(Last Updated: November 2023)
Volunteers have supported the Girl Scout Movement since its founding in 1912. The contributions of volunteers at all levels of the organization have been, and continue to be, extraordinary. Girl Scouts-Arizona Cactus-Pine Council (GSACPC) could not fulfill its commitment to girls and the community without the dedication and excellent performance of its volunteers. The topics covered in these Terms and Conditions ensure that GSACPC reaches its organizational goals through a meaningful environment and satisfying adult volunteer involvement in serving girls.
Volunteer management is more than a series of forms and procedures. It is a systematic and strategic way to create a welcoming and inclusive environment for all adults in which their needs and interests can be matched to volunteer positions. A volunteer management system values the contributions of volunteers. Volunteers can use their skills, time, and talents to further GSACPC’s mission. Volunteers receive training, support, and resources to perform their volunteer position in a successful and productive manner.
The purpose of these Terms and Conditions is to provide overall guidance and direction regarding volunteers engaged in volunteer involvement and management efforts. The council reserves the exclusive right to change any of these standards at any time and require adherence to the changed standards. Changes to or exceptions to these standards may only be granted by the Co-CEO’s, or their designee. Areas not specifically covered by these standards shall be determined by the Co-CEO’s, or their designee.
Girls Scout Promise Law
On my honor, I will try:
to serve God and my country,
to help people at all times,
and to live by the Girl Scout Law.
Girls Scout Law
I will do my best to be
honest and fair,
friendly and helpful,
considerate and caring,
courageous and strong,
and responsible for what I say and do,
and to
respect myself and others,
respect authority,
use resources wisely,
make the world a better place, and
be a sister to every Girl Scout.
Diversity, Equity, Inclusion and Racial Justice Policy
The Girl Scout Movement was founded to help all girls reach their full potential and to create a safe place for girls to foster their individual growth, character, self-sufficiency, and leadership. Girl Scouts–Arizona Cactus-Pine Council (GSACPC or the Council) values these founding principles and is committed to upholding them.
GSACPC will not deny membership into the organization because of race, color, ethnicity, religious or spiritual beliefs, age, national origin, socioeconomic status, documentation status, disability, gender identity, or sexual orientation.
GSACPC stands in alignment with Girl Scouts of the USA as an anti-racist organization, and we are committed to diversity, equity, inclusion, and racial justice as they are fundamental to achieving our mission. We believe that every girl should have an opportunity to thrive, and every individual should have an opportunity to contribute.
Our organization strives to foster an inclusive and welcoming environment where diverse perspectives are valued, systemic barriers are dismantled, and racial equity is actively pursued. We reject all forms of discrimination, bias, and unfair treatment, particularly those rooted in systemic racism. Through education, awareness, advocacy, and accountable actions, we work towards creating a just and equitable society where girls of courage, confidence, and character can make the world a better place.
Membership Registration
To be a member of the Girl Scout Movement in the United States of America, a person, including volunteers, must register with and pay annual, lifetime, or other applicable membership dues to Girl Scouts of the United States of America. This is done locally through the Girl Scout Council. The Girl Scout membership year is October 1 through September 30. Blue Book of Basic Documents, p. 23.
Financial Assistance is available to support membership dues.
The following conditions require volunteers to obtain Adult Membership Registration, including but not limited to:
Taking responsibility for the safety of girls not in their families, including driving.
Handling Girl Scout monies, including those funds involved in the GSACPC product program.
Participating in overnights when girls attend without adults from their families.
Serving as an adult to meet adult-to-girl supervision ratios.
Serving as a Troop Camp Trained Adult or First Aider.
Serving on a Girl Scout administrative team.
Criminal Background Check
As a condition of continued service, and prior to having any contact with girls, their personal information, or managing funds, volunteers must submit and clear a yearly Council-provided background screening.
Volunteers must notify the Council at backgroundchecks@girlscoutsaz.org within five business days if she or he becomes a defendant in a serious civil action or is involved in any criminal matter. Failure to report may be grounds for release from service.
Generally, the Council will look at the criminal history for the past seven years, considering rehabilitation and the nature of the crime. Beyond seven years, the Council will generally only consider repeated offenses or dangerous crimes. Background checks may include criminal history record information from federal, state, and local law enforcement agencies, sex offender registries, and motor vehicle/driving records.
The Council reserves the right to disqualify or restrict the volunteer duties of any person whom the Council, in its sole discretion, deems as unqualified or not fit to hold a volunteer position or who has been convicted of certain crimes. The Council may still deem an individual eligible to serve as a volunteer with necessary stipulations to mitigate risk.
Registered sex offenders may not attend or participate in any Girl Scout activity. Registered sex offenders may not hold any Girl Scout volunteer positions. Girl Scout troop/group meetings and activities may not be held in a residence where a registered sex offender resides. Households where registered sex offenders reside may not possess any girl information, including troop/group records.
All records and information concerning criminal background checks will be handled confidentially. Records will be kept in a secure location and accessed by authorized personnel only. The Council is committed to retaining documents based on its adopted record retention schedule and as required by law.
Safety
Volunteers must timely and accurately report all injuries, accidents, or illnesses while volunteering for the Council via the online Incident/Accident Report Form located at girlscoutsaz.org, regardless of the severity, within 24 hours of the incident/accident.
Confidentiality
It is against GSACPC standards for any volunteer to disclose nonpublic personal, health, or financial information about any girl, volunteer, or member that becomes known to them through their volunteer position. Financial information may only be shared when necessary to access financial assistance or other support available from GSACPC for that individual and only through established systems or the appropriate GSACPC staff contact. Collected health information may be disclosed to the extent necessary solely for treatment purposes.
Names, addresses, and phone numbers of members, families/guardians, staff, and volunteers shall not be disclosed without the permission of the member, the girl’s family/guardian, staff, and volunteers, either verbally or electronically.
Alcohol, Illegal Drugs and Controlled Substances
Volunteers and adults may not purchase, consume, possess, or be under the influence of alcohol, illegal drugs/substances, or prescription or over-the-counter medications or substances that impair
performance or judgment while participating in Girl Scout-sanctioned activities or in the presence of girls while conducting Girl Scout business, or in Girl Scout-branded clothing. Alcohol or any substance that may impair one’s judgment must never be used by volunteers, adult members, or any other adult in the presence of a girl member or immediately prior to or during a girl-member activity. Alcoholic beverages may be served to/consumed by adults of legal age at Girl Scout events when girls are not present and only when previously approved by the Council Board of Directors or Co-CEOs.
Smoking/Vaping
All Council offices are smoke and vape-free facilities. Use of products, including cigarettes, pipes, vape pens, and chewing tobacco, is prohibited around or in view of any girl member. At camp properties, smoking is restricted to designated areas only. The Camp Manager will provide information about the designated smoking area, if applicable. No one under the age of 18 is allowed in the designated smoking area. This includes the children of parents who are in the designated smoking area. If there is a fire danger affecting the camp, the Camp Manager may prohibit any type of fire, including smoking.
Weapons
The Council prohibits the possession and use of firearms and ammunition or any other weapon by any person during a Girl Scout activity. This includes possessions on their person or in their vehicle while transporting girls to Girl Scout activities. The only exception to this is for on-duty law enforcement officials who are required to carry firearms.
Harassment
The Council is committed to an environment and climate in which relationships are characterized by dignity, respect, courtesy, and equitable treatment. It is the position of the organization to provide all volunteers and girls with an environment free from all forms of unlawful or unwelcome harassment, including implied or expressed forms of sexual harassment.
The Council expressly prohibits any form of harassment on the basis of sex, age, race, color, religion or spiritual beliefs, creed, race, color, ethnicity, national origin, ancestry, familial status, marital status, gender identity, sexual orientation, disability, handicap, service in the United States Armed Forces, veteran
status or any other protected characteristic. It is against the Council's standard for any individual to sexually harass another volunteer, employee or Girl Scout member. The Council reserves the right to refuse membership or (re)appointment and to dismiss or suspend from affiliation with the Council any volunteer who, in conducting Girl Scout program activities, sexually harasses another volunteer, employee, or Girl Scout member.
Any volunteer who feels that they have been subjected to or witnessed harassment of any prohibited type, whether by another volunteer, GSACPC employee, or any agent of the organization, should promptly report the incident to the Council. All reports will be investigated, and appropriate corrective actions will be taken. If the incident involves a GSACPC employee, a supervisor will report the matter to the Council HR Department, who will investigate and take appropriate corrective action. The Council prohibits any form of reprisal, intimidation, or retaliation for reporting harassment, discrimination, violations of this standard, or for cooperating in related investigations.
Child Abuse
The Council supports and maintains environments that are free of child abuse and neglect as defined by the Child Abuse Prevention and Treatment Act.
Child abuse and neglect are unlawful acts, and it is against the Council's standard for any volunteer to physically, sexually, mentally, emotionally, or verbally abuse or neglect any girl member.
The Council reserves the right to refuse membership or (re)appointment and to dismiss or to exclude from affiliation with the Council any volunteer convicted of child abuse or neglect.
Conflict of Interest
The Council is committed to achieving the highest standards of professionalism and ethical conduct in its operations and activities. This standard is intended to increase awareness of potential conflicts of interest and establish a procedure for reporting them. Volunteers should act in the best interests of the Council and not permit outside interests to interfere with their volunteer duties.
Favors and Gifts
The Council prohibits volunteers from seeking or accepting any gifts, favors, entertainment, payment, or loans for themselves or their family members from any client/customer/vendor/supplier/contractor or other party doing business with the Council.
Reporting Procedure
Volunteers who become aware of any potential conflict of interest or ethical concern regarding volunteer duties or another volunteer of the Council must promptly contact the Council as soon as possible. All concerns regarding conflicts of interest will be investigated to determine whether a conflict of interest exists and take appropriate action.
This policy is not intended to restrict communications or actions protected or required by state or federal law.
Conflict Resolution or Dispute
The conflict resolution process is based on the fundamental values of respect for the individual and fairness.
The conflict resolution process exists so members of the organization can air their grievances and have avenues to solve them. All volunteers may use the conflict resolution procedure. Every volunteer may expect a fair resolution of their dispute without fear of jeopardizing their volunteer status.
Informal counseling by volunteers and staff personnel is the first step in resolving a situation involving a conflict or dispute. The initiation of the conflict resolution procedure will not restrict the Council from taking immediate and appropriate action with respect to the volunteer. Contact the staff member assigned to your jurisdiction or the Council Customer Care Team for a referral to a staff mediator at 602.452.7030 or via email at reghelp@girlscoutsaz.org.
Recruitment
Written position descriptions that define specific responsibilities and clarify expectations will be completed prior to recruitment and used in the search and selection of volunteers. Volunteers must complete a membership registration, sign agreements, and undergo a criminal background check prior to selection or appointment. There is no cost to the volunteer to process the criminal background check.
Every adult volunteer in Girl Scouting is selected on the basis of qualifications for membership, ability to perform the volunteer position, and willingness and availability to participate in training.
Every attempt will be made to place operational volunteers in positions that meet both their needs/interests and the needs of GSACPC. Individuals not placed in a position for which they applied may be recommended for other positions if eligible.
All operational volunteers (e.g., troop volunteers and administrative team members) shall be appointed for one membership year, subject to removal at the discretion of the Council.
Reappointment
All volunteer reappointments are made at the sole discretion of GSACPC. Reappointment is based on performance, adherence to Girl Scouts Arizona Cactus-Pine Council (GSACPC) standards and GSUSA policies, support of the Girl Scout purpose, values, and Council goals, as well as positive relationships with the community, caregivers, girl members, other volunteers, and employed staff.
If you are ineligible for reappointment or rotation to a different position, your MSE will contact you to inform you of the next steps to become eligible for reappointment prior to the next membership year.
Service unit volunteer appointments may be dependent on the completion of a satisfactory review. This is an opportunity to strengthen the relationship between volunteers and GSACPC staff and recognize the important work being done.
Adult Learning
Every appointed volunteer is required to complete adult learning courses designated for their position. Adult learning courses will ensure that each volunteer has the knowledge and skills needed to perform successfully in the position for which they have been appointed. Refusal or inability to participate in the required courses can result in a volunteer’s release from or non-appointment to a position.
Troop Leaders and Friends and Family Volunteers working directly with girls are required to take online Youth Protection Training yearly via https://mygs.girlscouts.org/.
Onboarding
Each volunteer is provided with an overview of the Girl Scout mission through an orientation process. Depending on your volunteer role, orientation can be done online through gsLearn, one-on-one, or in a group setting. Council information and the support systems available will be provided as part of the onboarding process if your role requires it.
Release
Any volunteer may resign their position upon written notification to their appointed administrative volunteer or Council staff contact. A volunteer is requested to give as much notice as possible when resigning. A minimum of two weeks is requested. The Council may release any volunteer, at its sole discretion, for any reason, including but not limited to:
Restructuring or eliminating the volunteer position in which a person serves.
Inability or failure of the volunteer to complete the requirements for the position.
Failure to complete the training required for the volunteer position.
Misappropriation of funds.
Failure to cooperate in any type of financial review of troop/group or service unit.
Failure to pay product sales bills.
Failure to adhere to GSACPC’s product program guidelines.
Inability or failure to perform to GSACPC’s satisfaction.
Failure to support the mission and values of the organization and GSACPC’s goals.
Listed in the sex offender registry of any state or conviction of a sexual or related offense.
Inappropriate behavior includes, but not limited to, physical violence, abuse, carrying firearms, stalking, threatening, menacing, or harassment.
Adverse results in the background check review.
Inappropriate or disrespectful verbal or written communication, such as communications containing foul or derogatory language. This includes but is not limited to emails, social media, and text messages.
A volunteer can only be released by a GSACPC staff member. Any volunteer who is released from their Girl Scout position may continue their membership with GSUSA unless it is determined that they are not able to support the mission and values of the organization.
Apply to be Reinstated
Volunteers who have been released from service may apply to be reinstated by sending a letter to the Senior Director of Membership no sooner than 12 months after the date of release. Reinstatement requests will be reviewed on a case-by-case basis, and the decision for such action shall be within the sole discretion of the Council. In some cases, the decision for reinstatement may be approved with stipulations or restrictions set forth and agreed upon by both parties.
Recognition
The Council's formal recognition system will be consistent with the guidelines stated in the GSUSA publication Volunteer Management in Girl Scouting.
Uniforms
Having a uniform is not required for Girl Scout membership, but wearing the uniform may be required for participating in certain events. Girl Scout adults are encouraged to wear an official uniform at ceremonies and when they are representing the Girl Scout Movement, such as when meeting with community leaders. Official uniform guidelines are outlined in the Bluebook.
Property
No person shall use or alter GSACPC property or equipment without permission from GSACPC. The use of GSACPC properties and/or equipment for personal, professional, and/or organizational gain or for the purpose of promotion, solicitation, or distribution of literature for non-sanctioned Girl Scout events is prohibited.
Photos & Videos
Use of any videos, photographs, or images taken at Girl Scout events, activities, or on any GSACPC property for use in promotional materials, advertisements, news releases, and other published formats (print and electronic), must be approved in writing by the GSACPC Marketing and Communications Department.
