• Field Trip/Day Trip and/or High-Risk Approval Form

    Field Trip/Day Trip and/or High-Risk Approval Form

  • Hello,

    Welcome to Girl Scouts of Southern Arizona Field Trip/Day Trip and/or High Risk Approval Form. Thank you for letting us know about your troop's plans. 

    This form is used to ensure Girl Scouts, their adults, and other participants are safe while participating in field trips/day trips that involve high risk activities and/or field trip/day trips outside the county of the meeting place. 

    Complete this form to notify the council of an upcoming troop activity or trip that meets any of the following criteria: 

    • Local High Risk Activity: An activity or trip that takes place within the county where the troop meets AND does not include an overnight AND includes any activities considered "high risk" or requiring prior approval from GSSOAZ
    • Day Trip: A trip that takes place outside of the county where your troop meets but does not include an overnight. May or may not include high risk activities. 

    Please submit this form at least two (2) weeks in advance from the planned start date of the activity/trip AND before making any definitive plans, including reservations, deposits, purchases, or other payments. This timeframe will allow GSSOAZ staff to review your plans and collect any additional information needed to grant approval.

    After submitting a Field Trip/Day Trip and/or High Risk Approval Form, you will receive an automated email confirming your submission. The confirmation email is for your records only and does not constitute approval of your activity/trip. Council staff will review your submission and contact you via email within two (2) weeks to let you know the approval status of the activity/trip and if additional information is required. Please consider this timeline in your planning process. 

    Girl Scouts of Southern Arizona cannot guarantee the timely approval of any Field Trip/Day Trip and/or High Risk Approval forms submitted closer than 2 weeks prior to your desired activity/trip dates. We understand that some opportunities may come up closer than 2 weeks prior the to activity date. In these cases, please contact us at travel@girlscoutssoaz.org.  

    This form is not required for Girl Scouts of Southern Arizona council staff-run programs OR day trips or overnights taking place on GSSOAZ camp property (with appropriate reservations).

    Please stop here and fill out the Overnight or Short Trip (1-3 nights) Approval Form for overnights within the continental United States if your troop's activity or trip meets any of the following criteria.

    • Takes place within the continental United States
    • Includes 1-3 overnights

    Please stop here and fill out the Intent to Plan an Extended or International Trip Form if your troop's activity or trip includes any of the following:

    • Overnight activities/trips lasting more than 3 nights, regardless of location.
    • Trips involving international travel to locations outside of the United States (including ocean cruises), regardless of length of trip.

     Have questions or need assistance? We're here to help! Contact us at travel@girlscoutssoaz.org.

  • Safety Activity Checkpoints

  • It is important that you review the current version of Safety Activity Checkpoints, which lists safety guidelines for Girl Scouts of the United States of America and Girl Scouts of Southern Arizona’s approved activities. Share this information with the Girl Scouts, their caregivers, adult chaperones, and any program partners or vendor locations you may be working with. 

    Adult volunteers and Troop Leaders should always review:

    • the Introduction: Standard Safety Guidelines section, which provides the standard safety guidelines that apply to all Girl Scout activities, and
    • the related individual activity’s safety activity checkpoints (e.g., Swimming, Backpacking, Camping)
      as soon as the troop/group begins planning a particular trip or activity. 


    As part of your activity planning, be sure to pay particular attention to the following areas:

    • When the adult-to-Girl Scout ratio, or other safety parameters, are stricter for a specific activity than the Standard Safety Guidelines, always follow the stricter parameters given in the individual activity's safety activity checkpoints.
    • Emergency Action Plan (EAP). Review and document your Emergency Action Plan (EAP) before taking Girl Scouts out for any activity and review it with the them so they too are prepared. Think through scenarios of what can go wrong such as an accident, physical injury to a girl, missing girl, sudden illness, or sudden weather or water emergencies.
    • Travel/Trips. Review the Travel/Trips section anytime your troop is participating in an activity away from your normal meeting time or place.
    • Safety checkpoints for any specific activities your troop is planning.
    • Ensure all required training has been completed.
    • At least one safety ratio adult must complete 608 Field Trip/Day Trip Training through gsLearn.

    If an activity your troop is interested in cannot be found in Safety Activity Checkpoints, contact Girl Scouts of Southern Arizona before making any definite plans. 

  • This activity/trip includes activities outside the county where our troop meets and/or is labeled as "high risk" requiring prior approval from Girl Scouts of Southern Arizona.*

  • Trip Coordinator

    The trip coordinator is the adult coordinating the trip. This person must be a registered Girl Scout volunteer. If the trip coordinator is not the troop leader or co-leader, then a leader or co-leader will have to review and approve this form before submission.
  •  -

  • Troop Leader

    If the trip leader is not a troop leader/co-leader, please list the information for the troop leader or co-leader responsible for reviewing and approving this field trip.
  •  -

  • Activity/Trip Details

  • Activity/Trip Locations - list name(s) and address(es) or websites of each location involved:*
  • Start Date of Activity*
  • Start Time of Activity*
  • End Date of Activity*
  • End Time of Activity*
  • Will your troop/group be participating in any of the following common high risk activities during this activity/trip?*

  • Certificates of Insurance

    At times, facilities, vendors, instructors, etc. may request a copy of Girl Scouts of Southern Arizona's certificate of liability insurance (COI). These requests are reviewed on a case-by-case basis and additional information may be requested by council staff. It is the trip coordinator or troop leader/co-leader's responsibility to notify council by email travel@girlscoutssoaz.org. Please include all details related to the request. Please allow a minimum of one week for council to process this request. 

  • Activity/Trip Participants

  • All activities require a minimum of two unrelated, approved adult volunteers, at least one of whom is female. Approved adults is defined as registered members with a cleared background check and has completed 608 Basic 3 New Leader Training, 608 Mandated Reported Training and 608 Field Trip/Day Trip Training. Depending on the age of the Girl Scouts and/or the specific activities planned, additional adults may be required to satisfy the volunteer-to-Girl Scout ratios as outlined in Safety Activity Checkpoints.

  • List the names (first AND last) of only the adults required as chaperones attending according to Safety Ratios in Safety Activity Checkpoints:*
  • List the names (first and last) and grade level (at time of activity/trip) of all Girl Scouts attending (for safety reasons, this must be an accurate up to date list of attendees- "see roster" is not acceptable):*
  • Are any tag-a-longs (aka non-Girl Scout member adults and/or youths, such as friends, siblings, and unregistered adults) participating that are not counted as chaperones according to Safety Ratios in Safety Activity Checkpoints?*

  • Tag-a-longs

    Tag-a-longs are non-member youths and adults who are not registered members of Girl Scouts. They may not attend meetings, outings, field trips, travel, etc. unless the troop, through girl-led planning, has decided that tag-a-longs may be included.

    Tag-a-longs must meet the same age level requirements as Girl Scout members for the designated activities as detailed in Safety Activity Checkpoints.

    Adults must have a current Girl Scout membership and approved background check if responsible for girls in any way. 

    Tag-a-longs are not permitted to participate in overnight activities/trips.

     

  • List the names (first and last) of all adult tag-a-longs attending:
  • List the names (first and last) and grade levels (at time of activity/trip) of all youth tag-a-longs attending:

  • First Aider & Other Certifications

  • An adult volunteer certified in Girl Scout approved First Aid/CPR/AED is required to be present for all Girl Scout activities including meetings. 

    Some activities require the presence of an advanced first aider. 

    Please refer to "First Aid" in Safety Activity Checkpoints for more detailed information as it relates to your troop's planned activity/trip. 

  • First Aider Certification Expiration Date:*
     - -
  • This activity/trip requires the presence of an advanced first aider.*
  • Advanced First Aider Certification Expiration Date:
     - -

  • Per Safety Activity Checkpoints, many activities require additional trained volunteers or experts with specialized training, experience, or qualifications. 

    For example, all tent camping trips require the presence of a GSSOAZ volunteer certified in Troop Camp Certification 2, all swimming activities require a lifeguard, etc.

    If your activity does require additional training or experts, please provide further information below.

  • Please provide information about additional training below:*

  • I certify that for any activity requiring an adult volunteer or expert with specialized training or certification, I have verified that the requirements as detailed in Safety Activity Checkpoints will be met. I understand that this is my responsibility and that council may ask for further details before approving this activity/trip.

  • Transportation

    Please provide details about transportation that will be used to, during, and from this activity/trip.

  • If leaders are helping to arrange transportation in any way, every driver must be an approved GSSOAZ volunteer, over 21 years old, have a good driving record, valid license, and registered/insured vehicle. 

    It it is the trip coordinator and troop leader's responsibility to ensure that all drivers meet these requirements, as well as to review transportation guidelines as detailed under "Transporting Girls" in Safety Activity Checkpoints.

     

  • What type(s) of transportation will your troop/group be using during this activity/trip?

  • If GSSOAZ volunteers will be transporting Girl Scouts as a troop, please provide the names of the drivers below:

  • Emergency Contact

    Please provide information for the designated emergency contact person who will be staying close to home and will not be attending the trip. The designated contact will have a copy of the following information: Participants names, phone numbers, emergency contact; complete itinerary, contact number for attraction visiting; travel information including planned route and basic vehicle information; copy of troop's phone tree (if applicable); GSSOAZ emergency procedures and emergency contact information.
  •  -

  • Review

    Please take a few moments to review the information you've included on this form before submitting. If desired, click "Print" before submitting to print and save copy of your submission. 
  • Trip Coordinator's Signature*

  • For Staff Use Only

    These field are for staff use only and should remain hidden from customer-facing.
  • Should be Empty: