4 Available
-
Share with new families ready to join Girl Scouts -
Instructions to renew GS memberships & volunteer roles
-
Basics for registering for programs and events
-
Photo/Video release form for ages 18 and older
For Families 
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. 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 | Incident PDF Report
Background Check Retrigger Request
Background checks are performed every three years for all Girl Scouts Heart of New Jersey volunteers who work directly with Girl Scouts and/or finances. Upon receipt of the Asurint background check email, volunteers have three calendar days to submit the requested information to Asurint; after three calendar days, the secure link will expire. If you need to retrigger a volunteer background check link that has expired, you may submit this form.
Reminder: If you do not see the Asurint email in your inbox, check your SPAM/JUNK folders.
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. For one-time Girl Scout events, GSHNJ may 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
Photo Release Forms
Before sharing images or videos of Girl Scout participants, ensure you have permission to do so. Use this form to obtain permission from adult participants and/or parents and legal guardians. The form may be used to obtain permission for a single event or for annual use, if preferred.
Insurance
Activity Insurance
Certificates of Insurance
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.
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 | Incident PDF 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.
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. Review our Service Unit Money Earning Guidelines and application here.
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.
Insurance
Activity Insurance
Certificates of Insurance
Insurance Claims
