Did you know that 92% of Wisconsin Girl Scouts say their troop leader cares about them as a person? According to the Girl Scout Research Institute, troop leaders are also the No. 1 source of positive mental health support for Girl Scouts, ranking above friends, family, and school.
That kind of relationship starts long before the first troop meeting. It begins with a leader who shows up prepared, trained, and ready to create a safe, supportive space where they can thrive.
That's what this email—and this entire series—is all about.
Welcome to our Summer Safety Series. Over the next four emails, we'll share key information to help you start the new Girl Scout year feeling confident, prepared, and ready for adventure.
Let's start with the foundations.
People, Paperwork & Protection
Did you know that 92% of Wisconsin Girl Scouts say their troop leader cares about them as a person? According to the Girl Scout Research Institute, troop leaders are also the No. 1 source of positive mental health support for Girl Scouts, ranking above friends, family, and school.
That kind of relationship starts long before the first troop meeting. It begins with a leader who shows up prepared, trained, and ready to create a safe, supportive space where they can thrive.
That's what this email—and this entire series—is all about.
Welcome to our Summer Safety Series. Over the next four emails, we'll share key information to help you start the new Girl Scout year feeling confident, prepared, and ready for adventure.
Let's start with the foundations.
Certification Requirements
Before leading any troop outings away from the normal meeting place, all troops should have registered adults who must have current certifications on file. Here's what's required and how to submit:
- First Aid & CPR: must be current; check your expiration date now.
- Medication Administration: Required for any adult who may administer medication to a youth member when a parent or caregiver is not present, including: prescription medications and over-the-counter medications.
- Online course
- Note: Licensed doctors, nurses, and EMTs meet these requirements. Simply upload a copy of your professional license.
- For an EpiPen: Anaphylaxis Training (often offered with CPR/AED/First Aid): Free online anaphylaxis training.
- For an inhaler: Complete Asthma and Quick-Relief Medication Administration training. Free online rescue inhaler training is available here.
- This training is included in Badgerland's First Aid/CPR/AED course.
- Note: Licensed doctors, nurses, and EMTs meet these requirements. Simply upload a copy of your professional license.
➡️ Submit your certifications here: Certification Submission Form.
Questions? Contact Customer Care.
A Note on Medication Administration
If a Girl Scout requires medication during a meeting, trip, or overnight experience, please remember:
✔️ The responsible adult must have completed any required training.
✔️ Medications must remain in their original labeled containers.
✔️ Parent or guardian authorization is required.
✔️ Each administration must be documented.
✔️ Records must be retained for three years.
If you're unsure whether a situation requires medication administration training, contact Customer Care before the activity.
Safety Ratios and Two-Deep Leadership
One of the most important ways we keep Girl Scouts safe is by following Girl Scout supervision requirements, called safety ratios. Reference the table below for adult to youth ratios, or find it on page 10 of the Safety Activity Checkpoints.
- Every troop meeting and activity must have:
- At least two unrelated, registered adults.
- Adults from different households.
- The appropriate adult-to-girl ratio for the grade level participating
One-on-One Interactions Are Never Allowed
A second adult must always be present or included—in person, by phone, and in all written communication, including email, text messages, and messaging apps.
This requirement exists to protect both youth members and volunteers. When in doubt, include another adult.
Annual Training: Child Abuse and Neglect Prevention
All adult members must complete Child Abuse and Neglect Prevention training each year. This is not a one-time requirement—it must be renewed annually. If you have not yet completed the training for the current membership year, now is the time.
Access the training through gsLearn, Badgerland's online training platform. This link includes a step-by-step guide to available trainings and instructions for accessing your account.
Background Checks & Volunteer Screening
Every registered adult who interacts with youth must have a current background check on file.
- Background checks:
- Must be renewed every two years.
- Must be completed before serving in a role that provides access to youth members.
- Are required for all co-leaders and troop volunteers who participate with girls.
If new adults will be helping your troop this year, please encourage them to complete registration and screening requirements before your first troop meeting.
Safe Meetings, Smart Money
38% of high school girls in Wisconsin aren't involved in any organized activity outside of school.
For many youth in your troop, Girl Scouts may be the only consistent, supportive space they have beyond the classroom.
That means every meeting matters. Every welcome at the door. Every encouraging conversation. Every opportunity to try something new in a place where Girl Scouts know they belong.
The care you put into creating safe, welcoming, and consistent experiences is more than volunteer service. It's one of the most meaningful ways you're helping them build confidence, find connection, and discover the power that's already within them.
This week's Summer Safety Series email covers everything you need for a safe, compliant meeting season, from the required forms to have on file to the guidelines that help keep every Girl Scout protected and every meeting ready for success.
Health History Forms and Permission Slips
Every youth and adult participating in Girl Scout activities must have a current health history form and permission slip on file with the troop.
These forms stay with your troop leaders—they are not submitted to the council. They should travel with you to every Girl Scout activity, including troop meetings, day trips, overnights, and extended travel.
Keep both forms organized and easily accessible at every meeting and activity. Review and update them at the beginning of each program year, and anytime health information changes, to help ensure you're prepared to respond if needed.
Safety Activity Checkpoints
Before your troop tries a new activity, check the Safety Activity Checkpoints. This GSUSA resource outlines the safety requirements for hundreds of activities, from archery and baking to zip-lining and water sports. If your activity is covered in the Safety Activity Checkpoints, you'll find the guidance you need to plan it safely. If you can't find the activity, contact the council before moving forward.
Some activities also require council approval. If your plans include water activities, target sports, horseback riding, or overnights, you'll need to submit an Activity Approval Form and receive approval before participating.
This GSUSA requirement is to ensure every planned activity is fully insured if an accident occurs. Plan ahead and submit your form early. Waiting until the week of your activity may delay approval and impact your plans.
Safe Meeting Locations
Girl Scout meetings should always be held in safe, visible, and accessible locations—not in private residences. Choose spaces where others, such as staff, volunteers, or members of the public, are present or could easily observe if needed.
Whether you're meeting at a school, library, community center, or place of worship, your location should provide a welcoming environment where everyone feels safe and families feel confident. A good rule of thumb: choose a meeting place you'd feel comfortable describing to any parent or caregiver.
Communication Rules: No 1:1 Adult-to-Minor Contact
⚠️ This policy is non-negotiable.
A second adult must always be included in every interaction with a youth member, whether it's in person, by phone, or through written communication such as email, text messages, or messaging apps.
This rule applies 100% of the time, without exception.
- Text messages: Include another registered adult volunteer or the youth's parent/caregiver.
- Emails: Copy a parent/caregiver or another registered adult volunteer.
- Phone calls: Have another adult present or participating on the call.
- In-person conversations: Ensure another adult is present and able to observe.
When you're unsure, follow one simple rule: include another adult. It protects youth, volunteers, and the integrity of the Girl Scout experience.
Photo & Social Media Policy
Before sharing photos or videos from a Girl Scout activity, make sure you have written photo/media permission on file for every youth pictured. When posting to personal social media accounts, do not tag or identify minors by name. This helps protect their privacy and safety.
If your troop has a social media account, be sure it follows council guidelines. If you're ever unsure what's allowed, contact Customer Care before posting.
Food Allergies & Dietary Accommodations
Before any meeting or event involving food, review your troop's health history forms for food allergies and dietary needs.
If a youth has a severe allergy, such as a risk of anaphylaxis, confirm that their emergency medication is available and that at least one trained adult present knows how and when to administer it.
When possible, choose allergy-friendly snacks and activities that help everyone participate safely. A little planning goes a long way toward creating an inclusive, welcoming experience for every Girl Scout.
Money-Earning & Fundraising
Beyond the Badgerland Fall Fundraiser (BFF) and the Girl Scout Cookie Program, troops have additional opportunities to earn funds for their adventures. All money-earning activities, however, must follow both GSUSA and council guidelines.
Before planning a fundraiser, review the Ways to Fund Girl Scout and Troop Experiences guide to ensure your activity meets all requirements.
Please remember:
Troops must participate in both the Badgerland Fall Fundraiser and the Girl Scout Cookie Program before they are eligible to request approval for additional money-earning activities.
Any additional money-earning activity requires prior council approval through the Money-Earning Approval Form.
Planning ahead helps ensure your troop's fundraising efforts are successful, compliant, and ready to support your next adventure.
Troop Finances: The Two-Signer Rule
Every troop bank account must have two registered adult signers who are not related and do not live in the same household. No single volunteer should have sole control over troop funds.
Be sure to keep receipts for all troop purchases and maintain accurate financial records throughout the year. Good recordkeeping promotes transparency, supports annual financial reviews, and helps protect both your troop and your volunteers.
