Starting a new troop or need to get better prepared for next year?
Get organized so you can devote more time to the fun activities! While every council is different, you can expect to have annual forms, permission slips, and rosters which you may need to retain for several years. You don't need all these forms at every meeting so divide them up into different binders and only bring what you need to each meeting. Your back and brain will thank you!
Badges
Folders and Binders
Separate your paperwork into groups so you aren't bringing blank forms on adventures or hauling cookie information around outside of sales season. For regular meetings, I bring the Emergency and Activity folder. For council events, only the Emergency folder. If I know a new Girl Scout is starting, I will bring the Leader binder and Blank Forms folder to get her set up in our troop. Not shown below is the finance folder since our treasurer holds onto that until the finance report is completed and the paperwork moves to the retention folder.
Emergency * Activity/Meeting * Leader * Sales * Finance * Retention * New Scout/Year
1. Emergency
This holds the most important information and you will keep it with you anytime your troop gets together. Make sure every registered adult knows where this folder is located and what it contains in-case of an emergency.
- Emergency contact information for your council
- Annual permission form for each Girl Scout
- Any other medical forms required by your council
- Adult emergency form - we sealed these in individual envelopes and will only unseal them if that adult needs emergency care
- Allergy information or Epi-pen instructions if someone in your troop has a severe allergy
- Activity roster as needed
- Activity permission slips as needed
Look for a lightweight, waterproof folder with a closure or zipper. A bright color will help it stay visible on your adventures. All paperwork will be moved to the retention folder at the end of the Girl Scout year and new forms need to be completed.
2. Meeting/Activity
Any information you need to give to parents or use to teach the badge during that meeting
- Attendance tracker
- Meeting handouts
- As-you-arrive coloring pages
- Sign-up sheets for upcoming events
- Journey books or badge workbooks
I use a basic poly folder left over from some previous project. You should be able to find one for $1 to $2.
3. Leader Forms and Rules
Reference information which can be left at home for most meetings
- Volunteer Essentials information
- Activity Rules - Safety activity checklists
- Facility Forms - Bank account information or facility use agreements you may need to reference at a later time
- Any reference materials
I used a basic 3 ring binder left over from another project along with a couple dividers. Hit up Dollar Tree or back to school sales.
4. Cookie or Fall Sales
Used by the "Cookie Parent" in charge of the sales programs
- Council Rules - When and where you can sell are council specific. Keep close track of your deadlines and reporting requirements given to you by your council.
- Tips and Tricks - Record notes to remember what worked well and what you would do different next time.
- Receipts - Every product transfer to a Girl Scout or money exchange needs a signed receipt from both parties. Keep them safe until the end of the season and then move to a retention folder and follow council guidelines for retention period.
- Reports - Copy of sales, financial, and recognition reports
I found this neat 3 ring binder with a built in folder extension several years ago. It has bad reviews on Amazon but since it is only used for a couple months of the year I haven't had any problems. Hit up Dollar Tree or back to school sales for dividers.
5. Finance
Used by the treasurer to store receipts
- Receipt book if needed to reimburse purchases
- Keep all receipts and statements together until the year-end report is completed.
- Move all receipts to a retention folder and start the new year.
- I recommend a Google sheets tracker to balance the account
Look for a coupon or receipt folder with 13 pockets, one for each month. We put the receipts and the statement in each pocket and then after the finance report is completed the folder is emptied and everything is moved into the retention folder.
6. Retention
Old information you need to keep in case of an audit or problem.
- Previous year's Annual Permission Forms
- Completed Activity rosters and activity permission slips
- Previous year's finance reports and receipts
- Previous year's sales program receipts and reports
I use one folder for each year for forms and a 2nd folder for the cookie season. Look for small folders with a closure so the receipts don't fall out.
7. New Scout or Year Forms
Blank forms needed every year or when a new Girl Scout wants to join your troop.
- Adult or Girl registration
- Scoutership Applications
- Annual permission Forms
- Ways to help or Vehicle Information
- Behaviour Contracts
- Activity Permission Forms
- Activity Rosters
I purchased the black Amazon Basics folder and I am happy so far.
For badge trackers, attendance trackers, yearly plans, and finance reports check out the Trackers page!
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