All adults in a volunteer role that interacts with girls from outside their own family have requirements that need to be completed before they are officially considered to hold that role. A description of each available role and the requirements for that specific role can be found here.
Changing an Adult's Role(s)
If an adult is not in the correct role, there are three ways that can be fixed:
- Log into MyGS at girlscoutsosw.org and go to "My Household" then find your name and click on "Edit profile". From there you can scroll down to the section for your troop and either remove an existing role by clicking "remove" or click on the "Add a new role >" at the bottom to select an available role in the troop. If you do not see the role you want available, you will need to reach out to your troop leader so that they can coordinate getting you added either via the Service Unit or council directly. Troop leaders can access this same set of options by going to the "My Troop(s)" tab instead of the "My Household" tab.
- The adult and/or the leader of the troop for that adult can email answers@girlscoutsosw.org and request the change to their role directly.
- The troop leader can contact the Service Unit Data Specialist (SUDS) to request they help facilitate any role changes with council.
Background Checks
Every adult role (except for "Adult Members") needs to have a current background check on file. These background checks need to be renewed every 3 years. Background checks are triggered by council the first time that an adult joins a role that requires one and again about 90 days before a current background check would expire.
The email will be sent directly to the registered adult and they will need to open the email and click the embedded link to fill out the request form to trigger the actual check to take place. The email comes from applicantdirect@asurint.com and VERY OFTEN goes to spam. Adults may need to do a search on their email, including any spam or other filters, before they can finish filling out the link.
Here's an example of what the adult should look for:
Training in gsLearn
When an adult is added to a role, it should also add any required trainings for that role to the account in gsLearn. Adults can access their gsLearn account by going to their MyGS page at girlscoutsosw.org and selecting the gsLearn link on the left-side list. (You can see it in the top screenshot on this page.) If an adult cannot access their account (either MyGS or gsLearn) they need to contact council directly to have this fixed. They can email answers@girlscoutsosw.org or they can call at 503-977-6800.
Note: gsLearn doesn't really play well on mobile. If content isn't working, try accessing it from a desktop computer or laptop. You can also try using a different browser. I've always had success with Chrome.
Once the adult is logged into gsLearn, they should see the required course listed in the "Not Started" section of the My Training box. If they clicked on the training at some point in the past, but didn't actually complete it, it will be listed under "In Progress" or "Overdue". All completed trainings are listed under "Completed".
If the trainings aren't showing anywhere, then they can be accessed by clicking on the Content Library link and in the search box, typing a keyword from their role name such as "Friends" for the Friends & Family Volunteers, "Treasurer" for the bank signers, or "Product" for Troop Product Manager.
New Leaders will find what they need easier by typing "Onboarding" since that will bring the newest leader training near the top and they will need both the "Troop Leader Onboarding Learning Path" and the "Grade Level Training" items that are shown.
Adults should make sure that each of the trainings reflect "100%" complete in gsLearn so that they know that there aren't any pending steps. Completed trainings show up on the reports available to the Service Unit about 24 hours later.
There is a rare occurrence where the training says it's 100% done on the adult's side, but it doesn't get flagged properly by GSUSA. In that case, have the adult send a screenshot showing the completed status for each training to the leader who can forward it to the Service Unit Data Specialist to get it manually fixed at council.