Forms and Documents

Forms and Documents

Required Forms for Troops toggle arrow

Form	Purpose
Adult Health History (English or Español)	Use this form to collect troop volunteer health info - y aquí está en Español. Have the form available when volunteers attend Girl Scout meetings and activities. The form can be kept in a sealed envelope until needed. Update annually. Completed by: adult. Returned to: troop leader.
Adult Membership (online)	Use this form to enroll adult volunteers in Girl Scouts. Paper forms available in English or español. Renew annually. Can be renewed in the My Troop Tab in myGS by troop leaders. Completed by: adult member. Returned to: troop leader (if paper) or submitted online.
Annual Financial Report for Troop Leaders	Use this online form to submit your troop finances by June 1 each year. Find the form in the Volunteer Toolkit finances tab. See the How-To Guide to get started. Completed by: troop leader (with help from troop treasurer). Returned to: council via the volunteer toolkit.
Emergency Card (español)	Provide this card to any troop volunteer to have on hand, including those transporting girls.
Family Information Sheet (English or español)	Use this form to collect family contact info, info on how families might help the troop, and auto info for families who volunteer to drive. Keep form available at all troop meetings and outings. Update as needed. Completed by: troop parent or guardian. Returned to: troop leader.
Girl Health History and Annual Permission (English or español)	Use this form to collect girl health info and parent permission (or denial) for basic troop activities, giving over-the-counter meds, taking part in money-earning activities, and receiving emergency medical attention. Form must be available at all troop meetings and activities. Update annually. Completed by: troop parent or guardian. Returned to: troop leader.
Girl Membership (online)	Use this form to enroll girls in Girl Scouts. Paper forms available in English or español. Paper forms and payment returned to troop leader or council. Renew annually. Can be renewed in the My Troop Tab in myGS by troop leaders. Completed by: troop parent or guardian. Returned to: troop leader or council (paper forms) or submitted online.
Troop Financial Tracking Worksheet	This form is used to track all troop money received and spent. Upload your Troop Financial Tracking worksheet to The Annual Financial Report in VTK by June 1 of each year. Contact your service unit treasure to get this form in Excel or Google Sheets. Not sure who your service unit treasurer is? Contact serviceunits@sdgirlscouts.org. Completed by: The troop treasurer fills out Troop Financial Tracking Worksheet, then shares the completed worksheet to the Troop Leader who submits the troops annual financial report. Please keep these forms with your troop records for 4 years.

Activity Forms (Permission, Insurance, Safety) toggle arrow

Form	Purpose
Accident/Incident Report	Use this form when you need to report an accident or incident. Initiates an insurance claim, when applicable. Completed by: any troop volunteer who witnessed the accident/incident. Returned to: council or email to accidentreporting@sdgirlscouts.org.
Activity Approval Form	Use this form when your troop does an activity that’s not routine: the troop plans to travel outside San Diego or Imperial County; the activity lasts more than eight hours or overnight; the activity has higher risk according to the Safety Activity Checkpoints. Click here and use the "submit" link to turn in your form. Completed by: troop leader. Returned to: service unit activity consultant.
Activity (Accident) Insurance	Enroll online or complete this printable form . Completed by: troop leader. Returned to: Return to accountspayable@sdgirlscouts.org.
Certificates of Liability Insurance	Are you are using a vendor or a venue as part of a troop activity? Check to see if your vendor or venue is listed. If not, request that the vendor/venue upload a certificate of liability. Completed by: troop leader. Returned to: receptionist@sdgirlscouts.org.
Internet Safety Pledge	Share and discuss the Girl Scout Internet Safety Pledge with girls who will be working on the computer for an activity or using Digital Cookie to market cookies.
Notification for Sensitive Issues	Use this form for permission to address sensitive issues or attend an activity that might be considered sensitive in terms of maturity, religious beliefs, cultural standards, or family values. Completed by: caregiver Returned to: troop
Safety Management Plan	Use this form if a troop trip or activity requires approval—see the Safety Activity Checkpoints to find out. The plan collects safety info and helps leaders think through potential hazards. Completed by: troop leader. Returned to: service unit activity consultant.
Transporting Girl Scouts: A Message to Volunteer Drivers	Give this form to adult volunteer drivers to read and complete before transporting girls. The form sets clear expectations for volunteer troop drivers. Completed by: adult volunteer drivers. Returned to: troop leader.
Trip or Event Permission Form (English or español)	Give this form to parents or guardians when a troop trip or activity requires approval—see sdgirlscouts.org/safety—or when parents or guardians do not give permission for routine activities and field trips on the Girl Health History and Annual Permission form. Completed by: troop leader and parent or guardian. Returned to: troop leader. Troop leader sends a copy to the service unit activity consultant.
Troop Contact Log	Use this form when your troop goes on an out-of-town activity, like camping. The log provides contact info for all troop families. Completed by: troop leader. Returned to: designated in-town contact.

Financial Assistance toggle arrow

Form	Purpose
New Member Registration Fees	Financial assistance for membership fees can be requested through MyGS when a member registers or renews membership. Paper applications are also available in English and español. Completed by: troop leader and parent or guardian. Returned to: council via MyGS or by submitting paper form.
Opportunity Fund Application	Use this form to cover the costs of uniform basics and a handbook. Completed by: parent or guardian with assistance from troop leader, as necessary. Returned to: financialaid@sdgirlscouts.org via survey submission.
Troop Start-Up Kit (English or español)	Use this form to request a start-up kit (basic craft supplies and a Girl Scout book) for your troop. Completed by: troop leader. Returned to: financialaid@sdgirlscouts.org or mail/drop off at council.
Council-Sponsored Events	Use this form to request financial aid for a council-sponsored event like camp weekends and the Incredible Race. Completed by: parents with troop leader assistance, as necessary. Returned to: financialaid@sdgirlscouts.org or mail/drop off at council.
Adult Learning/ Training	Use this form to cover training costs for these learning opportunities: first aid/CPR/AED, Intro to Girl Scouts, Program Age-Level Training, Outdoor Skills Weekend, and the Volunteer Conference. Completed by: troop leaders or registered adult volunteers. Returned to: training@sdgirlscouts.org .
Summer Camp Registration	Parents can request assistance with summer camp registration fees. Learn more.

Troop Finances toggle arrow

Form	Purpose
Annual Financial Report for Troop Leaders	Use this online form to submit your troop finances by June 1 each year. Find the form in the Volunteer Toolkit finances tab. See the How-To Guide to get started. Completed by: troop leader (with help from troop treasurer). Returned to: council via the volunteer toolkit.
Check Request	Use this form when reimbursing for personal money spent on the troop’s behalf. The form documents the use of troop funds for reimbursement. Completed by: troop leaders. Returned to: troop treasurer or alternate troop leader for signature. Keep form with troop records.
Money-Earning Application	Use this form if your troop plans a money-earning project. Completed by: troop leaders or girls with troop leader assistance (if age-appropriate). Returned to: service unit team or to the council at customercare@sdgirlscouts.org. Keep a copy with troop financial records.
Troop Budget Planning Worksheet	Use this form to project your troop’s income and expenses for the year and brainstorm ideas for troop activities. Completed by: troop leaders and girls. Keep with troop records.
Troop Financial Tracking Worksheet	This form is used to track all troop money received and spent. Upload your Troop Financial Tracking worksheet to The Annual Financial Report in VTK by June 1 of each year. Contact your service unit treasure to get this form in Excel or Google Sheets. Not sure who your service unit treasurer is? Contact serviceunits@sdgirlscouts.org. Completed by: The troop treasurer fills out Troop Financial Tracking Worksheet, then shares the completed worksheet to the Troop Leader who submits the troops annual financial report. Please keep these forms with your troop records for 4 years.
Troop/Group Disbandment Financial Report	Use this form if you plan to disband the troop or if the troop will age out. File within 30 days of troop’s last meeting. An excel file is also available. Completed by: troop leaders and/or troop treasurers. Returned to: service unit treasurer.
Troop Treasurer Position Description	Use this form when filling the troop treasurer role. Completed by: potential troop treasurer. Returned to: troop leader.

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