Policies
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Guidance and requirements for Girl Scouts River Valleys members, volunteers, and families
Girl Scouts River Valleys has developed the following policies and procedures to ensure its Girl Scouts, volunteers, families, and stakeholders have clear guidance for understanding their responsibilities; and that they have the tools to help ensure a safe, equitable, and positive experience for every Girl Scout in our council’s jurisdiction. These policies are in addition to, and in some instances supersede, requirements and guidance provided by Girl Scouts of the USA, including policies found in the Blue Book of Basic Documents - English (PDF) or Español (PDF) and guidelines for Girl Scout volunteers found in Volunteer Essentials (PDF).
Diversity and Inclusion Policy 
Diversity and inclusion have been core values of Girl Scouts since its founding in 1912. Girl Scouts River Valleys and Girl Scouts of the USA value diversity in all its forms and do not discriminate on the basis of race, color, creed, religion, alienage or national origin, ancestry, citizenship status, age, disability, gender, marital status, familial status, veteran status, sexual orientation, gender identification, genetic information, public assistance, local human rights commission activity, or any other characteristic protected by applicable federal, state, or local laws. Girl Scouts River Valleys will not tolerate discrimination thus defined by its staff, volunteers, members, partners, or participants.
Standards
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River Valleys is committed to creating an environment where all girls have the opportunity to participate in a movement that encourages them to overcome barriers and become leaders in their community and world.
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All River Valleys staff, volunteers, and members are expected to think, speak, and act in ways that ensure all people feel they belong and can meaningfully participate in all aspects of Girl Scouting, regardless of race, color, creed, religion, alienage or national origin, ancestry, citizenship status, age, disability, gender, marital status, familial status, veteran status, sexual orientation, gender identification, genetic information, public assistance, local human rights commission activity, or any other characteristic protected by applicable federal, state, or local laws.
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River Valleys is committed to inclusion and will make reasonable efforts to provide accessibility to girls of all levels of ability.
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Any discrimination against a girl by an adult involved in Girl Scouts on the basis of her race, color, creed, religion, alienage or national origin, ancestry, citizenship status, age, disability, gender, marital status, familial status, veteran status, sexual orientation, gender identification, genetic information, public assistance, local human rights commission activity, or any other characteristic protected by applicable federal, state, or local laws will be grounds for (depending on membership status) either volunteer removal or prohibiting presence of a non-member adult at all Girl Scout activities.
See Girl Scouts River Valleys' statement on gender inclusion.
Electioneering Policy
As a tax-exempt entity under Section 501(c)(3) of the Internal Revenue Code and in accordance with Girl Scouts of the USA policy, Girl Scouts River Valleys and its representatives are prohibited from participating or intervening in any political campaign on behalf of any candidate for public office. All Girl Scouts River Valleys employees and members (girls, adults, and volunteers) are required to abide by the following electioneering standards when acting in official Girl Scout capacity or as Girl Scout representatives.
Acting in official Girl Scout capacity refers to wearing Girl Scout uniform pieces or insignia, and/or participating in an organized Girl Scout troop/community/area/group event or activity.
Standards
It is the responsibility of all Girl Scouts River Valleys employees and members to be aware of and comply with any local, state, or federal requirements regulating electioneering as representatives of a 501(c)(3) nonprofit organization.
Girl Scout troops/communities/areas/groups, employees, volunteers, girls, or other members may not indicate any support of, or opposition to, any candidate for public office, nor may it promote such advocacy by others.
No Girl Scouts River Valleys property or resource, including but not limited to, mailing/email lists, mail distribution services, duplicating and photocopying services, communications infrastructure, websites, email systems, or social media properties may be used to support or oppose any candidate, political party, or political action committee.
Girl Scouts River Valleys reserves the right to remove from its websites, blogs, social media platforms, and other online properties any comment or post it deems in violation of this policy.
No person or organization may use Girl Scouts River Valleys, Girl Scouts of the USA, or a troop, community or area name, letterhead, or logo for electioneering purposes, or to solicit funds for or otherwise support or oppose any candidate for public office.
When acting in official Girl Scout capacity or as a Girl Scout representative, the following activities are prohibited:
Endorsing any candidate for public office.
This includes social media functions that may be viewed as endorsement, such as “liking,” “friending,” “re-tweeting” or “sharing,” or “following” a candidate, within close timing to an election.
Influence in any way the nomination or election of someone to a federal, state or local public office or to an office in a political organization.
Mobilize constituents to support or defeat a candidate.
Use official Girl Scout letterhead, office email, or computers to write in support or opposition of a candidate.
Distribute campaign materials, including flyers, postcards, newsletters and signage.
Share a link to a website that discusses specific candidates and their views on specific issues.
Allow a political candidate to use any council office space or property for a campaign event.
Post political statements on personal social media accounts that identify Girl Scouts River Valleys as your employment organization without clarifying that the post is not work-related.
Coordinate or host site visits, activities, or other functions with a candidate running for office.
Participate in any election events or activities, including a campaign parade or rally.
Host a flag ceremony to open a political campaign event.
Provide public opinions about a candidate.
Wear official Girl Scout uniform pieces or other insignia to a political campaign event or fundraiser.
Wear campaign buttons on a Girl Scout uniform at any time.
Wear campaign buttons on non-Girl Scout apparel while conducting official Girl Scout business.
Make financial contributions to candidates or political parties on behalf of Girl Scouts, meaning any payment, loan, deposit, gift, or other transfer of money or anything of value.
When acting in official Girl Scout capacity or as a Girl Scout representative, the following activities are approved:
Writing, visiting, or calling your Members of Congress, Governor, state legislator and all other local policy makers in support of or opposition to legislation.
Keep your Members of Congress, Governor, state legislators, and all other local policy makers informed regarding Girl Scouts’ work.
For example, you may continue to mail to your elected officials’ newsletters, key press releases, fact sheets, annual reports, and other relevant council publications with your position on legislative proposals (including ballot measures) and other public issues.
Invite your elected officials to major events hosted by Girl Scouts River Valleys, such as Highest Awards ceremonies or other community events, as long as the elected official is clear that they cannot use their participation or speaking time as an election-related platform.
Participate in and host “get out the vote” registration drives.
Registration may not be limited to or on behalf of a specific political party or candidate.
Share unbiased, nonpartisan voter guides that include all candidates and information presented in a neutral manner.
To ensure that activities held at its properties do not jeopardize Girl Scouts River Valleys’ tax-exempt status, any approved activities must also comply with the following:
Requests for facility reservations and usage must comply with Girl Scouts River Valleys properties and facilities requirements and policies.
Candidate appearances (such as for a debate) will be limited to the designated speaking/meeting site. Office-to-office campaigning or solicitation by the candidates is not permitted.
Any appearance (such as for a debate) by a candidate for public office, or any person affiliated with, or speaking on behalf of, a candidate for public office, must be sponsored by a registered troop, community or area in good standing.
Any announcement or advertisement of a candidate appearance (such as for a debate) must bear the name of the sponsoring troop or service snit, and must clearly indicate that:
Neither Girl Scouts River Valleys or Girl Scouts of the USA supports or opposes candidates for public office.
The opinions expressed at the appearance (such as for a debate) are not those of Girl Scouts River Valleys or Girl Scouts of the USA.
Fundraising by anyone during or in connection with an appearance (such as for a debate) is prohibited.
The sponsoring group is responsible for informing the speakers and the speakers’ campaigns/organizations of this requirement.
Campaign or candidate-specific signage, flyers, or other literature is prohibited on Girl Scouts River Valleys’ physical properties (including its service centers, retail shops, program centers, and camps).
Girl Scouts River Valleys reserves the right to remove from properties any signage or literature it deems in violation of this policy.
Services or expenses associated with the event that are not typically covered by Girl Scouts River Valleys or its affiliate Girl Scout groups (troops, communities, areas, alumnae groups) will be billed to the candidate or campaign.
Financial Assistance Policy
Girl Scouts is open to all girls and adults, regardless of ability to pay. Girl Scouts River Valleys is committed to ensuring that every girl has access to the full complement of Girl Scout experiences and will remove financial barriers to that access whenever possible. Volunteers and other supporting adults are essential to the delivery of Girl Scout experiences, and Girl Scouts River Valleys is committed to removing financial barriers to their participation.
Policy Statement
River Valleys provides financial assistance to girls and adults who need it to access the Girl Scout experience.
Standards
Annual Girl Scout membership dues assistance for girls or adults is always granted in full when requested.
In addition to membership dues assistance, girl members may request financial assistance up to four times per membership year, only one of which may be troop or resident camp. Eligible expenses include:
Purchasing uniform and program materials in River Valleys shops (subject to council-established criteria, which may change without notice)
Council-led/sponsored program event registration
Council-led resident and troop camp registration, less applicable non-refundable deposit
Council-led/sponsored series program registration (such as Bike Club or Robotics)
Approved volunteer-led day camp or event registration
Annual troop dues
Troop dues assistance may be limited to an amount set annually by River Valleys, which may be subject to change.
Financial assistance awarded for troop dues will be deposited directly to the troop’s bank account via ACH deposit.
In addition to membership dues assistance, adult volunteers may request financial assistance up to three times per membership year, only one of which may be troop or family camp. Eligible expenses include:
Purchasing uniform and program materials in River Valleys shops (subject to council-established criteria, which may change without notice)
Council-led/sponsored program event registration (including council-led trainings)
Council-led troop or family camp registration, less applicable non-refundable deposit
Adult members who are ineligible for volunteer roles may be denied financial assistance
In addition to membership dues assistance, non-volunteering adult members may request financial assistance up to one time per membership year.
Financial assistance is awarded based on demonstrated need at the following rates:
Families qualifying for free lunch may be awarded up to 100% of the cost.
Families qualifying for reduced lunch may be awarded up to 75% of the cost.
Families not qualifying for free or reduced lunch but displaying other need may be awarded up to 50% of the cost.
Financial assistance cannot be used to reimburse girl or adult members for money already spent.
Financial assistance allocations are subject to availability within the council’s current operating budget.
See Financial Assistance online application and details
Limiting Participation of Non-Member Adults Policy
River Valleys reserves the right to limit or prohibit the presence of non-members at Girl Scout activities whose actions put member safety or well-being in jeopardy, and/or negatively impact Girl Scouts River Valleys’ financial or organizational health.
Standards
Parents/guardians and any non-members are expected to support and act in accordance with the Girl Scout Promise and Law while involved in Girl Scout activities.
The best interests of our girl members guide limitation or prohibition decisions.
Reporting, review, management, and decisions regarding limiting or prohibiting participation will follow the same procedures and work instructions as the Volunteer Eligibility Policy.
Mandated Reporting of Child Abuse Policy
As a youth-serving organization, River Valleys is required to report any suspected abuse or maltreatment of minors as applicable by Minnesota, Wisconsin, and Iowa state laws.
Standards
Safety and protection of girl participants is River Valleys’ and its volunteers’ top shared priority. It is everyone’s responsibility to protect the safety of girls when they are participating in Girl Scouts.
As required by MN, WI, and IA state laws, River Valleys employees are mandated to report suspected child abuse or neglect.
Volunteers are responsible for the safety of girls while participating in Girl Scout activities. Girl Scout volunteers are required by River Valleys policy to report any suspected abuse or neglect to council staff.
When a Girl Scout volunteer is concerned for the welfare of a child, the volunteer must contact River Valleys immediately. 24-hour assistance is available by calling 1-800-845-0787. River Valleys staff will then report to the appropriate authorities.
If a volunteer believes a girl is in immediate danger, they should:
Call 911 or the local police.
Keep the child in their care until appropriate assistance arrives.
Notify River Valleys as soon as possible.
Volunteers are not, however, mandated reporters in MN, WI, or IA, and are not required to report to authorities.
If volunteers would like to report their concerns to authorities (in addition to council staff), reports are to be made in the county where the child’s legal guardian resides.
Minnesota: Local child protection, police department or county sheriff’s office
Wisconsin: The county Department of Health and Family Services, the sheriff or police department
Iowa: The Iowa Department of Human Services, county attorney or law enforcement Agency
Any person who makes a voluntary report or assists in an assessment being made of a report is immune from any civil or criminal liability that otherwise might result from their actions as long as that person is acting in good faith when she/he makes the report.
Any person who knowingly or recklessly makes a false report shall be liable in a civil suit for any actual damages suffered by the person or persons so reported and for any punitive damages set by the court or jury, plus costs and reasonable attorney fees.
River Valleys considers this information to be confidential. Matters will be discussed on a need-to-know basis only, to protect the privacy of the child and the reporter.
For confidential, risk-free advice from professional crisis counselors dedicated to the prevention of child abuse: call the National Child Abuse Hotline at 1-800-422-4453.
Membership Dues Policy
To be registered as members of Girl Scouts, individuals must pay annual, lifetime, or other applicable membership dues.
Standards
Membership dues are paid to Girl Scouts of the USA. River Valleys does not retain any portion of membership dues.
Membership dues rates are set by Girl Scouts of the USA.
The Girl Scout membership year is October 1 through September 30.
Membership dues must be paid in full at the time of registration.
Financial assistance is available and must be requested at the time of registration.
Membership dues are refundable in the following cases:
No acceptable participation option is identified (e.g. no troop is available in a family’s area).
A membership is purchased in error (e.g. purchased for wrong person, wrong membership year, etc.).
Requests for refunds must be received within 90 days of registration and are approved on a case-by-case basis.
Membership dues of one person may not be transferred to the credit of another person.
See Girl Scouts of the USA’s Blue Book of Basic Documents English (PDF) or Español (PDF) for full and up-to-date annual and lifetime membership dues policies and rates.
Recording Custodial Relationships Policy
River Valleys uses Girl Scout membership and participation systems to ensure safety of girls and communicate with members. This requires the contact and relationship information documented in Girl Scout membership and participation systems to reflect legal and/or custodial relationships.
Standards
Within River Valleys' membership and participation systems, a household refers to a collection of contact records.
Girl member contact records may only be placed in households with adults who have legal and/or custodial relationships with the girl.
Contact information within a household must reflect the accurate contact information of legal and/or custodial adult members.
River Valleys will adjust household records to reflect changes to legal and/or custodial relationships.
River Valleys may request documentation related to legal and/or custodial arrangements at any time.
River Valleys will accept payments from third parties for any girl to register for Girl Scout membership or any Girl Scout events or camps. Third parties do not have direct online access to the girl’s records, but they may make payment by phone, mail, or in person.
Registration confirmation, girl permission or releases, and invoices are sent to the legal and/or custodial contact on the girl’s record.
Safety Activity Checkpoints Policy
All adults who work directly with girls, manage Girl Scout (council, community, area or troop) finances, and/or perform tasks in support of Girl Scouts must understand their responsibilities and follow the guidelines set forth in the Safety Activity Checkpoints (PDF) document.
Sexual Abuse & Molestation Prevention Policy
Girl Scouts River Valleys does not tolerate sexual abuse or molestation in its workplaces, camps, programs, volunteer-led events/activities/troop meetings, or at any sponsored or related Girl Scout activity. It is the shared responsibility of all Girl Scouts River Valleys members, employees, and partners, and volunteers to create safe and welcoming spaces. Girl Scouts River Valleys’ employees, volunteers, adult and youth members, program partners, and vendors are required to follow the guidance in this policy in response to any witnessed or suspected sexual abuse or molestation.
Definitions
Sexual abuse includes sexual assault, exploitation, molestation, or injury.
Molestation is the crime of engaging in sexual acts with minors, including touching of private parts, exposure of genitalia, taking of pornographic pictures, rape, inducement of sexual acts with the molester or with other children, and variations of these acts. Molestation also applies to incest by a relative with a minor family member and additionally any sexual acts short of rape.
Policy Statement
All forms of sexual abuse and molestation are prohibited.
Standards
Anyone who is witnessed or suspected of committing or allowing sexual abuse or molestation in a Girl Scout River Valleys workplace, camp, facility, or at any volunteer-led event/activity/troop meeting or Girl Scouts River Valleys-sponsored event will be reported to the appropriate authorities (child/adult protective services and/or law enforcement) and is subject to investigation.
If an allegation is substantiated, consequences include termination of employment from Girl Scouts River Valleys, removal from all Girl Scout volunteer roles, and termination of Girl Scout membership.
Girl Scouts River Valleys reports all allegations of sexual abuse or molestation immediately and does not investigate or assess the validity or credibility of an allegation before reporting to the appropriate authorities.
Reports and identities of anyone involved in an allegation of sexual abuse or molestation are kept confidential.
Reporting procedures:
If a someone is in immediate danger, call 911.
Volunteers/adult members follow the steps in the Mandated Reporting of Child Abuse Policy for any suspected abuse or maltreatment
Staff point person for reports from volunteers is Girl Scouts River Valleys’ Chief Engagement Officer.
Girl Scouts River Valleys employees must report suspected abuse to Human Resources within 24 hours. In their absence, contact the Chief Financial Officer or any member of the Officer Team.
Contact Sr. Director of Human Resources, Linda Mundhenk, by email and phone.
girlscouts@girlscoutsrv.org
800-845-0787
“Good faith” reporting and retaliation
Reporting suspected abuse “in good faith” means the person submitting the report is doing so honestly and without bias or discrimination, and is reporting the alleged abuse without speculation and to the best of their knowledge. Using bias or fear of others due to their race, sex, gender identity, or sexual orientation to target someone for retaliatory purposes is not a good faith report.
Girl Scouts River Valleys will not retaliate against any employee, volunteer, or other individual who, in good faith and without malicious intent, reports witnessed or suspected sexual abuse or molestation or participates in an investigation.
Retaliation by a supervisor or other person in a position of authority (including volunteers) against someone who has made a good faith allegation of sexual abuse or molestation could be cause for termination of that person’s employment, volunteer roles, and Girl Scout membership as applicable.
Sustainability Policy
River Valleys is committed to finding ways by which we can reduce the environmental impact of our work in our council offices, program events/activities, camp properties, and community. We are committed to helping our members, volunteers, partner organizations, and community reduce environmental impact by promoting and modeling good sustainability practices.
Standards
River Valleys as an organization will strive to:
Integrate sustainability considerations into our business decisions.
Ensure that staff, volunteers, and members are fully aware of our Sustainability Policy and are committed to implementing and improving it.
Maximize the impact of sustainability in properties and transportation activities.
Make clients, vendors, and suppliers aware of our Sustainability Policy, and encourage them to adopt sound sustainably management practices when working together.
Review, report annually, and continually strive to improve our sustainability performance.
Tax Exempt Policy
River Valleys troops, communities, areas, and volunteers are required to adhere to all applicable state and federal tax laws and policies, as well as those put in place by River Valleys council and Girl Scouts of the USA.
Standards
Girl Scouts River Valleys is a nonprofit corporation holding 501(c)(3) status as determined by the Internal Revenue Service of the United States Government.
501(c)(3) status exempts River Valleys from federal income taxes at the council, community, area, and troop levels.
River Valleys is also exempt from state income taxes.
All money raised or earned, and other assets received in the name of or for the benefit of Girl Scouts must be authorized by a Girl Scout council (or GSUSA) and used for the purposes of Girl Scouting. These assets or money are not the property of individuals, units, or communities within a Girl Scout council.
Communities, areas, troops, and groups are subordinate units of River Valleys.
Subordinate units are not separate legal entities and have no independent existence for tax purposes.
River Valleys troops, communities, areas, and groups should not have their own Federal Employer Identification Number (FEIN).
Troops, communities, areas, and groups are required to use River Valleys' Federal Employer Identification Number (FEIN) when opening bank accounts.
Doing so exempts any interest earned on the account balance from income taxes.
Estimates of the bank accounts opened by troops, communities, areas and groups are included on River Valleys’ financial statements as an asset and liability.
River Valleys is exempt from paying Minnesota and Wisconsin sales and use taxes.
Purchases not included in the sales tax exemption are prepared food, soft drinks, candy, catered food, lodging, rentals of most motor vehicles, 9.2% car rental tax and 5% car rental fee.
Current River Valleys volunteers in good standing may use River Valleys’ sales tax exemption to purchase Girl Scout-related program supplies at third-party retailers.
Purchases must be used for activities that promote and further River Valleys’ mission.
When purchases are made for activities that promote and further River Valleys’ mission, volunteers are making purchases as River Valleys or on behalf of River Valleys.
Purchases made for the benefit of a specific person (gifts, badges, patches, etc.) are not eligible for sales tax exemption.
Purchases must be paid for with the troop’s, community’s, area's, or group’s bank account.
An individual using their personal bank account/credit card to purchase program supplies and receive reimbursement cannot utilize River Valleys’ sales tax exemption.
The Minnesota/Wisconsin Department of Revenue does not allow River Valleys’ sales tax exemption to be used by volunteers or other Girl Scout members for personal purchases, or for use by an organization other than River Valleys.
Girl Scout volunteers may not use the council’s sales tax exemption for purchases made at River Valleys’ retail shops.
Cookie Booth Policy
Girl Scouts River Valleys wants Cookie Program participants, volunteers, and supporting caregivers to have a fun and safe experience while participating in the Girl Scout Cookie Program through cookie booths. Cookie booths increase public awareness of Girl Scouts, and are a fun and effective way to participate in the Cookie Program. This policy is designed to support a positive experience for customers, cookie booth partners and hosts, and all who participate in or support the Girl Scout Cookie Program. It outlines the safety requirements and ensures a consistent and equitable experience for all Girl Scouts participating in the Cookie Program.
Definitions
Girl Scout cookie booths are girl-operated direct-sale opportunities where customers from the public can purchase cookies from girls. Any Girl Scout selling cookies in a stationary manner will be considered a cookie booth.
Policy Statement
Girl Scouts and their accompanying adults participating in cookie booths are required to follow the standards listed below and any additional cookie booth guidelines communicated by Girl Scouts River Valleys or the business/organization where the cookie booth is located.
Standards
All cookie booths must be approved by River Valleys, except those held at a private residence.
Girl Scouts and volunteers are to follow instructions provided by River Valleys and the cookie booth partner (business where booth is located), follow safety guidelines, and practice good customer service skills.
Cookie booth resources and expectations are shared annually through print and online materials.
Cookie booth participation is optional; Girl Scouts cannot be required to participate.
Cookie booth participation is a troop activity.
The opportunity to participate must be offered to all members of a troop. However, if only one Girl Scout is available, the booth may be operated by an individual.
Individually registered girl members (Juliette Girl Scouts) are treated as a troop and may participate in cookie booths.
The opportunity to participate must be offered to all members of a troop. However, if only one Girl Scout is available, the booth may be operated by an individual.
Girl Scouts must be under adult supervision at all times, following one of these ratios:
1 Girl Scout: 1 adult who is either the Girl Scout’s family member or a registered and background-checked Girl Scout volunteer.
2 or more Girl Scouts: at least two adults, one of whom is a registered and background-checked volunteer, and at least one of whom identifies as female
Cookie samples may be distributed if permission has been obtained from the cookie booth location’s management, and health and food safety procedures are followed.
Donations:
Monetary Donations may be collected for official cookie donation programs.
Clearly mark donation containers as allocated toward these programs.
River Valleys-secured cookie booths:
All communication with the business or organization where a cookie booth will be held must go through River Valleys’ cookie booth staff contact, unless otherwise noted in the specific booth’s special instructions.oRiver Valleys cannot transfer cookie booth times between troops.
Troop/individually registered girl (Juliette)-secured cookie booths:
Each troop/individually registered girl (Juliette Girl Scout)-secured cookie booth location and time must be approved by River Valleys. Approval is up to council discretion.
Troops/individually registered girls (Juliette Girl Scouts) are responsible for ensuring that any booth location they are trying to secure is not already secured by River Valleys and cannot pursue cookie booths at businesses or organizations that are existing partners of River Valleys.
Reference the list available on Cookie Central. River Valleys-secured cookie booths have priority in the event that a troop-secured booth is scheduled during the same time and in close proximity.
Troops/individually registered girls (Juliette Girl Scouts) are responsible for communicating with and obtaining permission from the cookie booth location’s management, and following all rules specified by the booth location.
Cookie Credits & Fall FUNds Policy
When participating in the Girl Scout Cookie and Fall Product Programs (“Snacks and Magazine Sale”), Girl Scouts earn program credits that can be used to register for camp or council program events, purchase items from the Girl Scout shop, complete service projects, and attend a variety of troop or individual experiences. These credits are called “Cookie Credits” and “Fall FUNds.” Girl Scouts River Valleys wants to ensure that Girl Scouts and their families understand what they can use their credits for and how to apply them toward Girl Scout purchases.
Policy Statement
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Cookie Credits and Fall FUNds (“Credits”) are issued and redeemed at the discretion of River Valleys.
Standards
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Cookie Credits and Fall FUNds can be redeemed only within the provided expiration date and for approved uses.
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Credits expire on September 15 following the calendar year they are issued.
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An extension period of two years after the original expiration date is granted for council-approved Girl Scout Junior, Cadette, Senior, and Ambassador extended travel trips, as well as GSUSA lifetime memberships.
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Reach out to Girl Scouts River Valleys if you have questions about travel approval or whether your planned trip qualifies for credit expiration extension.
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You must be an active youth member of Girl Scouts in order to earn or redeem Credits.
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Credits can be used for the following:
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Council-approved day camp and community/area-sponsored encampments
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Council-led or council-sponsored program events and camps
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Items at Girl Scouts River Valleys shops and Camp Stores
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Unexpired Cookie Credits and Fall FUNds (paper or electronic) may be converted to digital credits for use in the online Girl Scout shop.
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Once converted, these credits can only be used in the online Girl Scout shop and cannot be reverted to their original form
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The minimum amount to be converted is $5
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The original expiration date of converted credits applies
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Girl Scout membership dues, annual or lifetime
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Girl Scouts of the USA Destinations (travel program)
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Girl Scouts River Valleys-approved extended trips for Junior, Cadette, Senior, and Ambassador level Girl Scouts
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Completed Girl Scout Bronze, Silver, and Gold Award projects (subject to approval process).
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For paper Credits, if a purchase is less than the total Credits provided, no change will be issued.
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Paper Credits and/or Program Credit numbers must be submitted at the time of payment for council-sponsored camp or program event registration, membership dues, or in council shops and Camp Stores.
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For travel, Gold, Silver, or Bronze award projects, and other approved uses, a fully completed reimbursement form is required.
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Include with the form for reimbursement:
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Paper Credits and/or Program Credit Numbers
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Copies of receipts/supporting documentation for all expenses.
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Cookie Program Digital Sales & Social Media Policy
Girl Scouts River Valleys wants girls to use social media and the internet safely, and to gain skills in digital sales and marketing. The Cookie Program and Fall Product Sale are opportunities for girls to practice and use digital sales and marketing skills.
Policy Statement
Girl Scouts and parents/caregivers who use digital sales and social media to market their Cookie Program and/or Fall Product Program must read and follow Girl Scouts of the USA’s online sales and marketing rules.
Standards
Before conducting any online Cookie Program or Fall Product Sale activities, girls must read and sign the Girl Scout Internet Safety Pledge and the Girl Scout Digital Cookie Pledge.
Girl Scouts, and parents/caregivers of Girl Scouts who are under 13 years old, must also review and follow the Supplemental Safety Tips for Online Marketing (PDF), the Computer and Internet Use Safety Activity Checkpoints (PDF), and the Cookie and Product Sales Safety Activity Checkpoints (PDF).
Girl Scouts River Valleys may ask parents/caregivers to delete marketing posts that do not follow Girl Scouts of the USA’s rules for digital sales and social media.
Cookie Program Girl Rewards Policy
Girl Scouts who participate in the Girl Scout Cookie Program can earn a variety of rewards, and Girl Scouts River Valleys strives each year to select reward options that are motivating to all program grade levels. It is important that Girl Scout families and supporting adults understand how these rewards are earned and received, and the role that troop, community, and area volunteers play in the process.
Policy Statement
Cookie Program “girl rewards” are program-related benefits provided to youth members participating in the Girl Scout Cookie Program based on their individual sales activity. Girl Scouts River Valleys chooses reward items on an annual basis and specifies the requirements for earning them.
Girl rewards are separate from proceeds earned by troops or individually registered/Juliette Girl Scouts.
Standards
Cookie Program girl rewards are earned and cannot be purchased.
Girl rewards are calculated automatically by the online inventory management system at the end of that year’s Cookie Program and are based on the total packages allocated to each individual Girl Scout.
Troop leaders/Juliette mentors are responsible for entering girl reward choices in the online system, managing and distributing rewards received from their community or area, ensuring timely distribution, and providing clear communication to families about pickup.
Community and area volunteer teams receive and distribute troop and individual girl rewards.
Community/area team responsibilities include accepting reward deliveries, confirming accuracy of reward deliveries, ensuring timely distribution, and clear communication with troops and Juliette Girl Scout families about pickup times.
Some rewards may be shipped directly to the recipient’s home address.
Girl Scouts will automatically be issued Cookie Credits if a reward choice has not been selected in the online system by the published deadline.
While some rewards cannot be exchanged, if there is an error or an exchange is desired, council staff will evaluate these requests and accommodate as they are able.
Girl rewards in the form of Program Credits, vouchers, or coupons may have additional guidance for use or redemption.
Cookie Program Participation Policy
Participating in the Girl Scout Cookie Program provides the opportunity for Girl Scouts to develop five key skills: goal setting, decision making, money management, people skills, and business ethics. Girl Scouts River Valleys wants to ensure its Girl Scouts, caregivers, and volunteers have a clear understanding of what their responsibilities are to help ensure youth safety and a positive experience. Girl Scouts participating in the Cookie Program need adult support and supervision, and the first step is for adults to understand their role and responsibilities in supporting their Girl Scout.
Policy Statement
Youth and adult members and volunteers participating in the Girl Scout Cookie Program must follow requirements provided by Girl Scouts of the USA and Girl Scouts River Valleys.
Standards
Participation Requirements:
All Girl Scouts participating in the Cookie Program must be current members. Only youth members can sell cookies.
Have questions about membership? Contact us.
Participation in the Cookie Program is optional; Girl Scouts cannot be required to participate and cannot be required or asked to provide money to the troop as a substitution for participating in the program.
Timeframes, guidelines, and behavioral expectations for Girl Scouts, caregivers, and volunteers participating in both in-person and online sales are provided each year by both GSUSA and Girl Scouts River Valleys.
Girl Scouts must be under adult supervision when participating in Cookie Program activities, including online sales and marketing.
Adult-to-youth ratios should follow Girl Scout safety requirements unless otherwise specified by River Valleys.
Girl Scouts River Valleys may choose to limit a Girl Scout, family, or volunteer’s participation in the Cookie Program if requirements are not followed or if an outstanding balance of money is owed to River Valleys.
In these rare situations, care is taken by council staff to ensure clear communication with families or individuals about any outstanding balances owed or limits placed on participation.
See additional details in Girl Scouts River Valleys’ Debt Policy.
Cookie Program Proceeds:
Girl Scouts who participate in the Cookie Program as a troop earn funds that are referred to as “troop proceeds.” Troop proceeds belong to the troop, not to an individual Girl Scout.
Girl Scouts who participate as individually registered Girl Scouts or “Juliettes” earn proceeds in the form of Juliette Program Credits.
Responsibility Forms:
All Girl Scouts participating in the Cookie Program must have a signed Family Cookie Responsibility Form on file with their troop for the current year.
Troops with any Girl Scouts participating in the Cookie Program must have a signed Troop Cookie Manager Responsibility Form on file with their community/area for the current year.
For Juliettes/individually registered Girl Scouts, the Girl Scout’s registered adult mentor must have a Troop Cookie Manager Responsibility Form on file with their community/area.
Cookie Storage & Handling Policy
Girl Scouts River Valleys wants to ensure that our Girl Scouts, their families, and the volunteers who support the Cookie Program understand how to properly care for and distribute Girl Scout cookies. Product integrity, which means handling and storing cookies properly, is important to us, our customers, and other Girl Scouts. We want everyone to be aware of the resources available to them to successfully manage their cookie inventory and understand the financial responsibility they take on when possessing inventory during and after the Girl Scout Cookie Program.
Helpful Definitions
“Cookie Program inventory” or “inventory” refers to packages and cases of Girl Scout Cookies.
Policy Statement
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Girl Scout Cookie Program inventory must be handled, stored, and sold according to Girl Scouts River Valleys standards and requirements.
Standards
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Girl Scout Cookies must be sold at the price set annually by Girl Scouts River Valleys.
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Cookie Program Inventory Management:
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Packages and cases of Girl Scout cookies can be easily damaged and should be handled with care, which includes storing them in a protected environment that is dry, cool, smoke-free, and pest-free.
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Cookie trades/swaps: Packages or cases of cookies traded between troops, known as “cookie swaps,” are allowed with the permission of both troops and following all requirements provided by Girl Scouts River Valleys.
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Troop cookie volunteers are responsible for completing a transfer electronically in the online inventory management system for any inventory that moves between troops.
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Unsold or Damaged Inventory: Unsold or damaged cases and packages of cookies cannot be returned to Girl Scouts River Valleys. If you have unsold (at the end of the Cookie Program) or damaged inventory, please submit the Finance/Inventory Issue Form and a River Valleys staff member will contact you for assistance.
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Family Responsibilities: Each Girl Scout participating in the Cookie Program must have a parent or caregiver review and agree to the responsibilities and requirements set by Girl Scouts River Valleys by filling out and signing the Family Cookie Responsibility Form. The form is then provided to their troop and kept on file for the current year.
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Troop Cookie Volunteer Responsibilities: Troop cookie managers/troop leaders take on several responsibilities during the Girl Scout Cookie Program, which are outlined in the Troop Cookie Manager Responsibility Form. Troop cookie volunteers are required to review and agree to the responsibilities and requirements set by Girl Scouts River Valleys each year by filling out and signing the online form.
Animals Policy
Pets are not allowed on any Girl Scouts River Valleys property or camp. Exceptions are made for service animals.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
Behavior Policy
Attendees to all Girl Scouts River Valleys (GSRV) events are expected to follow the Girl Scout Promise and Law. Girls and adults cannot bring or use weapons, alcoholic beverages, drugs (other than those prescribed by a physician), or tobacco products to any Girl Scout event or onto any Girl Scouts River Valleys’ property.
If, for any reason, an attendee’s behavior is not within our expectations, they will be asked to leave as soon as possible. We will expect a parent/guardian to pick up a girl as soon as possible, and adults will need to provide their own transportation. This is at the expense of the parent/guardian or adult attendee. We will not refund session fees.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
Personal Items Policy
Participants are responsible for all items brought to events or camps and GSRV cannot be held responsible for the loss or damage to a participant’s personal belongings. It is best to have your name in all items. Any items left behind will be kept at camp for one month and then donated to a local charity.
Please check in with your camp’s director before bringing any personal sports equipment to camp or adult trainings.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
Registration & Customer Cancellation Policy
Girl Scouts River Valleys programming provides Girl Scouts with unique experiences. We want the registration process to be equitable to all registrants and the cancellation policy to be transparent, so registrants understand the process.
Policy Statement
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Girl Scouts River Valleys defines how customers can register and cancel registrations for programming in the standards below.
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River Valleys programming includes resident camp, troop camp, council-led/sponsored events, etc.
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Standards
Registration
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Registration for River Valleys programming can be completed online or by contacting the Customer Care Team.
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The Customer Care Team can be reached by calling 800-845-0787 during business hours (voicemail is available after hours or during times of high call volume).
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Registrations are accepted up until the registration close date and time or until the program reaches its maximum capacity. Registration will close early if capacity is met.
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Adults serving as a chaperone for multiple Girl Scouts attending a program must have a current Girl Scout membership, hold a volunteer role, and have a current, eligible background check on file.
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These requirements do not apply to parents/caregivers who are attending a program with their Girl Scout (ex: Adult + Me camp session, family events).
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Program attendees need to have registered for the program in order to attend.
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By registering for Girl Scouts River Valleys programs, you agree to receive calls, texts, and emails regarding your registration.
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Payment requirements:
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Programs require a deposit to secure registration.
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Deposits are set at a minimum of $5, with larger deposits for programs with higher fees.
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Deposits are non-refundable and non-transferable. See cancellation section below for additional details.
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Full payment is due by the registration close date for events and 30 days prior to the first day of camp for camp sessions.
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Financial assistance is available to Girl Scout River Valleys members to help pay for the cost of events and camp.
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See Financial Assistance Policy for additional details.
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Accepted types of payment include credit/debit card, cash, check, Juliette Program Credits, promotional codes or coupons, or unexpired Cookie Credits and Fall FUNds.
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See Cookie Credits/Fall FUNds Policy and Juliette Girl Scout Money Management Policy for additional details.
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Unexpired promotional codes or coupons can be used. Details about what programs these can be used for and the expiration date are shared with recipients.
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Cancellations
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If a registrant is no longer able to attend their session, they need to notify Girl Scouts River Valleys of their cancellation as soon as possible.
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Cancellations are accepted by phone, email, in-person, or by submitting the Girl Scouts River Valleys Camp & Event Cancellation Form.
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If a registrant cancels their registration, they may register for an alternate session, if available. Registrants will be required to pay the minimum deposit for their new session.
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The fees paid toward their cancelled session, less the deposit, can be transferred to their new session if the cancellation was received before the posted cancellation deadline.
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Cancellation deadlines are typically 30 days prior to the program start date.
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Deposit from their original session cannot be transferred, nor refunded.
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If a registrant’s spot is being cancelled and another registrant will be going in their place (swap):
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The new registrant will need to register for the program and will be required to pay the minimum deposit for their new session.
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The fees paid by the cancelling registrant, less the deposit, can be transferred to the remaining balance of the new registrant’s order.
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Deposit from the original session cannot be transferred, nor refunded.
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Refunds
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Refunds will be issued when:
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Girl Scouts River Valleys cancels a program.
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See River Valleys Cancellation of Council-Led/Sponsored Program Events & Camp Sessions Policy for additional details.
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Financial assistance is not awarded, and the registrant has made a partial payment.
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A registrant cancels their registration before the posted cancellation deadline.
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Cancellation deadlines are typically 30 days prior to the program start date.
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Refund requests submitted after these deadlines will be considered when a registrant cancels due to illness or family emergency and approved by Girl Scouts River Valleys.
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Deposits are non-refundable and non-transferable.
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Refunds will not be issued when:
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A registrant cancels their registration after the posted cancellation deadline (less than 30 days prior to the program start date).
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Refund requests submitted after these deadlines will be considered when a registrant cancels due to illness or family emergency and approved by Girl Scouts River Valleys.
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The registrant arrives late, departs early, or does not attend the session.
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Partial refunds:
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For overnight resident camp sessions, if a camper’s stay is shortened due to an unexpected illness, injury, or family emergency and the camper needs to leave camp before 50% of the camp session has passed, the family will receive a partial refund of 50% of the cost of the camp session minus the deposit.
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River Valleys will not issue partial early departure refunds for reasons other than illness or injury, including homesickness, scheduling conflicts, or being sent home due to violation of the camper code of conduct.
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Refunds will be issued in the same form as they were paid (i.e., check, credit card, Cookie Credits or Fall FUNds). If a payment was made in cash, the refund will be issued by check.
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Refunds can take up to 30 days to process.
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River Valleys Cancellation of Council-Led/Sponsored Program Events &
Camp Sessions Policy
Council-led programs and camp are an integral part of the Girl Scout experience. Decisions to cancel programs or camp sessions are not taken lightly, and consider participant health and safety, low registration numbers, staff availability, and weather that makes travel unsafe or that is not favorable for the activity. Decisions to cancel due to weather take into consideration current or predicted weather conditions, power outages, school closures, and road closures specific to the area in and around the event location.
Definitions
Council-led: Program events or camp sessions that are fully managed by Girl Scouts River Valleys council staff, including all registration and payment/refund transactions.
Council-sponsored: Program events or camp sessions that are led by a partner organization, but registration and payment/refund transactions are managed by Girl Scouts River Valleys.
Hosted by partner organization: Program events or camp sessions that are offered by another organization that is a Girl Scout partner but are fully managed by the partner organization, including all registration and payment/refund transactions. Girl Scouts River Valleys markets the program to members and works with the partner organization to provide it, but the partner organization’s registration/cancellation policies apply.
Policy Statement
All River Valleys council-led/sponsored program events and camp sessions are subject to cancellation.
Program events or camp sessions hosted by partner organizations (not Girl Scouts River Valleys) are subject to that organization’s cancellation and refund policies.
Standards
River Valleys may decide to reschedule or cancel a council-led/sponsored program event or camp session for reasons such as weather, low registration numbers, etc.
Full refunds, including any applicable deposit, will be provided to registrants if a program event or camp session is cancelled by River Valleys.
Weather Policy
Severe Weather and Emergencies
GSRV staff monitor weather alert radios, and our service centers and camps have storm shelters for use during severe weather. During weather alerts, phone lines need to remain open – please do not call during severe weather.
GSRV occasionally cancels events due to severe weather. Registered attendees will be notified, and you can call us at 800-845-0787 to check on events before leaving.
Dress Appropriately
Please review the description of your event to learn about the activities and whether it is held outdoors. Outdoor events are usually held “rain or shine,” so please dress/pack appropriately for the weather and season.
If your event is outdoors in the summer, consider bringing along sunscreen, bug spray and hats.
If your event is outdoors in the winter, bring warm clothing and dress in layers.
Bring sturdy walking shoes—participants often walk long distances at outdoor events.
Please see Camp.GirlScoutsRV.org/Packing-Lists for camp packing lists.
This policy applies to all Girl Scouts River Valleys events, camps, programs, meetings and trainings, whether they are held on Girl Scouts River Valleys properties or at community locations.
Annual Council Issued Community Funding Policy
River Valleys provides annual funding to communities that meet the established requirements. River Valleys reserves the right to deny funding to communities that do not meet the requirements.
Standards
In order to receive yearly council funding, a community must meet the following requirements:
Need to have submitted a Girl Scout Finance Report for the previous year by the June 30 deadline.
Must have a checking account with a minimum of two signers who are appointed service team volunteers in good standing.
Funds are issued at a per registered member rate. Member numbers are based on the previous year.
Appropriate uses for council issued community and area funds:
Office supplies
Duplication of agenda handouts and meeting notices
Equipment rental for community events
Books, packets, and pamphlets for the community library
Postage
Food for meetings, events, trainings, and recognitions
Honorariums for guest speakers at leader meetings, training, or community events
Fees for membership or registration for a community representative in an organization, workshop, or training
Tokens of appreciation for community speakers and sponsors
Expenses for recognition of older girls and all volunteers within the community
Recognitions should be equitable
Bank service charges
River Valleys reserves the right to audit community bank accounts and financial information at any time.
Banking & Money Management Policy
River Valleys is legally responsible for all Girl Scout banking within its jurisdiction. River Valleys reserves the right to define banking and money management requirements for troops, communities/area, and other Girl Scout groups.
Standards
River Valleys Girl Scout troop, community/area, and group banking and money management must be conducted according to federal IRS, state, Girl Scouts of the USA, and River Valleys requirements.
Actions related to Girl Scout banking and money management that are not in line with River Valleys policies, result in loss of funds, or could be considered negligent will result in consequences up to and including removal from all River Valleys Girl Scout roles and possible legal action.
All money earned for or in the name of Girl Scouts in any capacity must be kept in a designated troop, community/area, or group bank account.
Individual Juliette Girl Scouts cannot have bank accounts; they must instead hold their funds in the form of Juliette Program Credits issued by River Valleys.
Individuals listed on an account are responsible for all account activity. Responsibilities include but are not limited to account maintenance, keeping accurate records, retaining receipts, and any overdraft fees.
Girl Scout account financial records (e.g. bank statements, finance reports, bank receipts, cash disbursements, etc.) must be retained for seven years.
Girl Scout bank accounts must follow these additional requirements:
Girl Scout troop's, community's, area's, and group's can open a bank account at a financial institution that works best for the volunteers.
Troops, community, area, and groups are required to use River Valleys' Federal Employer Identification Number (FEIN) when opening bank accounts.
Accounts must have at least two co-signers, both/all of whom are current Girl Scout members with completed background check affiliated with the troop, community, area or group and appointed to a volunteer role approved for handling finances.
Account signers cannot reside in the same household.
Account signers must submit the Girl Scout Bank Account Record online form to River Valleys when opening a new bank account.
Girl Scout bank accounts must never be used to hold personal funds or for making personal purchases.
All Girl Scout funds must be deposited directly into a Girl Scout bank account, never a personal account.
Reimbursement from a Girl Scout bank account to a volunteer must be issued by an account co-signer. Volunteers must never issue reimbursement to themselves.
River Valleys reserves the right to audit troop, community, area, and group bank accounts and financial information without consent of the account signers at any time.
River Valleys reserves the right to process ACH (Automated Clearing House) direct electronic debits and credits to or from troop, community, area, and group accounts at any time.
Troops, communities, areas, and groups are responsible for ensuring they have sufficient funds in their account on the dates of scheduled ACH debits related to the River Valleys Cookie and Fall Product Programs. These dates and requirements are published annually by River Valleys.
Electronic payment requirements:
Use of online payment vendors such as PayPal, Venmo, Square, etc. is not allowed.
Communities and areas and other adult volunteer groups may use River Valleys-approved electronic registration and payment methods for volunteer-led events and activities.
Troops are only allowed to use approved electronic payment methods for River Valleys’ Cookie and Fall Product Programs.
See program-specific materials published annually by River Valleys.
A Finance/Inventory Issue Form must be submitted in the event of certain financial or inventory issues occurring during the River Valleys Cookie and Fall Product Programs:
All troops, communities, areas and groups are required to submit a Girl Scout Finance Report annually by June 30.
Annual funding and Cookie/Fall Product Program proceeds for communities are contingent upon Finance Report submission.
See Annual Council Issued Community/Area Funding Policy, and Cookie/Fall Product Program-specific materials published annually by River Valleys.
When a troop disbands, any/all troop bank account(s) must be closed and confirmation shared with River Valleys using the Troop Disband Form.
See Troop Disband Policy
Troops must comply with the Troop Funds Distribution Policy as they disband.
River Valleys reserves the right to close Girl Scout bank accounts when necessary, without notice or consent of the account signers. Remaining funds revert to River Valleys.
Debt Policy
As a youth-serving non-profit organization, it is the responsibility of Girl Scouts River Valleys to model fiscal responsibility and, in keeping with the Girl Scout Law, use resources wisely. The majority of the organization’s revenue is generated through the Girl Scout Cookie and Fall Product Programs, camp and program event registration, and rental of its facilities. These funds are carefully managed to provide members access to programming, well-kept facilities, training, and meaningful experiences. Any debt to the organization left unpaid impacts these opportunities. Girl Scouts River Valleys has developed the following standards and procedures to equitably manage the recovery of funds owed.
Policy Statement
Volunteers, members, or non-members may not be indebted to River Valleys. River Valleys has the authority to release, deny, or limit an individual’s participation if in violation of this policy.
Standards
River Valleys defines indebtedness as:
Checks written with insufficient funds.
Unpaid product sale proceeds owed to the organization or a troop past the specified due date.
Other amounts owed for products or services including but not limited to camp, facility rental, and program events past the specified due date.
Any debt more than $5,000 will be considered misappropriation and is subject to the Misappropriation of Girl Scout Funds Policy.
River Valleys reserves the right to take appropriate action on any debt owed to the council.
River Valleys will first attempt to collect funds owed from the responsible party(ies).
After 45 days, River Valleys may take further action, including referral to a collection agency or other steps.
Unresolved indebtedness may impact an individual’s volunteer role(s) and/or girl and member participation, including:
An individual appointed to any community or area volunteer role with debt totaling $500 or more not paid within 45 days of the specified due date will be removed from and/or denied appointment to that role(s). See Volunteer Eligibility Policy
An individual appointed to a money-managing troop volunteer role with debt totaling $500 or more not paid within 45 days of the specified due date will be removed from and/or denied appointment from that role(s). See Volunteer Eligibility Policy
Money managing troop roles include: troop leader, troop cookie/fall product manager, troop treasurer, troop family giving, and Juliette mentor.
Any adult in the indebted household is prohibited from managing Girl Scout finances and product inventory.
Any girl in the indebted household is limited to troop participation (troop cookie booths, troop door-to-door sales), or selling online with direct-shipped delivery only during product program activities and may not hold inventory.
Indebted households may not be eligible for financial assistance.
If a debt is paid in full, the member may apply or re-apply for appointment to a community/area volunteer role or money-managing troop volunteer role. Appointment or re-appointment is at the discretion of River Valleys.
Any individual who is prohibited from managing Girl Scout finances and product inventory must remove their name and authorization as a signer from all Girl Scout bank accounts within 10 business days of removal notification. This generally involves both account signers going to the bank together.
River Valleys reserves the right to place restrictions on households where the indebtedness has been discharged through a bankruptcy ruling.
River Valleys reserves the right to audit troop, community, area, and group bank accounts and financial information without consent of the account signers at any time as part of debt review and collection proceedings.
Finance case records and actions are confidential. Information pertaining to a case will be reviewed only by the Troop Finance Specialist, relevant council leaders, the Volunteer Relations Committee, and Executive Leadership.
Donations & Grants Policy
Girl Scouts of the USA and the Internal Revenue Service (IRS) have rules for how minors and nonprofits (or their related groups, such as a Girl Scout troop) can ask for and how they should report funds raised through donations or applying for grants.
Girl Scouts River Valleys is responsible for making sure its troops, communities, areas, volunteer committees, and individual Girl Scouts are raising and reporting funds in appropriate and legal ways. This policy provides guidance for Girl Scouts conducting fundraising activities that are outside of the Fall Product and Cookie Programs.
Policy Statement
Girl Scouts may ask for donations or apply for grants only if the donation or grant is consistent with rules set by Girl Scouts of the USA, Girl Scouts River Valleys, and the Internal Revenue Service (IRS), outlined in the standards below.
Standards
Asking for Donations:
Girl Scouts may not ask for donations of money (including cash, checks, digital currency, or gift cards, except as allowed during River Valleys’ Fall Product and Cookie Programs (e.g., promoting and accepting money from customers to be used for the Cookie Care or Care to Share Programs).
Asking for Other Forms of Support:
Girl Scouts are allowed to approach small local businesses or organizations for donations of supplies, services, or volunteer time. These kinds of donations are called “in-kind donations.”
When approaching a small business or organization for an in-kind donation, the youth(s) must be present to speak about their goals and plans for what they are funding, but an adult must formally ask for the donation.
Girl Scouts cannot approach large corporations (e.g., Target, Walmart, Cub Foods) for any type of donation, including in-kind.
For in-kind donations or donated gift cards worth $250 or more, troops must submit a Donation Form to River Valleys, but do not need to submit the actual donation.
There are some situations where Girl Scouts may accept a cash donation:
A Girl Scout requests an in-kind donation from a business or organization, and the business or organization offers a cash donation instead.
An unsolicited (not asked for) cash donation is offered.
To ensure compliance with IRS guidelines, any single donation of money (including cash, checks, digital currency) in an amount of $250 or more must be processed through River Valleys’ finance department by submitting the Donation Form. Once processed, the full amount will be returned.
Asking for Support for Other Organizations:
Girl Scouts may not ask for donations for or raise funds on behalf of another organization. See policy: Fundraising for Other Organizations
Applying for Grants
Girl Scouts may apply for grants from other organizations, with a maximum allowed amount of $500.
The person applying for the grant must request and receive approval from River Valleys prior to applying.
To request approval, email girlscouts@girlscoutsrv.org with grant information and a description of what the money will be used for.
Submit the approval requests at least 30 days before the grant application due date to ensure adequate time for follow-up.
River Valleys staff will follow up with the approval/denial decision and next steps.
To ensure compliance with IRS guidelines, grant awards of $250 or more must be processed through River Valleys. Once processed, the full grant amount will be returned.
See Money-Earning Policy
Fundraising for Other Organizations Policy
Girl Scouts River Valleys is a 501c3 nonprofit organization. Raising funds for or on behalf of other organizations puts our own nonprofit status at risk. The tax regulations for this can be complicated and have negative consequences, and with Girl Scouts River Valleys’ large number of troops and broad geographical jurisdiction, it’s safer for the organization to not allow this type of fundraising.
Policy Statement
Girl Scouts are not allowed to raise funds or ask for donations for or on behalf of other organizations when acting as official representatives of Girl Scouts (wearing uniform, sash, vest, or pins, or participating in a Girl Scout activity).
Fundraising for another organization includes activities such as walkathons, donation collecting activities like holiday bell ringing, or any other fundraising that directly benefits another organization.
Standards
Girl Scouts may support other organizations by:
Collecting in-kind (goods, services, or volunteer time) donations for or on behalf of another organization such as coordinating or participating in food, clothing, or toy drives.
Volunteering for other organizations as community service or supporting them through Take Action projects.
Contributing a portion of their Girl Scout funds to organizations or projects they are passionate about.
This includes Girl Scouts making donations of cookies or troop funds to organizations they support as part of the Cookie Care or Care to Share programs, which are part of the Cookie Program.
See Money Earning Policy and Donations & Grant Policy.
Juliette Girl Scout Money Management Policy
In accordance with the Internal Revenue Service and Girl Scouts of the USA, Juliette Girl Scouts are not allowed to have bank accounts or hold cash. Therefore, Juliette Girl Scouts may hold funds in the form of council issued Juliette Program Credits.
Standards
Juliette Program Credits (JPCs) are issued and redeemed at the discretion of River Valleys.
JPCs are issued for proceeds earned in the Cookie or Fall Product sales, for funds raised from other Girl Scout money-earning activities, or as a result of a girl leaving a troop to participate as a Juliette (see Troop Funds Distribution Policy).
The Juliette Program Credit Deposit Sheet (PDF) must be submitted in order to be issued JPCs for money-earning activities or funds from a former troop.
Between December 2020 and December 2022, JPC’s were issued as a Program Credit via email. Starting in 2023 JPC’s will be issued in a physical card form.
Paper JPCs cannot be replaced for any reason and cannot be exchanged for cash.
It is the responsibility of each Juliette Girl Scout, along with her mentor, to manage her own JPCs. They are not individually tracked by River Valleys.
Approved JPC uses:
River Valleys resident camp sessions
Council-approved day camps and official community or area encampments
Council-sponsored program events
Girl Scout shops and trading posts, including the mobile shop
GSUSA membership dues and lifetime membership
GSUSA Destinations travel
Council-approved Cadette, Senior, and Ambassador extended Girl Scout trips
Girl Scout-related field trips or activities (girl and one adult chaperone)
Completed Girl Scout Bronze Award projects
Approved and completed Girl Scout Silver Award and Girl Scout Gold Award projects
Paper JPCs and/or Program Credit Card Number must be submitted at the time of payment for council-sponsored camp/program event registration, membership dues, or in council shops/trading posts. Change will not be issued. Any refunds will be issued in the form of JPCs or gift certificates.
For other approved uses, a fully completed Cookie Credits, Fall FUNds, and Juliette Program Credit Reimbursement Form is required.
Include with the form for reimbursement:
Paper JPCs and/or Program Credit Card Number
Copies of receipts/supporting documentation for all expenses.
Misappropriation of Girl Scout Funds Policy
Misappropriation of Girl Scout funds is strictly prohibited. River Valleys reserves the right to pursue collection efforts, remove a volunteer or member found to be misappropriating funds, and/or prosecute to the fullest extent allowable by law. River Valleys reserves the right to remove volunteers for non-compliance/no response to suspected misappropriation inquiries.
Standards
Examples of misappropriation of Girl Scout funds include, but are not limited to:
Using Girl Scout funds for personal use
Girl Scout account funds spent without group approval (troop, community/area, etc.)
Self-reimbursement
Funds not benefitting the whole troop/group
Theft/embezzlement
Non-Girl Scout related purchases
Co-mingling Girl Scout funds with personal funds
Girl Scouts River Valleys reserves the right to immediately suspend a volunteer if River Valleys has reason to suspect misappropriation of Girl Scout funds. Evidence of misappropriation will result in immediate removal of the volunteer responsible.
Once the volunteer responsible is removed from their volunteer role, they must remove their name and authorization as a signer from all Girl Scout bank accounts within 10 business days.
This generally involves both account signers going to the bank together.
The individual is required to pay back misappropriated funds in full to River Valleys within 10 business days.
After 10 business days, unpaid funds of any amount will be sent to a collections agency, and/or will be subject to any and all applicable legal action.
Removal is final and binding; a removed volunteer is not eligible for re-appointment.
All adults in the removed individual’s household are prohibited from managing Girl Scout funds (e.g., signer on a Girl Scout accounts, troop cookie manager, holding product program inventory, etc.)
All girl members in the removed individual’s household will have limits on their participation in product sales and are restricted to troop booth sales only for the cookie sale.
For girl and adult members in the removed individual’s household:
Requests for financial assistance may be denied without opportunity for appeal.
Registration balance(s) for camp sessions and program events are required to be paid in full 30 days prior to the first scheduled date of participation. Failure to pay in full within this timeframe will result in automatic cancellation of registration.
Actions, decisions, and records relating to misuse of funds and steps taken are confidential. Information pertaining to a case will be reviewed only by relevant department staff, the Volunteer Relations Committee, Executive Leadership, legal representation, and applicable authorities.
Money-Earning Policy
River Valleys members are required to follow all money-earning requirements set forth by River Valleys, Girl Scouts of the USA, and any applicable local, state or federal laws governing members of a 501(c)(3) non-profit organization.
Standards
“Money-earning” refers to activities planned and carried out by girls, in partnership with adults, to earn money for their troop or Silver and Gold Award projects following a planned budget.
100% of proceeds from any money-earning activity must go to the troop and may not be split with any other organization or entity.
Funds earned are not to be retained by individuals as their property.
Girls registered as Juliette Girl Scouts may hold funds individually in the form of Juliette Program Credits. See Juliette Money Management Policy.
See Girl Scout Banking & Money Management Policy
Only girl members can participate in money-earning activities, with appropriate adult supervision. Adults cannot earn money for or on behalf of Girl Scouts.
Permission must be obtained from a girl’s parent or guardian before she participates in troop money-earning activities, including council-sponsored product programs.
Supervising adults are required to be familiar with applicable safety considerations found in Volunteer Essentials, and Safety Activity Checkpoints (PDF).
River Valleys’ Fall Product (Snacks & Magazines) and Cookie Programs are the primary money-earning activities for Girl Scout troops and Juliettes. All other money-earning activities are considered supplemental.
Supplemental money-earning activities can only take place outside the dates of River Valleys’ Fall Product and Cookie Programs, except where provided by River Valleys in program-specific guidelines (such as Silver and Gold Award Guidelines). Dates for these programs are established annually by River Valleys and are communicated to troops and Juliette Girl Scouts.
Communities and areas cannot retain funds earned from supplemental money-earning activities. A community or area can support and assist in planning, but all money earned must benefit troops or Juliette Girl Scouts.
All money-earning methods employed by Girl Scouts must be in keeping with the Girl Scout mission, Promise, and Law, be suited to the age and abilities of the girls planning and conducting the activity, and must follow applicable Safety Activity Checkpoints (PDF) standards. Allowed money-earning methods are further governed by these specific standards:
Solicitation, donations, and fundraising
In accordance with Girl Scouts of the USA, Girl Scouts are not allowed to solicit donations of money (including cash, checks, digital currency, or gift cards), or raise funds for or on behalf of other organizations, except as provided by River Valleys as part of the Fall Product and Cookie Programs.
Online
Online sales and marketing for any Girl Scout troop/group money-earning activities may not be conducted by individual girls, parents, or other adults except as provided for River Valleys council-sponsored Fall Product and Cookie Programs.
Crowd-funding sites such as Kickstarter, Go Fund Me, etc., including those provided by social media platforms such as Facebook, are not allowed.
Commercial products or businesses
Girl Scouts cannot take orders for, sell, or endorse commercial products or businesses of any kind.
Food
Troops conducting money earning activities involving food must follow applicable state and/or county food safety requirements, up to and including purchasing a food license where required.
Games of chance
Any activity that could be considered a game of chance (raffles, contests, bingo, etc.) must be conducted in compliance with all local and state laws. It is the troop or group’s responsibility to obtain all relevant permits and ensure full compliance. Applicable laws and requirements are determined by individual states. Listed below are departments in each state under River Valleys’ jurisdiction that govern games of chance activities:
State of Minnesota: Minnesota Gambling Control Board
State of Wisconsin: Office of Charitable Gaming – Department of Administration
State of Iowa: Social and Charitable Gambling Unit – Iowa Department of Inspections and Appeals
Please contact the appropriate authorities to understand state laws and determine your responsibilities for permits and reporting.
River Valleys reserves the right to audit money-earning activities and restrict/revoke money-earning privileges.
Troop Funds Distribution Policy
“Troop funds” refers to any money earned by members of a Girl Scout troop. All troop funds belong to the whole troop, even if one or a few members raised all or most of the funds from the Cookie or Fall Product Programs, or any other means of fundraising. When a troop ends or dissolves (disbands) or its membership changes, there are often many questions about what to do with troop funds. This policy explains the allowed options for distributing those funds.
Policy Statement
All funds raised by members of a Girl Scout troop belong to the troop, not to individual members, and are to be used for Girl Scout activities only. The troop decides together how the money is used, including how it is distributed if something changes (e.g., members leaving, two or more troops merging into one, or one existing troop splitting into two or more).
Individual rewards such as Cookie Credits, Fall Funds, Electronic Program Credits, Juliette Program Credits, and reward items belong to individual Girl Scouts.
Standards:
Transfers: When a Girl Scout transfers to another troop, their original troop may decide to donate an equal amount of money to the new troop (e.g., in a troop of 10, 10% of the troop’s funds would be donated to the Girl Scout’s new troop).
This is at the original troop’s discretion.
This also applies if someone becomes a solo Juliette Girl Scout (also called an Individually Registered Girl or IRG), or if a solo Girl Scout joins an existing troop. See guidance and requirements in the Juliette Girl Scout Money Management Policy.
If a Girl Scout transfers to a new troop during the Cookie or Fall Product Program timeframes, their funds and sales numbers remain with the original troop until the program ends. At that time, the original troop decides as a group how funds will be distributed.
Troop splits: When a troop splits into two or more, the funds are divided between the two (or more) troops equal to the number of girls in each new troop.
For example: A troop of ten girls splits into two troops of six girls and four girls. The troop of six takes 60% of funds from the original troop, and the troop of four takes 40%.
Troops merge: When two or more troops merge, the funds in their troop bank accounts are to be combined.
Troop disband: When a troop disbands (ends or dissolves), the troop members decide how remaining funds are disbursed or spent, using River Valleys guidance.
Review the Troop Disband Policy, Banking and Money Management Policy and Troop Disband Form for full details and requirements.
Transferring money between troops should be completed by check, cashier’s check, or money order. If your troop(s) needs assistance transferring money, please contact us.
Confidentiality Policy
It is the responsibility of River Valleys employees, contractors, vendors, volunteers, or anyone else with access to maintain the confidentiality of all proprietary, privileged, or sensitive information (confidential information) to which they are exposed while serving in their role—whether this information involves a staff person, volunteer, girl, or River Valleys business in general.
Standards
Confidential information is defined as any non-public information or communication (printed or electronic) that contains personally identifiable information about River Valleys members, donors, or staff; information that could potentially identify River Valleys members, donors, or staff; and any information or communication that is marked or otherwise identified as confidential by River Valleys or Girl Scouts of the USA.
River Valleys employees, contractors, vendors, volunteers, or anyone else with access are prohibited from discussing or sharing confidential information with unauthorized individuals.
Authorized individual is defined as a person with legitimate reason to access confidential information relevant to their role on behalf of River Valleys.
Examples of authorized individuals include but are not limited to staff, individuals appointed to a community, area, troop, or council-sponsored committee volunteer role, program partners, and contracted vendors.
Failure to comply with this policy and its standards will result in consequences up to and including termination of employment, removal from Girl Scout volunteer roles, termination of contract(s), and possible legal action under local, state, and federal laws.
Data Governance Policy
Girl Scouts River Valleys is the sole proprietor and governing body of its data. River Valleys’ member, donor, and employee data is essential to its successful operation and integrity, and is held in the utmost regard. It is the responsibility of River Valleys employees, contractors, vendors, volunteers, or anyone with access to data, whether electronic or printed, to comply with this policy and its standards.
Other Girl Scout data owned by Girl Scouts of the USA is separate from River Valleys and is governed by the policies of Girl Scouts of the USA.
Standards
Definition of data:
Personally identifiable information gathered, accessed, stored, or exported from Girl Scout systems.
Personally identifiable information gathered, accessed, stored, or exported by anyone operating in an official role or other Girl Scout capacity.
Information including but not limited to names, email addresses, phone numbers, participation information, demographics, eligibility for financial assistance, volunteer eligibility, any other personally identifiable information.
This list is at the discretion of River Valleys and is subject to change without notice.
River Valleys data are distributed, accessed, stored, transmitted, and disposed of securely. River Valleys takes necessary measures to keep its data secure, including but not limited to complying with or exceeding industry standards regarding all systems used to manage member, former member, participant, donor, business or program partner, vendor, and employee data.
See other actions outlined in Data Security Policy and Privacy Policy.
River Valleys strives to keep its member data accurate and conducts regular and periodic quality assurance checks to improve data integrity.
River Valleys employees, contractors, vendors, volunteers, or anyone with access to data are responsible for ensuring compliance with this policy by anyone they provide data access to.
Data collected by program or business partners or vendors directly (e.g. registration for partner-led program events) are subject to the policies of that organization. River Valleys is not responsible for data collected by its program or business partners or vendors.
River Valleys data management and security policies are overseen by a Data Governance Team, which is managed by an appointed Chief Data Officer.
River Valleys complies with record retention guidelines as defined by Girl Scouts of the USA. These guidelines are periodically reviewed and approved by the Board of Directors.
Failure to comply will result in consequences up to and including termination of employment, removal from Girl Scout volunteer roles, termination of contract(s), and possible legal action under local, state, and federal laws.
Data Security Policy
River Valleys takes the security of personal data seriously. It is the responsibility of River Valleys employees, contractors, vendors, volunteers, or anyone with access to data and personally identifiable information to keep it protected.
Standards
Definition of information to be secured:
Personally identifiable information accessed or exported from Girl Scout systems.
Names, email addresses, phone numbers, or any other personally identifiable information.
Data including but not limited to participation information, demographics, eligibility for financial assistance, volunteer eligibility, and anything River Valleys deems confidential.
River Valleys reserves the right to define compliant security measures for data and personally identifiable information.
Definition of compliant security measures will be provided to all parties included in this policy.
Unauthorized release, sharing, or disclosure of data or personally identifiable information is prohibited.
Printed and electronic materials that include data or personally identifiable information must be secured by an authorized individual at all times.
Authorized individual is defined as a person with legitimate reason to access confidential data and/or personally identifiable information on behalf of River Valleys.
Examples of authorized individuals include but are not limited to staff, individuals appointed to a community, area, troop, or council-sponsored committee volunteer role, program partners, and contracted vendors.
Individuals appointed to any community, area or troop volunteer role that involves accessing data requiring security must agree to keep data and personally identifiable information secure in accordance with the position description acknowledged upon assuming that role.
Prior to the end of their term, individuals ending a volunteer role must return (to an authorized individual holding a relevant role) all printed and electronic materials containing data or personally identifiable information no longer relevant to any volunteer role(s) currently held.
Printed materials that include personally identifiable information are to be stored in a secure location.
River Valleys must be notified immediately if printed materials or a device(s) containing data or personally identifiable information are lost, stolen, or otherwise compromised.
Individuals who become aware of data or personally identifiable information being shared with unauthorized individuals should notify River Valleys immediately.
Failure to comply with this policy and its standards will result in consequences up to and including termination of employment, removal from Girl Scout volunteer roles, and possible legal action under local, state, and federal laws.
Arrival & Departure Times Policy
All groups using River Valleys properties or facilities are required to adhere to the arrival and departure times specified in their reservation confirmation.
Standards
Standard arrival time for overnight reservations is no earlier than 4:00pm on the first day of the reservation.
Standard departure time for overnight reservations is no later than 2:00pm on the last day of the reservation.
Early arrival and late departure require renting the facility the night before or after.
Arrival and departure times for meeting space and other approved day use (where available) will be agreed upon with River Valleys at the time of reserving.
Weapons Policy
Girl Scouts River Valleys strictly prohibits possession of any form of weapons or explosives restricted by local, state, or federal law at any time while engaging in Girl Scout activities or programs, or while on any River Valleys properties. Exempted from this policy are Law Enforcement Personnel when acting in a professional capacity.
Standards
Pocketknives, kitchen knives, hatchets used for cutting wood, archery equipment, and other such tools are allowed under adult supervision and with proper instruction.
Anyone using archery equipment on River Valleys property must follow all Girl Scout Safety Activity Checkpoints, including having an archery instructor trained by River Valleys or who holds a current certification from USA Archery or an equivalent organization.
Permission must be obtained from River Valleys for any weapons-related programs.
Illegal Drug & Use Tobacco Products Policy
River Valleys is a 100% tobacco and illegal substance-free environment. Smoking, use of other tobacco products, and illegal substance use or possession are not permitted on River Valleys properties. This includes the use of electronic cigarettes or vaporizers.
Standards
Smoking or use of other tobacco products is not permitted in or around River Valleys buildings or grounds. This includes inside personal vehicles in any parking lot.
Anyone wishing to smoke or use other tobacco products, including electronic cigarettes or vaporizers, must do so outside the perimeter of the property.
River Valleys will not tolerate any use or possession of illegal substances on its properties.
Service Centers & Edith Mayo Program Center Policy
Current River Valleys Girl Scout members (troops, communities, areas, volunteer groups) may use designated areas in River Valleys service centers, free of charge and based on availability, for Girl Scout activities or events.
Standards
River Valleys service centers (St. Paul, Brooklyn Center, and Mankato) and the Edith Mayo Program Center are limited to day use only. No overnights are allowed.
Anyone using a service center for a meeting or event must comply with all posted or otherwise communicated rules and guidelines, including completing a cleaning checklist for all rooms used.
No group may occupy a service center between the hours of 10:00pm and 6:00am.
Girls must be under adult supervision at all times.
Individuals are prohibited from entering employee office spaces.
Noise on patios and in other outside spaces should be kept to a speaking level after dark out of respect for neighboring houses and businesses.
See Kitchen Use & Food Preparation Policy
Trespassing Policy
No person is allowed on River Valleys property without permission, express or implied, as defined by River Valleys.
Standards
Individuals trespassing on River Valleys property will be asked to leave or removed. Failure to comply will result in involvement of law enforcement.
Express permission:
Individuals with a facility reservation, during the reserved period.
Girls and adults registered for a council-sponsored program event or camp session.
Someone who has received permission from River Valleys to be at a facility during a specific period of time for a specific reason (e.g. building contractors).
Implied permission:
Current background-checked adult Girl Scout members who are involved with the troop, community or area using the facility or property.
Individuals affiliated with a group that has a facility reservation, during the reserved period.
Parents/guardians who are chaperoning a minor.
Adults picking up or dropping off youth during a designated or previously agreed upon timeframe.
Pets Policy
Pets are not allowed on River Valleys properties, with the exception of service animals*.
*Service animals are defined as dogs that are individually trained to do work or perform tasks for people with disabilities. (Source: https://www.ada.gov/service_animals_2010.htm)
Girl Scout Use Policy
A troop, community, area, or volunteer group made up of current Girl Scout members in good standing may rent River Valleys properties and facilities, based on availability, for Girl Scout activities or events at a rate specified by River Valleys.
Standards
Girl Scout groups are required to follow all current policies and guidelines listed on the River Valleys website and any other policies communicated by mail, email, or through the online reservation system.
Girl Scout groups are required to follow any applicable Safety Activity Checkpoints (PDF).
Girl Scout groups are responsible for purchasing additional insurance if any non-members will be present at their event and providing proof upon request.
All provided items (kitchen items, mattresses, furniture, cots, etc.) must be left in their original condition and location.
Groups are responsible for all set-up and clean-up and are subject to additional fees, at River Valleys’ discretion, for any damage to buildings or property.
Quiet hours at all River Valleys facilities span from 10:00 p.m.- 7:00 a.m. During this time rental groups must keep loud activities inside and should not exceed a volume of regular speaking voices outside.
Activities that could damage the property or its facilities, harm the natural beauty of the site, or disturb others are strictly prohibited.
Alcohol is not permitted on River Valleys property unless express permission and a written permit are obtained. Alcohol is never permitted for any event where Girl Scout programming or activities are delivered. Full alcohol policy is available upon request.
Non-Girl Scout Use Policy
Non-Girl Scout use of River Valleys camp properties is allowed, with permission and based on availability, at a rate specified by River Valleys.
Non-Girl Scout use is defined as any outside group not affiliated with Girl Scouts, or current Girl Scout members using the rented facility for an activity not related to Girl Scouts such as a family reunion, wedding, or family campout.
Standards
River Valleys reserves the right to deny any request to use facilities.
Non-Girl Scout groups are required to adhere to all policies listed on the River Valleys website and any other policies communicated by mail, email, or through the online reservation system when using River Valleys properties.
Use of properties must not conflict with the Girl Scout mission, Promise and Law, or programming needs, and must not harm or damage the property’s facilities or natural environment.
Activities that could damage the property or its facilities, harm the natural beauty of the site, or disturb others are strictly prohibited.
Non-Girl Scout groups using a camp for purposes of role playing games or activities, weddings, adult retreats, or those planning activities that may be disruptive or inappropriate for Girl Scout troops to be around are required to rent the entire camp.
All non-Girl Scout rental groups will be required to sign a Property Rental Agreement prior to their rental date that includes proof of at least $1,000,000 liability insurance with River Valleys listed as an additional insured.
All provided items (kitchen items, mattresses, furniture, cots, etc.) must be left in their original condition and location.
Groups are responsible for all set-up and clean-up and are subject to additional fees, at River Valleys’ discretion, for any damage to buildings or property.
Quiet hours at all River Valleys facilities span from 10:00pm – 7:00am. During this time rental groups must keep loud activities inside and should not exceed a volume of regular speaking voices outside.
Alcohol is not permitted on River Valleys property unless express permission and a written permit are obtained. Alcohol is never permitted for any event where Girl Scout programming or activities are delivered. Full alcohol policy is available upon request.
Waterfront Policy
Girl Scout and non-Girl Scout users may reserve a camp waterfront for swimming or boating activities, based on season and availability, and are required to adhere to all Girl Scout standards.
Standards
Rental parties must either request and pay for a River Valleys staff lifeguard or provide their own certified lifeguard(s) for swimming.
Girl Scouts are required to follow Girl Scout Safety Activity Checkpoints.
The renting party is required to provide proof of lifeguard certification. A copy may be emailed or mailed to River Valleys and must be submitted at least 60 days prior to the rental date, or at the time of reservation if reserving less than 60 days prior to the rental date.
The waterfront will not be available until certification is provided.
Either a lifeguard with boating experience or a person certified in Small Craft Safety is required in order to use kayaks, canoes, sailboats, or rowboats, and must be present at the waterfront. The lifeguard(s)/certified Small Craft Safety person(s) are not allowed to participate in recreational waterfront activities while supervising.
One certified lifeguard is required for every 25 people for swimming (including paddle boarding) as well as one adult per every 10 swimmers to act as a watcher.
Lifeguards and individuals certified in Small Craft Safety must be at least 16 years of age, with at least one certified person present who is 18 or older.
River Valleys staff will have control of the waterfront during any use by rental groups during the summer camp season (June-August). Renting parties must request and pay for River Valleys staff lifeguards during this time.
Cancellations & Refunds Policy
River Valleys reserves the right to define rental cancellation and refund parameters for council properties and facilities, which are subject to change.
Standards
Reservations can be cancelled by the customer up until 6 months before the rental date for full refund of any deposit or balance paid.
This includes changes to existing reservations that involve reducing the number of facilities rented.
Cancellations are accepted by phone, in writing, or in person.
If all or a portion of a reservation is cancelled between 6 and 2 months (60 days) before the rental date, the 20% deposit for all cancelled portions of the reservation is non-refundable.
All deposit and balance payments are non-refundable after the 60-day cancellation requirement and the full balance is due.
Approved refunds will be issued to the primary contact on the reservation unless otherwise requested by that individual.
Refunds will be processed in the form of credit/debit card reimbursement whenever possible. When this is not possible, refunds are issued as a check.
Multiple Groups at Camp Policy
River Valleys properties may be used by more than one group at a time. Parties wishing to have private use of a camp must rent the entire camp, including all of its seasonally available facilities.
Standards
When there are multiple groups at a camp during the same period of time, the expectation is that all parties present will be courteous and mindful of others and shared spaces.
Renting parties are expected to adhere to their reserved times for activity areas, observe quiet hours, and be respectful of other groups’ time and space.
Safety & Emergencies Policy
All groups or individuals using Girl Scout facilities are required to adequately plan for safety and have an emergency plan in place during their period of use, up to and including cancellation of their event.
Standards
All groups are responsible for providing their own emergency care and transportation or contacting 911 in case of emergency.
Girl Scout use groups are required to:
Follow all applicable Safety Activity Checkpoints (PDF).
Follow the adult-to-girl ratio and male/female sleeping arrangement guidelines outlined in Safety Activity Checkpoints (PDF), and are recommended to have at least one adult on-site that has current CPR and first aid certification from a nationally recognized provider appropriate to the ages of participants in the group.
Have the responsible party fill out an accident/incident report if any accidents or emergencies occur and submit to River Valleys. Paper copies of the form are available in first aid kits, electronic format is available on the River Valleys volunteer website.
Facility Closure Policy
River Valleys reserves the right to close a facility or property and cancel any reservations due to severe weather or other safety concerns.
Standards
Weather-related closure decisions will take into consideration current or predicted conditions (e.g. inclement weather, power outage, flooding, etc.), school closures, and road closures specific to the geographic area of the facility.
Parties with facilities reserved on the date of a camp closure will be notified as soon as possible and will receive a full refund for all missed days.
Reservation Deposit & Payment Policy
River Valleys reserves the right to define rental deposit and payment parameters for council properties and facilities, which are subject to change.
Standards
A deposit of 20% of the total balance is due at the time of reservation.
Full payment is due 60 days prior to the rental date.
If a reservation is made within 60 days of the rental date, the full balance is due at the time of reservation.
The person whose name appears on the reservation is the primary contact and is responsible for payment. This person is responsible for notifying River Valleys if the primary contact changes.
Other members of the group are allowed to make payments.
Payments can be made online in ActiveNet, by phone, check/cash, or Juliette Program Credits.
Cookie Credits and Fall FUNds cannot be used to pay facility rental fees.
See Cancellations and Refunds Policy
Kitchen Use & Food Preparation Policy
All parties using River Valleys facilities are required to follow all council kitchen standards.
Standards
Reserving parties may only use the kitchen(s) in the building(s) they have rented.
Groups running individual girl events (ex: not attending as a troop) are prohibited from preparing food for paid participants in non-commercial kitchens on River Valleys properties. The following kitchens are classified as commercial:
Camp Lakamaga dining hall
Camp Elk River dining hall
Camp Singing Hills dining hall
Camp Northwoods Thunderbird Lodge dining hall
Upper Level commercial kitchen at Edith Mayo: please inquire with River Valleys for terms of use.
Parties renting a dining hall who wish to use the commercial-grade kitchen must attend kitchen orientation with Program or Property staff prior to their reservation.
It is recommended that at least one person from each group using a commercial kitchen complete the $15 online ServSafe training before using the kitchen to encourage food safety.
A troop or other small group staying overnight in a cabin, tent, or troop house may use the kitchen in the space they have rented to prepare food for their group following all Girl Scout safety guidelines found in the River Valleys Girls Cook In self-study training, and any applicable Safety Activity Checkpoints (PDF).
Small overnight groups of 30 or fewer, including those associated with a paid program, are allowed to prepare meals for themselves using any River Valleys facility kitchen, as long as no paid participants are included.
Troops attending troop based events, such as community/area events and encampments, may plan and prepare food for themselves in non-commercial kitchens on River Valleys properties.
Any group preparing food in a commercial camp kitchen, or small overnight groups associated with a paid program, are required to have a kitchen manager trained in food safety, and are required to follow all food safety standards and practices outlined in the River Valleys Kitchen Manual and Cooking Guidelines (PDF).
Outdoor campfire cooking by participants associated with a paid program (such as a volunteer-led Day Camp) as an activity is allowed, but no food may be prepped (ex: cutting or heating) indoors. Food may be divided and portioned out to send to individual units for outdoor cooking.
Outdoor cooking is not considered food service because girls prepare and cook their own food as an activity.
Catered food is allowed, as well as bag lunches brought by campers from home.
Snacks not requiring preparation, such as whole fruits and vegetables and packaged snacks, are allowed.
Failure to comply with these standards will jeopardize the ability to rent River Valleys facilities in the future.
Accident/Incident Reporting Policy
In the event of an accident/incident involving a child or non-staff adult participant at a Girl Scout activity, the responsible volunteer or staff member must follow all established procedures for obtaining medical assistance and reporting the accident/incident.
Standards
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An Accident/Incident Report Form should be completed and submitted to River Valleys within 24 hours of the accident/incident.
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Girl Scouts River Valleys must verify that the claim is for a Girl Scout-related accident or illness.
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Girl Scout members, or non-members (when additional non-member Mutual of Omaha insurance coverage was purchased): If the accident/incident resulted in medical attention, the injured party can submit a Mutual of Omaha Claim Form (PDF).
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An individual who is unsure about their coverage may contact River Valleys and speak to Property Management.
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Non-members participating in a Girl Scout event where non-member insurance was not purchased are not eligible to file a claim.
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Accidents/incidents involving River Valleys staff are not covered here and should refer to HR policies.
Community/Area Leader Term Limit Policy
The number of years an individual may be appointed to the volunteer role of community/area leader is subject to a term limit.
Standards
Individuals are appointed to the community/area leader role on an annual basis by River Valleys staff, with a maximum term of three years.
The term limit applies regardless of ability to find a replacement at the end of a term.
The term limit applies to the role of community/area leader only. Individuals may hold other volunteer roles after the completion of their term.
A community/area leader who has reached her or his term limit may be eligible for appointment again after at least three years.
Individuals may be removed before the end of their term at the discretion of River Valleys.
Community/Area Volunteer Appointment Policy
Council appointment is required for an individual to serve in a community/area volunteer role. Appointment is at the discretion of River Valleys.
Standards
Individuals are appointed to community/area volunteer roles on an annual basis.
Annual appointments run through September 30.
Individuals are appointed to community/area volunteer roles by River Valleys staff.
Term limits, if applicable, are outlined in each position description.
Individuals seeking appointment or reappointment must meet and maintain all qualifications and requirements of their intended role as outlined the role description:
Current adult member in good standing.
Completion of River Valleys volunteer onboarding process, including background check.
Practice welcoming and inclusive behavior toward people regardless of age, race, religion, ethnicity, sexual orientation, gender identity, socioeconomic status, national origin, or physical, social, emotional, or developmental ability.
Commitment to speak and act in a manner consistent with the Girl Scout Mission, Promise, and Law.
Reappointment to a community/area volunteer role is contingent on ability to perform key duties, successful completion of position responsibilities, and willingness to actively contribute to a positive organizational culture.
An individual may resign their appointed community/area volunteer role at any time.
Individuals may be released from a community/area volunteer role at any time at the discretion of River Valleys staff.
River Valleys staff will notify individuals of appointment, reappointment, nonappointment, or non-reappointment.
All decisions regarding community/area volunteer appointment will follow a consistent review process, taking into consideration the best interest of girl members, other volunteers in the community/area, Girl Scout families, River Valleys, and the Girl Scout Movement.
Appointment related decisions are final.
Ownership of Assets Policy
Assets, including property, that are received in the name of and for the benefit of Girl Scouting must be held and authorized by River Valleys.
Standards
River Valleys defines an asset as an individual item valued at $500 or greater (whether purchased or donated).
Such assets are the property of and are administered by River Valleys, not individuals, troops, communities, areas, or groups (such as communities/areas working in cooperation).
River Valleys individual members, troops, communities, areas, or groups may own individual items valued at less than $500 without express authorization of the council.
Regardless of value, ownership of anything that requires a license or registration, such as vehicles, boats, or trailers is prohibited.
River Valleys is not responsible for loss or damage of property or items owned by communities, areas, troops, individual members, or groups.
Communities, areas and troops may be required to include an inventory list of all owned items as part of their annual finance reporting.
River Valleys reserves the right to further define parameters for ownership of items, regardless of value, in the name of and for the benefit of Girl Scouting.
Policy violations will be addressed by River Valleys staff on an individual basis.
Community/Area Event Electronic Registration and Payment Policy
Communities and areas may use Girl Scouts River Valleys-approved electronic registration and payment methods for volunteer-led events and activities.
Standards
Only council vetted and approved electronic registration and payment methods may be used to collect information and/or payment for community/area events and activities.
River Valleys provides approval of registration/payment options, but will not provide technical support.
Communities/areas initiate and manage their own business relationship with the chosen approved vendor, including but not limited to data and financial management.
All events should be set up as “private” in the chosen online registration management system. This is to limit events from being visible in a public search online on the registration system’s website.
Communities/areas may not pass any fees from their chosen system to the customer directly.
When applicable, communities/areas must use the “absorb fees” setting when establishing prices in the online registration management system.
This cost can be built into the budget and included in the registration fee, but may not be selected as automatic when setting up an event in the system.
The following vendors are approved by River Valleys for electronic registration and payment for volunteer-led events and activities:
PayAnywhere (electronic payment)
Eventbrite (online event registration and payment management)
Ticketbud (online event registration and payment management)
RegFox (online registration and payment management)
Stripe via Rallyhood (Rallyhood’s online registration tool uses Stripe for payment management)
Stripe is only approved for use through Rallyhood. To use this registration and payment tool, access and complete the setup process through a Rally. See Rally setup instructions.
Troop Disband Policy
Troop Leaders must follow River Valleys procedures regarding troop disbandment.
Standards
Troop leaders must inform River Valleys of the decision to disband a troop when that decision is made.
River Valleys will communicate with members of a troop known to be disbanding or disbanded in regard to future participation options and follow-up tasks.
A troop leader must submit a Troop Disband Form, along with confirmation of closure/$0 balance of any/all troop bank account(s) within 30 days of the last troop activity as registered girl members.
Troops must comply with the Troop Funds Distribution Policy as they disband.
River Valleys may determine a troop is inactive when there are no active members, even if they have not formally notified River Valleys of disband.
When a Troop Disband Form is received, the troop number cannot be reused. Inactive troop numbers may be reinstated at the discretion of River Valleys.
Volunteer Eligibility Policy
Volunteers deliver the Girl Scout experience and are relied on to provide a safe space for Girl Scouts to participate. They are trusted by caregivers to care for their child’s safety and wellbeing while participating in Girl Scout activities. To ensure member safety and wellbeing, River Valleys may remove volunteers who engage in conduct that it determines negatively impacts youth members and/or Girl Scouts River Valleys’ organization. If someone is told they cannot volunteer, they have a chance to appeal that decision to ensure fairness and understanding.
Policy Statement
To be a Girl Scouts River Valleys volunteer, you must:
Be a current Girl Scout member
Pass a criminal background check every three years
Fulfill the responsibilities of your volunteer role(s)
Standards
All Girl Scout volunteers must be current members of Girl Scouts of the USA.
Responsibilities of volunteer role(s) must be met.
Responsibilities vary by role.
Role-specific position descriptions can be found on the Girl Scouts River Valleys website.
Girl Scout volunteers must complete a criminal background check every three years, conducted by Girl Scouts River Valleys’ approved vendor.
A social security number is requested but is not required.
Girl Scouts River Valleys will take necessary measures to ensure that member data is secure and will pay the full cost of background checks.
The background check is a check of criminal history and does not include a credit check.
Reasons for volunteer removal, non-reappointment, or disqualification include:
Failure to complete a criminal background check, or results of criminal background check show charges and/or convictions that include sex crimes, driving under the influence, felony offenses, violent crimes, or crimes involving the use of weapons.
Registered sex offenders are not allowed to participate in Girl Scouts in any capacity.
Violation of Girl Scouts of the USA or Girl Scouts River Valleys policies.
Misuse or theft of Girl Scout funds.
Actions that put youth or adult members, volunteers, or staff at risk.
Failure to meet the responsibilities of the volunteer role, as stated in the applicable position description.
Removals are final, with the exception of a successful appeal.
Volunteers may appeal their removal within 10 days by submitting the Removal Appeal Form.
The removal will remain in effect during the appeal process.
The results of an appeal are final.
River Valleys’ records and actions regarding volunteer eligibility are available only to those with a legitimate need to know and as required by applicable law or court order.
