Welcome to Girl Scouts! You’re Not in this Alone! Girl Scouts of Western Ohio is divided into 97 geographic areas called service units. Your service unit consists of girls and adults from your neighborhood and surrounding schools. It’s led by volunteers who support local leaders like you in executing the Girl Scout Leadership Experience. Service units ensure messages and activities of the service unit reflect the Girl Scout Mission and council goals, volunteers are engaged in developing plans that meet their needs and interests, and volunteers receive ongoing coaching and education that equips them to be successful in their role. Service units organize local meetings to help support volunteers. Below is important information for your support network.

Support Team The council includes both volunteer and professional staff who provide support to service units and volunteers.

A service team is a group of administrative volunteer staff appointed by regional staff and the service unit chair to support the delivery of services in the service unit.

GSWO Customer Care - Regional service centers are open from 8:30 a.m.–5:30 p.m., Monday–Friday, with

extended evening hours until 7:00 p.m. on Wednesday. Contact by phone at 1.888.350.5090 or email: customerservice@gswo.org.

Volunteer/Staff Support

Name

Email Phone

Local Volunteer Support

GSWO Staff Community

Engagement Manager

Council Code: 240 Troop #: Service Unit #: Service Unit Name:

Local Support Meetings Day: Time: Location:

2017-2018 Troop Start Up Guide

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WELCOME!

We’re excited you’ve decided to become a Girl Scout Troop Leader. This guide is intended to help you get started with your new Girl Scout troop. Read on for great tips,

resources, and information to help you on your journey. We’re glad you’re here.

Table of Contents

Support Network ................................................................................................................................... cover New Volunteer/Troop Start-up Checklist ...................................................................................... 3 Mission, Promise, Law, Grade Levels, Map, Council Goals ....................................................... 4 Girl Scout Troop Committee-Building a Team of Support .................................................................................... 5 Troop Committee-An Essential Guide ............................................................................................. 6 The Parent/Caregiver Meeting ........................................................................................................... 7 Objectives of the Parent/Caregiver Meeting ................................................................................. 7 Sample Agenda for the Parent/Caregiver Meeting (45–60 minutes) ................................... 8 Engaging Families .................................................................................................................................. 9 The Volunteer Toolkit ........................................................................................................................... 10 The Volunteer Toolkit FAQ .................................................................................................................. 11 Troop Meeting Time and Location ................................................................................................... 12 Girl Scout Year “At a Glance” ............................................................................................................. 13 The Girl Scout Troop Meeting ............................................................................................................ 14 Troop Safety ........................................................................................................................................... 15 Resources ................................................................................................................................................ 16 Forms and Documents for New Troops ......................................................................................... 17 Managing Troop Funds ........................................................................................................................ 18 Troop Checking Account Prodecures.............................................................................................. 18 Girl Led-Product Sale ........................................................................................................................... 19

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New Volunteer/Troop Start-up Checklist

Prior to Troop Start-up Orientation ☐ Complete registration ☐ Complete on-line Welcome Video and answer five questions (5 minutes) ☐ Complete background check (email will come from Verified Volunteers or Advocates) ☐ Save Welcome Email, you received after background check is completed (use this to open bank account)

☐ GS 101—http://gsuniversity.girlscouts.org/course/girl-scouting-101/ (45 minutes) ☐ Troop Start-up Orientation—In-person with SU Volunteer or Council Staff (60 minutes)

☐ Identify meeting location, dates, and times ☐ Log-on to VTK- (Volunteer Toolkit)—Update meeting location, dates and times, and review year ideas ☐ Watch Opening Troop Bank Account—gswo.org (a pre-recorded webinar—required) (5 minutes) ☐ Establish how you will communicate with parents/caregivers (text, email, and/or Facebook) ☐ Hold a caregiver (parent) meeting (45 minutes) ☐ Build your troop support team and encourage parents to register as troop assistants/leaders ☐ Hold first troop meeting ☐ Set-up Bank Account at preferred bank (5/3 or PNC) (required within 30 days of welcome letter)

☐ Troop Meeting Tips and Tricks ☐ Fall Product Sale Basics (highly suggested)

☐ Troop Financial Management (required if managing troop funds) ☐ Go Digital—Volunteer Toolkit ☐ Cookie Basics for Troop Leaders ☐ The Cookie Rookie: Troop Cookie Managers (highly suggested) ☐ Cookie Phase Quick Tips – Troop Cookie Manager Webinars ☐ What a Year: Wrap-up and Restart Links to register and dates for all the webinars are found on our website: gswo.org/volunteer resources/volunteer learning

☐ ☐ ☐ ☐

Required Trainings to Complete Prior to Caregiver Meeting

Getting Your Troop Started

Additional On-line Webinars are 30 min. except for Cookie Webinars which are 60 min.

Additional Items Suggested by SU or Community Engagement Manager

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OUR COUNCIL GOALS: Girls will understand themselves and their values, and use their

knowledge and skills to explore the world. Girls will care about, inspire and team with others locally and globally. Girls will act to make the world a better place.

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 SCOUT LAW

I will do my best to be honest and fair, friendly and helpful, considerate and caring, courageous and strong, and responsible for what I say and do, and to respect myself and others, respect authority, use resources wisely, make the world a better place, and be a sister to every Girl Scout. GIRL SCOUT GRADE LEVEL 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) 

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Girl Scout Troop Committee-Building a Team of Support Share the fun of guiding girls on the Girl Scout adventure! Troop committee members may

include parents, caregivers, adult family members, Girl Scout alumnae, or community members.

View volunteer opportunities, apply, and register at gswo.org/volunteer

Girl Scouts of Western Ohio is committed to providing a safe and quality program for girls in the community. Girl Scouts of Western Ohio has resources and a system of support to help adult volunteers select and register in the most appropriate role.

□ Select most appropriate role (see list below).

□ Complete the registration based on the Girl Scout membership year, runs October 1-September 30.

□ Successful completetion of criminal background check.

□ Commitment to Girl Scout Promise and Law and agreement to follow volunteer policies and procedures

□ Completion of the welcome video.

Troop Leaders Help girls have fun with a purpose. Using the Girl Scout Leadership Experience (GSLE), the troop leader encourages girls to Discover themselves, Connect with others, and Take Action to make the world a better place. Guided by supportive adults and peers, Girl Scouts engage in age-appropriate activities that are girl-led, cooperative, and hands-on. All troops must have two appointed troop leaders to begin meeting.

Troop Assistants

Support troop leaders in guiding girls to engage in age-appropriate activities that are girl-led, cooperative and hands-on. Provide support to the troop through planning and implementing badges and other program activities, managing finances/product sale participation and/or driving/chaperoning field trips. Consider the following specific troop assistants roles.

Treasurer Support troop by managing the troop's finances and be a signer on the troop bank account.

Driver Support troop by helping plan, prepare, and travel for troop trips. Support ranges from guiding girls at planning meetings to simply being a driver and chaperone.

Camping Complete outdoor training to learn skills to help girls plan and experience day or overnight camp, including fire building, cooking, and outdoor activities.

First–Aider Maintain adult and pediatric CPR and basic First Aid certification through a qualifying agency and be available to attend troop trips. Provide First Aid or CPR as needed.

Troop Assistant—Cookie Manager Support troop by managing participation in the Cookie Program. Learn the ins and outs of managing the Cookie Program

including important dates, parent communication, inventory management, safety, and more. Ensure troop follows proper policies and procedures related to the sale. Training and support provided.

Troop Assistant—Fall Product Manager Support troop by managing participation in the Fall Product Program. Learn the ins and outs of managing the Fall Sale Program

including important dates, parent communication, inventory management, safety, and more. Ensure troop follows proper policies and procedures related to the sale. Training and support provided.

Other Ways The Family Can Get InvolvedDonate supplies, share a hobby, take part in events, organize/store supplies, bring snacks to meeting

At any troop meeting or activity (including troop trips), at least one troop leader must be in attendance at all times and be accompanied by at least one other appointed troop volunteer (either an appointed troop leader or troop assistant). No adult, regardless of appointed leadership position, should ever be alone with the girls.Troops may have as many troop leaders or troop assistants as they would like and should refer to Volunteer Essentials for more on the minimum girl/adult ratio for your troop.

Troop Committee

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The Caregiver/Parent Meeting Having a caregiver meeting is paramount to your success in leading the troop. It is a great opportunity to ask parents and other caregivers for their support throughout the troop year.

Suggested Supplies:

Sample meeting agenda (next page) Pens and markers Contact list for interested girls Ways Adults Can Help form Membership forms (for those who do not have internet/online access) Financial Assistance form List of meeting dates (if known) Welcome to the Girl Scout Family (provided by the service unit or regional

Girl Scout Service Center) Hopes and Dreams Activity (in your folder)

Objectives of the Caregiver/Parent Meeting All caregivers are encouraged to play an active role with their girl’s troop! If they will be working directly with the girls they need to complete the approval process and register in one of the roles.

Get family members involved early Communicate troop dues, troop funds and

money earning plans Determine meeting date, time and location Register girls and adults as Girl Scouts Complete paperwork (Health Information and

Release Form) Form a leadership team with parents Find volunteers to help with fall product, Girl

Scout Cookies Program, manage troop finances, drivers.

Get to know each other Identify how to communicate to parents Discuss expectations Ask for supply donation

o Art Supplies: yarn, glue sticks, crayon, markers, construction paper

o Meeting Supplies: paper, pens, pencils, tape, napkins, plates, cups, wet wipes, hand sanitizer

Caregiver/ Parent

Meeting

The Volunteer Toolkit makes caregiver communication easier than ever! The My Troop tab in the toolkit will have all of the contact information for the caregivers and you can email them right from

there! Caregivers will also have a view that allows them to see meeting dates and plans.

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Sample Agenda for Parent/Caregiver Meeting (45–60 minutes) As Families Arrive Have them complete the health information and release form for their girl.

o This allows her to be treated if anything should happen during a Girl Scout activity. o It alerts you to allergies or other health concerns to keep in consideration as you plan you Girl Scout year. o These forms must be complete before the first troop meeting and be with you at each meeting.

Welcome and Introductions Introduce yourself and any other Girl Scout adults present. Have participants introduce themselves and share if they have

any Girl Scout experience. The troop leader’s role is to work with the girls, but it is the girls’ troop. Troop activities are based on what girls choose.

Explain the mission and how we engage girls in discovering self, connecting with others, and taking action to make the world a better place.

Caregiver Expectations Troops need them! Even with a troop leadership team in place, caregivers can still play a role and are important for the

success of a troop. o Walk the families through the Hopes and Dreams map (outlined on page 9).

Have families complete the Ways Adults Can Help form (found in Troop Start-up Binder and on www.gswo.org/formsanddocuments.

Ask for a volunteer to be the Troop Cookie Manager (requires an approved and registered volunteer).

Registration Each girl must be registered to participate. Ask families to bring a smartphone or tablet if they have one as well as a

payment method so that they are able to register at the meeting. Be prepared to walk families through the process Caregivers must complete the approval process and register as a leader or assistant if they will be helping with the troop

on a regular basis. Explain that a $25 Girl Scout registration fee (which is paid to Girl Scouts of the USA) covers each girl in Girl Scout activity

insurance. Share that financial assistance is available for the membership fee, if needed.

Communication and Meeting Dates Find a good time for everyone for Girl Scout meetings. There is no set requirement as to when or how frequently troops

meet. In most cases, troops meet twice a month for one to two hours. Ask the adults to review the phone/email list to ensure their information is correct. This list is for Girl Scout purposes only

and should not be given to anyone outside of the troop or group. Decide on method of communication with parents (email, phone, text, Facebook group, etc.) that works best for most.

Program Information Troops are girl-led and activities they do depend on what the troop decides. This could range from earning badges, to

Journeys, to field trips, to community service projects. Let parents/caregivers know that girls are able to complete badge requirements outside of the Girl Scout meeting space

and that many activities families already do meet a requirement.

Troop Finance and Cost Troop activities are supported through troop dues and money earning activities. Explain troop dues and agree on an

amount and a payment schedule (every meeting, once a month, or once a year). Encourage parents/caregivers that are unable to pay troop dues to contact the leader; no girl will be turned away.

Explain that troop funds benefits the entire troop; not individual girls. If a girl decides to leave Girl Scouts, the money that is earned stays with the troop. The troop will establish some agreements if a girl decides to move to another troop.

Girls will have opportunity to earn troop funds through Fall Product Sales and/or Cookie Sales. Troop funds: 1) A bank account will be open with two adult volunteers on the account. 2) Any parent/caregiver can ask to

see the account information at any time. The Girl’s Guide to Girl Scouting is not mandatory, however it is a valuable resource for both girls and their caregivers. Uniforms are also optional. The official Girl Scout insignia is the Girl Scout pin, which most troops provide to girls. Use this

meeting to decide if, how, and when uniforms will be purchased.

Closing Thank caregivers for coming. Collect the Health Information and Release form and Ways Adults Can Help form. Ask if there

are any questions.

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Caregiver Expectations- Facilitation Guide

Discover: During the caregiver/parent meeting, at the beginning of your Girl Scout Year, establish

shared expectations and share the plans girls have made in the troop o During the meeting walk families through the Hopes and Dreams Map (a copy of

this is included in your troop start up binder): Say: Each of you have a Girl Scouts Hopes and Dreams Map in Front of you. At the top

corner of the map, you’ll notice a space for you to answer this: "My hope for our journey in Girl Scouts this year is . We will support this as a family by ." o While families are answering this prompt the leader and girls (if present) should

also be answering the prompt on their own map: Leader: "My hope for my troop this year is . I will

work on it by ." Girl: "My hope for myself this year is . I will

work on it by ." o For younger girls this could be a sheet where girls draw pictures of their hopes

Connect: Connect the hopes and dreams of all three groups together to set expectations about what is possible during the

upcoming Girl Scout year. Post a blank Hopes and Dreams map (found in your troop start up binder). Say: “Each family has created their map. Now let’s take time to build our troop map.” Give families a chance to share their hopes and dreams and document on your troop map. Say: “Now that we’ve shared our hopes and dreams. What are the things we each can do to make sure our girls in our

troop get there? In case you need some ideas you can turn to the other side of your map and look over the Ways Adults Can Help information.

Fill in the things that family members commit to doing to help the troop. After meeting connect with families:

o Provide them with a copy of the shared hopes of the troop. o Follow up with families re: the ways they will support the troop this year and confirm how/when this will

happen.

Take Action: During the next six weeks, the leader and families revisit girls' hopes and dreams, asking such questions as, "How do

you think you're doing on your hope to make a new friend this year? I notice . What do you notice?" Girls need to opportunity to self-identify their progress in order to really see it.

Progress on Hopes and dreams are sent home to parents. o Quick report out sheet sent monthly to families about progress on troop shared hopes and dreams

Connect to troop activities/observations of girls’ progress in the troop setting. Identifiy activities to do at home as a family to support what is happening in the troop.

Girl Scouts Hopes And

Dreams

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Volunteer Toolkit

The Girl Scout Volunteer Toolkit (VTK) is a comprehensive digital tool accessible on your computer, smartphone or tablet. It is the primary support resource for troop leaders who work with troops in grades K–5. For volunteers, this resource will replace the hard copy adult leader’s guide for Journeys and the Girl’s Guide to Girl Scouting. Girls will still use their books to enhance their experience and serve as a memento of their fun experiences.

Resources Visit GSUSA's YouTube channel to check out videos on the VTK. Follow the GSWO Volunteer Support Facebook group for regular updates. If you are having trouble, contact our Customer Care Hotline at 888.350.5090. Follow the GSWOblog for more information tips and tricks. Sign up for the Volunteer Toolkit Webinar offered this fall or find the recording

on our website.

Volunteer Toolkit

1. What will I find in the Volunteer Toolkit (VTK)? Five tabs make managing your troop easier:

Resources

My Troop

Year Plan

Meeting Plan

Finances

Manage troop contacts, track awards and badges, track attendance, and communicate with caregivers/parents.

Broadly manage your troop year based on what girls want to do. When you log into VTK for the first time, you’ll have access to prepopulated year plans, including Girl Scout badge and journey options. These pre-populated plans provide everything you need to get started. At the beginning of each year, you’ll spend the first two meetings deciding with the girls what they’d like to do. You’ll also set your meeting calendar including locations, dates, and times. New content will be added throughout the year.

View meeting details including activity descriptions, meeting aids, materials lists, and more. Customize activities, delete ones that your girls don’t want to do, and replace them with new ones. Also, directly link to council sponsored program activities, register your troop, and add the event to your meeting plan.

Find additional resources to support the activities that your girls choose to do. Easy access to Safety Activity Checkpoints and other helpful resources. Add meeting aids to specific meetings in your year plan.

Share financial information with caregivers and submit financial information to the council. At the end of the troop year, you will be asked to submit your troop financial information to the council showing the source of your income and the expenses associated with running your troop. You can do this easily through the volunteer toolkit.

The Volunteer Toolkit FAQ

2. Why should I login to the VTK as soon as possible? New features have been added to this exciting new resource. The VTK is designed to meet your needs. It is getting better and better all the time! Login and get familiar with the functionality and materials available to you, and see why so many troop leaders are loving how easy VTK makes troop planning and engaging parents!

3. How will I use the VTK if I have two troops? You can easily switch back and forth between troops.

4. Will there be training on the VTK? VTK is designed to be intuitive and requires no formal training; however, video tutorials are available on the GSUSA YouTube channel and there are support resources on our website.

5. How do I access the VTK? Once you are an approved troop volunteer and have registered or renewed your membership, visit our website and click on the My GS tab. You will enter your login credentials there to gain access. The VTK integrates with our council website, allowing you to seamlessly go back and forth between the two. If you like, you can easily add the VTK to the home screen of your smart phone and/or tablet and use it like you would an app. If you have trouble accessing the new year plan after July 1, please contact our Customer Care Hotline and we will be glad to help you.

6. Will all troop leadership and parents have access to VTK? Direct primary volunteers will have access to the VTK (leader and co-leader). Parents are able to see a read-only view of the My Troop (excluding contact info), Year Plan, Meeting Plan, and Finance tabs.

7. Why is full functionality limited to K-5 troops? Going digital is a new direction for our national organization. In order to use our resources wisely, we had to narrow our focus as a starting point. Our older girls are very important to our organization, that is why GSUSA has worked hard to give older girl volunteers some functionality as they grow this new and exciting resource.

8. What can grades 6-12 volunteers see in the VTK? Older girl direct primary volunteers have access to the My Troop, Resources, and Finances tabs. They will not have pre-populated year plan content available, but they will get to "Create Your Own" year plan and look up key resources like Girl Scout Safety Activity Checkpoints and more! The also can look up the new program resources in PDF form in the resource tab. We look forward to offering additional updates as soon as they are available.

9. If I don’t have internet access at my meeting place, how will I access the VTK? You can easily download the materials to your device or print them to take to your meeting. The VTK can be accessed via computers, tablets, or smart phones. You can save the materials on these devices, or access them using your mobile broadband or Wifi network.

10. What about volunteers who don’t have internet access at home? The VTK is a website that can be accessed from any computer or electronic device with internet capability. Libraries are a great resource for those who don’t have access to the internet at home. You can print meeting plans or download them to your personal computer or drive using remote internet access.

11. Why has Girl Scouts decided to go digital? We know you spend countless hours supporting troops. The VTK is designed to help cut down the amount of time it takes for you to manage your troop by planning meetings (in partnership with the girls), communicating with parents, and finding support resources. The VTK puts all of this at your fingertips by having a central location for all of your Girl Scout “stuff.” Now you can easily find resources, access the website, and communicate with parents in one location!

VTK FAQ

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Troop Meeting Time and Location The first step is to determine your meeting time and location. Consider the girls in your troop: Do they all attend the same school? What is the most central or convenient location for all? What is the best time of day for the meeting for both girls, co-leaders, and parent support? Where to meet can be a bit trickier than when. A meeting place needs to provide a safe, clean, and secure environment that allows for the participation of all girls. Consider meeting rooms at schools, houses of worship, libraries, community buildings, childcare facilities, and local businesses. For teens, rotating meetings at coffee houses, bookstores, and other places girls enjoy spending time is an option. Below are a few things to keep in mind when choosing a location:

Safety—Safe, secure, clean, properly heated and cooled, free from hazards with all exits clearly

marked Cost—Free to use Availability—Available at the time and date of your meetings Facilities—Sanitary and accessible restrooms Accessible—Accommodate girls with disabilities and their caregivers

Certificate of Insurance When reserving troop meeting space volunteers may be asked to provide a certificate of insurance to verify Girl Scout liability insurance coverage. You may submit the Request for Certificate of Insurance online form found on the council website at gswo.org/insurancerequest. Certificates will be mailed or faxed within two weeks directly to the location. Examples of Location in Service Unit Service Unit Number .

Meeting Location Name Address Phone Number

My Troop# ________ Meeting Location _____________________________Meeting Date/Time __________ Don’t forget to upate information in Member Profile of the MYGS tab once your confirm your troop meeting time.

Troop Meetings

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Girl Scout Year At A Glance

The Volunteer Toolkit will show you year plan options. This sample troop year shows ideas for trips, traditions and activities that you can add to customize based on the interests of the girls in your troop. Each troop is different since the plans, activities, money earning (and more) should be planned by the girls! The role of the troop leadership team is to make sure girls have the chance to safely become goal-getters, risk-takers, innovators and leaders along side their sister Girl Scouts.

Summer (June–August) Submit your Troop Financial Report by July 31.

Take a break! Many troops take the summer off, but that doesn’t mean you have to! Take advantage of the time off of school to go on trips. As girls get older, summer is often the perfect time for them to participate in short-term Girl Scout opportunities.

Get connected again in July–August so girls can work troop meetings into their busy schedules.

Attend Camp! Girls can attend summer camp as a troop, on their own, or with a friend!

Start thinking about how your will engage your girls next year? Are their schedules getting busier? How the troop team make sure girls still have room for Girl Scouting?

Spring (March–May) Continue with regular troop meetings

Girl Scout Week—Celebrated each March, starting with Girl Scout Sunday and ending with Girl Scout Sabbath on a Saturday. It always includes the Girl Scout birthday (when Juliette Gordon Low officially registered the first troop) on March 12.

Girl Scout Sunday and Girl Scout Sabbath—Provides an opportunity to attend a place of worship and be recognized as Girl Scouts. Ask your service unit Girl Scout Leadership chair for more information.

Court of Awards Ceremony—Celebrate awards with a girl-designed ceremony. (Some leaders prefer to give awards as the girls earn them.) Ending the troop year with a gathering is a great way to reengage parents and share the girls’ successes.

Renewal—Late spring is a great time register for the coming year. There are often incentives associated with early registration.

Fall (September–November) Caregiver meeting with an

investiture/rededication ceremony. This is a great way to share Girl Scout traditions with parents and other caregivers and get them engaged as a volunteer.

Regular troop meetings (weekly, bimonthly, or monthly depending on girl schedules), that focus on plans for the year such as: Choose a Journey to use and badges the girls

would like to earn. Identify trips to make their Journey and badge

work come to life. Implement a service project based on their

new skills. Register to attend community and council-

sponsored Girl Scout events. Refer to The Girl’s Guide to Girl Scouting for

badge information or individual books for information on Journeys.

Fall Product Sale is a great way to earn startup funds for your troop and build valuable skills by selling nuts and magazines to friends and family.

Winter (December–February) Continue regular troop meetings implementing

the girl-led plans.

Participate in Girl Scout World Thinking Day on February 22 and honor our sister Girl Guides and Girl Scouts by taking time to give thanks for their international friendships and remember that GSUSA is a part of a global community. Visit girlscouts.org/worldthinkingday.

Participate in the Girl Scout Cookie Program. It’s a great way to earn money and develop financial skills. Here are a few key things: Each troop must have an approved and

registered troop cookie manager Order taking: early January Cookie delivery: late February Booth sales: March

Register for Summer Camp! There are lots of ways that girls experience the fun of camp including: day and resident camp (girls attend alone or with a buddy), Troop Adventure Camp (girls attend with their troop), or other one day opportunities. For more info, visit gswo.org/camp in January.

Girl Scout Year at a Glance

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The Girl Scout Troop Meeting

Each Girl Scout meeting provides an opportunity to explore new worlds and learn new skills. The Volunteer Toolkit provides editable year plans so you can customize your year and the activities in each meeting with your girls. The key is flexibility based on the needs and interests of the girls. You may have a meeting that consists of one activity and then your next meeting may have three activities. The Volunteer Toolkit has the Girl Scout Journeys and the Girl Scout Badges built right into it for troops in kindergarten through fifth grade.

The meetings inside each year plan are based on research, tradition, and knowledge of what works with girls. This model is meant to create a natural flow for the meetings and provide a “balanced diet” of fun, learning, responsibility, and accomplishment. If you use a basic agenda, the girls will feel comfortable because of the predictability of what will be included in each meeting. That predictability puts them at ease as they attempt new activities. The constantly changing nature of the activities and your response to their interests will prevent the girls from becoming bored.

Start-up Activity (5–10 minutes)— This is a time to greet all of the girls and their family members before the meeting officially begins. Have an easy, self-directed activity ready to engage girls’ attention. Before the opening ceremony, be sure to take attendance.

Opening Ceremony (10–15 minutes)—Open your meeting the same way at every meeting to provide comfort and familiarity for the girls. The opening allows girls to know the meeting has officially started and to focus and prepare for the rest of the meeting. Many troops start by reciting the Girl Scout Promise and Law. Tip: Making an agenda on a piece of poster board can help the girls know what to expect. As the girls progress, they can be in charge of preparing the agenda.

Activities (30–45 minutes)—During this section of the Girl Scout meeting, girls get a chance to build skills, try new things, explore their interests and work cooperatively with others. As the girls progress, you will begin to get insight into their interests. Make sure that you always ask for their ideas and input. You will also pick up good ideas from other leaders when you attend the regular service unit meetings.

Snack & Clean Up (10–15 minutes)—After girls finish their snack, have them clean up: pick up trash, push in chairs, sweep the floor, put away supplies, etc. Then ask them to come back to the circle or their chairs for the next activity.

Business Meeting (10–15 minutes)—This is a time for announcements, collecting dues, planning future meeting activities, kaper assignments (chore chart), voting, and other troop business. This section of the meeting is very important for the girls to learn how to lead, influence others and communicate feelings and opinions. Little by little, allow the girls to take more responsibility for the business of the troop. *Depending on how much you have to discuss, this section can also be a part of your opening.*

Closing Ceremony (5–10 minutes)—This is a time to emphasize the accomplishments of the meeting, remind the girls what is coming up, focus on personal goals, help girls feel part of a tradition, and end on a calm and positive note. Many troops like to close the meeting with a traditional Friendship Circle, where the girls stand close together and hold hands with their arms crossed right over left.

Troop Meetings

Find more detailed information including meeting plans and year plans for leaders of girls in grades K–5 in the Volunteer Toolkit located in the My GS tab on the website.

What do I need for my Troop Meeting? Meeting Plan from VTK Supplies Listed in Meeting Plan Law and Promise Poster Girl and Adult Registrations Snacks, if needed Roster/Health Info Release

Forms Songs and Game Ideas First Aid Kit

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Troop Safety

The safety and well-being of girl and adult members is our highest priority. As a volunteer, it is imperative to know and understand the safety policies and procedures in place, where to look, or who to ask for more information when necessary. Listed below are some of the main resources where safety policies are listed:

□ Volunteer Essentials—A guide to all the policies and procedures including safety. A print copy is provided to every troop each year.

□ Safety Activity Checkpoints—Activity specific safety guidelines for activities including camping, participating in a parade, and even the fall product program participation. These guidelines are available online or through the VTK.

□ Girl Scouts of Western Ohio website—Check out gswo.org for

General Safety Guidelines Keep caregivers informed! Communicate regularly about troop meetings and

activities. Use permission slips anytime the troop is doing anything out of the ordinary.

Girls are never alone! Girls should always use the buddy system and be accompanied by two approved adults at all times.

Adults are never alone with girls! At least one troop leader and either another troop

leader or a troop assistant should be present any time girls are together. Be prepared! Have a first aid kit, non-emergency number of local law enforcement, and

charged cell phone on hand, just in case you need it. Know your surroundings! This goes for both the regular meeting place and when

venturing out with the troop and applies to both people and places. Assess any risks that might be present and take appropriate action. When a registered sex offender is found to reside in the area of a troop’s meeting space, there is specific protocol to follow, (in partnership with council staff), so all volunteers and caregivers know what to do to ensure the safety of the girls. See Volunteer Essentials for more information.

Follow all safety policies and procedures as outlined in Volunteer Essentials. Not sure about a policy or procedure? Customer Care is here to help with any questions. Call: 1.888.350.5090, Monday through Friday from 8:30 a.m. – 5:30 p.m.

Troop Safety

Resources

Your Service Unit is: . You have volunteers in your community that are dedicated to supporting you and your troop to have a great Girl Scout year. A member of the team will reach out to you soon with information about meetings and other support opportunities.

Volunteer Essentials Volunteer Essentials is the primary resource for all volunteers. It provides information about our council, the Girl Scout Leadership Experience, council policies, volunteer personnel policies, financial procedures, volunteer staff structure, service unit structure, emergency procedures and much more.

Volunteer Toolkit The Girl Scout Volunteer Toolkit (VTK) is a comprehensive digital tool accessible on your computer, smartphone and/or tablet through the My GS tab on our website. Please see Volunteer Toolkit reference page for more information.

Girl Scouts of Western Ohio Website—gswo.org Offers information about programs, learning opportunities, events and product sales scheduled throughout the council. The website is updated regularly to provide the latest information to Girl Scout volunteers.

Program Events Guide—gswo.org/events Program Events Guide is a publication that outlines a variety of council- and community-sponsored programs available to girls. It also includes guidelines and reservation procedures for use of council properties and copies of council forms used by troop leaders. Events can also be found on our website events page.

Safety Activity Checkpoints—gswo.org/safety When preparing for any activity with girls, always begin by reviewing the Safety Activity Checkpoints written about that particular activity. Safety Activity Checkpoints can be found on the council website.

GSWO Blog—gswoblog.org This is a great way to get new ideas for troop activities, read success stories, and get new resources. This blog is designed to help leaders bring the Girl Scout Leadership Experience to life in their troop!

Girl Scout Leadership Journeys Girl Scout Leadership Journeys is a program resource that helps girls explore a theme through a sequence of fun and challenging experiences. Journeys also help girls to develop leadership skills, explore their interests, try new things, meet different people and make the world a better place. There are a total of seven journey series available in print or through the VTK for all grade levels: It’s Your World—Change It!, It’s Your Planet—Love It!, and It’s Your Story—Tell It! are available in print and through the VTK. Outdoor, Think Like an Engineer, Think Like a Citizen Scientist and Think Like a Programmer are only available through the VTK.

The Girl’s Guides to Girl Scouting Each grade level has a Girl’s Guide to Girl Scouting, which is the official handbook for all Girl Scouts. The guide includes three sections: Grade Level Handbook, Requirements for Grade Level Badges and My Girl Scouts, a section for girls to document their experiences that includes pages to scrapbook, draw, journal or save special moments. GSUSA has also developed four new badges only available through the VTK: Daisy Outdoor Art Maker, Daisy Good Neighbor, Girls’ Choice Troop Camping and Robotics. This is a great resource to share with parents.

GSWO Service Unit Facebook Group/ Shutterfly Many Service Units have establisted their own Facebook/Shutterfly pages. This is a great place to find out about Service Unit meetings and different events/activites or information put on/out from your Service Unit.

GSWO Volunteer Facebook Group Search “GSWO Volunteer Support” in Facebook to find our closed group and request to join. This is a great place to get fast answers and feedback from both staff and other volunteers!

Girl Scouts of the USA Website—gsusa.org The national Girl Scouts website provides information about Girl Scout programs, including the Girl Scout Journeys and other helpful resources addressing issues that girls and volunteers face in today’s world.

Resources

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Forms and Documents for New Troops The following are primary forms that new troops will use to get started and have a successful troop year.

Form Name Purpose Who Completes/Uses

the form

Volunteer Learning Completion Record

An official record that troop leaders can use to keep track of their volunteer learning. It is the troop leaders’ responsibility to maintain records of volunteer learning for their troop.

Troop leaders and

troop assistants

Health Information and Release Form

An updated record of a girl's past and present health status (for example, of allergies, chronic illnesses, and injuries), which her caregiver completes for Girl Scouts. The organization requires a health history for participation in physically demanding activities, such as water sports, horseback riding, or skiing.

A caregiver of each

girl in the troop.

Ways Adults Can Help Every troop needs both leaders and other volunteers to ensure success. This form can be used to recruit adults (beyond leadership) to help with troop activities.

Caregivers/any volunteer interested in helping the

troop.

Request for Certificate of Insurance

A form that shows venues hosting troops the level of liability insurance that Girl Scouts of Western Ohio holds. May be requested by your troop meeting place.

The troop leader requests the form on our

website.

Permission Slip

When doing activities beyond the troop meeting, caregiver permission is required. This form allows you to communicate to caregivers the key information about the activity and receive permission from them to involve their daughter.

Troop leader or assistant provides to caregivers

who complete and return it prior to trip or

activity.

Incident/Accident Report

This is a form that needs to be filled out in the event of an incident, accident, or emergency. Please follow procedures on page 61 in you Volunteer Essentials book.

Troop leader or assistant completes the form and submits it to Director of Regional Services within

24 hours of the incident/accident.

Troop Leader email for Account Opening

Procedures

An email that needs to be presented along with the welcome letter you received from us to the branch of the approved bank you have chosen for your troop account. (This cannot be found on the forms page, it will be emailed directly to you.)

Sent by Girl Scouts of Western Ohio to all

approved troop leaders and troop assistants.

Troop/Group Bank Account Request and Signature Card with Tax Exempt/Tax ID

Form

A form that a troop leader and a designated approved and actively registered adult will complete and give to the bank when opening the troop bank account. Required by the bank and shows the designated approved and actively registered adults (must have two) who are recognized by the bank and have authority over the troop funds.

The Tax Exempt/Tax ID Form is a certificate that will exempt the troop from paying state sales tax when purchasing supplies. Must be presented at the time of purchase.

For Troop Bank-account: At least two approved

troop leaders or assistants.

For Tax Exempt/Tax ID:Retailer and volunteer

making the purchase

Forms and Documents

Access forms at gswo.org/formsanddocs.

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Managing Troop Funds All approved volunteers managing troop funds must complete the

Troop Financial Management Learning Troop activities are supported through troop dues and money earning

activities. Girls will have opportunity to earn money through Fall Product Sales

and/or Cookie Sales. Always remember that troop funds belong to the girls and that parents

should be provided with troop financial information upon request. Girls should play an active role in the managing of troop funds according

to their grade-level. Troop funds benefits the entire troop and not individual girl. If a girl decides to leave Girl

Scouts, they money that is earned stays with the troop. Troop should establish some agreements if a girl decides to move to another troop. It is not mandatory for girls to have an individual copy of The Girl’s Guide to Girl Scouting, it is a

valuable resource for both girls and their caregivers. Uniforms are also optional. The official Girl Scout insignia is the Girl Scout pin, which most

troops provide to girls. Use this meeting to decide if, how, and when uniforms will be purchased.

Troop Checking Account Procedures Any troop or group that is managing money (earning, receiving, and spending) is required to maintain an active account at one of Girl Scouts of Western Ohio’s identified banking institutions:

Girl Scout troop checking accounts require at least two signers, two troop leaders or a troop leaders and an assistant.

(Only troop leaders and troop assistants are approved to handle troop funds)

.

Please contact your regional Girl Scout Service Center to discuss options regarding other approved banking institutions if PNC or Fifth Third are not accessible to you.

□ Coordinate schedules so that all signers can go to the bank together.

□ Take it to the bank! o All signers must bring:

A copy of their Girl Scouts of Western Ohio welcome email

Two forms of identification o Provide bank with Troop Checking Acount Procedures

forms (gswo.org/formsanddocs). Troop Bank Account Request Signature Card Preferred Bank Letter Tax Exempt Certificate

□ Complete and submit initial troop financial report at the end of the troop year.

How to Open Your

Bank Accout Review Girl Scouts of Western Ohio’s Troop Checking Account Procedures

and/or view the five minute Opening a Troop Checking Account prerecorded webinar on gswo.org.

Troop Funds and Account

Girl Led—Product Sale

Important Dates 2017-2018 Membership Year

September Training begins for fall product program October 6, 2017 Fall Product Order taking begins for troops in the Northern and Central regions

October 18, 2017 Fall Product Order taking begins for troops in the Southern region

October 30, 2017 Fall ProductTroop orders due

November 9-11, 2017 Fall Product Delivery

December 2, 2017 Fall Product Deposits and report envelopes due to service unit fall sale

coordinator

December Troop Cookie Coordinator training begins for Cookie Program

January 5, 2018 Cookie Program order taking begins

February 2, 2018 Cookie Program initial orders due

February 23, 2018 Cookie Delivery

March 2, 2018 Cookie cupboards open and booth sales begin

March 25, 2018 Cookie cupboards close and booth sales end

March 30, 2018 Cookie payments due and final report envelopes to service unit cookie

coordinators

Three Tips to Get Ready for Product Sales

1. Build Your Support Team: Find a troop manager! As a leader you already have enough to do. Help the girls have a better sale by delegating this role to another person. This awesome volunteer will need to sign-up as Troop Assistant.

2. Know Your Timeline: Save the sale dates prior to scheduling activities; timeline below.

3. Give the Girls the Skills Before the Sale: Include earning a Financial Literacy or Cookie Business badge. The Volunteer Toolkit has them built right in the year plan. Attend a Cookie Rally in your service unit or circle!

Product Sales

Fall Product Program Through the fall product program troops have a great opportunity to raise start up funds! Girls can sell in the following ways:

Nut Order Card Online with Me2 (simple online site to invite

friends and family to shop online) Girls sell:

Nuts and Candy from Trophy Nut Co. Magazines (online only)

Troops made on average last year $94 in troop funds from the fall product sale.

Cookie Program During the worlds largest girl led program troops can decide how they would like to participate in the program! 3 ways to participate:

Cookie Order Card Online with Digital Cookie (safe and secure

site to invite family near and far to purchase cookies)

Direct Sales/Booth Sales (door to door and at local retailers)

Your troop can decide what works best for you and your girls. Pick one or all three! Troops made on average $985 in troop funds from

the 2017 Cookie Program!

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