Troop Forms Procedure
All troops must have completed and signed copies of the basic forms for each girl in their troop before the girl can participate in any troop meetings, product sales or other Girl Scout activities. These forms are Annual Permission, Health History Record and Girl Release Form. Copies of these completed forms should be made and provided to any field trip drivers and your troop's Emergency Contact. You do not need to submit these forms to your Service Unit Manager--they are Troop Forms to be kept with the troop whenever the girls are together for a Girl Scout Activity.
These "per girl" forms can be found on the Council website or click on the form you need: Annual Permission, Health History, and Girl Release Form. Annual Permission, Health History Record and Girl Release Form are also available in a Spanish version.
Please note: in addition to giving permission for the girls to participate in trips and be treated in case of an emergency, the Annual Permission gives permission for participation in Product Sales. Make sure that your parents indicate "Yes" or "No" in these areas and have initialed them. Take note if any of the boxes are marked "No" and follow the parent's wishes.
In addition to these "per girl" forms, it is recommended to keep a copy of the Adult Health History for every adult who participates in troop activities--the leaders, parent helpers, field trip drivers, and your outdoor trained volunteer. This form is not required, as are the "per girl" forms, but it is a good idea to be prepared. You can have each of your adult volunteers complete this form and keep them with your troop "per girl" forms.
Other specialty forms are also available on the website. The Specific Trip Form is used for overnights and long day trips and submitted to the Outdoor Consultant for approval before distributing the form to your troop families. The Medication Permission Form can be used if you have a girl in your troop needing medication (provided you are willing to administer it) but is mostly needed for Camp. The Medical Examination Record is needed for "participation in resident camping, a trip of more than three nights, or in organized competitive sports". These two medical-related forms are NOT required for your basic troop meetings.
Since the Annual Permission Slip is a blanket permission slip, without any activity details, it is recommended that you distribute all pertinent information to your troop families as needed. Please use the sample Activity Information Sheet as a guide to be sure you provide your families with the information they need any time you hold an activity other than your regular troop meeting.
Although no longer required, it is a good idea to have authorized adults sign-out the girls at pick-up from your troop meeting so you have a record of it. You can use the sample Troop Meeting Sign-out Sheet and adjust it for your troop use. For each girl, list all adults who are permitted to pick up the girl, as listed on the Girl Release form, and list all those who CANNOT pick her up. It is recommended that the parents list all the leaders as well since they are only responsible for the girl during the meeting time—after that you are no longer her guardian unless the parent indicates it.
