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Policies

All members, volunteers, families, and general public are responsible for compliance with these policies when acting as a Girl Scout or interacting with Girl Scouts of the USA, Girl Scouts of Minnesota and Wisconsin River Valleys, or any other Girl Scout council.

Girl Scouts of the USA Policies

All Girl Scout councils, members, volunteers, families, and the general public are bound by the policies set forth by Girl Scouts of the USA in its official publications when acting as a Girl Scout, or when interacting with Girl Scouts of the USA or any Girl Scout council. These policies are found in the Blue Book of Basic Documents English (PDF) or Español (PDF).

Girl Scouts River Valleys Policies

Members, volunteers, families, and the general public are further bound by the policies set forth by the Girl Scouts of Minnesota and Wisconsin River Valleys (hereinafter referred to as “River Valleys”), as set forth here. In the event the Girl Scouts of Minnesota and Wisconsin River Valleys policy provides further detail than the Girl Scouts of the USA policies, the policy of Girls Scouts of Minnesota and Wisconsin River Valleys prevails.

Applying for Grants Policy

Girl Scouts may apply for grants up to $500 with prior approval from River Valleys.

Standards

  • All grants must first be approved by River Valleys before applying.
    • Email the grant information and a description of what the money will be used for to girlscouts@girlscoutsrv.org for approval before beginning the application.
      • Submit grant 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 approval/denial and next steps.
  • If a grant is awarded, any amount over $250 must be submitted to River Valleys to first “pass through” the council for IRS compliance. Once processed, the full amount will be returned to the troop.
Background Check Policy

All River Valleys members serving in a volunteer role that involves interacting with girls, handling money, and/or having access to member data are required to pass a background check every three years.

Standards

  • The background check is defined as a check of criminal history conducted by River Valleys’ approved vendor, authorized by the member, and does not include a credit check.
  • The background check is a required component of the River Valleys’ volunteer screening procedure.
  • All prospective and returning volunteers must authorize River Valleys to perform a background check when they begin, and every three years thereafter.
  • Volunteers are asked to provide their social security number as part of the background check process. Volunteers may bypass the social security number.
  • All background check invitations and instructions are sent via email.
  • To obtain or renew a volunteer appointment, members must follow background check instructions provided by River Valleys’ approved vendor.
  • River Valleys will take necessary measures to ensure that member data is secure.
  • River Valleys pays the full cost of background checks.
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 service unit, 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.

Girls and their accompanying adults participating in cookie booths are required to follow all applicable standards set forth by Girl Scouts of the USA and River Valleys, including those found in River Valleys policies, Safety-Wise, and other information communicated by River Valleys.

  • 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.

Standards

  • All cookie booths must be approved by River Valleys, except those held at a private residence.
  • Girl and adult behavior at cookie booths and in communicating with partner organizations must be in line with the Girl Scout mission, Promise, and Law.
  • Actions by girls, adult volunteers, or parents/guardians that are not in line with the Girl Scout mission, Promise, and Law, are damaging to the Girl Scout brand, are negligent, result in loss of Cookie Program money or inventory, or are damaging to the relationship between River Valleys and its partner organizations will result in consequences up to and including removal from all River Valleys Girl Scout roles, restriction of non-member adult participation, and possible legal action.
  • All Girl Scout program grade levels may participate in cookie booths.
  • Cookie booth participation is a troop activity.
    • Cookie booths may be operated by an individual girl, but must be offered to all girls in a troop.
    • Juliette Girl Scouts are treated as a troop and may participate in cookie booths.
  • Cookie booth participation is optional; girls cannot be required to participate.
  • Girls participating in cookie booths must be easily identified as Girl Scouts by wearing a visible Girl Scout uniform or other apparel/accessories (e.g. Girl Scout buttons, hats, pins, shirts).
  • Money and product must be kept secure at all times.
  • River Valleys-secured cookie booths:
    • Cookie booth signup procedures will be set and published annually by River Valleys.
    • 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.
    • Cookie booth participants are responsible for accessing, reading, and following all rules for each specific cookie booth.
      • Special instructions and rules for specific cookie booths can be found in the baker-provided online system either as an attachment or in the notes section for that cookie booth.
    • River Valleys cannot transfer cookie booth times between troops.
  • Troop/Juliette-secured cookie booths:
    • Each troop/Juliette-secured cookie booth location and time must be approved by River Valleys. Approval is up to council discretion.
    • Troops/Juliettes 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.
    • 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/Juliettes are responsible for communicating with and obtaining permission from the cookie booth location’s management.
    • Cookie booths must be in a location that is safe for girls.
    • Cookie booths are not allowed inside businesses where girls are not legally allowed to enter alone.
    • Cookie booth participants must follow all rules specified by the booth location.
  • Girls must be under adult supervision at all times.
    • Cookie booth girl-adult ratios:
      • 1 girl: 1 adult who is either the girl’s family member or a registered and background-checked Girl Scout volunteer.
      • 2 or more girls: at least two adults, one of whom is a registered and background-checked volunteer, and at least one of whom is female.
  • Donation collection at cookie booths is only allowed for official River Valleys cookie donation programs. Donation containers must be clearly marked as allocated toward these programs.
  • Cookie samples at a cookie booth:
    • Samples can only be distributed after obtaining express permission from cookie booth location management.
    • Proper health and safety procedures must be followed.
Cookie Credits & Fall FUNds Policy

Cookie Credits and Fall FUNds are issued and redeemed at the discretion of River Valleys.

Standards

  • Cookie Credits and Fall FUNds (Credits) can be redeemed only within the printed expiration date and for approved uses.
    • Credits expire on September 15 following the calendar year they are issued.
    • An extension period of two years after the original printed expiration date is granted for council-approved Girl Scout Junior, Cadette, Senior, and Ambassador extended troop trips, as well as GSUSA lifetime memberships.
  • Girls must be active members of Girl Scouts in order to earn or redeem credits.
  • Credits are earned by girls as a reward for product sales or council-sponsored contests.
  • Credits are issued by the council only and cannot be duplicated.
  • Credits can be redeemed for the following:
    • Event fees associated with council-approved day camp and service unit-sponsored encampments
    • Council-sponsored program events and camps
    • River Valleys shops and trading posts, including the mobile shop
    • GSUSA membership dues and lifetime membership
    • GSUSA Destinations travel
    • River Valleys-approved Girl Scout Junior, Girl Scout Cadette, Girl Scout Senior, and Girl Scout Ambassador extended troop trips
    • Completed Girl Scout Bronze Award projects
    • Approved and completed Girl Scout Silver and Girl Scout Gold Award projects
  • Credits must be submitted at the time of payment for council-sponsored camp/program event registration, membership dues, or in council shops and trading posts. Change will not be issued. Any refunds will be issued in the form of Credits or gift certificates.
  • For other approved uses, a fully completed reimbursement form is required.
    • Include with the form for reimbursement:
      • Credits
      • Copies of receipts/supporting documentation for all expenses.
  • Credits will not be replaced for any reason.
Cookie Program Digital Sales & Social Media Policy

Digital sales and social media marketing related to the River Valleys Girl Scout Cookie Program must be conducted in accordance with Girl Scouts of the USA and River Valleys standards.

Standards

  • Before conducting any online Cookie Program activities, girls must read and sign the Girl Scout Internet Safety Pledge.
  • Girls may conduct Cookie Program sales activities online using the baker-provided online system as provided by Girl Scouts of the USA and River Valleys. Parameters for use of baker-provided online system:
    • Girls must only share their first name, troop number, and council name.
    • Parents/guardians must review and approve a girl’s website on the baker-provided online system before it goes live.
    • For girls under 13 years old, a parent or guardian must manage the girl’s website and be responsible for all content and information posted.
    • Parents/guardians must review and approve any pictures or videos before they are posted. For girls under 13 years old, a parent or guardian must post any pictures or videos to the girl’s website.
  • Girls are allowed to market their Cookie Program activities on social media only as specified by Girl Scouts of the USA and River Valleys. Parameters for social media marketing:
    • Girls are only allowed to advertise their participation in the Cookie Program and their online sales information on social media sites that allow them to restrict access to friends and family (e.g. Facebook), and not to social media sites open to anyone (e.g. Craigslist, Amazon, e-Bay, garage sale/Nextdoor/marketplace-type sites).
      • Girls are only allowed to share the link to their website on social media with people they or their parent(s)/guardian(s) know in real life.
      • Parents/guardians may promote their girl’s Cookie Program activities through their own personal social media following the same restrictions listed above; however, the girl must complete the sale.
    • Girls must never post their last name, address, phone number, or email address on social media, or those of any other girl.
    • Posting of videos must be done in accordance with the instructions provided by Girl Scouts of the USA and River Valleys in order to ensure security of the girl’s website on the baker-provided online system.
  • River Valleys reserves the right to require removal of any online marketing posts identified as being in violation of these standards.
  • Failure to follow these standards will result in consequences including but not limited to loss of Cookie Program participation privileges.

River Valleys reserves the right to define Cookie Program girl rewards, including type, earning requirements, distribution, and redemption.

  • Girl rewards are program-related benefits (separate from troop or Juliette Cookie Program proceeds) provided to girls participating in the Cookie Program based on sales activity.

Standards

  • Cookie Program girl rewards are issued at the discretion of River Valleys and its affiliated baker, during the time period(s) published annually by River Valleys.
  • Girl rewards must be earned and cannot be purchased.
  • Girl rewards are calculated automatically by the baker-provided online system based on the total packages allocated to the girl, at the end of that year’s Cookie Program.
    • Troops must not pool sales data among girls. Each girl’s cookie sales must be allocated individually in the online tracking system.
  • Requirements for reward earning and reward choices/options are published annually by River Valleys and are subject to change without notice.
  • Troop leaders/Juliette mentors are responsible for entering girl reward choices in the online system, managing and distributing rewards received from their service unit, ensuring timely distribution, and providing clear communication to families about pickup.
  • Service unit volunteer teams receive and distribute troop and individual girl rewards.
    • Service unit 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.
  • Girls will automatically be issued Cookie Credits if a reward choice has not been selected in the online system by the published deadline.
  • Requests regarding reward exchanges and/or errors are processed on a first come, first served basis and are not guaranteed. Some items cannot be exchanged.
  • Girl rewards in the form of Cookie Credits or coupons (such as half-off camp coupons) are subject to the conditions provided with those rewards, which may change at any time.
  • Some rewards require that girl or family balances be paid in full to their troop (or to River Valleys for Juliette Girl Scouts) before they are distributed.
  • Some rewards may be subject to further conditions communicated annually by River Valleys.

Girl Scout Cookie Program inventory (“inventory”) must be handled according to River Valleys standards.

  • Inventory is defined as packages or cases of Girl Scout cookies.

Standards

  • All inventory must be sold at the price set by River Valleys.
  • All inventory must be handled and stored properly and responsibly (e.g. dry, cool, smoke-free, pest-free, protected).
  • Household responsibilities:
    • Parents/guardians assume responsibility for the proper care and storage of all inventory received from their troop or a River Valleys Cookie Cupboard and will be held financially responsible for inventory that is lost, stolen, or damaged while in their possession.
    • Inventory that is damaged after it is received from a River Valleys Cookie Cupboard or the Initial Order is the responsibility of the household currently in possession and cannot be returned.
    • Inventory not returned to the troop by the date indicated on the Family Cookie Responsibility Form becomes the property of the household. The household is financially responsible for payment to the troop.
    • Households must submit to their troop 50% or more of money due before acquiring additional inventory.
  • Troop cookie volunteer (troop cookie manager or troop leader) responsibilities:
    • Troop cookie volunteers assume physical and financial responsibility for all inventory in their possession. This includes damaged cases or packages accepted by the troop cookie volunteer from households.
    • Troop cookie volunteers are responsible for issuing a signed receipt to families for all inventory transactions and for all money turned in.
    • Cookie cases and individual packages that are received damaged from a River Valleys Cookie Cupboard or the Initial Order may be exchanged for new cases or packages of the same variety.
    • Inventory that is damaged after it is received from a River Valleys Cookie Cupboard is the responsibility of the troop currently in possession and cannot be returned.
    • Inventory trades between troops known as “cookie swaps” are allowed with the consent of both troops and following all parameters published annually by River Valleys.
      • Troop cookie volunteers are responsible for completing a transfer electronically in the baker-provided online system for any inventory that moves between troops.
    • Inventory returns of full, bakery-sealed, unopened, undamaged cases of cookies will be accepted at River Valleys Cookie Cupboards on cookie return dates specified annually by River Valleys.
      • Cases must be in new, clean, saleable condition (e.g. no writing, odors, water damage, etc.).
      • Troops will be charged a fee of $15 for every case returned.
      • Only inventory for the current year’s Cookie Program will be accepted.
      • Some types of inventory cannot be returned. This information will be published annually by River Valleys.

Participation in River Valleys’ Girl Scout Cookie Program must be conducted according to River Valleys and Girl Scouts of the USA policies and standards, and within the timeframes published annually by River Valleys.

Standards

  • Only girls can sell cookies.
  • Participation in the Cookie Program is optional; girls cannot be required to participate and cannot be required to provide a monetary substitute to a troop.
  • All girls participating in the Cookie Program must be current Girl Scout members.
  • All girls participating in the Cookie Program must have a signed Family Cookie Responsibility Form (PDF) on file with their troop for the current year. Participation is contingent upon compliance with all requirements listed on the form.
  • Every troop with any girls participating in the Cookie Program must have a signed Troop Cookie Manager Responsibility Form (PDF) on file with their service unit for the current year.
    • For Juliette Girl Scouts: the girl’s mentor must have a Troop Cookie Manager Responsibility Form on file with their service unit.
  • Girls must be under adult supervision at all times when participating in Cookie Program activities.
    • Adult-to-girl ratios must follow Safety-Wise requirements unless otherwise specified by River Valleys.
  • Girls participating in River Valleys’ Cookie Program and their supervising adults are required to comply with all dates and guidelines published annually by River Valleys and communicated either in hard copy or electronically.
  • A girl’s household is responsible for her product inventory and will be held liable for any lost or damaged product or money.
  • Actions by adult volunteers or parents/guardians that are not in line with the Girl Scout mission, Promise, and Law, are damaging to the Girl Scout brand, are negligent, result in loss of Cookie Program money or product, or are damaging to the relationship between River Valleys and its partner organizations will result in consequences up to and including removal from all River Valleys Girl Scout roles and possible legal action.
  • The money raised by girls in a troop setting, including the Cookie Program, is the property of the troop.
  • In the event of a girl transferring to a different troop during the Cookie Program timeframe, see policy: Troop Funds Distribution.
  • Participation in the Cookie Program may be restricted due to household debt owed to River Valleys.
  • Participation may be further restricted at the discretion of River Valleys.
  • Failure to follow policies and standards will result in restriction or loss of household Cookie Program participation privileges, as well as consequences up to and including removal from all River Valleys Girl Scout roles and possible legal action.
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.
  • 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 service unit, troop, or council-sponsored committee volunteer role, program partners, and contracted vendors.
    • Individuals appointed to any service unit 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.
Definition of a Volunteer Policy

All adults who work directly with girls, manage Girl Scout (council, service unit, or troop) finances, and/or perform tasks in support of Girl Scouts must register as Girl Scout members and must be appointed to a River Valleys volunteer role.

Standards

  • Any adult may register as a member of Girl Scouts of the USA.
  • Girl Scouts adult members who wish to perform any of the above defined activities must be appointed to a River Valleys volunteer role.
  • Prior to appointment, prospective volunteers must comply with screening policies and training as required by their role.
  • Appointed volunteers must renew their volunteer role each year, and must have their correct role recorded with Girl Scouts River Valleys.
Diversity & 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

  • 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.
  • 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.
  • River Valleys is committed to inclusion and will make reasonable efforts to provide accessibility to girls of all levels of ability.
  • 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 transgender and non-binary youth.

Donation Solicitation & Acceptance Policy

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), except as allowed during River Valleys’ Fall Product and Cookie Programs.

Standards

  • Girl Scout troops/Juliettes, girls pursuing their Silver or Gold Award, or other Girl Scout groups are allowed to approach small local businesses or organizations for in-kind donations of supplies, services, or volunteer time.
    • When approaching a small business or organization for an in-kind donation, girls must be present to present their goals and plans for what they are funding, but an adult must formally ask for the donation.
    • Girl Scout troops/Juliettes, girls pursuing their Silver or Gold Award, or other Girl Scout groups cannot approach large corporations (e.g. Target, Walmart, or Cub Foods) for any kind of donation, including in-kind.
  • Acceptable cash donation situations:
    • A troop, Juliette Girl Scout, or girl working on her Silver or Gold Award project requests an in-kind donation from a business or organization, and the business or organization offers a cash donation instead.
    • An unsolicited cash donation is offered to a troop, Juliette, or girl working on her Silver or Gold Award project.
  • Any single donation of money (including cash, checks, digital currency) in an amount of $250 or more must be submitted to River Valleys along with a completed Donation Form to “pass through” River Valleys for IRS compliance. River Valleys will process the donation for records purposes and return the full amount to the troop.
    • For in-kind donations or donated gift cards worth $250 or more, troops must submit the Donation Form to River Valleys, but not the donation.
  • See policy: Fundraising for Other Organizations
Events: 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.

Events: 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.

Events: 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.

Events: Program Event Registration & Customer Cancellation Policy

River Valleys reserves the right to define registration and cancellation parameters for council-led/sponsored program events.

Registration

  • Girls registering for program events are required to have a current Girl Scout membership, unless otherwise specified in the program event description.
  • Program event registrations are accepted on a first-come-first-served basis by phone, online, or by paper form.
    • The date a registration is received by Girl Scouts River Valleys is the date used for priority.
    • Submitting a paper form takes additional processing time and does not guarantee registration.
  • Individuals or troops must register before the registration close date and time listed on the River Valleys website.
    • Registrations will not be accepted after the listed close date and time.
    • Registration may close early if an event is full.
  • Adults registering for a program event as a chaperone to meet required adult-to-girl ratio guidelines must have a current Girl Scout membership, be appointed to a volunteer role, and have an eligible background check on file.
    • Membership and volunteer role requirements do not apply to adults attending a program event with only their girl.
  • Only girls and adults who are registered for a specific program event are permitted to attend.
  • Full payment is due at the time of registration.
  • Payment will be accepted in the form of credit/debit card (by phone or online), check, Juliette Program Credits, or unexpired Cookie Credits and Fall FUNds.
  • Financial assistance may be available by request for qualified individuals.

Cancellation

  • Program event registrations can be changed (including transferring to another program event) or cancelled by the customer until 30 days prior to the first scheduled date without penalty.
    • If 30 days falls on a weekend or holiday, the deadline will be the next business day.
    • Cancellations are accepted in writing, over the phone, or in person.
    • No refunds will be granted for customer cancellations less than 30 days prior to the event date.
      • Requests related to communicable illness or medical emergency will be considered on a case-by-case basis.
  • Program events offered with a partner organization where the partner collects registration information and fees will follow the cancellation policy of that organization.
  • No partial refunds will be issued for participants sent home early.
  • River Valleys reserves the right to cancel a program event up to and including the event date. In this case, all registration payments will be refunded or transferred to another applicable program event.
Events: Resident/Troop Camp Registration & Customer Cancellation Policy

River Valleys reserves the right to define registration and cancellation parameters for resident and troop camp sessions.

Registration

  • Camp registrations are accepted on a first-come-first-served basis by phone, online, or by paper form, which are accepted based on when they arrive.
    • Submitting a paper form takes processing time and does not guarantee registration.
  • Individuals or troops must register before the registration close date and time listed on the River Valleys website.
    • No more registrations will be accepted after this time.
    • Registration will close early if capacity is met.
    • River Valleys does not offer waitlists for camp sessions.
  • Adults registering for a camp session as a chaperone to meet required adult-to-girl ratio guidelines (example: troop camp) must have a current Girl Scout membership, be appointed to a volunteer role, and have an eligible background check on file.
    • Membership and volunteer role requirements do not apply to adults attending a camp session with only their girl (example: Adult + Me camp).
  • Only girls and adults who are registered for a specific camp session are permitted to attend.
  • Payment requirements:
    • Full payment is due at the time of registration for troop camp sessions.
    • Payment of a specified non-refundable deposit is due at the time of registration for resident camp sessions, with full balance due 30 days prior to the first scheduled date.
    • Financial assistance may be available by request for qualified individuals.
    • Payment will be accepted in the form of credit/debit card (by phone or online), check, Juliette Proceed Credits, or unexpired Cookie Credits and Fall FUNds.
    • Submitting initial payment in the form of check or Cookie Credits, Fall FUNds, or Juliette Proceed Credits requires processing time; only credit/debit card payment will hold a camp session space immediately.
  • Any promotional codes or coupons can only be used within the defined date parameters, and for the reason(s) specified.
  • Payment and/or any promotional coupons will not be accepted at camp or at the bus stop.

Cancellations/Refunds

  • Camp registrations can be changed (including transferring to another session) or cancelled by the customer until 30 days prior to the first scheduled date without penalty.
    • Cancellations within this timeframe will be refunded less any applicable non-refundable deposit.
    • If 30 days falls on a weekend or holiday, the deadline will be the next business day.
    • Cancellations are accepted in writing, over the phone, or in person.
    • No refunds will be granted for customer cancellations less than 30 days prior to a camp session.
      • Requests related to communicable illness or medical emergency will be considered on a case-by-case basis.
  • No partial refunds will be issued for campers sent home early.
  • River Valleys reserves the right to cancel a camp session up to and including the session date(s). In this case, all registration payments will be refunded or transferred to another applicable option.
Events: River Valleys Cancellation of Council-Led/Sponsored Program Events & Camp Sessions Policy

All River Valleys council-led/sponsored program events and camp sessions are subject to cancellation.

Standards

  • River Valleys may decide to reschedule or cancel a council-sponsored program event or camp session for reasons including but not limited to: Weather emergencies, inclement weather that is not ideal for the activities planned for an event, low registration numbers, etc.
  • If the cancellation is due to weather, the decision to cancel 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 event location.
  • If a program event or camp session is cancelled by River Valleys, registrant options are either full refund or transfer of registration to an alternate session of the same event (if applicable). Transfers to an alternate program event or camp session are final and are not eligible for refund or additional transfers.
  • Program events or camp sessions hosted by outside partner organizations are subject to that organization’s cancellation and refund policies.
  • River Valleys will make every effort to communicate up-to-date information about cancellations and refunds to registrants as soon as possible.
Events: 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.

Financial Assistance Policy

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 granted in full upon request.
  • All other forms of financial assistance are provided only to girls and adults in good standing and with a current membership.
  • Financial assistance allocations are subject to availability within the council’s current operating budget.
  • Financial assistance will not be provided for funds already spent.
  • Financial assistance requests must be completed by the parent/guardian of the girl seeking assistance, or the adult seeking assistance.
  • 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 requests for girl members will consider the following criteria:
    • In addition to membership dues assistance, girl members may apply for 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; checks will not be provided.
  • Financial assistance requests for adult members will consider the following criteria:
    • In addition to membership dues assistance, non-volunteering adult members may apply for financial assistance up to one time per membership year.
    • In addition to membership dues assistance, adult members appointed to a volunteer role may apply for 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.
  • For girl and adult members in a household that is indebted to River Valleys, or one that includes an individual who has been removed from volunteer roles for misappropriation of Girl Scout funds:

See Financial Assistance online application and details.

Fundraising for Other Organizations Policy

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.

Standards

  • In compliance with Girl Scouts of the USA policies regarding solicitation, fundraising, and endorsements, Girl Scouts are not allowed in official Girl Scout capacity (wearing uniform, sash, vest, pins, etc.) to raise funds on behalf of another organization, including as part of a Silver and Gold Award or other Take Action project.
    • Fundraising for another organization includes but is not limited to walkathons, telethons, donation collecting activities like holiday bell ringing, or any other fundraising that directly benefits another organization.
    • See policy: Donation Solicitation & Acceptance
  • Girl Scouts are allowed to collect in-kind donations for or on behalf of another organization such as coordinating food, clothing, or toy drives.
  • Girl Scouts are allowed to volunteer for other organizations as community service and support them through Take Action projects.
  • A troop, Juliette Girl Scout, individual girl working toward her Silver and Gold Award, or other Girl Scout group may decide together to contribute a portion of their Girl Scout funds to organizations or projects they are passionate about, align with the Girl Scout Promise and Law, and that they consider worthwhile.
  • See also: Money-Earning and Donation Solicitation & Acceptance policies
Girl Scout 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, service units, and other Girl Scout groups.

Standards

  • River Valleys Girl Scout troop, service unit, 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, service unit, 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:
    • River Valleys recommends that Girl Scout troops, service units, and groups open bank accounts at Wells Fargo.
    • Troops, service units, 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 affiliated with the troop, service unit 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, service unit, 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, service unit, and group accounts at any time.
    • Troops and service units 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, Zelle, etc. is not allowed.
    • Service units 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 (Formerly known as Collection Problem Report, found on the River Valleys volunteer website) must be submitted in the event of the following issues occurring during the River Valleys Cookie and Fall Product Programs:
    • Excess troop cookie inventory
    • Family outstanding balance to troop
    • Troop fall product/cookie manager or troop leader outstanding balance to troop
    • Juliette Girl Scout outstanding balance to Girl Scouts River Valleys
    • ACH refund request (due to data entry error)
    • Bank fees reimbursement request (due to high deposit activity)
    • Returned check reimbursement request (non-sufficient funds/account closed)
    • Stolen product/money or counterfeit money received
    • Credit card chargeback/refund request (approved vendors only)
  • All troops, service units, and groups are required to submit a Girl Scout Finance Report annually by June 30.
    • Annual funding and Cookie/Fall Product Program bonuses for service units are contingent upon Finance Report submission.
  • When a troop disbands, any/all troop bank account(s) must be closed and confirmation shared with River Valleys using the Troop Disband online form.
  • 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.
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 Form must be submitted in order to be issued JPCs for money-earning activities or funds from a former troop.
  • The Juliette Program Credit Deposit Form (PDF) must be submitted in order to be issued JPCs for money-earning activities or funds from a former troop.
  • 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 service unit 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 and Gold Award projects
  • JPCs 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 Juliette Program Reimbursement Form (PDF) is required.
    • Include with the form for reimbursement:
      • JPCs
      • Copies of receipts/supporting documentation for all expenses.
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 Removal 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 or Español for full and up-to-date annual and lifetime membership dues policies and rates.

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.
  • 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, Safety-Wise, and Safety Activity Checkpoints.
  • 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.
  • Service units cannot retain funds earned from supplemental money-earning activities. A service unit 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-Wise and Safety Activity Checkpoints 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.
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, service units, or groups (such as service units working in cooperation).
  • River Valleys individual members, troops, service units, 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 service units, troops, individual members, or groups.
  • Service units 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.
Properties & Facilities: 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.
Properties & Facilities: 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.
Properties & Facilities: 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.
Properties & Facilities: Service Centers & Edith Mayo Program Center Policy

Current River Valleys Girl Scout members (troops, service units, 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 also: Kitchen Use and Food Preparation Policy
Properties & Facilities: 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 or Service
    • Unit 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.
Properties & Facilities: 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)

Properties & Facilities: Girl Scout Use Policy

A troop, service unit, 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 guidelines outlined in Safety-Wise and any applicable Safety Activity Checkpoints.
  • 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.
Properties & Facilities: 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.
Properties & Facilities: 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.
Properties & Facilities: 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.
Properties & Facilities: 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.
Properties & Facilities: 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-Wise guidelines.
    • Follow the adult-to-girl ratio and male/female sleeping arrangement guidelines outlined in Safety-Wise, 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.
Properties & Facilities: 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.
Properties & Facilities: 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 also: Cancellations and Refunds Policy
Properties & Facilities: 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:
    • Lakamaga dining hall
    • Elk River dining hall
    • Singing Hills dining hall
    • Northwoods Thunderbird Lodge dining hall
    • Upper Level commercial kitchen at Camp 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 Safety-Wise, the River Valleys Girls Cook In self-study training, and any applicable safety activity checkpoints.
  • 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 service unit 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.
  • 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.
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-Wise Policy

All adults who work directly with girls, manage Girl Scout (council, service unit, or troop) finances, and/or perform tasks in support of Girl Scouts must understand their responsibilities and follow the guidelines set forth in the Girl Scouts River Valleys Safety-wise (PDF) document.

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

River Valleys troops, service units, 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, service unit, 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.
  • Service units, 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, service units and groups should not have their own Federal Employer Identification Number (FEIN).
  • Troops, service units 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, service units 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, service unit’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.
Volunteer Eligibility Policy

River Valleys reserves the right to determine volunteer eligibility, loss of eligibility, and reinstatement of eligibility in its sole discretion. Its decisions shall generally be guided by this policy and related policies and shall reflect its paramount commitment to the safety and well-being of River Valleys’ girl members.

Standards

  • All volunteers must be currently registered members with Girl Scouts of the USA.
  • Prospective volunteers must meet all requirements of their intended or appointed position, which varies by role.
  • Volunteers who have been previously removed are eligible for reappointment in accordance with the Volunteer Removal Appeal policy.
  • Volunteers must provide and maintain accurate personal and contact information.
  • Volunteers must meet position expectations to be reappointed, promoted, or reinstated.
  • Girl Scouts River Valleys will not approve a background check, nor appoint an adult to a volunteer role who has been charged and/or convicted of, pled guilty to, received adjudication for, or pleaded no contest to the following within the prior five years:
    • Sex crimes (charged and/or convicted, at the council's discretion)
    • Driving under the influence, driving while intoxicated, or equivalent
    • Crimes against children (charged and/or convicted, at the council's discretion)
    • Felony offenses against persons
    • Felony offenses against a family member
    • Crimes defined as public indecency
    • Crimes involving the use of weapons
    • Any violent crime
    • Any felony drug-related offense
    • Any other felony conviction
  • For all other criminal offenses and for situations described above that occurred more than five years ago, Girl Scouts River Valleys will review the applicant’s situation and may decide to allow appointment to a volunteer role. This is at the sole discretion of River Valleys and may change without notice. Considerations include, but are not limited to:
    • The nature and severity of the criminal conduct or charge
    • The position for which the person seeks to volunteer
    • The length of time since the criminal conduct or charge occurred
    • The circumstances under which the crime was committed or the charge made
    • The degree of rehabilitation
    • The likelihood that the person will commit a crime in the future
    • The number of crimes committed or charges made
  • Registered sex offenders will not be allowed to participate in any capacity with Girl Scouts River Valleys. Any adult listed on a sex offender registry (past or present) will not be appointed to serve as a Girl Scouts River Valleys volunteer nor may they participate as a parent.
  • Persons who reside in the same household as a registered sex offender or someone charged and/or convicted of criminal sexual conduct (past or present) are not eligible for a volunteer role.
    • They may be eligible to participate as a parent.
    • If the status of the charged individual changes, reappointment may be considered in accordance with the Volunteer Removal Appeal policy.
  • River Valleys will audit volunteer eligibility to ensure compliance.
  • The best interests of our girl members guide all volunteer eligibility decisions.
  • 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.
  • All decisions regarding volunteer eligibility are at the sole discretion of River Valleys.
  • This policy and the standards related to volunteer eligibility may change without notice.
Volunteer/Member/Non-Member Debt Policy

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/service unit/group 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 over $5,000 will be considered misappropriation and will follow the Troop and SU Funds Misappropriation policy.
  • River Valleys reserves the right to pursue collection efforts and/or take legal action on any debt owed to the council.
    • River Valleys will first attempt to collect funds owed from the responsible party(ies).
    • If not paid within 45 days of the specified due date:
      • Any past due amount less than $1,000 will be sent to a collections agency.
      • Any past due amount greater than $1,000 will be subject to legal action.
  • A volunteer holding any service unit 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 policy: Volunteer Removal
  • A volunteer in a money-managing troop 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 policy: Volunteer Removal
    • Money managing troop roles include: troop leader, troop cookie/fall product manager, troop treasurer, troop family giving, and Juliette mentor.
  • Any volunteer that is prohibited from managing Girl Scout finances and product 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.
  • In addition to being removed or denied appointment, an individual’s indebtedness will result in the following restrictions:
    • Any adult in the indebted household is prohibited from managing Girl Scout finances and product.
    • Any girl in the indebted household is limited to troop participation only (troop cookie booths, troop door-to-door sales) or selling online with direct-shipped delivery only during product sales activities, and may not hold inventory.
    • Indebted households may not be eligible for financial assistance.
  • River Valleys has the right to place restrictions on households where the indebtedness has been discharged through a bankruptcy ruling.
  • If a debt is paid in full, the member may apply or re-apply for appointment to a service unit volunteer role or money-managing troop role. Appointment or re-appointment is at the discretion of River Valleys.
  • In the instance of indebtedness related to product sales, a troop or Juliette may consult with River Valleys to discuss options for resolution.
  • 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.

Additional Girl Scouts River Valleys Policies for Volunteers

Current volunteers can find these and additional, volunteer-only policies at Volunteers.GirlScoutsRV.org/Policies.

Girl Scouts of the USA Guidelines

Volunteer Essentials (PDF) outlines guidelines for Girl Scout activities and information about the Girl Scout program and experience.