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Forms and Documents
Check out the different categories below to find some of the most-used Girl Scouts San Diego forms along with info on why and how to use them. Contact customercare@sdgirlscouts.org if you need further assistance.
Special instructions for fillable PDF forms: Download and save fillable PDF forms to your desktop before completing them to prevent loss of information.
Required Forms for Troops 
Form |
Purpose |
|---|---|
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. |
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Adult Membership (online) |
Use this form to enroll adult volunteers in Girl Scouts. Paper forms available in English or en Español. Renew annually. Can be renewed in the My Troop Tab in myGS by troop leaders. |
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. |
Provide this card to any troop volunteer to have on hand, including those transporting girls. |
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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. |
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Girl Health History and Annual Permission (English or en 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. |
Girl Membership (online) |
Use this form to enroll girls in Girl Scouts. Paper forms available in English or en 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. |
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 customercare@sdgirlscouts.org. The troop treasurer fills out the 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)
Form |
Purpose |
|---|---|
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Used for:
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Use this form when you need to report an accident or incident. Initiates an insurance claim, when applicable.
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Used for:
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Use this portal when your troop does an activity that’s not routine or the activity has a higher risk according to the Safety Activity Checkpoints (SAC).* (English or en Español). Completed by: troop leader or event director |
This document helps troop leaders or event directors get started on approval requests and has frequently asked questions. |
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Used as:
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Girl Scouts provides Activity Accident Insurance underwritten by Mutual of Omaha to support Girl Scouts participating in Girl Scout approved and supervised activities and events. Activity Accident Insurance is automatic upon membership registration and applies to all adult and youth members who may become injured during a Girl Scout approved and supervised activity. This coverage works like supplemental medical/health coverage and is intended to help with out-of-pocket medical expenses that may not be covered by personal insurance. Activity Accident Insurance extends to non-members who are invited to participate in a Girl Scout approved and supervised activity, whether an adult volunteer for the day, or a friend of a Girl Scout who is joining along to try out scouting. Activity Accident coverage applies to day events, overnight trips (including camp), and international travel. |
Certificates of Liability Insurance (COI) Used to:
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COIs are not required for our approved community partners, amusement parks, or government entities such as state parks, beaches and buildings. Using a vendor or venue for a troop activity? Check to see if they are listed. If not, request that they upload a certificate of liability. If your vendor or venue for an activity or meeting is requesting a COI from GSSD, please reach out to customercare@sdgirlscouts.org for a copy. Completed by: troop leader |
Notification for Sensitive Issues Used when:
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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. |
Safety Activity Checkpoints (SAC).* ( English or en Español). |
This document provides the standard safety guidelines for both GSUSA and GSSD approved activities. SAC offers a structured framework to help volunteers and staff organize, coordinate, and track events efficiently while ensuring all necessary safety measures and details are considered. |
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Used to:
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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. |
Emergency Action Plan (formerly Safety Management Plan)
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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 |
Transporting Girl Scouts: A Message to Volunteer Drivers Used as:
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Give this form to adult volunteer drivers to read and complete before transporting girls. The form sets clear expectations for volunteer troop drivers. When filling out the Activity Approval Portal and indicating that volunteers will be transporting youth, you will be required to provide the information collected on this form. Completed by: adult volunteer drivers |
Give this form to parents or guardians when a troop trip or activity requires approval (see sdgirlscouts.org/safety) or when routine activities are not covered by the Girl Health History and Annual Permission form. Completed by: troop leader and parent or guardian. |
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Used to:
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Use this form whenever your troop participates in an out-of-town activity, such as camping or a day trip. The log includes contact information for all troop families and should be kept on hand by the trip leader. For additional guidance and required documents, review the Emergency Action Plan and Safety Activity Checkpoints sections above. Completed by: troop leader |
Financial Assistance
| Form | Purpose |
|---|---|
| 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. |
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| 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. |
| 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. |
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| 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 . |
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Summer Camp Registration |
Parents can request assistance with summer camp registration fees. Learn more. |
Troop Finances
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). |
Use this form when reimbursing for personal money spent on the troop’s behalf. The form documents the use of troop funds for reimbursement. |
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Money-Earning Project Application and Money Earning Project Guidelines |
Complete your Money Earning Project (MEP) using the Money Earning Project Application in the portal and Project Guidelines as a reference. Completed by: troop leaders or girls with troop leader assistance (if age-appropriate) Keep a copy with troop financial records to turn in with your Annual Financial Report. |
Use this form to project your troop’s income and expenses for the year and brainstorm ideas for troop activities. |
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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 customercare@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 four years. |
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. |
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Use this form when filling the troop treasurer role. |
Additional Forms and Resources
Youth Mental Health First Aid (YMHFA) is an early intervention public education program that teaches adults how to recognize the signs and symptoms of potential mental health challenges in youth, listen non-judgmentally, give reassurance, and refer youth to appropriate professional support and services.
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