The policies and procedures for administering medication to Youth Members vary depending on:

(i)   the age and capacity of the Youth Member;

(ii)  parental/guardian/carer consent, and

(iii) medical practitioner advice.

Details of the specific roles and responsibilities of Adult Members, Volunteers, and Employees with respect to the administration of medication, and links to relevant forms, can be found in the GGA Administration of Medication Guidelines.

All personal and health information collected must be managed in accordance with the Girl Guides Australia Privacy Policy, which outlines how Girl Guiding in Australia must handle, use, and manage personal information.

All Adult Members, Volunteers, and Employees must be familiar with, and follow, the Girl Guides Australia Privacy Policy, when collecting a Member’s health information.

All Adult Members, Volunteers, and Employees must:

• Promote the prevention of infectious diseases
• Protect other Members, Volunteers, and Employees from infection through appropriate hygiene and safety practices
• Comply with all Public Health Orders relating to infectious diseases

GGiA will utilise information available from the relevant Department of Health in relation to infectious diseases.

If any Member, Volunteer, or Employee attends a Girl Guide event with a Notifiable Disease or is diagnosed with a Notifiable Disease during a Girl Guide event, a Girl Guide Incident Report must be completed and forwarded to the State office using the email address incidentsandcomplaints@yourSGGO.org.au. (The Girl Guide Incident Report replaces ADM.24a and ADM.24b).

The relevant State Commissioner and/or CEO must consider whether other attendees should be notified. While there is no requirement for reporting of Notifiable Diseases to the relevant Public Health Authority  in the state or territory or to the National Notifiable Diseases Surveillance System (NNDSS) in the case of cross border transmission, consider whether there was likely to have been a report (e.g.; where it was diagnosed by a pathologist or a medical practitioner) and make a report if you consider it is unlikely to have been reported. The relevant Public Health Authority and/or the NNDSS will be a source of accurate information in relation to the steps that should be taken in these circumstances. If neither the State Commissioner or CEO is available, then the Leader-in-Charge at the time must consider the appropriate action and inform the State Commissioner and/or CEO as soon as practicable.

All food handlers must meet health, hygiene and other food safety standards requirements. Check with the relevant local council for any specific requirements.

For more information see the National Healthy School Canteens Food Safety Factsheet, or Food Standards Australia New Zealand’s Safe Food Australia Guide.

At all outdoor activities, all Members, Volunteers, and Employees must take steps to reduce exposure to harmful UV rays.  Some useful strategies include:

• Wear protective clothing
• Wear a hat
• Use sunscreen
• Wear sunglasses where practical
• Use shade facilities as much as possible.

Youth Member’s Travelling

No Adult in Guiding should travel alone with any individual Youth Member, unless they are:

• related to each other
• the travel is a routine arrangement that is documented and approved
• the parent/guardian/carer of the Youth Member has agreed to the travel; or
• the travel is essential for the safety or wellbeing of a Youth Member.

When traveling by any mode of transport in a group the GGA Supervision ratios must be adhered to. See Ratios at a Glance and Guidance Note – Boundaries when Interacting with Others in Guiding (particularly Youth Members).

When travel is by a private vehicle:

Any ‘car-pooling’ for travel to or from a GGiA activity should, where possible, be organised by parents, guardian or carers of Youth Members, and not Adult Members, Volunteers, or Employees.

Where private vehicles are used to transport Youth Members, the driver must ensure that:

• the vehicle is currently registered
• the driver holds a current driver’s licence appropriate for the vehicle being used
• all licence conditions relevant to their class of licence are complied with (Note: This means all drivers, including Probationary/Provisional drivers, are only permitted to drive Youth Members in accordance with the licence conditions relevant to the state or territory that issued the licence)
• there is a seatbelt for each person travelling in the vehicle and it is being worn before the vehicle moves
• the vehicle is not a motorcycle or scooter; and that
• the driver is aware of the signs and symptoms of driver fatigue and takes all practical measures to ensure the safety of themselves and all others.

When travel is by bus or coach:

• if the bus or coach is driven by anyone other than a driver provided by a commercial hire company, the driver must hold a current driver’s licence of the appropriate class of licence for the vehicle,
•  the bus or coach should be equipped with seat belts; and
• each passenger travels with the seatbelt correctly fastened and remains seated at all times.

When domestic travel is by air transport:

Where possible Youth Members should travel in groups and be accompanied by adults who have met the screening requirements for a Volunteer in Girl Guiding in Australia (see Element 3 – Recruitment and Screening of Volunteers). Airline ‘unaccompanied minor’ policies must be adhered to, and all ‘unaccompanied minors’ are to be supervised at the airport until departure and met on arrival by an adult.

When travelling internationally:

Youth Members must be accompanied by an adult chaperone/Contingent Leader appointed by the National Coordinator – International. In special circumstances the National Coordinator – International may approve other arrangements.

Pre or post overseas event travel should be undertaken by public transport or commercial tour companies where possible. Girl Guides Australia does not encourage the hire of rental vehicles overseas by members.

Adults in Guiding are encouraged to reflect on the example they set to Youth Members regarding a healthy lifestyle.

Adults in Guiding must not:

• consume alcohol, nor be under the influence of alcohol, at any GGiA event where Youth Members are present
• smoke (nor ‘vape’) at any GGiA event where Youth Members are present
• consume any illegal drugs, nor be under the influence of any illegal drugs at any GGiA event.

Alcohol is not permitted to be served at any GGiA event where Youth Members are present.

When alcohol is available at an adult only GGiA event, non-alcoholic drinks and food should also be provided.

Youth Members are encouraged to adopt a healthy lifestyle and must not:

• consume alcohol, nor be under the influence of alcohol
• smoke (nor vape) nor
• consume any illegal drugs, nor be under the influence of any illegal drugs

at any GGiA event or while wearing Girl Guide uniform or anything that identifies them as a member of Girl Guides.

For more information on vaping and illegal drugs visit  the Alcohol and Drug Foundation website.

No photograph or image of any Member can be published in any way unless GGiA holds a Media Release.

A Media Release is included on the GGiA Membership Form which is signed by the Adult Member or by the parent, guardian or carer of a Youth Member.

Adults in Guiding must, prior to publishing a photograph or image of a Youth Member, determine if consent has been provided unless it is an event where Members have been identified as having/not having Media Release (e.g.; by way of coloured wrist bands). Unit Leaders need to be aware when Media Release Consent has not been given for a Youth Member.

Where possible, all GGiA promotional material should use photos and images of existing Members, Volunteers, and Employees, rather than purchased or stock images.

GGA requires all people involved in Guiding in Australia, including Members, Volunteers, Employees, and Board Directors of GGA and SGGOs, to comply with the GGA Child Safe Child Friendly Policy, to comply with the GGA Code of Conduct at all times and to be proactive in promoting and supporting Girl Guiding in Australia to be a Child Safe Child Friendly organisation.

Although many areas fall within ‘common knowledge’, GGA recognises that not every person responsible for implementing the Health & Safety Procedures of the Child Safe Child Friendly Policy will have knowledge in all areas covered.

GGA and SGGOs endeavour to provide all Adults in Guiding with guidance and training in areas relevant to their role in Guiding in Australia.

GGA Administration of Medication Guidelines

Girl Guides Australia Privacy Policy

Girl Guide Incident Report

Australian Privacy Principles

Food Standards Australia New Zealand’s Safe Food Australia Guide

National Healthy School Canteens Food Safety Factsheet

National Notifiable Diseases Surveillance System (NNDSS)

Vaping Education: Social Media Kit – Alcohol and Drug Foundation (adf.org.au)