Summer Safety Series

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

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.

Overnights, Camping, and The Great Outdoors

The data is clear: 60% of high school girls in Wisconsin are not meeting the CDC's recommended level of physical activity. Yet 87% of Girl Scouts say they're participating in activities they wouldn't have tried otherwise.

The outdoors is one of the most powerful ways we help close that gap. A campfire, a hike, a night under the stars—these aren't just memorable moments. They're experiences that build confidence, foster connection, and help kids discover the courage that's already within them.

As Girl Scouts grow from Brownies to Cadettes, Seniors, and Ambassadors, their appetite for adventure grows, too. They seek greater challenges, more independence, and opportunities to stretch beyond what they thought was possible.

Prepared volunteers make those experiences possible. When you're ready to lead outdoor adventures safely and confidently, you're able to say "yes" to the moments that help them grow. This email will connect you with the resources and training to help you get there.

Council Property Packets

Before using any council property, review the property's information packet. Each packet includes site-specific safety requirements, emergency procedures, equipment guidelines, and important contact information to help you prepare for a safe and successful visit.

Weather & Emergency Protocols

Before every outdoor activity, designate a weather watcher and review your emergency plan with all adults present. Be sure your plan includes:

Lightning: At the first sign of lightning or sound of thunder, clear the area immediately. Wait at least 30 minutes after the last clap of thunder before resuming outdoor activities.
Evacuation: Know your site's emergency exit routes before your activity begins, and review them with all adults.
Shelter-in-place: Identify appropriate shelter locations in advance, including enclosed buildings or other designated safe areas.
Emergency contacts: Keep the council's after-hours emergency number saved and readily accessible at all times.

After-hours council emergency contact: Call 800.236.2710 and follow the menu prompts to connect with the council's 24/7 live answering service.

Medication Storage During Overnights

For all overnight activities, medications must be stored securely in their original, labeled containers and be accesible only to the designated adult responsible for administering them. Medication Administration Training is required if the guardian is not present to administer. Never leave medications unattended, in common areas, or stored in tents.

Before your trip, confirm you have written parent or caregiver authorization for all medications and review each participant's health history form. Don't wait until you arrive at your destination to identify medical needs or medication instructions.

📋 Updated Incident & Accident Report Form: Reporting an incident is now easier. You no longer need to print a form and send it back. Simply complete the new online incident report form whenever an incident occurs.

Crisis Communications

If an emergency occurs during a Girl Scout activity, follow these steps:

Ensure everyone's immediate safety. Call 911 if there is a medical emergency, an immediate threat to safety, or a missing person.
Contact the council's after-hours emergency line at 800.236.2710 as soon as the situation is stable.
Do not post about the incident on social media or speak with members of the media.
Refer all media inquiries to the council.
Communicate directly with parents and caregivers using clear, factual information. Avoid speculation and share updates as they become available.

Remember, you are not expected to manage an emergency alone. Your first responsibility is to keep everyone safe and notify the council. We'll provide guidance and support every step of the way.

Upcoming Training Opportunities

🏕️ Get Certified Before Fall

Ready to lead campouts, overnights, and bigger outdoor adventures? Build your skills and earn the certifications you need to confidently lead Girl Scouts outdoors. Watch your email on August 3 for the official training announcements. Registration opens August 18.

Upcoming opportunities include:

First Aid & CPR Renewal – A two-year certification. Check your expiration date now so you're ready for fall activities.
Campowerment: Outdoor Skills I – Build confidence in the foundational skills needed to lead troop camping and outdoor adventures. Through hands-on learning, you'll practice outdoor cooking, knife safety, knot tying, campcraft, first aid kit preparation, land navigation, and outdoor risk management. Lunch is included and prepared together as part of the outdoor cooking experience.
Campowerment: Outdoor Skills II – Take your outdoor leadership to the next level with advanced campcraft, adventure-based activities, and hands-on learning. Strengthen your skills for planning and leading engaging outdoor experiences, build confidence in group management, and connect with fellow volunteers as you continue growing as an outdoor leader. Lunch is included and prepared together as part of the outdoor learning experience.
Supporting Youth Well-Being – Build confidence supporting young people through common emotional, behavioral, and interpersonal challenges. Participants will explore current topics affecting youth well-being and learn practical, inclusive strategies that can be used in Girl Scout settings, at home, and throughout the community.

Travel, Destinations, and Your Best Year Yet

Girl Scout alums are more likely to earn college degrees than their peers, and that advantage more than doubles for Gold Award Girl Scouts. Research points to one powerful reason why: future orientation. The ability to imagine a life beyond your current circumstances and make choices that help you get there.

Travel helps build that mindset. Whether it's a troop trip to Washington, D.C., a service project in another state, or a Girl Scouts of the USA Destination abroad, these experiences do more than create memories. They expand perspectives, build confidence, and inspire participants to envision new possibilities for their future.

For older members especially, exploring new places alongside a trusted troop can be one of the most meaningful experiences a volunteer offers. It creates space to grow more independent, strengthen friendships, and discover the power that's already within.

This final Summer Safety Series email has everything you need to plan travel safely and confidently, from a local day trip to an international adventure.

Trip & Travel Guidelines

Before planning any troop travel, review the Trip & Travel Guidelines. They outline the requirements for every type of trip, from local day trips and overnight adventures to domestic multi-day travel and international experiences. Because each type of travel has its own requirements, be sure to review the guidance that applies to your plans.

Required Forms for Activities and Travel

Some activities and all overnight travel require council approval before your troop participates. This helps ensure the appropriate approvals are in place and that participants are covered by GSUSA insurance should an incident occur.

Troop Intent to Travel and Activity Approval Form

Submit this form before participating in:

Water activities, including boating and swimming
Target sports, such as slingshots, archery, and throwing sports
Large animal activities, including horseback riding
All overnight travel

Submit the approval form by:

6–8 weeks before participating in an activity
3–6 months before domestic travel
6–12 months before international travel (your itinerary does not need to be finalized, but we do need a record that travel is being planned)

Don't forget: Health History Forms should travel with your troop. Gather them before you leave, not after you arrive at your destination.

Transportation Safety

When transporting youth in personal vehicles, help keep everyone safe by following these guidelines:

All drivers must be registered adult volunteers with a current background check on file.
Follow all state laws and manufacturer guidelines for car seats and booster seats based on each child's age, height, and weight.
Avoid situations where one adult is alone in a vehicle with one youth member. When multiple vehicles are traveling together as a group, two adults are not required in each vehicle, as long as required adult-to-youth ratios are met for the group.
Before you depart, make sure you have emergency contact information and Health History Forms for everyone in your troop.

International Travel

Dreaming bigger? International travel is one of the most rewarding experiences a troop can share, and it starts with thoughtful planning. Beginning early gives you the time and flexibility to prepare for a safe, successful adventure.

Before you begin, be sure to:

Submit your Troop Intent to Travel form and receive council approval before making any reservations.
Allow plenty of lead time. International travel approvals can take several months.
Confirm that every traveler has a valid passport, and check expiration dates well in advance.
Determine whether GSUSA notification is required based on your destination and group size. The Customer Care team can help you understand what's needed.
Review all council and GSUSA international travel policies before planning your itinerary.

The earlier you start planning, the more opportunities you'll have. When you're ready to begin, reach out to the Customer Care team for guidance every step of the way.

⚠️ Travel Group Chats and Trip Communication

The no one-on-one adult-to-minor communication rule applies during travel, too.

When using text messages or group chats to coordinate trip logistics, always include at least one additional registered adult. Adults should never text or message a youth member privately, even about schedules, pickups, or other travel details.

When in doubt, send the message to the group.

Your Certification Checklist Before Fall

The new program year is almost here. Before your first troop meeting, take a few minutes to make sure you're ready for the year ahead.

Confirm that you have:

A current First Aid & CPR certification (check the expiration date)
Medication Administration training completed, if applicable
Your annual Child Abuse & Neglect Prevention training completed
All required certifications submitted to the council
Updated Health History Forms for every youth and adult in your troop

Any outdoor certifications needed for the activities you've planned

Quick Links

Submit certifications: Certification Submission Form
Complete training: gsLearn