SERVICE UNIT
Planning Packet I N C L U D E D I N T H I S PAC K E T ✓ Service Unit Plan for Success ✓ Service Unit Budget ✓ Service Unit Team Challenge
GSLE SUA PLANNING PACKET 2021
Annual Vision Plan
☙ SERVICE UNIT SERVICE UNIT SERVICE UNITSERVICE
UNIT #
Annual Vision Plan
GIRL SCOUT MISSION: Girl Scouting builds girls of courage, confidence, and character who will make the world a better place.
Council and Service Unit Strategic Goals: Council and Service Unit Strategic Goals: 1. Grow, membership 1. Grow, retain,retain, renewrenew membership 2. Develop and support volunteers 2. Develop and support volunteers 3. Engage members in Entrepreneurial programs 3. Engage members in the 4 pillars of Girl Scouting: STEM, the Outdoors, Life Skills, and Entrepreneurship
Essential responsibilities of the Service Unit
Essential responsibilities of the Service Unit
volunteers girls reflective of theofdiversity of the community: RecruitRecruit volunteers and girlsand reflective of the diversity the community: unit team members ☙ Service☙unitService team members ☙ Troop leaders and program ☙ Troop leaders volunteers and program volunteers ☙ Girls
☙ Girls
Assist leaders and other troop volunteers in promoting the delivery of the Girl Scout Leadership Experience: ☙ Provide service unit networking and Assistessential leadersenrichment and othertraining troop and volunteers in promoting thediscussion delivery of the Girl Scout ☙ Support all volunteers throughout the service unit with meetings, other communications, and support initiatives Leadership Experience: ☙ Coordinate girl-planned service unit events ☙ Provide essential enrichment training and service unit networking and discussion ☙ Participate in council and community events
☙ Support all volunteers throughout the service unit with meetings, other communica-
☙ Volunteer recognition tions, and support initiatives
Our Service Unit for membershipservice year ☙ goals Coordinate girl-planned unit events
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2.
☙ Participate in council and community events
☙ Volunteer recognition
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SERVICE UNIT TEAM
Plan Development Welcome to the Service Unit (SU) Team! As a part of the Service Unit Team, YOU are a key player in bringing the Girl Scout experience to life for girls and adults in your area. You’re critical in providing this opportunity to every girl! We want to thank you for taking on this position. Your expertise, interests, skills and life experiences are essential to the leadership experience which inspires girls to reach their personal best. Your commitment and passion to the Girl Scout Movement are indispensable. We value and celebrate your dedication and thank you again for joining us as we embark on a new membership year. Yours in Girl Scouting, The Membership Team and Staff of Girl Scouts Louisiana East
Service Unit Team Structure The following positions are part of the core Service Unit support system. Every Girl Scout member is part of a local community, a geographically-based local division of the Girl Scouts Louisiana East. Your Service Unit is led by a Service Unit team, composed of at least three experienced volunteers who support leaders and troops in the areas of Program, Operations, and Membership. Other positions may be added to meet the volunteer needs, including: product support, adult learning facilitation, publicity, delegate, recruiters, secretary, and adult recognitions chairpersons.
SERVICE UNIT STRUCTURE PROGRAM
• Events • SU Camping • Word Thinking Day • Etc.
• Secretary • Treasurer • Publicity • AFG Manager
Adult Awards
Volunteer Facilitators
Internal Recruiting Specialists (GSLE Staff)
OPERATIONS
Product Managers • Fall • Cookie
Conflict Resolution
Membership / Volunteer Support • Recruiters • Coaches
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Membership Development Specialists (GSLE Staff)
GSLE SUA PLANNING PACKET 2020
SERVICE UNIT
SERVICE UNIT #
Plan for Success
SERVICE UNIT The Service Unit Planning Packet is a new tool designed by GSUSA to help service units plan for a successful year! The attached pages contain membership goals and ideas for achieving them, a service unit budget sheet, a quarterly plan of activities, and a service team challenge. The service team challenge is designed to recognize outstanding service units that meet or surpass these goals. Will your service unit be on of them? Will your Service Unit be recognized with the President’s Award? Your Membership Development Specialist will check in with you monthly to support you and share ideas for success!
Service Teams Plan for Success Membership Goals Establish SUA TEAM Core:
Operations
EOY 20
Membership
20
NEW GIRLS NEW ADULTS GIRLS RETAINED ADULTS RETAINED ADULTS LEADERSHIP RETAINED
GIRLS EARLY RENEWAL ADULTS EARLY RENEWAL VOLUNTEER TOOLKIT YEAR PLANS CREATED NEW TROOPS FORMED COOKIE GOALS BONUS
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Goal
Program
20
to Date
+/- to Goal
Recruitment/Engagement Goal: Increase girl membership | Increase adult membership Goal: Hold a recruitment opportunity at least four times before December (open house, parent meeting, event, etc.). Who:
When:
Date:
Notes:
Goal:Hold two recruitment opportunities between January-February (Daisy specific). Who:
When:
Date:
Notes:
Goal: Reach out to community organizations, houses of worship, and/or daycares to recruit volunteers and girls who are starting school in the fall. Who:
When:
Date:
Notes:
Goal:
Who:
When:
Date:
Notes:
Retention: Increase retention, both girls and adults Goal: Reach out to Girl Scout Juliettes to join service unit events. Who:
When:
Date:
Notes:
Goal: Ensure troop leaders complete training. Who:
When:
Date:
Notes:
Goal: Introduce Volunteer Tool Kit (VTK). Who:
When:
Date:
Notes:
Goal: Provide clear, timely, and regular communication. Who:
When:
Date:
Notes:
Goal: Reach out to lapsed members. Who:
When:
Date:
Notes:
Goal: Recognize our volunteers. Who:
When:
Date:
Notes:
Goal: Offer local early renewal incentive. Who:
When:
Date:
Notes:
Goal: Who:
When:
Date:
Notes:
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GSLE SUA PLANNING PACKET 2020
Entrepreneurial Programs Objective: Increase sales through increased girl participation and increased adult support.
Goal: Appoint
SU Chair(s) for Fall Product: Ensure that chair attends and communicates training opportunities, facilitates distribution of materials, products and rewards for all troop leaders.
Who:
When:
Date:
Notes:
Goal: Appoint a SU chair(s) for Girl Scout Cookies: Ensure that chair attends and communicates training opportunities, facilitates distribution of materials, products and rewards for all troop leaders.
Who:
When:
Date:
Notes:
Goal: Organize and Facilitate a SU Cookie Rally. Who:
When:
Date:
Notes:
Goal: Ensure that proper paperwork/permission is complete for troops participating in additional money earning activities. Who:
When:
Date:
Notes:
Goal: Who:
When:
Date:
Notes:
Events and Activities: Provide service unit programming that meet two of the Girl Scout pillars: STEM, the Outdoors, Life Skills, or Entrepreneurship.
Goal: Hold a campout or outdoor. Who:
When:
Date:
Notes:
Goal: Sponsor an event focused on Entrpreneurship. Who:
When:
Date:
Notes:
Goal: Host an event focused on Life Skills. Who:
When:
Date:
Notes:
Goal: Present a STEM event. Who:
When:
Date:
Notes:
Goal: Plan two money earning activities in support of the Annual Family Giving Campaign. Who:
When:
Date:
Notes:
Goal: Who:
When:
Date:
Notes:
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SERVICE UNIT
SERVICE UNIT #
Stretch Challenge
Every service unit that completes ALL the Team Challenge goals will be entered to win one of ten $50 incentives. These incentives can be used for a service team volunteer celebration: appreciation, dinner, tea, etc.—subject to council approval. Drawing will be at the end of the membership year and by October 1.
MEMBERSHIP GROWTH
❧ Represent your Service Unit at Volunteer Kick-off with at least 5 attendees.
❧ 75% of troops participate in early Renewal.
❧ Have at least three team members represent your Service Unit at council-led SUA meetings.
❧ Meet or exceed SU stretch goal for adult members. ❧ Meet or exceed SU stretch goal for girl members.
Complete four of the six steps!
❧ Host a fall new member kickoff event. ❧ Do three additional things to extend membership and increase visibility in your unit, such as hosting an open house or a Girl Scout activity at a community fair, sending troop highlights to your local paper, marching in parades, or posting recruitment flyers at schools and community centers.
VOLUNTEER TRAINING AND SUPPORT ❧ Set and meet a growth goal for leader attendance at SU meetings: Develop a pre- and post-meeting communication plan.
Complete three of the five steps!
❧ Sponsored event to promote the five skills of the Girl Scout Cookie Program.
Follow recommended meeting outline by council staff, with the goal of creating meetings that are consistently welcoming, interactive, enriching, and worthy of volunteers’ time and effort.
❧ Promote camp by hosting an event such as an outdoor skills day.
Develop incentives for leaders to attend SU meetings.
❧ Hold an event for Daisy/Brownie/Junior girls using the Girl Scout Leadership Experience.
❧ Offer four mini trainings within your SU meetings throughout the year.
❧ Hold an event for Cadette/Senior/Ambassador girls using the Girl Scout Leadership Experience.
❧ Have 80% of Troops submit the Looking Ahead Form/End of Year paperwork to council by June 15.
❧ 60% of K-5 troops use the Volunteer Toolkit on a regular basis.
❧ Promote Volunteer Toolkit at leader meetings. Schedule at least 15 minutes of structured networking into SU meetings.
PROGRAMMING
Complete three of the five steps!
TEAM BUILDING
Complete step 1, including the 3 tasks, and one additional step from the remaining list of 4.
❧ Fill all three core administrator positions with the SU Team. ❧ Meet more than six times per year. ❧ Hold an open team meeting and invite new members. ❧ Do something nice for the team, like hosting a dinner, tea, or retreat.
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GSLE SUA PLANNING PACKET 2020
SUA Initial
SERVICE UNIT Budget
DATE COMPLETED INCOME
Beginning Balance from 20__ EOY 20
Budget 20
Actual 20
+/-
EOY 20
Budget 20
Actual 20
+/-
Cookie income Fall Product Annual Family Giving Event Registration: Event Registration: Event Registration: Event Registration: Event Registration: Event Registration: Disbanded troops: Disbanded troops: Disbanded troops: Disbanded troops: Other: Other:
TOTAL INCOME
EXPENSES Forever Girl Scouts Annual Campaign (formerly AFG) Administration Resources: Equipment & Supplies Adult Training Adult Recognition Adult EOY Event Adult: Program Event: Program Event: Program Event: Program Event: Program Event: Assistance: Member Assistance Assistance: GSLE Donation
TOTAL EXPENSES
NET TOTAL (income minus expenses)
For actual or proposed amounts over $500, please explain:
GSLE SUA PLANNING PACKET 2020
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SERVICE UNIT Activities
by Focus Area, Quarter Focus Area
Who’s responsible? Insert names
Activities
APRIL – JUNE Volunteers
1. Meet with council staff to plan and coordinate fall recruitment activities.
Recruitment and Registration
2. Order recruitment supplies and materials from the council. 3. Participate in Spring Daisy registration events. Council Staff
4. Recruit and train school representatives for each school in the service unit. 5. Promote summer resident camp at all camps (Covington, Marydale and Whispering Pines).
Retention and Troop Support
Volunteers
1. Encourage participation in the spring renewal providing service unit incentives, if possible. 2. Identify troops in transition and begin the identification of new leadership. 3. Identify troops that may be disbanding and notify council staff.
Council Staff
4. Host a leader/volunteer appreciation event. 5. Promote summer resident camp at all camps (Covington, Marydale and Whispering Pines). Volunteers
1. Finalize distribution of recognitions.
Council Staff
2. Recognize SU and troop entrepreneurial programs volunteers.
Girl Scout Cookie Program
Forever Girl Scouts Annual Campaign (formerly AFG)
Volunteers
1. Distribute goals to troops and encourage 100% participation. 2. Encourage family and community participation. 3. Plan two money earning activities to be completed before December 31.
Council Staff
Service Unit Events
4. Review progress at SU meeting.
Volunteers
1. Plan an event schedule to support the Girl Scout program. 2. Reserve a site for the next SU camping experience.
Council Staff
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GSLE SUA PLANNING PACKET 2020
Focus Area
Who’s responsible? Insert names
Activities
APRIL – JUNE (continued) Service Unit Management
Volunteers
1. Encourage attendance to annual Volunteer Kick-off, provide assistance if possible. 2. Review your Service Unit Team structure and begin to identify new members
Council Staff
JULY – SEPTEMBER Recruitment and Registration
Volunteers
1. In partnership with council staff, continue to plan and conduct open houses and recruitment events. 2. Continue to communicate with council staff to make sure troops have completed membership registration.
Council Staff
3. Ensure all new troops complete the required trainings. 4. Submit all SUA supported orientations to council.
Girl Scout Fall Product Program
Volunteers
1. Attend council training for Fall Program. 2. Plan and communicate appropriate dates for training and distribution of materials to troop managers. 3. Ensure troop Fall Program managers are volunteer members of Girl Scouts in the membership system (either leader, co-leader. or Fall Program manager) and complete all required paperwork/online forms (ACH Form, Troop Mgr Agreement, etc.).
Council Staff
4. Encourage and support troop participation in the program.
Girl Scout Cookie Program
Volunteers
1. Ensure there is a SU Cookie chair for the upcoming year.
Council Staff
Service Unit Management
Volunteers
1. Review Volunteer Essentials with all leaders, focusing on money management and trip processes in preparation for winter travel. 2. Communicate with new and returning leaders your Service Unit Meeting schedule and communication platform.
Council Staff
3. Sign and submit Volunteer Position Descriptions.
Forever Girl Scouts Annual Campaign (formerly AFG)
Volunteers
1. Encourage family and community participation. 2. Review progress at SU meetings. 3. Finalize Service Unit fundraising plans for Annual Family Giving Campaign.
Council Staff
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Focus Area
Who’s responsible? Insert names
Activities
OCTOBER – DECEMBER (continued) Volunteers
1. Continue to communicate with council staff to make sure troops have completed membership registration.
Recruitment and Registration
2. In partnership with council staff, continue to participate in open houses and recruitment events.
Council Staff
Retention and Troop Support
3. Initiate planning to participate in Spring Daisy registration events.
Volunteers
1. Ensure that girls and adults have renewed their membership to participate in the cookie program using service unit roster reports via LOOKER or from the council. 2. Ensure that all active troops have two currently registered troop leaders with eligible background checks.
Council Staff
3. Connect with and support Juilettes/ IRM’s in the service unit. 4. Promote and provide training for the Volunteer Toolkit as a resource for troop leaders. Volunteers
1. Continue to encourage and support troop participation in the program and complete all required paperwork (ACH form, Troop Mgr. Agreement, etc.).
Girl Scout Fall Product Program
2. Confirm troop ACH sweeps or electronic proceeds deposits have taken place. Assist council with communications, if necessary.
Council Staff
3. Arrange for troop pickup of product and rewards. Volunteers
1. Attend council training for the cookie program.
Girl Scout Cookie Program
2. Plan and communicate appropriate dates for training and distribution of materials to Troop Cookie Managers. 3. Ensure Troop Cookie Managers are registered approved members of Girl Scouts, with the assigned role in MYGS and have completed all paperwork/online forms (ACH form, Troop Cookie Agreement etc.).
Council Staff
4. Encourage and support troop participation in the program. 5. Identify a SU Booth scout to secure cookie cupboards (optional).
Service Unit Events
Volunteers
1. Create an events schedule to organize your programs for year. 2. Reserve a site for the next SU camping or outdoor experience.
Council Staff
Service Unit Management
3. Encourage troops to celebrate World Thinking Day (February 22) and Girl Scout Week (March 12).
Volunteers
1. Submit the names of service unit delegates and alternates to the council by January 1. In preparation for Annual Meeting. 2. Review Volunteer Essentials with all leaders, focusing on money management and trip processes in preparation for winter travel.
Council Staff
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GSLE SUA PLANNING PACKET 2020
Focus Area
Who’s responsible? Insert names
Activities
JANUARY – MARCH Retention and Registration
Volunteers
1. Plan to participate in Spring Daisy events. 2. Support winter/spring council recruitment activities. 3. Hold an Add A Member, “Bring A Friend” Event.
Council Staff
Volunteers
1. Encourage the submission of council adult awards by February 1.
Retention and Troop Support
2. Reach out to new leaders with additional support during the cookie program. 3. Promote training for adult volunteers.
Council Staff
4. Identify bridging troops and encourage collaboration for bridging awards. 5. Plan to support the spring renewal (Early Bird) campaign. 6. Promote spring renewal and incentives, adding a service unit incentive, if possible.
Volunteers
1. Ensure troops have submitted Initial Orders and Early Recognition orders.
Girl Scout Cookie Program
2. Continue arrangement of local booth sales 3. Continue encouragement and support for troop participation in the program.
Council Staff
4. Ensure troops have balanced “Cookies on Hand” to zero in Smart Cookie and entered their Main and Troop recognition orders. 5. Submit paperwork/electronic forms to council (money owed, etc.).
Service Unit Events
Volunteers
1. Promote and Encourage attendance to spring events to support the Girl Scout Program. 2. Promote current events at service unit meetings and through service unit communications.
Service Unit Management
Council Staff
3. Encourage troops to celebrate World Thinking Day (February 22) and Girl Scout Week (March 12).
Volunteers
1.
Council Staff
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Have selected delegates submit signed Job Descriptions and complete Delegate Training.
SERVICE UNIT
Planning Packet
IMPORTANT DATES Fall Product Program sales start | TBA 2021 Juliette Gordon Low’s birthday | October 31, 2021 Girl Scout Cookie Program pre-order starts | January 2022 Girl Scout Cookie Program pre-order ends | TBA 2022 Adults Recognition submission deadline | February 1, 2022 Girl Scout Cookie Program deliveries begin | February 2022 World Thinking Day | February 22, 2022 Girl Scout Cookie Program booth sales start | TBA 2022 National Girl Scout Cookie Weekend | TBA 2022 Girl Scout birthday | March 12, 2022 Girl Scout Cookie Program sales end | TBA 2022 Early Renewal | April 1, 2022 Girl Scout Volunteer Day | April 22, 2022 Annual Meeting | March 26, 2022 Spring Recruitment | Opens April 1, 2022
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Tel 1·800·644·7571 | www.gsle.org
GSLE SUA PLANNING PACKET 2020
Volunteer Position Description Service Unit Administrator of q Membership Support/Volunteer Services q Operation
q Program q
Summary: The Service Unit Administrator is responsible for representing Girl Scouting within identified communities by leading task forces, participating on community committees, and advising staff and volunteers on how best to cultivate relationships within identified communities, based on target markets and membership strategy. The nature of this position requires the individual to provide indirect service to girls. Term of appointment: The Service Unit Administrator is appointed for a one year term that is renewable upon completion of evaluation processes. Supervision: The Service Unit Administrator reports to and is appointed by the Membership Development Specialist. Support: The Service Unit Administrator receives support, guidance, and encouragement from the Membership team. She or he has access to relevant learning opportunities and materials that prepare for and support this role. Responsibilities: • Must become a registered member of GSUSA. • Complete required coursework as assigned and provided by Girl Scouts Louisiana East and GSUSA. • Advise staff and volunteers on how best to cultivate relationships within identified communities, based on target markets and membership strategy. • Work with Membership Specialist and appropriate service-delivery teams in the development of community-focused strategies for recruiting and engaging girls and volunteers. • Work with the Membership team and appropriate service-delivery teams in developing an overall integration strategy to align new members to current services. • Oversee and deploy membership strategies on targeted communities. • Ensure regular collaboration among the Membership staff. • Ensure the recruitment and placement of bilingual and culturally sensitive volunteers, as appropriate. • Represent Girl Scouting in the specific community of focus. • Continuously educate target community about Girls Scout offerings. • Monitor all troop and unit activities to ensure compliance with Girl Scouts Louisiana East and GSUSA policies, standards, and procedures. • Be guided in all actions by the Girl Scout Mission, Promise, and Law. • Demonstrate commitment to girls by supporting the council’s annual giving campaign and the council’s cookie sale. • Keep community records and submit reports as requested. • Remain informed about and comply with the most current policies, procedures, and guidelines of Girl Scouts Louisiana East and Girl Scouts of the USA (GSUSA). Requirements and Responsibilities: • Girl focus: Empower girls to lead activities, learn by doing, and cooperate with others on current issues that involve their interests and needs, while having fun. • Personal integrity: Demonstrate dependability, honesty, and credibility. • Adaptability: Adjust, modify own behavior, and remain flexible and tolerant in response to changing situations and environments. • Oral communication: Express ideas and facts clearly and accurately. • Foster diversity: Understand, respect, and embrace differences. • Computer skills: Know how to use e-mail and the Internet. Additional requirements: • Experience in community organizing and demonstrated networking abilities • Proven community expertise and participation in targeted community • Proven experience and success with group and team management • Bilingual preferred (if applicable) Service Unit Administrator signature:
Membership Development Specialist signature: Original sent to Volunteer file: Date: GSLE SUA PLANNING PACKET 2020
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Date: Date: