Additional Resources and Support
So how are you feeling? Excited? Anxious? Not quite sure yet? That’s ok, it’s normal. We know that volunteering isn’t always easy, especially when you’re new, so we can’t thank you enough for jumping in to be the mentor and role model she needs! Guiding your Girl Scouts—even if you’re still figuring things out—is nothing short of amazing!
The important thing to remember is, you’re not alone. We are in this with you, ready to help and support you at all times! Thanks again! It’s going to be a great Girl Scout year!
Background check policy
Girl Scouts of the USA (GSUSA) and Girl Scouts of Alaska (and its predecessors) are organizations with solid reputations and records for youth safety. Our highest priority is the safeguarding of the girls in our charge. Our volunteers make up 99 percent of the Girl Scouting “workforce,” with 80 percent of them providing direct service to girls. They are, without a doubt, on the frontlines of Girl Scouting. Therefore, our first line of defense for girls is to effectively screen our volunteers and place the right adults in volunteer positions. This document provides recommendations on how to conduct and interpret background screening.
In order to ensure the safety and well-being of the girl members of Girl Scouts of Alaska
Council (the "Council"), the Council reserves the right to disqualify or restrict the duties of any person who has been convicted of certain crimes; who has pled guilty or no contest to certain crimes; who has been placed on probation or deferred adjudication for certain crimes and/or who resides on the same premises as a person subject to the Alaska Sex Offender Registration Act.
The criminal background search is one component of the Council's volunteer placement
procedure, the goal of which is to screen prospective volunteers in order to place capable and qualified adults in all operational positions. Prospective Council volunteers must complete and sign a form authorizing the Council or its agents to conduct a criminal background search. Without a completed and signed authorization form, a person cannot serve in or be appointed to a volunteer position with direct contact with girls.
Simply put, volunteer screening is the process of authenticating the information supplied to an organization by a volunteer applicant. Criminal background checking, one type of volunteer screening, is the process of looking into the history of an individual to determine whether she or he has a criminal record.
Girl Scouts of Alaska will conduct criminal background screening, including a check of sex-offender registries, for volunteers working directly with girls. Volunteers fulfilling the adult requirement of the adult/girl ratio by grade level as detailed in Volunteer Essentials and the Safety Activity Checkpoints should be the volunteers screened.
Girl Scouts of Alaska will conduct criminal background screening for administrative volunteers who handle large amounts of money (for example, the Service Unit Cookie Manager).
Girl Scouts of Alaska will repeat the screening process at least every three years.
The Council will conduct a criminal background search on all, but not limited to:
- prospective troop/group leaders, and/or any other adult volunteers who work directly with Girl Scouts
- day camp volunteers
- service unit and troop/group cookie sale managers
- service unit and troop/group fall product managers
- adults working with special interest groups (program)
- day camp volunteer instructors
- volunteers driving Girl Scouts
- service unit team members
- community managers
- all signers on troop and service unit bank accounts
The Council's primary concern is always to safeguard the safety and best interests of its girl members. The criminal offenses that will disqualify a person from volunteer participation in the Council, as well as the process used to determine disqualification of a person from volunteer participation, are set out in greater detail below. As a general matter, the decision whether to exclude altogether or limit a prospective volunteer's participation in the Council is exclusively within the discretion of the Council. Factors to be considered by the Council in making such determinations include, but are not limited to, the nature and severity of the criminal conduct, and the length of time since the criminal conduct occurred.
Criminal Background Check Procedure 
Disqualification From Volunteer Participation or Activities
Confidentiality. The Council will maintain the confidentiality of all criminal background search information, including information regarding disqualification decisions disclosing solely on a need-to-know basis.
Privacy Statement. Upon receipt at Council office, volunteer applications containing privileged information, including social security and driver’s license numbers are kept in locked files in volunteer records. To protect privacy of volunteers, information is not placed in electronic storage with general access nor made available to volunteers or staff outside of GSAK.
Volunteer hours documentation
Girl Scouts of Alaska cannot provide documentation of volunteer service hours or other parental involvement in Girl Scout activities for use in court proceedings.
Returning to in-person troop meetings and activities interim COVID-19 guidance
This guidance is current as of June 1, 2020, a point at which a COVID-19 vaccine is not available. Your council may modify this guidance, from time to time as circumstances change.
COVID-19 is an extremely contagious virus that spreads easily in the community. Take all reasonable precautions to limit potential exposure for girls, volunteers, and families.
The COVID-19 pandemic continues to change as infection rates rise and fall in different areas. There may be regional differences or developments since this guidance was published. Continue to follow local and national directives. Discuss plans with families.
Use these questions and reminders to help decide how and when to return to troop activities.
Troop Meeting Space.
Outdoor spaces where social distancing can be maintained are strongly recommended for meetings. Get advance permission from the property owner or the jurisdiction that provides the location.
For meetings held at public facilities, contact the facility ahead of time and ask:
- Is the space cleaned, and touch surfaces (i.e., tabletops, light switches, chairs, etc.) sanitized, at least daily?
- Who else uses the space (how often, what size is the group)? Is the space cleaned between groups?
- What type of faucets / soap dispensers are available in the restroom (sensory or manual)?
Then, consider whether you can supplement any practices that are less ideal. For example, if you will arrive after another user group, plan to bring sanitizing wipes to get the space ready for your troop. Another example: if faucets are manual, take some time to show girls how to shut them off with a paper towel. Use paper towels for doorknobs whenever possible.
Meetings may not be held in fitness centers or gyms, where a greater risk for contracting the virus may exist. Schools or churches may not permit outside groups on premises, so always check and confirm ahead of time.
Troop Meetings in the home.
GSUSA strongly suggests no meetings in the home out of concern that there would be greater risk of exposure to other family members. The recommendation is to stay away from in-home meetings for the time being.
Troop Meeting Size.
The current suggested maximum is ten people (eight girls and two unrelated adult volunteers). However, check your local restrictions for small gatherings. If more restrictive, follow the local restriction. Restrictions vary greatly from state to state, county to county, and even from town to town--and frequently change. If a state allows more than ten to gather, utilize all social distancing practices and follow all preventative guidance (such as face coverings). Get clearance from your council before planning any gatherings of more than ten people.
If you have a large troop, stay connected while you wait for a safe time for everyone to gather. Large troops are wonderful, so stay together! Some ideas:
- Host virtual troop meetings (see below).
- Gather up in smaller groups—such as age-level groups, patrols, or groups of girls with a particular badge they’d like to work on.
Transportation.
Individual parents drop off and pick up their own girls from meetings. Carpooling and public transportation should be avoided, where possible, to maintain social distancing.
Virtual meetings.
Meeting options may need to be flexible based on the fluid nature of COVID-19 risk. Troops that are able to run online meetings as needed (or wanted) should do so. GSUSA recommends maintaining a virtual to in-person ratio of at least 20/80, which means to maintain virtual troop meetings at least 20% of the time to keep tech skills and virtual meeting habits fresh. Use the virtual troop meetings checkpoint in your council’s version of Safety Activity Checkpoints to guide your meeting plans.
Day trips and activities.
In conjunction with Safety Activity Checkpoints, follow the same guidance as Troop Meetings and Hygiene and COVID-19 Risk Mitigation guidance in this document. Call ahead to the facility or vendor to confirm that they are following CDC and state health department guidelines. If activity or sporting equipment is being provided, ask the provider if they wipe down equipment in between uses, similar to equipment at the gym. Make whatever appropriate accommodations that are necessary. For example, bring extra sanitizer if none will be provided for public use at the activity location.
Travel and overnight stays.
Overnight trips are not permitted until after the home state is successfully past Phase 3 of its re-opening process. The timeframes will vary from state to state and even from county to county in some cases. As always, contact your council for prior approval before planning any overnight stays and follow guidance in Safety Activity Checkpoints.
Hygiene and COVID-19 Risk Mitigation.
Follow the resources developed by credible public health sources such as CDC or your local public health department. Share these with girls and volunteers and ensure that they are practiced during meetings and activities. Place signs in the meeting or activity space to remind girls and volunteers to engage in everyday preventive actions to help prevent the spread of COVID-19. Signs should include:
- Stay home if you are sick.
- Cough and sneeze into a tissue, throw the tissue in the trash, and wash or sanitize your hands.
- Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing. If soap and water are not available, use a hand sanitizer that contains at least 60% alcohol.
- Avoid touching your eyes, nose, and mouth. Wash hands if you do touch.
- Volunteers, girls and parents should be reminded to make sure temperatures are taken prior to group interaction to confirm the individual is not running a fever and temperature is a normal 98.6 degrees Members with fever or temperature higher than 98.6 should skip the in-person gathering until their temperature is normal.
Personal contact.
Hugs, handshakes, “high-fives,” and even activities like the friendship circle or squeeze can transmit COVID-19 from person to person. Refrain from these gestures for the time being. Create a safe way for girls and volunteers to greet and end meetings instead (like tapping elbows).
Note: Use culturally appropriate messages, materials, and resources.
First Aid Supplies.
Troop first aid supplies should include COVID-19 prevention items including hand sanitizer (at least 60% alcohol), tissues, disposable facemasks, and disinfectants. Trash baskets or bags should be supplied for meeting and activity spaces, if not already available. Make sure that the trash baskets (or bags) are easily accessible for girls. Disposable or no-contact thermometers may be added to supplies if available and not cost-prohibitive, however, parents should be checking temperatures and allowing their girl(s) to join group activities only when temperatures are normal.
First Aid / CPR Training.
Keep skills up-to-date for any emergency. Talk to your council about alternative methods of training that may be available during this time.
Disinfectants and Disinfecting.
Routinely clean and disinfect surfaces and objects that are frequently touched (i.e., table tops, markers, scissors, etc.). Use a household cleaner, or see the EPA’s list of effective cleaners approved for use against COVID-19. Follow the manufacturer’s instructions for all cleaning and disinfection products (e.g., concentration, application method and contact time, etc.).
Household bleach is effective against COVID-19 for up to 24 hours when properly diluted. Check that the bleach is not expired and determine if it can be used on a given surface. Follow the manufacturer’s instructions for application and proper ventilation. Never mix household bleach with ammonia or any other cleanser.
To prepare a bleach solution, mix:
- 5 tablespoons (1/3rd cup) bleach per gallon of water or
- 4 teaspoons bleach per quart of water
See the CDC’s website for more on cleaning and disinfecting community facilities.
Face Coverings.
Volunteers should remind girls that Girl Scouts wear face coverings (masks) not only to protect themselves but to protect others. Face coverings are a civic responsibility and a sign of caring for the community. Girls can bring their own face coverings. Have disposable masks on hand for those who need them. Volunteers can teach girls how to handle their face coverings so that the coverings are effective. Some girls or volunteers may not be able to wear masks, due to medical conditions such as asthma. Contact your council for guidance on how best to handle these exceptional circumstances as they arise.
Reporting and communicating a positive COVID 19 test.
In the event of a COVID-19 positive test result, do NOT contact the parents or troop members. Promptly contact your council in this situation. A council staff member and NOT volunteers, will be responsible for:
- Confirming and tracing the positive tester,
- Contacting the parents of anyone who may have been exposed (or other volunteers),
- Notifying a facility or homeowner where a troop has met
- Alerting the state department of health.
Let other volunteers know that council staff, NOT volunteers, will notify parents and others about a positive test result and that the tester’s identity is confidential. Remember that girl and volunteer health information is private and strictly confidential and should be only shared on a need to know basis with a council staff member.
© Copyright 2009–2022 Girl Scouts of the United States of America. All rights reserved. All information and material contained in Girl Scouts’ Volunteer Essentials guide (“Material”) is provided by Girl Scouts of the United States of America (GSUSA) and is intended to be educational material solely to be used by Girl Scout volunteers and council staff. Reproduction, distribution, compiling, or creating derivative works of any portion of the Material or any use other than noncommercial uses as permitted by copyright law is prohibited, unless explicit, prior authorization by GSUSA in writing was granted. GSUSA reserves its exclusive right in its sole discretion to alter, limit, or discontinue the Material at any time without notice.
