Activity Approval
GSUSA and our San Diego Girl Scout council set the rules and guidelines for safety and required paperwork for all troop activities. To get started, review the information and forms listed below. They are designed to keep girls safe and to help adult volunteers feel confident, comfortable, and prepared. Have questions? Please contact Patty Jenkins, our Service Unit Activity Consultant at 648gsac@gmail.com.
Permission Forms
Other Forms
Please refer to the Troop Leader's Guide to New Permission Forms document.
Girl Health History and Annual Permission Slip - parents can grant annual permission for routine events. Parents must complete all fields, but may decline any permission element. If parents decline annual permission for routine trips and events, the leader must obtain a signed permission form (below) for each instance.
Trip or Event Permission Form - Use for individual events when parents did not sign annual permission slip or additional activity approval is required
There are other common forms related to field trips, events and other activities that you will want to ensure are in your possession.
Family Information Sheet - this form should be completed annually and contains information about each girl, their family, and driver information.
Transporting Girl Scouts - Driver information is collected on the Family Information Sheet, but this form can be completed if someone elects to drive who has not completed that information. This also contains requirements for any volunteer drivers.
Accident/Incident Report Form - Leaders or volunteers should always carry a blank accident/incident form. This form is used to report many kinds of accidents or incidents including injuries, fighting/emotional outbursts, illnesses, allergic reactions, and more.
Safety Management Plan for Troop Activity - A Safety Management Plan (SMP), sometimes called an Emergency Action Plan (EAP), is a written plan that guides and communicates prevention and response plans for emergencies. This should be completed and returned to Patty Jenkins prior to any camping or travel experiences.
Insurance Matrix - Girl Scout Members received accident insurance with their membership. You may need to obtain additional insurance or get someone's proof of insurance based on range, attendees, and risk. As a rule, additional insurance is needed for :
Non-GS participants
Events/activities outside San Diego council boundaries (i.e. Temecula)
Event/activities that last longer than two nights
Activity Approval Process:
Routine Activities
When preparing for any activity with girls, always begin with the Safety Activity Checkpoints Matrix written specifically for that particular activity. Use the Safety Activity Checkpoints Matrix to quickly check which activities are appropriate for your age group, and whether you’ll need advance approval.
You must submit notification to Patty Jenkins, our Service Unit Activity Consultant through the SD Girl Scouts website for activities that require an Activity Approval Form and/or other documentation. Example events: Overnight outings, water sports, climbing activities, boating, etc.
You do not need to submit a notification to the Activity Consultant through the SD Girl Scouts website for activities which do not require approval. Leaders still need to have annual permission forms or event permission forms from parents.
Example events: Thinking Day, Sing a long, Basic Field Trips, Cookie Booths.
Online submission, for appropriate activities, should be submitted a minimum of one week before your activity.
Activity Approval Process:
Other activities
post event feedback
See the Safety Activity Checkpoints Matrix to determine if the activity requires approval and if it’s appropriate for your girls.
Complete Activity Approval Form if needed. This must be submitted a minimum of one month in advance of your activity.
Attach a sample copy of the Trip or Event Permission Form, and any other supporting documents.
Follow the online upload process during the “Submit to Activity Consultant” process (see button above) OR email the forms to Patty Jenkins, Activity Consultant (AC).
Allow time for review.
Do not make deposits or firm plans until approval is granted.
Read the Introduction to Safety Activity Checkpoints and always follow the general safety guidelines found
We are always interested in your feedback! Upon completion of a Service Unit Event, please complete the Event Debrief Form and email it to Patty Jenkins at 648gsac@gmail.com.