Council Staff Support
An essential part of your long-term support system as a new leader will be your Volunteer Support Manager (VSM)! All troop leaders are connected with a designated staff member that can answer any questions you may have about required leader training, available resources, starting a bank account, and general troop inquiries. In addition, our customer care team is available during business hours to answer general Girl Scout questions and support services.
Service Unit Support
The service unit team is made up of local volunteers that support all the Girl Scouts in a designated area. They provide a local support system for troops and individually registered members by facilitating training, mentorship, programs, and product program support.
Troop Leaders receive access to online resources through the Volunteer Toolkit (VTK). The VTK is a digital resource that supports troop leaders in planning troop meetings and activities. It helps make the process of running a troop easier and more efficient!
The choice is yours and very flexible! Most troops meet 1–2 times per month, but you should choose a schedule that works best for you. Your meeting space needs to be a safe, clean, and secure environment that allows all Girl Scouts to participate. Good options include:
The Participation Catalog is a public search where families can see Girl Scout troops in their area that are open to more Girl Scouts! These open troops will be available for new families to join during the registration process. This is a great opportunity for your troop to make new friends!
An "open" troop allows any youth to join their troop by searching in the Participation Catalog. As long as a youth is in the right grade and geographical area, they can place themselves in an open troop.
"Closed" troops are not listed in the Participation Catalog or available for new youth to join. Before a new youth member can be placed in a closed troop, council staff will need to get approval from the troop leader. A troop may choose to be closed because it is full or is school specific.
Time commitments vary depending on your troop meeting schedule, age level of youth participants, and participation level of other troop volunteers. As a troop leader, you will work with your co-leader/assistant leader to come up with a meeting schedule and plan that works for you. Your troop could meet weekly, bi-weekly, monthly, or quarterly—it’s up to you!
Absolutely! Men are welcome and are encouraged to volunteer! Male troop leaders must have an unrelated female Co-Leader/Assistant Leader.
Yes, there is no experience needed to be a Girl Scout volunteer. We offer you support and training as you start your Girl Scout journey!
A background check is valid for two years from the date that you receive an eligible volunteer status. Three months before your background check expires, you will be notified that it is time to renew.
We invest in our community through Girl Scouts. Our community represents every race, ethnicity, income level, sexual orientation, ability, and religion; reflects a spectrum of gender identity; and connects across geographic locations. By focusing our attention on community members who are furthest from racial, economic, and social justice, Girl Scouts can be an instrument of change, promoting equitable outcomes for all. We wholly commit to taking anti-racist action to grow as an anti-racist and anti-oppressive organization so that, through Girl Scouts, our members are affirmed as they strive to make our community and world better.
Before you disband your troop, please ask yourself the following questions:
1. Have I talked with my Service Unit Manager (SUM) and/or Volunteer Support Manager (VSM) to discuss issues that may be leading to the need to disband the troop?
2. If the troop is disbanding because I need to step down as a leader have I:
a. Talked with the troop families to see if there is another adult that would like to take over troop leadership?
b. Talked with my VSM about recruiting other volunteers from my community?
c. Considered merging with another troop?
To disband a troop, the troop leader needs to:
1. Notify your SUM and VSM.
2. Notify all members of the troop and their families. Determine which members will be continuing with Girl Scouts, and provide them with information about transferring membership and placement.
3. As a troop, decide on how to use existing troop funds within Girl Scout guidelines (see FAQ). Please encourage this decision to be made by the Girl Scouts in your troop. Options include:
a. Make plans to spend the remaining funds prior to the end of the Girl Scout year, September 30.
b. Donate the remaining funds to Girl Scouts of Western Washington financial assistance fund.
c. Have money follow the continuing members of the troop.
d. Contribute a portion to organizations or projects they consider worthwhile
4. Complete the Disbanding Troop Report Form.
5. Complete an Annual Troop Finance Report. Please note: if you submitted an ATFR in June, a new final report is due upon disbanding.
6. Once troop funds have been spent, close the bank account by visiting your local branch and be sure to cut or shred all blank checks and bank cards. Please note: troop financials should be kept by a leader for a minimum of 4 years even upon disbanding.
7. Delete any Troop Facebook pages or groups and take down related websites.
8. Gather troop-owned resources (i.e. handbook, leader’s guide, camping equipment) and determine what to do with them.
What the Service Unit needs to do:
1. Work with Council staff to ensure the Disbanded Troop Report Form has been completed.
2. Work with Council staff to ensure the Annual Troop Finance Report has been completed.
3. Notify all appropriate Service Unit Team members of the troop disbanding.
4. Confirm with Troop leadership if they wish to be removed from SU communications.
What are the options for Girl Scouts that want to continue with the program
Members who would like to continue with Girl Scouts after the troop has disbanded have a couple of options available to them:
What is the best way to split our troop funds among continuing youth?
We recommend that troops have conversations about how they are going to handle troop funds when they first begin as a troop so that this process does not cause unnecessary conflict. If your troop has had these conversations, we ask that you uphold the agreements your troop made regarding the splitting of troop funds. If your troop has not had the opportunity to have these conversations, we strongly recommend doing an even split amongst the remaining youth members.
Example: If you have $1000 remaining in your troop account and 5 Girl Scouts planning on continuing, each Girl Scout would get 1/5 of the remaining funds at $200 each.
What can we spend our remaining funds on?
Before disbanding, ask your troop how they want to use their remaining funds. We've compiled a few ideas if your troop is unsure of how you want to use these funds:
How do I close my bank account?
Complete the following steps to close your troop bank account:
I submitted an ATFR in June, do I have to do another one if we are disbanding in September?
Yes, disbanding troops are required to fill out another ATFR to account for any funds spent between June and the time that you close out your troop bank account.
How can we distribute our troop equipment and materials?
We recommend that troops distribute their troop equipment and materials to their Service Unit or another troop that could benefit from the supplies. However, troops are also allowed to equitably distribute remaining supplies amongst troop families or donate the equipment to another organization that can make use of the materials.
My troop is disbanding at the end of August. Can I wait to complete my ATFR until then?
Please complete your ATFR in June, using your May bank statement, and then a second ATFR in August after your remaining troop funds have been spent. For your second ATFR, please use the paper form on our website as you cannot submit two ATFRs in the Volunteer Toolkit (VTK).
If I have any questions or concerns, who is my council contact?
For general questions, please reach out to our wonderful customer care team:
Your banking point of contact is the Banking Coordinator at Girl Scouts of Western Washington. Their contact information is:
What is required to be an account signer/cardholder?
In order to be an account signer, you must be 18 years or older, you must have a recent (within the past two years) criminal background check on file and you must be a registered Girl Scout member.
Where do I complete a criminal background check (CBC)?
The CBC is originally triggered for you when you choose a volunteer role with your registration. If you need to have a new CBC triggered for you, this can be done via the Banking Coordinator, or through Customer Care. A paper form is also available for those who have chosen not to complete the request online via our vendor, Verified Volunteers.
How do I become a registered Girl Scout member?
To register your membership online, please visit our website. If you need assistance with purchasing a membership online, you may contact our customer care team by emailing firstname.lastname@example.org or by calling 1(800) 541‐9852.
What if my bank account statement shows bank fees?
Fees for all bank accounts are the responsibility of the account signers and must be discussed or negotiated with the bank branch location.
What are the steps involved in opening/updating my account?
1. All signers must submit an application form to the Girl Scouts of Western Washington Banking Coordinator. These fillable forms obtained on the website may be submitted via email (most preferred), fax, or mail.
2. The Girl Scouts of Western Washington Banking Coordinator will confirm that all requested signers have a recent criminal background check on file and are registered Girl Scout members.
3. Once confirmed, the signers will be mailed an authorization letter to take to their local KeyBank branch.
4. When you receive your authorization letter, please set up a time with all applicable account signers to go into the bank to process your new account request. Please be sure to have your two forms of ID available, as well as a minimum deposit of $50. Since branches handle many customers, wait times at a branch can be expected! Our Key Bank branch managers will sometimes support our volunteers by recommending an appointment time that provides undivided attention. They might also give you a reference for another nearby location that can get you in right away. Once your account has been opened, please send an email to email@example.com to confirm your opened account information.
5. All requested signers must take the authorization letter to the bank to open their troop/group account with the branch. (For an account update, all remaining signers from the current account must accompany any new signers being updated.)
a. All signers (new and continuing) must also bring two forms of ID from the following list to authorize the request. One must be a Primary ID, and the second may be either a Primary or Secondary. Please be sure to be able to provide your SSN and mother’s maiden name as well.
i. Primary ID: Current valid government‐issued identification with photo and signature, such as:
1. a valid driver’s license (Note: New Jersey, Tennessee, and Vermont may not have photo)
2. a valid state‐issued non‐driver’s license photo identification
3. a valid U.S. Passport or U.S. Passport Card
4. a valid foreign Passport (including Mexican and Canadian)
5. a valid military ID card
6. a valid military dependent pass
7. a valid INS (Immigration) card
8. a valid Native American (tribal) ID (some do not have a signature)
9. a valid Mexican Matricula Consular Card
10. a valid Mexican driver’s license
11. a valid Canadian driver’s license
ii. Secondary ID: Current valid non‐government identification or government-issued identification without a photo such as:
1. a valid major or local credit card (a credit card that has the notation “See ID” in the signature area, instead of the actual signature, is not acceptable)
2. a valid debit card with MasterCard or VISA logo
3. a valid student identification card
4. a valid chauffeur’s license
5. a valid weapons permit with or without photo
6. a valid employee identification card issued by a well‐known company with the company name printed on the card
7. a valid military draft card
8. a valid government identification without photo (such as public assistance/welfare)
b. The bank will issue a signature card for the account signers to complete.
c. New Accounts Only: The signers must provide a minimum deposit of $50 from the troop for the account to be eligible to open. These funds may be obtained in a number of ways.
i. Collection of dues during the first meeting.
ii. Temporary troop donation to be reimbursed at a later date.
iii. In minimal and authorized cases, the council may be able to issue a council check for the funds to open the account, and to be pulled back out of the account once the check clears.
1. The account must be kept above a $0 balance or the account will automatically closed after 60 days.
6. New Accounts Only: KeyBank will open the account, and an automatic mailing of a “Welcome Packet” to the primary mail recipient will occur shortly after.
a. This packet may allow an option to order checks through KeyBank or Harland Clarke, but Girl Scouts of Western Washington strongly advises against this choice as their fees are quite expensive. (Please see “How do I order checks?”)
7. New Accounts Only: The account signer(s) should submit the new account information to the Girl Scouts of Western Washington Banking Coordinator for confirmation of the account.
How do I obtain a KeyBank Debit Card?
Debit cards are originally ordered when an account is opened, or a new signer is updated, but there are several other times when a new card must be requested, and in all of these cases, the card should be requested directly from the local KeyBank branch.
How do I reset the PIN on my KeyBank Debit Card?
To reset the PIN on your debit card, call the number on the back of the card or go into any KeyBank branch for assistance.
How do I receive a Bank Statement?
KeyBank mails paper statements free of charge. The past 12 months of statements are also available online at https://keynavigator.key.com with your provided KeyNavigator login. Additional copies of the bank statements from your branch may cost up to $6/copy.
How do I change contact information?
Signer changes must be requested through the Girl Scouts of Western Washington Banking Coordinator, but all other changes (address, debit card, last name changes/corrections, etc.) and requests (statements, fee corrections, etc.) should be done at the local KeyBank branch location.
How do I access my account online?
New KeyNavigator online access may be requested only through the Banking Coordinator.
How do I order checks?
Girl Scouts of Western Washington strongly advises troops to obtain checkbooks from a third‐party unassociated with KeyBank. Because these accounts are Business Checking accounts, the checks are significantly more expensive through a KeyBank branch or at Harland Clarke than other retailers such as Deluxe, Costco, Walmart, etc.
**Please note that troops are responsible for all check fees associated with their purchase, regardless of which vendor they choose (KeyBank included).**
When ordering checks through a third party, the following information will be needed:
Girl Scouts of Western WA
Troop XXXXX Service Unit XXX
(SU/Camp information may be substituted if applicable)
Mailing Address on the bank account
Are we able to use a third‐party payment processor? (Ex. Venmo, Square)
Troops can use any third‐party processor that they choose. The troop will be responsible for any fees associated with using the processer that you choose.
How do I close my account?
There are several reasons why a troop account may be closed. Below are the most common reasons, and how the closure may be processed.
1. Troop/Group Disbanding
a. Contact must be made with the Troop Program Manager regarding the status of the troop/group to confirm and submit the Troop Disbanding Report
b. An updated Annual Troop Finance Report must be submitted to the Banking Coordinator to identify that all remaining funds in the account have been/ or will be utilized in a manner according to council policy.
c. All funds must be depleted in the account before closure either via use by the troop or donation to Girl Scouts of Western Washington Financial Assistance, or another third‐party charity.
i. If funds are donated to Financial Assistance, please either provide a check to the council admin office or contact the Banking Coordinator to arrange an electronic withdrawal from the account for donation.
d. One or more account signers may go into their local branch to request the closure of the account. Please ensure the account is at a $0 balance before attempting closure.
i. If the account is at a $0 balance for 60 days, the bank will close the account automatically.
e. Please notify the Banking Coordinator of the account closure for confirmation.
2. Inactive Account
a. Occasionally, there will be an account identified as inactive by the bank, or an authorized Girl Scouts of Western Washington staff member, without further contact from the account signers. In these cases, the account will be withdrawn to a $0 balance, if not already, and the account will be closed after the bank’s authorized 60 days.
What are the steps in opening my account?
How do I change account signers?
How do I change contact information?
Please contact your bank to update contact information for your account. You may contact the Banking Coordinator to ensure accurate information is held at the council, but the Banking Coordinator cannot make changes to the contact information for the bank account.
How do I close my account?
To close your Troop Bank account, you will first need to bring the balance to $0 and ensure there are no pending transactions (e.g. outstanding checks) on the account. If there is a balance remaining that the girls will not use prior to disbanding, the funds may be donated back to the Council and will be designated as Financial Assistance to girls within the same region as the disbanding troop. When ready, send an email to the Girl Scouts of Western Washington Banking Coordinator with the following information:
Annual Troop Finance Reports
Annual Troop Finance Reports MUST be completed annually by all troops/groups and submitted to the Banking Coordinator. Due each year on June 30.
Our vision statement: We invest in our community through Girl Scouts. Our community represents every race, ethnicity, income level, sexual orientation, ability, and religion; reflects a spectrum of gender identity; and connects across geographic locations. By focusing our attention on community members who are furthest from racial, economic, and social justice, Girl Scouts can be an instrument of change, promoting equitable outcomes for all. We wholly commit to taking action to grow as an anti-racist and anti-oppressive organization so that, through Girl Scouts, our members are affirmed as they strive to make our community and world better.
What is Girl Scouts doing to ensure Black girls and their families feel safe and included in their programming?
We recognize the history of Girl Scouting and acknowledge that in practice, Girl Scouts has been “for white girls.” We’re actively striving to change by training our volunteers and staff—with an emphasis on our white majority—on key concepts related to racism and social justice, to build understanding about systemic inequities. The goal is to ensure that they have the skills to create inclusive and equitable spaces so members from our BIPOC communities feel welcomed and valued at Girl Scouts of Western Washington.
You can learn more about our commitment to Diversity, Equity, Inclusion, Racial Justice, and Belonging on our webpage dedicated to this topic.
Girl Scouts of Western Washington Commitment/Policy
Diversity and equity are core values of Girl Scouts of Western Washington.
We invest in our community through Girl Scouts. Our community represents every race, ethnicity, income level, sexual orientation, ability, and religion; reflects a spectrum of gender identity; and connects across geographic locations. By focusing our attention on community members who are furthest from racial, economic, and social justice, Girl Scouts can be an instrument of change, promoting equitable outcomes for all. We wholly commit to taking action to grow as an anti-racist and anti-oppressive organization so that, through Girl Scouts, our members are affirmed as they strive to make our community and world better.
We also recognize that gender is not binary—people don’t identify only as boys or girls. We welcome children from across the gender spectrum: those who identify as transgender, agender, androgynous, etc., and those who are in transition or questioning their gender identity. The Girl Scout mission is to hold space for those who, on the spectrum of gender identity, are not cisgender boys (those whose gender identity is boy, and the sex assigned at birth is male.) Consequently, Girl Scouts is not appropriate for cis-gender boys.
For more information on joining, please visit our Join page here.
Q: Who can join Girl Scouts of Western Washington? I identify as __________. Can I join Girl Scouts and participate in troops, camps and/or programming?
Q: Do I have to use a Girl Scout’s pronouns?
Yes. Girl Scouts are encouraged to ask what each other’s pronoun(s) are and make every effort to use them; this is another way to treat everyone with respect and acknowledge we are all learning. You can model this approach by introducing yourself with pronouns and/or starting each meeting/event by sharing names and pronouns. On an individual level, you may also introduce yourself to someone by saying, “Hi, my name is _____. My pronouns are ______” (e.g. she, her, hers). Also, ensure that others are using the correct pronouns and address it if they aren’t. For example, you could say, “Keisha’s pronouns are they, them, theirs. Please show respect by using the proper pronouns.” For more information, please see https://www.mypronouns.org.
Q: What do I tell people (whether they are related to the Girl Scout or not) if they have questions about another Girl Scout?
Remind them of Girl Scouts of Western Washington’s commitment and expectations. Let them know that due to the individual Girl Scout’s right to privacy, you cannot discuss specifics about any member and remind them that Girl Scouts of Western Washington is a welcoming environment for all individuals except cis-boys (gender identity and gender assigned at birth both male).
Q: How do I respond to or support parents or volunteers who argue or question the policy?
Please refer them to their Volunteer Support Manager (VSM) or connect them to the appropriate staff leader (a director, AVP, or VP). You may also direct them to the Associate Vice President for Diversity, Equity, and Inclusion. As always, you can direct a parent or volunteer to call Customer Care to connect them to the appropriate person.
Q: What if two Girl Scouts are dating?
It is strongly encouraged that groups make group agreements and that one of the group agreements states that the relationships built through Girl Scouts of Western Washington activities are intended to be platonic. Public displays of affection during Girl Scouts of Western Washington events are discouraged. Volunteers and employees should be held to these same standards.
Q: Do I have to provide separate bathrooms/dressing rooms/showers for trans+ and gender non-conforming Girl Scouts?
All members are entitled to privacy while using restroom facilities. This includes toilets, changing areas, and showers. Please continue to practice good privacy strategies for all individuals including access to private changing spaces and times for all individuals. Members have the right to use the facility of their choosing (men’s, women’s, or gender-neutral facilities [where available]).
Q: For overnight events, where should everyone sleep?
During the registration process, provide an opportunity for campers/families to share their gender identity (perhaps in the “what does your camper need to be successful” question). It is also a best practice to provide an opportunity for families/campers to note accommodation requests (of any sort) that organizers can follow up on. Unless a camper states otherwise, we should treat them the same as all campers with regard to things like sleeping arrangements, etc. There is no need to “out” or discuss a camper’s gender identity with other campers. If questions or issues arise among campers, address the issue with respect, protecting the needs of the LGBTQ+ participant, and in an age-appropriate manner.
Q: What if LGBTQ+ topics are raised by youth or come up naturally during Girl Scouts of Western Washington events?
If topics relating to LGBTQ+ identities are raised organically, it is acceptable to discuss them on the level of identity, education, and experiences. Avoid allowing the conversation to turn to the act of sex. While a Sensitive Topics application isn’t required by the council, please use your best judgment in consultation with Girl Scouts of Western Washington staff in deciding whether the use of the Sensitive Topics application would be a good idea. In that case, tell any individuals involved that you would like to place a hold on the conversation and that you will return to it if the application is accepted. With older Girl Scouts or with groups with LGBTQ+ youth, you may want to put in an application at the beginning of the year to allow for the conversation to happen when it arises. For further information, visit our Engaging with Girl Scouts and Families page.
Q: What if volunteers or employees identify as trans+ or gender non-conforming?
The same guidelines are applicable regardless of whether the individuals are youth, volunteers, or employees.
Q: I don’t feel equipped to navigate gender issues, what can I do?
Talk to the individual, talk to the parents (if they are engaged and know), talk to the appropriate staff leader or the AVP of DEI. Educate yourself and consider attending our LGBTQ+ and other DEI training opportunities. We are excited to help and support you and there are lots of resources for you.
We all have a responsibility to treat every individual with respect and dignity, and to honor the way they show up in the world.
There are many resources out there for youth and for adults who want to better understand some of the terminology that relates to the LGBTQ+ community, though there are many ways to define these common words and phrases.
One resource comes from the Trevor Project, which you can find here: https://www.thetrevorproject.org/trvr_support_center/glossary/
Q: What do I do if the card is lost, stolen or never received?
A: Replacement cards can be requested directly through KeyBank by calling 1-866-295-2955. KeyBank charges a $5.95 fee for replacement of lost or stolen cards. The following Girl Scout information will be needed when requesting a replacement:
Q: I am having trouble accessing my account information.
A: Please contact KeyBank at 1-866-295-2955 or Key2Prepaid.com.
Q: Why can’t Girl Scouts of Western WA staff look up card numbers, see card balances or transactions?
A: Cards each have their own CVV code and are now exclusively managed by Girl Scouts and their family who create their own PIN (Personalized Identification Number) to access their account information. Transaction and balance information can be reviewed by visiting Key2Prepaid.com.
Q: Will my card be charged a monthly maintenance fee by KeyBank?
A: KeyBank will not charge monthly maintenance fees, per transaction fees, or inactivity fees to cards. Should a Girl Scout choose to request paper statements for their account, KeyBank will charge a monthly statement fee.
Q: Should I keep my card if my card balance is zero?
A: Yes. Girl Scouts should keep their card, as it provides access to the account the product team will load with funds after each product program that the Girl Scout earns and chooses Cookie Dough.
Q: Why don’t the cards work outside of Girl Scouts of Western WA payment systems?
A: Per IRS regulations, we must ensure Cookie Dough cards are used 100% to support our mission. They may not be used as or converted to individual monetary benefit for Girl Scouts participating in our product program fundraisers. Debit transactions, and ATM transactions, and attempts for use outside of Girl Scouts of Western WA payment systems will be declined.
Q: Can Key2Prepaid Cookie Dough cards be used by non-youth members?
A: Cookie Dough funds are utilized to support Girl Scouting experiences for current Girl Scouts of Western Washington Youth Members. Funds that remain in accounts following a 2-year lapse of Youth Membership with Girl Scouts of Western Washington will be pulled back by Girl Scouts of Western Washington for use in supporting Girl Scout programming. Cookie Dough funds are non-transferrable.
Q: What do I do if my card is declined in a Girl Scouts of Western WA payment system?
A: Ensure the card has been activated and check that the card #, expiration date, CVV code, and billing address are entered correctly. Call or log in to the card account, Key2Prepaid.com, to check the available balance. Contact firstname.lastname@example.org for additional assistance.
Q: Do my Cookie Dough funds expire on the expiration date on my card?
A: KeyBank partners with Girl Scouts of Western Washington to re-issue cards with new expiration dates – just like a regular debit or credit card. However, accounts must have a transaction completed at least once every 2 years to remain active. Accounts without transactions are at risk of being closed and funds pulled back to Girl Scouts of Western Washington to support Girl Scout programming. Click here for full details.
What does it mean that your camps are American Camp Association Accredited?
As an American Camp Association Accredited program, we meet up to 300 standards for health, safety, and program quality set by a leading authority in youth development. For more information, please click here.
Inclusion at Camp
Diversity and equity are core values of Girl Scouts of Western Washington. We aim to empower Girl Scouts of every race, ethnicity, socioeconomic status, sexual orientation, ability, gender identity, religion, or geographic location-to make the world a better place.
We also recognize that gender is not binary—people don’t identify only as boys or girls. We welcome children from across the gender spectrum: those who identify as transgender, agender, androgynous, etc., and those who are in transition or questioning their gender identity. Because the Girl Scout mission is to specifically hold space for Girl Scouts to build courage, confidence and character, Girl Scouts would not be an appropriate space for those who identify as cisgender boys (those whose gender identity is male and their assigned sex at birth is male).
Camp Staff Inclusion Statement
Girl Scouts of Western Washington is an equal opportunity employer and does not discriminate against any employee or application for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, veteran status, and basis of disability or any other federal, state, or local protected class.
Staff members that identify as male are assigned separate living units from campers and staff that identify as female to maintain our required ratios. Girl Scouts of Western Washington believes that a variety of adults are appropriate role models for young people and are vital to their development. Our staff members are subject to background checks and all staff are required to attend training on group development, group management, health, and safety as well as diversity, equity, and inclusion. Staff members are well versed and dedicated to the Girl Scout Mission and work to support that mission with every interaction with campers. If you have additional questions or concerns, please contact your camp director.
What are your transportation options for camp?
Girl Scouts of Western Washington overnight summer camps will not be offering transportation for our 2023 season.
What time do campers go to bed?
Bedtimes vary depending on the day’s activities, but use the following times as a guideline:
|Grades 1–4||9:00-9:30 PM||Grades 9–12||10:00-10:30 PM|
|Grades 5–6||9:30-10:00 PM||Interns||11:00 PM|
What happens at camp if it is raining?
Many activities at camp can still be done in the rain. If any weather, including heavy rain, lightning, or heat, causes an unsuitable environment for scheduled activities, our staff will have an alternative plan. Many times, we can work on a related activity instead. For example, if canoeing was scheduled, an alternative activity would be to learn about canoe parts and build a cardboard canoe in the boathouse. Whenever possible, the missed activity will be rescheduled.
Where do the staff live?
In our outdoor units, staff members live in a cabin within earshot of all campers’ cabins. In our indoor units, staff sleep in centrally located beds so that they are easily accessible to campers in need and can hear campers that awake in the middle of the night.
What are the cabins like?
Cabins vary greatly: everything from a fully enclosed building with running water and electricity to open-air cabins and even covered wagons! At River Ranch, our youngest campers sleep in indoor buildings with all the comforts of home—flush toilets, overhead lights, etc. Most of the older campers sleep in outdoor units comprised of several cabins or platform tents clustered around each other. All outdoor units have nearby toilets and a covered area for activities and outdoor cooking.
How do I register my Girl Scout for Camp?
To register for Girl Scouts of Western Washington overnight summer camp, you’ll need to enroll through your Camp InTouch account. Check out our Camp page to learn more about registering for camp and how to create your Camp InTouch account.
Why does my camper’s grade matter during registration?
It is important that our system reflects your camper’s correct school grade as our camp programs are based off the grade your camper will attend in the upcoming fall 2023 school year. If this information is incorrect in your registration, your camper may be enrolled in the wrong grade program. We cannot guarantee your camper will be able to keep their spot if their grade needs to be changed after you have completed registration.
Can’t I update my camper’s grade myself?
Your camper’s information is only available for viewing in your Camp InTouch account after you have completed enrollment. Additionally, when registration is closed, you will not be able to review or change your camper’s information on your own. To update your camper’s grade information, please send a request to our camp registration team by emailing email@example.com.
What if I notice an error after I have completed registration?
We encourage all our camp families to review the “Camper Information” section of their Camp InTouch account immediately after registration to confirm their camper’s enrollment and grade. If you see information that needs to be updated or changed after you have completed registration, you can contact our camp registration team directly through the “Camper Information” page and submit a request a change to your camper’s information.
Please note that if there is an error with your camper’s enrollment
due to incorrect information provided, we may not be able to
accommodate your camper in their desired camp program due to
I successfully registered my camper. Now what?
After you have registered, the “Forms and Documents” section your Camp InTouch account will populate your Camp Details Packet. Your Camp Details Packet contains information on how to send your camper mail, what to pack, as well as pick-up and drop-off procedures. You will also need to access the “Forms and Documents” section of your Camp InTouch account to complete your camper’s required camp forms such as the Health Form, the Share your Camper Form, the Authorized Grown Ups Form, etc. These forms can only be accessed once your Camper has been registered for camp and should be completed online. If you do not have internet access, you may call 1-800-541-9852 to arrange paper camper forms to be sent to you.
If you have not already paid your balance in full or completed
the process to get pre-approved for financial assistance, you will
begin receiving regular payment notices via email until the balance is
paid, or until Tuesday, May 16, 2023. After that date, any
accounts with balances are subject to have their registrations
cancelled due to non-payment and are not eligible for a refund.
Where do I find check-in times/packing lists, and general
information about camp?
You can find your camper’s essential information forms on your Camp InTouch account under the “Forms and Documents” section. You’ll find the packing list and other helpful information in the Camp Details Packet.
How do I request financial assistance for my camper?
Girl Scouts supports every member, regardless of their financial situation. Get pre-approved for financial assistance by submitting a 2023 Girl Scouts of Western Washington Financial Assistance Request form.
Once you have been approved for financial assistance, you must request your camp grant by indicating on your camper application during camp registration that your camper will be utilizing financial assistance for their summer camp.
If you have already completed your camper application (registration) and have not yet been approved for financial assistance or submitted your request for a camp grant, you may do so by contacting our customer care team at 1-800-541-9852 or by emailing firstname.lastname@example.org. Our customer care team will assist by submitting your financial assistance application or submitting your camp grant request for you.
Once your camp grant request is received, it will be reviewed by the financial assistance team and if approved, your camp grant will automatically be applied towards your camper’s balance.
Please note that your $25 camp deposit is not covered by your camp grant and must be paid during camp registration. Deposits are non-refundable and non-transferable. The maximum award for a camp grant is $750. Any remaining balance after the camp grant is applied must be paid by Tuesday, May 16, 2023, to avoid cancellation due to non-payment.
If your camper is wait-listed and you plan on utilizing financial assistance for camp, we recommend completing the process to get pre-approved for financial assistance as soon as possible to ensure your financial assistance is ready to go when your camper’s wait-listed spot opens. If a spot opens for your camper and your financial assistance has not been approved, you may be unable to complete enrollment as your financial assistance needs to be pre-approved at least three weeks from the start of your camper’s session.
Why am I paying a deposit?
Paying a deposit will reserve your camper’s registration and spot in their program; however, your camp balance is due in full by Tuesday, May 16, 2023. You can pay your deposit online at the time of registration with a credit card, e-check, or Cookie Dough.
All deposits are non-refundable and non-transferrable. A $25 deposit is required for each session your camper registers for. If you cancel a session and want to sign up for another one, you will be charged a $25 session change fee that will be added to your camp balance to retain your deposit.
Why is my camper on a waitlist? How do they move off the waitlist?
Spots fill very quickly for camp, and we always recommend registering early with your $25 deposit to secure a spot for your camper. If your camper’s desired program and session are full, you may be forced to join a waitlist for your camper’s spot. There is no fee to join a waitlist and you will not need to pay a deposit. However, the Camp InTouch system does require you to save your future payment information to successfully add your camper to a waitlist.
If a space becomes available, the camp registration team will notify you via email and phone to gain consent to enroll your camper and run your saved payment information on file for your camper’s $25 deposit. You will also be able to update your payment information, if necessary.
If a spot becomes available for your waitlisted camper after the camp payment deadline (Tuesday, May 16, 2023), you will be required to pay the full amount of the camp when the camp registration team contacts you about your camper’s open spot.
Parents/guardians will have 24 hours to respond to the camp registration team to confirm enrollment for their camper. If you do not respond within 24 hours of being contacted by the camp registration team, the open spot will be given to the next camper on the waitlist and your camper will be removed from the waitlist. If you decline the waitlisted spot, your camper will be removed from the waitlist.
Please note that you cannot be waitlisted and enrolled in two different programs during the same session. You can be wait-listed for a session and enroll in a program any other week.
If your camper is waitlisted and you plan on utilizing financial assistance for camp, we recommend completing the process to get pre-approved for financial assistance as soon as possible to ensure your financial assistance is ready to go when your camper’s waitlisted spot opens. If a spot opens for your camper and your financial assistance has not been approved, you may be unable to complete enrollment as your financial assistance needs to be pre-approved at least three weeks from the start of your camper’s session.
Final Payment Due Date
Your $25 deposit per program is all that is required to register your camper up until Tuesday, May 16, 2023. If you have an outstanding balance on your camp account or have yet to complete the process to get pre-approved for financial assistance, you will begin to receive regular email notifications until your balance is paid.
Your final camp payment is due by Tuesday, May 16, 2023. After that date, any accounts with balances are subject to have their registrations cancelled due to non-payment and are not eligible for a refund.
If you need to make a camp payment, please log in to your Camp InTouch account and select “Financial Management” or contact customer care to make your payment over the phone by calling 1 (800) 541-9852.
Cancellations and Refunds
Cancellation Request: A written request is required for all camp registration changes or cancellations. Your request must be submitted at least four weeks prior to the start of your camp session to receive a refund for camp and/or transportation fees less your $25 non-refundable and non-transferable deposit.
Please send your cancellation request to the camp registrar at email@example.com or send your request directly through the "Camper Information" section of your Camp InTouch account. Include your camper’s name, camp session and dates, and reason for cancellation so we can process your request. Your request will be processed in the order in which it is received, and you will receive an email confirmation once your request is complete.
Cancelled camp spots cannot be gifted or transferred to other campers. All cancelled camp spots will be filled from the waitlist or opened to the public for enrollment if there is no waitlist.
Refunds: Your written cancellation request must be received at least four weeks prior to the first day of your camper's session to receive a refund less your deposit. Please note that per our cancellation and deposit policies, your $25 deposit is non-refundable and non-transferable.
Cancellation Request Per Medical/Family Emergency: If you need to cancel your camper's registration and request a refund due to a medical or family emergency less than four weeks from the start of your camper’s session, please follow the steps above for a cancellation request and include a physician’s note in your request to the camp registrar. Refunds for family and medical emergencies are given at the camp director's discretion. Your $25 deposit will not be refunded as deposits are non-refundable and non-transferable.
Request to Change Sessions/Programs: If you would like to change your camper's session dates or program, please register for the new session/program through your Camp InTouch account and send a cancellation request to the camp registrar to have your old session cancelled. Campers may change their session dates or switch programs if space is available but will be charged a $25 session change fee to do so.
Cancel a Waitlisted Session: Please send an email with your camper's name, camp, session, and enrollment dates to the camp registrar at firstname.lastname@example.org or send your request directly through the "Camper Information" section of your Camp InTouch account. You will receive a confirmation email once the cancellation has been processed. Please note, deposits are not required to join a waitlist, so there will be no need to issue a refund.
Does my camper need to be a Girl Scout?
Yes! A 2022–2023 Girl Scout Membership ($25) is required to attend summer camp for insurance and liability purposes. Troop participation, however, is not a requirement to attend camp. If your camper registers for camp and is missing their 2022-2023 Girl Scout Membership, a member of the camp registration team will contact you with steps to purchase a membership for your camper. You can also purchase or renew your camper’s 2022-2023 Girl Scout Membership any time through our website.
If your camper has a membership with another Girl Scout council, please send an email to the camp registration team at email@example.com with your camper’s name and council name so that we can reach out and verify your camper’s membership. Once your camper’s membership is verified, you will receive a confirmation email.
How do I know if my camper is ready for camp?
Making the choice to attend camp for the first time can be scary for both camper and parent. There are some great ways to ease into the camp experience. You can try a shorter session or come to camp together at Family Camp. Visit camp during our Camp River Ranch, Camp St. Albans, and Camp Robbinswold open house events and have all your questions answered. Check out this link to the American Camp Association for some helpful tips in deciding if your camper is ready for camp.
Will my camper bunk with the buddies they signed up with?
Campers must register individually for summer camp. Campers may indicate one buddy to be placed with them in the same cabin at camp. Buddy requests will be honored where possible if both campers name each other as buddies when registering. We have found that placing more than two requested campers together tends to impact group dynamics and our emphasis on making new friends. Therefore, we will not be able to accommodate groups. If you need to change buddies or list a buddy after your registration has been completed, log back into your Camp InTouch profile and make that change. Please be advised that buddies cannot be guaranteed.
Can I see the cabin my camper will stay in?
The best time to see camp is during an open house event where you can get a tour and meet camp staff. View our 2023 open house schedule on our website!
What if my camper starts missing home?
Our staff have several tools to help campers who are missing home. If the usual tricks aren’t working, a camp director will call the guardians listed on the emergency contact form and ask for advice. It is our goal that campers have fun at camp; if homesickness is getting in the way of fun, the guardians may pick the camper up early.
Can my camper drive themselves, siblings, or friends to camp?
Girl Scouts of Western Washington requires all minors (17 and under) to be dropped off and picked up at camp by an adult. Campers are not permitted to drive themselves, siblings, or friends to and from camp. Parking spots at our camps are limited and your camper’s safety is our first priority. Interns may drive themselves but must complete an Intern Release Form located in the Forms and Documents section of your Camp InTouch account to do so.
Can I talk to or visit my camper while they are at camp?
We highly discourage visits and phone calls from parents during the week as it disrupts the camper’s schedule and often simply makes them miss home. While we cannot allow campers to have cell phones in their possession, a camp staff representative will call the emergency numbers listed on registration forms in the event a camper gets sick or is severely homesick.
You can utilize our one-way email system through Camp InTouch or send your camper a letter or care package to the camp address. You can bring pre-written letters and packages with you on check-in day for staff to pass out throughout the week. Your camper is encouraged to write letters home during their stay at camp and outgoing mail is delivered to the U.S. Post Office daily.
Summer Email Address: You now have the option to purchase a temporary email address for your camper, allowing you to email them directly without logging in to your Camp InTouch account. This is service is $9.99 per camper for the whole summer with the charge of 1 stamp per email that will be automatically deducted from your Camp Stamp balance upon sending your email.
Email Your Camper from Your Camp InTouch Account:
(There is a $10 minimum to use this service)
2. Select “Credit Card for Camp Stamps and Photos” to add your credit card for this purchase.
3. The credit card used/stored for camp registration will not be saved here. You will need to add it again in this section to complete your purchase. Once your card is added, you will be prompted to purchase Camp Stamps. Stamps are $1 each with a minimum purchase of $10.
4. Navigate back to your Camp InTouch homepage and select “Email.” Follow the prompts to send an email to your camper. Each email costs 1 camp stamp. You can attach games and pictures to your email for additional stamps.
5. Please note your camper will not be able to reply to this email. Emails are delivered to campers daily each morning of camp.
Purchase a Summer Email Address to Email Your Camper from Anywhere:
2. Select “Credit Card for Camp Stamps and Photos” to add your credit card for this purchase.
3. The credit card used/stored for camp registration will not be saved here. You will need to add it again in this section to complete your purchase. Once your card is added, you will be prompted to purchase Camp Stamps. Stamps are $1 each with a minimum purchase of $10.
4. Navigate back to your Camp InTouch homepage and select “Email.”
5. Select “Summer Address” and follow the prompts to receive your camper’s temporary Summer Address and charge your card on file the $9.99 fee.
*Please note your camper will not be able to reply to this email. Emails are delivered to campers daily each morning of camp. Each email will also deplete a Camp Stamp from your balance.
Additional ways to keep up with your camper at camp:
Photos and Postcards: Every week our media specialist uploads photos of camp happenings to the Camp InTouch system. Please note that programs that travel off camp property may not be represented. These photos can be purchased as a digital file, or you may order prints, post-cards, or gifts! This service is provided by Camp InTouch; however, a percentage of proceeds is donated to the Girl Scouts of Western Washington summer camp financial assistance fund.
eNews: Every week our media specialist will upload short eNews stories to Camp InTouch.
Guest Accounts: Create a guest account for anyone (grandparents, friends, anyone!) who you wish to have access to photos, one-way emails, or eNews. You can have as many guest accounts as needed. See your Camp InTouch profile for details.
Facebook: Follow our Girl Scout Summer Camps of Western Washington Facebook page for weekly posts!
What if my camper has food allergies?
Please list all food allergies on your camper forms, if you have any concerns; please call the camp director to discuss the meal plans. We may need you to bring a few key items for your camper if they require very specialized foods. When you arrive at camp you may also meet with our cooks to discuss meal plans. This helps the camper also meet our cook, so the cook knows who to look for when making specific meals for your camper. We also can accommodate vegan, low fod-map, kosher, and vegetarian diets. Not all our kitchens are not peanut-free, but we are peanut aware.
What if my camper is a picky eater?
If a camper does not like what is served, there are always alternatives available such as peanut butter (or alternative) and jelly sandwiches, cereal, and fruit. Staff are seated at each table to help keep an eye out for campers who are not eating well and will suggest some of these alternatives. We do not want anyone to go hungry at camp and are happy to find something even the pickiest of eaters will eat. If your camper is a picky eater, please talk to them prior to camp about speaking up if they are not getting enough to eat. If your camper is shy about asking for what they need, be sure to put this information on your share your camper form so staff can pay special attention.
Can I pick up my camper later than the pick-up time?
Staff are busy wrapping up the session and need to begin preparation for the next campers coming in as well as get some well-deserved time off, so it is particularly important your camper is picked up at the specified time.
My camper takes medication, how is it handled at camp?
All medications, including over the counter medications, are stored in the health facility, and distributed by the health supervisor or other trained camp staff. Please have all medications unpacked and in their original container for check in. You will give them to the health supervisor after your camper completes her health check. All medication must be in its original container and prescription medications must have the prescription in the camper’s name with them. This is true even for inhalers. Our health supervisor or other trained staff dispense mediation as directed. If your camper requires a rescue inhaler, epi-pen, or other rescue medication, they will be carried at all times by the counselors with your camper.
What if my camper gets sick or injured?
Every camp staff member is certified in First Aid and CPR to deal with the many small injuries such as splinters and bug bites that occur at camp. Each camp also has trained medical staff and health facilities to deal with more serious illness and injuries. Any time a camper spends more than a short stay in the health facility or is seen by a physician, a call will be made to parents for further advice and directions.
Do I have to be a Girl Scout to rent a site?
Non-Girl Scouts can still rent our sites at the non-member price rate. Please contact our site reservation team directly for pricing at firstname.lastname@example.org.
Renting as a family or a household? A 2022–2023 Girl Scout membership must be held by at least one member of your party for insurance and liability purposes. You can purchase or renew your 2022–2023 Girl Scouts of Western Washington membership for $25 through our website. If you need help purchasing a membership, please contact our customer care team at 1(800) 541-9852 or email@example.com.
If your membership is with another Girl Scout council, please email firstname.lastname@example.org with your council's name so we can verify your membership. Once your membership is verified, you will receive a confirmation email.
What spaces can I reserve at camp, and how much do they cost?
Can I reserve a site for day use?
Yes, you can. Units are available for day use from 10:00 AM to 6:00 PM. You can use the same procedures as you would for overnight site reservations.
Is there a limit to how many people can join my party?
Each unit has a day and overnight participant capacity. Please refer to the site guides for more information.
What can I do at camp?
Camp St. Albans, Camp River Ranch, Camp Robbinswold, Camp Towhee, Camp Evergreen, and Camp Lyle McLeod have wonderful hiking trails you are welcome to explore. A fire ring will be available at each unit to build a campfire and roast a marshmallow or two. These activities are available with any reservation. Camp Towhee offers a base camp for groups going to Mt. Baker National Forest located just 35 miles from camp. Camp Robbinswold is located just 20 miles up the road from Olympic National Park. Camp Lyle McLeod is located six miles from Tahuya State Forest.
Please visit each camp property page for full activity details.
What will be available for us to use at camp?
There will be a shelter, a firepit with firewood, picnic table(s), and a bathroom or pit toilet with toilet paper. We will also provide soap and/or hand sanitizer, a broom, dustpan, rake, and shovel. There is access to drinkable running water at all camp units. There will be propane stoves, basic pots and pans, and kitchen supplies available.
Where should I park?
Upon arrival, you will be able to drive up and unload at most units. One vehicle might be left at the unit while all other vehicles will need to be moved to the allocated parking lot. Please tell us in advance if you need assistance transporting items to units. Your site manager can give you specific instructions when you check in.
Where do I find check-in times, packing list, and general information about camp?
Your confirmation packet includes check-in information, packing lists, and additional details about the camp that you will need for your stay. You will be emailed a confirmation packet 30 days in advance and again five days in advance of your reservation.
What if a member of my party gets sick or injured?
We suggest bringing a first aid kit with medications and supplies for everyone in your group. Your camp confirmation packet lists the closest emergency facilities. If you call 911, please notify the property manager so they can assist with access to the camp.
Our Health Guidelines provide information on what to do if you have COVID-19 symptoms.
What should we bring?
Your confirmation packet includes all the details of your reservation, including packing lists. Please always check the weather before coming to camp, and pack accordingly.
If you plan to do any outdoor cooking, you will need to bring all supplies for preparing food and cleaning up. You will find tables with benches in each unit, but you may wish to bring your comfortable camp chair or a picnic blanket for lounging, reading, napping, and taking in the scenery. Additional things to pack include face masks, sunblock, insect repellent, a refillable water bottle, and a first aid kit with a thermometer.
Can we have a campfire?
Yes; if there are no fire bans in place limiting recreational fires, campfires are allowed in the designated fire pits, and firewood will be provided. We do not provide charcoal, fire starters, kindling, matches, or lighters. In addition to firewood, we provide an axe, metal water bucket, shovel, rake, and grate top for cooking. Your confirmation packet will include current fire ban information.
Can we bring and consume alcohol?
Adults may not consume, possess, or be under the influence of alcohol, illegal drugs/substances, or prescription or over-the-counter medications which impair performance or judgment while on Girl Scout property.
What are the cabins like?
Cabins vary greatly—everything from a fully enclosed building with running water and electricity, to open-air cabins, and even covered wagons and yurts! All outdoor units have nearby toilets and a covered area for activities and outdoor cooking. Unit prices are set per amenities available. Some of our units have heat, indoor kitchens, electricity, and indoor fireplaces. Some are outdoor units with a cook shelter. To see full details, amenities, and prices for each unit, please review our site guides.
What happens at camp if it is raining?
Many activities at camp can still be done in the rain. If any weather, including heavy rain, lightning, or heat, causes an unsuitable environment for scheduled activities, those activities will either be canceled or, if possible, rescheduled during your time at camp.
What happens if severe or dangerous weather is expected? How will I be notified of camp closures?
If the weather forecast causes concern for safety, the campsite manager will notify the site reservation team of any unit or property closures. The property reservation manager will then notify the reservation lead and reschedule as applicable. Reservation holders will be contacted 48 hours in advance when possible.
How do I reserve a site at camp?
From our camp website, navigate to the Rent our Camps landing page. From there, you can create an account and log in to our online reservation system. You will see a listing of all vacant units throughout the year. Once you decide which unit(s) to reserve, click the link to the ActiveNet website. If this is your first time using ActiveNet, please create a user profile before starting your reservation process. Once logged in, you can search for the units you want to reserve. Select a unit and follow the on-screen options to checkout. You will be asked to agree to Girl Scouts of Western Washington’s camp policies before checkout. Upon completion, you will receive a confirmation email from the system and an invoice with the remaining balance and payments made.
How do I rent the whole camp?
If you are interested in renting the full camp, please send us an email at email@example.com or call us at 1(800)-541-9852 with the dates that you are interested in renting.
How do I reserve a site 30 days or less in advance?
If you would like to submit a reservation request less than 30 days from the start of your reservation, please send an email to firstname.lastname@example.org. Your full payment will be due immediately upon reservation. Please make your payment online through your ActiveNet account or call the site reservation team at 1(800)-541-9852 to make your payment over the phone once you receive a reservation confirmation.
How do I make a payment?
Payments using Visa, Mastercard, and Electronic Check Payment can be made through your profile in ActiveNet. If you would like to pay by check, please include a copy of your invoice and send it to: Girl Scouts of Western Washington; 5601 6th Ave. S Suite 150, Attn: Site Reservation; Seattle, WA; 98108. If you would like to make a payment over the phone, please contact the site reservation team at 1(800)-541- 9852.
When is my payment due?
Your final payment is due 30 days from your reservation request date. If you do not make your final payment by your due date, your reservation may be cancelled due to non-payment. In the event of your reservation being cancelled due to non-payment, any partial payments made toward your reservation can be refunded upon cancellation, minus a $10 service fee.
I successfully reserved and paid for my camp reservation. Now what?
Once you have completed your reservation, you will receive a confirmation email. A confirmation packet will be mailed out within 30 days of your reservation. If you want to receive a confirmation packet earlier, please contact the site reservation team. Please send any additional forms (health forms, etc.) to email@example.com. Seven days prior to your reservation, a member of our team will email you with any camp updates and ask for any documents that might still be missing. If you have any questions, please contact us.
If you are a troop leader, please review our webpage for caregiver permission overnights, high risks, and sensitive topics.
Cancellation: A written request is required for all reservation changes or cancellations. Your request must be submitted at least 30 days before your site reservation starts to receive a refund.
Please send your cancellation request to firstname.lastname@example.org, and include your name, location, dates, and reason for cancellation. Requests are processed in the order in which they are received, and you will receive an email confirmation once your request is complete.
Refunds: Your written cancellation request must be received at least 30 days prior to the first day of your site reservation to receive a refund. Cancellation requests submitted less than 30 days from the start of your reservation are not eligible for a refund. Refunds can be processed to the original card used for the reservation or can be refunded back to your account for future reservations.
Cancellation Due to Medical/Family Emergency: If you need to cancel your reservation and request a refund due to a medical or family emergency less than 30 days from the start of your reservation or activity, please follow the cancellation steps above and include a physician’s note. Refunds for family and medical emergencies are given at the site reservation manager’s discretion.
Cancellation by Council Due to Hazardous Weather or Unit Unavailability by Council: If we cancel your reservation, we will make every attempt to reschedule you at a time that works for your group. If we cannot find an acceptable time, you will receive a full refund.
Q: Who is eligible for gift matching? Do I have to be a Girl Scout?
A: Anyone employed by a company participating with a gift matching program is eligible! You don't have to be a Girl Scout, have a child who is a Girl Scout, or be in any way affiliated with Girl Scouts. Even retirees of some companies also qualify for this benefit. Reach out to your Human Resources department to find out if that includes you!
Q: What companies offer gift matching?
A: Use the Double the Donation search tool on our website to search from a list of companies with gift matching programs that include time matching. If you don't see your company, don't despair! Many companies began their gift matching programs because of employee interest. Let yours know how they can support you and your values by encouraging them to offer gift matching. We'd love for more people to have this excellent opportunity!
Q: Can I use my spouse's gift matching program?
A: If a monetary donation is made from a joint account with an employee eligible for gift matching, then yes, it qualifies for that company's program! Unfortunately, volunteer time matching must be performed by the eligible employee for matching consideration.
Q: What contributions are eligible for employer gift matching?
A: Any donation or gift of volunteered time to Girl Scouts of Western Washington is eligible. And you don't have to choose between them! Even if you both volunteer and donate, all your generous contributions are eligible up to whatever gift matching limit your company might have in place. Donations of stock may even be eligible for employer gift matching. If you're interested in donating stock to Girl Scouts of Western Washington, please email us.
Q: Is my method of volunteering eligible for gift matching?
A: Yes! Any time volunteered on behalf of Girl Scouts is eligible for gift matching. Whether you're a troop leader, co-leader, cookie manager, chaperone, guest speaker, special expert, mentor, coach, event volunteer, or just participating for adult coverage, your time can be submitted for matching consideration. Even behind-the-scenes support counts (i.e. treasurer, event planning, attending a volunteer learning event, workshop, and more)!
Q: How do I make a matched gift?
A: Most employers provide online forms that take about 3 minutes to fill out. Just access your internal employee portal and follow the steps! You'll be asked to enter the name of the nonprofit organization (Girl Scouts of Western Washington), whether you're submitting time or money, and how much or how many hours you're submitting for matching. It's an easy process and a simple way to double your impact!
Q: How soon do I need to submit a gift for matching?
A: You should submit your gift within a year of giving. Some people choose to submit the sum of their yearly donations and volunteer hours, and some people submit on a monthly basis. Check with your Human Resources department to decide the schedule that's best for you and your employer.
Q: What do matching funds support?
A: Employer matching funds designated to Girl Scouts of Western Washington help provide every Girl Scout with the opportunity to participate in Girl Scouts. These funds support our financial assistance, camp operations, and exciting hands-on programs throughout western Washington. Employer matching contributions help remove barriers and make Girl Scout programming more accessible. By participating in gift matching, you help to multiply that impact!
Q: Can I designate gift matching to support a specific troop, service unit, or volunteer-led camp?
A: Thank you so much for investing your time and money in your personal troop, service unit, or volunteer-led camp! Unfortunately, your monetary gifts to these programs are not tax-deductible and therefore ineligible for gift matching. Your time spent volunteering with these programs can be submitted for gift matching, but the gift must be made to Girl Scouts of Western Washington and will benefit Girl Scouts across the council. These restrictions are due to IRS regulations on private benefit. Girl Scouts of Western Washington is a registered 501(c)3. As programmatic offerings of the Girl Scouts of Western Washington, troops, service units, and volunteer-led camps are not eligible for 501(c)3 status. We applaud your passion and encourage you to still consider gift matching to extend access to excellent programs like the ones you cherish to Girl Scouts across the council!
For further information:
According to IRS regulations, gift-matching and time-matching funds may not be used to support a specific troop or Service Unit (SU), or Volunteer Led Camp, as this is considered a private benefit.(IRS: 4221-PC: Compliance Guide for 501(c) Charities, 'What Activities May Jeopardize a Public Charity's Tax-Exempt Status?' 'Private Benefit and lnurement - A public charity is prohibited from allowing more than an insubstantial accrual of private benefit to individuals or organizations. This restriction is to ensure that a tax-exempt organization serves a public interest, not a private one. If a private benefit is more than incidental, it could jeopardize the organization's tax-exempt status.' Additional information may be found at IRS.gov, in IRS Publication 557, p. 50 (2nd column, near the bottom of the page), or by calling the IRS at (877) 829-5500 and asking to speak with the Tax Law group.
Thank you for your interest in employer gift matching. Above all, thank you for all you do to support Girl Scouts of Western Washington!
Adults of all genders and over the age of 18 may volunteer with Girl Scouts upon completion of a background check and registration as a member of Girl Scouts. Our safety standards require a minimum of two non-related adults, including one female, to supervise a group of Girl Scouts. Larger groups of Girl Scouts require additional volunteers as per the adult-to-girl ratio chart.
Yes. Protecting the youth members in our care is a top priority, and background checks are an important part of our risk management practices. At Girl Scouts, background checks are performed by Sterling Volunteers, an independent, third-party agency.
Volunteers with the following accountabilities require a background check:
When selecting a volunteer role, if a background check is required and the member does not have an active background check on file or it will soon expire, they will receive an e-mail prompting them to complete this step before they are placed into the position.
Anyone in a volunteer role on a troop roster has completed this step. If you have any questions about Girl Scouts of Western Washington's policy and/or the background check process, please contact us.
Yes! We offer spaces for Girl Scouts and volunteers to use for troop meetings and activities, as well as a variety of borrowable equipment. These resources are available at no cost to members! Learn more on our Meeting Spaces and Equipment Depot webpage.
Your username is typically your email address. If you have more than one email address, try each. You can also use the “Forgot Your Password?” link to send a reset email to your email address. If you’re still having trouble, contact our council’s customer care team.
The password reset emails come from email@example.com, so please make sure it’s added to your safe senders list. If you requested the reset email before marking our email address as safe, check your spam folder. If you’re still not receiving the email, contact our council’s customer care team to verify that your username/email address is correct.
There are a couple reasons this could happen:
There are several reasons this could happen:
Please contact our council’s customer care team for additional support.
If you're new to the Volunteer Toolkit (VTK), you probably have some questions. We've put together a list of frequently asked questions to help you get started. Don't see what you're looking for? Contact our customer care team at firstname.lastname@example.org or 1(800) 541-9852 with additional questions.
What is the VTK?
The Volunteer Toolkit (VTK) was designed to support troop leaders and IRM caregivers in planning and delivering Girl Scout programming. It consolidates resources into one digital tool to help customize year plans, meeting agendas, and troop management.
Who has access to the VTK?
If you're having trouble accessing your assigned VTK functions, please contact our customer care team.
Can I add programs and/or activities from the Girl Scouts of Western Washington events calendar to my VTK year plan?
Yes! However, adding an event to your VTK Year Plan doesn’t mean you have registered for it. You can only register for events through your MyGS Account. Visit our event calendar to view all upcoming events, programs, and learning opportunities.
Can VTK users view program content for grade levels besides their own?
Yes. VTK users can access digital program content on the VTK for all age levels. Go to the “Explore” tab to preview content, or in the year plan, click "Add Meeting," and you'll be prompted to search categories.
Are my past year plans accessible?
Yes. Your previous year’s year plan is archived and viewable.
Can the VTK be used for someone who leads three different troops?
Yes! There is a drop-down option where you can toggle between troops.
What can troop caregivers view in the VTK?
If a troop has created a year plan, troop caregivers can log in to their MyGS account and view parts of the VTK, although they cannot make any changes. They can view the year plan, most of the meeting plans, and view and search for resources. Using the “Troop” tab, caregivers can view membership, but they cannot see other Girl Scouts' information. They can also view their Girl Scout's attendance and achievements if the troop leader is tracking it. Check out the VTK Caregiver User Guide for more information.
How do we involve Girl Scouts in planning their year while using the VTK?
Leaders will still be able to involve Girl Scouts in the decision-making process. Discuss and share all the options with your Girl Scouts. Most meeting plans have options to choose from in order to incorporate youth voices in the badge earning process.
You can visit our Girl Scout Join Page to access the Participation Catalog in myGS!
Great question! Our system generates automatic emails sent to Troop Leaders whenever a new member joins. However, we encourage all Troop Leaders to actively be checking their troop rosters through the Volunteer Toolkit. This is where you can see the most up-to-date roster for your troop.
If you would like to invite a friend to join the troop, just have them visit our Girl Scout Join page. As long as there are open spots in your troop—and you’ve indicated that you’d like your troop to be displayed in the Participation Catalog—the new members will be able to locate the troop in the Participation Catalog and can then complete payment.
The troop listing will include the following information:
Any youth in grades K–12 may become an IRM. This option is especially popular among youth active in extracurricular activities and sports as it allows more flexibility to participate within the allotted time they have.
The annual membership fee for all Girl Scouts is $25. This fee provides accident insurance for youth participating in Girl Scout activities. Financial assistance is available for the cost of membership, supplies, and programming.
Learn more about our Financial Assistance Program here.
IRMs can enjoy building their own unique leadership experience at their own pace! Whether on the go or busy at home, there are so many opportunities to participate with Girl Scouts in your local community to Girl Guides from all over the world!
YES! IRMs can sell cookies and have their portion of the proceeds added to a Cookie Dough Card. The Cookie Dough Card can be used to pay for supplies and merchandise at the Girl Scout Store, camp, events, programming, and membership year over year! The Cookie Program is a great way for IRMs to self-fund their own experience while developing entrepreneurial skills that will last a lifetime!