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Program Registration and Refund Policy

Registration Guidelines

New Programs and Events: We continuously add activities to our list of offerings. Visit our Programs and Events page frequently to see our latest postings. Add your name to our e-mail list to receive our weekly newsletter. By doing this you will also receive occasional e-bulletins to keep you in the loop of what's going on! Please review our Refund Policy prior to registering for council activities.

Registration Deadlines: Program coordinators are as generous as possible when establishing registration deadlines. Therefore, registration deadlines are strictly adhered to. Registrants are accepted ONLY until the published deadline AND ONLY when space permits.

Complete:Please read the event description carefully as registration instructions vary. Some activities run by Girl Scouts of NYPENN Pathways now use our online registration site. Read the online registration instructions given here. Others still use the Program Registration Form. Print out and fill in the registration form completely, using the details specified in the event description. Send the completed registration form and any required payment to:
  Program Assistant
  Girl Scouts of NYPENN Pathways
  8170 Thompson Road
  Cicero NY 13039-9393

Pay: Deposit Fees for all programs/ events must accompany your Registration Form. Program fees of $25 (per person) or less must be paid in full at the time of registration; otherwise a deposit of $25 (per person) is acceptable. Final payments are due a minimum of two weeks prior to the event, or as stated in the event registration information. Please note that some events require a longer lead time. In the case of a program that costs $25 or more per person, if cancellations are made prior to the final payment due date, a refund, less the deposit fee will be granted.

Receiving: When your Program Registration Form arrives at council, the received date will be recorded, your Program Registration Form will be reviewed for completeness, and the completed forms will be receipted and then forwarded to the Pathways Registrar to enter.
 If the Program Registration Form is incomplete, it will be returned to you or you will be contacted for the missing information or payment. You may complete the Program Registration Form and again mail it to the service center. The new received date will be recorded for use in processing.
 Every program participant, including girls and adults, should be a registered Girl Scout. If a program participant is not a registered Girl Scout, please add a $12 per person fee to the program fee. Membership in Girl Scouting is open to all girls in grades K–12 and adults ages 18 and up.

Processing: Program Registrations are processed on a daily basis in date order by date received.
 When the number of registrations exceeds the number of spaces still available for the event, the registrants will be notified of the program being full.
 Registration confirmation will be sent as soon as possible. The confirmation will be sent via e-mail or to the contact address on the form. Please help us save paper by providing your e-mail address in neat block lettering!! Additional event information will be sent by the program coordinator approximately two weeks prior to the event. You will be notified as soon as possible if the event is full.

Cancellations:
by you: Cancellation notifications will only be accepted in writing. Refunds for cancellations are made only if the notification is received by the Pathways Registrar prior the registration deadline specified in the event description.
by council: A full refund is given if the council closes a program center or cancels a program activity due to low enrollment or a serious health/safety hazard. Troops/groups or individuals who have reservations or are registered will be notified as soon as possible when such decisions are made.

 

Refund Policy for Programs and Council Events

A full refund is given if council cancels a program. Troops/groups or individuals who are registered will be notified as soon as possible when that decision is made.

Payments or deposit fees for all council programs and events are non-refundable unless council cancels the event or the registering person/group cancels PRIOR to the registration deadline.

Program fees of $25 (per person) or less must be paid in full at the time of registration; otherwise a deposit of $25 (per person) is acceptable. Final payments are due a minimum of two weeks prior to the event, or as stated in the event registration information. Please note that some events require a longer lead time. In the case of a program that costs $25 or more per person, if cancellations are made prior to the final payment due date, a refund, less the deposit fee will be granted.

Cancellations made after the registration deadline will not receive a refund, unless the cancellation is due to a medical reason and a request for refund with a doctor’s excuse is received within two weeks of the cancellation or program date.

If a participant uses their council Cookie Dough as payment towards a program or event and subsequently cancels their registration (prior to the registration deadline, etc.), the Cookie Dough amount is refunded only as Cookie Dough. The refunded Cookie Dough will be issued with the same expiration date as the Cookie Dough that was used as payment.

Participants who want to transfer to another council program or event will be assessed a $10 transfer fee. The transfer must be requested PRIOR to the registration deadline of each program.

Summer Camp:
The $10 deposit fee for Summer Camp programs is non-refundable unless council cancels the program.

Cancellation notifications will only be accepted in writing (to the Program Assistant in the Cicero office or via email to summercamp@gsnypenn.org). Refunds for cancellations are made only if the notification is received by the Program Assistant prior to the registration deadline (two weeks prior to the summer camp date). A cancellation may qualify for a refund (minus the deposit fee) if the cancellation is due to a qualified medical reason. A written refund request along with a doctor’s excuse must be received within two weeks of the cancellation or program date.

Final payments for Summer Camp 2014 are due no later than June 11, 2014.

Participants who want to transfer to another Summer Camp program will be assessed a $10 transfer fee (unless the program is cancelled by the council, in which case this fee will be waived). The transfer must be requested PRIOR to the registration deadline for each program. If a participant uses council Cookie Dough as payment towards a Summer Camp program and qualifies for a refund, the Cookie Dough amount is refunded only as Cookie Dough. The refunded Cookie Dough will be issued with the same expiration date as the Cookie Dough that was used as payment.