Volunteer Status Policies

These policies span the volunteer lifecycle from assessment to resignation. You will also find the answer to frequently asked questions about our Criminal Background Check process, including volunteer restrictions or disqualification, here.

Performance Assessment

Volunteers will be provided with the opportunity to review their performance and obtain feedback from their volunteer or staff supervisor. Responsibilities, duties, and expectations of each volunteer position will be established and outlined in the position description.

The purpose of a performance review is to acknowledge the hard work and dedication of GSNEO volunteers, to provide coaching, evaluate changes that need to be made, help assess whether a position is a good fit or make any other recommendations to help the volunteer be successful in their role. Generally, performance reviews are conducted at the end of a volunteer's position term, although a performance review and coaching may occur throughout the year.

In the case of unsatisfactory performance, the volunteer will be asked to make changes or to fulfill specified requirements to correct the unfavorable behavior within a specified timeframe. Failure to improve performance will subject a volunteer to reassignment or release.

Resignation

A volunteer may resign from their position at any time. Here are the steps:

Prior to giving notice, we encourage them to discuss the reason(s) with the assigned staff.
The volunteer should submit a written resignation outlining the specific position(s) from which they are resigning and the reason(s) for leaving.
When applicable, we ask that the volunteer assist in identifying a replacement and communicate their decision with members of the service unit team.

The volunteer will be required (if applicable) to balance Girl Scout funds/accounts and return property and records. The volunteer and their supervisor will be responsible for completing all necessary steps to ensure a smooth transition.

Service unit bank accounts will undergo a financial review when there is a change in Service Unit Director, approximately 30 days prior to the outgoing Service Unit Director's term ending.

Redirection/Release

A volunteer may be released from a volunteer position or redirected to a new position because of these reasons, among others:

Restructuring of volunteer positions;
Abuse, neglect, mishandling, or mistreatment of girls or adults;
Conviction of a felony;
Misappropriation of funds or outstanding debt;
Acts of discrimination on the basis of race, color, ethnicity, sex, sexual orientation, national origin, age, disability unrelated to the individual’s ability to perform designated volunteer duties, religion, economic status, or any other basis protected by law;
Failure to maintain strict confidentiality when handling sensitive or privileged information;
Membership in an organization whose goals are not compatible with those of GSUSA or GSNEO;
Ineffectiveness or inability to perform the assignment;
Unsatisfactory completion of objectives or failure to take corrective action;
Excessive absence or tardiness from volunteer assignment;
Violation of GSUSA policies or GSNEO policies;
Misalignment with council business processes, procedures, or program;
Actions not consistent with the Girl Scout Mission, Promise, and/or Girl Scout Law.

Volunteers who are released or redirected from their volunteer position are still considered members of GSUSA and GSNEO unless it is determined that they are not able to meet the membership requirements related to accepting the principles and beliefs of the Girl Scout Movement or by supporting the mission and values of the organization.

Volunteers who are released or redirected from a volunteer position may or may not be restricted from attending and/or participating in Girl Scout activities/events depending on the nature of the situation.

All volunteers who are redirected or released will be notified in writing. GSNEO will maintain confidentiality, however, it may be necessary to notify other members impacted by the change in volunteer status.

A redirected or released volunteer who wishes to dispute GSNEO’s decision must submit their dispute in writing within 30 days to appeals@gsneo.org.

Volunteer Disqualification, Restrictions, Suspensions, & Appeals Process

The safety of our members, both girls and adults, is a crucial consideration in the appointment of a volunteer. To become an approved volunteer (with or without restrictions), you must:

Be a registered member of GSUSA.
Agree to the terms outlined in the volunteer position description.
Complete a required CBC conducted by GSNEO and its approved vendor before volunteer appointment and at least EVERY THREE (3) YEARS if you:
- Work with, drive or supervise girls;
- Work with Girl Scout money or product (cookie/magazine and snack programs);
- Work with girl or adult members’ personal information; or
- Attend an overnight activity.
Girls are not to be left in the care of adults who are not registered and approved by GSNEO.
Only registered and approved adult volunteers are authorized to handle Girl Scout funds.

Registered sex offenders are not eligible for membership in GSUSA and may not participate in any capacity, including as a volunteer, with Girl Scout programs. Volunteers may not knowingly hold activities where a registered sex offender is present, and registered sex offenders may not knowingly be present where Girl Scout activities are being held. No registered sex offender is permitted to attend Girl Scout meetings, events, or activities whether in-person or in a virtual space. Holding Girl Scout activities at the home/dwelling of a registered sex offender, whether indoors or outdoors, is strictly prohibited. Registered sex offenders are not permitted on Girl Scout properties.

Volunteer Disqualification

GSNEO follows Ohio Department of Job and Family Services (ODJFS) automatic disqualification guidelines. See ODJFS guidelines for a non-exhaustive list of offenses that may disqualify a prospective volunteer. Individuals with a Federal or State felony conviction within the past 10 years are not eligible to volunteer. Certain crimes (e.g. endangering children) lead to automatic disqualification during the person's lifetime. Additionally, if the applicant has been convicted of 3 or more misdemeanor offenses with at least one occurring in the last 5 years, if they knowingly provide false information during the CBC screening process, or if they have an outstanding warrant, they are ineligible to volunteer.

GSNEO volunteers residing with registered sex offenders are eligible to volunteer with the following restriction:

Girl Scout meetings and activities, including product program pick-up may not be held at their home.

The Primary Troop Volunteers and Service Unit Director will be notified if GSNEO becomes aware that the parent/caregiver of a girl belonging to the troop is a registered sex offender. Volunteers should make every effort to ensure the girl is not treated differently and should not call unnecessary attention to the matter.

For all other conduct and offenses, the council will review the applicant’s situation on a case-by-case basis. The decision whether to allow volunteer participation will be within the discretion of the council.

The factors used to determine disqualification of a person from volunteer participation is as follows: the age of the person at the time of the offense, nature and seriousness of the offense, time elapsed since discharge from imprisonment/probation/parole, whether the person is a repeat offender, and the position for which the person seeks to volunteer.

GSNEO reserves the right to disqualify or restrict the duties of any person who has:

been arrested;
been convicted of certain crimes;
pending charges against them;
been placed on probation or deferred adjudication for certain crimes, and/or who has committed acts that are considered contrary to the community standards of justice, honesty, or good morals;
pled guilty or no contest to certain crimes.

Volunteer Restrictions

Volunteer approval may be restricted to specific roles for any reason including criminal offenses or misconduct.

Volunteer approval may include a funds handling restriction if there are 1-2 finance related misdemeanor offenses (e.g. petty theft) within the past 5 years. Volunteers with a funds handling restriction may take on limited roles at the troop level (see Position Descriptions). Volunteers with a funds handling restriction are not permitted to hold Service Unit Team roles, Troop Treasurer, Cookie Program or MSP Program Manager, or Primary Troop Volunteer roles (Troop Leader, Troop Admin, Troop Program Guide). They may not serve as GSNEO bank account signers, collect or spend troop funds, or oversee cookie booths and money-earning activities.

Volunteer approval may include a driving restriction if there are 2 driving misdemeanor related offenses (e.g. reckless operation) or 1-2 operating vehicle while impaired (OVI) offenses within the past 5 years. Volunteers with a driving restriction are not permitted to hold Service Unit Team roles, Field Trip Driver, or Primary Troop Volunteer roles (Troop Leader, Troop Admin, Troop Program Guide). They may not drive in an official Girl Scout capacity, including transporting Girl Scout members, Girl Scout gear, cookies, or other products (members of their own household, personal gear, personal cookies, or products may be transported by them).

Volunteer approval may include an administrative role restriction if there are 2 misdemeanor offenses within the past 5 years or if there is misconduct as a GSNEO volunteer which does not warrant complete dismissal. Volunteers with an administrative role restriction are not permitted to hold Service Unit Team roles, council level volunteer roles including trainers, or Primary Troop Volunteer roles (Troop Leader, Troop Admin, Troop Program Guide).

Volunteer Suspensions

GSNEO reserves the right to re-screen any volunteer on a periodic or episodic basis as needed. If a volunteer is charged with any misconduct or offense, involvement with the council as a volunteer may be temporarily suspended during disposition or investigation of the occurrence. If a volunteer is arrested or charged with anything that leads to automatic disqualification, their role will be immediately suspended during the legal investigation. It is the responsibility of all volunteers to report their own policy violations and convictions, and those of fellow volunteers of which they become aware. Additionally, it is the responsibility of all volunteers to report illegal activity which occurs in a Girl Scout setting to both law enforcement and GSNEO by filing an Incident/Accident Report Form within 24 hours.

Appeals Process

Any applicant who wishes to dispute the accuracy of the information provided by the reporting agency must file a written notice with the council within 30 days of being notified that her or his CBC for volunteer participation has been determined ineligible and/or restricted. The volunteer will have an opportunity to review the criminal history report provided by the reporting agency. It is the applicant’s responsibility to appeal the report received from the reporting agency and to arrange for any corrections to be sent to GSNEO.

An applicant may also submit a written appeal to the council if they feel they should still be considered despite their convictions and wish to further explain the results of their CBC. These appeals will be considered on a case-by-case basis by the council.

If a person becomes ineligible to volunteer or if they are given restrictions, they may be considered for reinstatement or restriction removal by sending a written request to appeals@gsneo.org within 30 days. The person making the request may:

Be required to take additional training
Be required to pass another CBC
Be reconsidered after a waiting period determined by GSNEO
Be asked to provide character reference letters
Be denied at council discretion

If an ineligible volunteer does not request to be reconsidered, suspensions and restrictions are considered indefinite.

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