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Volunteer and Girl

You Are Here : Home : FOR VOLUNTEERS : Forms : Alphabetical Listing of Forms

This is not an exhaustive list of forms, but the most used forms for Girl Scout volunteers. If you do not see a form that you need, please try our Forms and Publications Search, or contact your Community Development Director with questions about forms you do not see here.

Tip: To find a form on this page, type CTR + F to use your browsers "find" function.

If your form is a Word form and you don't have that software, you can download this free editor:  http://www.openoffice.org/download/ 

Name of Form Submit form to: Description
Accident/Injury Report Form Fax or e-mail to the Risk Management and Travel assistant in the Alameda office Use to report any accident/injury within 24 hours of incident.
Adult Education Registration Form

Adult Development Admin Asst.

1310 S. Bascom Ave, San Jose, CA 95128

Fax 408-287-8025

Use this form to register for in-person volunteer learning courses. Please review the online schedule of courses at www.GirlScoutsNorCal.org/training . Registration for classes is on a first-come, first-served basis
Adult Health History Form (English)
Historia de Salud de Adulto (Español)
Event Registrar, Troop/Group Leader Required for adults attending overnight events.
Adult Health History Form (with Physical)  (English)   Event Registrar, Troop/Group Leader Required for adults attending trips longer than 3 nights, or when they participate in strenuous activities
Adult Photo Release Local office - Requesting Department
Click here to look up your local office mailing address.
Required when pictures or video will be taken specifically for use in GSNorCal publications.
Adult Recognition Nomination Forms Please review the information on the "Adult Recognitions" page. Use these forms to nominate an outstanding adult in Girl Scouting for one of our formal awards.

Adult Screening:

Volunteer Application

online form - submit electronically Required of all adults who will supervise or drive girls, or work with money or girls' or adults' personal information, or who will attend an overnight activity

Please click here for more information about the Adult Screening Process

Adult Screening

Live Scan Application

Bring with you to your fingerprinting appointment

 

Use if choosing Fingerprinting option for adult screening
Please click here for more information about the Adult Screening Process
Annual Permission Form (PDF) (English)

Permiso Anual (Español)

(see also "Parent Permission Form")
Troop Leader Use for general permission from parent or guardian; photo release, product sales, permission for emergency medical treatment, and trips where driving time is less than one hour, trip does not exceed six hours, and the activity is not considered high-risk

Annual Service Unit Finance Report

(See Service Unit Finance Report)

Director of Membership - Local Office
Click here to look up your local office mailing addres.
For service units.  By September 30 of each year, submit this form with a copy of the last bank statement to the Director of Membership in your area. This form covers September 1 thought August 31. Please keep a copy for your records. If your service unit has more then one account, please submit a separate form for each account.

Annual Troop/Group Finance Report

(See Troop/Group Finance Report)

SU Treasurer OR Community Development Director
Click here to look up your Community Development Director
Due by June 30 of each year, when troop disbands or upon change of leadership. See Annual Troop/Group Finance Report Instructions regarding listing income and expenses.
Authorization to Rent Vehicles Local office - Program Department
Click here to look up your local office mailing address
File at least 4 weeks in advance of scheduled trip
Background Check Signature Form Fax or mail to Adult Screening Specialist Must be signed before a volunteer's personal information will be submitted for an electronic background check using a GSNorCal computer
Bank Account Packet

Financial Assistant-Partnerships

1650 Harbor Bay Parkway, Suite 100, Alameda, CA 94502

(510) 562-8470 x1204

Use when opening a troop/group bank account
Bank Account: Changing Signers Form and Packet

Financial Assistant-Partnership

1650 Harbor Bay Parkway, Suite 100, Alameda, CA 94502

(510) 562-8470 X1204

Use when changing signers on a troop/group bank account
Certificate of Insurance Request Form Risk Management and Travel Assistant
1650 Harbor Bay Parkway, Suite 100, Alameda, CA 94502
Fax: (510) 633-7925
Use if a vendor or site you are working with requires a Certificate of Insurance from the council.
Change of Address/Name Form Submit Online Use this form to submit change of address or name-change information. You can also update your electronic newsletter preferences with this form.

Changing Signers Form and Packet

See Bank Account: Changing Signers Form and Packet  
Community Camp Finance Report Outdoor Program Director for Community Camps
1650 Harbor Bay Parkway, Suite 100, Alameda, CA 94502
Fax: (510) 633-7925
By September 30 of each year, submit this form with a copy of the last bank statement to the Outdoor Program Director for Community Camps. This form covers September 1 thought August 31. Please keep a copy for your records. If your camp has more then one account, please submit a separate form for each account.

Council Resource Guide

N/A (Informational Form) The Council Resource Guide is full of the information you need: council operations, council shops, badge depots, volunteer screening process, health and safety, finance, program resources, and forms all in one place.
Disbanded Troop SU Director/Leader Support Manager or SU Treasurer Use this form along with the "Financial Procedures for when Troops/Groups Change" section in the Council Resource Guide when a troop/group is no longer meeting, or within 3 months from the expiration date of the last member's registration.
2013-14 Early Bird Registration Checklist for Troop Leaders
N/A (Informational Form) Use this checklist to get ready for early bird registration for the 2013-14 school year.
Emergency Contact Card N/A (Informational Form) Use this form to contact council in case of Girl Scout emergency. In cases where emergency services are needed, call 911 first.
Event Budget Worksheeet N/A (Planning Form) Use these forms when planning events.An "event" is defined as an activity that includes other people outside the troop/group and meets one or more of the following criteria:
  • Girls attend individually
  • You will promote the event outside of your troop
  • Three or more troops will attend
  • The logistics are sufficiently complicated to require extra planning
Event Financial Report Service Unit Director/Program Support Manager
GSNorCal Health & Safety Plan N/A (Informational Form)
Event Media Information Sheet See Media Information Sheet below
Event Notification and Approval Service Unit Director/Program Support Manager AND CDD
Service Unit Event Emergency Form
(online)
Submit online, a copy will be sent to the Event Director, and CDD or Council Contact identified on the form.
Event Roster Template:  Individual Use for events where girls will participate as individuals, or as a template for troops/groups to use for their individual rosters to be turned in when they check in at the event.
Event Roster Template:  Troops/Groups

Use when girls will participate in troops/groups. Instruct each troop/group that they will need to furnish an individual roster of the girls and adults actually in attendance ahead of time or when they check in.

Event Registration Form - Choices Please view the information on the "Registration Information" page. Instructions and information about registering for events in the Choices Activity Guide. Also contains information about financial aid. Forms in English and Spanish.
Financial Assistance Form Chief Program & Membership Officer - San Jose office
1310 S. Bascom Avenue
San Jose, CA 95128-4502
Fax: (408) 287-8025
Use this form to request financial assistance.

Financial Assistance Form Choices Activities

English

Spanish

- San Jose office
1310 S. Bascom Avenue
San Jose, CA 95128-4502
Fax: (408) 287-8025
Use this form to request financial assistance for Choices Events.
Girl Health History Form (English)
Historia Salud Niña (Español)

Girl Health History Form (w/Physical)
Retained by Troop Leader Use this form to retain girls' medical history and receive permission from parent/guardian for emergency medical treatment.
Gifts In-Kind Form

Sample Ask Letter
Sample Thank You Letter

(see also Sponsorship Agreement Form)
A copy should be retained by the donor and given to the Girl Scout who requested the donation. For official acknowledgment and tax deductibility please also send a copy of this form to the local fund development office. Click here to look up your local office mailing address. This form is for recording goods or services donated in lieu of a cash gift to Girl Scouts of Northern California.
Incident Report Form Fax or email to the program assistant in the Alameda office Use to report any non-injury incident that may result in legal or other repercussions for the people involved or for Girl Scouts of Northern California including adverse media
Media Information Sheet Give to media personnel if an emergency should arise where media arrives to cover a news story. Event Directors should download several copies of this document and bring to the event.  Consult with the council emergency team and law enforcement (if applicable) to fill out the information about where media can go and with whom they may speak.
Membership Forms (English)
Formas de Membresía (Español)
Please review the information on the Membership Forms page.

Por favor, revise la información en la pagina de formas de membresía (formas en Español)
Use the forms on this page to register as an adult or girl in Girl Scouting. Also available, Membership Registration Summary and Troop Registration Worksheet.
Minor Photo Release Local office - Requesting Department
Click here to look up your local office mailing addres.
Required when pictures or video will be taken specifically for use in GSNorCal publications.
Money Earning Application Community Development Director
Click here to look up your Community Development Director
File at least 4 weeks before planned project
Money Earning Evaluation Community Development Director
Click here to look up your Community Development Director
Within 2 weeks after money-earning project
Mutual of Omaha Brochure Please review the information on the "Additional Event & Trip Insurance" page. Instructions and information about filing a claim under the Activity Accident Insurance
Mutual of Omaha Claim Form Please review the information on the "Additional Event & Trip Insurance" page. Use to file a claim under the Activity Accident Insurance coverage
Parent Permission Form
Forma Permiso Paternal (Español)
(see also "Annual Permission Form")
Troop Leader This form helps troop leaders inform parents about field trips, overnight trips, etc. It is used in addition to the Annual Permission Form.
 Permission to Travel Form for Minors Trip Leader If adults are traveling with minors across international borders, they may be asked to produce this form (signed by a notary public) in order to allow them to cross international borders with children who are not their own.
Property Reservation Form Property Reservation Specialist
1650 Harbor Bay Parkway, Suite 100, Alameda, CA 94502
Fax: (510) 633-7925
Use this form to request the use of Girl Scout property. Please call (510) 562-8470 ext, 2091 for availability.
Sensitive/Controversial Issues Permission Form Please return to your troop/group leader. Use when the troop/group will discuss sensitive or controversial issues or do activities involving these types of issues.

Service Unit Finance Report

(Troops - use Troop/Group Finance Report.  SU Treasurers please file this form on behalf of the service unit with the council)

Director of Membership - Local Office
Click here to look up your local office mailing address.
For service units.  By September 30 of each year, submit this form with a copy of the last bank statement to the Director of Membership in your area. This form covers September 1 thought August 31. Please keep a copy for your records. If your service unit has more then one account, please submit a separate form for each account.
Service Unit Treasurer Summary Log

Director of Membership - Local Office

Click here to look up your local office mailing address.

For Service Unit Treasurer:  Enter information from the Troop Finance Reports in your service unit.  Use to transmit information to your council representative.
Special Event & Additional Insurance Request Please review the information on the "Additional Event & Trip Insurance" page. Use when additional insurance is required or desired for non-member adults or girl participants, or when trip is longer than 3 nights, or any other time when additional insurance is desired.
Sponsorship Agreement Form

(see also Gifts In-Kind Form)
Provide one copy to sponsor, one copy to Fund Development Dept. - local office.
Click here to look up your local office mailing address.
Use when Troop/group receives a financial donation. If amount is $500 or more, you must contact your local Fund Dev Dept PRIOR to securing gift for guidance.
Trip Checklist Use to plan any trip/outing Are you confused about which forms you need when going on a trip or outing?  This is the tool for you!
Trip & High Risk Notification & Approval Form (PDF)
(requires Adobe Acrobat 7.0 or later, or Preview 4.1 (mac) or later to fill-out and save)
Service Unit Trip Coordinator and/or Risk Management and Travel Assistant at Travel@GirlScoutsNorCal.org

This form must be filed with the service unit for any trip or high risk activity other than the following: 

  • service unit or council sponsored activities listed in the Choices activity guide
  • activities where girls walk or ride their own bicycles as part of their regular meetings
  • trips located within one hour driving time (approx. 60 miles) from the regular meeting place, and are less than six hours in duration and are not high risk. 

The form is recommended as a planning tool when it is not required to be filed. NOTE:  This form and procedure has been modified since the 2008 printed version of the Council Resource Guide. 

Troop Driver Form Retained and updated by the troop/group leader Volunteers who will drive girls other than his/her own daughter as part of a Girl Scout trip, must complete the Adult Screening Process and a Troop Driver Form.

Click here for more information about the Troop Driver Form

Troop/Group Finance Report (TFR)

 

Click here for a mini-tutorial

SU Treasurer OR Community Development Director
Click here to look up your Community Development Director
Due by June 30 of each year, when troop disbands or upon change of leadership. See Annual Troop/Group Finance Report Instructions regarding listing income and expenses.

TFR Summary log for SU Treasurers

Director of Membership - Local Office

Click here to look up your local office mailing address.

For Service Unit Treasurer:  Enter information from the Troop Finance Reports in your service unit.  Use to transmit information to your council representative.
Website Guidelines - Troop/Group/Service Unit (by GSUSA)

Website Guidelines - Online Social Networking Sites (by GSNC)
N/A (Informational Form) Guidelines for troops/groups or Service Units who would like to have a Girl Scout website, or who would like to post content on online social networking sites like Facebook, mySpace, Twitter, youTube, Google Groups, Yahoo Groups, and many others.