Frequently Asked Questions

Listed below are some commonly asked questions regarding Girl Scouts of Black Diamond Council.  For your convenience, the questions have been divided by category.  Click on the appropriate category to review the questions and answers or scroll down your screen to view all the questions.  If additional assistance is needed, please email info@bdgsc.org.

Categories of Questions:

• Membership
• Program
• Volunteer Services
• Troop Finances
• Product Sales Program
• Insurance
• Media/Public Relations
• Friendship Circle

Membership
There are so many extra curricular activities for my daughter, why join Girl Scouts?
Girl Scouts has it all!  Your daughter will discover the fun, friendship, and power of girls together!  In Girl Scouts we have fun, go on outings, play sports and games, make new friends, learn about and explore other cultures, and even help our local communities.  Parents like Girl Scouts because it develops their daughter's values, builds self-confidence and respect, realize her potential, improve skills and talents, leadership abilities, and to be a good contributing member to society.

What is Girl Scouting?
Girl Scouts is the preeminent organization dedicated solely to girls...all girls.  In Girl Scouting, girls in grades K - 12, with the guidance of committed caring adult volunteers, participate in fun, exciting, educational activities.  Through their participation in these activities, girls develop lifelong skills, strong values, good judgment, a commitment to their community, and achieve personal successes.

Can I be a leader or involved with Girl Scouting if I am not a parent?
Yes!  If you are a caring, responsible adult who believes that girls can do anything, you are just the person girls are looking for to lead their troops!

Is it true that if a girl does not join in the fall, she cannot join until next year?
NO!  Girls participate in Girl Scouting in many different ways and at many different times during the year.  Girls join when they are interested and when it fits their schedules.

How old does a girl have to be to join Girl Scouts?
Girls who will be entering Kindergarten in the fall up to girls age 17 are all eligible.  A parent or guardian must give consent for her participation and complete a membership registration form to enroll her in the program.

Everything is so expensive these days, how much does it cost to join?
The annual national membership fee is $12.  Each troop determines the amount of their own dues which pays for troop program, badges, and supplies.  Troops supplement their income with money earning activities, such as the Cookie and Fall Product Sales porgrams. 

What does a member get as part of the $12 registration fee?
The $12 membership fee covers the cost of activity insurance and gives them opportunity to participate in many exciting programs! 

If my daughter chooses to be in a troop, will her friends be in the same troop?
It depends.  Troops are organized when there are girls from the same school or same town who can meet at the same time and day of the week.  Sometimes friends are not in the same troop because their schedules are different.  A Girl Scout troop is also an opportunity for your daughter to meet new girls and develop new friendships. 

Are there any other costs involved beyond the $12 registration fee?
Yes, most troops also have dues collected during each meeting which range from $.50 to $2 depending on the age of the girls.  In addition, girls are encouraged to participate in money earning activities, such as the Girl Scout Cookie Sale Program to earn additional money for troop activities such as events, trips and service projects. 

I have so many commitments already, why should I get involved?
You can play a significant role in our collective future by helping today's girls grow into competent, resourceful women.  It's your choice!  How much time you spend?  Do you want to work with adults or girls?  Which skills can you share/develop/enhance?  Are there activities, crafts, cooking, special interests that you enjoy and wish to pursue or teach to others?  These are the challenges and rewards you'll receive by being involved in Girl Scouts.

Who will be the adults working with my daughter?
It could be you and another parent in the troop or it could be adults from the community.  All potential troop and activity leaders complete and application, provide references which are checked by Girl Scouts of Black Diamond Council, and complete training for their positions.

What do Girl Scouts do?
Girls decide what they will do with the guidance of their adult leadership.  It could be completing a Try-It or Badge at home, collecting food for a local food pantry, or staying overnight at a mall lock-in!  Whatever it is, the activities will assist girls in strengthening their values, learning to relate to others, developing skills and giving service to their community.

I don't want to be the troop leader, but I do want to assist in Girl Scouting.  Can I?
YES!  If you would like to work directly with your daughter's troop, there are several ways to participate.  You could participate in activities, help conduct meetings, make arrangements for trips, teach a particular skill to interested girls, serve as a driver or chaperone for the troop, or gather supplies needed for an activity.  Girl Scouting cannot happen without the help of caring, responsible adults! There are also many other opportunities for volunteering for Girl Scouts - short-term, long-term, one-time, ongoing; directly with girls or administrative ... Check out out Be A Volunteer Page to find out more!

If my daughter is not placed in a troop will there be Girl Scout activities she can do?
If your daughter cannot be immediately placed in a troop and she is interested in participating as an individually registered Girl Scout, there are activities available. She can participate in Pathfinder events. She can also complete activities found in the Girl Scout handbooks, which can be purchased in the council shop. Your daughter can also participate in a variety of programs that are available to Girl Scouts from Girl Scouts of Black Diamond Council.

What is a troop committee?
The troop committee is a group of three to five people who register with the troop to help the leader with the activities of the troop. The troop committee may help the troop with special projects, find adults with special skills, fill in for the leader, telephone members in the troop, help with troop finances, coordinate troop cookie and fall product sales or serve as an outdoor specialist.   

I was a registered Girl Scout last year.  Do I have to register again this year?
Yes, Girl Scouts must re-register each year for the upcoming membership year. Take advantage of Early Bird specials by re-registering before June 15, or On-Time specials before September 30. Your troop could receive a patch by registering early!

Does my Girl Scout troop have to meet every week?
No. Girl Scout leaders/advisors may set days and times with their girls and their parents as best suits the girls. Meetings can be scheduled weekly, every other week, or even monthly.

Does my daughter have to purchase a uniform?
Uniforms are optional.

Program
How do I register for an event?
There are three ways to register for an event.  Registration forms can be found in the back of The Pathfinder Program Catalogue and mailed or hand-delivered with payment to GSBDC, PO Box 507, Charleston, WV 25322.  Registrations may also be sent by fax to GSBDC at (304) 345-6427 or you may register online.  Faxed and online registrations may only be paid by credit card.  Please note any special needs on the event registration form.  Registrations will not be accepted by telephone.  Also, registrations will not be accepted after the registration deadline.  Remember, most events fill quickly, so register early.  Don’t wait until the deadline to register.  If the event has not reached minimum capacity by the registration deadline, the event will be cancelled. 

Who can attend Pathfinder events?
Council events are available to all registered Girl Scouts. Girls in grades K - 12 who are not currently registered as Girl Scout members are welcome to sign up for any events and pay the $12 membership fee in addition to the event fee. (Girl Scout membership is paid once a year.)  Pathfinder events are open only to girls for the age level listed. 

Can other family members attend Pathfinder events?
Please do not bring younger/older children to the event, unless otherwise indicated (such as family events).  Younger/older children who are not registered members will be asked to leave the event.

Do adults need to stay at the event to supervise the girls?
Unless stated otherwise in the program description, supervising adults must accompany girls at all events. The program staff members lead the activities but are not responsible for the direct supervision of girl participants. Supervision can be parents or guardians, troop leaders, or other adult volunteers. When registering as a troop, please follow the Safety-Wise ratios of girls and adults for each age level.
 
How do I cancel my registration for an event?
If a participant wishes to cancel before the event, submit a cancellation form found on in the forms section of the launch at least 3 weeks prior to the event to receive a refund. Refunds will not be issued for event fees of less than $2 nor can they be transferred to another event. Ten percent of the event fee or a minimum of $1 will be retained as a handling charge. 

We were unable to attend the Pathfinder event we registered for, will we receive a refund?
If a participant is unable to attend because of illness or family emergency, a refund will be made if the request is submitted in writing to the Charleston Service Center within three weeks after the event. Ten percent of the event fee or a minimum of $1 will be retained as a handling charge. If a participant is unable to attend for non-emergency reasons, a refund will not be issued.

Can I register my daughter for a Pathfinder event if the rest of the troop isn't attending?
ABSOLUTELY!  If the troop is not planning to attend a Launch event, parents are welcome to register their daughter to attend. The parents are responsible for supervision while at the event.

I want to add a girl to my event registration, how do I do that?  Simply complete a registration form and mark "Addition to Previous Registration" and submit to GSBDC.If space is still available for the event, your registration will be processed. If additional space is not available, you will be notifed.

I want to begin work on my Girl Scout Gold Award, where can I get the information?
You can request a Girl Scout Gold Award Planner packet from your Membership Development Coordinator or by calling 1-800-756-7616 and requesting a packet from one of the Education Specialists. You can download the Girl Scout Gold Award forms from this website.  

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Volunteer Services
What is the deadline for Adult Recognition nominations to be received at the Charleston Service Center?
Nominations must be received at the Charleston Service on or before February 15 to be considered for the current year. Nominations can be faxed at 1-800-345-6427, mailed to Girl Scouts of Black Diamond Council, P.O. Box 507, Charleston, West Virginia  25322, or hand delivered to 210 Hale Street, Charleston, West Virginia.

I have completed all of the required training for my position and I have been a Girl Scout Brownie leader for 3 years. I plan to continue as a leader for a Girl Scout Junior troop. What training must I take?
For the volunteer who has been in a leadership position for at least one year, who has completed all of the required training for that leadership position and who is moving to another grade level, Grade Level Self Study modules are available. Simply request the appropriate SELF STUDY from your Membership Development Coordinator or call an Adult Education Specialist in the Charleston Service Center. Self-study packets may also be downloaded. 

I am an elementary school teacher.  Every year we are required to complete a nine-hour course in recognizing the signs of child abuse and neglect. Must I also complete the Child Abuse Awareness course required by Girl Scouts of Black Diamond Council?
No, if you can provide documentation in the form of a letter from the Board of Education stating your successful completion of the course or a certificate showing completion you are not required to repeat the course. Request a Training Course Equivalency form from your Membership Development Coordinator or download a form from this website. Once the form is received with documentation attached, you will receive credit for the course.  However, some information presented in the Girl Scouts of Black Diamond Council Child Abuse Awareness course is unique to Girl Scouts, it may be beneficial for you to attend even though some of the information may be repeated.

Why is it necessary to register for workshops listed in Connecting Pathways, the guide to education for volunteers, three weeks in advance?  Why can’t I just show up?
Training courses must meet minimum standards for registrations.  There is great value in attending a workshop with several people who can share ideas and suggestions.  Courses with fewer than the minimum number of registrants are  cancelled. If you did not register, your name does not appear on a roster and we have no way to contact you if the course is cancelled.  The deadline to register is set three weeks ahead to give the staff, the trainer and the participants enough time to plan for a successful workshop.

Why can’t I bring my child to a Girl Scout workshop?
Workshops are learning environments that meet the needs of adult volunteers. Children, no matter how well behaved, are a disruption and often make concentrating difficult for participants.  

What courses are required in order for me to get started as a Girl Scout leader?
In Girl Scouts of Black Diamond Council, we require every volunteer in a leadership position to complete Orientation, Basic Leadership, Grade Level, Safety-Wise and Child Abuse Awareness.  All required courses must be completed within six months of appointment.

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Finances

I need to set up a troop checking account.  How do I go about it?
There is a letter addressed to the branch manager in your new troop packet with the information needed or click here.  A brief outline follows:  Open in the name of Girl Scouts of Black Diamond Council Troop # ________.  The statements should be sent to the responsible volunteer. The TAX ID # is 55-0420373.  We are a non-profit, tax exempt corporation. Two signatures are required for all withdrawals.  If this is not possible without a service charge, then the bank can require only one.  Four signatures (troop leader, another troop adult, Service unit administrator, and Roberta Richmond, Chief Financial Officer) are required to open an account.

Why do I have to have signatures from outside my troop?

With the Patriot Act, only authorized signers can obtain information from a bank account.  Having the service unit administrator and Chief Financial Officer on the account gives us the authority to close the account if both volunteers leave.  Each year we have several cases where troops have disbanded and monies are left in the account, but no one can access the money.

Can I get a debit card on my troop account?

Yes, the new troop policies allow troops to use a debit card for purchases.  With the availability of ordering shop merchandise by phone or fax, we find that most volunteers are using their personal VISA or Mastercard and reimbursing themselves.  If you plan on using the debit/checkcard, the rules remain the same as any other disbursement.  Two people must approve the purchase, just as two signatures are required for withdrawal.  The simplest way to do this is to print out the invoice for your purchase, and have both volunteers sign the form. 

Is there any other information that I need concerning troop monies?

Yes, there is an approved Troop Policies for finance and money earning.  Policies can be downloaded by clicking here.  These policies address in detail the specifics for disbanded troop funds, allocating of funds for troops that divide or fly-up to another age-level, etc.

How can my troop earn additional money for planned activities?

This is also covered in the money-earning section of the troop policies. Troops cannot ask for monetary donations from businesses. Activities must be service related or product related.  There are samples of money-earning projects listed.  Car washes, football field cleanup, etc would be samples of service related money-earning projects.  Bake sales, yard sales, sub sales, etc would be examples of product related.  We do not sell products from another vendor such as Avon, Tupperware, Pizza Hut, etc.  Any sale of this type could be construed as an endorsement by Girl Scouts, which we do not do.

My troop wants to raise money for UNICEF.  Can we?
Girl Scouts cannot raise or solicit money for other organizations. This is a national policy through GSUSA. However, GSUSA has allowed troops to raise money and support special relief efforts such as Hurricane Katrina. This is not the normal procedure. If you have any questions, please e-mail Roberta.Richmond@bdgsc.org.

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Product Sales Program

When did Girl Scouts first begin selling cookies?  The tradition of baking and selling cookies by Girl Scouts dates back to the early 1920's.  The Girl Scout founder, Juliette Gordon Low, began helping the first Girl Scouts learn how to raise money to achieve special goals for their troop.  Since then, the Girl Scout Cookie Sale program has grown into a highly successful program that helps girls learn and practice important life skills, while earning money for Girl Scouting in their area.  The first documented council-wide cookie sale of commerically baked Girl Scout Cookies was in Philadelphia in 1934.  This money-earning idea had proved to be so popular with girls that by 1937 more than 125 councils had adopted the program.  Today, over 300 councils participate in the Girl Scout Cookie Sale.

Why do Girl Scouts sell cookies?  The cookie sale program is an important part of Girl Scouting.  Not only does it generate money for programs and activities, but it teaches girls important life skills, such as learning to set goals, greeting the public and answering questions, handling money responsibly, and following through with a commitment. The wonderful thing about the cookie sale is that they raise money in a way that provides girls with a positive experience that develops character and skills.

Do all Girl Scout councils sell cookies at the same time?  Each Girl Scout council decides when the annual Girl Scout Cookie Sale program will take place. Most sales are during January, February and March. The decision is based on criteria such as United Way annual campaign dates, holiday seasons, and registration times.

Why are there incentives for girls to earn?  Incentives play a role in recognizing efforts and encouraging girls individually as well as in the troop.

Do cookies sell for the same price in every Girl Scout council?  The volunteer Board of Directors of each council decides the price of cookies and the amount of proceeds troops receive.  Councils vary in size from under 1,000 girls to over 43,000 girls. Council budget needs vary in size as well. Because the needs of individual councils differ, so do cookie prices. In Girl Scouts of Black Diamond Council, the Product Sales Committee, consisting of volunteers from throughout Black Diamond Council, makes a price recommendation to the Board of Directors.

What is the role of parents/guardians and other family members in the Cookie Sale program?  Parents and other family members often help Girl Scouts during the Cookie Sale program.  They provide transportation, for example, or assist adult volunteers in conducting the sale.  Girl Scouts of Black Diamond Council encourages parents to work in partnership with their daughters, supporting girls in their sales activities so they may take full advantage of the learning experiences offered.

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Insurance
The place that my troop meets needs proof of insurance.  What do I give them?  The facility is requesting a copy of our liability insurance.  Call the Charleston office at 304-345-7722 to have a certificate of insurance mailed to them directly from our insurance agency.
 

A child or adult has been hurt at one of your meetings.  They have been given the claim form from Mutual of Omaha.  Do they need any other instructions?  Yes, Mutual of Omaha is the company that covers this type of accident, however if they have any other insurance, they need to have both policies billed.  If the hospital or doctor will only bill one, then have their primary insurance billed.  If they do not have any other insurance, then have Mutual billed.  The reason for this is that Mutual of Omaha will only pay the first $125 of claims, before it begins to coordinate with the primary insurance.  If claims go above $125, then an explanation of benefits must be filed from the primary insurance.  This sounds complicated, but it does work.  If the primary insurance considers this amount as part of the deductible, then that will be shown on the explanation of benefits.  Mutual will pay any amounts that the primary insurance will not pay. If they have questions, contact the Charleston office.

Why do they have to bill their primary insurance when this accident happened at a Girl Scout event?  This is similar to individuals who have duplicate coverage.  They may be covered through a policy at their job, and also be covered under a spouse’s policy.  Any time two insurance companies are involved in the same injury, they must work together.

Where do you need to send the completed claim form?  After the troop leader has filled out their part, and the parent has filled out the top portion, then the completed form needs to be sent to the Chief Financial Officer at the Charleston service center. She will certify that the person who was injured is a member of Girl Scouts of Black Diamond Council, or that additional insurance was purchased for that particular event.

What if they receive bills later?  If future bills are received, the easiest thing to do is have them sent to the Roberta Richmond, Chief Financial Officer of Girl Scouts of Black Diamond Council.  She will check to make sure that a completed claim form is on file, and call Mutual of Omaha, get the claim number assigned to the case, and mail the bills to them. 

What if they receive collection notices later?  If everything has been done in the proper order, this should not happen.  The delay in payment is normally due to the original claim not being sent to the primary insurance. Mutual of Omaha will not pay anything above $125 without the explanation of benefits from the other insurance

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Media/Public Relations

• Fees for Girl Scout activities are always significantly reduced to allow for every girl to be involved.
• Volunteer learning opportunities are offered free or at nominal costs.
• Publications are distributed free of charge to our members.
• Financial assistance is provided to girls who could not otherwise afford to be Girl Scouts and participate in events.

In order for Girl Scouts of Black Diamond Council to continue providing quality programming for girls we need help from individuals, corporations, foundations, United Ways and you! The actual cost to provide Girl Scouting is $216 per girl, per year. Just imagine what we could accomplish if each family decided to contribute to the Friendship Circle campaign. We will conduct a mailing to all families in June of 2010 and we hope you will choose to support the quality programs that Girl Scouts provides to your daughter and her Girl Scout sisters. If only 10% of our families respond to the mailing and send just $10 per family we will raise over $16,000 to support Girl Scout programs and services.