The two unrelated signers must be affiliated with the group. If two unrelated signers cannot be found within the same group, a cosigner may be brought in from within the same community. GSSWT staff will not be signers on group accounts. Only one of the authorized signatures is required on troop/group checks, but more than one is encouraged, especially if reimbursing a person for troop/group expenses that exceed $200.

Steps to Establishing a Bank Account 1.

2.

3.

4.

5.

6.

7.

8.

Identify two unrelated adult members (not residing in the same household) to serve as authorized bank account signers.

Confirm that each signer:  is a currently registered Girl Scout member  has a current approved background check screening on file with GSSWT  has successfully completed money manager training within the last two years Select a Girl Scout-approved bank from the following:  Broadway Bank  First Community Bank  First State Bank of Uvalde  Frost Bank  IBC  The Bank and Trust Effective October 1, 2015, ALL accounts must be at one of the above banks. For information regarding benefits at each bank, a Bank Comparison Guide is available under “Finance Forms” in the “Forms” section of the GSSWT website.

Submit a completed “Bank Request Form” to the Finance department. All bank accounts must be opened and closed through the Finance department. Email address and fax number are printed on the form. This form can be found under “Finance Forms” in the “Forms” section of the GSSWT website. To ensure confidentiality, each signer must submit a separate form.

After receiving the request form, the Finance department will confirm that each signer is a registered Girl Scout member, has a current approved volunteer background check screening on file and has completed money manager training. To avoid delay, DO NOT submit the bank request until all signers have completed all requirements.

Finance department will forward request for executive review and signature.

Finance department will submit completed form and signed request letter to bank.

Bank will establish new account and contact the authorized signers to complete signature cards. Signers SHOULD NOT go to the bank until contacted by a bank representative.

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Bank statements will be addressed to the primary account signer. For example: Girl Scouts of Southwest Texas Troop#_____ Jane Doe 1234 Country Lane San Antonio, TX 78123 After you have opened your account, follow these steps to manage it: 1. Be sure to review your monthly bank statement. All signers are responsible for monitoring the account. The bank statements should be available for review at all group meetings.

2. GSSWT-approved banks should not charge monthly fees to your account. If this happens, notify the Finance department immediately. Troops/groups will be responsible for Non-Sufficient Funds fees resulting from troop account overdrafts and fees for special services.

3. No cash withdrawals from a troop/group account are permitted.

4. Original vendor receipts are required for all reimbursements.

5. Reimbursements must be made by check, never by cash.

6. If reimbursing an individual for several receipts with one check, write the check number on each receipt. This will help track the expenses on your finance report.

7. Signers must not write checks to reimburse themselves. One signer may write a check to the other signer for reimbursement.

8. Keep receipts for all transactions. All expenses must be supported with receipts on your finance report.

9. IMPORTANT: Troop/group funds may not be used to reimburse for items purchased with food stamps. The buying and/or selling of food stamps is a violation of the Federal Food Stamp Act and is punishable by fines and/or imprisonment.

10. If a signer leaves the group, or becomes otherwise disqualified, notify the Finance department immediately to change signers on the account. The account must have at least two qualified signers at all times.

Managing Funds Saving Troop Funds Groups are defined as troops and designated volunteer communities.

Girl Scout Juniors, Cadettes, Seniors and Ambassadors may save troop/group funds for planned travel, within reason. If the troop/group is saving funds, the troop/group must submit a budget worksheet with the June 15 Troop Finance Report detailing the planned use of the funds.

Girl Scout Daisy and Brownie troops/groups should make every effort to spend troop funds during the year the funds were earned, on the girls who helped earn those funds.

It is strongly recommended that troop/group funds be spent within the membership year (Oct 1 – Sept 30). However, there may be program plans or other needs that necessitate carrying some funds over to the next membership year. Funds carried over on the June 15 Troop Financial Report should not exceed the following thresholds:

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     

Girl Scout Daisies — $25 per girl registered in the troop/group Girl Scout Brownies — $50 per girl registered in the troop/group Girl Scout Juniors — $75 per girl registered in the troop/group Girl Scout Cadettes — $200 per girl registered in the troop/group Girl Scout Seniors — $200 per girl registered in the troop/group Girl Scout Ambassadors — $200 per girl registered in the troop/group

Troops/groups should meet the following guidelines when carrying over funds: 1.

2.

3.

4.

5.

All troop/group members have been included in the decision-making process.

The majority of the members are continuing in the troop/group.

There is a specific reason for saving the funds, clearly defined.

The finance reports for the current year have been submitted.

Caregivers have received a copy of the finance report and have been informed of the plans for the use of the funds.

6. The troop/group leaders have determined the amount of funds to be carried over, and have outlined a clearly defined budget.

Finance Reports Twice a year, on or before December 15 and June 15, groups (troops and communities) are REQUIRED to complete and submit a finance report with copies of receipts and bank statements. Failure to submit these reports in a timely manner may prohibit your group from participating in GSSWT’s cookie and nut programs and/or receiving program proceeds. The report spreadsheet is available on the council website under “Finance Forms” in the “Forms” section. Specific steps for completing the report are outlined in money manager training and on the guidelines tab of the spreadsheet. Throughout the reporting period, be sure to save the following for use with your report:     

Bank statements, cancelled checks and deposit slips Product program receipts and sales records Itemized vendor receipts for all purchases Copies of previous finance reports Other appropriate records

The reports provide documentation for group leaders, council files and girls’ caregivers. The detailed report sheets should show activity throughout the reporting period. Any questions that may arise concerning financial matters should be addressed to the persons preparing the finance report. Finance reports should regularly be made available to girls’ caregivers for review, and MUST be made available upon request by caregivers, the designated volunteer community team or by GSSWT. GSSWT may periodically request specific information or documentation from group bank account signers regarding group finance activities. If response to such a request is not received within a reasonable amount of time (10 business days at the most), the group bank account is subject to being closed by GSSWT without notice.

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When a Girl Changes Troops When a girl changes or leaves a troop/group she forfeits her right to any of the original troop’s/group’s funds. Money earned through council-sponsored product programs (such as the Girl Scout cookie program), troop/group money-earning activities, and troop/group dues belongs to the troop/group, is for the benefit of the troop/group, and does not belong to individual girls or adults.

When a Troop/Group Disbands IMPORTANT: Yearly membership expires on September 30 of each year. Individuals must be registered for the current Girl Scout year (Oct 1 – Sept 30) to participate in Girl Scout activities. You must complete all activities and transactions before memberships expire and/or before disbanding. After the troop/group disbands, non-members are not authorized to access troop/group accounts.

When a troop/group disbands, the girl members should decide upon an appropriate Girl Scout activity or service project to use any remaining funds in the account. Girls may also vote to donate the money to their designated volunteer community or another troop/group to the Girl Scouts of Southwest Texas financial assistance fund or to an appropriate charity. All expenditures must be made before closing the account and be documented on the final finance report.

Note: IRS guidelines dictate that troop/group funds do not belong to individual girls, and in no case will troop/group funds be distributed to individual girls or their parents/guardians. When closing a troop/group account, the distribution of gift cards, retail merchandise, passes/admission to movies/events/theme parks, etc. to each girl or adult is not permitted.

After the last bank transaction has cleared, the money manager should notify the Finance department to request closure on the account. Signers must not close the bank account themselves.

If funds still remain in the account, they become the property of GSSWT. The bank will forward the balance of the troop/group account to the GSSWT troop treasuries account, a noninterest bearing account that is used only for girl programming, at the council’s discretion.

After the account is closed, the primary signer will receive a final bank statement showing the closing transaction. Within 30 days of receiving the final bank statement, the account signers must submit a final finance report, in order to be released from liability on the account. The final finance report should include all bank statements and receipts acquired since the previous finance report.

If some of the girls from the disbanded troop/group are joining another GSSWT troop/group, the new troop/group leader should notify GSSWT of the transfer. The old troop’s/group’s remaining funds will be divided equally by the number of registered girls in the old troop/group, and GSSWT will allocate an equal share of the remaining funds to the transferring girls’ new troop/group.

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When a Troop/Group Does Not Re-register If a troop/group does not re-register by October 1 (the beginning of a new membership year), the troop’s/group’s bank account will be subject to closure without notice. Funds will be deposited into the council’s non-interest bearing troop/group treasuries account. The money will NOT be used to fund the council’s operating budget. If the troop/group subsequently reregisters before September 30 of the current membership year, registered members of the troop/group may request to reinstate a pro-rata portion of the troop/group funds into a new troop/group bank account. Beginning October 1 of the following membership year, troops/groups and the members will no longer have access to those original troop/group funds. Any money remaining in the troop/group treasuries account will be used for girl programming at the discretion of GSSWT.

Sales Tax Exemption Sales tax exemption allows registered members to purchase items for direct group use on a tax-free basis. The items purchased must directly benefit the group. Members should use the tax-exempt form whenever possible to save group funds.

To obtain a tax-exempt form, contact the Finance department or Troop Support, and provide your troop/group number and/or community name. The form will remain valid for a time frame not to exceed the end of the current membership year.

Money-Earning Basics Groups earn money for their troop in two distinct ways: 

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The Girl Scout Cookie Program and other sales of Girl Scout–authorized products (such as Girl Scout cookies, calendars, magazines, or nuts and candy), organized by your council and open to all Girl Scouts. Girls can participate in two council-sponsored product sale activities each year: one of which may be the cookie sale and one other council-authorized product sale. All girl members who take part in any way of Girl Scouting (troop, camp, travel, etc.), including Daisies, are eligible to participate in council-sponsored product sale activities, with volunteer supervision. Please remember: volunteers and Girl Scout council staff don’t sell cookies and other products—girls do.

“Group money-earning” refers to activities organized by the group (not by the council) that are planned and carried out by girls (in partnership with adults) and that earn money for the group.

Girls’ participation in both council-sponsored product sale activities and group moneyearning 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 108

  

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 (see Chapter 4 for guidance) Arrangements for safeguarding the money

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

All rewards earned by girls through the product sale activities must support Girl Scout program experiences (such as camp, travel, and program events, but not scholarships or financial credits toward outside organizations).  Rewards are based on sales ranges set by councils and may not be based on a dollarper-dollar calculation.  Troops and groups are encouraged to participate in council product sales as their primary money-earning activity; any group money-earning shouldn’t compete with the Girl Scout Cookie Program or other council product sales.  Obtain written approval from your council before a group money-earning event; most councils ask that you submit a request for approval.  Girl Scouts discourages the use of games of chance. Any activity which could be considered a game of chance (raffles, contests, bingo) must be approved by the local Girl Scout council and be conducted in compliance with all local and state laws.  Girl Scout Blue Book policy forbids girls from the direct solicitation of cash. Girls can collect partial payment toward the purchase of a package of Girl Scout cookies and Girl Scout Fall Product Program products through participation in council approved product sale donation programs.  Girl Scouts forbids product demonstration parties where the use of the Girl Scout trademark increases revenue for another business (For example: home product parties). Any business using the Girl Scout trademark must seek authorization from Girl Scouts of the USA.  Group money-earning activities need to be suited to the age and abilities of the girls and consistent with the principles of the Girl Scout Leadership Experience.  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.

Additional Group Money Earning Activities Other money earning activities may include: Collections/Drives:  Cell phones for refurbishment  Used ink cartridges turned in for money  Christmas tree recycling

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Food/Meal Events:  

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

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

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.

Standards for Money-Earning and Solicitation by Groups Groups are defined as troops and designated volunteer communities.

Before embarking upon any money-earning or solicitation activities, troops/groups must identify and justify the need for supplemental funds. These activities should be consistent with the goals and principles of the Girl Scout program, and give the girls an opportunity to use skills learned in their group. Adults are not permitted to raise money in the name of a Girl Scout troop/group. The money goal should not exceed troop/group needs.

GSSWT Standards Concerning Money-Earning and Solicitation Projects A Money Earning/Solicitation Form must be submitted to GSSWT Troop Support for approval six weeks prior to the activity date (with the exception of higher awards, they must be submitted to GSSWT Program department).

Each girl’s participation is voluntary, and permission must be obtained in writing from a parent or guardian. Parents are responsible for any supplies ordered by a girl who participates in a money-earning/solicitation activity. Troops/groups should be sensitive to an individual girl’s beliefs, responsibilities and ability to participate in money-earning/solicitation activities. Girl Scouting is an inclusive organization and every opportunity should be extended to allow each girl to support the group to the best of her ability.

1. The need for such funds should be well established. Examples of a need would be troop/group projects, travel and higher awards (Girl Scout Bronze, Girl Scout Silver and Girl Scout Gold).

2. Existing troops/groups must have the most recent financial report on file with GSSWT and be in good standing (i.e. financial report has been turned in and approved by the Finance department).

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3. The group must complete and submit a current Money-Earning/Solicitation Form to GSSWT Troop Support for approval. For higher awards, submit to the Program department. This form is not required for the fall product or cookie programs. (The current, council approved form can be found at http://www.girlscouts-swtx.org/en/forvolunteers/forms.html?q=money+earning) 4. There shall be no paid advertisement or use of news media to publicize moneyearning/solicitation activities, including classified ads.

5. Groups must ensure that all legal requirements are met for any moneyearning/solicitation activity. During the planning stage, groups should determine what procedures, permits or licenses may be required, and whether any records or reports are necessary. Visit texascottagefoodlaw.com and www.sanantonio.gov/Health/FoodLicensing.aspx for more information.

6. Many businesses require that a formal request be made on council letterhead. If such is the case, make sure you fill in the appropriate section on the Money-Earning/Solicitation Form.

7. Council letterhead cannot be given out for individual use. Council staff must approve the letter’s content and it must be signed by a council staff member. The Development department is available to assist with acknowledgements or to answer questions.

8. Keep in mind that groups (troops and/or communities) are not 501(c)3 entities in accordance with state and federal laws, and thus, cannot issue receipts for taxdeductible donations.

9. Donation requests of $250 or more need to be given to the GSSWT Development department for documentation. When applicable, the council will issue a receipt and thank you letter and ensure proper disbursement of the funds back to the group.

10. It is important that the group checks to make sure that prospective donors are not already on the council donor list, as these companies may not be solicited directly. The donor list may be found in GSSWT’s Annual Report (girlscouts-swtx.org/annualreport).

Remember: 1. Cash donations made directly to a troop/group are not tax deductible. In order to make a tax-deductible contribution, the donation must go directly to the council on behalf of the troop/group. The council will then forward the donation to the troop/group (once the troop’s/group’s bank account has been verified by the Finance department and the troop’s/group’s status has been verified by Troop Support) and a letter will be sent to the donor for tax purposes.

2. Money-earning/solicitation activities should be conducted in the name of the troop/group and monies earned are considered troop/group funds. These monies are never refunded to individual troop/group members. Leaders and girls should understand that troop/group funds belong to the entire troop/group and decisions on use and spending should be made through the troop/group system of self-government.

3. Concession stands at various venues (e.g., Alamodome, Fiesta events) require volunteers to be 18 years of age. Since girls should actively participate in the moneyearning/solicitation activity, concession stands are not permitted.

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4. If a planned money-earning/solicitation activity is of an ongoing nature; permission may be granted for one year. Ongoing means a specific project, which is repeated several times (e.g., car washes, babysitting, etc). Already established ongoing projects may not continue during council product programs.

If you have any questions, contact your GSSWT Development department (development@girlscouts-swtx.org or 210-349-2404/1-800-580-7247).

Collaborating with Sponsors and Other Organizations Sponsors help Girl Scout councils ensure that all girls in the community have an opportunity to participate in Girl Scouting. Community organizations, businesses, religious organizations, and individuals may be sponsors and may provide group meeting places, volunteer their time, offer in-kind donations, provide activity materials, or loan equipment. The sponsor’s contribution can then be recognized by arranging for the girls to send thank-you cards, inviting the sponsor to a meeting or ceremony, or working together on a Take Action project.

For information on working with a sponsor, consult your council; it can give you guidance on the availability of sponsors, recruiting responsibility, and any council policies or practices that must be followed. Your council may already have relationships with certain organizations, or may know of some reasons not to collaborate with certain organizations.

Helping Girls Reach Their Financial Goals The Girl Scout Cookie Program is so well known in communities, it’s likely that your girls will already know a bit about it and want to get out there to start selling as soon as possible. But it’s important that the girls have a clear plan and purpose for their product sale activities. One of your opportunities as a volunteer is to facilitate girl-led financial planning, which may include the following steps for the girls: 1. Set goals for money-earning activities. What do girls hope to accomplish through this activity? In addition to earning money, what skills do they hope to build? What leadership opportunities present themselves?

2. Create a budget. Use a budget worksheet that includes both expenses (the cost of supplies, admission to events, travel, and so on) and available income (the group’s account balance, projected cookie proceeds, and so on).

3. Determine how much the group needs to earn. Subtract expenses from available income to determine how much money your group needs to earn.

4. Make a plan. The group can brainstorm and make decisions about its financial plans. Will cookie and other product sales—if approached proactively and energetically—earn enough money to meet the group’s goals? If not, which group money-earning activities might offset the difference in anticipated expense and anticipated income? Will more than one group money-earning activity be necessary to achieve the group’s financial goals? In this planning stage, engage the girls through the Girl Scout processes (girl-led, learning by doing, and cooperative learning) and consider the value of any potential activity. Have them weigh feasibility, implementation, and safety factors.

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5. Write it out. Once the group has decided on its financial plan, describe it in writing. If the plan involves a group money-earning activity, fill out an application for approval from your council and submit it along with the budget worksheet the girls created.

Remember: It’s great for girls to have opportunities, like the Girl Scout Cookie Program, to earn funds that help them fulfill their goals as part of the GSLE. As a volunteer, try to help girls balance the money-earning they do with opportunities to enjoy other activities that have less emphasis on earning and spending money. Take Action projects, for example, may not always require girls to spend a lot of money!

Reviewing Financial and Sales Abilities by Grade Level As with other activities, girls progress in their financial and sales abilities as they get older.

This section gives you some examples of the abilities of girls at each grade level.

Girl Scout Daisies The group volunteer handles money, keeps financial records, and does all group budgeting.

Parents/guardians may decide they will contribute to the cost of activities.

Girls can participate in Girl Scout cookie activities and other council-sponsored product sales.

Daisies are always paired with an adult when selling anything. Girls do the asking and deliver the product, but adults handle the money and keep the girls secure.

Girl Scout Brownies The group volunteer handles money, keeps financial records, and shares some of the groupbudgeting responsibilities.

Girls discuss the cost of activities (supplies, fees, transportation, rentals, and so on).

Girls set goals for and participate in council-sponsored product sales.

Girls may decide to pay dues.

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Girl Scout Juniors The group volunteer retains overall responsibility for long-term budgeting and record-keeping, but shares or delegates all other financial responsibilities.

Girls set goals for and participate in council-sponsored product sales.

Girls decide on group dues, if any. Dues are collected by girls and recorded by a group treasurer (selected by the girls).

Girls budget for the short-term needs of the group, on the basis of plans and income from the group dues.

Girls budget for more long-term activities, such as overnight trips, group camping, and special events.

Girls budget for Take Action projects, including the Girl Scout Bronze Award, if they are pursuing it.

Girl Scout Cadettes, Seniors, and Ambassadors Girls estimate costs based on plans.

Girls determine the amount of group dues (if any) and the scope of money-earning projects.

Girls set goals for and participate in council-sponsored product sales.

Girls carry out budgeting, planning, and group money-earning projects.

Girls budget for extended travel, Take Action projects, and leadership projects.

Girls may be involved in seeking donations for Take Action projects, with council approval.

Girls keep their own financial records and give reports to parents and group volunteers.

Girls budget for Take Action projects, including the Girl Scout Silver or Gold Awards, if they are pursuing them.

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

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Chapter 6: Understanding the Girl Scout Cookie Program Did you know that the Girl Scout Cookie Program is the largest girl-led business in the country, with sales of more than $700 million per year for girls and their communities nationwide?

That’s right. The Girl Scout Cookie Program is the leading entrepreneurial program for girls: no university has produced as many female business owners as the Girl Scout Cookie Program has.

If you have a moment, watch the latest Girl Scout What Can a Cookie Do? video for an inspiring look into just how powerful those treats—and the girls who sell them—can be.

Council-sponsored product programs are really the best way for girls to earn money to pursue their goals: the sales are beloved by the community and come with program, sales, and marketing materials and support that help girls run a great business. And they’re an integral part of the Girl Scout Leadership Experience. With every season of cookies, another generation of girls learns five important skills:     

Goal setting Decision making Money management People skills Business ethics

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

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

A Sweet Tradition It has been decades since Girl Scouts began selling home-baked cookies to raise money.

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

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

Your Role & Responsibilities Groups are defined as troops and designated volunteer communities.

Note: All product program volunteers must be registered Girl Scout members, have an approved criminal background check on file and be in good standing with GSSWT. As a product program volunteer, you will monitor, supervise and guide the program activities for all girls at all grade levels and follow all Safety Activity Checkpoints (see girlscoutsswtx.org/Safety). You must demonstrate dependability, honesty and credibility, and empower girls to lead activities, learn by doing and cooperate with others while having fun. You are responsible to ensure that money is spent wisely, excellent records are kept (keeping copies of all receipts in an orderly fashion) and that all income is tracked.

Along with attending appropriate training for your volunteer role with product programs, you are also responsible for communicating to families how revenue raised through product programs makes it possible for your Girl Scout council to serve girls. Families have a right to know the details of all product programs—including what the sales were and how the troop/group plans to spend proceeds. It is also your responsibility to ensure that earned recognitions are delivered to troops/groups/girls in a timely manner.

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

The income from product programs does not become the property of individual girl members.

Girls, however, may be eligible for incentives and credits that they put toward councilsponsored camps, programs and programmatic materials.

Girls may earn official Girl Scout grade-appropriate rewards related to product program activities, and each council may choose to provide items such as participation patches, rewards, and council credit for event fees, camp fees, grants for travel and Take Action projects, as well as materials and supplies for program activities. The council plan for rewards applies equally to all girls participating in the product program.

One critical task for each troop/group, is to keep excellent records and establish a clear accounting system for all money earned and spent. As the group’s volunteer, you’re in charge 117

of making sure money is spent wisely, excellent records are kept (keeping copies of all receipts in a binder or folder), and all income is tracked, too. For older girls, your job is to oversee their work, as they learn to keep impeccable records.

GSSWT Product Programs Position Statements Groups are defined as troops and designated volunteer communities.      

   

All adults and girls participating in the council-sponsored product programs will follow all Safety Activity Checkpoints (see girlscouts-swtx.org/Safety).

The cookie and fall product programs are partnerships between the troops/groups/girls and the council. GSSWT provides support through the Product Program department and volunteer team.

No other money-earning projects may be held during, or in conjunction with, the annual cookie or fall product programs.

Girl recognition items will not be withheld due to an outstanding balance.

In order to conduct any other money-earning projects during the year, troops/groups must participate in council-sponsored product programs. Any other money-earning project requires prior approval by the council; check with a Troop Support Specialist.

Donations received from customers during product programs for Operation Gift of Caring (cookie program) or Operation Care to Share (fall product program) activities are used to purchase cookies or nuts and candy products for community organizations and are NOT to be direct donations to the troop/group/girl. Only the approved troop/group/girl portion of money collected for products, as directed by the council, remain in the troop/group accounts. Individually registered girl proceeds are managed at council level.

The proceeds from product programs do not become the property of individual girl members within the troop/group. Girls are, however, eligible for recognitions and cookie credits that they may use for their Girl Scout activities.

GSSWT requires that all girls, regardless of how they participate in Girl Scouting, be given the opportunity to participate in the annual product programs. Each girl’s participation is voluntary and permission has to be in writing from her parent or guardian.

Adults are responsible for all products—girls are not responsible for any monies owed.

Troops/groups will not pay adult outstanding balances with group proceeds.

ACH Procedures 

NEW! GSSWT will begin using the Automated Clearing House (ACH) process with the 2016 Fall Product Program (and all future fall product and cookie programs). ACH allows troops/groups to deposit ALL money from product programs into their councilapproved troop/group bank account and GSSWT withdraws its portion of funds electronically on a scheduled date. Each troop/group must have a signed Autowithdrawal (ACH) Authorization Form on file with GSSWT to participate in product programs.

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Troops/groups WILL BE CHARGED A SERVICE FEE by GSSWTs bank if there are not sufficient funds (not enough money to cover the council’s portion) in their troop/group bank account at the time of withdrawal if the troop/group did not submit an ACH Adjustment Form by the due date. See each product program’s companion guide for the most up-to-date information regarding ACH, scheduled withdrawals and applicable forms.

Note: Those participating as an Individually Registered Girl (IRG) MUST deposit ALL money to the Product Program department at GSSWT. NEW! As ALL money (cash and checks) is now being deposited into council-approved troop/group bank accounts, there is a chance that troops/groups may deposit bad customer checks into their account. Please note that GSSWT is encouraging troops/groups to move away from accepting checks as a form of payment due to the uncertainty of its validity. GSSWT will provide assistance for bounced checked ONLY if the NSF/Returned Check Form is received by the due date. GSSWT will ONLY provide assistance for bounced checks received during the 2016 Fall Product Program and 2017 cookie program. See each product program’s companion guide for the most up-to-date information regarding acceptable forms of customer payments, including checks.

NEW! Troops/groups without a bank account or those that do not have their troop/group bank account at a council-approved bank may not be allowed to participate in product programs; and hence, no other money-earning activities. Special circumstances will be handled on a case-by-case basis; contact the Product Program department with questions.

Every adult involved with product programs and activities will demonstrate dependability, honesty and credibility; as well as empower girls to lead activities, learn by doing and cooperate with others while having fun. Product program volunteers must be registered Girl Scout members, have an approved criminal background check on file, and be in good standing with GSSWT.

GSSWT Cookie Program How the Cookie Crumbles 

27%—Cost of cookies

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17-18%—Troop/group proceeds (60¢ per package), cookie credits, events, girl incentives and recognitions

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2-3%—Administrative (debt, mail, office and program supplies, printing, etc.)

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53-55%—Direct mission delivery to girl and adult members. This includes financial support of council-sponsored girl programs, camp maintenance (includes upkeep of grounds, cabins, repair, horses, etc.), financial assistance and scholarships to girls, girl and adult development classes and materials, girl and adult resources, facility upkeep, electric, water and other utilities, community awareness and girl advocacy, and much more.

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Product Program Troop/Group/Girl Proceeds and Recognitions All council proceeds from product programs go directly back into GSSWT girl program and mission delivery support.

Due to the fast-paced nature of change in product programs, refer to the latest product program companion guides for the most up-to-date information regarding girl proceeds and incentives.

Specific group proceeds and girl recognition items for the cookie and fall product programs are developed by a volunteer product program team with girl input annually. Information is available through product program publications and on the council’s website (girlscoutsswtx.org). If you have questions concerning product program proceeds, procedures, policies, girl participation or girl recognitions, you are encouraged to contact your community product program volunteers or community team members, a troop support specialist or the Product Program department (cookies@girlscouts-swtx.org).

Cookie Credits 

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Cookie credits may be selected by girls in lieu of girl recognitions at specific levels.

This should be the girl’s decision. Levels and cookie credit amounts are subject to change each year as the volunteer product program team evaluates and designs the recognition program.

Cookie credit numbers are emailed directly to the parents of the girls. Cookie credits belong to the girls, not to the troop/group. Cookie credit numbers will not be reissued if lost; however, the girl may still use the number. Girls and parents may visit https://mps.biz/ (business ID is 588648) to find available balance.

All cookie credits not used by the expiration date will no longer be available and funds will be removed from the cookie credit number. Look for emails reminding you of expiration dates.

Any requests for reimbursement or disbursement of earned cookie credits must be made following all the procedures outlined on the information sheet emailed with the cookie credit number.

Girls may use cookie credits for:         

Girl GSUSA membership Purchases in the Girl Scout Shop/Camp Trading Post (council camp store) Council-sponsored program/event registration Council resident camp (excluding deposits) Council or community day and twilight camps Community events Troop/group trips/events GSUSA or council destination trips Approved Gold, Silver and Bronze award projects

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Girls may NOT use cookie credits for:      

Adult registrations (programs, events, courses, membership, etc.)

Private lessons/events such as schools, sports, trips, etc.

Past the expiration date Purchasing retail shop gift cards Note: Cookie credits may not be transferred to another girl or council Note: Cookie credits may not be exchanged for cash

Cookie Credits used for troop/group, council or other approved trips Use of cookie credits to pay the girl’s personal portion of the trip must be her family’s choice and not required.

Cookie credits may be applied to standard Girl Scout trip expenses (same cost for each girl) and may not be given to each girl for meals or spending money. *Reimbursement requests with proper documentation must be delivered to the Product Program department NO LATER THAN 90 days after the event/trip occurs.

Documentation: Turn in the following forms/information to the Product Program department (at least four weeks prior to the trip): 1. Copy of the completed and approved Intent to Travel Form, if the trip is three nights or more.

2. Any of the following expenses which add up to the total amount of the cookie credits being used:  Airline reservation  Hotel reservation  Van/car rental reservation 3. Trip budget sheet for trips less than three nights.

4. Individual cookie credit numbers along with each girl's signature and the phrase, “Please use my cookie credits in the amount of $__________ for my Girl Scout trip to ______________.”

5. Name and address of the individual to whom the check should be mailed. If the check is to be mailed to a business such as airline, tour company, hotel, etc., that information must be included.

Extending Cookie Credit Expiration Date: Expiration dates are included in the cookie credit email and must be used by this date.

Some trips are planned years in advance. GSSWT will only extend cookie credit expiration dates for planned trips for up to one year provided the following information and requirements are met and received before the expiration date on the card: 1. The girl is a Girl Scout Cadette, Senior or Ambassador 2. #4 above is submitted by the girl BEFORE the expiration date 3. Month and year the extended funds will be used 4. Detailed trip information

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To extend cookie credits for more than one year after expiration date, a letter must be received from the girl BEFORE the extended expiration date with specific plans and reasons why the funds have not been used. A determination will then be made. If the letter is not received, the cookie credits will expire. All extensions will be reviewed by the director of product program and the product program volunteer team.

Disbursement: Upon receipt of requests for disbursement or reimbursement of cookie credits, documentation will be reviewed and submitted to the Product Program department. A review process will be completed to ensure sufficient documentation is provided and, if approved, a check will be mailed to the group or another entity specified by the request. No disbursements will be made until all documentation is complete.

For information about GSSWT council-sponsored product programs, visit the council’s website—girlscouts-swtx.org. You may also contact your community team members, a troop support specialist or the Product Program department at 210-349-2404/1-800-580-7247 or at cookies@girlscouts-swtx.org.

The Girl/Adult Partnership Underlying all the lessons that girls can learn from their participation in the Girl Scout Cookie Program is the girl/adult partnership. Ideally, this is a partnership between the girl and her leader and between the girl and her parents or guardian. Adult members do not sell cookies, they participate only in supporting the direct involvement of girls.

During the Girl Scout Cookie Program, the girl/adult partnership may look like this:     

An adult and girl working together to make plans and set goals.

An adult assisting a girl by giving her access to the information and training she needs but letting the girl do the selling and delivering of cookies.

An adult guiding a girl in understanding the finances and letting her practice the skills.

An adult advising a girl on how to market her cookies but allowing her to make her own decisions.

An adult helping a girl understand her responsibility to support her local council but ensuring that her participation is voluntary.

Safely Selling Girl Scout Cookies and Other Products Girl safety is the top priority while selling Girl Scout cookies and other products. Volunteers, parents and girls should be familiar with and practice the following: 

Chapter 4 Safety Wise–Volunteer Essentials



Girl Scout Cookie/Council–Sponsored Product Sale Safety Activity Checkpoints



Safety Tips for Product Sales



Computer/Online Use: Safety Activity Checkpoints

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Preparing for your Girl Scout Cookie Booths Cookie booths, or temporary sales set-up in areas with lots of foot traffic, are a popular way for girls to sell cookies as a team. Your council may have established cookie booth locations; contact the council before planning a cookie booth of your own.

Once you’ve gotten council approval, check out the booth site before the day of the sale. Talk to business owners in the area so they’ll know what to expect. Find out what security measures are in place—these may include lights for evening sales and whether a security camera watches the booth area—and where the nearest bathrooms are located. In addition, review the Girl Scout Cookie/Council-Sponsored Product Sale Safety Activity Checkpoints, as well as Chapter 4, Safety-Wise to make sure you and the girls are as prepared as possible.

On the day of the sale, these tips will help make booth sales enjoyable for everyone:      

Ensure that you have adequate space at the booth (table, products, and girls) to allow safe passage by pedestrians, bikes, and cars.

Plan to have at least two adults and one girl at the booth at all times. From time to time, volunteers might want to take breaks or will have to accompany young girls to the bathroom, so make sure to have a few extra adults on hand.

Girls make all sales, except in cases where adults are helping Daisies handle money.

Respect the surrounding businesses by making sure your booth isn’t blocking a store entrance or exit.

Attract customers with colorful signs. Remind girls to be polite and to have their sales pitch ready for interested shoppers.

Report any suspicious people in the area to local security.

Cookie Donation Programs Your council may have a cookie donation program established where customers may purchase cookies for the sole purpose of having them donated to an organization coordinated by your council. This is a great talking point for girls to share with their customers and a great way to help teach girls that the cookie program can make a big impact in their community and to others.

Here are some things to remember about cookie donations:    

All cookie donation programs must be approved by your council.

Donated cookies must stay within the council jurisdiction unless your council has the approval from other council jurisdictions.

Donated products cannot be resold and must be used in a responsible and ethical way.

Donated products are used in a way that does not undermine the work of councils or jeopardizes the integrity of the Girl Scout brand.

Handling Product Complaints It has always been the practice of Girl Scout councils and the bakers to guarantee customer satisfaction with their cookies. If a customer for some reason is not satisfied with the quality of their cookies they can contact the baker via the number printed on the side of the box of cookies.

Troops/groups should notify their council if they are aware of any customer dissatisfaction.

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Using Online Resources and Social Media to Market Cookies and Other Products Girls may use Facebook, Twitter, Instagram, text messages, IMs, and emails as online marketing tools to let family, friends, and former customers know about the sale and collect indications of interest. All are effective ways that girls 13 and older can promote cookie and other product programs. Girls under 13 cannot independently set up online marketing sites.

Girls under 13 can use their parent or guardian’s online sites with their approval and supervision.

The following sections detail how girls can use electronic marketing, social media, and group websites to gather sale commitments from family, friends, and previous customers. But first, please keep in mind that girls: 

  

Can market to and collect indications of interest from customers within their councils’ zip codes. Refer prospects that come from outside council jurisdiction to the council finder at www.girlscoutcookies.org. Family members and Digital Cookie sales are the exception to this rule.

Digital Cookie is the only approved online sales tool available for girls to use when selling cookies. Outside of Digital Cookie, girls cannot set up online sites where cookies are sold and money is exchanged via the Internet.

Must sign the Girl Scout Internet Safety Pledge (available at http://www.girlscouts.org/help/internet_safety_pledge.asp) before doing any online activities, and all online activities must be under the supervision of adults.

Cannot expose their own or any other girl’s email address, physical address, or phone number to the public. When writing email messages or online announcements, girls should sign with their first name only, along with their group number or name and their council name.

See Chapter 4, Safety-Wise for additional information and guidance regarding online product marketing and sales.

GSSWT Fall Product Program The annual Fall Product Program is a fast "friends and family" sale that is a great way for troops/groups/girls to earn start-up funds to begin each Girl Scout year. Nut and candy products and magazines are available and all registered girls have the opportunity to participate. Fall product managers are trained in August and September, girls begin taking orders in September, products are delivered in November, and end-of-program paperwork and money is due before the Thanksgiving holiday. The Volunteer Product Program Team determines the per girl goal to receive recognition items, group proceed guidelines and other guidelines each year.

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Setting Up a Troop/Group Website Troops/groups whose girls meet age criteria (13 years or older) and have parental permission may set up a group Facebook page or website. This site must be approved by the council, yes, but it can be a fantastic way for girls to share information, market Girl Scout products, and talk about their Take Action projects.

Don’t violate copyright law by using designs, text from magazines or books, poetry, music, lyrics, videos, graphics, or trademarked symbols without specific permission from the copyright or trademark holder (and, generally, this permission is pretty tough to get!) Girl Scout trademarks (such as the trefoil shape, Girl Scout pins, and badges and patches) can be used only in accordance with guidelines for their use (the Girl Scout trefoil, for example, may not be animated or used as wallpaper for a website). Check with your council’s website for complete graphic guidelines and approvals.

It is important to remember the twofold purpose of the Girl Scout Cookie Program when selling cookies or other products. The primary purposes of these sales are to help girls grow and develop and to generate the revenue necessary to provide Girl Scouting to as many girls as possible. For this reason, girls should be directly involved in any sales that are made, whether in person or over the Internet.

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Chapter 7: Camping GSUSA Objectives of Camping Camping is a great way for girls to explore leadership, build skills and develop a deep appreciation for nature. Whether they go for a day, week or longer, Girl Scout camp gives girls an opportunity to grow, explore and have fun under the guidance of caring, trained adults. Every girl deserves a chance to camp! By camping, girls meet the following objectives:  To promote the physical, mental, emotional and spiritual well being of all the campers, both girls and leaders.  To provide experience in community living.  To develop and promote resourcefulness, initiative, self-reliance, responsibility, and other leadership skills.  To develop and enhance an individual’s appreciation and understanding of the environment around her.

Types of Camp Experiences  Resident camp includes girls who have finished kindergarten through 11th grade.

Girls camp for three to fourteen days and nights (the average is six nights). Girls sign up as individual campers or go with a buddy. The girls and their counselors/volunteers plan activities, taking advantage of the resources available at the campsite.  Day/twilight camp includes girls in kindergarten and older who typically camp for three or more consecutive days for four hours or more. The occasional overnight may be offered. Girls may sign up as individual campers or go with buddies. The girls and staff plan and carry out activities. Day camping is usually council sponsored or approved, with the council training the staff and approving the facilities and site. A day/twilight camp may be at a council-owned site or a site contracted by the council.  Weekend camp includes girls in kindergarten and above, and typically lasts for two days and one overnight. Weekend camp experiences are planned and carried out by a group of girls and their volunteers, using council-approved sites. Some weekend camp experiences are designed to include staff with program expertise—a good choice for girls and adult volunteers who may want support with their camp experience.  Trip/travel camping (using campsites as a means of accommodations) is planned and carried out by a group of experienced campers—girls and adults. The group travels by foot or human power and uses motorized or non-motorized transportation to move from one site to another over a period of three or more nights. Motorized transportation is usually a bus, van, or automobile but may also be an airplane, boat, bicycle, train, or combination of vehicles.  Minimal-impact camping (can apply to any outdoor activity or camping environment) encourages each person to leave no trace of their outdoor or camping experience from the planning stages to the outdoor experience itself.

Look for the annual summer camp guide GSSWT makes available every spring for more details about resident and day camp opportunities.

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GSSWT Camping Standards Groups are defined as troops and designated volunteer communities.

A standard is a desirable established practice or procedure which girls and adults should strive to achieve. It is an established level of quality for measuring the delivery of Girl Scout program to girls; a guide that should be used.

1. Every group must be accompanied by at least one adult who is currently Troop Camp Leadership (TCL)-certified by GSSWT. This adult must be a registered member of GSUSA and have an approved criminal background check on file with GSSWT. 2. At least one other adult per group going camping must be qualified in first aid with adult/child CPR certification. This adult must be a registered member of GSUSA and have an approved criminal background check on file with GSSWT. 3. All adults camping with Girl Scouts must be registered members of GSUSA and have an approved criminal background check on file with GSSWT. Groups must submit a list of adults attending three weeks prior to camp date for verification to the outdoor education manager.

4. The ratio of adults to campers as defined in Safety Activity Checkpoints (see girlscouts-swtx.org/Safety) should be observed. At least one individual must be an adult female not related to the other adults (see page 23).

5. Any group or community camping on a site more than 30 minutes from EMS, or any group with 200 or more participants, must have a level 2 first-aider (see page 97).

6. When participating in water activities, the following requirements must be followed: a. Ratios of lifeguards and watchers must comply with Safety Activity Checkpoints standards. Lifeguards are required for ALL pool or river water activities, including wading. b. Texas rivers can rise quickly and move rapidly, so always evaluate if water activities are appropriate for the conditions. c. Swimming pool: A minimum of one lifeguard (minimum age 16) currently certified in ARC Lifeguard Training plus a minimum of two watchers is required.

At least one watcher must be an adult (minimum age 18). Additional watchers must be at least 16 years old. Note: If using council-owned property, one of the three people supervising the water activity must be at least 21 years old. d. For other water-related activities, please refer to Aquatic Safety Requirements, page 99.

7. To strongly encourage independence in the girls and to avoid any appearance of impropriety, girls and adults should stay in separate cabins/tents.

8. There may be trips when fathers or male volunteers are part of the group. Men must stay in separate facilities from the girls and female adults.

9. All required courses offered by GSSWT can be found online (girlscouts-swtx.org).

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Health Examinations GSSWT Standards A physical examination by a licensed physician is required for all girls participating in resident camp or an extended trip lasting three nights or more. GSSWT requires that this examination be made within the past 12 months.

Camping Groups are defined as troops and designated volunteer communities.

Remember: Camp La Jita belongs to you and all Girl Scouts. Leave the place cleaner than you found it. Leave nothing but footprints and take nothing but memories .

Group Camping Group camping is defined as a group experience of one or more nights, in an outdoor camp setting, planned and carried out by the girls and leaders of the group. Groups must have a Troop Camp Leadership (TCL)-certified person and at least one other person currently certified in adult/child CPR and first aid (both from a GSUSA-approved agency) in order to camp. The TCL may not serve as the first-aider. Girl/adult ratios must be met.

Group Camping at Camp La Jita Groups can reserve units at Camp La Jita up to one year in advance. Unit reservations are made on a first-come, first-served basis. A Council-Owned Site Use Application is submitted to reserve units at camp to the Program department.

Group Camping on Non-Council Owned Property Explore the great state of Texas and venture into the outdoors at state or county parks, private camps, or other youth camp locations. A Group Activity Notification Form (see page 145) submitted to Troop Support is required at least two weeks before any group activity away from the regular meeting place. Please remember that all GSSWT policies and Safety Activity Checkpoints (see girlscouts-swtx.org/Safety) apply to all overnight activities and trips, regardless of location. The Texas Parks and Wildlife Department (tpwd.state.tx.us/) has some wonderful resources for camping in Texas.

Community Camping Community camping is defined as a group experience of one or more nights with several groups from the same designated volunteer community, in an outdoor camp setting, planned and carried out by the girls and volunteers together. For community campouts only, two groups may arrange to “share� a Troop Camp Leadership (TCL)-certified person and at least one other person currently certified in adult/child CPR and first aid (both from a GSUSA-approved agency) in order to camp. The TCL may not serve as the first-aider.

Each group is strongly encouraged to have its own TCL-certified person and first-aider.

Groups sharing TCL-certified personnel and first-aiders must plan and conduct their activities together. Girl/adult ratios must be met.

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Community Camping at Camp La Jita For communities approved for camping, the adult in charge (normally the Community Outdoor Coordinator) will receive an Assignment Form. It is the responsibility of the adult in charge to list each group participating (even those coming for the day only), unit requested, certified adults for each group and their certification information (including copies of the trainings not taken through GSSWT), arrival/departure dates and times, and emergency contact information. Groups sharing a TCL must share the same unit, plan and participate in activities together. It is also her/his responsibility to ensure that the unit capacities are not exceeded.

General Information about GSSWT Camp Pets at Camp No pets—other than service animals (ADA code)—are allowed on camp property. If camping on a non-council owned site, please check the park rules and regulations.

Visiting Camp Please call the ranger at Camp La Jita or the director of program to make arrangements for site visits. If visiting during summer camp, please make arrangements with the outdoor education manager. See Facilities page (second page in from the cover) for contact details.

Program Possibilities at Camp Program at camp may include hiking, outdoor skills, arts and crafts, nature crafts, nature identification, cookouts, conservation, sports, games, archery, primitive camping, as well as water activities with appropriate lifeguard(s) for each area (swimming in the pool, wading or tubing).

Camp La Jita’s pool is available for reservation, but certified lifeguards must be utilized.

Archery equipment, kayaks and canoes are also available, but the troop/group must have trained staff available in order to use these items for program.

Lifeguards currently certified in ARC Lifeguard Training and archery instructors are available at camp for a nominal charge through GSSWT. For lifeguard or archery instructor availability, please contact the director of program at GSSWT at least eight weeks in advance of requested date or for additional details and current fees.

Paperwork When Camping at Council-Owned Sites After verifying all certifications, a site use permit will be issued for each group participating.

The highlighted areas of the permit should be completed before arriving at the ranger’s house and submitted prior to entering main camp (children must remain in vehicles while adult drops off completed permit prior to entering the main camp). Completed rosters are vital so that the ranger knows how many individuals (and what vehicles) are on the property in the event of an emergency. Access to camp will not be allowed without a site use permit. The ranger knows which groups are expected and unregistered troops/groups will be asked to return home.

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Camping Health and Safety Procedures at Camp La Jita 1. Parking/Driving          2.

All vehicles must be backed into a parking space.

Driving in unauthorized areas (close to units) is not allowed (due to septic lines).

One car only is allowed in each unit turn-around at Camp La Jita for use in case of emergency.

All other cars must park in the designated area at the main part of the camp.

Speed limit is 15 mph.

Children must remain in vehicles in front of the ranger’s house while the adult in charge checks in/out.

Children and/or adults are not allowed to ride in the back of trucks (for hay rides, please see Safety Activity Checkpoints, at girlscouts-swtx.org/Safety).

Sleeping in cars on camp property is prohibited.

The road leading to the barn and the road next to the show arena is for maintenance use only.

Maps

   3.

Camp map is not available on GSSWT’s website for safety reasons.

Camp is not marked on the road with large Girl Scout signs for the same safety reasons.

Directions to camp are available on page 133.

Units

      4.

Camp units are not air-conditioned or heated, plan accordingly.

Groups must bring their own cleaning and sanitation supplies, such as paper towels, toilet paper and cleaning solution; brooms and mops are on site for cleanup.

Trash cannot be left at camp; all trash must be removed from the units/kitchens and carried home.

Commercial kitchens can be reserved only with approval from the director of program.

Fires may be built only in accordance with the current burn ban conditions and in designated fire rings, barbecue pits or unit kitchen fireplaces.

Do not exceed the maximum occupancy of each unit.

Forms used for outdoor activities

    

Health History Forms Permission Slips Group Activity Notification Form Council-Owned Site Use Application (for Camp La Jita only) GSSWT Camping Permit (outdoor education manager)

5.

The ranger has authority over the campsite while groups and families are using the facilities. The ranger is also responsible for all site maintenance and security.

In case of an emergency, please contact the ranger first (if at all possible) or immediately following the initial contact of emergency personnel.

6.

Campers may not cross the river or fences onto private property.

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7.

Please leave gates as you found them.

8.

Dependent upon a burn ban, the ranger will have the latest information on what types of fuel and methods of cooking will be allowed. During hot/dry weather, even without an official burn ban, care should be taken if it’s windy to ensure that fire embers do not fly (trash must not be burned in the fire and water/sand bucket, water hose and hoe/rake/shovel should all be handy) and an adult (preferably the Troop Camp Leader) must always stay at the fire until all embers are out!

Camping First Aid Requirements For camping first aid requirements, reference the Safety Activity Checkpoints (see girlscoutsswtx.org/Safety) and page 97.

Camping at Council-Owned Sites and Non-Council-Owned Sites Men Camping with Girl Scouts We encourage fathers and/or male co-leaders to participate in camping activities. Men must use separate sleeping and restroom facilities from the girls and female adults.

Family Camping A family in this context is a girl with her parent or adult guardian. There may be siblings. And there are lots of single-parent families. The adult guardian might be a grandmother, aunt or foster parent. So, what is family camping? If all participants are in families, then it is family camping.

When only families are attending, each family is self-contained within a cabin. Bathrooms should have posted times for men or men will use the bathrooms in a separate designated area or unit.

Parents escort their children to and from the bathrooms. Each group of families, per camp unit, must have a Troop Camp Leadership (TCL)-certified adult, plus at least one other adult certified in adult/child CPR and first aid from a GSUSA-approved agency.

An individual family who camps with a group or designated volunteer community is considered to be “adults and children” and do not camp as a “family.” Husbands and wives do not share cabins.

Men stay in a separate unit or designated rooms/cabins having separate bathroom facilities for males’ use only.

Underage Tag-a-longs Underage tag-a-longs are highly discouraged at group or community campouts, but if they are attending, they should be in a cabin with a parent and not with the girls. This parent should not have other responsibilities to the group (i.e., TCL-certified adult or the first-aider for the group). Please note that tag-a-longs are not covered by GSUSA activity insurance, but additional insurance can be purchased (see page 89).

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Girl Scout Daisy Camping Under the leadership of an adult, and with parents, guardians or other family members participating, a Girl Scout Daisy group may participate in an occasional overnight camping experience. It is up to the group leadership (including the TCL-certified volunteer) to decide if each girl requires a parent/guardian companion, as long as correct girl/adult ratio guidelines are followed. This allows the group leadership the flexibility to have a fun and safe campout that meets the maturity level of their girls.

Girl Scout Daisies who have completed Kindergarten may participate in traditional day camp, twilight camp and resident camp experiences lasting up to three nights. Girl Scout Daisies who have completed first grade may participate in resident camp experiences of four or more nights.

Fire Safety for Outdoor Cooking and Campout Events Camp stoves must be propane only.

Charcoal—no lighter fluid and no “lighter-fluid-enhanced” charcoal may be used.

Cooks and those working with fire should tie their hair back and not wear any nylon garments or dangling jewelry.

Burn bans must be strictly observed. Groups can check with the ranger for posted burn bans.

The ranger at GSSWT camp has final authority on any fire building activities.

For outdoor cooking involving girls—one adult supervising must have completed Camp Essentials (formerly Introduction to the Outdoors) or be Troop Camp Leadership (TCL)certified.

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Camp La Jita Camp La Jita is a council-owned camp located in the beautiful Texas Hill Country near Utopia, Texas (78884), alongside the Sabinal River.

This site is used for resident camping during the summer and group camping, council program events, and adult learning sessions during the year.

Swimming facilities are available.

Directions: Take US Hwy 90 West; go through Castroville, Hondo, D’Hanis. In Sabinal, at stop light turn right onto Hwy 187.

Drive north through Sabinal. At “Y” in the road, stay right on Hwy 187.

Camp is approximately 19 miles north of Sabinal; located on the left approximately two miles after the second bridge. Gates open between hours of 7:30 a.m. and 10 p.m. If your plans change, please notify the ranger immediately.

Ranger: 830-966-3521 Summer Phone Number: 830-966-3526

Capacity 236 acres; 256 beds; pool capacity 50 Ranger The camp ranger lives on site and has complete authority for camp while groups are using the facility. The ranger is also responsible for site maintenance and security.

Driving at Camp Camp La Jita is a walking camp. Driving in undesignated areas or offroad is not permitted. Only one vehicle per unit may be parked in the turn-around at each campsite in case of an emergency. If more than one troop/group is using the unit, a second vehicle may be designated for the second troop/group. After unloading girls, gear and supplies at the turn-around, all remaining vehicles need to return to the designated parking area (at Loga, across from the pool—but may also be designated by the ranger). All vehicles should be backed into the parking area and ready to leave in case of an emergency.

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Program Facilities Constant Friendship Fire Circle: Great for large campfires—seats approximately 90 people and is equipped with a floodlight. Located in the Pioneer unit.

Council Rock: Seats approximately 150 people in an outdoor amphitheater setting.

Dabbler s Den: Two covered program areas—great for arts and crafts. Equipped with electricity, tables, benches and a sink.

Encinal: For day-use only—picnic area, latrine and a campfire ring.

Great Hall: This facility is a program area for a large group—equipped with a large fireplace, tables and chairs to seat 200 people, small sink and refrigerator. Due to liability and safety reasons, the commercial kitchen in Great Hall is not available for group events.

Green Chapel: Outdoor meeting area with rustic benches suitable to hold a Girl Scouts’ Own ceremony.

Library: Small program area—library can be used for overnights by designated volunteer communities only. Please note that the library is open to all camp guests during the day and there are no beds or bathroom facilities.

Little Hall: One large room accommodates 16 (no beds, mattresses provided for floor use).

Includes full kitchen facilities, fireplace, picnic tables/benches, one barbecue grill, one campfire ring, bathroom (no shower) and sink. Facility has lights and electricity. Groups may also reserve this unit if also reserving the Loga unit.

Trading Post: This camp shop has items for purchase; payment with cash or check only. It must be reserved one month in advance. Please indicate on the council-owned Site Use Application if you wish for the training post to be open.

Covered Horse Arena: Traditionally used for horse camp programs, this covered arena is a great space to utilize for programs in inclement or hot weather. Restrooms, bleachers and water fountains are a part of this facility. *Please note: structures should not be built in any area of camp without the written approval of the Director of Program.

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Camp La Jita Units & Amenities Unit

Accommodations

Electrical

Cooking

Latrines

Notes

Loga

• 36 (9 rooms/4 beds each)

• lights in all rooms

• barbecue grills

• hot & cold water

• campfire ring

• 4 restrooms

•ideal for first-time campers and physically challenged campers

• 4 showers plus separate men’s restroom

• one flagpole (holds three flags)

• hot & cold water

• ideal for inexperienced troops and physically challenged campers

• outlets in some rooms

Sakapa

• 38 total (4 rooms/4 bunk beds each)

• lights in all cabins

• leader’s room sleeps 6

• unit kitchen with fireplace and sinks

• leader’s room has its own restroom including shower

• barbecue grills • campfire ring Champuli

• 38 total (4 rooms/4 bunk beds each)

• lights in all cabins

• leader’s room sleeps 6

• unit kitchen with fireplace and sinks

• hot & cold water • leader’s room has its own restroom including shower

• ideal for inexperienced troops and physically challenged campers

• barbecue grills • campfire ring Agarita A

• 26 (2 cabins have 4 beds, others have 6)

• lights in all cabins

• unit kitchen

• cold water

• flagpole

• cold water

• flagpole

• cold water

• flagpole

• 2 campfire rings • 1 barbecue grill

Agarita B

• 22 (1 cabin has 4 beds, others have 6)

• lights in all cabins

(Agarita A and B share unit kitchen)

• outlet in one cabin Capote

• 40 (1 cabin has 4 beds, others have 6)

• lights in all cabins • outlet in one cabin

Nogales

• 32 (8 cabins)

• lights in all cabins

• unit kitchen • 2 campfire rings • 1 barbecue grill • unit kitchen • 2 campfire rings • 1 barbecue grill

Pioneer

• 24 (6 cabins)

• lights in all cabins

• unit kitchen

• cold water

• 1 campfire ring • 1 barbecue grill

Primitive

• no beds, tent camping only

• 1 campfire ring

• none

• primitive camping only • must bring tents and supplies

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

Troops provide a flexible way for girls to meet. Some ideas include:   

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

Forming a Troop Committee You’ll want to involve other adults in the troop—there’s no need to go it alone or depend on too few adults! Many hands make light work, and the role is more fun when it’s shared. Think about the people you know whom you admire, who can connect with girls, who are dependable and responsible, and who realistically have time to spend volunteering.

Remember that these adults will need to register as Girl Scout members, fill out volunteer application forms, take online learning sessions, and review written resources. Consider business associates, neighbors, former classmates, friends, and so on. If you have trouble finding reliable, quality volunteers to assist, talk to your volunteer support team for advice and support. And feel free to use the sample welcome letter and friends/family checklist in the Girl Scout Daisy, Brownie, and Junior Leadership Journeys to assist you in expanding your troop’s adult network.

Remember: Be sure every volunteer reviews and follows the 12 Girl Scout Safety Guidelines, available both in the Quick-Start Guide to this handbook and in the “Safety-Wise” chapter.

Your troop committee members might help by:     

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

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

Cookie Manager: A volunteer who would manage all aspects of Girl Scout cookie activities

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

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

Volunteer Toolkit The Volunteer Toolkit is a new digital planning tool that gives you resources and program content to get your year started and keep it going smoothly! Fully customizable, the toolkit is mobile responsive so you can plan and prepare with any device. Girls have more fun when they can shape their own experience, do hands-on activities, and work together as teams. With the new toolkit, girls and leaders can explore meeting topics and program activities together, and follow the fun as they plan their Girl Scout year.

In Program Planning, leaders are able to choose from pre-designed program content that includes everything they need for 15 meetings. There are three of these for each grade level, from K-5, including one on badges and two on Journeys. They are editable so troops can customize their experience and use it to supplement their other planned program activities.

There are step-by-step guides, planning tools and more. In Troop Management, leaders can manage rosters and contact information, email parents and even manage troop finances.

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

As Girls Arrive

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

Opening

The opening focuses the meeting and allows girls to start the meeting. Each troop decides how to open their own meeting—most begin with the Girl Scout Promise and Law, and then add a simple flag ceremony, song, game, story, or other ceremony designed by the girls. Girl Scout Brownies, for example, might create a new tradition by skipping in a circle while singing a song. Ceremonies, 137

even when brief or humorous, make Girl Scout time special. The Journey adult guides contain ideas about openings that correspond to Journey themes.

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

Activities

Activities will depend on what the girls want to do in their troop and how they want to spend their collective time. Outdoor time is important, so encourage the girls to do an activity in a park or forest. If girls are interested in animals, encourage the girls to plan a visit to a zoo or animal shelter. As you engage in one of the three National Leadership Journeys, review the “Sample Sessions at a Glance” in the adult guide for Journey activity ideas.

Treats are an option some troops decide to include in their meetings and range from a bottle of soap bubbles or a jump rope to a food snack. If girls choose to include snacks, guide them to consider the health of a potential snack, as well as possible food allergies. Enlist the help of parents or guardians by asking them to sign up and bring a treat. You’ll also find plenty of snack ideas and signup forms in the adult guide of most Leadership Journeys.

Clean-up

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

Closing

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

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

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Letting Girls Lead Many troops employ a democratic system of governance so that all members have the opportunity to express their interests and feelings and share in the planning and coordination of activities. Girls partner with you and other adults, and you facilitate, act as a sounding board, and ask and answer questions. Girls from Daisies through Ambassadors will gain confidence and leadership skills when given the opportunity to lead their activities, learn cooperatively as a group, and learn by doing instead of by observing.

The following are some traditions troops have used for girl-led governance, but these are just examples. National Leadership Journeys offer examples of team decision-making, too. 

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

Junior/Cadette/Senior/Ambassador Patrol or Team System: In this system, large troops divide into small groups, with every member playing a role. Teams of four to six girls are recommended so that each girl gets a chance to participate and express her opinions. Patrols may be organized by interests or activities that feed into a Take Action project, with each team taking responsibility for some part of the total project; girls may even enjoy coming up with names for their teams.

Junior/Cadette/Senior/Ambassador Executive Board: In the executive board system (also called a steering committee), one leadership team makes decisions for the entire troop. The board’s responsibility is to plan activities and assign jobs based on interests and needs, and the rest of the troop decides how to pass their ideas and suggestions to the executive board throughout the year. The executive board usually has a president, vice president, secretary, and treasurer and holds its own meetings to discuss troop matters. Limit the length of time each girl serves on the executive board so all troop members can participate during the year.

Junior/Cadette/Senior/Ambassador Town Meeting: Under the town meeting system, business is discussed and decisions are made at meetings attended by all the girls in the troop. As in the patrol and executive board systems, everyone gets the chance to participate in decision-making and leadership. Your role is to act as a moderator, who makes sure everyone gets a chance to talk and that all ideas are considered.

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

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

Every driver must be an approved adult volunteer, at least 21 years of age, and have a good driving record, a valid license, and a registered/insured vehicle.

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Girls never drive other girls.

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If a group is traveling in one vehicle, there must be at least two unrelated, approved adult volunteers in the vehicle, one of whom is female, and the girl-volunteer ratios in Volunteer Essentials must be followed.

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

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

Note: Drivers must be at least 21 years old, a registered Girl Scout member, maintain insurance on vehicle and passengers, have a clean driving record and have an approved background check screening on file with GSSWT.

Looking at a Sample Troop Year Here is just one example of how you and the girls could set up your troop year.    

Hold a parent/guardian meeting.

Open a checking account, if needed.

Register all the girls in the troop.

Meet together for the first time, allowing the girls to decide how they can learn each others’ names and find out more about each other.  Kick off a Leadership Journey with the opening ceremony recommended in the first sample session, or a trip or special event that fits the theme. Have the girls brainstorm and plan any trip or event.  Enjoy the full Journey, including its Take Action project.  Along the way, add in related badge activities that girls will enjoy and that will give them a well-rounded year.  Have the girls plan, budget for, and “earn and learn” in the Girl Scout Cookie Program.  Help girls plan a field trip or other travel opportunity.

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Encourage girls to plan a culminating ceremony for the Journey, including awards presentations, using ideas in the Journey girls’ book and/or adult guide.

Pre-register girls for next year.

Camp out!

Participate in a council-wide event with girls from around your region.

Have the girls plan and hold a bridging ceremony for girls continuing on to the next Girl Scout grade level.

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

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Some girls may want other options besides troops. That’s okay—Girl Scouts offers many ways to participate. Talk to girls about day and resident camp, travel opportunities, series offerings, and events your council may offer. Older girls, especially, enjoy these shorter-term, flexible ways to be Girl Scouts.

Some girls will be excited to bridge to the next grade level in Girl Scouting, and will look to you for guidance on how to hold a bridging ceremony. Even if you’re not sure of your continued participation with Girl Scouts (and we hope you will find lots of exciting ways to be involved, even if leading a troop no longer fits your life), be sure to capture their excitement and work with them to a plan a meaningful bridging ceremony.

If you plan to stay with this troop, but some girls are bridging to the next grade level, talk to your council about helping them decide how they’d like to continue in Girl Scouting—perhaps in series, events, or travel!

Talk to girls about earning their Girl Scout Bronze, Silver, or Gold Awards, which are opportunities for them to make a dramatic difference in their communities—and to have plenty to brag about with college admissions officers, too.

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

Before Meeting with Girls Review Appendix C, Section 1, paragraph D (page 157) for GSSWT requirements.

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

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

Traveling with Girls Girls love trips. And Girl Scouts is a great place for them to learn how to plan and take exciting trips, because travel is built on a progression of activities—that is, one activity leads to the next. Girl Scout Daisies, for example, can begin with a discovery walk. As girls grow in their travel skills and experience, and can better manage the planning process, they progress to longer trips. The Journey adult guides have a lot of other ideas about trips that bring the Journey to life. Here are some examples of the progression of events and trips in Girl Scouting’s Ladder of Leadership: 

Short trips to local points of interest (Daisies and older): A walk to the nearby garden or a short ride by car or public transportation to the firehouse or courthouse is a great first step for Daisies.  Overnight camping (Daisies and older): A Daisy troop may participate in an occasional overnight camping experience. Daisies who have completed kindergarten may independently participate at day camp and in resident camp experiences lasting up to three nights. Daisies who have completed first grade may independently participate in resident camp experiences lasting four or more nights.  Day trip (Brownies and older): An all-day visit to a point of historical or natural interest (bringing their own lunch) or a day-long trip to a nearby city (stopping at a restaurant for a meal)—younger girls can select locations and do much of the tripplanning, while never being too far from home.  Overnight trips (Brownies and older): One (or possibly two) nights away to a state or national park, historic city, or nearby city for sightseeing, staying in a hotel, motel, or campground. These short trips are just long enough to whet their appetites, but not long enough to generate homesickness.  Extended overnight trips (Juniors and older): Three or four nights camping or a stay in a hotel, motel, or hostel within the girls’ home region (for example, New England, the Upper Midwest, the Southeast, the Pacific Northwest, and so on).

Planning a trip to a large museum—and many offer unique opportunities for girls to 142

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actually spend the night on museum grounds—makes for an exciting experience for girls.

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

International trips (Cadettes and older): Travel around the world, often requiring one or two years of preparation. International trips are available to Girl Scout Cadettes, Seniors, and Ambassadors who have successfully participated in a progression of overnight trips with Girl Scouting. When girls show an interest in traveling abroad, contact your council to get permission to plan the trip and download the Global Travel Toolkit . Adult volunteers should ensure that girls are mature enough to participate in the trip. Factors to consider are adaptability, good decision-making, previous cross-cultural experience, group dynamics, team capability, language skills (where applicable), and specific skills and interests related to the trip. Visiting one of the four World Centers is a great place to start, but also consider traveling with international service-learning organizations. Girls have traveled to rural Costa Rica to volunteer at elementary schools, to Mexico to volunteer with Habitat for Humanity, and to India to work with girls living in poverty in urban slums. WAGGGS World Centers or your Girl Scout council may have additional guidelines regarding age requirements.

Using Journeys and in Their Travels Girl Scout travel is an ideal way to offer girls leadership opportunities. Encourage girls to choose one of the three series of National Leadership Journeys. The Journey’s theme will give girls a way to explore leadership through their travels. Use the adult guide to incorporate activities and discussions that help girls explore the Three Keys to Leadership (Discover, Connect, and Take Action) as they plan their trip and eventually travel.

Tying your trip to the topic of a Leadership Journey is a cinch. For example, if Cadette girls have chosen MEdia, before their trip they can read online newspapers from the area to which they’re traveling—and evaluate when they arrive how well the media reflects the realities there.

If Senior girls are using SOW WHAT, they can plan to observe agricultural practices in other parts of the country or around the world. Ambassadors using BLISS: Live It! Give It! can build a trip around dreaming big—and empowering others in their community to dream big, too.

If girls also want to complete skill-building badge requirements as part of their trip, they can. The most obvious example is the Senior Traveler badge, which fits perfectly into planning a trip. In addition, girls can explore other badge topics, depending on the focus of their trip. For example, Cadettes can explore the food in other regions or countries for their New Cuisines badge, Seniors can find out about international business customs as part of their Business Etiquette badge, and Ambassadors can work on their Photography badge while documenting their trip.

Be sure to visit the “Girl Scouting as a National Experience” chapter in this handbook to find out more about the three exciting series of Journeys and The Girl’s Guide to Girl Scouting.

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To ensure that any travel you do with girls infuses the Girl Scout Leadership Experience at every opportunity, limit your role to facilitating the girls’ brainstorming and planning—but never doing the work for them. Allow the girls to lead, learn collaboratively, and learn by doing (and by making mistakes). All the while, however, provide ideas and insight, ask tough questions when you have to, and support all their decisions with enthusiasm and encouragement!

Include girls with disabilities. Communicate with girls with disabilities and/or their caregivers to assess any needs and accommodations. Make sure that reasonable accommodations are made for girls with disabilities. Learn more about the resources and information that Global Explorers and Wilderness Inquiries provide to people with disabilities.

Travel Progression Checklist If your group is thinking about travel, consider first whether the girls are mature enough to handle the trip. Determine a group’s readiness for travel by assessing the girls’: o Ability to be away from their parents and their homes o Ability to adapt to unfamiliar surroundings and situations o Ability to make decisions for themselves and the good of the group well and easily o Previous cross-cultural experiences o Ability to get along with each other and handle challenges o Ability to work well as a team o Skills, interests, and language skills (where applicable)

Seeking Council Permission Before any trip, no matter how short, you will need to obtain council permission. The Group Activity Notification Form must be submitted to Girl Scouts of Southwest Texas for any activity away from the regular group meeting place. Send the completed form to customercare@girlscouts-swtx.org.

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

Detailed itinerary, including specific activities involved, mode of travel, and all dates and times Location and type of premises to be used Group emergency contact A list of girls who will be participating (parental permissions must be obtained) 144

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Names and contact information of the adults participating Any other groups, organizations, consultants, or resource people who will be involved Participants’ skill levels, if applicable (language skills, backpacking or camping experience, and so on) Any specialized equipment that will be used, if applicable Required agreements or contracts (for example, hiring a bus, use of premises) See Group Activity Notification Form for details. The form is available on GSSWT’s website.

From the Birth of Girl Scouting to the World Centers The Juliette Gordon Low Birthplace in Savannah, Georgia, is a fantastic place for Girl Scout Juniors and older to visit. Reservations and council approval are required to take a group of girls to visit the birthplace, and most educational opportunities are booked at least a year in advance, so book early! Families and individuals, however, do not need to reserve a tour in advance.

In addition, four lodges are available in England, Mexico, Switzerland, and India for use by Girl Guides and Girl Scouts, each with hostel- or dormitory-style accommodations.

The world centers are operated by WAGGGS (World Association of Girl Guides and Girl Scouts) and offer low-cost accommodations and special programs. They are also a great way to meet Girl Guides and Girl Scouts from around the world.

Closer to home, check with your council to see whether council-owned camps and other facilities can be rented out to the group of girls with whom you’re working.

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

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

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

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Note: Volunteer chaperones must be registered Girl Scout members and have an approved volunteer background check screening on file with GSSWT.

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

What do we hope to experience?

Who will we want to talk to and meet? What will we ask?

Where are we interested in going?

When are we all available to go?

Will everyone in our group be able to go?

Are there physical barriers that cannot be accommodated?

What are visiting hours and the need for advance reservations?

What are our options for getting there?

What’s the least and most this trip could cost?

What can we do now to get ourselves ready?

How will we earn the money?

What’s the availability of drinking water, restrooms, and eating places?

Where is emergency help available?

What safety factors must we consider?

What will we do as we travel?

What will we do when we get there?

How will we share the Take Action story?

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

Planning Guide for Trips/Overnights Troop Leadership Essentials needs to be completed before meeting with girls or planning any type of activity away from the regular meeting place. An adult with current certification in first aid and adult/child CPR is strongly recommended for all Girl Scout activities, and is required for any activity away from the regular meeting place. Troop Camp Leadership (TCL) certification should be completed at least eight weeks in advance of any camping trip. 

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For all Girl Scout trips or activities, procedures for handling accidents, illnesses, and emergencies should be discussed and understood by all. Adults should have phone numbers and locations of emergency facilities written down and all should know where to find them.

A first-aid kit should be available in every vehicle used for transportation. All medications should be turned in to the first-aider except in severe situations where

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girls need to carry and administer their own medications, such as bronchial inhalers or allergy medications.

All first-aid kits must include gloves and approved face shields.

You must have permission from the custodial parent to administer any medication, including over-the-counter medication, to a girl. All medications must be in the original container and administered in the prescribed dosage or per written directions.

Because the female role model is essential to fulfilling the purpose of Girl Scouting, at least one adult on any Girl Scout trip or activity must be an adult female. In addition, at least one adult should not be related to the other trip adults.

Fire drills should be practiced on site of overnight trips, particularly from the sleeping area.

Forms needed for extended trips are available at girlscouts-swtx.org/Forms. Once the Intent to Travel form has been received, the group leader will receive an Extended Trip Packet by mail. Questions concerning extended trips may be directed to the director of program (210-349-2404/1-800-580-7247).

Health Examinations A physical examination* by a licensed physician is required for all girls to participate in resident camp or extended trips of three nights or more. GSSWT requires that this examination be made within the past 12 months. *Please keep in mind that information from a health examination is confidential and may be shared only with people who must know this information (such as the girl herself, her parent/guardian and a health practitioner).

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

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

Who her buddy is—and how the buddy system works 147

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

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

Always lock the door behind you, using the deadbolt and the chain or anchor.

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Do not open the door for strangers; if hotel staff claims to be at the door, call the front desk to confirm.

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Don’t mention or display your room number when in the presence of strangers.

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Never leave jewelry, cameras, electronics, cash, or credit cards in your room.

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Never leave luggage unattended in the hotel lobby (or in an airport or train or bus station).

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When arriving at the hotel, locate emergency exits.

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Keep a small flashlight on your bedside table, along with a small bag with your room key, wallet, passport, and cell phone. Take the flashlight and bag with you if you have to leave the room in an emergency.

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If a fire alarm goes off, get out as quickly as possible. Don’t stop to pack your suitcase.

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Before leaving your room, feel the door: if it is warm, do not open it. Stay in your room and stuff towels around the door. Call the hotel operator immediately. If the door is cool, proceed slowly out the door, looking for flames or smoke. Repeat these instructions for any door you encounter.

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Contact the front desk to make sure girls’ rooms are cleared of any minibars or refrigerators. Also be sure the hotel doesn’t provide access to inappropriate movies on TVs and does not allow long-distance calls. Alert the hotel management that underage girls are staying in the hotel, and ask them to contact you if any girls are seen out of their rooms after bedtime.

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Contracting with Outside Firms When you contract with others to provide transportation for Girl Scout travel, your council must ensure that the owner/operator is properly licensed, registered, and insured for liability, and that the vehicle is well maintained. Your council obtains a certificate of insurance from the owner/operator, with evidence of general liability and automobile liability with limits of liability not less than $1,000,000 per occurrence/$2,000,000 aggregate and evidence of workers’ compensation insurance. The certificate will also show evidence that your council has been added as additional insured for the duration of the contract. In addition, drivers are notified that their driving records may be checked and retained for as long as the person driving the girls is a member, plus seven years, or until any litigation is settled. All vehicles used to transport girls (such as rental cars, private vehicles, charter buses, and so on) must be insured.

Choosing Public Transportation Whenever possible, choose public transportation (trains, commercial airlines, bus lines, and ship lines). These common carriers are preferable to chartered forms of travel, which often do not have set standards for equipment, personnel, and insurance.

If public transportation is not possible, private vehicles are suitable for Girl Scout travel only if each passenger is in a legal seat, everyone wears seatbelts at all times, and drivers adhere to state laws regarding booster seats and requirements for children in rear seats. Every driver must be an approved adult volunteer and have a good driving record, a valid license, and a registered/insured vehicle. In case of an accident, the vehicle owner’s insurance is the primary applicable insurance.

If chartering a form of transportation is necessary, use the following guidelines to help ensure everyone’s safety.

Chartered Buses Your council should develop a list of responsible transportation providers and give this list to travel volunteers during the planning stage. All vehicles traveling on public roads are equipped with:    

First-aid kits Emergency-warning reflectors Fire extinguishers A cell phone or other kind of communication device

When your council leases or rents buses and plans to purchase insurance from the rental agency, check with your council’s insurance broker to determine the minimum amount of insurance required by state or local statutes, keeping in mind that some trips will involve interstate travel. In addition, make certain that the owner/operators insurance is valid and obtain a certificate of insurance if the vehicle is used for Girl Scout purposes, as opposed to private or personal use. Retain records for as long as the person is a Girl Scout member, plus seven years, or until any litigation is settled.

Trip volunteers will need to contact your council to determine the amount of liability insurance needed. Your council should also obtain:

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A certificate of insurance with evidence of general liability and automobile liability for the vehicle Evidence of collision/comprehensive insurance for the vehicle Evidence of workers’ compensation insurance for the driver Relief-driver ability Seating and storage capacities, as well as bathroom availability for long trips Emergency equipment Documentation of safety-check procedures, including frequency

Leased or Rented Vehicles Read rental agreements carefully, noting the type and amount of insurance carried by the rental agency and the minimum age of drivers, in order to avoid surprises. Also note who is responsible for damage to or loss of the vehicle. Councils ensure that their automobile coverage will be effective, if needed.

Commercial Vehicles Only vehicles designed to carry passengers can transport Girl Scouts. Flatbed or panel trucks without seats, buses reconditioned by hand, or any vehicle that cannot be registered should not transport passengers.

Recreational Vehicles When using recreational vehicles—such as snowmobiles, jet skis, etc.—you’ll want to ensure that the owner’s liability insurance is appropriate, the vehicles are properly maintained, and the vehicles are driven by experienced operators over courses free of obstacles.

Campers Passengers must wear seatbelts and must sit in seats designed by the manufacturer for that purpose. Cargo should be stowed so that sudden stops or impact won’t result in injury. People shouldn’t be transported in fifth-wheel campers/trailers, in campers that fit onto pickup flatbeds, or in the body of any trailer.

Airplanes Commercial airlines with regular schedules are also appropriate for Girl Scout group travel. A travel agent and trusted online travel sites can help a group determine the best routes and rates.

Because of poor accident records and non-uniform safety standards, travel via private plane is not recommended. Chartering planes for Girl Scout travel involves legal and financial responsibilities, which means that additional, specialized liability insurance must be purchased. Generally, the financial impracticality of chartering a plane is not recommended for Girl Scout travel.

Watercraft Chartering boats longer than 16 feet, with or without a crew, is not recommended. All vessels carrying Girl Scouts must be registered or documented according to federal regulations and state statute, inspected according to U.S. Coast Guard or state regulation, and piloted by operators licensed as required by federal regulations or state statute. The vessels must not be overloaded, and cargo must be stowed securely.

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Checklist for Drivers When driving a car, RV, or camper, take the following precautions and ask other drivers to do the same:  Ensure all drivers are adults—girls should NEVER transport other girls (to be classified as an adult an individual must not remain in high school and be 18 years or older. Driver must be 21 years or older).  Never transport girls in flatbed or panel trucks, in the bed of a pick-up, or in a campertrailer.  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, insurance coverage, and the like.  Wear your seatbelts at all times, and insist all passengers do the same; keep girls under the age of 12 in the back seats.  Follow all established rules of the road: o Following the speed limit o Keeping two car-lengths between you and the car ahead of you o Not talking or texting on a cell phone o Not using ear buds or headphones while driving o Drive with your headlights on—day and night—for safety reasons o Always follow local/state laws  Avoid driving for extended periods at night, when tired, or if 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.

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

Girls who have never been involved in any other way besides travel may be looking for longerterm opportunities closer to home. Younger Cadettes may want to participate in resident camp, while Seniors and Ambassadors – as well as older Cadettes will want to hear all about upcoming series and events at your council.

Girls who have traveled once tend to want to travel again. Be sure girls are aware that other travel opportunities, such as destinations (girlscouts.org/forgirls/travel/ will exist for them in the years ahead.

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The great experiences they had on this trip may have prepared them for longer and more global trips in the future.

Girls may want to hear about the Girl Scout Silver and Gold Awards, which are opportunities for them to make a dramatic difference in their communities‌and to have plenty to brag about with college admissions officers, too!

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APPENDIX C: GSSWT Volunteer Management Policies and Procedures The Volunteer Management Policies of GSSWT are established upon the principle that successful accomplishment of council goals and objectives is based upon the performance of qualified and trained volunteers. The strength of the Girl Scout Movement rests in this adult voluntary leadership and it is through this voluntary leadership that the movement serves girls. To ensure the position satisfaction of volunteers and recruit the talents of volunteers effectively, it is essential that the following policies and procedures be established and maintained.    

A policy states what must be done. All policies are interrelated and are to be viewed as a total statement, not to be taken out of context.

Policies are binding on all persons whom they may affect.

Girl Scouts of the USA’s policies are printed in the Blue Book of Basic Documents, which is available to each troop on the GSUSA website.

Girl Scouts of Southwest Texas’ policies, set by the board of directors, are outlined in this Volunteer Essentials.

The Volunteer Management Policies set forth are subject to change based upon business necessity. With the passage of time, it may be necessary to revise, supplement or rescind policies or portions of these policies. GSSWT reserves the right to make such changes at its sole and absolute discretion.

SECTION I: VOLUNTEER MANAGEMENT A. ADULT MEMBERSHIP Policy

All volunteers participating in the Girl Scout Movement shall be registered as members of Girl Scouts of the USA (GSUSA).

Membership requirements: (1) 18 years of age or older; (2) accept the principles and beliefs as stated in the Preamble to the Constitution of Girl Scouts of the USA; (3) pay annual registration fee or hold a lifetime membership. Girls registered at the start of the membership year that are high school seniors and turn 18 years of age during the membership year should remain a girl member until the completion of the membership year.

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B. EQUAL VOLUNTEERING OPPORTUNITY (EVO) Policy

There shall be no discrimination against an otherwise qualified adult volunteer on the basis of race, color, gender, religion, disability, national origin, military status, genetic information, citizenship or any classification protected by local, state or federal law. In addition, to ensure full equality of opportunity in all operations and activities of the organization, our EVO philosophy shall be utilized in the recruitment, selection, training, placement and recognition of volunteers. Special emphasis shall be placed upon securing representation of underutilized racial minorities.

C. CRIMINAL BACKGROUND SCREENING Policy

GSSWT reserves the right not to appoint any current/prospective employee or volunteer who has been convicted of certain crimes; who has pled guilty or no contest to certain crimes; and/or who has been placed on probation or deferred adjudication for certain crimes. To that end, GSSWT will conduct criminal background checks on all current/prospective volunteer co-leaders, community team members, troop cookie managers, troop nut managers, troop money managers, troop camp leadership consultants, first-aiders, council facilitators/trainers, board of directors, board development committee members, camping volunteers, drivers/chaperones, positions with direct or indirect contact with girls, or any other position deemed appropriate by GSSWT to the extent permitted by state and federal law.

GSSWT will make any decisions based on the results of the criminal background check without discrimination on the basis of race, color, gender, religion, disability, national origin, military status, genetic information, citizenship or any classification protected by local, state, or federal law.

Disqualification 1. As a general matter, the decision whether to terminate or appoint a current or prospective volunteer is exclusively within the discretion of GSSWT. Factors to be considered by GSSWT in making such determinations include, but are not limited to, the nature and severity of the criminal conduct, and the length of time since the criminal conduct occurred.

2. The following rules shall apply if GSSWT learns (via a Criminal Background Check or otherwise) that a current/prospective volunteer has been convicted of, has pled guilty to, has received deferred adjudication for, or has pled no contest to one of the following crimes under the laws of the state of Texas, another state, or the United States. Any person convicted of a felony offense will not be allowed to serve in any volunteer capacity. a. Automatic Disqualification—regardless of the existence of any extenuating circumstances. a. Any crimes, felony or misdemeanor, against a child b. Crimes against any person c. Felony offenses against persons d. Felony offenses against the family e. Crimes defined as public indecency f. Crimes using a weapon

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g. Arson h. For a conviction of DWI, DUI, or possession/distribution of marijuana or any other controlled substance if it has been less than 10 years since disposition i. Any violent crime or drug-related offense, other than those drug offenses specifically identified in section b. Possible Disqualification j. For crimes involving theft, fraud, and forgery (offenses involving an amount greater than $200) if it has been less than 10 years since disposition. b. Possible Disqualification a. For a DWI, DUI or possession/distribution of marijuana conviction under two ounces, only if it has been a first offense and it has been more than 10 years since the date of the disposition, the decision whether to terminate or appoint a current/prospective volunteer shall be within the absolute and exclusive discretion of GSSWT and the CBC Appeal Committee. b. Misdemeanor offenses against persons c. Misdemeanor offenses against the family d. Three or more traffic infractions in the 12-month period prior to the date of the volunteer background check screening e. Copyright infringement by using works protected by copyright law without permission, infringing certain exclusive rights granted to the copyright holder, such as the right to reproduce, distribute, display or perform the protected work, or to make derivative works c. Other a. For all other criminal offenses (except traffic violations classified as Class C misdemeanors), GSSWT shall review the current/prospective volunteer situation on a case-by-case basis. The decision whether to appoint or terminate a volunteer shall be within the absolute discretion of GSSWT and the CBC Appeal Committee.

Volunteer Screening Process/Procedures The following procedures will be used to screen all current/prospective volunteer co-leaders, community team members, troop cookie managers, troop nut managers, troop money managers, troop camp leadership consultants, first-aiders, council facilitators/trainers, board of directors, board development committee members, camping volunteers, drivers/chaperones, positions with direct or indirect contact with girls, or any other position deemed appropriate by GSSWT to the extent permitted by state and federal law.

1. Each prospective volunteer will submit a background check screening online.

2. A prospective volunteer should not meet with girls or act in a volunteer capacity until the background check screening is cleared and approved.

3. Providing false/inaccurate/missing information on the background check screening, including Social Security number, driver’s license number or date of birth, is grounds for automatic release or exclusion from a volunteer position with GSSWT regardless of the result of the background check screening or the information contained in any other consumer report. The background check screening will inform individuals of their rights under federal law with respect to GSSWT’s search of their criminal background.

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4. The council staff liaison and community chair will be informed of the background check screening result. If a decision is made not to allow the individual to volunteer, the staff liaison and community chair will be informed the same day as a letter of denial is mailed to the applicant.

5. The volunteer does have the option to appeal the decision. See Appeal Process below.

6. Each volunteer, as a condition of continued service, consents to a periodic review of her/his criminal background every three years. Upon request of GSSWT, each volunteer will submit a background check screening online. Refusal to submit a background check screening will result in termination of volunteer appointment.

Appeal Process/Procedures If a prospective/current volunteer receives a letter of denial to volunteer with the Girl Scout organization based on background screening results, that said person reserves the right to appeal this decision unless the prospective volunteer is convicted of an Automatic Disqualification (see 2a. Automatic Disqualification) or provides false/inaccurate or missing information on their Criminal Background Check.

1. Written notice must be sent to the chief operating officer (COO) challenging the accuracy of the records obtained of the decision concerning the individual’s ability to serve as a volunteer.

2. It shall be the responsibility of the prospective volunteer to take all steps necessary to dispute the information provided or the decision concerning their ability to volunteer.

The prospective volunteer will have ten (10) business days after the date of the receipt of the denial letter in which to submit an appeal in writing.

3. Review of the appeal shall be conducted by five members (one appointed as the chair) of the Volunteer Advisory Steering Committee to make up the CBC Appeal Committee, as appointed by the COO. The chairperson will only vote in situations where an impasse has occurred. Upon receipt of a request for review, the COO will notify the chairperson of the CBC Appeal Committee within ten (10) business days.

4. The CBC Appeal Committee will meet on an as needed basis. The CBC Appeal Committee shall grant or deny the request of the current/prospective volunteer no later than forty-five (45) days from receipt of the initial request. The CBC Appeal Committee shall have the right to request additional information from the current/prospective volunteer or conduct an additional investigation it deems appropriate. Request for additional information may extend the forty-five (45) day period as determined by the committee chairperson.

5. The director of volunteer support and services shall be notified by the COO of the decision of the CBC Appeal Committee and the director of volunteer support and services shall notify the applicant of said decision of the CBC Appeal Committee.

6. If the CBC Appeal Committee decides to dismiss a volunteer, the director of volunteer support and services and the COO will meet with the said volunteer to notify them of the decision prior to the notification of the community chair and GSSWT staff liaison.

7. The decision of the CBC Appeal Committee shall be final and no further consideration or appeal is available for a period of one (1) year after the decision is made.

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Confidentiality—GSSWT will maintain the confidentiality, to the extent possible and reasonable within the effective business operations, of all criminal background check information, including information related to termination, hiring, appointing or restricting/modifying the duties of a current/prospective volunteer.

D. VOLUNTEER SELECTION, APPOINTMENT AND REAPPOINTMENT Policy

All volunteer personnel will support and operate within the framework of the council charter, bylaws, policies, standards, corporate goals, and annual objectives of GSSWT and GSUSA. All volunteers will be selected or reassigned on the basis of qualification for membership, ability to perform the volunteer position and willingness/availability to participate in training for the volunteer position. A volunteer not selected for the volunteer position applied for may be referred to another position appropriate to their interests.

Each candidate for a volunteer position with Girl Scouts of Southwest Texas is required to complete their membership registration annually (or purchase a lifetime membership), have an approved background check screening on file with the council, and complete all required training for their volunteer position(s).

There will be an annual assessment of the volunteer’s position in concert with the attainment of overall council goals and objectives.

Troops/Groups:

Groups are defined as troops and designated volunteer communities.

Selection and Appointment Process/Procedure a. Before any troop/group meetings are held with girls, the following steps must be

completed by the troop leadership team (co-leaders and troop committee members).  Each troop/group must have two (2) adult volunteers identified as co-leaders at all times and they must complete the following steps before meeting with the girls: o Complete the adult online membership registration; complete and have an approved background check (online); complete Welcome Video and answer questions online; complete Troop Leadership Essentials online or in person 

Troop committee members: This includes parents/adults who will be assisting with troop meetings or activities, handling troop funds, product programs, driving girls, present at meetings, chaperoning, serving as first aider or troop camp leadership (TCL) or having any direct involvement with girls in the troop. o Complete the adult online membership registration; complete and have an approved background check (online); position training, if required (CPR/FA, Money Manager, Cookie Manager, Fall Product, Troop Camp Leadership, etc.)

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Troops/groups may not schedule or conduct troop/group program meetings for girls until the co-leader/advisor has completed all of the steps listed. b. A volunteer position agreement will be completed at the time of appointment to a volunteer position. This agreement is for one (1) year and a new agreement will be signed each consecutive year of service in this position if reassigned. The volunteer position agreement includes specific expectations for volunteer performance. c. In the case of a former employee, the following will apply:  If it has been more than the one (1) year waiting period, direct them to the director, volunteer support and services immediately. For current GSSWT employees, also inform your supervisor. At this time, the director will engage the COO. The COO will ultimately take action and a decision will be made at their discretion.

Volunteer Reappointment Process/Procedure

a. Assessment. A volunteer will receive feedback concerning their task performance based upon the task expectation in the volunteer position agreement. The evaluation will be conducted by the person to whom the volunteer is accountable. Both verbal and written evaluations can be used.

Purpose:

Assessment is critical to the success of the volunteer management system. It benefits the program by indicating if the program is meeting its goals, highlighting any problem areas, and providing a starting point for any needed changes. It benefits the individual volunteer by providing constructive feedback on her or his service and by recognizing achievement.

The goals of the assessment process are to help the volunteer: 1.

2.

3.

4.

5.

Assess her/his own accomplishments Reflect on any aspects of the volunteer’s performance she/he would like to improve Consider whether the position is meeting the volunteer’s expectations or needs Discuss ways the volunteer might want to expand her/his involvement Discuss how the system is working from the volunteer’s perspective

b. Position Agreement: See Selection and Appointment Process/Procedures E. RECOGNITION Policy

The council provides a system of recognitions for contributions of time, talent, service and/or financial support.

Recognition Process/Procedures Volunteers may qualify for community and/or council board-approved awards. More information is available at www.girlscouts-swtx.org.

F. Subsidiary Bank Accounts (Adopted August 25, 2012; Revised May 14, 2016) Policy

Whereas, communities and registered troops in Girl Scouts of Southwest Texas are authorized to have (1) checking account at one of the council-approved banks. The account

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must comply with Girl Scouts of Southwest Texas guidelines, as set forth in the “Volunteer Essentials” handbook and/or other related publications.

The Board authorizes the Chief Executive Officer or Chief Operating Officer to act, when required, as the authorized person in the process of opening, closing and/or changing of any and all troop and/or community bank accounts. All requests for opening, closing and/or changing of accounts must be received from the Chief Financial Officer and be signed by the Chief Executive Officer or Chief Operating Officer.

SECTION II: MEMBERSHIP RESPONSIBILITIES AND BENEFITS A. CODE OF CONDUCT Policy

Consistent with the law, GSSWT does not accept or retain volunteers who have been convicted of crimes of violence (e.g., assault, rape, murder or manslaughter), drug dealing (including possession of controlled substances with intent to sell), child abuse/endangerment, child pornography or any other crime directly related to the performance of volunteer activities. In addition, as a condition of volunteering, a volunteer must notify the Director of Volunteer Support and Services or COO of any criminal arrest(s) or conviction(s) no later than five (5) days after the arrest/conviction. Violation of this policy may result in disciplinary action up to and including termination of volunteer positions. Arrest is not a presumption of guilt and will not automatically lead to an adverse action. Volunteers or employees who know of a violation of this GSSWT policy must report it to the Director of Volunteer Support and Services and/or the COO. GSSWT expects and requires honesty and integrity in all business and personal interactions.

Girl Scouting is founded on fairness, trust and confidence and holds all volunteers to high standards of conduct. The Girl Scout Promise and the Girl Scout Law applies to all Girl Scout members. Volunteers should not engage in conduct that has the appearance of impropriety.

GSSWT’s Code of Conduct includes without limitation:          

Complying with the letter and spirit of all applicable laws.

Faithful adherence to all GSSWT policies, rules, and regulations.

Dealing honestly, fairly, courteously and respectfully with other volunteers, staff, parents and the general public.

Abstaining from any overt displays or demonstrations of sexual activity between and/or among volunteers/employed staff.

Refraining from sexual advances or sexual activity of any kind between volunteers, employed staff or girl members.

Refraining from infliction of sexually abusive behavior upon girl members, including sexual touching and bodily contact, exhibitionism, voyeurism, and/or involvement of girl members in pornographic materials.

Not using the Girl Scout name, related activities, publications, and/or facilities/vehicles for public or private promotion of sexual orientation and/or practice or any other personal philosophy.

Respecting GSSWT’s ownership of all equipment, supplies, property, and records.

Preserving confidentiality in handling volunteer/girl issues and problems.

Reporting violations of any GSSWT policies to the Director of Volunteer Support and Services who will advise the COO. 159

B. SAFETY Policy

GSSWT strives to provide a safe environment for everyone. Volunteers are expected to obey safety rules and to exercise caution in all activities. Safety Activity Checkpoints, Girl Scout Safety Guidelines, and this handbook give safety advice for most activities. Questions regarding safety for activities should be directed to the membership or program staff assisting with the activity.

In case of accidents that result in injury, regardless of how insignificant, volunteers must notify the council. Reporting of injuries is required to initiate Girl Scout insurance coverage for the injured parties.

C. BENEFITS

Benefits to volunteer personnel include: 1. Accident and liability insurance as part of national and council membership.

2. Training and other learning opportunities.

3. Support in the position.

D. UNIFORMS

Members of the Girl Scout Movement are readily identified by uniforms worn for official functions. A uniform is not required for participation in Girl Scout activities, but is suitable for almost all Girl Scout functions. Volunteers are encouraged to wear the Girl Scout Pin. E. TOBACCO USE Policy

Smoking and the use of smokeless tobacco is inconsistent with the Girl Scouts’ emphasis on health and well-being. Smoking and the use of smokeless tobacco is discouraged at all GSSWT events and is prohibited in all GSSWT facilities. GSSWT facilities are defined as “all facilities occupied by GSSWT including, but not limited to, offices, restrooms, conference rooms, stairwells, hallways, medical facilities, and dining halls/kitchens.” Smoking and the use of smokeless tobacco is also prohibited in company vehicles.

Tobacco usage at all locations must be taken outside the building in areas designated for tobacco usage.

Positive role modeling is an important part of the Girl Scout program. Volunteers are not to use tobacco products of any form in sight of any children.

Tobacco Use Process/Procedures

All volunteers are expected to adhere to provisions of the tobacco use policy to ensure its implementation. Violations should be reported to the appropriate supervisory level and/or the director of volunteer support and services. Volunteers who violate the smoking policy are subject to disciplinary action.

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F. SUBSTANCE ABUSE Policy

GSSWT is committed to maintaining an environment free from the abuse of alcohol and drugs.

Therefore, the use, distribution, manufacture, dispensation, sale or possession of illegal drugs and/or alcohol, or the misuse/illegal use of prescribed drugs, is prohibited on the organization’s premises, with the following exception: Alcoholic beverages, exclusive to beer and wine, may be served at the Sally Cheever Girl Scout Leadership Center during special events with community partners when sanctioned by the CEO and the Chair of the board of directors.

The council’s premises are defined as any property, building or portion of a building or property that the council owns or occupies, whether on a temporary or permanent basis, and any off-site premises where the council is conducting council activities. This includes all parking lots, parking areas, sidewalks and walkways, all council-owned or leased vehicles and equipment and all personal vehicles used while conducting council activities.

Alcohol should not be served/consumed at a Girl Scout activity where girls are present.

Violation of the council’s policy regarding illegal use of drugs or alcohol may result in reassignment or termination of volunteer positions.

In addition, as a condition of volunteering, a volunteer must notify the council of any drug/alcohol-related arrest(s) or conviction(s) no later than five (5) days after the arrest/conviction. Arrest is not a presumption of guilt and will not automatically lead to adverse action regarding volunteer activities. Anyone who witnesses a violation of this policy must report it to the Director of Volunteer Support and Services who will advise the COO. G. CONFLICT OF INTEREST Policy

An actual or potential conflict of interest occurs when a volunteer is in a position to influence a decision that may result in a personal gain for that volunteer or for a relative of that volunteer as a result of GSSWT’s business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the volunteers is similar to that of persons who are related by blood or marriage. “Relative” in this context may mean father, mother, child, siblings, spouse, grandparent, grandchild, in-law, or any individual who makes her/his home with volunteer.

If a volunteer has any influence on transactions involving purchases, contracts, or leases, it is imperative that she/he disclose these influences to GSSWT as soon as possible so that safeguards can be established to protect all parties.

Personal gain is defined as an advantage or benefit that results from a volunteer or relative having a significant ownership in a firm with which GSSWT does business, or when an volunteer or relative receives a kickback, bribe, substantial gift or special consideration as a result of any transaction or business dealings involving GSSWT.

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H. DELINQUENT FUNDS (Adopted June 3, 2015; effective August 1, 2015) Policy

Any Girl Scout adult delinquent in financial accounts to Girl Scouts of Southwest Texas beyond 30 days will automatically be released as a volunteer and not be allowed to serve in any operational or policy volunteer position with GSSWT. When the account is paid in full, the adult may petition to be reinstated into a volunteer role by following the steps outlined in the release letter they receive. Reinstatement of the individual to a volunteer position will be solely at the discretion of the council and approved by the COO. Release of volunteers for delinquent financial accounts is automatic and will not go through a review committee before being released.

Delinquent Funds Process/Procedure Once notified by a GSSWT department or staff member that a volunteer has an outstanding obligation, the director of volunteer support and services will send a letter to release that volunteer from any volunteer position(s) they hold with GSSWT. Outstanding obligations could include, but not limited to, product program payments, paperwork, proceeds missing, not turning in financial reports when required, missing funds from bank accounts, missing receipts, etc.

The released volunteer is to immediately cease all volunteer activities as stated in the release letter. To be considered for reinstatement, the released volunteer will need to follow the instructions in the release letter.

SECTION III: Legal Issues A. ANTI-CHILD ABUSE Policy

It is the policy of the organization to provide an environment that is free of child abuse and that safeguards the health and well-being of all girl members (Adopted May 1987).

In Girl Scouting, girls are our first priority! It is our responsibility and duty to ensure the safety and welfare of our children. Although it is a sensitive topic, we believe compliance with the laws regarding child abuse is of the highest priority.

GSSWT will comply with the laws of the state of Texas and the United States specifically in regards to child abuse.

Texas Family Penal Code - Ch. 261.101 – Reporting (a) “A person having cause to believe that a child’s physical or mental health or welfare has been or may be adversely affected by abuse or neglect by any person shall report in accordance with Section 261.101 of this code.” (b) “If a professional has cause to believe that a child has been abused or neglected or may be abused or neglected or that a child is a victim of an offense under Section 21.11, Penal Code, the professional shall make a report not later than the 48th hour after the hour the professional first suspects that the child has been or may be abused or neglected or is a victim 162

of an offense under Section 21.11, Penal Code. A professional MAY NOT delegate to or rely on another person to make the report. In this subsection, “professional” means an individual who is licensed or certified by the state or who is an employee of a facility licensed, certified, or operated by the state and who, in the normal course of official duties for which a license or certification is required, has direct contact with children. The term includes teachers, nurses, doctors, day-care employees, employees of a clinic or health care facility that provide reproductive services, juvenile probation officers, and juvenile detention or correctional officers.”

ANTI-CHILD ABUSE PROCESS/PROCEDURE:

Any suspected abuse MUST be reported. To report suspicion of child abuse, please call the Child Abuse Hotline at 1-800-252-5400. Please remember that this is a very confidential and sensitive topic. Please report only to Child Protective Services and to the director of volunteer support and services or COO at GSSWT (210-349-2404/1-800-580-7247).

GSSWT will dismiss or exclude from affiliation with the council any volunteer or employee who has been convicted of, pled guilty to, or received a deferred adjudication for child abuse or neglect, unless extraordinary circumstances exist.

GSSWT will consider any violation of the above-mentioned prohibitions as the basis for disciplinary action that may include termination from the council.

Section 261.106 “...A person acting in good faith who reports or assists in the investigations of a report of child abuse pursuant to this chapter is immune from liability, civil or criminal, that might otherwise be incurred or imposed.”

Section 261.107 (a) A person commits an offense if the person has cause to believe that a child’s physical or mental health or welfare has been or may be further adversely affected by abuse or neglect and knowingly fails to report in accordance with Sec. 34.02 of this code. (b) An offense under this section is a Class “B” Misdemeanor (up to 180 days in the county jail and/or up to a $1,000 fine).

Child abuse and neglect are unlawful acts. GSSWT will neither condone nor tolerate: ABUSE—an act (or acts) by a parent or any adult directed toward a child for the purposes of hurting, injuring, or destroying a child.

PHYSICAL ABUSE—a violent assault using instruments such as a knife, strap, cigarette, burns, etc. intended to harm or injure a child.

SEXUAL ABUSE—involves the sexual mistreatment of a child by an adult or an older child.

EMOTIONAL MALTREATMENT—deprivation suffered by children when their parents/caretakers do not provide the normal productive feelings of being loved, wanted, secure and worthy. Types of emotional abuse include: degrading a child, rejecting a child, ignoring a child, bullying a child, isolating a child from others, etc. Types of emotionally 163

abusive language include: “I wish you were dead,” “Can’t you be more like your big brother,” “You’re so stupid,” “You big dummy,” etc.

NEGLECT—failure on the part of a parent (or other caregiver) to live up to the normal role expectations in providing an environment that helps children meet normal developmental needs. The failure of a parent/caregiver to provide a child with adequate food, shelter, clothing, protection, supervision, and medical and dental care.

B. ANTI-CHILD PORNOGRAPHY Policy

GSSWT does not condone or tolerate the possession, storage, promotion or distribution of child pornography. Possessing, storing, promoting or distributing child pornography on GSSWT property/premises is strictly prohibited. Downloading, storing, transmitting or sending visual material depicting child pornography over GSSWT computers and other communications systems is also strictly prohibited. For purposes of this policy, “visual material” includes, but is not limited to, any film, photograph, videotape, negative, disk, diskette, DVD, or other physical medium that allows an image to be displayed on a computer or other video screen, and any image transmitted to a computer or other video screen by telephone line, cable, satellite transmission, or other method. GSSWT “property/premises” includes any property, building or portion of a building or property that GSSWT owns or occupies, whether on a temporary or permanent basis, and any off-site premises where GSSWT is conducting council business, including all parking lots, parking areas, sidewalks and walkways, personal vehicles while on GSSWT business, and all GSSWT-owned or leased vehicles and equipment.

Violations of state and federal law, including, but not limited to, 43.26 of the Texas Penal Code (Possession or Promotion of Child Pornography) or 18 U.S.C. 2251 (c)(1) (Sexual Exploitation of Children) will be considered a violation of this policy, and will result in disciplinary action, up to and including termination and any required reporting obligations under the law.

C. SEX OFFENDER Policy

Sex Offenders cannot be a volunteer regardless of the time lapsed from the date of the offense.

Anyone having a sex offender living in their household may not conduct any type of Girl Scout activity in their home.

A sex offender is defined as anyone who has been convicted or pled guilty or no contest to or received deferred adjudication for a sex related offense, or registered on any legal enforcement agency sex offender database.

The sex offender living in the household may not be involved in any Girl Scout function, formal or informal. This prohibition includes attending any activity, driving girls, other than the daughter, to or from an activity, and no meeting or events may take place in the person’s home.

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D. ANTI-HARASSMENT Policy

GSSWT strives to provide all volunteers with a volunteer environment free from all forms of discrimination, including harassment. GSSWT does not condone and will not tolerate harassment of any of its volunteers on the basis of race, color, gender, religion, disability, age, national origin, military status, genetic information, citizenship or any classification protected by local, state or federal law.

Harassment includes verbal, visual or physical conduct based on race, color, gender, religion, disability, age, national origin, military status, genetic information, citizenship, or any classification protected by local, state or federal law that could create a hostile, intimidating or offensive volunteer environment. This conduct is prohibited whether or not it is illegal harassment. Harassment of volunteers by other volunteers, staff, vendors or the public will not be tolerated and must be reported as required by the policy. Engaging in conduct prohibited by this policy may subject the perpetrator to disciplinary action, up to and including termination from their volunteer position.

Sexual Harassment—GSSWT is committed to the prevention of sexual harassment. For purposes of this policy, sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal, graphic, electronic, or physical conduct of a sexual nature where: 1. Submission to such conduct is either an expressed or implied term or condition of an individual’s volunteer status; 2. Submission to or rejection of such conduct by an individual is used as the basis for volunteer placement decisions affecting that individual; or 3. Such conduct has the purpose or effect of unreasonably interfering with an individual’s volunteer performance or creating an intimidating, hostile, or offensive volunteer environment.

Other Forms of Harassment—Verbal, visual, electronic, or physical conduct also violates this policy when it denigrates, threatens, or shows hostility toward an individual or group because of a prohibited characteristic such as race, color, religion, disability, age, national origin, military status, genetic information, citizenship, or any classification protected by local, state or federal law that has the purpose or effect of unreasonably interfering with an individual’s volunteer performance or creating an intimidating, hostile or offensive volunteer environment.

Examples of Prohibited Conduct—Examples of conduct that may constitute sexual harassment under this policy include, but are not limited to, verbal or visual or electronic harassment or abuse (degrading sexual comments, unwelcome propositions, sexually offensive jokes, materials and tricks), unwelcome requests for sexual favors or activity, inappropriate touching or physical actions of a sexual or abusive nature (pinching, hugging, patting or repeated brushing against another individual’s body), or a suggestion, threat or action that makes the affected individual’s volunteer opportunities or benefits subject to submission to sexual demands, harassment or sexually offensive conduct.

Examples of conduct that may constitute harassment on account of race, color, gender, religion, disability, age, national origin, military status, genetic information, citizenship, or any classification protected by local, state or federal law under this policy include but are not limited to: slurs, or epithets; negative stereotyping; threats, intimidation or hostile acts based on a personal characteristic; and written or graphic , or electronic materials that denigrate or show hostility toward an individual or group.

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Anti-Harassment Process/Procedure

Reporting Harassment Complaints—If any volunteer feels that she/he has been harassed in violation of GSSWT’s policy on harassment, she/he must immediately report the alleged harassment to the director of volunteer support and services and/or the COO. No volunteer should assume that GSSWT is aware of a problem. All complaints and concerns must be brought to GSSWT’s attention so that it can take steps to correct them.

Handling Harassment Complaints—All complaints will be promptly and thoroughly investigated.

GSSWT will treat complaints of harassment in as confidential manner as possible, releasing information only to those with a need or right to know. All volunteers must observe the confidentiality requirement as well. Failure to do so may result in disciplinary action, up to and including termination of a volunteer position(s).

If GSSWT determines that a violation of this policy has occurred, it will take appropriate corrective action, up to and including termination of a volunteer position(s). GSSWT will also take appropriate corrective action, as feasible, against non-volunteers or employees engaging in harassment toward GSSWT volunteers.

Protection from Retaliation—No retaliation will be taken against any volunteer because she/he reports a problem concerning possible acts of harassment or otherwise participates in an investigation of a complaint. If any volunteer is a victim of, observes, or becomes aware of retaliation, it must be reported immediately to the COO. Volunteers who engage in retaliation will be subject to disciplinary action up to and including termination of a volunteer position(s).

If a volunteer has questions as to what constitutes harassing behavior, she/he should speak with the director of volunteer support and services and/or the COO. E. VIOLENCE Policy

It is the goal of GSSWT to achieve an environment that is free from threats and acts of violence.

GSSWT will not tolerate workplace violence of any type, from any source. This includes threatening or violent actions by volunteers against girls, other volunteers, parents, employees or other constituents, employees directed against other employees, or by employees directed against other constituents (Girl Scouts, volunteers or others).

Violence Process/Procedure

Incidents of threats or acts of violence and/or aggression will be treated seriously. Reports of such acts will be promptly investigated and action will be taken as necessary to appropriately address each incident. Reports should be made to the director of volunteer support and services who will advise the COO.

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F. FIREARMS (Adopted January 17, 2016) Policy

The carrying or possession of any type of weapons or firearms on GSSWT’s premises or at any GSSWT function is strictly and absolutely prohibited. Anyone who witnesses a violation of this policy must report it to the COO. This prohibition expressly includes those persons licensed to carry concealed or open firearms of any nature whatsoever. Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a concealed handgun. In addition, pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a handgun that is carried openly. The council’s premises are defined as any property, building, or portion of a building or property that the council owns or occupies, whether on a temporary or permanent basis, and any offsite premises where the council is conducting council business. This includes all parking lots, parking areas, sidewalks and walkways, and all council-owned or leased vehicles and equipment. Any person violating this policy will be required to immediately leave the council’s premises. Any volunteer found to be in violation of this policy may be subject to disciplinary action up to and including immediate termination.

G. ELECTRONIC MONITORING AND PRIVACY Policy

Business systems monitoring may be conducted by GSSWT to ensure quality control, employee safety, security, adherence to policy and customer satisfaction. Therefore, employees and volunteers should have no expectation of privacy in the use of GSSWT equipment, facilities and business systems.

Volunteers should be aware that information created and/or stored on council computers or the computer network—whether related to GSSWT business or something else—is the sole property of GSSWT; and as such, GSSWT maintains the right to access, review, modify, delete, copy, transfer, print or otherwise utilize or make use of the information without prior notice to the volunteer.

Information and messages received, transmitted, stored or otherwise obtained through GSSWT’s email or Internet systems is also considered GSSWT property. Volunteers should be aware that GSSWT maintains the right to access, review, modify, delete, copy, transfer, print or otherwise utilize or make use of such information or messages—whether related to GSSWT or personal matters—without prior notice to the volunteer.

Electronic Monitoring and Privacy Process/Procedure

The Internet and email are powerful tools that allow instant and wide spread communication that can be a significant benefit to the council, but can cause substantial harm and embarrassment if used improperly.

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Please remember: 1. Caution should be observed when sending material to others to ensure confidentiality.

Confidential information should not be transmitted to third parties without their express permission.

2. Copyrighted images, games, music, movies or text belonging to third parties may not be transmitted or downloaded without the copyright-holder’s express permission.

3. Attempts to read, copy, modify, or delete email messages of other users is prohibited.

4. Sending harassing, threatening, obscene, inappropriate or other objectionable messages or jokes via email is prohibited.

5. Sending unsolicited junk mail, “for profit” messages, or chain letters from council computers is prohibited.

6. Visiting pornographic sites or sites containing sexually-oriented materials on council computers is prohibited.

7. Downloading, transmitting or sending pornography or sexually-oriented material on council computers is prohibited.

8. Use of GSSWT’s computer system to attempt unauthorized access to remote systems is prohibited.

SECTION IV: Volunteer Conflict Resolution and Mediation A. MEDIATION Policy

Open communication is vital in resolving any conflict/miscommunication between volunteers.

When conflict arises, all parties involved are asked to take responsibility to initiate open communication. Established processes and procedures should be followed if communication between the parties is not independently resolved.

Mediation Process/Procedure

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Before engaging other parties, the volunteer should make the leader/facilitator/advisor aware of the situation. If the problem is with the leader/facilitator/advisor, then the volunteer should seek assistance from the community chair. If the community chair cannot resolve the issue satisfactorily (or if the problem involves the community chair), the issue can be taken to the next level of supervision and, ultimately, if the volunteer is dissatisfied with the outcome, s/he should consult the troop support manager.

Troop Support will document all steps taken to address issues.

If the staff liaison is unable to come to a solution, then the issue is addressed by the director of the department in which the volunteer is volunteering.

Finally, if the issue remains unresolved, the director of volunteer support and services will be requested to help mediate the unresolved problem. The volunteer must notify the director of volunteer support and services of the situation and request mediation. The mediation process is as follows: 1. The complainant (volunteer) should submit a formal written letter within ten (10) days from when the director of volunteer support and services is made aware of the situation. This letter should request mediation, should include the nature of the

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complaint and any relevant information regarding potential solution of the complaint.

The issue will only be acted upon if the formal written complaint is received.

The director of volunteer support and services shall issue a notice of mediation to individuals involved in the conflict situation. The notice of mediation should contain an invitation to attend the mediation session(s), the subject of the mediation, names of relevant parties invited to participate in the mediation session(s), and request for parties to share information pertaining to the complaint. The mediation session(s) will be limited to parties personally involved in the situation, applicable staff and the mediator.

All information pertaining to the complaint will be presented and reviewed during the mediation process. The mediator will also hear recommendations from all parties.

All parties involved in the mediation must agree in advance that the mediation process is confidential, the decision of the mediator is binding and all parties involved in the mediation process will abide by the decision of the mediator.

All parties will be contacted within forty-five (45) days from the receipt date of the formal complaint with the outcome of the mediation process unless the mediation process is extended with the consent of the complainant.

B. TERMINATION OF VOLUNTEER ACTIVITIES Policy

GSSWT expects and requires honesty and integrity in all business and personal interactions.

Girl Scouting is founded on fairness, trust, and confidence and holds all volunteers to high standards of conduct. The Girl Scout Promise and the Girl Scout Law applies to all Girl Scout members.

GSSWT may release a volunteer for any reason from his or her position including but not limited to restricting of volunteer positions, the elimination of the volunteer position in which a person serves, the inability or failure to complete the requirements of the position, the refusal to comply with GSSWT or Girl Scouts of the USA (GSUSA) policies, the refusal to support the mission and values of the organization and GSSWT goals, or membership in an organization whose goals are not compatible with those of GSUSA. Termination of Volunteer Activities Process/Procedure

Possible reason for separation, termination or non-reappointment of GSSWT volunteers include but are not limited to:        

The inability to perform or satisfy the duties of the position Violation of GSSWT policies, standards and procedures Excessive absence or tardiness from required meetings Performance not consistent with principles of the Girl Scout Movement Misappropriation of funds Theft, damage or misuse of Girl Scout property Engaging in inappropriate conduct Unsatisfactory completion of objectives and corrective action

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It is GSSWT’s goal to offer positive feedback to the volunteers. However, when it is deemed that the volunteer is not a good match for his/her position and/or with GSSWT, and all efforts have been exhausted, the following Volunteer Release Process must be adhered to: 1. GSSWT staff will provide documentation that supports the reasoning for the release of a volunteer to the director of volunteer support and services for assessment.

2. The director of volunteer support and services will schedule a meeting or call with the volunteer to review the documentation that has been submitted. The volunteer will also have the opportunity to give her/his account of what has transpired.

3. If deemed necessary, the director of volunteer support and services or COO will assemble a Review Committee comprised of five (5) members of the Volunteer Advisory Steering Committee (VASC). a. The volunteer may receive a notification of suspension of their volunteer status while under review. b. GSSWT staff will schedule a meeting with the Review Committee to hear all sides of the issue within thirty (30) days from when the original volunteer release documentation was received by the director of volunteer support and services. c. The volunteer will receive in writing within ten (10) business days from the Review Committee meeting date, the decision of the committee. If the committee finds the documentation warrants the dismissal of the volunteer, the volunteer will be dismissed immediately. d. The Review Committee’s decision is final in these circumstances and cannot be revisited for one (1) year.

4. The GSSWT staff member(s) and community chair working directly with the volunteer will be informed of the decision.

5. The GSSWT COO, acting on behalf of the CEO, shall be the only individual who can reappoint a released volunteer.

SECTION V: Other GSSWT Policies and Procedures A. COUNCIL PUBLICATIONS ADVERTISING (Adopted November 1, 2001) Policy

a. GSSWT reserves the right to reject any advertisement submitted for publication and refuse any advertiser deemed non-supportive of GSUSA’s goals and objectives.

Exclusions include, but are not limited to, businesses selling or promoting firearms, alcohol or drug-related products, or anything determined to be dangerous, unhealthy, in competition with the principles or ideals of Girl Scouting, or in any way not contributing to the best interest of our members. b. GSSWT may recommend changes in, edit or reject advertising copy. c. Neither GSSWT nor GSUSA endorse commercial products, and copy written to imply such is not allowed. Use of written GSUSA emblems, logos or symbols, or similar replicas are not allowed without the expressed written consent of GSSWT and GSUSA. d. The advertiser assumes all liability for advertising content.

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B. ENVIRONMENTAL (Adopted July 12, 1990) Policy

GSSWT, including the board of directors, staff and volunteers, will be responsible for minimizing the environmental impacts (i.e., air, water, land, waste, habitat, and noise) prior to making decisions including, but not limited to:     

council plans and events community group plans and events development and management of facilities and properties operating policies and procedures purchase and use of goods and services

C. COOKIE CREDITS (Adopted June 3, 2015; effective August 1, 2015) Policy

Cookie credits are designed to encourage girls to participate in program events/activities created by the council or GSUSA and to facilitate their growth in the Girl Scout program goals. Cookie credits can be pooled together by the group for group, council, or GSUSA sponsored events and group trips to GSUSA/World Association of Girl Guides and Girl Scouts’ international sites.

Cookie credits will expire December 1 of the year following issuance, but may be extended for an additional year upon written request, if received before expiration date. If expiration date has passed, cookie credits will NOT be extended.

Cookie credits are not transferable to other girls and are not to be used for adult purchases or events. They cannot be exchanged for cash and no change will be given when they are redeemed. If lost, cookie credit certificates will not be reissued, but the credits are held on record by serial number and can still be used. Cookie credits cannot be used as a deposit for program events or camp, but can be used when the balance is paid.

Cookie credits may be used to purchase merchandise in the Girl Scout shops and at the Trading Post at Camp La Jita.

Cookie credits may be used for payment of GSUSA GIRL membership dues.

D. FINANCIAL MANAGEMENT REPORTS—(Revised and Adopted July 8, 1999, Revised June 2009) Policy

Financial Management Reports are used to ensure monies are being utilized appropriately and to evaluate the following: group program, further participation of the group leader in Girl Scouting, and further participation in group money-earning projects and council product programs. Financial Management Reports are due twice a year – December 15 and June 15.

Group leaders, money managers or community managers not in compliance with the Financial Management Report policies and procedures will be released.

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Financial Management Reports Process/Procedure:

Specific guidelines are outlined in Chapter 5 and in Money Manager training.

E. GIRL SCOUT PROPERTIES—(Revised September 6, 2008) Policy

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No hunting is allowed on Girl Scout property.

No illegal drugs on Girl Scout property.

No alcoholic beverages on Girl Scout camp property except for non-Girl Scout events.

Contact Director of Program for all non-Girl Scout Group Camp Property Usage Agreement. o Alcohol may be served at non-Girl Scout events held on council camp properties with the sole permission of the Girl Scouts of Southwest Texas. o GSSWT does not permit alcohol to be displayed or consumed on its camp properties while Girl Scouts are present or during any Girl Scout event.

GSSWT and the Special Event User Group will abide and agree to all terms and conditions as outlined in the Camp Property Usage Policy/Agreement.

(Adopted January 12, 2013)  Alcoholic beverages, exclusive to beer and wine, may be served at the Sally Cheever Girl Scout Leadership Center during special events with community partners, sanctioned by the CEO. F. HIV/AIDS POLICY—(Adopted July 8, 1999) Policy

Girl Scouting welcomes girls between the ages of 5-17, and women and men 18 or older, who accept the Girl Scout Promise and Girl Scout Law, and who pay the annual or lifetime membership dues. These are the only requirements for membership. There is no discrimination on the basis of disability or catastrophic illness.

According to the United States Surgeon General’s Office, Acquired Immune Deficiency Syndrome (AIDS) is transmitted through sexual contact and the exchange of blood and blood products. It is not transmitted through actual contact of the sort that occurs during Girl Scout activities.

AIDS Awareness  Safety Activity Checkpoints (see girlscouts-swtx.org/Safety) explains ways to reduce the risk of transmitting infectious diseases and also contains additional information on AIDS. The San Antonio Chapter of the American Red Cross offers HIV/AIDS education curriculum through their Health Services office.

First-Aiders with Troops/Groups  Each Girl Scout group is strongly encouraged to have a first-aider present at all times and is required to have a first-aider present when camping or engaging in physically demanding activities or other activities involving a potential for injury. The approved first aid curricula address the use of “universal precautions.”

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Universal Precautions  Universal precautions are methods of infection control in which all blood and some body fluids are treated as if known to be infected with Hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV).  Universal precautions should be used when there is a potential exposure from blood, all body fluids contaminated with visible blood, and the following body fluids: pleural (lung), pericardial (heart), synovial (tendon), spinal, amniotic, semen, and vaginal fluid.  Universal precautions are not necessary for exposure to tears, saliva, sweat, nasal secretions, sputum, urine, and feces (unless the person is on precautions for a specific organism-disease/category specific). A pregnant person is not at higher risk than others.

G. RISK MANAGEMENT POLICY—(Adopted June 6, 2002) Policy

GSSWT recognizes that, through its varied activities, there is a substantial exposure from various risks associated with its operations. In order to provide a safe organizational environment for youth, volunteer adults and employees, the council will take responsible and prudent steps to limit the potential organizational liabilities through a program of risk management which includes, but may not be limited to, maintenance of a comprehensive liability insurance program, compliance with all regulatory requirements and organizational standards, continuing education of employed and volunteer personnel, and regularly scheduled review and assessment of the program’s effectiveness.

H. USE OF COUNCIL PROGRAM EQUIPMENT—(Adopted July 12, 1990) Policy

Council program equipment will be used only for council-sponsored events.

Policies and Procedures Standards •

A standard is a desirable established practice or procedure which girls and adults should strive to achieve. It is an established level of quality for measuring the delivery of Girl Scout program to girls; a guide that should be used. Unless otherwise stated, the information contained in Volunteer Essentials is considered a standard to follow when volunteering for GSSWT.

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GSUSA program and camping standards are printed as Safety Activity Checkpoints (see girlscouts-swtx.org/Safety).

Public Relations and Marketing Standards Contact the marketing and communications manager BEFORE contacting any media outlet or personality as it is important that such stories support the brand voice and convey a 173

consistent message. Articles for major daily newspapers and material for television and radio are handled by the Development and Communications department through approved contacts with the media. NOTE: Areas and designated volunteer communities in San Antonio are asked to NOT contact network television stations, major market newspapers (San Antonio Express-News and San Antonio Business Journal) and major market radio stations. Questions about what is considered a major media outlet may be directed to the council's marketing and communications manager. In addition, contact the marketing and communications manager regarding promotion of troop or community events.

If you are contacted by a representative of a major media outlet, be sure to contact GSSWT immediately; a member of the Development and Communications department is always on-hand to provide assistance.

Position Statements A position statement expresses the council’s point of view. It is developed for use within the organization. These include: 1. Every Girl Scout family is asked to contribute to the organization.

2. Each community team is expected to evaluate the work of the community and develop goals on a yearly basis.

3. All campsites and equipment are principally for use by Girl Scouts and their adult volunteers within the Girl Scout organization. Out-of-council Girl Scout groups may use facilities if they are available. Other non-profit groups may use facilities when not in use by Girl Scout groups.

4. All troops/groups must be registered in the community in which they meet. All adults must be registered in the community in which they live. Any and all exceptions may be granted only by the troop support manager, director of volunteer support and services or COO.

Social Media and Website Standards The goal of social networking is to develop a community that can be used to spread our message virally to not only our own members, but to other interested communities. We encourage our members to join GSSWT’s social networking efforts—through Facebook, Twitter, YouTube and the council blog—and use those mediums to professionally and responsibly spread the Girl Scout message.

Below are a few guidelines to follow when participating in social media: 1. Tell the truth. No explanation needed.

2. Have a purpose. Like everything else in life, reaching your goals is a lot easier when you have some clue what you’re trying to accomplish.

3. Add value. Bottom line: say something helpful, witty, or informative. The world doesn’t need to know what you ate for breakfast this morning.

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4. Be authentic. This is not the place to develop an alter-ego. Let people know who you really are and what you do.

5. Speak for yourself. We know your opinions may not always be the same as the council’s. And that’s cool. Just make sure that your presence in the social media world is in the first person—lots of “I” and not much “we.”

6. Play nice. Respect people. Don’t be mean. Don’t call people names. Don’t use racial slurs. Don’t use foul language.

7. Respect copyright and fair use. Don’t use people’s stuff without giving them credit (and don’t post stuff you’re not allowed to use). That’s just tacky. And in some cases, it also happens to be illegal.

8. If it’s confidential, keep it that way. You don’t like people sharing your personal business without your permission. So if somebody has told you that information is confidential, keep it that way.

9. Be social. Don’t be in a one-way social media relationship. If people comment on your blog, respond nicely to their comments. It’s called “social” media for a reason.

10. Use common sense. We trust you to use your common sense. Think of social media as a giant world-wide billboard. What you post can be seen by anyone—your boss, your co-workers and your mom. You don’t need a poorly chosen tweet to wreck havoc on the council or your life.

Creating a Troop/Group Web Page/Social Media A community or troop/group may create their own website to facilitate communication among members. GSSWT does not monitor nor maintain these websites. GSSWT is not responsible for the content of these websites.

GSSWT encourages groups to use Rallyhood (http://hello.rallyhood.com/) to facilitate communication among members and discourages the use of public social media sites (i.e., Facebook, Twitter, etc.) for troop/group or community promotion. Any “closed” or “private” social media site established to conduct Girl Scout business at the community or troop/group level should be accessible to the group’s staff liaison. Before creating your group website or social media page, be sure to review the “Computer/Online Use: Safety Activity Checkpoints” (see girlscouts-swtx.org/Safety). It is also recommended that group websites/social media be reviewed by the Troop Support department.

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APPENDIX D: Governance Purpose The purpose of the council is to carry out the purposes of the Girl Scouts of the USA, which are:  to promote the qualities of truth, loyalty, helpfulness, friendliness, courtesy, purity, kindness, obedience, cheerfulness, thriftiness, and kindred virtues among girls, as a preparation for their responsibilities in home and for service to the community;  to direct and coordinate the Girl Scout Movement in the United States and territories and possessions of the United States; and  to fix and maintain standards for the movement that will inspire the rising generation with the highest ideals of character, patriotism, conduct and attainment.

Elected National Council Delegates The elected members of the council shall be members of the Girl Scout Movement, fourteen years of age and older, registered through the council, and:  Vacancies shall be filled in accordance to the bylaws as stated in Article VI section 6.1 Board of Directors Powers, Responsibilities and Accountabilities The corporate and business affairs of the council shall be managed under the direction of the board of directors, except as may be otherwise provided in the bylaws or the Certificate of Formation. The board of directors is accountable: to the elected members for managing the affairs of the council; to the board of directors of GSUSA for compliance with the charter requirements; to the State of Texas for adhering to Texas corporate law; and to the federal government in matter relating to legislation affecting non-profit and non-stock organizations.

Composition of Board of Directors The board of directors shall consist of the elected officers of the council and at least fifteen but not more than twenty-five members-at-large. In addition, there may be two registered girl members (age fourteen or older), ex officio (without vote), of the board of directors selected by each regional area who shall serve a term of one year each.

Girl Scouts of Southwest Texas Volunteer Advisory Steering Committee (VASC) The chair of the board shall ensure that a committee or system is established and maintained for facilitating strategic, policy and operational input from volunteers, and the chair shall appoint a board member to serve as a liaison for strategic and policy issues arising therefrom VASC is responsible for providing recommendations to the chair of members-at-large on the board of directors to serve as liaisons for specific geographic regions in the council between volunteers in such region and the board for strategic and policy issues. The selected liaisons are required to meet no less than annually in person with volunteers in the specific geographic region to which they are assigned. Volunteers shall be able to directly contact the chair regarding the performance of the liaison.

Mission Statement: VASC acts as the core of the volunteer led structure being the voice of the volunteers, advisors to all operational committees, and creates a transparent environment between the work of the council and its members.

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The Volunteer Advisory Steering Committee (VASC), established in 2010, is a Girl Scouts of Southwest Texas committee of volunteers who work in partnership with GSSWT staff.

VASC is comprised of operational volunteers and staff members.  The VASC chair is appointed by the board chair for a two-year term and is eligible for consecutive two-year terms not to exceed six years. The chair conducts VASC meetings, provides input and support of a comprehensive model of volunteerism, supports and ensures that the committee’s work supports the delivery of girl program through all pathways, and directs the work of VASC in accordance with council goals, objectives and strategic plan.  The VASC team members are appointed by the VASC chair for one-year term. Team members provide input and support of a comprehensive model of volunteerism, assist with communication and conflict resolution, and work with function liaisons.  The VASC function liaisons are appointed by the VASC chair for a one-year term.

Function liaisons work in partnership with staff liaisons to provide support and input to council committees and task groups, support a comprehensive model of volunteerism, work with committees and task groups to support their missions and report committee/task group information back to VASC.  VASC staff liaisons are assigned by council to work with volunteer committee members to provide support to a comprehensive model of volunteerism and communicate VASC advice and recommendations to the staff.

Volunteer Advisory Steering Committee (VASC)

How can you connect with VASC? Tell us! If you feel there is a way for volunteers to improve the girl leadership experience for girls, tell us! A way to make volunteering more effective? Tell us! A way to improve the volunteer experience? A new program idea? Tell us!

To connect with VASC members, click on the “Tell Us” button at www.girlscoutsswtx.org. You will find the “Tell Us” button throughout the GSSWT web site in the “stay connected” area. We look forward to serving you with continued communication.

If you are interested in becoming a member of VASC, please contact VASC through the “Tell US” button and a VASC member will contact you.

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VASC History: In 2010 upon the establishment of VASC, appointed members began by researching the functions and purpose of all committees and task groups to gain a better understanding of council and volunteer needs. They then evaluated how committees could work to communicate more effectively to accomplish overall council goals.

After the research, VASC appointed a volunteer from the committee to work in partnership with a staff liaison to the committees in each function (Girl Leadership Experience, Administration, Membership & Community Development, Funding/Communication and Volunteerism). The partnerships work together to develop a stronger volunteer voice in the council and get feedback from members.

In 2012, VASC conducted nine (9) Community Conversations throughout the council’s 21county area. After conversations with many volunteers, VASC developed regional positions that could help bridge communication with designated volunteer communities and help fill the gaps in unfilled volunteer positions.

VASC meets monthly to discuss concerns, ideas, and comments brought to their attention from current members through committees and direct contact.

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APPENDIX E: Volunteer Systems & eBiz Girl Scouts of Southwest Texas is joining Girl Scouts of the USA and councils across the nation in the Customer Engagement Initiative (CEI) – a new way of engaging and communicating with our amazing volunteers, caregivers and girls. It consists of three online tools: a refreshed website, Volunteer Systems (an all-new membership registration system), and a groundbreaking Volunteer Toolkit.

Volunteer Systems (VS) provides easy-to-access membership registration services for existing and new members. The Volunteer Toolkit (VTK) is a digital resource designed to make it dramatically easier for K–5 co-leaders to manage troops, prepare for and lead meetings, as well as communicate with parents and caregivers. At this time, multi-level troops can utilize the Volunteer Toolkit. Meeting curriculum for grade 6-12 will be available at a later date, determined by GSUSA. As of June 24, 2016, we have moved online membership registration from eBiz to a new and improved membership registration system (Volunteer Systems). You are still able to register for all events, programs, trainings and resident camp through eBiz.

What is Volunteer Systems?

Volunteer Systems is behind-the-scenes technology that makes it easier and quicker for you, our member, to join Girl Scouts, serve as a volunteer, get up-to-date information and so much more.

Volunteer Systems: Girl Scout Member Community In July 2016, current members received an email invitation to claim their account in the Girl Scout Member Community. If you manage accounts for other members of your family, you’ll have access to their accounts by claiming your own. The Girl Scout Member Community provides easy-to-access services, and this is the place that you manage your personal profile and membership status.

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Troop Renewal allows Direct Primary volunteers (i.e. co-leaders) to renew up to 100 girls and adult members in a single transaction throughout the year via the Troops tab.

Furthermore, a Direct Primary may renew members in their troop year-round starting in the spring (generally around April) for Early Renewal up to the end of the next membership year.

For example, if spring renewal opens on 4/1/2016 for the 2017 Member Year, the Direct Primary can renew members in their troop until 9/30/2017. Although co-leaders cannot register new members online, they can manage their troops by adding current girl and adult members to their roster, and editing and updating troop meeting information and so much more via the Troops tab. It is highly recommended that co-leaders not re-register the girls in the troop. Caregivers are encouraged to use family renewal. Co-leaders cannot renew a girl through troop renewal if scholarship is needed. Only the Primary Household Contact of that family (i.e. mom, dad or guardian) can apply for scholarship on their profile.

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Family Renewal allows the Primary Household Contact to renew their entire family in a single transaction. The Primary Household Contact can renew their household yearround once early renewal opens in April, as well as manage their family profiles, membership information, add girl/adult roles and more. As early renewal will be available along with the current year membership, please be sure to click the correct membership year. Memberships cannot be transferred from year to year or refunded.

Individual Renewal can take place in the Membership tab by the caregiver as they will be the Primary Household Contact for the girl.

CEI FAQs Customer Engagement Initiative (CEI) 1. What is the Customer Engagement Initiative?

Girl Scouts of Southwest Texas is joining with Girl Scouts of the USA and councils across the nation in the Customer Engagement Initiative – a new way of engaging and communicating with our amazing volunteers, caregivers and girls. This exciting initiative consists of three online tools: a refreshed website, an all-new membership registration system and Girl Scout Member Community, and a groundbreaking Volunteer Toolkit.

2. Why is GSSWT implementing the Customer Engagement Initiative?

During our National Strategic Learning process, the need to expand our capacity to support girls and families – both new and existing – was evident. Girl Scouts of the USA has invested in new tools and technology for councils, designed to improve the adult and girl experience and keep members at the center of our process. The new tools result in:  A faster and easier joining (and renewal!) experience for girls and adult volunteers. The process of becoming a volunteer – from signing up to being appointed to a troop – can take as little as one week instead of four to six weeks!  A simplified volunteer experience, with planning and administrative tasks taking less than half the time as before (from 200 hours per year to fewer than 100) so volunteers can focus on the fun of working with girls!

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

More communication from Girl Scouts to ensure families and volunteers are having a great experience and the support they need.

3. Why is a refreshed website necessary?

Our refreshed website, launched in November 2015, brings a fresh new look, consistent with the Girl Scout brand and aligned with other councils across the country. In addition to the resources you count on, the site now features an enhanced searchable event list and month-by-month calendar, a searchable form library, and consistent program content supplied by GSUSA. The site also features responsive design, which means you’ll get a great experience whether you access it from your computer, tablet or smartphone.

4. What are the benefits of the new membership registration system?

From joining and getting oriented, to managing a troop and girl membership – our online experience will be easier, faster, more manageable and more enjoyable. Parents and caregivers will be regularly informed of their girl’s status in the joining process, and staff will regularly communicate with volunteers and parents/caregivers throughout the year. Once a member has joined, she/he will be able to manage her/his membership through Volunteer Systems, (the Girl Scout Member Community).

5. What is the Girl Scout Member Community?

The Girl Scout Member Community, also known as Volunteer Systems, provides easy-to-access services, and is the place that you manage your personal profile and membership status.

6. I’m a current member. How do I access the Girl Scout Member Community?

In July 2016, current members received an email invitation to claim their account in the Girl Scout Member Community. If you manage accounts for other members of your family, you’ll have access to their accounts by claiming your own. For help, email customercare@girlscouts-swtx.org.

7. Do I also register for events, training and camp through the Girl Scout Member Community?

No, for the time being you will continue to maintain your eBiz account for event, training and camp program registration. To simplify your login experience, you may use the same username and password for both eBiz (Personify) and Volunteer Systems (the Girl Scout Member Community).

8. I’m a troop volunteer. How does the Customer Engagement Initiative affect me?

Girl Scout volunteers should have received an email in the Summer of 2016 with details regarding troop management and exciting information about the Volunteer Toolkit, a digital resource designed to make it dramatically easier for you to manage your troop, prepare for and lead meetings, and connect with other volunteers.

9. What is the Volunteer Toolkit?

The Volunteer Toolkit will make it easier for volunteers to manage their troops, prepare for and lead meetings, and connect with other volunteers. Leaders will have access to important resources to deliver the Girl Scout Leadership Experience. More information about this exciting new resource is available under the Volunteers tab at girlscoutsswtx.org.

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10. When will the new system and tools be available?

Volunteer Systems (Girl Scout Member Community) is available for all members now and The Volunteer Toolkit may be accessed by all K-5 troops. Simply click on the “MyGS” link on the top right at girlscouts-swtx.org.

11. How can I stay informed about the Customer Engagement Initiative?

The CEI website page will periodically receive updates from GSSWT, so be sure to check our site for new information or sign up for our newsletter through our member community.

Opportunity Catalog FAQs 1. What is the Opportunity Catalog?

The Opportunity Catalog is an online listing of available troops. The catalog makes it easy for new and returning members to find a troop that best fits their needs and makes Girl Scouts accessible to everyone!

2. When will I be able to view the Opportunity Catalog?

This catalog is available to search now and list troop options for the 2016-2017 year.

3. How does the Opportunity Catalog work?    

Co-Leaders should update their troop information by logging into MyGS, selecting the Troops tab, and clicking on the View/Edit Troop Information link.

You will tell us how many available spaces you have in your troop by updating the Desired Total Number of Girls field. Please note: your desired total number of girls must be greater than the number of active girls on your troop roster.

Once updated, girls and potential volunteers will be able to select your troop from the Opportunity Catalog. Your troop will be displayed in the catalog until the desired number of girls is reached.

When a new girl or volunteer joins your troop, you’ll get an email notification. Please reach out as soon as possible to welcome the new member to your troop and provide them with any important information for getting started.

4. How do I find a troop for my daughter?

Search the Opportunity Catalog by zip code and/or troop number to find troop opportunities for girls and volunteers. Be sure to increase the radius search to at least 5 miles to view more options.

5. What information will my listing in the Opportunity Catalog include?

Since girls and volunteers will be looking for opportunities in their areas, it will list the schedule (Meeting Day, Meeting Frequency and Meeting Start Time) and the approximate location of your 183

troop meetings, as well as your troop number and troop level. If you meet at a person’s house or other private location, you may choose to identify a nearby intersection or landmark. The exact address of your meeting location is never displayed.

6. Are there troop size requirements?

The minimum default troop size in our system is 12 girls to provide a diverse, enriching experience for girls. Co-leaders can choose to include more girls in their troop but this is entirely up to their comfort level and ability to lead the troop size effectively. Depending on the grade level, troops larger than 12 girls may require additional adult volunteers. If your troop is unable to meet the minimum number of girls due to special circumstances, please email customercare@girlscouts-swtx.org 7. How do I request a different troop size?

Opening your troop to new members is a great way to embody the Girl Scout spirit! If you would like to request a different troop size, please update the Desired Total Number of Girls field by clicking on the View/Edit Troop Information link on the Troops tab of your MyGS Member Profile, or email customercare@girlscouts-swtx.org to discuss options.

8. How can a girl join my troop?

Make sure that you update your troop information in MyGS and that your desired number of girls is greater than the number of active girls on your troop roster. Once your troop is posted in the Opportunity Catalog, her parent can go online to add her to your troop. Once your troop is full, your troop will no longer appear in the catalog. You can also add a girl or an adult through the Add a Member link at the bottom of the Troops tab in your MyGS Member Profile.

9. What if I don’t know the new girl who joined our troop online?

This is perhaps the best part of being a Girl Scout – making new friends!

Since the system is location-based, we expect that most parents will enroll their daughter near the area she lives or school that she attends. Because parents will select troops whose meeting dates and times fit their schedules, our hope is that more parents will also choose to volunteer. For new volunteers who are not parents, they will have already gone through the background screening process.

The automated email will prompt the leader to reach out and welcome the new Girl Scout to the troop. This connection is really important because it serves as a warm welcome and it’s an opportunity to share important next steps, including troop meeting dates, times and location.

Please email customercare@girlscouts-swtx.org if you have specific concerns.

10. How long does it take for my troop information to be updated in the catalog?

Meeting Day, Meeting Frequency and Start Time are updated as soon as you hit save. The remainder of the troop information is sent to council for review and we manually update these fields within one week. We may make minor revisions to your information based on our

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requirements. For example: we have standards for the Meeting Location Name to ensure consistency across all troops.

11. Our troop has certain requirements. What if the new girl can’t meet them?

When a new member joins your troop, take it as an opportunity for everyone to decide if it will be a good fit. Please explain any requirements you may have – for example: all parents must take a volunteer role. Please email customercare@girlscouts-swtx.org if you have concerns that your troop will not be the right fit for any reason.

12. What if the new girl doesn’t attend meetings, or her parent never responds to my welcome email?

Please email customercare@girlscouts-swtx.org so we can connect with the member. There may have been a miscommunication, or we may find another troop for the girl so that we can open up that spot in your troop for another girl.

13. What if I have an opening mid-year, or I need to make changes to my meeting information?

You can update your Troop Meeting Information at any time through your online MyGS profile!

Please update it anytime you have changes to your meeting location or troop availability.

14. What if I have enough girls in my troop but I need more volunteers?

Your troop can be open in the Volunteer Opportunity Catalog without being listed in the girl catalog. Each troop has the following associated roles: co-leader, troop money manager, troop nut manager, troop cookie manager and troop helper. Once the positions are filled, they will no longer appear in the catalog. The troop helper roles are defaulted to 20 positions so every parent can take a role in helping out. Email customercare@girlscouts-swtx.org if you would like to open up a volunteer role or if you have any questions!

15. Can a troop opt out of the Opportunity Catalog?

The short answer is no. All girls and volunteers join online through the Opportunity Catalog, and so it works best when all vacancies are on display.

We understand there may be concerns about the new process. Our goal is to help address any concerns you may have during this transition, so let us know more about what you think and we can talk with you about it. Contact us at customercare@girlscouts-swtx.org and they will connect you with a subject matter expert.

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16. What if I submit my information for the Opportunity Catalog and some of my girls do not renew by September 30?

If all of your existing members do not renew by September 30 of each year, their spots will be opened up to anyone looking for a troop in your area. For example: if you currently have 9 girls and you open your troop up for a total of 12 girls, but only 8 girls renew for the next membership year, 4 available spots will be listed for your troop starting October 1. If a girl renews after September 30, she can still renew into your troop, but there is a possibility that your troop will be above the desired number of girls.

eBiz eBiz is still here for your online event registration needs! In Summer 2016, GSSWT launched Volunteer Systems (Girl Scout Membership Community) for online membership registration and troop/family management. Unlike its predecessor (eBiz), Volunteer Systems only offers membership/troop management capabilities at this time. GSSWT opted to keep eBiz as the platform for event registration. All eBiz credentials for login will remain the same.

What is eBiz ? eBusiness (eBiz) is an online tool that allows individuals, caregivers and volunteers to take advantage of registration via the web. eBiz was developed by GSUSA for Girl Scout members and their families to register online for events and adult learning opportunities.

eBiz Online Registration Activity registration is available to both the parent/guardian 1 and co-leaders. Family managers can register the members of their family and co-leader can register the members of their troop for any council sponsored activity available online. Additionally, outstanding balances owed for activities can be paid using the online portal. The activity landing page also provides information regarding space availability, close dates, balance owed dates and other pre-requisites defined by the activity, if any.

Please note that events which require a deposit are not accessible to co-leaders for troop registration; a Program/Event registration form is required in such cases. While the majority of our events are for members only, there are several events that are tailored for the family/community. In such instances, registration is accessible to everyone regardless of membership affiliation. It is highly recommended that if an event requires membership participation, then a membership purchase must be made via Volunteer Systems FIRST. GSUSA recommends that the event registration occur the following day as the two platforms (Volunteer Systems and Personify) communicate nightly. Hence, your membership eligibility criteria will be fulfilled and event registration can continue.

Adult membership and activity registration should not be paid with troop or girl monies.

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Registering for Adult Learning/Training, Girl Activities, and Camp is very easy using the eBiz online activity registration! Go to www.girlscouts-swtx.org and follow the links for a smooth and quick way to complete registration!

To register online for adult learning, girl activities or camp: Go to www.girlscoutsswtx.org and click on eBiz

If you already have an account, enter your Username and Password. If you have forgotten your logins, click on the links next to each one. Do not create a new account if you have already opened one.

If you are brand new to eBiz, click on New Online Account.

Once you have signed in, click on the Activities tab then click on the type of activity you are wanting to register. You can refine your results by clicking on the categories on the left.

Be sure to check out the featured activities on the right of the screen!

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To find out additional information about an activity, just click on the green subject title.

Once you find the activity (girl program, adult learning or camp), the registration process is very simple. Just click on Register Now and make your payment!

If you have any questions or need assistance, please email customercare@girlscoutsswtx.org and they will help you or connect you with the right staff person to help you complete this quick and easy process!

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eBiz FAQs 1. What payment methods are accepted in eBiz? Credit and debit cards are accepted.

If you want to pay for an event with a check, cash, cookie credits, nutbucks or scholarship, you must continue to use a paper registration form.

2. Is a separate eBiz login required for each person in the family? No, only one adult over the age of 18 will have access to manage registration for their family. This person will serve as the Family Manager.

3. What is a Family Manager? eBiz is a family-based registration system, allowing one parent/guardian to manage the entire family account, hence this person is called the Family Manager.

4. What are the benefits on online event registration? It’s fast, easy, convenient-and green! It also provides real time event availability. Gone are the days of calling the office to inquire about spaces in an event. You can log into eBiz and find out on your own.

5. Is eBiz online event registration available in Spanish? Spanish online event registration is not available at this time. A paper registration form in Spanish may be used and is online under the Forms section at girlscouts-swtx.org.

6. What happens if I am getting an error message and I can’t proceed with my registration? In the event that you experience difficulties with eBiz, please email customercare@girlscouts-swtx.org. Customer care specialists will create a ticket to have a member of the data team resolve your issue.

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Glossary A: Girl Scout Ambassador (grades 11-12)

badge: an earned award for all grade levels indicating increased knowledge and skill in a particular subject

ARC: American Red Cross AHA: American Heart Association

Blue Book: the GSUSA publication that includes the national constitution, by-laws, policies and credential information

B, BR: Girl Scout Brownie (grades 2-3) C, CD: Girl Scout Cadette (grades 6-8)

board of directors: policy-making body of the Girl Scout council makes decisions on budget, longrange plans and council goals

CBC: Criminal Background Check CIT: Counselor-in-Training

bridging: to advance or move from one program grade level of Girl Scouting to the next (i.e., Girl Scout Brownies to Girl Scout Juniors)

CIT II: Counselor-in-Training II CPA: Council Performance Assessment CPR: Cardiopulmonary Resuscitation

bridging award: the earned award (patch) girls receive for completing specific activities before bridging to the next level; earning the bridging award is optional; a girl still “bridges” to the next level even if she chooses not to earn the award

D, DA: Girl Scout Daisy (grades K-1) FA: First Aid GS: Girl Scout

bridging ceremony: a ceremony in which a girl progresses from one Girl Scout grade level to the next; girls at all grade levels enjoy a bridging ceremony including Girl Scout Ambassadors bridging to Girl Scout adults

GSLE: Girl Scout Leadership Experience GSSWT: Girl Scouts of Southwest Texas GSUSA: Girl Scouts of the United States of America

bridging steps: a term referring to the activities girls are required to complete to earn the bridging award; bridging steps are located in each Girl’s Guide to Girl Scouting and are designed to introduce girls to the excitement of what lies ahead at the next level

J, JR: Girl Scout Junior (grades 4-5) JLWFF: Juliette Low World Friendship Fund LIA: Leader-in-Action NES: National Equipment Services PA: Program Aide

Bronze Award, Girl Scout Bronze Award: the highest award that can be achieved by a Girl Scout Junior

S, SR: Girl Scout Senior (grades 9-10) WAGGGS: World Association of Girl Guides and Girl Scouts

Brownie: registered girl member in grades 2-3; see Girl Scout Brownie Brownie ring: form of group government in which Girl Scout Brownies gather and share in the planning, problem-solving and decision-making of the group

adult/girl ratio: Safety Activity Checkpoints (see girlscouts-swtx.org/Safety) ratios are stated on the chart on page 23 advisor: adult who works with a Girl Scout Cadette, Senior or Ambassador troop/group.

Brownie story: traditional Girl Scout fable found in the Brownie Girl’s Guide to Girl Scouting on how Brownies received their name

Ambassador: registered girl member in grades 1112; see Girl Scout Ambassador

buddy system: safety practice in which two girls partner to keep watch over each other

Baden-Powell, Lord and Lady: Robert BadenPowell (pronounced pole) founded Boy Scouting and was instrumental in developing the program for girls; Olave, his wife, was World Chief Guide of Girl Guides and Girl Scouts; also called “Lord and Lady B.P.”

Cadette: registered girl member in grades 6-8; see Girl Scout Cadette check-in: opportunity to share, within a group, answers to questions such as, “How are you doing?”

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Chief Executive Officer: professional hired by the board of directors to administer total operations of the council; provides advice and assistance to the board of directors

council: group of local adults, organized for the purpose of developing, managing, and maintaining Girl Scouting within a defined jurisdiction, under a charter issued by Girl Scouts of the USA; see Girl Scout council

coach: a learning support team specialist in a oneon-one environment

council facilitator/trainer: a volunteer who provides training to Girl Scout adults (see facilitator)

color guard: term referring to girls participating in a flag ceremony

council office: see leadership center

community: designated grouping of troops in a geographical area; community is governed by a group of volunteers known as the community team under the direction of a community chair, who is also a volunteer; the community provides for the needs of adult volunteers in its area as well as providing Girl Scout program and events to its girl membership

council board chair: the volunteer chief corporate officer of the Girl Scout council; presides over meetings of council and board of directors counselor (camp): a staff member in a Girl Scout resident or day camp counselor-in-training (CIT): a Girl Scout teen who is taking training to learn camp counselor skills in outdoor group leadership

community service: service performed to improve quality of life for others without regard for personal reward

court of awards: a ceremony or occasion, planned by girls together with the group volunteer, at which the girls receive badges, insignia, etc., can be held anytime, and as often as girls and adults wish

Community Chair: volunteer administrator of the community (geographic area); responsible for maintaining and extending Girl Scouting in designated area; works directly with community team and Volunteer Support staff department to provide support and guidance to leaders and adult volunteers in assigned geographic area

Daisy: nickname of Juliette Gordon Low, the founder of Girl Scouting in the USA; also the title used to refer to a girl member in grades K-1, see Girl Scout Daisy Daisy circle/ring: a form of group government that encourages girls to share ideas, listen to one another, and help make group decisions

Customer Care: the “hub” of daily operations relating to girls, volunteers and staff; a multitasking, cross-functional department located at the Sally Cheever Girl Scout Leadership Center with staff focused on a customer service goal to provide 100 percent satisfaction and assist all customers who come through the doors or call or email into the center; directs all inquiries to subject matter experts

Daisy petals: a non-competitive patch program for girls in the Girl Scout Daisy grade level; includes a Promise Center representing the Girl Scout Promise and 10 petals, each representing a part of the Girl Scout Law day camp: daytime camping and program activities on a site staffed by volunteer adults and approved by the Girl Scout council; generally lasts a period of three to five days; girls return home each afternoon

connect: girls care about, inspire, and team with others locally and globally; one of the three leadership keys in Girl Scouting consultant: adult whose knowledge and experience can aid Girl Scouts

destinations: trips and events arranged specifically for Girl Scout teens; may be local, national, or international

contemporary issues: see sensitive issues cookie credits: an optional award chosen by a girl who has participated in the cookie program; cookie credits may be used to purchase items in the Girl Scout Shop or help defray the cost of Girl Scout camping, traveling and/or program events

Digital Cookie: offers girls the chance to sell cookies both online and in-person; gives girls 21st century entrepreneurial skills that they can use beyond the cookie business discover: girls understand themselves and their values and use their knowledge and skills to explore the world; one of the three leadership keys in Girl Scouting

cookie program: a product program in which Girl Scouts (all grade levels) take orders and deliver cookies cooperative: all members of a group work together toward a common goal which can only be accomplished with the help of others; one of the three processes integral to a high-quality Girl Scout experience

dunking bag: a porous bag large enough to hold dishes or a mess kit; washed dishes are placed in it and “dunked” into hot water to sterilize them; used mainly for camping 191

earned awards: official recognitions in the form of badges, patches, and pins presented to girls after meeting certain requirements; these awards are detailed in publications from GSUSA

passing a gentle squeeze to her neighbor’s hand; neighbor passes the squeeze to the next participant, and so on until the squeeze has passed all the way around the circle

eBiz: online tool to register via web

fun patch: non-official recognition/emblem signifying participation in Girl Scout activities

extended trip: any trip of three nights or more away from the regular meeting place; girls must be at least 11 years of age to participate in a national extended trip and 14 years or older to participate in an international extended trip

Girl Guides: original term used for Girl Scouts; still used in many countries girl led: girls play an active role in the planning and implementation of activities, while adults provide age-appropriate guidance, ensuring that planning, organization, set-up, and evaluation of all activities are done jointly with girls; one of the three processes integral to a high-quality Girl Scout experience

facilitator/trainer: volunteer who is skilled in helping adults learn fall product program: a voluntary fundraiser offered in the fall to help troops/groups earn start-up funds

Girl Scout adult: a member, at least 18 years of age, who subscribes to the principles of the Girl Scout Movement and registers with GSUSA

first-aider (level 1): the presence of a first-aider (level 1) is required for most troop/group activities; the course required to be a first-aider (level 1) is one that offers standard first aid and CPR, preferably with a focus on children; Safety Activity Checkpoints state clearly when a first-aider (level 1) is needed; all troops/groups should have a certified first-aider for all activities occurring away from the regular troop/group meeting place

Girl Scout Ambassador: registered girl member in grades 11-12; Girl Scout Ambassadors participate in program which includes earned awards, the Girl Scout Gold Award, leadership journeys, etc.

Girl Scout birthday: March 12; marks the day of the first meeting of Girl Scouts in the USA in 1912 Girl Scout Brownie: registered girl member in grades 2–3; Girl Scout Brownies participate in program which includes earned awards, leadership journeys, etc.

first-aider (level 2): The presence of a first-aider (level 2) is required at any camp activity with more than 200 participants; some additional activities require a firstaider (level 2); the Safety Activity Checkpoints state clearly whether a first-aider (level 2) is needed; firstaiders (level 2) pass the same course as first-aiders (level 1), and also have emergency response/first response, sports safety, wilderness first aid, and/or advanced first aid and CPR training; GSSWT does not facilitate this course but volunteers can receive training through the American Red Cross or American Heart Association

Girl Scout Cadette: registered girl member in grades 6-8; Girl Scout Cadettes participate in program which includes earned awards, LiA award, Program Aide Pin, the Girl Scout Silver Award, leadership journeys, etc.

Girl Scout council: a corporation, chartered by GSUSA, responsible for developing, managing, and maintaining Girl Scouting within a defined jurisdiction; our council’s name is Girl Scouts of Southwest Texas (GSSWT) Girl Scout Daisy: a registered girl member in grades K-1; Girl Scout Daisies participate in program which includes Daisy Petals, leadership journeys, etc.

flag ceremony: a ceremonial gathering of formal or informal nature that expresses respect for our flag and country

Girl Scout handshake: formal way of greeting other Girl Scouts or Girl Guides; shake left hands while giving the Girl Scout sign with the right hand

friendship circle: traditional gathering of girls and adults to form a circle; each participant crosses her hands in front of her, right over left, taking the hands of the person on each side; at designated time, participants lift and turn under right arm to break the circle; may be used as an opening or closing of a ceremony or event

Girl Scout Junior: registered girl member in grades 4-5; Girl Scout Juniors participate in program which includes earned awards, the Girl Scout Bronze Award, leadership journeys, etc.

Girl Scout Law: code of honor by which all Girl Scouts try to live

friendship squeeze: a traditional activity done while in the friendship circle; leader will start by 192

Girl Scout Leadership Experience: the engine for everything girls do in Girl Scouting; the experience identifies all the elements that need to be in place for Girl Scouting to achieve its mission: Girl Scouting builds girls of courage, confidence and character, who make the world a better place; when Discover, Connect, and Take Action activities are Girl-Led and involve Learning by Doing, and Cooperative Learning, girls achieve the desired and expected short-term leadership outcomes, ultimately resulting in Girl Scouting achieving its mission

Girl Scout Week: celebrated each year during the week of March 12, the anniversary of the first Girl Scout troop meeting in the United States Girl Scouts of Southwest Texas (GSSWT): our local Girl Scout nonprofit corporation, chartered by GSUSA to direct and coordinate the Girl Scout Movement in the 21-county jurisdiction of Atascosa, Bandera, Bexar, Comal, Dimmit, Edwards, Frio, Gonzales, Guadalupe, Karnes, Kendall, Kerr, Kimble, Kinney, Maverick, Medina, Real, Uvalde, Val Verde, Wilson and Zavala counties Girl Scouts of the USA (GSUSA): located in New York, the non profit corporation chartered by the U.S. Congress to direct and coordinate the Girl Scout Movement in the USA

Girl Scout merchandise: equipment and merchandise sales department of GSUSA; annual catalog is published online listing uniforms, books, camping equipment, etc., for purchase

Gold Award, Girl Scout Gold Award: highest award that girls can earn in Girl Scouting; may be earned by girls in grades 9-12

Girl Scout Mission: Girl Scouts builds girls of courage, confidence and character, who make the world a better place

insignia: Girl Scout official emblems, pins, patches, badges, or other official forms of recognition that are worn on the uniform by registered members of the Girl Scout Movement

Girl Scout Movement: A voluntary movement dedicated to the purpose of inspiring girls with the highest ideals of character, conduct, patriotism and service so that they may become happy and resourceful citizens

investiture ceremony: special ceremony where new members, girls and adults, are officially welcomed into Girl Scouting for the first time; new members recite the Girl Scout Promise, agree to live by the Girl Scout Law, and receive the appropriate grade-level pin; occurs one time in a person’s life, thereafter, members are rededicated into Girl Scouting; investiture and rededication ceremony can be held at the same time

Girl Scouts’ Own: non-religious, inspirational, girlplanned ceremony or gathering where girls have an opportunity to express their feelings about a Girl Scout event, activity, etc.; usually centered around a theme such as nature, patriotism, friendship, peace, etc.

Girl Scout processes: encompasses the Girl-Led, Cooperative Learning, and Learning by Doing components of the Girl Scout Leadership Experience; used together, these processes contribute to the fun and belonging girls seek in Girl Scouting and make it possible for girls to achieve the intended leadership outcomes Girl Scout Promise: pledge made by each girl and adult to try to live up to the ideals of Girl Scouting

journey book: a book used to engage girls at each grade level in exploring the three keys to leadership, earning awards, experiencing Girl Scout history and tradition, and having fun adventures and challenges; journeys are planned purposefully toward specific leadership outcomes; accompanying “how to” guide for adult volunteers is available for each journey

Girl Scout Senior: registered girl member in grades 9-10; Girl Scout Seniors participate in program which includes earned awards, the Girl Scout Gold Award, leadership journeys, etc.

Juliette Gordon Low (Daisy): founder of the Girl Scout Movement in the U.S. in 1912; born October 31, 1860 in Savannah, Georgia; died January 12, 1927 of breast cancer

Girl Scout Shop: retail shop located at the leadership centers in which official Girl Scout uniforms, insignia and awards, equipment, accessories, and publications can be purchased

Juliette Low World Friendship Fund: voluntary fund to which Girl Scouts throughout the USA contribute; funds are used to build friendship and understanding through Girl Guiding and Girl Scouting by sponsoring international exchange projects and other activities

Girl Scout sign: made by raising the right hand shoulder high, palm forward, three fingers extended, the thumb holding down the little finger; always used when the Promise is recited and may be used as a greeting, with or without the handshake, between Girl Scouts and Girl Guides

Junior: registered girl member in grades 4-5; see Girl Scout Junior kaper: temporary job or responsibility assigned to girls in a group/troop or at camp 193

kaper chart: chart showing the job or assignment for each girl; great way of rotating job responsibilities so all girls share equally in tasks

permission slip: form providing written parental consent for each girl wishing to participate in an activity held away from her regularly scheduled meeting place and time; adult in charge must keep the signed permission slip in her possession during the activity

leader: adult member who meets regularly with a group of Girl Scout Daisy, Brownie, or Junior grade level girls to help them achieve the purpose of Girl Scouting; group leader for teens is called an advisor

pluralism: existence within a society of groups that differ ethnically, culturally, etc.; allows development of common tradition, while preserving the right of each group to maintain their cultural heritage

Leader-in-Action (LIA): award earned by Cadettes by assisting a Brownie troop/group on any national leadership journey; requirements can be found in the Brownie How to Leaders Guide

policy: required course of action established and approved by the board of directors

leadership center: term referring to the Sally Cheever Girl Scout Leadership Center, the main business office of Girl Scouts of Southwest Texas located at 811 N. Coker Loop and service center, council office or main headquarters. May also refer to the West Side Girl Scout Leadership Center located at 5622 W. César Chávez

Program Aide (PA): Cadette who has earned one LIA Award, has completed council-designed leadership course training and worked directly with younger girls through six activity sessions Promise Center: the center or round part of the petal recognition system developed for Girl Scout Daisies; symbolizes girls’ understanding of Girl Scout Promise

leadership keys: term encompassing the Discover (self and values), Connect (others), and Take Action (improving the world) components of the Girl Scout Leadership Experience; in Girl Scouting, the definition of leadership is: Discover+Connect+Take Action=Leadership; the three keys to leadership replace the four program goals

quiet sign: traditional Girl Scout signal for silence in a group situation; made by raising the right hand over the head, palm open, fingers extended; as others see a raised hand, they raise theirs and become quiet

learning by doing: a “hands-on” learning process that engages girls in cycles of action and reflection resulting in deeper understanding of concepts and mastery of practical skills; one of the three processes integral in a high-quality Girl Scout experience

Rallyhood: An online community collaboration platform that allows members to connect with their troops, communicate more effectively, share information and post announcements ranger: person employed by council to maintain and oversee operation of camp property

membership dues: fee paid to become a member of GSUSA

rededication: ceremony where girls or adults who have previously been invested renew their commitment to Girl Scouting by reciting the Girl Scout Promise; usually a formal ceremony conducted at the same time as the investiture ceremony for new members

membership star and disc: star pin is worn on the vest or sash; each star represents one year of Girl Scouting; discs are assorted in color and each color represents the grade level in which the girl has participated

resident camp: home-style camping experience where girls stay overnight for an extended period at a council-owned site

motto: “Be prepared.” national council: membership body of GSUSA; national council meets every three years to vote on proposals to set the direction of Girl Scouting nationwide; each Girl Scout council within the USA is represented by delegates

Resource Center: located within the Sally Cheever Girl Scout Leadership Center and West Side Girl Scout Leadership Center; adult volunteers can check out books, equipment, music, kits, etc., to assist in presenting Girl Scouting to girls

outcomes: the benefits to girls involved in Girl Scouts; short-term and intermediate: girls gain specific knowledge, skills, attitudes, behaviors, and values in Girl Scouting; long-term: girls lead with courage, confidence, and character to make the world a better place

Safety Activity Checkpoints: GSUSA checkpoints which all adults working with girls must refer to for safety standards and requirements; contains national program standards and guidelines for various activities, camping, and travel (see girlscouts-swtx.org/Safety)

pathways: ways girls and adults participate in Girl Scouting; girl pathways include camp, events, series, travel, troops, and virtual

Senior: registered girl member in grades 9-10; see Girl Scout Senior 194

sensitive issues: topics that are considered highly personal in nature or rooted in beliefs and values, i.e., AIDS, child abuse, human sexuality, religion, etc.; girls must have written parental permission to participate in a topic considered a sensitive issue

Trefoil: symbol identifying Girl Guiding and Girl Scouting around the world; three parts or leaves of the trefoil stand for the three parts of the Girl Scout Promise troop: basic unit in Girl Scouting consisting of at least five girls and two or more adult volunteers; also referred to as a group

service center: see leadership center community team: group of volunteers who govern a designated grouping of troops in a geographical area or community

group camping: staying overnight with the group for two nights or less in an outdoor setting; for stays of more than two nights, see extended trips

Silver Award, Girl Scout Silver Award: second highest award for girls in Girl Scouting; may be earned by girls in grades 6-8

troop committee: any registered adult who works with the troop is part of the troop committee; this could include a money manager, product program manager, paperwork coordinator, drivers, phone contact, troop newsletter coordinator, etc.

sit-upon: waterproof, lightweight pad or mat to sit on when outdoors slogan: “Do a good turn daily.”

troop government: method by which girls can make decisions about activities and direction for the troop

sponsor: person, organization, or institute which supports a troop/group in specific ways such as providing meeting place, supplies, uniform components, etc.

twilight camp: camping and program activities held in the afternoon to evening hours on a site staffed by volunteers and approved by the Girl Scout council; generally lasts a period of three to five days; girls return home each evening

standard: established level of quality or achievement for measuring and judging council’s performance in delivering Girl Scout program to girls

Volunteer Connection: information enewsletter emailed monthly; contains updates on programs, training and other timely information for adult volunteers

swap: small, inexpensive, usually handmade token of friendship exchanged between Girl Scouts at an event

volunteer-in-training (VIT): girl who has completed the 9th grade who takes a council-designed leadership course and has created/implemented a program based on a journey or badge.

tag-a-longs: children, other than registered Girl Scouts, who accompany adult volunteers at Girl Scout events or meetings take action: girls act to make the world a better place, using critical thinking skills to get at the roots of an issue and strive toward lasting change; one of the three keys to leadership in Girl Scouting

Welcome online: initial online introduction and training session provided to new Girl Scout volunteers World Association of Girl Guides and Girl Scouts (WAGGGS): established in 1928, the organization of member countries having Girl Guide or Girl Scout associations; every registered Girl Scout, girl and adult, is a member of WAGGGS

Thinking Day: celebrated annually on February 22; day in which Girl Guides and Girl Scouts worldwide think of each other and celebrate their membership in the world wide organization with special projects, international program activities, etc.; date was chosen because it is the joint birthday of both Lord and Lady Baden-Powell; Lord Baden-Powell was the founder of the Scout movement and Lady Olave Baden-Powell was World Chief Guide of the Girl Scout and Girl Guide movement

world centers: four centers for Girl Guides and Girl Scouts owned and operated by the World Association of Girl Guides and Girl Scouts (WAGGGS): includes Pax Lodge in London, England; Our Cabaña near Cuernavaca, Mexico; Our Chalet near Adelboden, Switzerland; and Sangam near Pune, India

town meeting: system of government where total group make decisions together

World Trefoil Pin (aka World Association Pin): membership pin of WAGGGS, worn by all Girl Guides and Girl Scouts

Transforming Leadership: Girl Scout Research Institute publication that identifies and explains 15 anticipated outcomes, or benefits, of the Girl Scout Leadership Experience; this resource shows how to use the leadership experience as the engine for everything girls do in Girl Scouting

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Index Cookie,

A

booths, 123 credits, 120 online resources, 124 proceeds, 120 program, 116 volunteer role, 117 Cooperative learning, 41 Council permission, 144 CPR/first-aid, 95

Acceptance, 73 Accident procedures, 94 ACH Procedures, 118 Activities 38, 138 Activity insurance,89 Adult learning, 30 Adult-to-girl ratio, 23 Advocacy, 69 Airplanes, 150 Alcohol policy, 161 Alumnae Association, 4 Ambassadors, 17, 63, 150 Aquatic safety requirements, 99

D Daisies, 45, 58, 113 Donations, 10, 110 Drivers, 80

B

E

Bank accounts, 103, 104 Birthplace, 145 Blog, 3 Board of directors, 6 Bronze Award, 51 Brownies, 46, 59, 113

eBiz, 186 Emblems, 51 Emergency care, 95 Emergency procedures, i Emergency, 93 Equipment reservations, 14 Events, girl-led, 54 Experts, 92

C

F

Cadettes, 48, 61, 114 Calendar, 52, 53 Camp La Jita, iv, 133 Camp, camping, 126 camping standards, 127 council-owned and non-council-owned sites, 128 Daisy camping, 132 group, 128 health and safety procedures, 130 objectives, 126 community, 129 tag-a-longs, 131 Campers/RVs (vehicle), 150 Ceremonies, 53 Chaperones, 145 Chartered buses, 149 Checklist for drivers, 151 Child abuse, suspicion of, 69 Cognitive disabilities, 74 Collaborations, 112 Commercial vehicles, 150 Communication, 94 Community bank accounts, 104 Community camping, 129 Company matching gifts, 10 Conflict, 65

Facebook, 3, 174 Facilities, ii Fairness, 64 Fall product program, 124 Family camping, 131 Financial assistance, 31, 102 Financial abilities, 113 Financial goals, 112 Fire safety, 132 First aid, camping requirements, 131 First-aid/CPR, 95 First-aider, 95, 97 Flexible pathways, 1 Friendship Circle Fund, 11

G Girl responsibilities, 78 Girl Scout activity insurance, 89 Girl Scout Alumnae Association, 4g Girl Scout Ambassadors, 50, 17, 63 Girl Scout blog, 3 Girl Scout Bronze Award, 51 Girl Scout Brownies, 59, 113 Girl Scout Cadettes, 48, 61, 114 196

Girl Scout calendar, 52, 53 Girl Scout ceremonies, 53 Girl Scout Cookie Program, 116 Girl Scout Daisies, 45, 58, 113 Girl Scout Gold Award, 51 Girl Scout grade levels, 16, 57 Girl Scout handshake, 55 Girl Scout Journeys, 18, 42 Girl Scout Juniors, 47, 60, 114 Girl Scout Law, 2, 28 Girl Scout Leadership Experience, 38 Girl Scout Mission, 2 Girl Scout motto, 56 Girl Scout quiet sign, 56 Girl Scout Promise, 2, 28 Girl Scout Research Institute, 67 Girl Scout Resource Center, 14 Girl Scout Safety Guidelines, 75 Girl Scout Seniors, 49, 62 Girl Scout Shop, 7, 12 Girl Scout sign, 55 Girl Scout Silver Award, 51 Girl Scout slogan, 56 Girl Scout songs, 56 Girl Scout Vision, 2 Girl Scouts of Southwest Texas, i Girl’s Guide to Girl Scouting, 42 Girl-adult partnership, 64 Girl-adult ratio, 23 Girl-led, 19, 54, 57 Girl proceeds, 120 Gold Award, 51 Governance, 176 Grade levels, 16, 58 Grade level, financial and sales abilities, 113 Group Activity Notification Form, 89 Group bank account, 103 Group camping, 128 Group finances, 101 Group finance reports, 106 Group funds, 107 Group website, 125

H Handshake, 55 Health and safety procedures, 130 Health examinations, 128, 147 Health histories, 87 Healthy development, 58

I I Can’t Wait To, 4, 40 Inclusion, 73 Insurance, 89

J Journeys, 18, 42 Juliette’s Circle, 11 Juliette Low World Friendship Fund, 53 Juniors, 47, 60, 114

K Kits, 16, 96, 137

L La Jita, iii, 133 Law, 2, 28 Learning by doing, 40 Learning opportunities, 29 Leased vehicles, 150 Library, 14

M Matching gifts, 10 Medications, 99 Meeting place, 57 Meetings, 23, 57 Memorial gifts, 11 Minor volunteers, 24 Mission, 2 Money-earning, activities, 109 basics, 108 standards, 110 Money management, 101 Money manager training, 30, 32 Motto, 56

N National leadership journeys, 42, 143 National organization, 6 National proficiency badges, 42 National program portfolio, 41

O Objectives of camping, 126 Online resources, 124 Organizational structure, 6 Overnights, 76

P Parent/guardian, working with, 69 Parent/guardian permission, 88 Parent/guardian responsibilities, 78 Patches, 51 Pathways, 1 Planning guide, 146 Policies, 153 Position Statements, 118, 174 Procedures, i, 118,121, 130, 153, 170

Proceeds, 120 Product Program Position Statements, 118 Product program proceeds, 120 Product programs, 118 Proficiency badges, 42 Program Support Specialist, 8 Promise, 2, 28 Public Relations and Marketing Standards, 173 Public transportation, 149

Q Quiet sign, 56

R Rallyhood, 175 Ratio, 23 Recreational vehicles, 150 Recruitment Specialist, 8 Reengaging girls, 141, 151 Registration, 186 Rented vehicles, 150 Reserving equipment/resources, 14 Resource Center library, 15 Resource Center, 14 Responsibilities, girls, 78 parents/guardians, 78 volunteers, 27 Role as volunteer, 27

S Safe space, 64 Safely selling, 122 Safety, 75 Safety Activity Checkpoints, 21, 85, 92 Safety guidelines, 25 Safety tips, 148 Sales tax exemption, 108 Sally Cheever Girl Scout Leadership Center, ii Sample troop year, 140 Scholarships, 102 Seniors, 49, 62 Sensitive issues, 67 Sensitive topics, 67 Shop, 7 Silver Award, 51 Sign, 55 Slogan, 56 Smoking policy, 160 Social Media Standards, 174 Social media, 124, 174, 175 Songs, 56 Soliciting donations, 110 Sponsors, 112 Standards, 110, 127, 128, 173, 174 Staying safe, 148

T Tag-a-longs, 131 Thinking Day, 53 ToGetHerThere, 4, 40 Traditions, 52 Transporting girls, 80, 141 Travel, alone, 147 council permission, 144 outside firms, 149 planning guide, 146 progression checklist, 144 public transportation, 149 security, 148 staying safe, 148 using Journeys, 143 volunteers, 144 with girls, 144 Tribute gifts, 11 Trips, 80, 142, 146 Troop, committee, 136 meetings, 137 sample year, 140 volunteers, 136 Trust, 65 Twitter, 3, 94, 174

V Vehicles, 149 Vision, 2 Volunteer, appreciation, 37 Appreciation Week, 37 how many needed, 23 learning opportunities, 32 Management Policies, 153 Minor, 24 responsibilities, 27 role in group financing, 101 support team, 29 Volunteer Systems, 186 Volunteer Toolkit 19, 137, 182

W Watercraft, 21, 99, 100, 150 Website, 77, 85, 125, 174 West Side Girl Scout Leadership Center, iii, 12, 14 World centers, 145 World Thinking Day, 6, 53

Y YouTube, 3, 174

811 N Coker Loop, San Antonio, Texas 78216 210-349-2404 / 800-580-7247 girlscouts-swtx.org

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