Extended Troop Travel 2015-2016 Participant Notebook (PNB)

Transcription

Extended Troop Travel
2015-2016
Participant Notebook
(PNB)
Girl Scouts of Northern California with oﬃces in:
Alameda, Chico, Eureka, Red Bluﬀ, Redding, San
Jose, Santa Rosa, & Ukiah
T (800) 447-4475
F (510) 633-7925
www.gsnorcal.org
volunteer-resources-extended-troop-travel-pnb-pdf
Page 1/19
What is Extended Troop Travel?
Extended Troop Travel is defined by GSUSA and GSNorCal as
any trip of 3 nights or more.
Types of Travel:
Family
Trips taken together with family members. There are usually no behavior agreements, no moneyearning events, or health exams required for participation
Troop/Group
Troops work together to decide on a location they would like to visit. The length and destination of the
trip are determined by progressive activities. Everyone works together to make it work for the group.
Individual Girl/Adult
Opportunities are available for girls and adults to participate in travel experiences that are not a troop
activity. Check out Program Event Guide (PEG) for more options and the GSNorCal web site for more
information.
destinations
Domestic and International trips with specific themes, sponsored by GSUSA, Travel groups and
Councils. These trips require an application to be completed. Acceptance is determined by the
sponsoring group. Information can be found on the GSUSA website:
http://forgirls.girlscouts.org/travel/
Council Sponsored Trips: look for them online and in the Program and Event Guide (PEG)
Travel opportunities for girls throughout the Girl Scouts of Northern California to travel together to
different locations, both domestic and international. They do not require an application. These travel
opportunities are listed on the Council’s website. Registration details are included in the description.
At least one adult must complete this course,
help with the girl planning and
travel with the group.
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GSUSA Travel Toolkit/Pathways: Activity
Introduction to the Global Travel Toolkit
(these items can be downloaded from the GSUSA website at http://forgirls.girlscouts.org/travel/resources or
GSNorCal Volunteer Learning Portal at http://training.GirlScoutsNorCal.org)
The Adult Guide to Girl Scout Global Travel: Pgs.4-6: How does the Girl Scout
Leadership Experience relate to travel?
Exploration The Girl Scout Guide to Global Travel: Pgs.5-7 Using the Travel
Timeline. Fill in some of the requirements for trip planning.
The Girl Scout Travel Log: Pgs. 4-5 What travel skills do you already have? What do
you need to learn before you go? What travel experiences have you had that can help
your group plan this trip, as well as benefit the group while you are traveling?
The Girl Scout Appendix: Page 4. What web site could you access to find out about
hosteling around the world? Our Cabana?
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Page 4/19
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6 months
8 months
6 months
1 month
4 weeks before departure
4 weeks
Parent meeting w/ proposed budget
Extended Troop Travel Course
Submit Trip and High Adventure
Activity Form, roster & itinerary
Health exam for
girls & adults
Apply for insurance*
Submit final Trip and High Adventure
Activity Form**, roster, final itinerary
& emergency contact information
4 weeks
4 weeks before departure
1 month
6 months
1 year
1 year
Cadette
National Trips
**Additional insurance must be purchased for your trip (Chapter 4 Safety wise of the CRG) and may be obtained through the Risk Management and Travel
Team. Forms are available online and must be submitted with payment prior to the trip. For more information, contact [email protected]
2 mos.
2 months
before departure
2 months
1 year
2 years recommended
2 years recommended
Cadette
International/Cruises
*This is the same form as above but with greater detail including who is going, complete itinerary and emergency contact information.
Junior
Minimum Girl Scout
grade level
3 nights
or more
Girl Scouts of Northern California: Time Schedule for Traveling Troops
CRG Hunt:
Find the pages in the Council Resource Guide: Volunteer Essentials to support the following travel
requirements:
Money Earning vs. Fund-raising
ME: Anything girls can do to earn money for their trip: Babysitting, recycling, SU/Council events
FR: Done by adults- specific ask for money
Budgets
All activities should be based on a reasonable budget, taking into account the age of the girls, length of
trip and affordability to everyone. A good rule of thumb. 1/3 troop money, 1/3 girl individually earned and
1/3 family contribution
International Travel
Two to three years are recommended for the planning and preparation of the trip
Health Exams
All travelers, girls and adults, must have a health examination by a professional, maximum 24 months
prior to the return date of the trip. Camp and school physicals are accepted.
Accident/Illness Insurance
All trips of 3 nights or more and/or trips outside the state of California and/or International travel require
additional insurance per person. Purchase through Council.
For more information contact: [email protected]
Page 6/19
Travel Quiz
Using the Council Resource Guide: Volunteer Essentials, circle the correct answer for each question.
Please indicate where you found the answer.
1. There are many ways besides troop events for girls to experience travel in Girl Scouts.
T
F
2. There is no difference between the Health History Record and the Health History with Examination
Record. T
F
3. If a girl drops out of a trip, she is entitled to her share from any money-earning events/activities.
T
F
4. At least one adult must be designated as the first-aider on any trip. T
5. The parents of each girl usually go on trips with the troops.
T
F
F
6. An ID bracelet or dog tags is required for each person with the following information: participants
name, Girl Scouts of Northern California, Council emergency phone number (including the country
code for international travelers).
T
F
7. Additional insurance is required for trips of three nights or more.
T
F
8. Planning for a trip is just as important as the trip itself for Girl Scouts. T
F
9. Uniforms should be worn at all times while a troop is traveling.
T
F
10. Any adult can sign a contract for the group while traveling.
F
T
11. The length of the trip and the distance traveled depends on the readiness of the girls and reflects the
progression of activities. T
F
12. Some of the activities girls are allowed to participate in include paintball, extreme sports, parachuting,
riding all terrain vehicles and Class V water rafting.
T
F
13. Girls should learn as much as they can about a place they will be visiting before they leave. T
F
14. It is just as important to turn in a trip evaluation after the trip, as it is to turn in the Trip and High
Adventure form before departure.
T
F
Page 7/19
Responsibilities:
Group Supervision: At least 2 registered and volunteer screened, unrelated adults must be
present on the trip (one must be female). Use the ratios as stated in the Council Resource Guide:
Volunteer Essentials.
Parent/Girl Agreement: As soon as the girls start deciding on their trip, it is advisable to write up an
agreement between the girls and their parents specifying what each is willing/needs to do to help make
the trip happen.
Code of Conduct: Each group needs to develop their own set of rules for each trip. Rules should be
developed by the girls and adults who will be participating on the trip and should include the
consequences for major infractions. It should be signed by the participant and her parents.
Contracts: All contracts must be signed by an employee of Girl Scouts of Northern California. This includes
rental cars, vacation homes, or anything else in which the Council could be held liable. The Request for
Authorization Rent Vehicles* needs to be filled out and submitted at least 4 weeks in advance of the
scheduled trip.
Reservations: Girls should actively participate in the decision making of where they want to go, where
they want to stay and how they are going to get there. They can contact hotels, restaurants, airlines, etc.
and ask for information that will help in the decision- making. However, adults must be the ones who make
the reservations for the group for accommodations, transportation and entertainment.
Money Management:
• Girl Accounts: Troops may NOT establish individual accounts for girls within the troop
account. Please refer to the CRG for further information.
•
Banking: All trip funds must be maintained in the troop’s bank account
• Money Earning Application* Extra money earning activities can be done as long as the group
has already participated in the Fall and/or Cookie Sale money-earning activities within the last 12 months
at a minimal level of 48 items average per registered girl in any combination of the Fall and/or Cookie
sales. They cannot be done during the public sales (booth sales) of either product sale. All applications
must be filled out and turned in to your Volunteer Development Manager (council staff member) for
approval at least four weeks prior to your proposed money-earning activity date.
Cause Related Marketing: Event nights at local restaurants and home demonstration shows are
allowed for travel troops. Any group wishing to solicit a local business for this type of gift should review
sponsorship guidelines and contact either [email protected] or their local service unit to ensure
that duplicate requests have not already been made in a particular community. Complete the online
Donation Form*. Most companies require tax information from GSNorCal that indicates our non-profit
status. This can be obtained from the Fund Development office in Alameda. See the Council Resource
Guide: Volunteer Essentials for more information.
All forms with (*) can be found at: https://www.gsnorcal.org/en/our-council/documents-and-publications.html
Page 8/19
Travel Forms and Who Gets Them
•
Trip Checklist* in the CRG: To be used by the troop during planning stages of any trip.
•
Trip OR High Adventure plus Roster*: This needs to be turned into your SU representative according to the
“Time Schedule for Traveling Troops” (page 5). The SU rep will then forward this form to
[email protected] and you should hear back from the office for trip approval. Please note that
troops traveling internationally need to submit an original notifications form at least 1year prior to departure
and a final form with complete itinerary, roster and contact information 2 months prior to departure. The SU
rep will then forward this form to [email protected] and you should hear back from the office for trip
approval.
•
Adult/Girl Health History with Examination Form*: There is a difference between the Health History Form
and a Health History with Examination Form. The HHF is filled out by the parent at the beginning of the
membership year and carried in troop records. The HHF with Examination is specific to trips of 3 nights or
more and/or Girl Scout summer camp. This form requires a physical exam and physician’s signature. The
physical must be completed within 24 months of the return date of the trip. All girls and adults participating
on the trip must have a form completed and turned in at least one month prior to departure for domestic
trips, 2 months for international. For confidentiality of information, these forms should be kept in a sealed
envelope unless needed. This form also authorizes emergency medical treatment in case a parent or
guardian cannot be reached immediately.
•
Parent Permission Form*: The Annual Permission Slip does not cover extended trips. You must have this
form specifically for your trip.
International:
•
Permission to Travel Form for Minors*: This form is required for all minors traveling outside of the United
States. It must be signed by both parents/guardians and officially notarized.
•
Photo Consent*: These forms need to be carried for girls and adults just in case you need them. You need to
be aware of any girls or adults who have the “No Photos” line checked. It is up to you to make sure this
agreement is upheld while in situations where photos may be taken.
•
Travel Insurance: Insurance must be purchased for ALL participants for trips of 3 nights or more (Plan 2),
and/or trips outside of California (Plan 3E), and/or international trips (Plan 3PI). The regular insurance with
membership will not cover these activities. Contact [email protected] to get the necessary
paperwork.
•
Troop Driver Information*: All drivers must be at least 21 years of age, have a valid driver’s license and carry
the minimum vehicle insurance required by law. They must also have a Troop Driver Information form filled
out. One copy should stay with the leader and a second copy should be carried by the driver. Drivers must
also be registered members and volunteer screened. The vehicle must be registered and insurance must be
up to date.
•
•
Trip Evaluation/Reflection: Evaluation/reflection : The Trip Evaluation Form, attached, is very important
for reflecting about the trip with the girls. It serves as a way for girls and adults to sum up the activities and the
events of the trip, decide what went well and what didn’t and provide information to other groups who may be
planning a similar trip. It also serves as a starting point for the next trip.
Final Budget Report: Before you leave on a trip you provide a “Proposed Budget” on your Trip or High
Adventure Form. Once you return, you will need to include a “Final Budget Report” with your Evaluation. This
is to give an accurate accounting of money spent on the trip. It comes in handy when other groups who are
planning similar trips are trying to determine expenses for their trip so they can get a true amount to work
from. This information should also be included in the troop’s Year End Financial Report.
Page 9/19
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Troop Identification:
rnia
An ID bracelet or dog tag is required for each person with the
following information: participants full name, Girl Scouts of
Northern California, Council emergency phone number:
1(877)636-1912 (including the country code “01” for international
travelers). This must be worn 24/7.
It is also recommended that the troop wear “like dress” (i.e. matching t-shirts, jackets) in order to spot
members in large groups. It can also help when asking for group discounts. If traveling internationally, a
safety alert was issued to NOT wear anything that would identify the group as US citizens (i.e. no troop
shirts with an American flag across the front).
Like dress is recommended as a way to keep track of your group. This
can be a T-shirt, an outfit or anything else that is not easily removed .
Like dress also has its perks. A troop in our area traveled to Alaska on
the ferry out of Seattle. There was also a Boy Scout troop on the same
ferry. One of the days the boys were allowed to be out of uniform. That
day the leader heard a message on the intercom for the leader of the
Girl Scout group to please report to the purser’s office. When she got
there she found out that the captain was impressed to see them “in
uniform” and wanted to offer the girls a tour of the bridge. Apparently
the Boy Scout leaders just shook their heads and told the boys that
was why they should have been in uniform.
In Case of Emergency Packet:
•
Incident Form* This form should be carried with your troop
information. It’s purpose is to report any non-injury incident that
occurs which may result in future problems. These can include a
serious argument, physical altercation, non-injury incident where
police are summoned, possible or threatened legal proceedings and/
or possible or threatened adverse report to the media. The form
needs to be faxed to the Risk Management & Travel staff in the
Alameda office within 24 hours of the incident.
•
Accident/Injury Form* This form should be carried with your troop information. It’s purpose is
to report any accident/injury occurring at a event activity/meeting/campout/field trip/etc.
Communicate with the GSNorCal Risk Management & Travel staff in the Alameda office within 24
hours of the accident/injury.
•
Emergency Plan Girls can and should help develop the emergency plans. All adults should have
a copy of the council Emergency Card* and troop emergency contact information.
•
Media information Sheet* Give this form to members of the media who arrive other than on a
previously arranged or scheduled basis. Keep several copies in your travel packet. Please refer all
media questions to the Communications Staff Manager at the Girl Scout Alameda office.
•
Medication/Health Record Log This log is to be maintained by the designated First Aider and
should be in the troop first aid kit for the trip. It should include information regarding distribution of
all medications, prescription and over the counter to any participants on the trip. It should also
include any treatments provided to a participant. This record must be kept and maintained in troop
records until the youngest person on the log reaches the age of 25 years old.
Page 10/19
Trip Evaluation/Reflection: FAQ’s
•
What does an evaluation/reflection include and what does it look like?
•
How can you help girls develop a way to effectively evaluate/reflect on a trip?
•
What should it tell us about the trip?
•
Discuss why evaluations/reflections are just as important as planning the trip?
•
How could someone else benefit from reading through your evaluation/reflection?
•
Where can you find copies of evaluations/reflections to review?
Final Budget Reports Facts
Initial budgets are turned in with the original Trip or High Adventure form.
These are usually estimates of trip costs based on planning.
•
•
Once you return we would like to know what the actual budget was for the
trip.
•
Did you allot enough money for each activity?
•
Was there a need for an “emergency fund”?
Your Final Budget Report should be turned in with your Trip Evaluation upon
your return.
•
Page 11/19
Supervising Girls
What is it?
Adults accompanying a group of girls should be chosen for their
patience, flexibility, and good judgment.
Requirements:
•
Understand your role and the expectations for the
trip
•
Understand and agree to the plans the girls have
made for the trip
•
Good Girl Scout supervision is…
•
Encouraging the girls to try new things
•
Watching over them and guiding
•
Intervening before injuries happen if possible
(safety is the primary concern)
Understand and agree to the safety plans and the
buddy system
•
Being knowledgeable about the activity and the
potential dangers
•
Be a registered Girl Scout and have approved
volunteer screening on file at the council office
•
Being a good role model
•
If you are driving, have the driver information form
on file with the troop.
•
Taking full responsibility for the activity or group of
girls when asked
•
All drivers must know and understand the
transportation and safety standards in the CRG and
GSUSA Safety Activity Checkpoints regarding
transporting girls
•
Providing effective discipline when needed
(criticize the behavior not the girl)
•
Knowing where girls are at all times
•
Being available at all times for girls who may need
help
•
Proving praise for effort and achievement
•
Know the emergency procedures for the site as well
as during travel to and from the site if applicable
The group/troop leader should communicate with all of the
chaperones and encourage them to attend the troop meetings
where the girls are preparing for the trip. The chaperones need
to understand what the girls have planned and what team
agreement they have decided upon.
Page 12/19
Contact Information
Learning Facilitator(s)
Please send Final Trip Evaluation and
[email protected]
budget information to:
Risk Management and Travel
Specialist
[email protected]
1(800)447-4475 Ext. 1108
[email protected]
1(800)447-4475 Ext. 1107
Risk Management & Dispute
Resolution Director
For more information about Troop Travel, insurance, vendor approvals,
or High Adventure questions please send your inquiry to:
[email protected]
Page 13/19
Extended Troop Travel
PNB Appendix:
1. Sample Girl Agreement
2. Sample Parent Agreement
3. Sample Trip Code of Conduct
4. Trip Evaluation and Final Budget Report
5. Training Evaluation
Page 14/19
Girl Agreement
I agree to:
•
Do my share of the money earning for the trip or be assessed accordingly
•
Earn my share of the individual fee plus a minimum of one of my spending money
•
Do my share of the work on the trip. I understand that this not my vacation to do as I please, when I
please. Fifteen (?) people are depending on my. The primary responsibilities of the adults on the trip
will be support, safety, and driving.
•
Participate in at least 3 regular (2 night) camping trips to prepare for the trip
•
Accept the fact that we will be traveling in appropriate identifiable outfits daily
•
Work on the planning committee
•
Learn about the places we will be visiting and complete any assignments relative to this
•
Live by the Girl Scout Promise and Law
Girl Scout Signature
Date
Page 15/19
Parent Agreement
1. All money earned as part of the trip’s money-earning is earmarked for the trip. If the trip does not
occur the money will become the property of the troop.
2. Girl s who join the troop after a pre-set date (established by the troop) who wish to participate in the
trip, may make up their share of the earnings with the product sales or personal funds.
3. Parents are responsible for the costs associated with a physical exam by a licensed health provider,
trip clothing, and spending money
4. Each family will assume any financial responsibility for their daughter if she is sent home because of
illness or for a disciplinary reasons. If a trip adult must accompany her, her parents will pay for the cost
incurred by that adult. Trip adults will determine the need for a girl to return home early and will advise
the parents.
5. Parents and girls are expected to actively participate in all money-earning events. Trip money-earning
activities are important for developing the ability to work as a team, as well as for earning money. If
parents/girls miss a money-raising event, they will be responsible for making up financially the average
amount earned by the event.
6. Quotas: Fall Product Sale:
Girl Scout Cookie Sale:
7. Assessment: (Anyone not meeting any quotas will be assessed accordingly) To be determined by the
girls in the troop.
8. As parents, we/I expect to support our/my daughter in her commitment to the troop for the trip.
9. No girl should be excluded from the trip due to financial need. Families should notify the troop leader
of need.
10. Non-refundable deposit of $
is due on
*
* Parent and troop leaders establish the amount and due date of non-refundable deposit at least 5 or
more months prior to start of the trip.
Parent/Guardian Signature
Parent/Guardian Signature
Date
Date
Page 16/19
Code of Conduct
The following rules were created and agreed upon by the girls and adults who will participate in the trip.
These rules will serve as the trip code of conduct.
1. Be on time. Do not make others wait for you.
2. Be sensitive to the needs of others (health, mood, etc.)
3. Keep your belongings and yourself clean and neat.
4. Ask before you borrow something. If you break it replace it promptly.
5. Use the buddy system. Notify an adult when you leave an area.
6. Nothing with a heavy odor is to be applied/used while in cars or tents, such as hairspray, nail polish,
insect repellent, perfume, etc.
7. Don’t take personal problems out on others. Find someone you talk to who can help.
8. Keep the noise level (voices) down while in cars and in camp.
9. Smoking, use of alcohol, or use of recreational drugs will not be tolerated.
10. Do your fair share of work. Work before pleasure.
11. No boys in tents or tent area. Socialize in the dining area.
12. Don’t bite off more than you can chew. Ask for help. For example, don’t try to lift something you know is
too heavy for one person.
13. No complaints about the outfits. Wear your outfit properly and with pride and respect the organization
you represent.
14. In cars:
•
Wear seatbelt
•
Hands, head, and feet inside the moving vehicle at all times
•
Don’t be rowdy
•
Personal music devices must be played softly so as not to bother others. The car
radio is for the drivers.
15. At meals: •
Wash hands before cooking and eating
•
Tie hair back while cooking or around fires
•
Notify everyone when meals are ready—including adults
16. Cell phones and personal electronic devices are to be used during free time only.
17. No body piercing or tattoos at all!
18. Limit person spending money to $
as we agreed.
19. Have fun! Learn about places you visit.
Girl Scout Signature
Date
As a parent, I am aware of and support this list of trip code of conduct
Parent Signature
Date
Page 17/19
Trip Evaluation and Final Budget Report
This form must be completed and turned in no later than one month after you return from your trip. Its main
purpose is to share what the girls learned while on the trip, while serving as a tool for other troops planning similar
trips.
Troop Contact Information:
Leader Name
Phone#
E-mail Address
J C S A
Address
Troop #
City/State/Zip
Service Unit
(Troop Grade Level)
About the Trip:
Trip Location:
Dates:
Number of Girls:
Number of Adults:
How long did the troop take to plan this trip?
How and why was this location chosen?
What were some of the favorite activities your troop participated in while on this trip?
What type of transportation did you use?
Where did you stay?
Is this a trip you would recommend other troops to plan? Why/why not?
Would your troop be willing to talk to other groups/troops about their trip? Yes No
Where will you be traveling to next?
Final Budget Report: When you submitted your Trip and High Adventure form the budget information you provided was
an estimate of expenses. Now that you have returned we would appreciate if you could attach a copy of your actual
expenses: Cost of transportation, food, event/entry fees, accommodations, troop t-shirts, tips, etc. This information will
give other troops a more accurate idea of what they need to plan for if they will be doing a similar trip.
Please send a copy of this to:
[email protected]
Risk Management and Travel Assistant
Girl Scouts of Northern California
1650 Harbor Bay Parkway Suite 100
Alameda, CA 94502
Feel free to add additional pages if needed. The more information we get the better our data will be.
Page 18/19
Evaluation/Reflection: Troop Travel Training
Class Date
Learning Facilitator(s)
I’ll make this
happen
This isn’t worth
the effort
Team building with girls
1
2
3
4
5
Creating a welcoming and inclusive troop atmosphere
1
2
3
4
5
Involving girls in planning & decision-making
1
2
3
4
5
Preparing the girls for the travel experience
1
2
3
4
5
Using the GSUSA Travel Toolkit
1
2
3
4
5
Understanding the importance of forms & timelines
1
2
3
4
5
Being prepared for the unexpected
1
2
3
4
5
Engaging the girls in reflection/evaluation
1
2
3
4
5
1. Overall how helpful would you say this training was?
2. What information or techniques will you be able to use with your troop/group?
3. What would you change about this training?
4. Did the learning facilitator model her/his messages effectively?
5. I just want to say…
Name (optional)
Contact information (optional
Page 19/19

Extended Troop Travel 2015-2016 Participant Notebook (PNB)

Transcription

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