ttrroooopp ccaa44667733 policy and guidelines 2012-2013 troop ca4673... · the troop board will...

Policy and Guidelines Handbook is for Troop CA 4673 Use Only (Revised 03/2012)

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TTrroooopp CCAA44667733

Policy and Guidelines 2012-2013

“Dedicated to building women of integrity through service

to God, family, community and country”

Chartered by Hope Christian Academy

Policy and Guidelines Handbook is for American Heritage Girls Troop CA 4673 Use Only

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Table of Contents

1. Troop Ministry

2. Troop Structure

2.1 Troop Board

2.2 Troop Ministry Team

2.3 Troop Units

3. Program Emphasis

3.1 Five Levels of American Heritage Girls

3.2 Program of American Heritage Girls

3.3 Badges and Awards

3.4 Girl Leadership Opportunities

3.5 Outdoor Experiences

3.6 Community Service Projects

3.7 Social Development

3.8 Spiritual Development

4. Uniforms

4.1 Uniform Purchase

4.2 Leader’s Uniforms

4.3 AHG Handbook

5. Advancement

5.1 Board of Review

5.2 Award Ceremonies

6. Finances

6.1 Financial Obligations

6.2 Troop Dues

6.3 Program Support Fee

6.4 Fundraising Policy

6.5 Reimbursements


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7. Meeting Procedures and Policies

7.1 Meeting Times

7.2 Permission Slips

7.3 Release of Troop Members

7.4 Transportation and Troop Activities

7.5 Code of Conduct

7.6 Child Abuse Policy

7.7 Girl Visitors

7.8 Sibling Policy

7.9 Administration of Medication Policy

7.10 Sick Policy

7.11 Cell Phone Policy

7.12 Photography Policy

7.13 Alcohol, Drug, and Tobacco Policy

7.14 Knife Policy

8. Communication

8.1 Suggestion Policy

8.2 Conflict Resolution Policy

9. Parent Responsibilities

9.1 Adult Volunteer Positions

9.2 Background Check Policy

9.3 Youth Protection Training

9.4 CPR and First Aid Training

Parent/Guardian Signature Page

“Let us draw near to God with a sincere heart and with the full assurance that faith brings, having our hearts

sprinkled to cleanse us from a guilty conscience and having our bodies washed with pure water. Let us hold

unswervingly to the hope we profess, for he who promised is faithful. And let us consider how we may spur one

another on toward love and good deeds, not giving up meeting together, as some are in the habit of doing, but

encouraging one another—and all the more as you see the Day approaching.” ~ Hebrews 10:22-25


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1. Ministry of American Heritage Girls

Troop CA 4673 is dedicated to providing a program that follows the mission of American Heritage Girls: “building women of integrity through service to God, family, community and country.”

American Heritage Girls is a Christ-centered leadership and character development ministry.

The following Statement of Faith applies to all American Heritage Girls' Charter Organizations, Adult Members and Adult Leaders.

"We believe that there is One Triune God – Father, Jesus Christ His one and only Son, and the Holy Spirit – Creator of the universe and eternally existent. We believe the Holy Scriptures (Old/New Testament) to be the inspired and authoritative Word of God. We believe each person is created in His image for the purpose of communing with and worshipping God. We believe in the ministry of the Holy Spirit who enables us to live a Godly life. We believe that each individual is called to love the Lord their God with all their heart, mind, soul and strength; and to love their neighbors as themselves. We believe that each individual is called to live a life of purity, service, stewardship and integrity."

AHG Oath: "I promise to love God, Cherish my family, Honor my country, and Serve in my community." AHG Mission: "Building women of integrity through service to God, family, community and country." AHG Vision: "American Heritage Girls is the premier national character development organization for young women that embraces Christian values and encourages family involvement."

AHG Creed: "As an American Heritage Girl, I promise to be: Compassionate – Understanding others in fellowship, empathy, kindness, and caring. Helpful – Willingly serve others. Honest – Always tell the truth and keep my promise. Loyal – True to God, family, friends, community and country. Perseverant – Continuing to strive toward a goal despite obstacles. Pure – Keep my mind and body pure. Resourceful – Wisely use my time, materials and talents. Respectful – Honor my country, be obedient to those in authority and courteous to all. Responsible – Accountable for my own actions. Reliable in all situations. Reverent – Faithful and honoring to God. Respectful to the beliefs of others.


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2. Troop Structure

American Heritage Girls Troop CA 4673 is chartered by the American Heritage Girls (AHG) under the auspices of Hope Christian Academy located in Garden Grove, California. This troop is structured in accordance with the general guidelines laid out by AHG. 2.1 Troop Board AHG Troop CA 4673 will have a Troop Board that will create and implement all Troop policy and guidelines. The Troop Policy and Guidelines will be updated on an annual basis by the Troop Board. A budget and fundraising goals will also be presented for approval by the Board. The Troop Board will consist of a minimum of five adult member positions: Charter Representative, Coordinator, Vice-Coordinator, Treasurer and Shepherd. Other positions on the Board may include: Fundraising Manager, Service Project Coordinator, Advancement Manager, Ceremony Coordinator, Activity Manager, and Secretary. The Board's responsibility will be to create and implement the Troop Policy and Guidelines, develop and manage a Troop budget for parental approval, and oversee all fundraising efforts of the Troop. The Troop Board will also work alongside the Charter Organization to approve and recruit adult leaders and oversee conflict resolution issues. The Troop Policy and Guidelines will be updated on an annual basis by the Troop Board. 2.2 Troop Ministry Team The Troop Ministry Team is comprised of the Troop Board, Unit Leaders and Assistant Unit Leaders, Squad Leaders, and other individuals who regularly participate in the ministry of the troop. Whereas the Troop Board’s function is primarily to set policies and guidelines, the Troop Ministry Team’s function is primarily to work together to help the troop most effectively implement those policies and guidelines. 2.3 Troop Units The Troop will be divided into age appropriate units according to the guidelines set forth by American Heritage Girls. One of AHG’s Ministry Values is: AHG’s program is developmentally appropriate and does not intend to “hurry” a child in mastery but to enjoy the process and learn along the way. The program is progressive in nature encouraging each girl to become competent in a manner which encourages development but does not rush it. With this ministry value in mind, AHG requires girls to stay in their age appropriate Program Level, unless disabilities significantly prohibit this. AHG does recognize that there are girls who are exceptionally gifted and may be ahead of their peers in one or more areas. Because AHG is a character development program, based on social development, not academic achievement, AHG requires that girls who have been designated as “gifted” be placed in her age appropriate Program Level, allowing her to grow and develop socially with other girls of her age. Policy indicates that girl must be of minimum age by October 31 of program year. Each level within Troop 4673 will have two-deep leadership and use the AHG guidelines for Adult-to-Girl ratio:

Pathfinder: 1 adult per 6 girls Tenderheart: 1 adult per 6 girls

Explorer: 1 adult per 8 girls Pioneer: 1 adult per 10 girls

Patriot: 1 adult per 12 girls Levels may be broken into squads according to size and the developmental stages of the girl members.


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3. Program Emphasis 3.1 The 5 Levels of American Heritage Girls

Pathfinder Ages 5-6 and in Kindergarten Girls earn necklace beads for attendance, participation and bible verse memorization while learning the four parts of the AHG Oath. They receive the Eliza Shirley Award for completion of this level. Tenderheart Ages 6-9 and in grades 1-3 A Tenderheart earns Achievement Badges in any of the six Frontiers of Skill and receives activity patches for participating in Troop activities or special events. They earn the Sacagawea Award for achieving the highest level of skill and service at this level. Service Stars are awarded for every 5 hours of community service. Explorer Ages 9-12 and in grades 4-6 An Explorer earns Achievement Badges in any of the six Frontiers of Skill and receives activity patches for participating in Troop activities and/or special events. They receive Service Stars for every 10 hours of community service. The Lewis and Clark Award is earned by those girls who achieve the highest level of skill and service in this age group. Explorers are allowed to participate in overnight camping events as well. Pioneer Ages 12-14 and in grades 7-8 A Pioneer continues to earn Achievement Badges, Service Stars and activity patches. The highest award level for Pioneers is the Harriet Tubman Award. These girls may also become Camp and Event Aides. The Pioneer level is where girls really begin to show leadership skills by assisting their leaders with planning, organizing and staffing special events for AHG in the community or within their Troop. Patriot Ages 14-18 and in grades 9-12 The Patriot is the highest program level in AHG. These girls plan and carry out activities with Unit Leaders who function as “facilitators”, allowing girls to make decisions on a regular basis. As with lower levels, they too earn Achievement Badges, Service Stars and activity patches. Since the girls are older, they are required to demonstrate the highest level of skill in all areas. The level award for the Patriots is the Dolley Madison Award. Patriot level girls may go above and beyond to earn the highest award of the American Heritage Girls, The Stars and Stripes Award. This is the most prestigious of awards, and requires a great deal of time, sacrifice and devotion to achieve this award.

The American Heritage Girls Achievement Badge Program is divided into six "Frontiers". These frontiers, when offered together during the year, offer a well-rounded program. Each badge can be earned at three different levels (Tenderheart, Explorer, and Pioneer/Patriot). The six Frontiers of the American Heritage Girl program include:

(1) Our Heritage (2) Personal Well-Being (3) Family Living (4) The Arts (5) Science and Technology (6) Outdoor Skills

http://www.ahgonline.org/pages/page.asp?page_id=21684



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3.2 The Program of American Heritage Girls The key elements of the program that are emphasized in program planning for Troop CA 4673 are:

(1) Life skill enhancement through multi-level merit badge program (2) Girl leadership opportunities at all levels of programming (3) Developing teamwork and building confidence through varied outdoor experiences (4) Character development through community service and citizenship programs (5) Social development through organized special events (6) Spiritual development through religious awards program

3.3 Badges and Awards Generally, each Unit will earn a minimum of 3 badges per year as a group. The Troop Budget accounts for three badges per girl per year. Additional badges earned are to be paid by the girl member. Any Activity Badges are “optional” and will also be an additional cost. Unit Leaders help the girls plan their activities to revolve around their badge requirements. If girls are absent from a Troop meeting where badge requirements are being met, it is up to the girl member and/or parent to make sure she fulfills those requirements on her own time if she wants to receive the badge along with the girls in her Unit. Unit Leaders and Assistant Leaders at each level will sign off on girl handbooks for any badges earned. Independent work towards merit badges is also encouraged, particularly for the older girls. Summer months are a great opportunity for girls to earn badges in the outdoor skill frontier as well as the other frontiers. All badges earned independently must be approved by the Unit Leader. Unit Leaders have the right to question any badge requirements fulfilled outside of the troop meeting. Girls will be required to bring a display or report specific to the badge they earned outside of the troop meeting or make a short presentation to the group at a predetermined time. All badges will be ordered on a bi-annual basis through your Unit Leader. All new members earn the Joining Award in the first few months as a new member. New members will need to complete the Joining Award section in the American Heritage Girl Handbook and have the Unit Leader sign off on the requirements before the Joining Award may be presented. Level awards are available at all levels of AHG. Girls earn this award at the end of their level (i.e. Pathfinder, Tenderheart, 3rd grade, Explorer, 6th grade, Pioneer, 8th grade and Patriot, 10th grade). Girls from Tenderheart through Patriot levels (ages 6-18) are encouraged to earn their Religious Award. The highest honor in AHG is the Stars and Stripes Award. This is earned at the Patriot level. Additional awards include sports pins, Youth Patriotism Award, and the Presidential Service Award. Please refer to the American Heritage Girl Handbook for more information. Awards are earned outside of and in addition to badges. It is a policy of American Heritage Girls that all girls must present themselves in the official uniform to receive an award. 3.4 Girl Leadership Opportunities


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Girl leadership skills are encouraged at all levels of AHG. AHG Troop 4673 will offer many leadership opportunities throughout the year. Through many successful experiences, leadership becomes a lifestyle to the AHG members. Some of these opportunities may include Leader in Training, Chaplain, Historian, Game Leader, Song Leader and Discussion Leader. 3.5 Outdoor Experiences Providing outdoor experiences to our Troop members is very important. Our Troop will provide annual opportunities for the girls to participate in the outdoors. This may include camping or other overnight activities. For the younger girls, this will be family camping in compliance with the requirements of AHG. 3.6 Community Service Projects Service is a key part of the AHG program and important to our Troop. Each Troop is asked to participate in at least three service projects a year. Units may do additional projects if there is interest from the girls. Girls earn service stars based on the number of service hours they log. All service projects completed at the Troop level will be logged by the Advancement Manager of their unit. Girls may earn additional service hours outside of the Troop setting. Parents and girls will be notified when to turn in those hours. 3.7 Social Development Social activities for girls are an integral and important part of AHG. The Troop offers many activities for girls and their families. These events have a separate charge and are not included in the Troop budget. It is important that girls try to attend various events in order to earn their Level Award at the end of their Level. The Troop will provide an annual calendar at the beginning of the year to help with setting your calendar. 3.8 Spiritual Development Each girl is encouraged through the AHG program to grow her faith and relationship with God. Whether through meeting prayer, unit Bible studies, or modeling Christ-like behavior, AHG Volunteers can have an eternal impact on the lives of girls. Each AHG Troop has a special Troop Shepherd who seeks to get to know each girl and pray for each girl. Girl at all levels are encouraged to participate in the AHG Religious Award Program. 3.9 Special Event Activities Throughout the year, special events and/or multi troop events may be held. These events are optional to attend, yet important to build relationships within one's Troop or with other Troops in our community. The fees for these events are not included in our Troop dues, and the responsibility of each attending girl member.


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4. Uniform Requirements AHG is a uniformed organization and requires that all registered girl members attending Troop meetings to wear the AHG official uniform. The AHG uniform demonstrates that you are a member of the group and it confirms that you are unified with your other Troop members in the beliefs and goals of AHG. The AHG uniform is to be worn at all meetings and ceremonies. It can be worn to service projects, fundraising activities, and Troop activities that do not require more casual dress. While the girls are in uniform they are to be very conscious of the fact that they are representing AHG and making lasting impressions on those around them.

Unit Uniform Guidelines All Closed toed shoes are required (no sandals, flip flops, clogs, or healies, etc.) Pathfinder AHG Pathfinder T-shirt, Navy skirt, skort or slacks Tenderheart AHG Red Vest, Blue Neckerchief, White Polo Shirt, Navy skort or skirt Explorer AHG Blue Vest, Red Neckerchief, White Polo Shirt, Khaki skirt or skort Pioneer AHG Blue Sash, White Polo Shirt, Khaki skirt, skort or slacks Patriot AHG Blue Sash, Red Polo Shirt, Khaki skirt, skort or slacks

4.1 Uniform Purchase All official AHG uniforms can be purchased from the AHG Attic at store.ahgonline.org. Keep in mind that the official vest or sash package may only be ordered once a girl’s registration has been processed by AHG, Inc. The AHG Attic is a convenient way for parents and leaders to not only order the official AHG uniform but also spiritwear items, gifts and collectibles. Spiritwear are t-shirts and other AHG items of interest. We encourage our girls to wear spiritwear anytime outside of uniformed events. While there are many talented seamstresses in the AHG organization, handmade uniforms are not acceptable. We require that all uniforms are purchased through the AHG Attic to insure consistency and equality of the group throughout the entire organization. In order to provide further options to parents of Troop 4673, the polos, skorts, or slacks of the uniform may be purchased at Walmart, Target, Children’s Place, or any school uniform store, including online stores. All uniforms must comply with the American Heritage Girls’ uniform guidelines (no cargo pants, decorations, etc.) Please refer to the AHG Handbook to reference the location and placement of badges and insignia. It is a policy of American Heritage Girls that all girls must present themselves in the official uniform to receive an award.

http://store.ahgonline.org/


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4.2 AHG Leader’s Uniforms Pathfinder Leaders wear the Pathfinder “official” Leader T-shirt and Navy Blue or Khaki bottoms. Tenderheart through Patriot Leaders wear the AHG “official” Red or Navy Polo Shirt. Additionally, all adult volunteers and helpers will be required to wear the official AHG Polo shirt. New Unit Leaders will receive the AHG Membership Pin at the Fall Joining Award ceremony. The AHG membership pin is to be worn on the right lapel. Unit Leaders also may earn the Gem of a Leader Pin (at the 2, 4, 6, or 8 years of service) and the Religious Award Mentor Pin which may be placed on the AHG official polo as well. See the Leader Handbook for placement. 4.3 AHG Handbook All girls need a Girl Handbook. This handbook is a tool that will assist them with badge requirements, keeping accurate records, and assist their Leaders throughout their AHG career. All handbooks may be purchased through the AHG Attic at store.ahgonline.org. It is our desire that requiring a girl to wear a uniform should in no way hinder her from joining the organization. If obtaining an AHG uniform for your daughter is difficult, please speak with the Troop Coordinator about your need.

5. Advancement Girls are expected to make regular progress in their development as Women of Integrity. For the most part, such progress is seen in their growth toward living out the AHG Creed and AHG Oath in their everyday activities. The troop provides two basic mechanisms for recognizing this development or advancement: Badges and Level Awards. 5.1 Board of Review Each girl member completing her Level Award (except for Eliza Shirley) must participate in a Board of Review, at least 30 days prior to the End of Year Ceremony. The purpose of a Board of Review is to gain an understanding of what the girl member has accomplished, encourage and support her accomplishments, gain insight about issues we may have within the troop, as well as help prepare girls for an interview process with adults. Neither girl members nor family members of the prospective awardees may participate in the Board of Review. The Board of Review will be offered during a regular Troop meeting and girls will be notified prior to the meeting of their required attendance. Girls must be dressed in full uniform (including neckerchief) with badges and insignia, complete for inspection. Girls should wear the official AHG uniform appropriate to their level. 5.2 Award Ceremonies Troop CA 4673 plans 2-3 Award ceremonies per year with an end of the year celebration in May. This enables the girls to receive their badges, joining awards, level awards, service recognition and religious recognitions more than once per year. You will receive a calendar in the fall for all of these important dates. These award ceremonies are open to parents, family and relatives to attend. It is important to the girls that they have at least one parent in attendance for these award ceremonies. If a girl is unable to attend the ceremony, her recognition will be given to her during an opening ceremony at the next available Troop meeting. When scheduling your family calendar, please make these ceremonies a priority.

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6. Finances Troop finances are derived from three sources: Family contributions (dues, registration, etc.), fundraising, and direct fees (special events, fun activity patches, etc.). The money from these sources is used to cover the costs involved in running the troop. Please keep in mind that it is our desire to provide advance disclosure in regards to financial obligations, but additional unforeseen costs may arise throughout the year. 6.1 Financial Obligations The following is a breakdown of initial and annual costs. Please note: these costs are subject to change annually. The first year of joining AHG requires additional one-time expenses including the purchase of a handbook and uniform as outlined on the previous page. Our desire is to keep costs at a minimum while ensuring the provision of a quality program. Girl National Registration $26.00 (annual) AHG Membership Registration; Limited to a $60 “sister cap” Troop Dues $50.00 (annual) – Helps cover Troop Budget. Amount subject to change annually. Fundraising Obligation $60.00 (annual) – Minimum profit required to be raised per girl on an annual basis. In

the event that a member does not raise the minimum amount over the course of the program year, they will be required to pay the difference in a cash donation. A “buy out” option for non-participation in any fundraising event will be $75 per girl annually. Please refer to Fundraising policy in section 6.4

Program Support Fee $20.00 (annual) – Amount to be provided through above-mentioned fundraising efforts. Please refer to section 6.3 for further explanation Adult Member Registration $26.00 (annual) – Annual membership registration with AHG, Inc. Adult Member Background $25.00 (every 5 years or as determined by the Board) Check Please refer to section 9.2 for further explanation Adult Member CPR/First Aid $50.00 (every 2 years to keep certification current) Certification Youth Protection Program FREE – Certification (required every 5 years or as determined by the Board) Please refer to section 9.3 for further explanation Girl Handbook $18.00 (one time purchase) Uniform and Badges Cost varies as outlined in previous “Uniform” and “Badges and Awards” sections


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6.2 Troop Dues The Troop Board annually determines the amount of “dues” to be assessed each girl member to operate a Troop budget. Troop Dues support the activities of the Units. Such costs include: - Badges (up to 3 badges covered annually by dues)

- Arts and crafts supplies (for projects worked on during AHG meetings) - Unit leader supplies (items necessary for badge work) - General office supplies (copies, ink, paper, etc.) - Any other costs incurred by the unit in fulfilling the unit ministry goals.

Troop Dues of $50 will be collected in full at the beginning of a program year or at the time a girl member first joins the program. Troop 4673 will also give the option to pay dues bi-annually: $25 at the beginning of the program and $30 half way through the year. The increased amount helps cover the administrative cost. 6.3 Program Support Fee American Heritage Girls spends far more than $26 per girl annually to provide the AHG program. The remaining cost to provide the program comes from the assessment of the Program Support Fee which is $20 per registered girl paid to AHG, Inc. annually by the Troop. Ideally, this amount will be covered through the troop’s fundraising efforts. 6.4 Fundraising Policy Fundraising is a necessary activity on behalf of the Troop. Funds earned support the Troop budget, provide for the AHG program support obligation and enables girls and their families to lessen the out of pocket costs of the program. It has always been our policy to keep fundraising to a minimum. All fundraising will have purpose and will follow the guidelines and approval of AHG, National. Fundraising is a key source of income for our troop. This effort covers, among other things, our largest single expense: the annual chartering renewal fee paid in August of each year to AHG, National. Each year the Troop Board determines the fundraising goals for the year. We expect girls to raise approximately $60 per member. These funds will cover our $20 per girl commitment to AHG, National and the Troop Budget. Fundraising may also cover camping supplies, CPR/First Aid classes for leaders, service stars, scholarships, and leadership appreciation gifts if all expenses in the Troop Budget are covered. Participation in the troop fundraising opportunities is strongly encouraged. However, Troop 4673 realizes that time is a valuable commodity and as a result, girls will have the option for a fundraising “buy out” (cash donation instead of any participation in any fund raiser) in the annual amount of $75 for each member. If funds remain at the end of the program year, those funds will be used to cover any “Wish List” items. Those items may include, but are not limited to: reserve cash account, financial hardship gifts, leader CPR/First Aid training, background checks, ceremony refreshments, scholarship money, computer software, website creation/maintenance, administrative equipment, and other Troop expenses. Please follow these general guidelines when engaging in fundraising activities for the troop:

1. Girls should be in uniform and follow all AHG safety guidelines (see handbook) 2. No one wearing an AHG uniform may solicit funds for any other organization.


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3. Donations help the troop as much as product sales and are greatly encouraged. They may be in the form of a cash donation as well as direct supply donations. Cash donations to the AHG troop are not tax deductible. Any checks should be made out to “Hope”.

6.5 Reimbursements Within the limits of the troop budget, Unit Leaders or Troop Board Members who purchase materials and services on behalf of the troop in general or for a particular unit shall be reimbursed according to the following guidelines:

1. Plans for all purchases must be submitted to the Coordinator prior to purchase. Verbal authorization is sufficient.

2. Unit Leaders must submit a receipt with a completed reimbursement form to the Troop Treasurer. 3. All reimbursements will be reviewed by the Treasurer and the Troop Coordinator.


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7. Meeting Procedures and Policies 7.1 Meeting Times Troop CA 4673 AHG meetings will begin promptly at 6:30pm. The meeting will open with the posting of the colors and prayer followed by pertinent announcements. Typically, the girls will then be dismissed to their units. Meetings will close promptly at 8:00pm with the retirement of the colors, prayer, and circle time. 7.2 Permission Slips When girls will be participating in a field trip or activity that requires transportation outside of the Troop meeting, they must have a permission slip. If a child forgets the permission slip, she will not be able to attend. Troop leaders are not authorized to take children without a permission slip. Permission slips are given out at least one meeting prior to the activity. 7.3 Release of Troop Members Each parent is required to sign in their daughter when dropping her off and sign out their daughter when picking her up after a troop meeting. If a parent is unable to attend the meeting and the child will be riding with someone else, a written note granting permission, phone number of parent, and photo identification of responsible adult is expected to be given to the Troop Coordinator at the beginning of the meeting. No verbal approval will be accepted. 7.4 Transportation for Troop Activities All potential drivers for Troop activities must complete a “Troop Transport Form,” verifying auto insurance, seatbelts and driver’s license. This form must be on file with the Troop Coordinator and the Unit Leader, in charge of the activity. Typically these forms are available for completion at the Parents Registration Night or in your Girl Registration packet. Parents choosing not to complete this form may not transport girls other than their own daughter on a Troop related activity. This form must be updated annually. For all events, there must be 2 registered Adult Parents in each vehicle that is transporting girl members to and from an event. For field trips or any AHG events, the “2 deep” AHG rule applies. 7.5 Code of Conduct All AHG girl members are expected to properly conduct themselves at all AHG functions. Proper behavior includes respect for themselves and others and adherence to AHG standards as outlined in the AHG Creed. Violations will be addressed as follows:

1. First violation: counseling by her Unit Leader in regards to any change that must take place 2. Second violation: interview with the Troop Coordinator concerning how the incident does not live up to the

AHG creed 3. Third violation: parental notification and possible termination of membership for severe violations at the

discretion of the Troop Board 7.6 Child Abuse Policy If an adult member learns or suspects that a youth member has been emotionally, physically or sexually abused, it is imperative that he/she report the incident to AHG leadership. A member is not required to know for certain that a child has been abused. All that the law requires is that you have a reasonable suspicion and are reporting in “good faith”. It is the responsibility of the AHG Unit Leader to file an incident report with the Local/National Office.


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7.7 Girl Visitors From time to time, girls may like to invite a friend to visit a Troop meeting. The following procedure must be followed when inviting a guest(s):

1. The Troop Coordinator and Unit Leader should be notified at least one week in advance of a girl visit. 2. Pathfinder and 1st and 2nd grade Tenderheart parents must accompany the child and remain with the child

during the Troop meeting or activity. 3. If a parent is unable to attend, a permission slip should be submitted with vital parent information provided. The

Troop Coordinator should be notified if a parent is not attending, explaining the lack of parental attendance. 4. A new girl and their parent may visit one time before registering as a Troop member. 5. All non-member “visitors” attending a “Bring a Friend” Activity sponsored by the Troop (or a regular troop

meeting) must provide a completed permission slip with emergency contact information. 6. All other visitation situations must be communicated with the Troop Coordinator in advance.

7.8 Sibling Policy AHG Troop leadership recognizes the fact that parents may sometimes need to bring children who are not AHG participants to Troop meetings and events. This is permissible provided the following rules are strictly adhered to:

1. Children must remain at their parent’s side, or at the side of an adult designated by the child’s parent, at all times during the meeting or activity. Children must never be unattended.

2. Children may not be unsupervised in the hallways at any time. 3. Siblings may not participate in AHG activities, as this may create logistical problems for those organizing the

meetings and it may cause distractions. 4. Parents are to remove disruptive children. 5. Any leader taking an active role in a meeting is to make arrangements with another adult to supervise her non-

AHG children. 7.9 Administration of Medication Policy AHG members are discouraged from taking medication at AHG events unless absolutely necessary.

1. No AHG girl member is allowed to self-medicate while participating in an AHG event. Exceptions include inhalers and EpiPens, which may be kept on a girl’s person for emergency use. Parents must indicate in writing that the girl is in possession of this medication and possesses the knowledge and ability to administer.

2. No AHG girls may bring over the counter medications for self administration. Over the counter medications may be administered by the Health and Safety Lead on an as need basis. Parents must include these over the counter medications on the Request for Medication Administration Form. These are kept in the possession of the Health and Safety Lead for the duration of the event.

3. Administration of all medication will be done per the instructions provided on the Request for Medication Administration Form.

7.10 Sick Policy Your daughter should be free from fever, vomiting, and diarrhea for at least 24 hours and must not have any unknown rash in order to attend any AHG event. If any medication must be given during an event, the Request for Administration of Medication must be provided to the Unit Leader before the event. 7.11 Cell Phone Policy Cellular telephones (including but not limited to camera phones), beepers, pagers, or any other related electronic communication devices are not to be turned on or visible during meeting or activity time. Please consult with your Unit Leader or Troop Coordinator for permission to call out to a parent or guardian when needed.


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7.12 Photography Policy Any photos taken during Troop activities may not be posted on-line or passed along in emails without the direct consent of all families included. 7.13 Alcohol, Drug and Tobacco policy As the use of alcohol and drugs has been proven to be a significant health hazard, they are not permitted at any AHG function or activity. Tobacco has also been proven to pose serious health risks. Since the adult leaders serve as examples for the girl members, smoking is not allowed in the presence of girls at AHG activities or events. Use of alcohol, drugs, or tobacco by an AHG member should be reported to the girl’s parents. Use of alcohol, drugs or tobacco by an AHG adult member during an AHG event should be referred to the Charter Organization Representative or your Support Services Coordinator. 7.14 Knife Policy Knives can be an important and exciting piece of equipment for outdoor adventures, but they also bring with them an inherent increased risk. Knives may only be brought to an AHG activity when deemed appropriate by chaperoning AHG adult Leaders and included on a pack list for the AHG activity. For activities when knives (or other equipment, such as cell phones, electronic devices, etc.) are not appropriate, they should be included on the activity pack list under a “do not bring/leave at home” category. If pocket knives will be permitted at a Troop activity, Troop leadership must train girls about safe and appropriate use of a pocket knife.

8. Communication Positive communication avoids gossip by providing constructive feedback and uses the conflict resolution principle. To this end, Troop CA 4673 has a suggestion policy and a conflict resolution policy as described below: 8.1 Suggestion Policy Your suggestions should be submitted by email with the situation described, the problem defined, and your idea for a solution. Suggestions may be submitted to your Unit Leader or to a Troop Board Member. All complaints are to be submitted as suggestions, where the complaint is the problem that is defined. Thinking through the problem and coming up with a possible solution allows criticism to be constructive. The Troop Board will consider your suggestion and implement the changes if deemed beneficial to the entire program. 8.2 Conflict Resolution Policy The conflict resolution policy is derived from Matthew 18. The basic steps are listed below and the process stops when the conflict is resolved.

1. Go to the person with whom you have conflict and try to work it out with positive communication. 2. Bring the issue to the troop board for resolution. 3. Bring the issue to the charter organization for final resolution.

A longer process is provided in the troop coordinators handbook and will be used in cases of difficult problems coming to the troop board.


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9. Parent Responsibilities Parents are encouraged to attend meetings with their daughters. Providing a quality program for girl members requires a commitment from all families involved. Each family must agree to actively participate in the Troop to ensure the success of the group as a whole. The girls should be at the meetings and events in the required uniform and arrive before the starting time and after a visit to the bathroom. Parents are also required to obtain information at check-in for upcoming events, monitor e-mails and make sure the girls remember to bring their Handbooks on other necessary information to each meeting. 9.1 Adult Volunteer Positions Thank you for helping to enhance the lives of these young girls through your participation. From the Coordinator to the occasional Squad Leaders, the contributions of parental gifts and talents are what make this troop a blessing for of the girls in it. Our Creator has endowed every parent with gifts and talents to offer. When the girls see their parents invest themselves in the troop, they know that AHG is important. With all this in mind, we expect the parents in each family to contribute their gifts and talents in some way to help the troop. All AHG volunteer must be at least 21 years of age and a citizen of the United States. This candidate must have the willingness and desire to work with girls, parents and Troop Board. This candidate must subscribe to and affirm the Oath, Creed, Mission Statement, Statement of Faith and all other rules of AHG, Inc. This person needs good communication and human relations skills. This candidate must be a registered AHG member. This candidate must complete the Volunteer Application and adhere to reference and background checks along with the final approval of the Charter Organization. Adult volunteers are required to wear the official AHG Polo shirt as a uniform.

Two or more adults are disagreeing on Troop policies and/or function and the issue is causing conflict .

The persons involved meet together, seperate from Troop

meeting time, to discuss concerns and realize the misunderstanding

can be resolved aimicably.

Aimicable resolve does not occur after private meeting between adults,Troop

Coordinator is consulted. Troop Coordinator is asked to review conflict with adults involved. During meeting, Troop Coordinator assists with conflict resolution, issue moves to aimicable resolve. (Skip this step if one adult

involved in conflict is Troop Coordinator.)

Troop Charter Representative is asked to review conflict along with Troop Coordinator and additional

parties involved. During this meeting, Troop Charter

Representative is to provide insight and counseling as well as record

keeping. Issue moves to aimicable resolve with all parties satisfied.

Charter Representative finds that no aimicable resolve can be established. Charter Representative determines

next path to be taken. Incident Report should be filed with AHG Inc. Support

Services Coordinator for record keeping. Charter Representative is

responsible for any decision to replace leadership or request for leader/adult

transfer to new troop. Change of Troop Coordinator process must be followed if

necessary.



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9.2 Background Check Policy It is the policy of Troop 4673 that all parents involved in American Heritage Girls be required to submit a background check. As a national Christ centered youth organization, American Heritage Girls has the obligation to exercise “due diligence” with regards to protecting its members, especially the girls. By performing background checks on our volunteers AHG is putting up a safeguard at the “doorway” of the organization that will, in most cases, scare off sexual predators. We are also offering peace of mind to discerning parents when choosing a youth program for their daughter, knowing we are being pro-active in trying to protect the girls. Background checks will be valid for no more than 5 years. It is at the discretion of the Troop Board and Charter Organization to determine whether or not to require more frequent background checks. 9.3 Youth Protection Training Beginning with the 2012-2013 Program year, all AHG registered adults must take the Boy Scouts of America Youth Protection Training. This online training is free. Adults must submit a copy of their card (available upon completion of the course) with their AHG Registration. This online training will need to be renewed every 5 years. The Youth Protection Training can be found at http://www.scouting.org/Training/YouthProtection.aspx. 9.4 CPR and First Aid Training All adult leaders in AHG Troop 4673 will be required to remain current in CPR and First Aid Training.

http://r20.rs6.net/tn.jsp?llr=qlkcqvhab&et=1109270095261&s=4942&e=001yVFAcLwoLJiroU1MoLqlH4OVSSwlJFM20d3HD01Ix8jtZdkDq20p6_hQ2E4D20udHFs9aO_4GSltIDsGvkmd4RJTj1o-AhWLE1z9spgUo0SIHnwuiiX8JVqypTjBN9S3sn0mFxAOFGPMqe2m2MyOqTkBTdOhebyS


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Parent/Guardian Signature Page Parents please review and approve our Troop’s Policy Handbook and Guidelines. Indicate below your review and approval of the following documents, sign and date this form. Once completed, tear off this back page and return to either the Troop Coordinator or a Troop Ministry Team member by the first Troop meeting.

□ I have reviewed and approved the AHG Troop 4673 Policy Handbook for the 2012-2013 program year (revised 3/2012)

and agreed to adhere to Troop Policies and guidelines contained.

□ I agree to actively participate in the Troop to ensure the success of the Troop as a whole.

Preferred Communication Method (check all that apply): Outside of information provided at Troop meetings, please indicate below the way in which you would like the Troop to communicate information to you. If no preference is given, communication for Troop 4673 will be sent via e-mail.

□Email:

□Phone:

□Mail:

SIGNATURE: Parent/Guardian Name (please print): Parent/Guardian Signature: Date:

ttrroooopp ccaa44667733 policy and guidelines 2012-2013 troop ca4673... · the troop board will...

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