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 Disbanded 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.
How is Girl Scouts of Western Washington participating with and/or supporting the Black Lives Matter movement?
We affirm that Black lives matter and we are engaging in anti-racist efforts. We respect and support the ways in which the Black Lives Matter movement seeks to break down systemic racism. Systemic racism is embedded in every organization, and we’re working to dismantle those practices at Girl Scouts of Western Washington. We’re continuing to learn, develop and grow throughout this journey, which we see as the only path forward.
What programming/badge work is being offered to teach my Girl Scout about social justice and racial equity?
We’re partnering with Erin Jones, a Girl Scout Board member and an education consultant specializing in equity and culturally responsive practices, who is delivering a series of age-appropriate online learning sessions. Girl Scouts and their families are learning about microaggressions, what it means to engage in civil discourse and to differentiate between action, activism, and advocacy. Our Girl Experience team is in the process of creating programming for a new Girl Scout Values patch that will be available for Girl Scouts at all program levels to earn later this year and will be focused on racial injustice. Our Global Action Team, which is a group of Senior and Ambassador Girl Scouts, focused their work this year on Diversity, Equity, and Inclusion as it relates to education, economics, healthcare, LGBTQ+, race, and religion. You can learn about the focus for the 2021 Global Action Team and other Global Initiatives here.
How do we know that Girl Scouts of Western Washington isn't just another "company that cares" on the bandwagon of trying to look culturally competent, but is really making a serious effort to stand up against racial injustice?
For many years, we’ve been investing in continuing education for our staff and leadership on issues of cultural competency, structural racism, white privilege, and other topics related to equity. We have a Diversity Equity and Inclusion (DEI) department helping us amplify our efforts, and focus on action and growth, both as individuals and as a collective unit. Each month, we have several staff workshops on topics related to racial justice, white privilege, and disability justice, and our staff have formed affinity groups for People of Color, LGBTQ+, and White Accountability. We aim to be a welcoming organization that values diversity, made up of staff and board members who are reflective of the communities we intend to serve.
Most recently, we’ve asked each of our departments to answer questions about how their teams’ work is addressing the needs of Black and brown girls, families, volunteers, donors and employees, and if it’s not, how can it? Most importantly, we’re listening to what we hear from our Black, Indigenous, People of Color (BIPOC) community members to better understand what we should be doing and how we should be doing it. We’re exploring partnerships with other community organizations whose work is exclusively focused on DEI, and seeing how we can use their good work as a model, while also supporting the work these organizations are doing to create an equitable, sustainable community focused on racial justice and advocacy.
We continue to strive, in action and in principle, to change the perception and reality that Girl Scouts is "for white girls." In addition to the programmatic opportunities and operational efforts mentioned above, we’re providing online resources specifically to volunteers and parents on how to talk to their kids about race and racial injustice, adding Anti-Oppression in Action trainings for volunteers, Board and employees, and utilizing DEI best practices for HR policies and actions. We’re expanding the DEI section of our website to include information and resources ranging from how to be allies and advocates for the Black community, to disability justice, LGBTQ+ rights and topics that allow us to continue working toward our commitment to ensure we are an inclusive and welcoming environment. Our aim is that every young person from a BIPOC community sees a place for themselves in Girl Scouts. The work we’ve done, and pledge to continue doing, stems from our vision, which our council adopted nearly ten years ago and hasn’t changed: that all girls—girls of every race, ethnicity, sexual orientation, gender identity, ability, religion, income level, and geography—are able to reach their potential to make the world a better place.
We have also added the Girl Scouts USA pledge against racism to our website, and commit to doing our utmost to help create this long-overdue change in our communities. We recognize that this is far from easy or fast work, but we are in it for the long haul.
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.
In addition to training, we’re reviewing our recruitment and placement procedures to identify and address racial biases—unintended or not—occurring during the troop placement process. We are actively identifying Black-owned businesses and non-profits to explore program partnerships to help expand our reach to communities of color. Lastly, we acknowledge that our camp program has cultural barriers for Black families; our goal for FY21 camp programming is to expand our staff diversity efforts. We value and understand the importance of having a diverse workforce, but we want to specifically call attention for the need to recruit and retain more BIPOC camp counselors.
Our People and Culture Team has made strides in recruiting employees of color and continues to improve our application review and interview processes to reduce implicit bias, HR practices, and representation of people of color at all levels of the organization.
BLM Mural/CHAZ – why did we post about that on social media, when it was in an autonomous, unpoliced zone?
Girl Scouts of Western Washington is engaging in anti-racism efforts and we feel it is our responsibility to elevate conversations about race and racism, especially for the benefit of our Girl Scout community. That is the purpose behind our #BlackLivesMatter posts.
How is Girl Scouts managing potential partnerships with law enforcement agencies or supporting girls and volunteers who come from families of law enforcement?
We respect the variety of career paths of the families that comprise our membership, including those in law enforcement. We partner with a variety of organizations and individuals who share our mission of helping to build Girl Scouts of courage, confidence and character who make the world a better place. We support advocacy that inspires others to think about the choices they make and helps educate about the ways in which we can each use our voice to make a difference. The heart of our what we do is teaching Girl Scouts to use their voices to stand up for what they care about. We hope they’re inspired by a variety of individuals who use their influence to change policies that marginalize or silence those whose voices haven't been heard.
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 group development, group management, health, and safety as well as diversity, equity, and inclusion training. 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.
Camper Immunization/Vaccination Compliance Policy
Girl Scouts of Western Washington is committed to taking precautions to mitigate all health risks as well as following applicable federal, state, local, and GSUSA COVID-19 directives, and guidelines. Our council is also committed to having in-person activities as allowed and in accordance with those mandates. Girl Scouts of Western Washington’s operations and programs occurring while COVID-19 is circulating in our community may expose our members, volunteers, and employees to the risk of infection. Girl Scouts of Western Washington cannot prevent you from becoming exposed to, contracting, or spreading COVID-19 while attending (which includes being present in any capacity) any Girl Scouts of Western Washington in-person programming. Therefore, any interaction with others in connection with in-person programming may expose you and your family to and increase your risk of contracting or spreading COVID-19. Girl Scouts of Western Washington has put in place preventative measures to reduce the spread of COVID-19 at its in-person programming; however, Girl Scouts of Western Washington cannot guarantee that you will not become infected with COVID-19. To see full details regarding our COVID-19 response for our programming operations, please visit our website.
Safety is our top priority at Girl Scouts of Western Washington and camp. We are following these three steps to ensure the safest camp experience possible for our members. Please note that we may change our guidelines as state and federal guidelines may shift over time.
a) Vaccinations: We are requiring all staff to be fully vaccinated and requiring all campers to either be fully vaccinated or quarantine for 72 hours (about 3 days) prior to arrival at camp and receive a negative COVID-19 test from a qualified provider no more than 72 hours prior to arrival at camp.
b) Daily Cleaning: Daily Cleaning procedures and health checks for all staff and campers
c) Safe Spaces and Activities: Modified group interaction procedures and dining hall protocol
Girl Scouts of Western Washington Staff Immunization/Vaccination Compliance Policy
As of October 18, 2021, Girl Scouts of Western Washington requires all employees to be fully vaccinated against COVID-19. If hired, you will be required to submit proof of vaccination. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. Employees may make requests for a reasonable accommodation based on a medical disability or for sincerely held religious beliefs. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
What are your transportation options for camp?
Girl Scouts of Western Washington Summer Camps will not be offering transportation for our 2022 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 then 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.
What is Family Camp?
Staff-Led Family Camp: Bring the entire family to experience a weekend of summer camp. Pack your clothes and leave the outdoor recreational gear at home! Participate in traditional camp activities such as hiking, arts, and crafts, smore’s, swimming, boating, and more. All meals and program equipment will be provided; however, we do not supply infant life jackets.
Volunteer-Led Family Camp: A Robbinswold Tradition for over 30 years! Join our dedicated volunteer staff for a memorable Labor Day weekend with your whole family— all family members are welcome. Participate in traditional camp activities such as hiking, arts, and crafts, smore’s, swimming, boating, and more. All meals and program equipment will be provided; however, we do not supply infant life jackets. Yes! You can register for all of these programs in Camp InTouch.
How do I register my Girl Scout for Camp?
To register for Girl Scouts of Western Washington Summer Camps, 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 2022 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 will be able to 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 availability.
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 Thursday, June 2, 2022. 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 Profile 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 girl, regardless of their financial situation. Get pre-approved for financial assistance by submitting a 2022 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 toward 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 Thursday, June 2, 2022, 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 Thursday, June 2, 2022. You can pay your deposit at the time of registration online 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 spot becomes available for your waitlisted camper after the camp payment deadline (Thursday, June 2, 2022), 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 Thursday, June 2, 2022. 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 Thursday, June 2, 2022. 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 and include your camper’s name, camp session and dates, and reason for cancellation, so that 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 and 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 to have your request processed. You will receive a confirmation email once the cancellation has been processed. Please note that 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 2021–2022 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 2021–2022 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 2021–2022 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 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 2022 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.
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.
NEW* Summer 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 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.
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 fodmap, 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* 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 her 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 illnesses 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.
Girl Scout Membership Requirement
Not a member of Girl Scouts? You can still rent our sites by following the information and price list for non-members.
Renting as a family or a household? A 2021–2022 Girl Scout Membership ($25) must be held by at least one member of your party for insurance and liability purposes. You can purchase or renew your 2021–2022 Girl Scouts of Western Washington membership through our website.
If your membership is with another Girl Scout council, please send an email to the Site Reservation Team at firstname.lastname@example.org with your council's name so that we can reach out and verify your membership. Once your membership is verified, you will receive a confirmation email.
If your membership is with another Girl Scout council, please send an email to the Site Reservation Team at email@example.com with your council's name so that we can reach out and 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?
Please use Site Reservation Pricing Guides to see units and pricing for each camp.
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 several beds or day-use max. Please refer to the site guides for more information. Participants are expected to follow all in-person COVID-19 guidelines, which can be found on our website. Currently limited to group sizes of 32.
What can I do at camp?
Camp Saint Albans, Camp River Ranch, Camp Robbinswold, Camp Towhee, 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.
What will be available at camps for us to use?
There will be a shelter, a firepit with firewood, picnic table(s), and a bathroom or biffy (bathroom in the forest for you) 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 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. 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 camp that you will need for your stay. You can find your confirmation packet on our website.
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 has the closest emergency facilities listed. If you call 911 please call the site manager as well so they can be of assistance.
Our COVID-19 Guidelines provide information on what to do if you suspect you have COVID19 symptoms.
What should we bring?
Your confirmation packet that includes all the details of your reservation, including driving directions, check-in procedures, packing lists, and best practices for camping with Girl Scouts of Western Washington.
If you are planning 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 comfy 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, these are allowed in the designated fire pits, and firewood will be provided. We do not provide charcoal, fire starters, kindling, matches, or lighters. We will provide up-to-date information in your confirmation. Provided fire tools are firewood, axe, metal water bucket, shovel, rake, and grate top for cooking.
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.
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. Here you will see a listing of all available units throughout the year. Once you have selected a unit or multiple units that you would like to reserve, please select the link that will take you to the ActiveNet website. Once there you will be able to search for the units that you would like to reserve. If this is your first time using ActiveNet please ensure that you create a user profile prior to starting your reservation process. After selecting a unit follow the on-screen options to checkout. Please note that you will be asked to agree to Girl Scouts of Western Washington Camp’s policies prior to 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 firstname.lastname@example.org or call us at 800-541-9852 with the dates that you are interested in renting. We will be able to complete that reservation over the phone for you.
If you submitted your reservation request less than 15 days from the start of your reservation, your full payment is due immediately. Please make your payment online through your account in ActiveNet or by calling the campsite reservation team at 800-541-9852 to make your payment over the phone.
How do I make a payment?
Payments using Visa, Mastercard, and ECP can be made through your profile in ActiveNet. If you would like to make your check, please send it to: Girl Scouts Seattle Office; 5601 6th Ave. S Suite 150, Attn: Site Reservation; Seattle, WA; 98108 with a copy of your invoice. If you would like to make a payment over the phone, please contact the campsite reservation team at 800-541- 9852.
Final Payment Due Date
Your final payment is due ten 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 towards your reservation can be refunded upon cancellation.
I successfully reserved and paid for my camp reservation. Now what?
Once you have completed your reservation, you will receive a confirmation email with a link to the confirmation packet for your camp. Please review that packet and see if you have any questions. Please make sure and return any documents that you may need to submit to email@example.com. Seven days prior to your reservation, a member of our team will email you with any camp updates or ask for any documents that might still be missing. If at any time you have any questions, please don't hesitate to reach out to us.
If you are a troop leader, please review our webpage for parent guardian permission overnights, high risks, and sensitive topics.
Cancellation Request—A written request is required for all camp registration changes or cancellations. Your request must be submitted at least three weeks prior to the start of your camp session to receive a refund for camp.
Please send your cancellation request to the campsite reservation team at firstname.lastname@example.org, and include your name, camp location, dates, and reason for cancellation. 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 opened to the public for enrollment.
Refunds—Your written cancellation request must be received at least three weeks prior to the first day of your camp reservation to receive a refund. Cancellation requests submitted less than 15 days from the start of your camp reservation are not eligible for a refund.
Cancellation Request 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 three weeks from the start of your reservation or activity, 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 Site Reservation Manager’s discretion.
Cancellation Due to Hazardous Weather or Unit Unavailability by Council—If we cancel your reservation all attempts will be made to reschedule you at a time that works for your group, if we cannot find another acceptable time a full refund will be provided to you.
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.
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 K–5 troop leaders in planning and delivering a troop meeting to Girl Scouts. The intent was to consolidate resources into one digital tool to save troop leaders time and assist them with year plans, meeting agendas, and troop management.
Why don't administrative volunteers, including service units, have access to the VTK?
The VTK was designed to support K–5 troop leaders in planning and delivering a troop meeting to Girl Scouts. VTK access is granted at the troop level because it is intended for troop leaders.
Can I register for programs, camp, etc. through the VTK?
No. You can only register or renew your membership through the "MYGS Member Profile" function. To register for camp, programs, and learning opportunities, visit our calendar for access to all of our upcoming events.
Can VTK users view program content for grade levels besides their own? Older Girl Scouts need to see younger Girl Scout content, especially for LIA.
Yes. VTK users can access digital program content on the VTK for all Daisy, Brownie, and Junior levels. Go to "YEAR PLAN," click "ADD MEETING," and you'll be prompted to search categories.
Why does the VTK only include year plans for K–5 troops?
In order to use their resources wisely, GSUSA had to narrow their focus when initially implementing the VTK. Since older Girl Scouts have more experience making decisions and planning their own meetings, they chose to implement the K–5 meeting plans first. Older Girl Scout troops can still use the VTK to communicate with families and plan meetings with the "Create Your Own Year Plan" function. Additional resources for older Girl Scout troops will be rolled out in the future.
How does the VTK access differ for K–5, 6–12, and multi-level troops?
Grade K–5 troops (Daisy, Brownie, and Junior) have individual age-level badge and Journey activities to choose from, as well as the option to "Create Your Own Year Plan." K–5, multi-level troops have three STEM Journey options and the "Create Your Own Year Plan" to choose from. Grade 6–12 troops (Cadette, Senior, and Ambassador) will have Outdoor Journeys available in a PDF format. They can use the "Create Your Own Year Plan" and the "ADD ACTIVITY" functions to add in their own meetings. Additionally, they can also use "ADD MEETING" to add younger Girl Scout meetings to work on leadership awards (VIT, PA, LIA).
What are some additional resources in the VTK for multi-level troops?
If your troop is listed as a multi-level troop in our registration system, you are now able to access multi-level content. If your troop is listed as a specific level (Daisy, Brownie, or Junior), you are able to access all meeting plans and add meetings from other program levels by clicking "ADD MEETING" from the "YEAR PLAN" tab. Click on the calendar symbol by one of the applicable meetings, select "COMBINE MEETINGS," and check the meetings you wish to combine. By clicking "CONTINUE," you will select the new date for the applicable meetings and save your selection.
When will year plans and meeting plans for Cadette, Senior, and Ambassador (C, S, A) troops be available on the VTK?
GSUSA is in the process of identifying the best way to support volunteers and Girl Scouts at the CSA levels. In the meantime, all CSA troop leaders have access to the VTK. They can still use the troop management features. Outdoor Journeys are now available as a PDF on the VTK, and Robotics and Engineering will be available in summer 2018.
Will there be a calendar option in the VTK for older Girl Scout leaders to populate themselves?
All volunteers, including CSA, can add a custom activity to the Year Plan. It is shown in a list view rather than a calendar view.
Are volunteers able to upload their own resources to the VTK?
No. Volunteers can't upload their own resources to the VTK. However, they can add a custom activity to the year plan. For example, a field trip to the fire station or a council event can be added to the troop year plan by clicking "ADD ACTIVITY" from the "YEAR PLAN" tab. Troop leaders can also edit and customize an existing meeting plan as needed. For example, if they wanted to add additional meeting aids available in the VTK or adjust the time needed for various agenda items, they are able to do that.
What is not in the VKT?
Council activities are not presently integrated into the VTK. It's Your World Journey series year plans are not available in the VTK for Brownies and up; refer to the adult Journey guides. Financial tracking is not available at this time. Continue to access troop financial forms from our website. Information on Highest Awards, bridging, safety awards, and additional badges and awards are not included in the VTK. Refer to the Girls' Guide to Girl Scouting.
Why can't I view my year plan for the upcoming membership year? Example: My troop bridged from Brownie to Junior and now I want to view/add the Junior Year Plan options.
Year plan change in the VTK is around July 1, depending on where in the week the date falls. At that time, Year Plans for 2017–2018 will be archived and the 2018–2019 year plans will become available. Archived plans can still be viewed by troop leaders; they cannot be edited, however. You must be registered for the next membership year to access the VTK after July 1.
Can the VTK be used for someone who leads three different troops?
Yes! VTK access is granted at the troop level, so all troop leaders/co-leaders have access to the same account. Because this is at the troop level, any edits/changes made by one leader will apply to and be visible by all the other leaders—so coordination between leaders is important.
If I have a multi-level troop, can all leaders view the VTK?
Yes. VTK defaults to the program level identified at the time of registration; it's based on the troop number. If one large troop is working in patrols at the grade level with just one troop number, one VTK account is to be shared amongst all troop leaders.
What can parents/guardians view in the VKT?
Parents/guardians can log in to their online account using the "MY GS" tab on our website 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, parents 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. Parents/guardians can use their online account to make changes to their Girl Scout's information (contacts, membership, family profile), but cannot change the troop information.
If I don't have internet at my home and/or meeting place, how will I access the VTK?
If you don't have internet at home, libraries are a great resource. You can print meeting plans or download them onto an electronic device (computer, tablet, smartphone) to use without internet access at your meeting.
What badges/Journeys are being developed?
Beginning summer 2018, Engineering and Robotics badges will be available for Juniors and up. Cybersecurity badges will be available summer 2018 (D, B, J) and 2019 (C, S, A).
How do I find out all the badges and Journeys available to my troop?
The award logs and badge charts for all grade levels have been updated to include all the newly released badges and Journeys. You can print out the newly updated award logs and badge charts to replace the existing logs and charts in your Girl's Guide to Girl Scouting. This is a quick and easy way to view all the badges and Journeys available for your grade level.
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. Once they have made a decision, you can select their chosen year plan in the VTK.
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!