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Following policies and standards is an important responsibility for adults in Girl Scouting. The publication that deals with this subject is Volunteer Essentials. When followed carefully, these guidelines protect you and the girls both in a physical and a legal sense.

Parental/Legal Guardian Permissions

Permissions are a tool for communicating with parents. A signed permission says that parents have been informed and that they give permission for their daughter to participate in an activity.

Parental permission is necessary for the following:

• Becoming a member of Girl Scouting.

• An activity away from the troop meeting place; this form also contains permission for leaders or council representatives to give girls medication and to seek medical treatment in case of emergency. For participation in money-earning projects, including the Girl Scout Fall Product Sale and Cookie Sales.

• For activities that involve sensitive topics.

• For activities that present high risk to girls or for an activity not listed in Safety Activity Checkpoints for which council permission has been obtained.

The troop leader should keep on file all permission forms for one year after each activity.

If an insurance claim is made, the permission form for that activity should be submitted with the insurance claim form to the council office.

Activity Information/Permission forms and High Risk Activity Information/Permission Forms are available from www.gs-top.org or any Girl Scout Service Center. The Girl Scout New Member Orientation Packet contains a copy of the former.

Council Permissions

Because of their nature, some activities require council permission. Those activities require parent permission, as well. A further discussion of some of these activities and procedures for applying for permission may be found in other areas of this book.

Applications for applying for council permission are available from www.gs-top.org or any Girl Scout Service Center. These applications should be submitted to the designated staff member at a Girl Scout Regional Office.

Council permission is necessary for the following (submit application forms to your regional office):

• All overnight trips which are not at the meeting place, at the home of a registered troop adult or at a Council-owned site. See Troop Trips.

• Money-earning projects, except Girl Scout fall product sales and cookie sales. See Money-Earning Projects.

• Activities listed in Safety Activity Checkpoints which require council permission.

• Activities which present high risk to girls. See High Risk Activities.

• Activities that involve sensitive topics.

• Activities which require a contract to be signed. See below.

• Activities which require a waiver or release from liability to be signed. See below.

Contracts and Waivers

Sometimes troops want to participate in activities that involve a service by a business or another organization. Because providing services to minors is a legal risk, these businesses may want you to sign a contract. Many times these contracts contain a “waiver” or “release from liability.”

Girl Scout leaders cannot sign contracts.

Only the Council is a legal entity with the right to sign contracts. The Chief Executive Officer of GS-TOP is authorized to sign contracts related to the use of a service or a site.

Check with the service provider to see if they will accept our parental permission form in place of a waiver.

Leaders cannot sign any document waiving the legal rights of girls. Only parents can sign such waivers. However, parents are strongly advised against signing away their legal rights.

Please submit a copy of the contract or waiver to your Membership Specialist. Allow two weeks for processing and approval.

Leasing Vehicles

Girl Scout leaders ARE permitted to sign contracts to lease vehicles. Procedures regarding vehicle leasing are a part of the Trip Packet and on the “If You Lease a Vehicle” flyer.

Reminder for Troops Trips

Rental of 15 passenger vans is highly discouraged. Ask the leasing/rental companies for the 12 passenger version instead. The 12 passenger vans are easier to pack and less likely to be overloaded. Always put the luggage in the van in such a way that the weight is distributed evenly and the passengers are arranged to help with that as well. If your troop is renting vehicles for troop trips, be sure to check your personal insurance coverage to make sure it covers leased vehicles for both property damage and liability. If not, you must purchase that coverage from either the rental company or the Council. If you lease a vehicle, you must have at least a million dollars worth of liability insurance. For questions about vehicle renting, please contact the staff Program Specialist. It is also a good practice to check your own coverage for adequate liability limits when traveling with more than just your family members in the vehicles.

The forms listed above are available at any Girl Scout Service Center.