Staying Safe—Always!

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 parents/guardians of the girls in your group, and the girls themselves share the responsibility for staying safe. The next three sections flesh out who’s responsible for what.

Responsibilities of the Volunteer

One of your responsibilities as a volunteer is to safeguard the health of the girls in your group and instill in them a sense of safety. This responsibility may take the form of:

• Preventing injury and illness to participants in Girl Scout activities
• Demonstrating a concern for the health and welfare of the individuals for whom you are responsible
• Honoring pluralism and diversity so that girls feel emotionally safe—that is, accepted by and connected with you and other girls in your group.

• Observe all safety guidelines and activity-specific checkpoints, as well as procedures outlined by your council, including those that supplement or augment Girl Scouts standards. That information is available both in this chapter and in Safety-Wise, a book available from your council. Also be sure to follow local, state, and federal laws and ordinances.
• Take advantage of the learning opportunities offered by your council.
• Involve girls in safety planning (events should be girl-led, but girls will require guidance from you on staying safe).
• Be a role model for girls, adhering to the following guidelines at all time:

• Never, ever, ever use illegal drugs!
• Don’t smoke cigarettes or drink alcohol in the presence of girls.
• Never carry firearms or ammunition in the presence of girls. If you’re facilitating a marksmanship activity, transport weapons separately.
• Never engage in child abuse of any kind, as defined by the Child Abuse Prevention and Treatment Act. Abuse includes neglect, physical injury, emotional maltreatment including verbal abuse of a child, and sexual abuse. Sexual advances, improper touching, and sexual activity of any kind with girl members are strictly prohibited.

Responsibilities of the Parents and Guardians

You want to engage each parent or guardian in assisting you in ensuring the health, safety, and well-being of girls. Clearly communicate to parents and guardians that they are expected to do the following:

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

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.

Knowing How Many Volunteers You Need

Girl Scouts has established adult-to-girl ratios—that is, a chart that shows 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.

Here are some examples: If you have a group meeting with 17 Daisies, you need three non-related adults (in other words, not your sister, spouse, parent, or child), at least one of which is female. If, however, you have 17 Cadettes attending a group meeting, you need only two non-related adults, at least one of which is female. Likewise, if you’re taking 13 Brownies on a trip, you need three non-related adults present, at least one of which is female. But 13 Seniors on a trip requires only two non-related adults, at least one of which is female.

In addition to the adult-to-girl ratio chart, 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).

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Approaching Activities

How can you, as a Girl Scout volunteer, determine whether an activity is safe and appropriate? Good judgment and common sense often dictate the answer. What is safe in one circumstance may not be safe in another. An incoming storm, for example, might force you to assess or discontinue an activity. If you are uncertain about the safety of an activity, call your council staff with full details and don’t proceed without approval. Err on the side of caution and make the safety of girls your most important consideration. One of the most oft-used components of Safety-Wise is the list of activity checkpoints in the second half of that book. Volunteers who are about to engage with girls in an activity—say, bicycling—can turn to Safety-Wise, read the Bicycling Activity Checkpoint, and understand all the safety precautions that must be taken.

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 teamwork, which is one of the outcomes for the connect key in the GSLE!

Health Histories (Including Examinations and Immunizations)

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

Parent Permission

When activities take place outside of the scheduled meeting place, involve travel or focus on sensitive or controversial topics, parents and guardians should be informed and asked to provide written permission. The Parent Permission Form must have current parent contact information as well as an emergency contact. The emergency contact person should be an adult, other than the parents, who will responsible for the child if a parent cannot be reached. Special needs, health conditions and current medications should be listed on the permission form as well.

Medications

First-Aiders CANNOT administer medications, including lotions, sprays, or over-the-counter products, without the prior written permission of the girl’s custodial parent or guardian. All medications must be in the original container and administered in the prescribed dosage, or per written directions. See Safety-Wise, page 39 for further guidelines regarding the care of girls who require medications, or carry their own medications such as bronchial inhalers, bee-sting kits, etc.

Safety-Wise adults v. First-Aiders

“Safety-Wise Adults” refers to the number of adults needed to meet the adult-to-girl ratios as specified in Safety-Wise. At least one of these must be an adult female not related to the other adults. These persons should not be related by blood, marriage or living in the same household. (See page 69 in Safety-Wise)

First-Aider

A Girl Scout First-Aider is an adult who has taken Girl Scout council-approved First Aid and CPR training. See pages 36-37 in Safety-Wise for a list of approved courses. A First-Aider must accompany the troop on all events/trips away from the troop meeting and during a troop meeting if the planned activity will be physically demanding or involves the potential for injury.

For philosophical or religious 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 beliefs.

It is important for you to also be aware of any medications a girl may take or allergies she may have.

• Medication, including over-the-counter products, must never be dispensed without prior written permission from a girl’s custodial parent or guardian. (Your council can provide this form.) Some girls may need to carry and administer their own medications, such as bronchial inhalers, an EpiPen, or diabetes medication.
• Common food allergies include dairy products, eggs, soy, wheat, peanuts, tree nuts, and seafood. This means that, before you serve peanut-butter-and-jelly sandwiches, cookies, or chips as a snack, ask whether anyone is allergic to peanuts, dairy products, or wheat!

Girl Scout Activity Insurance

A portion of your annual registration dues pays for supplementary insurance for that member only. This insurance provides up to the specified maximum for medical expenses incurred as a result of an accident while the members is participating in an approved, supervised Girl Scout activity, after your primary insurance pays out. Non-registered parents, tag-alongs (brothers, sisters, friends), and other persons assisting you are not covered by basic coverage.

This insurance coverage is not intended to diminish the need for or replace family health insurance. And it does not duplicate medical expense benefits collected under other programs, so after approximately $100 in benefits have been paid under this plan, the family’s medical insurance takes over. If there is no family insurance or health care program, a specified maximum of medical benefits is available.

An optional plan of activity insurance is available for Girl Scouts taking extended trips and for non-members who participate in Girl Scout activities. These plans are secondary insurance that individuals are entitled to receive while participating in any approved, supervised Girl Scout activity. Optional insurance coverage is available for any Girl Scout activity that involves non-Girl Scouts or lasts longer than three days and two nights. Contact your council to find out how to apply.

Review the Girl Scouts insurance plan here.

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Providing 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. To this end, you can help girls:

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

First Aid/CPR

Emergencies require prompt action and quick judgment. Girl Scouts recommends that, when girls are present, at least one adult volunteer be first-aid/CRP certified. For that reason, if you have the opportunity to get trained in council-approved first-aid/CPR, do it! You can take advantage of first-aid/CPR training offered by chapters of the American Red Cross, National Safety Council, EMP America, American Heart Association, or other sponsoring organizations approved by your council. CPR training must be adequate for the participants in the activity—that is, you must take child CPR if younger girls are present and adult CPR when working with older girls and adults. Among other things, these training sessions will teach you how to protect yourself and others from spreading infectious diseases (including HIV/AIDS, hepatitis, and others). You will also learn to assemble a first-aid kit that includes appropriate items for the activities you’re sharing with girls.

Make sure a general first-aid kit is available at your group meeting place and when girls are transported to and from an event. 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. In addition to standard materials, all kits should contain a copy of a recognized first-aid book and 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 need to be included, as well.

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 event- and activity-planning go a little more smoothly. The activity checkpoints in Safety-Wise tell you when a first-aider needs to be present—so, and if you’re a first-aider, you’ll be all set!

Procedures for Accidents

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

Read the council's Emergency Contacts and Procedures Information.

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GSCTX Policies and Standards

Basic policies and standards are established by Girl Scouts of the USA and published in Safety-Wise and Leader’s Digest–the Blue Book of Basic Documents. Individual councils can establish additional policies or standards as needed to help guide their volunteers.

Definition of Policy & Standard

STANDARD is a recommended practice, a guide to help insure a high quality of work and uniformity throughout the council.

POLICY is an established course of action that must be followed and is binding to all members of the organization.

PROCEDURE is the manner of carrying out a course of action.

Troop and Volunteer Management

1. Standard: At all Girl Scout activities/events there must be at least two adults present, one of which is a female not related by blood, marriage or living in the same household of the other adult(s).

2. Policy: No tagalongs will be allowed to attend council and/or service unit-sponsored events and camps unless there is a specially-planned program/unit for them. This policy does not apply to family events.

Tagalongs are defined as anyone other than the program participant or event aide.

No tagalongs will be allowed to attend troop activities. When there is no alternative other than the adult participant must bring along the tagalong(s), the following conditions must be satisfied in order for the tag-along(s) to be present.

The parent/guardian must:

• Have an active and necessary role in the meeting, activity or event.
• Provide advanced notice to the troop leader/event leader, who must, in turn, explicitly agree to the presence of the tagalong(s).
• Be informed by the approving activity leader that GSCTX insurance does not cover the tagalong(s) or the care provider.
• Sign a “release of liability” agreement.
• Be present at all times at the site.
• Tagalong(s) must be cared for by another person who is not involved in the Girl Scout activity.
• Child care must take place far enough from the Girl Scout activity so as to not distract, but close enough to get help if needed.

3. Policy: Volunteers must be given a position description and have appropriate orientation and position training.

4. Policy: Candidates applying for the troop leader position shall be registered adult members of at least 18 years of age.

5. Policy: Volunteers in operational positions report to the CEO or his/her designate. The primary responsibilities of volunteer supervision within the council jurisdiction shall be to recruit and appoint qualified individuals, to provide support and information that individuals need to do their jobs and to assist them in complying with GSUSA and council guidelines, policies and standards. Volunteers reporting to employed staff will receive periodic verbal feedback on their performance. Volunteers may request written performance evaluations the end of a their term in a position as defined in their job description. Volunteers who report to other volunteers may request a verbal or written performance evaluation. Volunteer Personnel Performance Review Forms are available from the CEO or his/her designate.

6. Policy: Possible reasons for separation, termination or non re-appointment of GSCTX volunteers include but are not limited to:

• The inability to perform or satisfy the duties of the position.
• Violation of the council 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.

7. Policy: Volunteers are encouraged to bring to the attention of those with whom they work (i.e., administrative volunteers, council staff) any problems or grievances they might have. The council’s grievance procedure shall be followed.

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Public Relations

8. Policy: Volunteers/girls may contact the media about daily operations and local events but must get prior approval from the Service Unit Director or Service Unit Public Relations Coordinator.

Financial Matters

9. Policy: All funds collected or received for Girl Scout service units, Girl Scout houses, troops and other organized Girl Scout groups must be deposited into a separate Girl Scout checking or savings account for that entity. All accounts must be in compliance with council banking procedures. Further, if bank accounts become inactive; actions will be taken to contact the parties on those accounts to determine if accounts should be closed.

10. Policy: An annual financial report is required for service units, Girl Scout houses, troops or other organized Girl Scout groups. This report with a copy of the most current bank statement shall be submitted according to council deadlines.

11. Policy: Each troop/group is responsible for planning and financing their own program.

12. Policy: Money earned/raised, dues, donations and equipment/property that are acquired in the name of Girl Scouts are the property of that troop/group or service unit and the council.

13. Policy: Permission to conduct a troop approved money-earning project other than the council product sales must be obtained from the service unit director and reported on an annual financial report.

14. Policy: Approved troop/group, money-earning projects may be conducted anytime except during council product sales or local United Way campaign drive. On-going commitments, such as recycling and concession stands are exempt.

15. Policy: The Board of Directors must specifically authorize all service unit fundraisers, unless the fund development activities support the council.

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Pluralism and Diversity

16. Policy: The council will strive for a membership reflective of the pluralistic nature of the population and that membership is extended to all girls in all population segments and geographic areas within its jurisdiction. A girl who meets or can meet membership requirements shall not be denied admission or access to Girl Scout program because of race, color, religion, national origin or disability. Reasonable accommodations shall be made for girls with disabilities to ensure that girls have access to activities.

17. Policy: Every adult must be selected on the basis of qualifications for membership, ability to perform the job and willingness and availability to participate in training. In selection, there shall be no discrimination on the basis of race, color, religion, sex, national origin, age, disability or status as a Vietnam era special disabled veteran, in accordance with applicable federal laws.

18. Policy: To ensure full equality of opportunity in all operations and activities of Girl Scouting, affirmative action policies and procedures shall be utilized in the recruitment, selection, training, placement and recognition of members. The council will strive to bring Girl Scouting to girls in underserved populations by reaching out to urban, rural, low-income and public housing communities, to girls whose mothers are in prison or who are themselves living in correctional facilities, homeless shelters, foster care and domestic violence shelters. In addition, when feasible, programs will be adapted to activities for girls who have disabilities.

Field Trips/Travel/Camping

19. Policy: Adult volunteers must adhere to the council’s troop travel and overnight procedures as covered in training and Safety-Wise.

20. Policy: When transporting troops for Girl Scout activities/events there must be at least two adult chaperones, preferably not related, with at least one being female.

21. Policy: On overnight or camping events, men shall not share sleeping facilities or restrooms with any girl other than his family members.

Health, Safety & Security

22. Policy: Candidates for volunteer positions that will be working directly with girls, handling money or council product sales shall participate in a screening process that includes:

• Satisfactory recommendations and references.
• Criminal history background check. Any appointments and re-appointments are contingent on satisfactory completion of the criminal history background check. A conviction will not automatically disqualify an otherwise qualified person from volunteering or result in termination as a volunteer. Certain factors, including the nature and date of the offense and its relationship to the position, will be considered.

23. Policy: Use of Girl Scout confidential information (name/address) for personal advantage or for the advantage of any group, organization, or business without the express written permission of the individual is prohibited.

24. Policy: Vehicles used for transportation must be properly registered and inspected, insured, and the driver must have a valid license for the type and size of vehicle used. Each passenger must wear a seat belt. Girls are discouraged to act as drivers.

25. Policy: In the event of a troop emergency, the CEO, leader or other registered adult volunteer(s) should be the only one(s) communicating with parents. It is recommended that the leader disallow the girls’ use of communication devices during an emergency in order to minimize confusion and panic.

26. Policy: The CEO or person he/she designates must make all public statements in emergency situations.

27. Policy: Troops participating in any high risk activities as defined in Safety-Wise or requiring a troop travel application must be accompanied by an adult with the appropriate license or certification or equivalent, i.e. First Aid/CPR, Outdoor Skills Course as required by Safety-Wise.

28. Policy: Possession or consumption of alcohol, illegal drugs or abuse of prescription or over-the-counter drugs is prohibited by anyone accompanying Girl Scouts on a girl or troop event or activity. Girls will not be released to anyone who appears to be under the influence of alcohol, inhalants, narcotics, controlled substances, drugs or intoxicants, possibly affecting or impairing judgment, coordination or other senses.

29. Policy: No one, regardless of age, may smoke in the presence of girls while participating in Girl Scout activities or accompanying girls. All GSCTX buildings are smoke free. Smoking is allowed in outdoor designated smoking areas only.

30. Policy: The council prohibits anyone from carrying firearms, concealed or otherwise, on GSCTX property without the express written approval of the CEO or Board of Directors. All Safety-Wise Policies and Standards concerning guns and/or other weapons shall be practiced.

31. Policy: No fireworks shall be carried or used by anyone acting in a Girl Scout capacity at activities/events where girls are present except with prior written approval by the Board of Directors.

32. Policy: Hunting is not permitted on GSCTX property.

33. Policy: The council is committed to relationships characterized by dignity, courtesy, respect and fairness. The council will not tolerate physical, sexual, emotional or verbal abuse of girl or adult members. Further, council employees and volunteers shall comply with all aspects of Texas law applying to child abuse and neglect. (Note: Child abuse is a crime.) See procedural guidelines for dealing with sexual and abusive conduct.

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Program

34. Policy: The Service Unit Director must approve all service unit events.

35. Policy: In the event disciplinary action is necessary, girls will be sent home immediately at the expense of the parent/guardian/sponsor and any fees paid will be forfeited.

36. Policy: A leader/advisor must inform parents/guardians about proposed activities and receive written permission for activities that involve sensitive or controversial issues, field trips and overnight activities.

37. Standard: Girl Scouts are encouraged to wear Girl Scout attire and/or pins when participating in Girl Scout activities.

Delegates & Corporate Areas

38. Policy: Corporate Areas are geographic subdivisions that are established by the Council Board of Directors for the purpose of policy making.

39. Policy: Membership of corporate areas shall be members of the Girl Scouts of Central Texas, fourteen years of age and over, who are currently registered within the corporate area.

40. Policy: Responsibilities of the corporate area members are:

• Nominate Delegates from their service units.
• Present the corporate area’s views to the Delegates and receive Delegate’s reports.
• Attend Area Forums.
• Elect Council Delegates.
• Provide input on proposed plans, policies, and other matters referred to the corporate area by the Board of Directors.
• Submit such proposals to the Board of Directors as they believe appropriate for improving the quality of Girl Scouting.
• Provide such other assistance as may be requested by the Board of Directors.

41. Policy: Forums–The Board Chair will ensure that at least one opportunity per year is provided for the purpose of open discussion in each of the corporate areas. At least one board member shall be present and serve as Corporate Area Chair. These meetings may be attended by any registered members with an interest in Girl Scouting and Girl Scouts of Central Texas. Council Delegates, representing the corporate areas, will be elected by the corporate area members present.

Download the PDF of this chapter.

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