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Volunteer-Led Day Camps
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  1. Members
  2. For Volunteers
  3. Volunteer Roles and Resources
  4. Volunteer-Led Day Camps

Volunteer-Led Day Camps

Communities and areas that would like to host a volunteer-led day camp must complete the Volunteer-Led Day Camp Application to gain approval and request support to promote your camp. Summer rentals are only open to volunteer-led day camps.  Day camps need to go through the approval process. See Volunteer-Led Day Camp Property Rental Information for more details.
Prior to your day camp, you will need to fill all the following volunteer-led day camp roles.
 

Day Camp Director

The day camp director plans and directs all phases of a volunteer-led day camp.
Responsibilities and Qualifications toggle arrow

Responsibilities

  1. Complete all required training as sponsored by Girl Scouts River Valleys.
  2. Complete all required day camp approval forms and final camp reports on time, as required for the current program year.
  3. Maintain ongoing communication with the staff camp director and other River Valleys staff.
  4. Supervise the planning, implementation, and evaluation of the day camp program in designated service unit or area.
  5. Ensure the Girl Scout mission, Promise, and Law is the basis for decision-making and delivery of the day camp program.
  6. Recruit, train, supervise, and provide ongoing support to the Day Camp Leadership Team.
  7. Ensure the Girl Scout Leadership Experience is the starting point for all day camp programming activities.
  8. Utilize sound management skills to supervise, evaluate, and reassign/release volunteers as required.
  9. Work within the risk management expectations as outlined in the Girl Scouts’ Safety Activity Checkpoints (PDF), the Council Reference Guide, and the Department of Health for the protection and safety of all day camp participants and volunteers.
  10. Ensure accurate reporting of day camp finances including records of income and expenses and budgeting.
  11. Maintain strong relationships with campers, parents/guardians, and volunteers.
  12. Provide the opportunity for written evaluation of day camp to campers, parent/guardians, and volunteers.
  13. Make reports, evaluations, and recommendations of day camp operations for the following season.
  14. Follow all GSUSA and Girl Scouts River Valleys’ policies, standards, and procedures.

Qualifications

  1. Currently registered adult member of GSUSA.
  2. Complete and pass background check.
  3. Willing to fully participate in volunteer application and screening process.
  4. Practice welcoming and inclusive behavior toward people of all ages, races, religions, cultures, abilities, sexual orientation, gender, educational, and economic backgrounds.
  5. Committed to speak and act in a manner consistent with the Girl Scout mission, Promise, and Law.
  6. Demonstrate excellent group and interpersonal communication skills.
  7. Demonstrate administrative and financial management skills.
  8. Ability to make good judgments regarding personnel, health and safety procedures, and crises.
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General Resources

    • Day Camp Director Resource Guide (PDF)
    • Health and Safety Guidelines
    • Girl Scouts River Valleys Policies
    • Girl Scouts River Valleys Camp Rentals
    • Volunteer-Led Day Camp Bus Policies and Procedures (PDF)
    • Guidelines for Creating a Troop/Service Unit Website (PDF)

 

Forms Needed for Administering Day Camp

    • Volunteer-Led Day Camp Application
    • Finance Manager Budget Spreadsheet (Day Camp Proposal Budget) (XLXS)
    • Volunteer-Led Day Camp Waterfront & Activity Request Form
    • Volunteer-Led Day Camp End of Camp Checklist (PDF)
    • Volunteer-Led Day Camp Final Report
    • Girl Scout Finance Report

 

Registration Resources

    • Service Unit Event Registration and Payment Policy
    • Registration Form Template (DOC)
    • Camper Information Form Template (DOC)
    • Confirmation Letter Template (DOC)
    • Camper Health History Form (PDF)

 

For Use During Day Camp

    • Camper Check-In/-Out Attendance Log and Bus Log (XLS)
    • Camper-Volunteer Accident/Incident Report (DOC)
    • Communication Log (DOC)
    • Emergency Car/Driver Agreement (DOC)

 

 

Volunteer Manager

The volunteer manager recruits, coordinates, trains, and supervises day camp volunteers.
Responsibilities and Qualifications toggle arrow

Responsibilities

  1. Complete volunteer position training as sponsored by Girl Scouts River Valleys and the Day Camp Leadership Team.
  2. Maintain ongoing communication with the day camp director.
  3. Submit any required paperwork to Girl Scouts River Valleys in a timely manner.
  4. Ensure the Girl Scout Mission, Promise, and Law is the basis for decision-making and delivery of the day camp’s support to its volunteers.
  5. Provide ongoing volunteer guidance to the Day Camp Leadership Team.
  6. Understanding of all older girl and adult volunteer leadership expectations within the day camp, Girl Scouts River Valleys, and GSUSA.
  7. Plan and implement all volunteer orientation and training.
  8. Recruit, train, supervise, and provide ongoing support to the day camp older girl coordinator.
  9. Collaborate with day camp older girl coordinator regarding the older girl leadership program and opportunities being offered at day camp.
  10. Coordinate and supervise leadership activities at day camp.
  11. Work with the volunteer expectations in the Council Reference Guide, Volunteer Essentials, and the Girl Scout Safety Activity Checkpoints.
  12. Prepare, distribute, collect, and review leadership and training evaluations with the day camp director.
  13. Collect, review, and submit any end-of-season reports on time with the day camp director.
  14. Assume other responsibilities as assigned by the Day Camp Director.
  15. Follow all GSUSA and Girl Scouts River Valleys’ policies, standards, and procedures.

Qualifications

  1. Currently registered adult member of GSUSA.
  2. Willing to fully participate in volunteer application and screening process.
  3. Practice welcoming and inclusive behavior toward people of all ages, races, religions, cultures, abilities, sexual orientation, gender, educational, and economic backgrounds.
  4. Committed to speak and act in a manner consistent with the Girl Scout Mission, Promise, and Law.
  5. Demonstrate excellent group and interpersonal communication skills.
  6. Ability to select, train, and supervise volunteers.
  7. Ability to be flexible; evaluate and make desirable changes.
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General Resources

  • Day Camp Director Resource Guide (PDF)
  • Mandated Reporting of Child Abuse Policy
  • Volunteer Eligibility Policy
  • Diversity and Inclusion Policy
  • How to Register as a Girl Scout Volunteer

Health Care Manager

The health care manager ensures the health and safety of campers and volunteers at a volunteer-led day camp.
Responsibilities and Qualifications toggle arrow

Responsibilities

  1. Currently registered adult member of GSUSA.
  2. Willing to fully participate in volunteer application and screening process.
  3. Practice welcoming and inclusive behavior toward people of all ages, races, religions, cultures, abilities, sexual orientation, gender, educational, and economic backgrounds.
  4. Committed to speak and act in a manner consistent with the Girl Scout Mission, Promise, and Law.
  5. Demonstrate excellent group and interpersonal communication skills.
  6. Meet the standards of the appropriate first aider level as specified in the Girl Scout Safety Activity Checkpoints.
  7. Excellent organizational skills.
  8. Ability to make good judgments regarding risk management, health and safety procedures, and crises.
Resources toggle arrow

General Resources

  • Day Camp Director Resource Guide (PDF)
  • Health and Safety Guidelines
  • First AID Kit Supplies Checklist (PDF)
  • Emergency Action Plans (PDF)
  • Letter to Local Emergency Officials Template (DOC)

 

For Use During Camp

  • Camper Information Alert Form (a.k.a. Special Needs Alert Form) (DOC)
  • Medication Management Form (DOC)
  • Treatment/Aid Received Notification (DOC)
  • Accident/Incident Report (PDF)

Finance Manager

The finance manager supervises business logistics and financial transactions related to a volunteer-led day camp.
Responsibilities and Qualifications toggle arrow

Responsibilities

  1. Complete all required training as sponsored by Girl Scouts River Valleys and the Day Camp Leadership Team.
  2. Maintain ongoing communication with the Girl Scouts River Valleys’ staff and Day Camp Director.
  3. Submit any required paperwork to Girl Scouts River Valleys staff in a timely manner.
  4. Ensure the Girl Scout Mission, Promise, and Law is the basis for decision-making and delivery of the day camp program.
  5. Supervise the planning, implementation, and maintenance of the day camp budget.
  6. Provide ongoing financial guidance and support to the Day Camp Leadership Team.
  7. Train, supervise, and provide ongoing support to the day camp equipment and logistics coordinator.
  8. Maintain accurate and complete financial records and ensure bills are paid.
  9. Submit all contracts to Girl Scouts River Valleys for necessary approval and signatures.
  10. Collaborate with the Day Camp Leadership Team for the ordering and purchase of supplies and equipment.
  11. Set up and maintain the day camp checking account.
  12. Review and submit all end-of-season and financial records on time with Girl Scouts River Valleys staff.
  13. Assume other responsibilities as assigned by the day camp director.
  14. Follow all Girl Scouts River Valleys and GSUSA policies, standards, and procedures.

Qualifications

  1. Currently registered adult member of GSUSA.
  2. Willing to fully participate in volunteer application and screening process.
  3. Practice welcoming and inclusive behavior toward people of all ages, races, religions, cultures, abilities, sexual orientation, gender, educational, and economic backgrounds.
  4. Committed to speak and act in a manner consistent with the Girl Scout Mission, Promise, and Law.
  5. Demonstrate excellent group and interpersonal communication skills.
  6. Complete all required training and respond to River Valleys staff communications in a timely manner.
  7. Experience in financial management.
  8. Strong and accurate record keeping skills.
Resources toggle arrow

General Resources

  • Day Camp Director Resource Guide (PDF)
  • Finance Manager Budget Spreadsheet (Day Camp Proposal Budget) (XLXS)
  • Receipt for Day Camp Payment with Tax ID (DOC)
  • Non-Sufficient Funds Letter (DOC)
  • Refund Letter (DOC)
  • Volunteer Purchases Reimbursement Form (DOC)

 

Policy, Process and Forms

  • All About Girl Scout Finances
  • Certificate of Exemption – Minnesota (PDF)
  • Certificate of Exemption – Wisconsin (PDF)
  • Girl Scouts River Valleys Tax Exempt Policy
  • Banking and Money Management Policy
  • Girl Scout Bank Account Record Form
  • Cookie Credits, Fall FUNds, and Juliette Program Credit Reimbursement Form
  • Financial Assistance Policy
  • Financial Assistance Request Form

 

Program Manager

The program manager coordinates the implementation of all program activities and supervises the program specialists at a volunteer-led day camp.
Responsibilities and Qualifications toggle arrow

Responsibilities

  1. Complete all required training as sponsored by both Girl Scouts River Valleys and the Day Camp Leadership Team.
  2. Maintain ongoing communication with Girl Scouts River Valleys and Day Camp Director.
  3. Supervise the planning, implementation, and evaluation of day camp programming.
  4. Ensure the Girl Scout Mission, Promise, and Law is the basis for decision-making and delivery of the day camp program.
  5. Assume responsibilities of the day camp director in their absence.
  6. Train, supervise, and provide support to the day camp program specialists.
  7. Coordinate and supervise all program activities including scheduling, all-camp events, and ceremonies.
  8.  Work within the program and ratio expectations as outlined in the Girl Scout Safety Activity Checkpoints.
  9. Work with the Day Camp Finance Manager on the ordering and purchase of supplies and equipment.
  10. Assist with the maintenance of equipment, supplies, and inventories.
  11. Collect, review, and submit any end-of-season reports on time with the Day Camp Director.
  12. Assume other responsibilities as assigned by the Day Camp Director.
  13. Follow all Girl Scouts River Valleys and GSUSA policies, standards, and procedures.

Qualifications

  1. Currently registered adult member of GSUSA.
  2. Willing to fully participate in volunteer application and screening process.
  3. Practice welcoming and inclusive behavior toward people of all ages, races, religions, cultures, abilities, sexual orientation, gender, educational, and economic backgrounds.
  4. Committed to speak and act in a manner consistent with the Girl Scout Mission, Promise, and Law.
  5. Demonstrate excellent group and interpersonal communication skills.
  6. Complete all required training and respond to Girl Scouts River Valleys staff communications in a timely manner.
  7. Have a genuine liking for youth; understanding and respecting their individual differences.
  8. Ability to be flexible; evaluate and make desirable changes.
  9. Ability to make good judgments regarding programming.
Resources toggle arrow

General Resources

  • Day Camp Director Resource Guide (PDF)
  • Safety Activity Checkpoints (PDF)
  • Sample Schedule (DOC)
  • Waterfront Policies and Procedures (DOC)

Food Manager

The food manager plans and prepares healthy snacks and meals at a volunteer-led day camp.
Responsibilities and Qualifications toggle arrow

Responsibilities

  1. Complete volunteer position training as sponsored by Girl Scouts River Valleys and the Day Camp Leadership Team.
  2. Maintain ongoing communication with the Day Camp Director.
  3. Submit any required paperwork to Girl Scouts River Valleys in a timely manner.
  4. Ensure the Girl Scout Mission, Promise, and Law is the basis for decision-making and delivery of the day camp’s support to its volunteers.
  5. Plan and implement the day camp meal plan and any nutrition education.
  6. Plan nutritious snacks and meals that include appealing options for those who have dietary restrictions.
  7. Maintain health and food safety practices according to the Girl Scout Safety Activity Checkpoints: Outdoor Cooking, and Department of Health guidelines at all times.
  8. Where applicable, develop an efficient and effective pack-out system for snacks and cookout meals.
  9. Work with the day camp finance manager for the ordering and purchasing of food, kitchen supplies, and equipment.
  10. Maintain accurate records and inventories.
  11. Ensure at the end of day camp all non-perishable food items are donated and all perishable items are destroyed.
  12. Submit any end-of-season reports on time with the Day Camp Health Manager.
  13. Assume other responsibilities as requested by the Day Camp Director.
  14. Follow all Girl Scouts River Valleys and GSUSA policies, standards, and procedures.

Qualifications

  1. Currently registered adult member of GSUSA.
  2. Willing to fully participate in volunteer application and screening process.
  3. Willing to watch the following training video unless already serve safe certified: Cooking Safely for a Crowd
  4. Practice welcoming and inclusive behavior toward people of all ages, races, religions, cultures, abilities, sexual orientation, gender, educational, and economic backgrounds.
  5. Committed to speak and act in a manner consistent with the Girl Scout mission, Promise, and Law.
  6. Demonstrate excellent group and interpersonal communication skills.
  7. Ability to plan nutritious snacks and meals.
  8. Experience and training in outdoor cooking.
Resources toggle arrow

General Resources

  • Day Camp Director Resource Guide (PDF)
  • Kitchen Use and Food Prep Policy
  • Safety Activity Checkpoints (PDF) - See "Outdoor Cooking" section
  • Minnesota Department of Health-Food Safety
  • ServSafe Food Handler Online Course

  

 

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