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Trip Applications

Paperwork

Kaleidoscope?  Savannah?  Europe or South America?  Somewhere else that’s exciting?

Traveling with your troop can be a lot of fun – exposing both your girls and YOU to wonderful adventures but you need to fill out the proper paperwork.  Below is a description of what you need.  We’ll be adding examples of these forms soon.

EVERY TRIP
If the trip is further than an hour away OR longer than 6 hours OR contains a high risk activity,  you’ll need to submit a travel or high-risk request.

When filling out this form, you’ll need to know:

  • Trip dates and times
  • Trip destination(s)
  • Modes of Transportation
  • Driver’s names, license expiration, insurance expiration, and a Troop Driver Information form for each driver.
  • Sleeping Arrangements
  • A separate document with trip details – you will upload this
  • Proof of completing Stepping Out, CPR, and Outdoor Training – you will upload these
  • Copies of any permits, agreements, etc. for the trip – you will upload these
  • A Troop Roster – you will upload this
  • The name, phone number, and email address for your “At Home Emergency Contact”
  • The name, phone number, email address, and training date for your First Aid / CPR parent and Stepping trained parent
  • The same information for your Outdoor Trained parent (if needed for this trip)
  • The same information for any other required trainings for this trip
  • The same information for your Wilderness First Aid parent (if needed for this trip)
  • Name and Address of the nearest hospital or urgent care to where you are going

You will need a completed copy of the Specific Trip Permission Form for every girl.

HIGH RISK
If the trip contains any High Risk Activities, you will also need a copy of the High Risk Activity Permission Form for every girl.

You can find all of the forms on Council’s website, scroll down to Travel Forms

DEADLINES
Don’t forget to turn them in on time.  If you turn your forms in late, they may not be approved in time for your trip.  You can always update and add details later, especially for International Trips.

Deadlines are:
Trip of 2 nights or less with no high risk activities: 2 weeks
Trip of 3 nights or more: 3 weeks
Trip with High Risk activities: 3 weeks
Trip with air travel: 3 months
International Trip: 2 years

First Aid Forms

Paperwork

Leaders should always have a first aid kit with them.  How large it is and what is in it will vary based on what the troop is doing.  For example:
Simple band-aids and other everyday supplies for troop meetings
Large kits with a wide variety of supplies and medicines for overnights and camp-outs

Inside the kit or elsewhere in the troop supplies, leaders need to have:
A First-aid Log to track everyday type injuries
An Incident and Injury Report Form for reporting information to our Council if someone is injured or an incident occurs
A copy of Council’s Emergency Procedures.

Every year, leaders should update their First-aid kit to replace used or expired items and to make sure the needed forms are there.

You can find a copies of the Injury and Emergency forms on Council’s website.

Four Annual Forms

Paperwork

There are four forms girls must have at every Girl Scout meeting or event:

  • Annual Permission – Gives permission for a girl to participate in various Girl Scout activities.
  • Permission to Release – States who is allowed to take a girl from a meeting or event.
  • Medical History – Given to emergency medical personnel in the event of an emergency.
  • Medication Permission – States what medicines troop leaders and other first-aiders are allowed to give a girl.

You will find copies of the Four Annual Forms here: https://www.girlscoutsccc.org/en/members/for-volunteers/forms-and-documents.html

  • Every girl must have a copy of these forms at every Girl Scout meeting or event.
  • Parents should keep a copy for those times when their daughter attends an event without her troop.

Tips for Leaders:

  • Put each girl’s forms in a separate envelope. Write her name on the outside and add a photo of the girl. Make a set of envelopes for each leader in the troop plus at least one extra.
  • When traveling, each girl’s forms must be in each vehicle.
  • A set should be kept with the troop’s “at home” emergency contact as well.
  • At the end of the Girl Scout year, be sure to shred the old forms as you replace them with new copies.

NOTE: PAPER copies are needed. Storing them electronically (via Dropbox, Google Drive, etc.) is NOT ALLOWED as the sole means of storage as not every place has reliable internet access and batteries do die.

Outdoor Progression

Leader

Eager to get your troop outside?
Here’s a guide to help you take that leap when your girls are ready for it.

Chart showing the Outdoor Experiences Progression as girls get older. Daisies: Indoor Camping for 1 to 2 nights, Slingshots, Fishing Brownies: Cabin Camping for 1 to 3 nights, Equestrian, Canoeing Juniors: Tent Camping for 1 to 3 nights, Kayaking, Low Ropes Course Cadettes: Up to 6 nights of outdoor camping, Tomahawks, State Parks Seniors & Ambassadors: 6+ nights of outdoor camping, Destinations Program

It’s up to each troop to decide when they are ready for the next step in the adventure!  If your Daisies are not ready for sleepovers, wait until they are.  If your Juniors are ready to travel, help them figure out where to go, what to do, and how to budget.

Stepping Out Training is required when taking your troop beyond it’s normal meeting place.  Stepping Out Training must be renewed every 3 years.

First Aid/CPR/AED Training is also required.  You can find this training class many places, including with the Red Cross.  The class can be all in person (usually an 8 hour day) or it can be a combined class with an online portion AND an in person portion.  Check our Upcoming Events to find classes offered by our Council.

Outdoor Training is required for any outdoor cooking activities and for any outdoor overnights. Check our Upcoming Events to find classes offered by our Council.

Be sure to check Safety Activity Checkpoints to see what other trainings are required for your planned activities.

Picture of a piece of craft foam with the post of a pin sticking through it. The picture was taken on the back side (the inside) of a vest.

Preventing Lost Pins

Uniforms

Pins fall off and get lost all the time.
Read on to discover one of the main reasons why this happens and easy steps you can take to prevent it!

Wondering where that pin goes?  We have a whole section for that!

Step 1: Take up the extra space

Image of the back of a pin as it pokes through a piece of fabric and a piece of craft foam.“Tie Tack” type pins are meant to go through many layers of fabric, not just one.  As girls run and jump, the vest material bangs into the clasp, slowly working it off.
To fix this, add a small piece of craft foam or felt before you put on the clasp.  That helps keep the vest from banging into the pin back and it helps keep the pin right way up.  Win-win!


Step 2: Pick one of these three methods to secure that pin

Method 1: GLUE

(1) Put the pin in the correct place but don’t put the back on yet.
(2) Put a small amount of silicone glue or hot glue on the pin’s post.
(3) Put the back on.
The glue will help hold the back on but the back can still be easily pulled off if you need to move the pin.  Be aware, if you use too much glue, you may stain her vest.  Also, do not use permanent glues like super glues or jewelry glues.  You will not be able to take the pin off.

(Note: There are many brands of these type of glues.  We don’t recommend any one brand over another – use the one you like best.)

 

Method 2: SEWING – yes… SEWING on a pin

An image of the back of a pin with a small piece of craft felt glued to the back of the pin.(1)  Use permanent glue to glue a small piece of felt to the back of the pin.
(2) Put the pin in the correct place and add the pin back.
(3) Use needle and thread to sew through the vest, catching the felt on the back of the pin.
(4) Take a few stitches through the pin back as well so it can’t fall off.

 

An image of the front of a pin showing thread crossing the front of the pin.

You can also sew the pin directly on to the vest.
(1) Run at least two stitches over the front of the pin.
NOTE: Use thread that matches the pin or use invisible thread for the best finished appearance.
(2) Don’t forget to take a few stitches through the pin back as well so it can’t fall off.

As a bonus, sewing on the pins helps keep the pin the right way up!

 

Method 3: DIFFERENT PIN BACKS

Did you know the standard pin back or “clasp” has a nickname?  It’s also known as a “frog”.  Perhaps because it likes to jump off the back of the pin!

Another way to prevent pins from getting lost is to switch to different pin backs.  There are several choices available.

Rubber pin backs work well for many people.  They come in a variety of colors and shapes.  The quality can also vary so be sure to buy some with good reviews.

There are two types of “Locking” pin backs.

Barrel backs have a small “set screw” in the side.  They come with a tiny allen wrench to tighten the screw firmly against the post of the pin.  They work well but you need to be sure to not over-tighten (and break the post) and you need to make sure you don’t lose the wrench.

Tool-less backs have a “plunger” action.  You pull up on the back edge as you push the pin back down over the post.  Once in place, you release the “plunger” to secure the pin back.

 

One last tip!  Sometimes you will need to remove pins and getting them back in the right spot can be tricky.  Once you have a pin placed just right, take a moment to mark where it goes.  Turn the vest over and use a ballpoint pin or a sharpie to mark around the post.

The backside of a vest with small dots drawn where a few pins have been removed.

 

Picture of a patch that has been machine sewn on with invisible thread.

Attaching Badges & Patches

Uniforms

What’s the best way to attach a badge or patch?  Whatever way works for you so your daughter can proudly display the badges she’s earned.

STEP ONE:
ALWAYS wash a brand new vest or sash before attaching any patches.

STEP TWO:
Pick a method for attaching the patches.  Several are listed below.

MACHINE SEWING
A sewing machine really speeds up the process and is easy to do.  Image showing invisible thread being used in a sewing machine.Here’s some tips:
Use a basting spray (sold in the quilting section) or painter’s tape to hold the patch in place while you sew.
Use invisible thread for the top thread so you don’t have to worry about matching your thread to the color of the patch.  If you use a light colored thread or a contrasting thread for the bobbin, it makes unpicking easier if you need to move a patch later.
When you reach a corner and need to turn, stop sewing with the needle in the “down” position, raise the pressure foot, and turn the vest.  Lower the foot and continue sewing.

HAND SEW
Hand sewing isn’t hard! Here’s a few tips to help you out:Image showing a sewing needle catching the edging stitches of a patch.
Don’t try to push your needle through an iron-on patch;  that backing is really thick!  Instead, catch the binding threads around the edge of the patch with your needle and sew those down.
Use invisible thread (it’s like really fine fishing line) so you don’t have to worry about matching  your thread to the color of the patch.

BADGE MAGIC
Many craft stores sell a product called “Badge Magic”.  You can buy it pre-cut for Girl Scout badges or buy it in sheets that you cut yourself.  Stick a piece the same size and shape as the badge to the back of the badge, peel off the backing, and stick it to the vest.  Badge Magic has mixed reviews – some people have good luck, some have patches fall off fairly quickly.  If you use it, we suggest adding a couple of hand stitches to the top corners of the patches to help keep them from getting lost.

IRON ON
Most badges and patches can be ironed on but they may not stay very well. If you plan to iron them on, be sure to follow the directions on the package carefully.  We also recommend adding a couple of hand stitches to the top edge of the patch so if the iron-on backing fails, she doesn’t lose the patch.

HOW TO WASH A VEST OR SASH
Vests and sashes with all of the badges and patches sewn on can be machine washed and dried as needed.
Vests with any ironed-on, stapled, or “sticky back” attached patches should ALWAYS be hand washed and line dried.
No matter which washing method you use, be sure to remove all of the pins first.  Before removing the pins, turn the vest over and use a pen to mark the fabric where each pin should be.  Then take a quick photo of the front so you know where the pins go when you put them back on.  That helps you put them back on quickly.  Click here for our tips for keeping pins from falling off.

IF YOU ARE REALLY STUCK FOR HOW TO MAKE THE PATCHES STAY PUT
Consider asking for help.  Many parents in town will sew badges on for you – either by hand or by machine – for a minimal charge.  Ask your troop leader or email us at info@simivalleygirlscouts.org for help finding someone who sews.

UNCERTAIN WHICH PATCHES AND PINS GO WHERE?
We have a page on just those questions!  And as always, please feel free to ask for help.

SOME LAST ADVICE FOR DAISY JOURNEY SETS
Three of the Daisy Journeys have multiple part patch sets.  There is a background patch and three little patches that go on it to form a scene. The best advice is to attach the little patches to the big, background patch BEFORE you attach it to the vest.
Image of three Daisy Journey patches, showing the little patches placed on top of each.Do not try to iron these little patches on – you will ruin the background patch.  Your best bet is to sew them on to the background patch.  Next best option is a Badge Magic type product.