Welcome to Girlguiding
Virtual guiding new starter form
© Girlguiding June 2020
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Virtual guiding new starter form
Although we’ve had to put all our in-person unit meetings on hold, we’re still keen to meet, stay
connected with girls, try new activities and work towards badges and awards.
Units are keeping in touch in lots of different ways during this time, some are sending out newsletters
and activities to their girls and others are meeting online. Units don’t have to be running virtually and
some are taking a break. Girls in those units can take part in our Adventures at home activities and work
towards badges. Your leader will be able to give you more information about how their unit is keeping in
touch.
We’ve designed this virtual guiding new starter form to capture all the information that you and your
leader need in order for your child to join in virtual guiding. When in-person unit meetings are running
again you’ll need to complete a different form to capture the additional information you and your leader
will need.
What does it cost to join Girlguiding?
All Girlguiding groups (also called ‘units’) charge subscriptions or ‘subs’ to cover the costs of equipment,
activities and hiring the meeting place. These can be paid weekly, monthly or each term. There’s also an
annual subscription paid by all members that covers the day-to-day running of our charity and your local
guiding area. This is sometimes included in subs.
Your leader will let you know the costs for your unit and when these can be paid. The costs for online
guiding may be the same or less than the costs when the unit is meeting in-person again.
We try to make guiding affordable for all girls and there’s help at hand if you can’t meet the costs. If
you’re concerned about any of these costs, speak to your unit leader and she can tell you about ways we
can help, including our grants.
As Girlguiding is a charity, if you pay income tax we can use Gift Aid to claim 25p for every £1 you give
us, including your child’s subs. Your leader will send you a gift aid form and we’d really appreciate it if
you could sign it and send back. The extra money will go straight back to your child’s unit.
What you could do to support your child and the volunteers at the unit?
All of our units are run by volunteers who give their time to create an environment that empowers young
members to be the best that they can be. The Girlguiding community treats everyone with respect and
dignity and values the support that parents/carers can give to help to set positive examples. You can
help and support your child and the volunteers at your unit by:
Access to the platform is made through the parent/carers account, unless your child meets the age
restrictions for the platform.
Encouraging your child to get involved with unit meeting activities.
Letting your unit leader know in advance if your child is unable to attend.
Informing the unit leaders of any changes to your personal details so that they can update the
membership system. This is to ensure your child’s safety.
Looking out for information and returning paperwork (such as consent forms) promptly.
Making payments on time.
Encouraging your child to understand and uphold the Girlguiding Promise and Laws.
Please ll in all relevant
sections of this form and
return to your unit leader
.
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This page is to be lled out by the leader
Unit details
Unit name
Meeting platform eg
newsletter or Zoom
Meeting day/time
Unit email
Facebook/twitter
Unit subscription details
How often it is paid
How much
This unit subscription Includes
Excludes Partly pays for
the Girlguiding annual
membership subscription
You can pay it by
(insert payment method)
Leaders
Unit main contact
Phone number(s)
Email
Unit secondary contact
Phone numbers(s)
Email
Area support
Your child’s unit is part of a wider Girlguiding family
Her unit is part of District/ Division
This is within County
In Country/ Region
We take your concerns seriously. If you ever need to talk about an issue with someone other than your
unit leader contact the local commissioner in the rst instance, or our national support team through our
website: girlguiding.org.uk
Name
Phone number
Email
Buying guiding uniform, gifts and resources
You can buy your guiding essentials online at girlguidingshop.co.uk
To order by phone from your latest Guiding Essentials catalogue call 0161 941 2237.
For any buying queries please email us at mailto:tradingshop@girlguiding.org.uk
To nd your nearest Girlguiding or volunteer shop ask your leader, call 0161 941 2237 or visit
girlguidingshop.co.uk > Shop Locator.
Please be aware that your order may be delayed during this time, check the online shop for more details.
This page is to be lled out by the parent/carer or young member over 14
Essential information
It’s essential the information we collect, store and use for your child’s membership is accurate.
Membership number
Name
Surname
Preferred name
Date of birth
School
Parent/carer details
This must be the person who has legal responsibility for this member. This person must sign this form and
the virtual meeting consent form (if applicable). If this person is not the person who will supporting this
member through virtual guiding you need to ensure that the leader knows this before the rst meeting.
Name
Relationship to the young member
Address
Landline
Mobile number
Email
Emergency contact details
(person to contact if parent/carer above is not available). They should live at a different address to the
member. This in case there was an emergency happening at the member’s home.
Name
Relationship to the young member
Address
Landline
Mobile number
Email
Additional information request
To ensure your child is able to participate and enjoy a range of guiding opportunities during her
membership, we ask that you complete the following health information
Do you consider your child to be disabled or to have a health condition? This could include physical
impairments, learning difculties or disabilities, mental health problems, sensory impairments,
or any other medical conditions. If your child would benet from adjustments in order to help her
participate in guiding, please speak to your unit leader or contact infoteam@girlguiding.org.uk for
more information.
Disabilities or health
conditions
Allergies
Once completed please ensure that the information on this page is recorded on GO. Paper copies
must be securely destroyed
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Photo permission
We sometimes take photos and/or videos during our activities. Please indicate below your preference for the
way in which we can use the photos of your child. If you are over 14 please complete this section yourself.
[a] ‘Photos/videos can be shared and published and used for marketing - this means I am happy for
photos, videos, storytelling and other visual and audio content of my daughter to be taken/collected,
used for promotional and marketing purposes, published in public-facing media and shared within
Girlguiding and with partners and local newspapers’.
[b] ‘Photo/videos can be used for unit use only- this means I am happy for photos, videos, storytelling
and other visual and audio content of my daughter to be taken/collected, used as a record of unit
activities, not published in any public-facing media and not shared outside the unit’.
[c] ‘Do not take photo/videos - this means I do not want photos, videos, storytelling and other visual
and audio content featuring my daughter to be taken’.
Photo/video permissions differ for large scale events (where over 100 participants are present). Consent
forms will state clearly if an event is large scale, and will request parent/carer to tell Leaders if they do
not wish photos/videos of their child to be taken at the event.
Communications
To deliver good quality guiding, local leaders will need to communicate with members or young
member’s parent/carer. We need to be able to tell you the information, that you need to know, so
together we can participate in great local guiding. The unit leader may also need to contact you about
any last-minute changes to our plans. Please speak to your unit leader to nd out more.
Phone numbers
I am happy for my child’s leader to store my telephone number on her personal mobile phone
YES NO
Conrmation
Parent/carer conrmation
I conrm that the information that I have provided for this form is correct at the time provided and
that I have read the information about supporting my child and the unit volunteers. I understand that the
Girlguiding community treats everyone with respect and dignity and I understand my role in helping to
uphold the values of Girlguiding.
Name of young member
Signature
Date
Rangers - additional conrmation for members over 14
I conrm that the information that I have provided for this form is correct at the time provided. I am
happy for Girlguiding to contact me in the ways I have indicated above. I understand that the Girlguiding
community treats everyone with respect and dignity and I understand my role in helping to uphold the
values of Girlguiding.
Name
Signature
Date
Email address
Please ll in all relevant sections of this form and return to your unit leader.
This can be done by email – please type your name in the signature box, a physical signature is not
necessary.
You (parent/carer) must return this form to the leader from the email address you have written above.
If your child is over 14 and has completed their own conrmation you must copy them into the email
when you send the form back to the unit leader.
Once completed the information on this page should be kept in a secure location for the duration
of membership + 1 year
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What will you do with my data
It’s simple. We need the information you share with us to run our exciting activities and to satisfy our
legal responsibilities. We’ll keep it safe for as long as your daughter is an active member. We promise
we’ll only share your information if:
You ask us to
The law requires us
In order to comply with our policies so your daughter can enjoy an activity safely we it’s in the public
interest
Don’t worry – we’ll never sell your data or share it for any other reason.
Girlguiding is the registered data controller* for all our members’ personal information, both in the UK
and around the world.
Want to nd out more about how we use your information – and your rights?
Visit girlguiding.org.uk/privacy-notice
The organisation that manages and looks after your data
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