2016 Cookie Manual by Girl Scouts of Eastern Pennsylvania

important dates November 2

Booth Lottery Opens

Booth Lottery Closes

Results of Lottery Released

December 7

Initial Orders Due in Snap+

January 2–11

Mega Drops

First Come, First Serve Booths Open (limit 4)

First Come, First Serve Booths Open (no limit)

Cookie Program Start

Sweep #1

February

l a u n a M e i k 2016 Coo

Sweep #2

Cookie Crunch

26–28 National Cookie Weekend March

? de

what’s ins i

Gettin g Start ed pg. 4 How to Order Operat pg. 5 ion Coo kies fro m Home p Cookie g. 5 Booths Cookie pg. 6 Booth Lottery Recogn pg. 7 ition In format io n pg. 9 Contes ts pg. 9 Snap+! pg. 10 FAQs p g. 11

Cookie Program Ends

OCFH Drop Off

Sweep #3

April 13

T-5 Parent Debt Form Deadline

June 2nd

500 Club Celebration*

Weekend

Mystery Tour*

* 500 Club Celebration and Mystery Tour dates are tentative. Our goal is to remain as close as possible to the dates listed above.

cookie glossary GSEP Sponsored Cookie Booth Secured by GSEP, these booths are located in high-volume or high-profile locations, and are selected by a lottery. They are available via the Snap+ booth lottery system and are open to any troop within GSEP, regardless of location and/or Service Unit boundaries Planned or Unplanned Order Station Located throughout the council, each station has its own schedule. A detailed listing can be found at gsep.org Mega Delivery Station The location which volunteers select the time and location in the Snap+ system to pick-up the Initial Order Initial Order The first order a troop places in Snap+. Initial Orders are picked up on a ‘Mega Drop’ day. The deadline to place an initial order in Snap+ is December 7, 2015 Planned Order Picked up at a Planned Order Station, this order must be placed in Snap+ by noon the day prior to picking up the order. If you miss the pickup, the order will be canceled. A T-8 is not required, and ordering is only available by cases. GSEP is responsible for entering the transfer into Snap+. Please allow time for processing Service Unit Cookie Cupboard A cupboard hosted by the Service Unit to transfer cookies to the Troop in either cases or individual packages. The Service Unit Cookie Cupboard is not able to return extra product at the end of the program

Service Unit Cookie Booth Secured by your SUCM or SUCBM, these booths are within your Service Unit boundaries. Each Service Unit handles the process of establishing and scheduling booths differently Snap+ The online management system for the Girl Scout Cookie Program that accounts for the transfer of inventory as well as the lottery of GSEP Sponsored Cookie Booths and the ordering of girl recognitions. SUCBM Acronym meaning Service Unit Cookie Booth Manager. This volunteer is responsible for securing Service Unit Cookie Booths and creating the process and schedule for the Service Unit SUCM Acronym meaning Service Unit Cookie Manager. This volunteer is responsible for the overall operations of the Cookie Program throughout the Service Unit including training the troops and offering assistance throughout the duration of the program Sweep The automatic removal of funds from the Troop bank account to GSEP to pay for inventory TCM Acronym meaning Troop Cookie Manager. This volunteer is responsible for the overall operation of the Cookie Program to the troop including training the family and girls, managing troop inventory and Snap+ data entry

Transfer The moving of inventory from a provider to a source Troop Balance Summary Report Found in Snap+, this report shows all the transactions of a troop’s history throughout the Program Unplanned Orders Picked up at an Unplanned Order Station without first placing a Planned Order in Snap+. These cookies are not guaranteed to be available. A T-8 is required, and only cases are available. GSEP is responsible for entering the T-8 into Snap+. Please allow time for processing M-3 Form Money and/or product receipt, used for a transaction between troops or as a receipt for parent/guardians T-8 Form Cookie Transfer Form used anytime a transfer is completed between a provider and a source. This form is not needed for even amount exchanges, planned orders, or the initial order G-1 Form Parent Permission Form used to track all transactions between a TCM and a girl/adult. This form must be signed by the parent/guardian prior to the girl participating in the Program

cookie success in 3 easy steps Train Parents/Girls and set a sales plan and goals. Pass out all parent material and collect the G1 form.

Measure the troopâ&#x20AC;&#x2122;s progress and complete the OCFH transaction

Distribute girl recognitions and thank the families for their support

Celebrate the troop's success!

Complete all paperwork and ACH Sweeps on time

STEP

Schedule a cookie booth and talk to the girls about other sale opportunities

Support the girls while they earn funds for the troop and learn the five skills! Remember to place reorders as necessary

STEP

Market the Sale by using Social Networking and COCO Command

Place the Initial Order and enter the Booth Lottery

STEP

Celebrating Success

STEP

Make It Happen

STEP

Planning and Preparation

the girl scout leadership experience The Girl Scout Cookie Program is the largest girl-led business in the world! Girl Scouts is on a mission to help girls succeed, not just today, but in the future! Participating in the Cookie Program is a great way to get things started. Together, girls can reach their goals, and as a team, we can help them change the face of leadership in one generation! Not sure how to incorporate the GSLE into the Cookie Program? We can help! Check out the Cookie Program Toolkit to learn new ways to incorporate the Cookie Program into your meeting activities. Still not sure? Contact us at cookies@gsep.org.

STEP

let’s get started! Train Parents and Girls

Before girls begin to participate, schedule a meeting with all girls and their parents/guardians to explain the program. At the meeting: • Explain why participation is important to the troop and the girl • Generate enthusiasm and discuss the Five Skills that girls learn

Online • Log on to abcsmartcookies.com • Create a profile • S end the Coco Direct eCard to friends/family • F riends/family click the link in the CoCo Direct eCard to order their cookies online, pay for them online, and have them shipped directly to their home

• Stress safety and selling tips for both in-person and online participation • Review the dates of the program • Distribute and recollect a signed G1 Parent Permission Form STEP

ways for girls to participate

• E mphasize the importance of troop funds and how the troop will use the funds earned

Develop a Troop Business Plan

• U se the Troop Budgeting Worksheet found on COCO (www.abcsmartcookies.com) to establish program outcomes • Work with the girls to determine the Troop Goal. Ask your SUCM about the Service Unit goal number to incorporate it into your Troop Goal • Work with the girls to allow each girl to set her own individual goal • Schedule direct sale opportunities for the troop • Brainstorm creative selling techniques to maximize your earning potential: 1. U se social networking to promote the program once the program begins on January 14

In Person • G irls walk about the neighborhood with the order card or product. Girls should always be safe and walk with a parent/guardian

2. Have girls reach out and visit to their family friends and neighbors 3. Direct Sales (Booth Sales) 4. Online Sales using the COCO Direct System

• M oney is collected at the time product is provided to the customer

• Enter the Booth Lottery • W ork with the SUCM or SUCBM to schedule cookie booths throughout the Program in their local community • P roduct sold at a cookie booth can be evenly divided by the girls that participated

STEP

Cookie Booths

5. Operation Cookies from Home

Distribute Materials Accordingly

Girl Materials

Troop Materials

On The Web

• C ookie Order Card with recognition detail insert

• Receipt Books (M-3)

• abcsmartcookies.com

• Troop Toolkit

• abcsnap.com

• C ookie Transfer Forms (T-8)

• gsep.org

• Parent Permission Form (G-1) • Money Envelope 4

orders There are a two ways for troops to access additional inventory. Keep in mind that product cannot be returned. Planned Order Picked up at a Planned Order Station, this order must be placed in Snap+ by noon the day prior to picking up the order. If you miss the pickup, the order will be canceled. A T-8 is not required, and ordering is only available by cases. GSEP is responsible for entering the transfer into Snap+. Only full orders can be picked up at the truck. Partial orders or returns cannot be accepted. Please allow time for processing. Unplanned Orders Picked up at an Unplanned Order Station without placing a Planned Order in Snap+, these cookies are not guaranteed to be available. A T-8 is required, and only cases are available. GSEP is responsible for entering the transfer into Snap+. Please allow time for processing.

Where Do I Pick Up My Order? Planned Order Station Located throughout the council, each having its own schedule. A detailed listing can be found at gsep.org

operation cookies from home Operation Cookies from Home (OCFH) is a partnership between GSEP and the USO to provide Girl Scout Cookies to women and men serving in the US Military. Throughout the Cookie Program, customers have the opportunity to donate any amount of money, or a package of cookies. A girl that collects $4.00 will receive credit for selling one package, and the troop will also receive troop proceeds. All funds collected or donated for OCFH should be deposited into the troop bank account. At the end of the Cookie Program, tally the money donated to OCFH to determine the troop’s total contributions.

There Are Two Ways of Donating to OCFH:

Unplanned Order Station Located throughout the council, each having its own schedule. A detailed listing can be found at gsep.org Service Unit Cookie Cupboard Located within the Service Unit, this cupboard contains a limited amount of supply. For details, please contact your SUCM

Creating a Damage Order At times, product received may be damaged. If you receive damaged inventory, be sure to notify the SUCM prior to creating a ‘Damage Order’ in Snap+. If the product is severely damaged, please send the printed number on the top of the box to cookies@gsep.org. To create the order in Snap+, click on the ‘cookies’ icon then select ‘Damage Order.’ Simply enter the number of packages and click save.

If the troop does not have inventory, the TCM will create a troop-to-troop transfer in Snap+. The transfer will be from the OCFH Troop in to your troop. This will increase the number of packages in your troop inventory to then transfer to the girls. You will not need to drop off any cookies. This will act as a virtual transfer of packages. If the troop has leftover inventory, gather these packages together and deliver them to an OCFH drop listed below. More information will be available closer to the drop off date. GSEP recommends that Gluten Free cookies are not donated to OCFH. March 19, 2016 Berks & Delco Service Centers, Philadelphia March 26, 2016 Shelly Ridge, Lehigh Valley & Valley Forge Service Centers

cookie booths

Booth Etiquette

Cookie Booths are a great way to sell cookies as a troop and can help boost your sales while teaching girls leadership and people skills! The SUCM or SUCBM will provide at list of Service Unit Booths to GSEP for publication in the booth locator which can be found at gsep.org. The Booth locator is used by potential customers to locate cookies. There are two types of Cookie Booths: GSEP Sponsored Cookie Booth Secured by GSEP, these booths are located in high-volume or high-profile locations, and are selected by a lottery. They are available via the Snap+ booth lottery system and are open to any troop within GSEP, regardless of location and/or Service Unit boundaries. More details on how the lottery works can be found on pg. 7 of this manual. Service Unit Cookie Booth Secured by your SUCM or SUCBM, these booths are within your Service Unit boundaries. Each Service Unit handles the process of establishing and scheduling booths differently. If you are interested in holding a cookie booth, the leader should contact the SUCM or SUCBM to identify the location and allow the service unit to make the initial connection.

Please remember that you are a guest of your booth location, and you represent the Girl Scouts of Eastern Pennsylvania. If improper behavior is reported at a GSEP Sponsored Cookie Booth or a Service Unit Booth, GSEP reserves the right to remove the troop from its location, as well as, the troop’s remaining scheduled booths. Please be courteous and kind and show your Girl Scout pride. Here are a few basic guidelines to keep in mind: • I f the troop is scheduled for a booth, it is expected that the troop be there the entire shift with enough cookies to cover the duration • G irls should be wearing their uniform, or sash/vest and pins, for customers to identify them as a Girl Scout • Adults should never leave girls alone

Service Unit Booths outside of Service Unit Boundaries If you would like to host a cookie booth outside of your service unit boundaries, permission MUST be received from the service unit where the booth is located. The SUCM of each service unit has the final say if outside troops may use, or not use, cookie booth locations. GSEP asks that service units share their locations and times with neighboring units, as some have more. GSEP also asks that if a parent/guardian owns or runs an establishment in another service unit, that the SUCM allows the child of that parent to sell at the owned location.

How do customers find my booth? Customers use the Booth Locator! The Booth Locator can be found at www.girlscoutcookies.org. Links to the Booth Locator will be posted on our website for the duration of the program. To make sure your booths are posted in the Locator, work with your SUCM or SUCBM.

• I f there is a dispute over location/time, it should be settled in a Girl Scout manner • Always thank the customer • Be polite, pleasant, and smile • T ake all trash, including empty cases, and be sure not to leave anything behind • F ood should not be consumed while at a booth • B e a strong representation of GSEP and show respect for yourself and others • R eview all Safety Information in Volunteer Essentials

booth lottery Each troop has 10 “tickets” to enter into the lottery and has the potential to win 1 booth time/location. It’s best to think of the booth lottery as a brown bag and ticket raffle. Imagine you and a friend go to an event and there is a raffle for 10 items and you are each handed 10 tickets as you enter. You can see the 10 items presented and each has a brown bag in front of it. You look at all of the potential raffle winnings and like them all so you place one ticket in each bag, however, your friend places all 10 tickets into only one bag. Now, it’s time for the raffle to take place. The tickets are shaken in the bag and someone reaches in and selects one ticket. You both look at the 10 tickets in your hands to match up the numbers, and neither you nor your friend’s ticket is selected. Unfortunately, if your friend placed all ten tickets into this bag, they do not have a chance to win any lottery item but you are still eligible because you spread out your tickets amongst the other items. The council booth lottery in Snap+ works the same way! Each location and time slot is its own separate “brown bag raffle.” If you spread out your chances among the time slots, you continue to have an opportunity each time the lottery runs. If you place all of your “tickets” into one time slot, and you don’t win, your troop does not get a chance at the other slots. Troops can enter the lottery beginning November 2, 2015. The lottery will close on November 23, and results are automatically emailed on November 24, 2015. All GSEP Sponsored Booths will open on a first come, first serve basis, with a limit of 4 reservations, on January 4, 2016. On January 4th, a leader can log in to Snap+ and reserve additional GSEP Sponsored Booths, for a maximum of four time slots. On January 11, 2016, the maximum number will lift and troops will be able to reserve as many as they'd like! GSEP Sponsored Booths are added throughout the Program so be sure to check back periodically!

How to Enter the Booth Lottery 1. C lick on the ‘Cookie’ icon, select ‘Booth Scheduler,’ then ‘Schedule a Booth or Lottery Request’ 2. Double click the location you are interested in 3. Once the calendar opens you will be able to scroll through to see all available time slots for that specific booth location 4. Double click the date and time slot 5. Click ‘ Request’ to enter the lottery 6. Repeat the steps above for each entry

banking procedures GSEP has incorporated ACH (Automatic Clearing House) to provide troops with the convenience of paying Council for product sold by the troop. The troop volunteer responsible for the troop bank account must complete and submit the ACH Authorization Form. Completion of the form allows GSEP to sweep money from the troop account. The sweeps will be based on the troop’s inventory. The troop will retain its troop profits after the final sweep is completed. Troops will receive a sweep amount notification one week prior to the sweep. If there is an error in the sweep amount, GSEP will perform a Reconciliation Sweep to adjust the troop bank account. If the troop needs an extension to the sweep, please complete the Extension Request Form found at gsep.org. After completion, click ‘submit’ at the bottom to submit the form to Finance. Troops will receive an email informing their approval of extension. Additional Sweep details can be found below: Sweep Date Value First

January 28, 2016

15% of troop inventory

Second

February 25, 2016

35% of troop inventory

Third

March 25, 2016

100% less troop proceed

Troop Proceed Levels Troop proceeds are based on the troop’s Per Girl Average (PGA). The PGA is calculated by dividing the total packages in the troop’s inventory by the number of girls selling. Based on this number, the troop will receive the following proceed amount per package: PGA

Proceed Amount per Package

1 – 129

$.60 / package

130 – 159

$.65 / package

160 – 199

$.75 / package

200 – 299

$.80 / package

300 +

$.85 / package

Delinquency Issues If a troop encounters a Delinquency Issue with a parent/guardian, the TCM or troop leader must complete the Parent Debt Form (T-5). Upon completion of this form, submit it to Finance at ach@gsep.org, along with the Parent Permission Form (G-1) no later than April 13, 2016. Additional details can be found on the Parent Debt form. If a SUCM encounters a Delinquency Issue with a Troop in the Service Unit, complete the Parent Debt Form and submit it to Finance at ach@gsep.org, along with the Troop Balance Summary Report, by April 13, 2016. Be sure to submit any delinquency paperwork directly to Finance by the deadline. Do not hold this paperwork and submit it with your Troop Balance Summary at the end of the Program.

Reconciliation At the end of the program, your SUCM will collect a signed copy of your Troop Balance Summary. The Troop Balance Summary can be found under the “Reports” section of Snap+. Be sure to sign the document and provide it to your SUCM by their requested deadline. 8

recognition plans Girls are able to earn great recognitions from all their hard work throughout the program! Girls select one of three plans, explained below in Option A, OR, the entire troop selects the Older Girl Proceed Plan in Option B. Individual girls select one from Option A, or the entire troop selects Option B. Choosing Option B eliminates all options in Option A.

contests

Option A Cumulative Plan This plan is offered to all grade levels, and features themed items such as the hoodie, Girl Scout Membership Voucher, etc. These items are cumulative and are based on the number of packages sold by the individual girl. If a hoodie size is not selected by the recognition deadline, the size ordered will default to Adult Medium. Adventure Credit Plan This plan is offered to all grade levels and is not cumulative. An individual girl must sell 200 or more packages to be eligible to receive Adventure Credits. This plan includes all patches a girl is eligible for and a credit voucher that can be used toward purchases in GSEP retail stores, GSEP Programs, or GSEP summer camps. Credits are non-transferable and lost or stolen Credits will not be replaced. Older Girl Travel Plan This plan is for Cadette, Senior, and Ambassador Girl Scouts. Girls must sell 500 or more packages to be eligible for this plan. By choosing this plan, girls are able to earn travel credits for troop-based trips or Destinations. The credits are not cumulative and must be banked and used within two years.

The Buy Five Club Will your customers be part of the Buy Five Club? At the end of the program, five members of the Buy Five Club will be randomly selected to win a special gift. Details on entry can be found on gsep.org.

Choose Your Own Adventure! The top seller in each grade level will be awarded with a Choose Your Own Adventure Package! Package options will not be released until the end of the program.

Bling Your Booth For the 2016 Cookie Program, GSUSA will be hosting the Bling Your Booth Contest.

Option B Older Girl Proceed Plan This plan is for Cadette, Senior, and Ambassador Troops. The troop must reach a Per Girl Average (PGA) of 160 packages to be eligible. If a PGA of 160 is reached, the troop will earn an additional $.05 per package. If this option is chosen, it applies to the entire troop. This plan must be a troop decision.

Here’s how it works: • T he girls work together to select any original theme to decorate their cookie booth • A t the booth, be sure to take a photo and post it on the GSUSA Facebook page, including the troop number and cookie goal • Only 1 entry per troop permitted ull contest rules will be provided F by GSUSA at the start of the Cookie Program.

the snap+ basics About Snap+ (abcsnap.com) Snap+ is the online management system for the Girl Scout Cookie Program that allows troop volunteers to manage inventory, place orders for cookies, and order recognitions for each girl. Below is the log in information for Snap+. If you have trouble logging in, contact your SUCM or email cookies@ gsep.org. Username Troop Leader’s Email Address

After the order has been committed, it will need to be scheduled for pick up. Here’s how to schedule: 1. C lick ‘My Troop’ then ‘Delivery then ‘Schedule Pick-Up’ 2. C lick the arrow at the top right of the calendar to change the month to January 3. C lick the blue bar on the date you would like to pick up your Initial Order to see available time slots

Password Provided by SUCM

4. T o select your time slot, click the green plus sign next to the time slot

Updating Troop Information

You can view your Initial Order once it’s placed by clicking “Manage Orders” under the Cookie Icon.

Upon first log in, the first thing to do is update the Troop Information. This can be completed by clicking ‘My Troop’ then selecting ‘Update Troop Information.’ Update all information on the page then click ‘save’ at the bottom.

Placing the Initial Order

Placing a Planned Order To place a planned order throughout the program, click the ‘Cookies’ icon then click ‘Planned Order.’ Select the location and date you’d like to pick up the order, enter the number of cases

The Initial Order is the first order a troop places in Snap+. Initial Orders are picked up on a ‘Mega Drop’ day. The deadline to place an initial order in Snap+ is December 7, 2015.

for each flavor and click ‘Submit & Save.” Remember, the order needs to be placed by noon the day before you’d like to pick up the order. Once the Planned Order is placed, you can view it by clicking “Manage Orders” under the Cookie Icon.

Creating the Recognition Order Troops choosing the plan in Option A in the chart listed on pg. 9 will have the option to choose the individual plan per girl. To make the selection per Girl in Snap+, click ‘My Troop’ and select Edit Girls. Double Click on each girl and select their individual recognition choice (Cumulative, Adventure Credit, or Older Girl Travel). For any girl selecting Cumulative, be sure to select their hoodie size. Please note: the hoodie is not available in Youth Small. Once finished, you may look at the Girl Grid to ensure you selections are correct.

Fig. A

The initial order screen

Here are the steps to place the order: 1. C lick ‘Cookies’ along the top task bar then select ‘Initial Order’ 2. F ig. A shows the initial order screen. Type ‘Initial Order’ in the Order Reference Line 3. E nter the number of cases under each flavor type 4. Click ‘Commit’ 10

frequently asked questions How will my troop benefit from participating? A: The cookie program provides important ingredients for leadership by helping girls develop five key skills; Goal Setting, Decision Making, Money Management, People Skills, and Business Ethics. Girls are able to earn money towards fun and exciting girlplanned program activities, as well as contribute to their council’s ability to provide Girl Scouting in the community. Girls can also earn fun recognitions and patches, credit which can be used in the shop or for membership, or can even be used towards summer camp!

What is a Cookie Rally? A: A Cookie Rally is a large event for girls throughout GSEP to get together and get ready for the Program! Registration for a GSEP Cookie Rally can be completed via Online Registration.

Will all cookie varieties be available on COCOdirect? A: Yes! All of the eight varieties will be available for purchase in quantities of half dozen or dozen. There will also be a sampler pack available to purchase that includes one package of each flavor. Customers will also be able to order Trios for a limited time, on a first come first serve basis. When the Trios inventory is depleted in the warehouse, an “out of stock” banner will be visible to the consumer who attempts to order that variety

What is the price of a package of cookies? A: The cost of a package is $4.00, with the exception of the Gluten Free Trios, which is $5.00 per package.

Where can I get more forms if I run out? A: Contact your SUCM or cookies@gsep.org.

What is the Mystery Tour? A: The Mystery Tour is an adventure for girls selling more than 1,000 packages of cookies. Individual girls must sell more than 1,000 packages to be eligible to attend. More details will be available toward the end of the program. The Mystery Tour is tentatively scheduled to be held on June 22, 2016.

What is the 500 Club? A: The 500 Club is for any individual Girl Scout that sells more than 500 packages of cookies. There will be a 500 Club Celebration at the end of the Cookie Program. The Celebration is tentatively scheduled for the second weekend in June.

Can my troop sell Gluten Free cookies? A: The Gluten Free Trios had to be pre-ordered back in September. This year, girls will receive individual credit and the cookies will be available for pick up at the Initial Order. Troops will earn normal proceeds, and the cookies can be transferred from troop to troop. GSEP recommends reaching out to your SUCM to see if any troops in your Service Unit have a few extra they are willing to transfer. GSEP recommends that the Trios are not handed in during the OCFH Collection due to their delicate packaging and shorter shelf life.

What if I miss a deadline? A: GSEP is unable to honor requests after deadlines have passed. We appreciate your timely efforts and understanding.

questions? For questions or further information, please contact cookies@gsep.org.

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