Common Forms for Leaders and Troops

January 2013

Form

Title
Permission for Meetings, Day Trips and Medical Care

Use
With the leader and girls at all times. Medical Care form is good for all events or trips up to and including 3 day overnights that occur on a federal holiday. Best practice: place each permission form in a sealed envelope with the girls name written on the outside to give to drivers while transporting girls without you. This way the information is kept confidential until needed.

Girl/Adult Health History Form For girls attending events without the troop and for each adult attending an event. Best practice: Leaders often forget to fill out health forms for themselves. Keep them on file with the girls' permission forms and use the same confidentiality practices.

Parent/Guardian Permission for Overnights, High-Risk Activities and Sensitive Topics

Needed for overnight events include sleepovers, hotel or rustic camping trips, encamporee, extended travel, etc. Also needed for planned activities considered High Risk or Sensitive.

Common Forms for Leaders and Troops Application for High Risk and Sensitive Topics

January 2013 High Risk: High-risk activities are those that demands greater physical prowess, emotional stamina and skill. These activities may include specialized training, equipment and supervision. Sensitive topics: Parents/guardians make all decisions regarding their girls 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.

Travel Application for Short Trips

Required for 1-2 night trips or 3 night trips that occur over a federal holiday and is retained by the SUM.

Transportation Card

For any adult who transports girls or adults for Girl Scout events.

Additional Insurance

Minimum is $5.00 and requires GSWW Staff signature. Plan 2: Accident Insurance required for nonregistered participants in a Girl Scout activity. Plan 2 is also required for registered girls and adults when activity length exceeds two nights (three nights over a federal holiday). Plan 3E: Advised for out of state travel. Plan 3PI: Required for international travel.

Common Forms for Leaders and Troops Certificates of Insurance Certificate of Insurance request form

January 2013 Verifies that a business, individual or organization holds a current $1 million liability insurance policy. Determine if you need a COI for the vendor and/or location you are using by checking the list available on the GSWW website. Certificate of Insurance Request Forms are due to Girl Scouts of Western Washington four to six weeks prior to the activity.

Emergency Procedure Card

Should be carried by the adults in charge at all times. Give them to parents, too.

Incident Report Form

For any significant injury or dispute please submit within 24 hours or the next business day to Girl Scouts of Western Washington.

Policy on Administering Medication to a Minor

If a girl is to receive an OTC drug by someone other than herself or her guardian, obtain a Parental Permission Form from the guardian and submit a Volunteer Confirmation of Receipt of Written Authorization & Instructions. The Written Authorization and Instructions from Medical Provider is only for prescription medications. Additional review by GSWW Risk Management is required for new Facility Use Agreements that GSWW has not previously reviewed with the exception of public schools and government agencies. Volunteers also need to sign to indicate responsibility for the clean-up, key, housekeeping.

Facility Use Agreements

Common Forms for Leaders and Troops

January 2013

Scenarios for Troop Forms

Q Girls going on a 3-hour local hike with their troop. A Permission for Meetings, Day Trips and Medical Care including Parental Permission Form for

medications, if applicable. Girl/Adult Health History Form for each adult Emergency Procedure Card for the leader in charge to carry at all times. Transportation Card from each driver transporting girls who are not his/her child - All drivers must be registered members if transporting non family members. Check the Safety Checkpoint for Hiking for details on supplies and readiness Advanced level first aider may be required:

Q Girls from multiple troops hiking together at a planned Girl Scout event. Each girl has a supervising parent

along. One trained leader leading the hike. A Even though parents are along, youd still want the forms in case the parent becomes incapacitated and she/he cant speak for their daughters care. Permission for Meetings, Day Trips and Medical Care including Parental Permission Form for medications, if applicable. Girl/Adult Health History Form for each adult Girl/Adult Health History Form for each girl not a member of your troop Emergency Procedure Card for the leader in charge to carry at all times. Transportation Card from each driver transporting girls who are not his/her child - All drivers must be registered members if transporting non family members. Check the Safety Checkpoint for Hiking for details on supplies and readiness Advanced level first aider may be required Additional Insurance should be requested for non-registered participants.
Q A troop getting together for their first meeting of the year (or first meeting ever.) A Have parents attend the first meeting to have them complete all the necessary forms.

Permission for Meetings, Day Trips and Medical Care including Parental Permission Form for medications, if applicable. Girl/Adult Health History Form for each adult who will be volunteering with your troop on a regular basis. Additional helpers can fill them out as needed. Emergency Procedure Card for the leader in charge to carry at all times. Transportation Card from each driver transporting girls who are not his/her child - All drivers must be registered members if transporting non family members.
Q Girls from a troop going on an afternoon field trip to tour Theos Chocolates. They have one girl from another troop

joining them. A Permission for Meetings, Day Trips and Medical Care for girls in your troop Girl/Adult Health History Form for each adult Girl/Adult Health History Form for each girl not a member of your troop Emergency Procedure Card for the leader in charge to carry at all times.

Common Forms for Leaders and Troops January 2013 Transportation Card from each driver transporting girls who are not his/her child - All drivers must be registered members If you are the coordinator for this event, you will need to request a Certificate of Insurance form from the vendor.
Q Girls from troop having an overnight slumber party at a church. A Assuming troop leader is staying with girls for the overnight here are the forms youll need:

Permission for Meetings, Day Trips and Medical Care for girls Parent/Guardian Permission for Overnights, High-Risk Activities and Sensitive Topics for girls Girl/Adult Health History Form for each adult, if applicable Emergency Procedure Card for the leader in charge to carry at all times. Transportation Card from each driver transporting girls who are not his/her child - All drivers must be registered members
Q If Leaders are not staying and this is an individual event here are the forms youll need:

Girl/Adult Health History Form for each girl. Give to Event Director. Parent/Guardian Permission for Overnights, High-Risk Activities and Sensitive Topics for girls, give to Event Director. While the website doesnt expressly require a permission slip for individual girls, it is a best practice.
Q What forms does a leader need to have before her first meeting with the girls and what should she keep in her

forms packet every time they do something as a troop. A No forms are required before the first meeting. After the first meeting a leader should carry the following forms. Some of these are required and some are optional REQUIRED: Permission for Meetings, Day Trips and Medical Care for girls Girl/Adult Health History Form for each adult, if applicable Emergency Procedure Card for the leader in charge to carry at all times OPTIONAL but useful: A copy of the Volunteer Essentials and the Safety Activity Checkpoints printed or bookmarked on her smart phone

Policy on Administering Medication to a Minor

Roster with girl and guardian contact information. Several copies of the Incident Report Form