Volunteer Status Policies | Girl Scouts of North East Ohio

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.

Uniforms

Girl Scouts at each level have one required element (tunic, sash, or vest) to display official pins and awards when they participate in ceremonies or officially represent Girl Scouts. For Girl Scout Daisies, Brownies, Juniors, and Cadettes, the unifying look is a tunic, vest, or sash combined with their own solid white shirts and khaki pants or skirts. Girl Scout Seniors and Ambassadors have the option of wearing a scarf that unites their look with that of Girl Scouts around the world. Girl Scout Daisies and Brownies also have a full uniform ensemble available. Scoutship is available upon request for families with financial barriers.

Girl Scout badges, awards, and other insignia should be presented, worn, and displayed only after Girl Scouts have completed the requirements outlined in official program materials.

Adult volunteers are encouraged to wear official membership pins when representing Girl Scouts (e.g. troop meetings, field trips, cookie booths). Pins and fun patches may be displayed on the official GSUSA adult vest following specified GSUSA guidelines. Adults are never permitted to wear Girl Scout-earned insignia (e.g. badges, highest awards). For formal Girl Scout events (e.g. Volunteer Recognition Celebration, Women of Distinction, Board meetings) adults should wear an official Girl Scout scarf or tie, official membership pins, and their own navy-blue business attire.

Performance Assessment toggle arrow

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 redirection or release.

Redirection/Release toggle arrow

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 Girl Scouts or adults;
Conviction of a felony;
Misappropriation of funds or outstanding debt;
Acts of discrimination on the basis of race, ethnicity, creed, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, marital status, parental status, family structure, pregnancy status, disability, family medical history or genetic information, socioeconomic background, political affiliation, military or veteran status, or any other category 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 (i.e., known hate groups as identified by the U.S. Department of Justice and/or ACLU);
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.

If a volunteer applicant previously worked for GSNEO and was terminated, GSNEO reserves the right to restrict that individual’s ability to participate as a volunteer at the discretion of the Chief Executive Officer or their designee.

Resignation/Temporary Leave of Absence toggle arrow

GSNEO understands that sometimes our volunteers may need to take a step back for medical or personal reasons to support themselves and/or their family members. We support this. Please reach out to GSNEO staff to let us know how we can help manage a smooth transition.

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

Prior to giving notice, we encourage them to discuss the reason(s) with their assigned staff.
The volunteer should submit written notice outlining the specific position(s) from which they are resigning or taking leave, and the reason(s). If taking leave, the volunteer should provide an estimated return date.
When applicable, we ask that the volunteer assist in identifying a replacement or interim coverage 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.

Volunteer Disqualification, Restrictions, Suspensions, & Appeals Process toggle arrow

The safety of our members, both youths 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 Criminal Background and Motor Vehicle Records Check conducted by GSNEO and its approved vendor before volunteer appointment and at least EVERY THREE (3) YEARS if you:
- Work with, drive, or supervise Girl Scouts;
- Work with Girl Scout money or products (e.g., Cookie Program or Fall Product Program);
- Work with Girl Scouts or adult members’ personal information; or
- Attend an overnight activity.
Girls Scouts 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.

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

been arrested and/or charged with certain crimes as described below;
has pending adjudication against them;
been convicted of certain crimes as described below;
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 as described below.

Volunteer Disqualification toggle arrow

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 ten (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 three (3) or more misdemeanor offenses with at least one occurring in the last five (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.

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.

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 Scout belonging to the troop is a registered sex offender. Volunteers should make every effort to ensure the Girl Scout 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 to allow volunteer participation will be at 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.

Volunteer Restrictions toggle arrow

Volunteer approval may be restricted to specific roles for any reason including criminal offenses or misconduct. Volunteer approval may include a Financial Restriction if there are 1-2 finance related misdemeanor offenses (e.g. petty theft) within the past five (5) years, or if the Volunteers with a funds handling restriction may take on limited roles at the troop level (see Position Descriptions). Volunteers with a Financial Restriction are not permitted to hold the roles of Troop Treasurer, Fall Program Volunteer, Cookie Program Volunteer, Troop Leader, or most Service Unit Team roles. They may not serve as GSNEO bank account signers, collect or spend troop funds, or oversee cookie booths and money-earning activities.

A Product Program Restriction may be given to volunteers, caregivers, or other non-member-adults in the same households as a girl member, who failed to comply with financial responsibilities during a Product Program with GSNEO. This restriction may involve removing eligibility as a volunteer in good standing, removal from volunteer roles, and if agreements are not made with GSNEO, referral to a collection agency which could impact the individual's credit history or lead to legal action. This restriction will include limiting Girl participation in future Product Programs participation as online-only and troop/group booth-only.

Volunteer approval may include a Driving Restriction if there are two (2) driving related misdemeanor offenses (e.g., reckless operation) with at least one (1) occurring in the past five (5) years, or any operating vehicle while impaired (OVI) offenses within the past five (5) year, or if there are any operating vehicle while impaired (OVI) offenses in the past ten (10) years. Volunteers may also be given a Driving Restriction depending on their Motor Vehicle Records Background Check including factors like the number of moving violations or at-fault accidents over time. Volunteers with a driving restriction are not permitted to drive in an official Girl Scout capacity, including transporting Girl Scout members, Girl Scout gear, cookies, or other products. They may transport members of their own household, personal gear, personal cookies, or products.

Volunteer approval may include an Administrative Role Restriction if there are two (2) misdemeanor offenses within the past five (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 Troop Leader.

Volunteer Suspensions toggle arrow

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 toggle arrow

Any Criminal Background and Motor Vehicle Records Background Check 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 their Criminal Background and Motor Vehicle Records Background check 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 against 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 Criminal and Motor Vehicle Records Background check. 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 Criminal and Motor Vehicle Record Background check
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.

Any Product Program Ineligible/Restriction Volunteer or Caregiver may qualify for an appeal see Stewardship of Girl Scout Funds and Product Program Debt for details.

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