International Travel - Final Check In Form

Hello, 

Welcome to Girl Scouts of Southern Arizona's International Travel - Final Check In Form. 

This form is used to ensure Girl Scouts and their adults are safe by following Girl Scout safety protocols while participating in international trips involving travel outside of the United States. 

Complete this form two (2) months prior to departing on an international trip, after the following forms have been submitted and approved:

• Intent to Plan an Extended Overnight or International Trip Form
• Extended Overnight or International Trip Approval Form

This form is intended as a final check-in, to confirm any information from your troop/group's Extended Overnight or International Trip Approval Form that may have changed, and to ensure your troop/group has all necessary travel paperwork. 

After submitting this form you will receive an automated confirmation 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 final approval status of the activity/trip and if additional information is required. Please consider this timeline in your planning process.  

This form is not required for Girl Scouts of Southern Arizona council staff-led programs.

Have questions or need assistance? We're here to help! Please contact travel@girlscoutssoaz.org. 

Before you begin, please ensure you are properly prepared by having the following information ready:

• Name and contact information for the volunteer acting as trip coordinator. (May or may not be a troop leader.)
• Name and contact information for the troop leader responsible for reviewing and approving all information related to this trip, if the trip coordinator is not a troop leader or co-leader.
• Trip dates
• Locations troop plans to travel to/visit during the trip. 
• Copy of trip itinerary 
• Names and ages of all Girl Scouts participating
• Names and ages of all adult chaperones participating

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 paramteres given in the individual activity's safety activity checkpoints.
• COVID-19 Guidelines. Review the Coronavirus Safety in Girl Scouts section under the Standard Safety Guidelines. Be certain to consult our council's specific COVID-19 guideance HERE as well. Always call ahead to the vendor, property or facility involved to check their COVID-19 safety requirements as you prepare girls for this activity.
• 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 site.
• Safety checkpoints for any specific activities your troop is planning.

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. 

Activities/Trip Locations

Under "Activity/Trip Locations" list locations your troop plans to visit during this trip. Please include location addresses when applicable/available. If visiting multiple locations on the same trip, please enter each location separately by using the "Add More" button.

Itinerary

Girl Scouts of Southern Arizona asks troops/groups to provide an itinerary for their trip so that we have a general idea of where troops are and what activities they are doing. This helps to ensure troop safety, especially in the case of emergency. At this stage of the planning process, troops should already have a general itinerary created to share with trip participants and caregivers. 

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. 

Troops should make every effort to avoid making changes to travel plans after the submission of this form. Some changes may not be anticipated or prevented. Troops must inform council of any changes to travel plans as soon as possible. Please email changes to travel@girlscoutssoaz.org so that we can help ensure that the trip is able to proceed. Certain changes may affect the trip approval status.

U.S. State Department Travel Alert Levels Notice

Confirm the travel advisory level for the countries that your troop plans to visit via the U.S. State Department's Bureau of Consular Affairs. Note that the State Department now classifies travel advisories with travel alert levels as follows:

• Level 1: Exercise Normal Precautions
• Level 2: Exercise Increased Precautions
• Level 3: Reconsider Travel
• Level 4: Do Not Travel - not allowed per GSUSA and the State Department 

Confirm that both Girl Scouts and their parents/guardians have the advisory information and are aware of the travel alert level in the region you plan to visit. This can be reflected on a permission slip if your Girl Scout council choses to handle it that way.

When the travel alert Level is 4 ("do not travel"), Girl Scouts are not to travel to a location under any circumstances. It is the responsibility of the Travel Lead on your trip IE Troop Leader to monitor.

Note that travel alert levels are subject to change and should be monitored regularly throughout the planning process and prior to the planned departure date. Girl Scouts are NOT permitted to travel to a country with a Level 4 travel alert under any circumstances, including situations where purchases, deposits, or reservations have already been made. 

All activities require a minimum of two unrelated, approved adult volunteers, at least one of whom is female. 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.

Girl Scout troop travel is not intended to be a "family" or "tag-a-long" experience. No troop/group travel that is a "family outing" utilizing troop proceeds will be permitted. Troop/group travel should a programatic experience that enhances a Girl Scout's progression and focuses on the Girl Scout Leadership Experience. 

Tag-a-longs (non Girl Scout members, such as siblings, friends, or non-registered adults) are not permitted to attend overnight activities or trips. All participants of an overnight activity or trip are required to be registered Girl Scout members. All adults must be registered Girl Scout members with approved background checks on file. 

Note that for insurance purposes, the legal name (first and last) and age (as of the start date of the trip) are required for every participant. Please provide that information in the fields below.

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.

Activity Insurance for Extended Trips

Troops/groups participating in an international trip are required to enroll in and purchase specific accident/sickness activity insurance through Mutual of Omaha. The basic activity insurance included with annual Girl Scout membership does not cover activities included as part of an international trip. 

Insurance for international trips costs $1.17 per person per calendar day, with a minimum overall fee of $5.00.

GSSOAZ facilitates the purchase of insurance for troops through Mutual of Omaha.

Troops should follow the steps below:

1. Download the Application for Additional Accident/Sickness Insurance (Plan 3PI) below. (You have to download the PDF document before filling it out in order to save the information you input on it.)
2. Complete all required fields on the form and save it.
3. Upload your completed form in the submission field at the bottom of this section.

Providing the completed insurance paperwork now will help expedite the approval for your activity/trip.

GSSOAZ staff will not facilitate the purchase of the insurance until we have reviewed your activity/trip approval form, received all required information, and granted approval for the activity/trip. We will then facilitate the purchase of the insurance through Mutual of Omaha, using an ACH transfer from your troop bank account. You will receive a Mutual of Omaha statement via email for your records.

Please note that Mutual of Omaha Girl Scout insurance will not cover any individuals under the age of 5 AND/OR who do not meet the age level requirements for the activity as detailed in Safety Activity Checkpoints. 

NOTE: This insurance is accident and sickness protection for approved, supervised Girl Scout activities. It covers accident and sickness benefits when illness/symptoms occur while coverage is in place. It is NOT trip/travel cancellation insurance, which is a pre-departure benefit that covers prepaid, nonrefundable reservations, such as flights, hotels and other bookings as long as the trip is canceled because of an unforeseeable event. GSSOAZ does not offer or handle trip cancellation insurance; however, troops should select trip cancellation insurance when booking any type of reservation. 

Smart Traveler Enrollment Program (STEP)

Troops should enroll and register their trip in the Smart Traveler Enrollment Program (STEP).

The Smart Traveler Enrollment Program is a free service that allows U.S. citizens traveling or living abroad to receive the latest security updates from the nearest U.S. embassy or consulate.

Benefits of enrolling in STEP:

• You’ll receive the latest safety and security information for your destination country, so you can make informed decisions about your travel.
• The information you provide enables the U.S. embassy or consulate to contact you in an emergency. 
• Stay Informed

When you enroll in STEP, you will receive current information about your destination country, including:

• Alerts from the U.S. Embassy about safety and security situations.
• Updates to the country’s Travel Advisory.
• Messages about U.S. embassy events and services, such as town hall meetings, voting information, federal benefits, and U.S. citizens' legal obligations (taxes, selective service registration, etc.).

Enrolling in STEP will help the U.S. embassy contact you and provide assistance during an emergency overseas. And, if your family or friends in the U.S. are having difficulty contacting you with urgent news while you’re traveling, the U.S. embassy can use the information in STEP to try and reach you.

Troops can access all required forms listed above in the Troop Travel Guide. There you will also find several optional forms that are highly encouraged, including:

• Traveler Behavior Agreement - Girl
• Traveler Behavior Agreement - Adult
• Caregiver Permission for Sensitive Issues. 

Note that forms DO NOT have to be submitted to GSSOAZ. They should be submitted to the Troop Leader or troop volunteer acting as the trip coordinator. 

Passports and Visas

Troops/groups are responsible for verifying all regulations and requirements regarding passports and visas as they relate to the countries you will be travelling to/from/through.

Generally, a passport is required to enter any country. Sometimes a country stipulates that visitors must obtain a visa or provide other documentation. Travel agencies should have the latest requirements, but it is advisable to double-check with the U.S. Department of State website (state.gov) or travel.state.gov/passport.

Citizens of other countries traveling in your troop should contact the embassy of the country you’ll be traveling to for special instructions. Persons requiring visas for a country they are visiting should check with the country’s embassy or consulate for instructions on obtaining the visa.

For those who need to obtain a new passport or visa, allow at least six weeks for processing. If you already own a passport, it is extremely important to check the expiration date. It is recommended that your passport be valid for at least six months beyond the conclusion of your international trip. If it is not, you should contact the passport agency to inquire about renewal.

Before leaving on an international trip, travelers are advised to make two photocopies of their passport – keep one set in carry-on luggage or a handbag and leave the other set at home. If a passport is lost or stolen, the photocopy will expedite its replacement. At minimum, a record of the passport number should be kept.

Additional Country-Specific Paperwork 

Countries may have additional paperwork or documentation requirements, such as proof of certain vaccinations. It is the troop/group's responsibility to research and be informed about any such requirements. 

Visit the the U.S. Department of States - Bureau of Consular Affairs' International Travel page for more information regarding international travel requirements and suggestions.