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Forms & Documents

Searching for forms or documents to support your Girl Scout experience? We’ve made it easy for you to find exactly what you’re looking for.


Renewal Step by Step (For Leaders and Caregivers) | MyGS Step by Step (For New Members)

 
 
For Families

Badges & Awards
Girl Scout awards and badges are a great way for girls to explore their interests and learn new skills. Badges and Awards can be earned as a troop, a small group, or solo. Explore what’s available!

Financial Assistance
GSHNJ provides financial assistance to qualifying families to cover the cost of membership fees, council service fees, and uniform insignia. Qualifying families may also apply for financial assistance to apply toward the cost of summer camp registration fees. Financial assistance is only available to families who are members in GSHNJ.

General Membership | Families in Elizabeth | Families in Irvington | Families in Jersey City | Families in Newark | Families in Plainfield | Summer Camp

Troop Transfer Request
Use this form to request a transfer from one troop to another, or to be placed in a specific troop. Note that the leader of the troop you’d like to join must have approved the placement prior to submitting this request. GSHNJ staff will complete the transfer once authorization is confirmed.

Uniform Diagrams
Where to place official insignia, pins, and badges for Girl Scout Daisies, Brownies, Juniors, Cadettes, Seniors, Ambassadors, and adult volunteers.

For Troop Leaders

Accident/Incident Reports
In the event of an accident, illness, or injury at a Girl Scout activity, use the Accident Report to document and notify GSHNJ personnel. Use the COVID-19 Incident Report if someone connected to your troop or service unit is diagnosed with COVID-19 and has potentially exposed others during a Girl Scout event or activity. In the event of a non-medical incident at a Girl Scout activity, use the Incident Report to document and notify GSHNJ of the circumstances and actions of those involved.

Accident PDF Report | Accident Online Report | Incident PDF Report | Incident Online Report | COVID-19 Incident Report

Contract Signature
 Only council staff are authorized to sign contracts with contractors, vendors, program delivery facilitators, transportation outfitters, rental agreements, venue reservations, memos of understanding, facility use forms, permits, or other binding documents that benefit, impose responsibility, or impose potential liability on Girl Scouts or Girl Scouts Heart of New Jersey service units or troops. Volunteers do not have the authority to enter into these agreements on behalf of Girl Scouts.

Use this link to request an authorized signature for a contract. The process may take up to 10 business days:

  • Event Coordinator ensures contract and supporting documents represents all rules, regulations, terms, and conditions from the organization.
  • Event Coordinator reads, understands, and signs the contract.
  • Event Coordinator completes the online form, uploads signed contract, supporting documents, and submits. 
  • If a written version of the documents are only on the venue's website, Event Coordinator will provide the link or printout of that specific webpage. 
  • Event Coordinator will receive an email confirming receipt of the online request form. 
  • Insurance Team will review and submit for Council Signature. 
  • Event Coordinator will receive an email confirming approval and copy of council signed contract OR request for additional information. 

Disbanding Troop Procedure
A troop is considered disbanded when girls and/or leaders no longer wish to continue functioning as a Girl Scout troop. Follow this procedure to ensure that all relevant parties are cared for.

Finance Worksheet
Use this worksheet to organize your troop financial data for input into the annual Troop Finance Report in the Volunteer Toolkit. Then, submit your troop's annual Troop Finance Report on the Volunteer Toolkit's Finances tab by July 31. Training on how to submit your finance report can be found in gsLearn.

Gathering on Private Property
GSUSA strongly discourages troops from meeting inside private homes. During COVID, GSHNJ will make temporary, case-by-case exceptions to those who complete this application and meet the required criteria.

Graduating Troop Procedure
When all members of a troop turn 18, the troop may choose to continue with new members, or disband. Follow this procedure to let us know how the troop wishes to proceed.

Health History Records
Troop leaders keep records of girls’ and adult volunteers’ health histories, updated annually. These records must be on hand wherever the troop is assembled.

Girl Health History Record | Girl Health History Record en Español | Adult Health History Record

Insurance
Activity Insurance

Activity Insurance
Upon registration, every Girl Scout and adult member is automatically covered under Girl Scout Activity Accident Insurance basic coverage when attending approved, supervised, Girl Scout events and activities. Parents, siblings, and other non-member attendees are not covered by GSHNJ’s insurance plan, as well as members who are not of the correct age for an event (ie: a Brownie tagging along to an Ambassador event). Troops that allow non-members to participate in an activity or event are encouraged to purchase optional insurance as outlined below. These plans are secondary insurance and apply only to approved, supervised Girl Scout activities.

Please visit Mutual of Omaha’s website for more detailed information. Council staff can advise on the
purchase of additional insurance for events or high-risk activities.

Under all Optional Plans, 100% enrollment is required for those to be covered. There is a minimum
premium charge of $5 for each online submission. The troop/group may include several events in one
submission to meet the minimum. Optional plans must be purchased through GSHNJ.

Available Optional Plans:
• Plan 2 Accident Insurance: 11¢ per participant per calendar day. For member and non-member
participants in approved Girl Scout activities 3 days/2 nights or longer. Use this link to request Girl Scout Plan 2 Activity Accident Insurance.
• Plan 3E Accident and Sickness Insurance (secondary insurance): 29¢ per participant per calendar
day. For member and non-member participants in approved Girl Scout activities 4 days/3 nights
or longer. Use this link to request GS Plan 3E Activity Accident & Sickness Insurance .
• Plan 3P Accident and Sickness Insurance (primary insurance): 70¢ per participant per calendar
day. For member and non-member participants in approved Girl Scout troop travel of 4 days/3
nights or longer. Use this link to request Girl Scout Plan 3P Activity Accident & Sickness Insurance
• Plan 3PI Accident and Sickness Insurance for International Trips (primary insurance): $1.17 per
participant per calendar day. Required for members and non-member participants in approved
international trips. Primary coverage, not subject to coordination of benefits and includes
emergency travel assistance service. Use this link to request GS Plan 3PI Activity Accident & Sickness Insurance with TAS.

Certificates of Insurance

Certificates of Insurance
A Certificate of Liability Insurance (COI) is a document prepared by an insurance company that verifies that an organization has obtained insurance coverage. COIs are typically received by opposite parties in a contract, agreement, or transaction and are valid for one year. To ensure the safety of our Girl Scouts, all facilities, organizations, or vendors offering programs, activities, meeting space, overnight activities and/or transportation must meet requirements for commercial general liability insurance, umbrella insurance, auto liability insurance (when motor vehicles are involved), and workers compensation (when employees are present).

Troop leaders are responsible for obtaining a COI from a meeting or activity vendor or venue prior to taking Girl Scouts there; leaders may request a COI from GSHNJ if a meeting or activity vendor needs one.

Use this link to request a COI from GSHNJ to an organization. The process may take up to 5 business days:

  • Prior to completing this form, contact the organization directly and verify their Certificate of Liability Insurance requirements. Verification from the organization (Certificate Holder) includes:
    • Organization name and mailing address
    • Event location name and address
    • Organization contact name, telephone, and email address
    • Type of coverage required
    • Use of Premise
    • Additional Insured (a copy of contract/agreement is required)
    • Dates of coverage​​​​                                          
  • Complete and submit the online request form. 
  • Event Coordinator will receive an email confirming receipt of the online request form. 
  • A Certificate of Liability Insurance will be issued directly to the organization providing use of their site to Girl Scouts Heart of New Jersey Service Units, Troops, or Groups for events or activities. 
  • Event Coordinator will receive an email with a copy of the Certificate of Liability Insurance.

Use this link to request a COI from an organization to GSHNJ. This process may take up to 30 days:

  • Download the file Sample COI from an Organization to GSHNJ (standard, high risk, overnight, or transportation). This file contains a letter for Request for Certificate of Liability Insurance and samples of Contractual Insurance Requirements.
  • Email or fax the file Sample COI from an Organization to GSHNJ to the organization providing standard activities, high-risk activities, overnight activities, or transportation. 
  • After two weeks, email info@gshnj.org, subject line - Request for COI from Organization, to inquire if the Certificate of Insurance has been received.
Insurance Claims

Insurance Claim Form for Accidents at Girl Scout Activities
In the event of an accident, illness, or injury at a Girl Scout activity, use this form to submit an insurance claim.

 

Money Earning Guidelines
A money-earner is an activity organized by girls that is planned and carried out by girls (in partnership with adults) with the goal of earning money for Girl Scout-related activities. Money-earners can be executed by troops or by individual or small groups of girls who are working on a High Award.

Troop Money-Earning Approval Request | Bronze Award | Silver Award | Gold Award

Permission Slips
It is imperative to secure a signed permission slip from a Girl Scout’s parent or guardian for any trip or special activity outside the troop meeting space. This applies to all Girl Scouts under the age of 18. Always keep a copy of these permissions with you for the entirety of the trip/activity.

Annual permission slips cannot be used to grant permission for high-risk activities, overnights, extended overnights, and international travel (all of which require prior GSHNJ staff approval); use the single-activity permission form for those. It can be used for low-risk troop activities that don’t have an overnight component and participation in the Fall Product Program and Cookie Program.

Annual Permission Form | Single-Activity Permission Form

Personal Conduct Agreement
 If your troop or group is planning a complex trip, consider creating a document outlining specific standards of conduct for all travelers. Have the group work together to craft the agreement; consider using this template or drafting your own.

Safety Activity Checkpoints
 Safety Activity Checkpoints outline the safety standards and guidelines used in Girl Scouting, which apply to all Girl Scout activities.

Sensitive Issues Consent Form
Sensitive issues such as religion, politics, human sexuality, suicide, and personal violence are among a host of topics that Girl Scouts think and talk about as we help young people make informed and responsible decisions about their lives. If your troop is hosting or attending a program, event, or activity that addresses possibly sensitive topics, consider obtaining written consent from families with this form.

Troop Information Update
GSHNJ online Participation Catalog is the best resource for prospective Girl Scout families to identify a troop that fits their unique needs. To provide the best experience to both prospective families and open troops, it’s important that troops’ information is accurate and up to date in the catalog.

Troops’ meeting day, time, frequency, and location can be updated at any time via the troop leader’s MyGS account. Other updates (grades, program levels, troop size, graduation, disbanding, etc.) can be made using this form.

Troop Transfer Request
Use this form to transfer members from one troop to another, or to request placement in a specific troop. Note that the leader of the troop you’re transferring into must have approved the placement prior to submitting this request. GSHNJ staff will complete the transfer once authorization is confirmed.

Troop Trips
A Trip Application is required for any troop-hosted event that includes an overnight or high-risk activity as defined in the most current version of Safety Activity Checkpoints. An Intent to Travel Application is required before final plans are confirmed for any troop-hosted domestic travel that is longer than two nights or any international travel. A Trip Application is not required for participation in council-hosted programs. The application is necessary to ensure that all GSHNJ safety policies, standards, and guidelines are properly met prior to Girl Scouts’ participation in the activity.

Trip Application | Trip Roster Template | Intent to Travel Application
Extended and International Travel Check List

Volunteer Essentials
 Volunteer Essentials is an online FAQ designed to guide and support busy Girl Scout volunteers as they move through their year. Sections include All About Girl Scouts, Engaging Girls & Families, Troop Management, Product Program, Troop Finances, and Safety. New troop leaders will find the New Leader’s Guide to Success especially helpful. Troops incorporating virtual meetings will find the Troop Leader Blueprint a great resource.

Volunteer Toolkit (VTK) Leader Tip Sheet
The VTK is a robust digital planning tool that helps leaders organize and plan their Girl Scout troop’s activities—it’s especially helpful for new leaders, but a great tool for veterans alike. The VTK provides clear, step-by-step instructions that walk leaders through troop meetings, badges, special patch programs, and Journeys with sample scripts, shopping lists, timed agendas, and more. Leaders have the option of delivering pre-set year plans or customizing their own.

For Service Units

Accident/Incident Reports
In the event of an accident, illness, or injury at a Girl Scout activity, use the Accident Report to document and notify GSHNJ personnel. Use the COVID-19 Incident Report if someone connected to your troop or service unit is diagnosed with COVID-19 and has potentially exposed others during a Girl Scout event or activity. In the event of a non-medical incident at a Girl Scout activity, use the Incident Report to document and notify GSHNJ of the circumstances and actions of those involved.

Accident PDF Report | Accident Online Report | Incident PDF Report | Incident Online Report | COVID-19 Incident Report

Contract Signature
 Only council staff are authorized to sign contracts with contractors, vendors, program delivery facilitators, transportation outfitters, rental agreements, venue reservations, memos of understanding, facility use forms, permits, or other binding documents that benefit, impose responsibility, or impose potential liability on Girl Scouts or Girl Scouts Heart of New Jersey service units or troops. Volunteers do not have the authority to enter into these agreements on behalf of Girl Scouts.

Use this link to request an authorized signature for a contract. The process may take up to 10 business days:

  • Event Coordinator ensures contract and supporting documents represents all rules, regulations, terms, and conditions from the organization.
  • Event Coordinator reads, understands, and signs the contract.
  • Event Coordinator completes the online form, uploads signed contract, supporting documents, and submits. 
  • If a written version of the documents are only on the venue's website, Event Coordinator will provide the link or printout of that specific webpage. 
  • Event Coordinator will receive an email confirming receipt of the online request form. 
  • Insurance Team will review and submit for Council Signature. 
  • Event Coordinator will receive an email confirming approval and copy of council signed contract OR request for additional information. 

Finance Report
Service Units must submit an annual finance report for every service unit account by July 31. Use the first page of this report to gather your materials before beginning.

Insurance
Activity Insurance

Activity Insurance
Upon registration, every Girl Scout and adult member is automatically covered under Girl Scout Activity Accident Insurance basic coverage when attending approved, supervised, Girl Scout events and activities. Parents, siblings, and other non-member attendees are not covered by GSHNJ’s insurance plan, as well as members who are not of the correct age for an event (ie: a Brownie tagging along to an Ambassador event). Service Units that allow non-members to participate in an activity or event are encouraged to purchase optional insurance as outlined below. These plans are secondary insurance and apply only to approved, supervised Girl Scout activities.

Please visit Mutual of Omaha’s website for more detailed information. Council staff can advise on the
purchase of additional insurance for events or high-risk activities.

Under all Optional Plans, 100% enrollment is required for those to be covered. There is a minimum
premium charge of $5 for each online submission. The troop/group may include several events in one
submission to meet the minimum. Optional plans must be purchased through GSHNJ.

Available Optional Plans:
• Plan 2 Accident Insurance: 11¢ per participant per calendar day. For member and non-member
participants in approved Girl Scout activities 3 days/2 nights or longer. Use this link to request Girl Scout Plan 2 Activity Accident Insurance.
• Plan 3E Accident and Sickness Insurance (secondary insurance): 29¢ per participant per calendar
day. For member and non-member participants in approved Girl Scout activities 4 days/3 nights
or longer. Use this link to request GS Plan 3E Activity Accident & Sickness Insurance .
• Plan 3P Accident and Sickness Insurance (primary insurance): 70¢ per participant per calendar
day. For member and non-member participants in approved Girl Scout troop travel of 4 days/3
nights or longer. Use this link to request Girl Scout Plan 3P Activity Accident & Sickness Insurance
• Plan 3PI Accident and Sickness Insurance for International Trips (primary insurance): $1.17 per
participant per calendar day. Required for members and non-member participants in approved
international trips. Primary coverage, not subject to coordination of benefits and includes
emergency travel assistance service. Use this link to request GS Plan 3PI Activity Accident & Sickness Insurance with TAS.

Certificates of Insurance

Certificates of Insurance
A Certificate of Liability Insurance (COI) is a document prepared by an insurance company that verifies that an organization has obtained insurance coverage. COIs are typically received by opposite parties in a contract, agreement, or transaction and are valid for one year. To ensure the safety of our Girl Scouts, all facilities, organizations, or vendors offering programs, activities, meeting space, overnight activities and/or transportation must meet requirements for commercial general liability insurance, umbrella insurance, auto liability insurance (when motor vehicles are involved), and workers compensation (when employees are present).

Troop leaders are responsible for obtaining a COI from a meeting or activity vendor or venue prior to taking Girl Scouts there; leaders may request a COI from GSHNJ if a meeting or activity vendor needs one.

Use this link to request a COI from GSHNJ to an organization. The process may take up to 5 business days:

  • Prior to completing this form, contact the organization directly and verify their Certificate of Liability Insurance requirements. Verification from the organization (Certificate Holder) includes:
    • Organization name and mailing address
    • Event location name and address
    • Organization contact name, telephone, and email address
    • Type of coverage required
    • Use of Premise
    • Additional Insured (a copy of contract/agreement is required)
    • Dates of coverage​​​​                                          
  • Complete and submit the online request form. 
  • Event Coordinator will receive an email confirming receipt of the online request form. 
  • A Certificate of Liability Insurance will be issued directly to the organization providing use of their site to Girl Scouts Heart of New Jersey Service Units, Troops, or Groups for events or activities. 
  • Event Coordinator will receive an email with a copy of the Certificate of Liability Insurance.

Use this link to request a COI from an organization to GSHNJ. This process may take up to 30 days:

  • Download the file Sample COI from an Organization to GSHNJ (standard, high risk, overnight, or transportation). This file contains a letter for Request for Certificate of Liability Insurance and samples of Contractual Insurance Requirements.
  • Email or fax the file Sample COI from an Organization to GSHNJ to the organization providing standard activities, high-risk activities, overnight activities, or transportation. 
  • After two weeks, email info@gshnj.org, subject line - Request for COI from Organization, to inquire if the Certificate of Insurance has been received.
Insurance Claims

Insurance Claim Form for Accidents at Girl Scout Activities

In the event of an accident, illness, or injury at a Girl Scout activity, use this form to submit an insurance claim.

 

Money-Earning for Service Units
These money-earning activities are organized by a service unit, and are planned and carried out by registered adult volunteers, with the goal of earning money for Girl Scout-related activities. This request for approval includes detailed policies and procedures for service unit teams.

Safety Activity Checkpoints
 Safety Activity Checkpoints outline the safety standards and guidelines used in Girl Scouting, which apply to all Girl Scout activities.

Service Unit Trips & Camporees
A Trip Application is required for any service unit-hosted event that includes an overnight or high-risk activity as defined in the most current version of Safety Activity Checkpoints. A Trip Application is not required for participation in council-hosted programs. The application is necessary to ensure that all GSHNJ safety policies, standards, and guidelines are properly met prior to Girl Scouts’ participation in the activity.

Trip Application | Trip Roster Template

Volunteer Essentials
 Volunteer Essentials is an online FAQ designed to guide and support busy Girl Scout volunteers as they move through their year. Sections include All About Girl Scouts, Engaging Girls & Families, Troop Management, Product Program, Troop Finances, and Safety. New troop leaders will find the New Leader’s Guide to Success especially helpful. Troops incorporating virtual meetings will find the Troop Leader Blueprint a great resource.

 

 

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Still can’t find what you’re looking for? Contact us at info@gshnj.org or 908-518-4400. Our office hours are Monday-Thursday 9am-5pm and Friday 9am-3pm. Go here for retail shop hours and locations.