All adults who have direct contact with girls and/or in a supervisory role need to become a registered
member and approved volunteer. An approved volunteer is a registered member who has completed the
volunteer approval process which includes submitting required background checks. This includes
anyone who: handles troop funds and/or product sales, a driver, chaperone, first aider, or adult meeting
ratio, an adult staying overnight during a CORE camp session or any overnight that they are in a volunteer
capacity, or participating in a high risk activity. Additional training may be required depending types of
travel.
Refer to the Appendix: GSWPA Procedures/Forms for the following:
Volunteer Approval Process
Volunteer Approval Process Decision Tree
Click the links for the following:
Trip & High-Risk Activity Procedure
Trip and High-Risk Activity Application
Trip and International Trip Checklist
Encourage the girls to submit much of the information themselves, including the following:
● A detailed itinerary, including specific activities involved, mode of travel, and all dates and times
● Location and type of premises to be used
● Numbers of girls who will be participating (parental permissions must be obtained)
● Names and contact information for 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)
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
● 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 to share on social media
●
What behaviors you expect—and what consequences exist for not living up to those behaviors