2016 Girl Scout Cookie Program Reference Guide
Where to Find it
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Welcome Troop Cookie Managers ............................................................................................................ 2 Getting Started .................................................................................................................................................... 3 Conducting A Girl/Parent Training ........................................................................................................... 4 Snap+ Online Cookie Tool (UPDATED)................................................................................................... 5 The Initial Order is Due ..................................................................................................................................... 7 Cookie Deliveries ................................................................................................................................................ 8 Planned Orders and Home Delivery (UPDATED) ................................................................................ 9 Pod/Truck Locations/Hours (UPDATED) .............................................................................................. 10 Cookie Booths ..................................................................................................................................................... 11 Kiosk ......................................................................................................................................................................... 13 The 5 Skills (center pull-out) ..................................................................................................................... 14 2016 Girl Scout Cookie Program Dates (UPDATED - center pull-out) .................................. 15 Successful Cookie Program (center pull-out) .................................................................................. 16 Tools that Work (center pull-out) .......................................................................................................... 17 COCOdirect........................................................................................................................................................... 18 2016 Troop Benefits (NEW) ...................................................................................................................... 19 Troop-base proceeds/troop bonus (NEW) ............................................................................ 19 Money Matters .......................................................................................................................................... 20-22 Money Collection Issues ................................................................................................................................. 23 Girl Rewards (NEW) .................................................................................................................................... 24 Cookie Dough (NEW) .................................................................................................................................... 25 Virtual Cookies for Soldier (UPDATED) ................................................................................................ 26 2016 Girl Scout Cookie Line-up ..................................................................................................... 26 Cookie Program Glossary (UPDATED)................................................................................................... 27 2015-2016 Product Sales Team ................................................................................................................. 28 Notes ....................................................................................................................................................................... 29 Final Checklist ................................................................................................................................................... 30
Welcome Troop Cookie Managers Thank you for serving as your Troop’s Cookie Manager for the 2016 Girl Scout cookie program. The purpose of this reference guide is to provide you with information, tools, and answers to most of the questions about the Girl Scout cookie program. When you have a question, simply look at the topic on the Where to Find it (page 1) and you’ll find your answer. If you cannot find the answer you seek in this reference guide, please contact your Service Unit Cookie Manager (SUCM). Check out ABC/Interbake on their website at www.abcsmartcookies.com to find lots of FUN and INNOVATIVE activities for everyone to use throughout the Girl Scout cookie program. For more resources check out www.gssccookies.org or www.girlscouts.org. This year’s Girl Scout cookie program theme is Dream Design Do! Today’s Girl Scout is more than a thinker: She’s a doer, a dreamer of ideas, creator of solutions, and a believer in herself. This year’s theme captures the spirit of this creative, proactive girl! It incites her to take action, and encourages her to make her dreams a reality. By participating in the cookie program your Girl Scouts are developing skills that can lay the groundwork for a lifetime of success. Plus, it’s a great way to think about the many ways the cookie program yields tangible results in support of the Girl Scout Leadership Experience. Volunteers help girls develop leadership skills while they engage in the cookie program by using these three Girl Scout processes: Girl-Led, Learning by Doing, and Cooperative Learning. Remember to use The Girl’s Guide to Girl Scouting on how girls earn the Financial Literacy and Cookie Business badges and/or Daisy leaves. The Financial Literacy badges/leaves teach girls how to use money wisely and the Cookie Business badges/leaves help put girls’ financial literacy skills into practice. In addition to the life skills Girl Scouts gain from their hands-on participation, 100% of the proceeds generated from the cookie program stay in our council, including the portion that goes directly to the troop selling the cookies (see How the Cookie Crumbes on page 17). Each year, some girls - who are otherwise actively involved in their troops - do not participate in the cookie program. We challenge each troop to achieve 100% participation from their girls. The point is that every cookie counts, and any level of participation is welcome. We believe that every girl should have the opportunity to be a part of this great American tradition. Thank you for all you do to ‘Dream Design Do!’ in supporting this program that provides girls with “Skills for today...and tomorrow.”
What’s NEW? Troops have the OPPORTUNITY to EARN
$.70 or $.75 New Recognitions
SNAP+
Trios
GLUTEN FREE Cookie
Available only during direct/booth sales (while supplies last)
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Getting Started
Volunteer Essentials, Chapter 5 (pages 73-79) Getting Started In addition to what you learned by participating in the TCM adult learning session, you will need the 2016 Girl Scout Cookie Program Reference Guide, Girl Order Cards, and the Troop Goal Tracker. Encourage your Girl Scouts to go to COCO Command and begin setting their goals as well as setting an overall troop goal. Preparation Become familiar with the way in which the Girl Scout cookie program is conducted and read through the 2016 1 Girl Scout Cookie Program Reference Guide. Take into consideration the dates set by your Service Unit Cookie Manager and Council as you set troop 2 deadline dates (SUCM dates supercede council deadline dates). Schedule at least one troop meeting to inform the girls and parents about the exciting program being offered 3 through the cookie program before the sale begins. Fill in important information (girls’ first name and last initial, troop number only) as well as 4 sale dates on the Girl Order Cards.
Safety Before your girls ever begin selling cookies, everyone should learn all about our safety guidelines. Safety is one of the most important concepts that all adults must emphasize when talking with the girls. All Girl Scouts may sell cookies, subject to the following guidelines. *Volunteer Essentials - Chapter 4 (pages 56-66)
Girls can use electronic marketing, social networking, and group websites, to gather sale commitments from family, friends, and previous customers that are appropriate for their age level. *Volunteer Essentials Chapter 5, pages 65-66 Girl Scout Daises, Brownies, and Juniors must be accompanied by an adult at all times. Girl Scout Cadettes, Seniors, and Ambassadors (and older Girl Scouts not associated with a troop) who participate in door-to-door sales must be supervised by (but do not need to be directy accompanied by an adult. Girls of all grade levels must always use the buddy system. *Volunteer Essentials - Chapter 5, pages 63 Girls should learn and practice these personal safety protection guidellines: ɈɈ Sell door -to-door only during daylight hours ɈɈ Do not enter the home of a stranger or approach customers in cars ɈɈ Do not carry large amounts of cash ɈɈ A girl should not give out her telephone number and/or address to strangers
All girls selling must be a registered Girl Scout for the current membership year before they participate in the Girl Scout cookie sale. They must have a signed Parent Permission Slip turned in before they can receive a Girl Order Card. *Volunteer Essentials Chapter 5, page 63 When interacting with the public, girls should be identifiable as Girl Scouts by wearing a membership pin, official uniform, tunic, sash or vest, or other Girl Scout clothing.
Conducting a Girl/Parent Session Try A Sample Agenda As the Troop Cookie Manager (TCM), you are responsible for informing the girls and parents in your troop about the Girl Scout cookie program. Set your informational date and make it FUN! The more fun you make it, the more motivated your girls (and families) will be. When thinking about what you would like to cover during your cookie informational session, remember there may be parents who have participated in the Girl Scout cookie program and some who have participated for multiple years. If you need help organizing and conducting a parent informational session, contact your Service Unit Cookie Manager (SUCM) who may be able to assist you with the meeting or suggest a mentor leader from within your Service Unit to assist you. For more resources on troop training, go to www.abcsmartcookies.com, girlscouts.org, or download parent/girl powerpoint on www.gssccookies.org under Resources.
Sample Parent/Girl Agenda Benefits of participating in the cookie program • Five key skills that will serve girls for life - goal setting, decision making, money management, people skills and business ethics • Troop proceeds • Girl recognitions Setting troop and individual sales goals • Go to COCO at www.abcsmartcookies.com Safety • Review Safety Activity Checkpoints - “Girl Scout Cookie/Council-Sponsored Product Sale” and talk about how girls sell safety. Possibly do some roleplaying to see if girls know how to handle themselves in different situations Important Dates • Start and end dates • What’s due when (how often money will be collected) • When cookies will be available • Initial Orders and Planned Orders The Cookies! • $4.00 per package for the eight (8) varieties • Gluten Free cookie now available ($5.00) during direct/booth sales only • Get familiar with all of the cookie varieties • Girls can use COCOdirect to take orders directly from customers (see page 18 regarding COCOdirect) • Remind parents they cannot return un-sold cookies
Using e-mail effectively in the cookie sale • Visit COCO at abcsmartcookies.com where girls can enter their goals and register to do Online Marketing via COCOdirect • COCOdirect benefits Cookie Booths • Where, when and how many cookie booths your troop wants to do • Being courteous and polite • Booth sale etiquette Cookie Money • What the troop wants to do with their proceeds • Adults signing for cookies and their payment obligations • How and when to collect money and when it’s due to the troop • Procedures on how and when to accept checks Other • Importance of parent/guardian support • Don’t overcommit when placing an order for cookies. There are lots of opportunities to get more cookies throughout the sale • Do some kind of fun activity related to the Girl Scout cookie program
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Snap+ Online Cookie Tool NEW AND IMPROVED: Snap+ is the online cookie program management tool. Snap+ makes ordering cookies and recognitions simple, quick and easy as 1-2-3! The Snap+ tutorial can be found at www.gssccookies.org under Resources. Once the Service Unit Cookie Manager (SUCM) receives your signed Volunteer Agreement form, you will receive log-in information for Snap+ (if you are returning TCM - your log-in/password has not changed.) You will be responsible for entering and updating your contact information in Snap+ as well as your troop’s information and bank account and routing numbers.
Quick SNAP+ Review
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ɈɈ Go to Edit My Profile and edit Troop Cookie Manager information (putting “TCM” after your last name) Go to My Troop and edit troop information – enter the PRIMARY Troop Leader’s full information (putting “PL” after her/his last name) You MUST enter your troop bank account and bank routing number in Snap+ (including all leading zeros). This step is done under My Troop – Edit Troop Information. My Troop – Please delete a girl if she is no longer active with the troop prior to committing your initial order(after upload from e-council has been done � early January). As new girls are added to your troop, you will need to add them in Snap+. Make sure it is the same way they registered as a Girl Scout. SnapShot – keeps messages, tasks and dates updated ɈɈ Go to Cookies – click on initial order and input girls’ initial orders, along with extras for first booth sales Save as you go as Snap+ will time out. DO NOT ORDER FOR ALL BOOTH SALES SCHEDULED. ɈɈ Go to Cookies to transfer cookies – ensure all troop cookies are transferred to the girls through Troop to Girl, Girl to Girl, or Girl to Troop (packages only – must be done by variety −NEW!). Troop to Troop transfers can be done by packages – must be done by variety (your SUCM will need to do the Troop To Troop transfer – please receipt this transfer transaction with troop receiving the cookies) ɈɈ NEW! Smart Cookie Booth Divider (see Snap+ tutorial for further instructions) ɈɈEnsure all money collected from girls is entered into Girl Balance Summary Report - a separate transaction should be entered for any cookies given and money received (this should have a
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$0.00 balance like the Troop Balance Summary report at the end of the sale). If Girl Balance Summary has not been continually updated, it will affect the girl recognitions. To create recognitions go to Rewards Icon: ɈɈ Early recognitions (earned during the initial order taking between January 8 – 24) are created AFTER you have entered in all the girls’ cookie orders (if your troop opted out of recognitions, you will not need to create Early Recognitions) ɈɈ Main recognitions are created at the end of the Girl Scout dookie program AFTER all cookies have been transferred to the girls (if your troop opted out of recognitions, you will need to create Main Recognitions to receive patches) ɈɈ If recognitions were created prior to transferring cookies to the girls, you will need to UPDATE the recognitions and then SAVE! Reports: check your math through SNAP+ − ensuring you have not over or under deposited (this can be done by reviewing the Troop Balance Summary Report). The report will show you what the outstanding balance is prior to making that final deposit (any over payments − under $1.00− will exclude troop from meeting the Correct and On-time bonus criteria, see page 19)
Helpful Snap+ Reports Helpful Summary Reports to use throughout the Girl Scout cookie program:
Snap+ allows you to run a variety of reports to review information about your cookie sale. Reports are located under the Reports icon and are generated in real time, which means that as soon as you enter information, you will be able to view the current information via the reports.
The following reports will help you throughout the Girl Scout Cookie Program:
Troop Balance Summary informs troop of all cookies received/ transferred as well as showing troop proceeds and what needs to be remitted to the council. This report should show a $0.00 balance due at the end of the sale
Girl Cookie Totals Summary keeps track of all cookies received by each girl. All cookies sold should be credited to girls (this report should equal the number showing on the Troop Balance Summary)
Recognition Order Summary by Girl shows what recognitions have been earned by the girls (after all cookies have been transfered to the girls). This will also ensure you have input all manual patches into Snap+ (DO NOT ENTER PATCHES IF THEY HAVE NOT BEEN EARNED). One (1) of each Booth (1+), Goal Getter (ONLY if they participated in the COCO Command online activity from start to finish) and Online Patch (2 orders or more taken via COCOdirect) .
Girl Balance Summary
shows all Pod/Truck to Troop, Troop to Troop transfers, etc.
Troop Cookie Manager will input in Snap+ what money has been paid by the parent for each girl. This report should show a $0.00 balance due at the end of the sale for each girl. This report MUST be completed to ensure recognitions for the girls are correct.
COCO Report
Girl Internet Orders
shows all goal setting activity in COCO Command
shows all e-card, COCOmobile and COCOdirect activities
Transfer Order Summary
Girl Balance Summary Report MUST be completed prior to meeting with your SUCM This report will show all packages the girls have received and show all payments girls have made to the troop (please enter all transactions separately into Snap+). If the girl does not owe money, this report should show a $0.00 balance. If a girl owes, this report will help us in the documentation of what has been paid and what is still showing as outstanding. If it hasn’t been done correctly, recognitions will not be correct.
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The Initial Order is Due Initial Order is due to Service Unit Cookie Manager by January 26 (or as specified by SUCM) ɈɈ ɈɈ
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Collect all order cards from girls by January 25th. Encourage your girls to continue taking orders and ɈɈ give additional cards. Enter your *troop’s initial order and create early recognition order (for girls to receive their 300+ early recognition - earned only between January 8-24 Daisy T-shirt). Contact information (Troop Cookie Manager and Primary Troop Leader) is correct and bank account and routing number has been entered into Snap+. Notify Service Unit Cookie Manager (SUCM) of your choice of troop base proceeds plan, via email, January 26. Troop base proceeds plan cannot be changed after initial order has been submitted. Verify (via email) with your Service Unit Cookie Manager that the submission of the inital cookie order and early recognition has been created. Fill out delivery station information (if 200 cases or more) and turn-in/email to SUCM by January 26. Turn in ALL Parent Permission Forms and voided troop check or letter of authorization from bank with bank account and routing number to SUCM (by their
Now What?
inital order deadline date). Initial Cookie Delivery: Two ways of obtaining initial orders: service unit** or troop delivery. Inform your Service Unit Cookie Manager of your choice of delivery station: ɈɈ Troops under 200 cases to be delivered with the service unit** OR ɈɈ Individual/combined troops that qualify for a 200+ case delivery to a location of their choice must provide complete delivery station information (includes the address and brief description of the delivery site as well as contact information and name of the person signing for the cookies, along with an email address) to the Service Unit Cookie Manager by the initial deadline (January 26). Copy of blank delivery ticket form can be found on www.gssccookies.org under Resources - fill out and return to your SUCM.
*Delete any girls who are no longer active in troop before submitting initial order. NO SPECIFIC DELIVERY DATES/TIMES WILL BE ACCEPTED. If there is a ‘restriction’ on time/date/location for delivery site - please have a second alternative. **If Service Units DO NOT have delivery, they will combine area troops together.
INITIAL ORDER IS IN - NOW WHAT? ɈɈ ɈɈ
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Encourage your girls to continue taking orders! Determine how your troop is doing in reaching your troop goal. Keep your Troop Goal Chart current as a visual aid to the girls. It will help to keep them motivated! Make sure you update the goal in COCO - keep checking COCO (encourage your Girl Scouts to update their information in COCO as well) Plan cookie booths for your troop through the service unit or council-managed businesses/retailers. Prepare to receive your cookies at your selected delivery station according to instructions given to you by your Service Unit Cookie Manager (SUCM) or contact person. Plan for help from parents and have sufficient vehicle space to transport cookies safely (see page 8 for vehicle loading suggestions).
Cookie Deliveries Cookie Delivery Day
The cookies are finally here! By this time your Service Unit Cookie Manager should have announced the date that the cookies will be delivered to your area; OR if individual/combined troops have an order of 200 or more cases, you (if you are the contact) should have received notification via email from the delivery agent, Carey Moving and Storage, on delivery time and date (this is being done via email so please check your spam/junk folder). Please respond promptly to Carey Moving and Storage email notifying you of date/time. If you are not able to receive cookies on date/time specified by Carey Moving and Storage, please recruit a trusted friend/family member/neighbor to accept the cookies on your behalf.
REMEMBER
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All initial cookie orders must be picked up/received on delivery day. All cookies delivered/picked up and signed for are your troop’s responsibility. Cookies cannot be returned due to the Federal Department of Agriculture guidelines. Do not accept or sign for any damaged cases of cookies. The delivery agent is responsible for replacing damaged cases if you call it to their attention. Count and recount your order before signing for the cookies (you are responsible for all cookies listed on any receipt you sign). If you have a combined troop delivery: ɈɈ all troops are responsible for that delivery count; ɈɈ all troop representatives must sign-off on the delivery ticket, if possible; ɈɈ disperse cookies out to each troop to ensure total and individual count is correct; and ɈɈ receive individual receipts prior to departing the delivery site.
Once girls have received their cookies, they may begin delivering the cookies to customers. Extra cookies may not be picked up at Pods/Trucks until Friday, February 19. Initial Cookie Delivery – Vehicle Loading Suggestions
Not sure what will fit in your car? Use the following chart as a guide when planning for cookie pick-ups on delivery day. The approximate amounts are figured with the vehicle empty and using all space except the driver’s seat. COUNT YOUR ORDER BEFORE YOU LEAVE. If you get home and realize you are short, your Service Unit Cookie Manager will have no choice but to go by the count agreed upon at your pick-up time.
Car Type & Approximate Fit for Cases Compact Auto Standard Auto Sport Utility Standard Station Wagon Standard Pickup Truck Mini Van Standard Van
35 50 50 – 85 85 100 150 200
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Planned Orders & Home Delivery Planned Orders are required when picking up cookies at the Pods/Trucks (except Saturdays and Sundays – variety based on availability) Instructions for placing Planned Orders are in the Snap+ tutorial located under Resources at www.gssccookies.org. WHAT IS A PLANNED ORDER? A Planned Order allows troops to pick-up orders on a predesignated day at a specific Pod/Truck location (see page 10). Troops that place a Planned Order** are guaranteed availability of the cookies ordered. Troops that DO NOT place a Planned Order may have to wait until 5:00 PM each Friday. In order to make sure that all Pods/Trucks are stocked each week with the correct number of cases of each variety, you will need to enter a Planned Order for any additional cases of cookies that you need to pick up to fulfill your girls’ orders or for booth sales.
We will have six Planned Order dates. Planned Orders* must be in Snap+ before or by 11:00pm on the dates below: Tuesday, February 16 Pickup: Friday, February 19 Sunday, February 21 Pickup: Wednesday-Friday, February 24-26 (must be picked up before 5:00pm on Friday) Tuesday, February 23 Pickup: Friday, February 26
Troops are not obligated for Planned Orders until they have been picked up and receipted. However, if you enter a Planned Order and do not need the order, please notify the regional Product Sales Assistant to cancel.
Sunday, February 28 Pickup: Thursday-Friday, March 3-4 (must be picked up before 5:00pm on Friday)
A Planned Order must be entered in Snap+ by the designated date/time in order to guarantee* availability of cookie varieties at the Pods/Trucks (date will no longer be available after the deadline date/time has passed and TCM will have to select the next available date for a Planned Order and follow pickup guidelines). Planned Orders not picked up by Friday at 5:00 PM (unless Pod/Truck has been notified of a pickup delay) will be returned to inventory. • Planned Orders are not required for a Saturday or Sunday pick-up. However, there is a possibility that not all varieties will be available. To enter a Planned Order in Snap+: • Click on the “Cookies” icon • Click on “Planned Order” • Select a Pod/Truck from the drop-down box • Once you select the date, the screen will register the troop number, Pod/Truck and requested date. Enter in the number of cases for each variety that you want to pick up at the Pod/Truck. When reviewing your Planned Order, it will show up in packages and not cases. • Click Submit. You will be asked to confirm your order. • Your SUCM may edit a Planned Order up until the ‘cut-off’ date/time (see to the side)
Tuesday, March 1 Pickup: Friday, March 4
*HOME DELIVERY FOR 150+ CASES:
Sunday, March 6 (last day to do a PO) Pickup: Thursday-Friday, March 10-11
*Planned Orders are NOT required for a Saturday or Sunday pick-up. Last two weeks of sale - Pod/Truck varieties based upon availability, as well as PO might be filled on Thursday or Friday if truck has not arrived at warehouse. **Guaranteed date based on Pods/Trucks being re-stocked. If regular deposits have not been made, we reserve the right to not disperse additional cookies. Review all Planned Orders picked up from Pod/ Trucks. After you pick up your Planned Order, you will be able to view it on the Manage Order page as a Transfer within 24 hours after you’ve picked up.
Beginning February 21, orders for 150+ cases may be placed for a home delivery. Please do not call in an order – emails only. During direct/cookie booth sales, orders will be delivered on Thursday to Service Units/troops that have additional case orders of 150+ cases. Orders must be placed by using the Order Form found at www.gssccookies.org under Resources. For a Thursday delivery the order must be placed by or before 11:00pm on Sunday. Please note: gluten free cookie is not available for a home delivery. *NOTE: Any cookies received as a home delivery will be entered into Snap+ in a timely manner (please allow a 24-hour turnaround). TCM’s should always check the information in Snap+ to ensure delivery was ‘submitted’ in correctly.
Pod/Truck Locations & Hours
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Pods/Trucks open February 19-March 13
TRUCKS Day*
Time
Wednesday
8:30am - 5:30pm
Thursday
8:30am - 5:30pm
Friday
8:30am - 5:30pm
Saturday: February 20 & 27, March 5 and **March 12
9:00am - 3:00pm **March 12 only: 9:00am - 12:00pm
*Cookie pick-ups may be delayed while the truck is being re-stocked. Please be patient while the cookies are unloaded and inventoried. Cookies will NOT BE dispersed out while the truck is bring loaded or counted.
GS Service Center Locations: 130 Pinnacle Point Court, Suite 100 Columbia, SC 29223 807.782.5133 Back Door 349 East Blackstock Road Spartanburg, SC 29301 864.576.2514 Back Door 5 Independence Pointe, Suite 120 Greenville, SC 29615 800.849.4475 or 864.770.1400 Bottom of Parking Lot
PODS
Remember, the Pods are run by a volunteer just like you. Please be courteous and respect their hours as they are BY APPOINTMENT ONLY (DO NOT just show up at a Pod without having made an appointment). AIKEN (by appointment only) Katie or Neil Miller 803.502.0247 1430 Morningside Drive Aiken, SC 29801 ANDERSON (by appointment only) Veronika Hyte 864.525.9748 SU642cookes@gmail.com Camp Wistagamon 1013 Manse Jolly Road Anderson, SC GREENWOOD (by appointment only) Theresa McAfee 864.337.8849 106 Cypress Greenwood, SC 29649 LANCASTER (by appointment only) Susan Prete 803.246.1461
Cookie Pick-up Authorization Card
Cookie Authorization Cards are used as an identifier when a troop representative is picking up cookies at the Pods/Trucks. Two Cookie Authorization Cards are provided in each troop’s materials. You, the Troop Cookie Manager, must fill out one Cookie Authorization Card for yourself as well as one card for a designated volunteer (Troop Leader or other registered, designated adult) and have it stamped/signed. The Cookie Authorization Card (and photo ID) must be presented at all times when picking up cookies at the Pods/Trucks. Cookies will not given out to anyone without this proper documentation. Authorization Card must be filled our completely and accompanied by a photo ID.
LEXINGTON (by appointment only) Karon Meadows 118 Cherry Hall Drive Lexington, SC 29072 803.687.0756 SUMTER (by appointment only) Tanya Bowman Troop2252@gmail.com 25 Youmans Drive Wedgefield, SC 29168 WEST UNION (by appointment only) Lori McCurry 864.638.8780 311 Country Junction Road West Union, SC 29696
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Cookie Booths A cookie booth is set up by a Girl Scout troop to sell Girl Scout cookies directly to customers who were not solicited during door-to-door sales. Booth sales begin February 19th.
Cookie Booth Sites
Bi-Lo, Kmart, Lowes, SAM’s Club, and Walmart/Walmart Neighborhood Market will be arranged and managed at the council level to ensure fair and consistent procedures/guidelines are given to all troops throughout the council’s 220country jurisdiction. If you have a public place where you would like to set up a cookie booth, contact your Service Unit Cookie Manager to assist you. Their community booth sale coordination ensures retailers are not inundated and that locations are geographically dispersed. Troops and parents are not allowed to set up booths without going through their Service Unit Cookie Manager/Booth Coordinator. Please remember that you are setting an example, not only for your troop but for Girl Scouts as an organization. For more information on booth sales, go to www.abcsmartcookies.com, www.gssccookies.org under Resources, or www.girlscouts.org.
Cookie Booth Preparation:
• Have each girl and parent (assisting with booths) sign a Cookie Etiquette Contract (www.gssccookies.org under Resources) • Have a complete Health History Form for all girls. • Take a card table and chairs. • Take a money box and change (about $110 in change consisting of: $20-quarters; $40- one’s; $20- five’s; $30ten’s). • Take enough cookies to sell. • Count packages and money BEFORE and AFTER the cookie booth begins/ends and enter information on a booth tally sheet and place the tally sheet in the cash box (a sample Booth Tally Sheet can be found under Resources at www.gssccookies.org). Keep track of girls who worked the cookie booth. • During the booth, write down any packages that are opened for samples on back of tally sheet. • REMEMBER to keep money/money box out of sight at all times
How to have a successful Cookie Booth:
• Take an adequate supply of the best sellers (this is a recommendation only): at least 2-3 cases each of Thin Mints, Caramel de-Lites, Peanut Butter Patties and Peanut Butter Sandwiches, 1-2 cases each of the other varieties (a typical three-hour booth sells between 12-14 cases) • Make an attractive table display to invite customer interest. • Prepare a troop goal poster and display it at your booth. Customers love to help girls reach their goals! Update the poster as packages are sold. • DO NOT accept large bills- if so, use a counterfeit pin.
Cookie Booths Cookie Booth Tips to Share with Girls/Parents: ɈɈ If you are the first troop at a booth sale site, always check in with the store manager before setting up your cookie booth to let her/him know you are there and to verify that you are setting up in the right place. ɈɈ Do not ask the place of business for change. ɈɈ Make eye contact with the customer and ask, “Would you like to purchase Girl Scout cookies?” Be prepared to share your troop goal and how proceeds will be used. ɈɈ Always thank the customer, whether or not a purchase is made. ɈɈ Ask customers on their way out of the place of business. Never badger customers. ɈɈ If one variety is not selling as well as the others, open a package, break the cookies into bite-size pieces and let customers take a small sample. This may spark interest amoung customers and increase your sales (your troop will be responsible for paying for the package that was opened to taste). ɈɈ It is a good idea for troops to purchase a counterfeit detection pen and to teach girls the skill of checking for counterfeit bills (DO NOT ACCEPT $50 or $100 bills). ɈɈ Secure your money to prevent loss and/or theft. Have the Emergency Procedures card on hand. You can get this from your Troop Leader.
ɈɈ If accepting a check, the following is required: name, address, phone number and driver’s license number along with expiration date (please check the customer’s driver’s license). Write in any missing information on the front of the check, i.e., driver’s license number and expiration date. NO counter checks or starter checks. Write your troop number on the front or back of the check. ɈɈ Girls should never run into the parking lot either to ask customer to purchase cookies or to play. ɈɈ Girls should be identifiable as Girl Scouts by wearing a membership pin, official uniform, tunic, sash or vest, or other Girl Scout clothing. ɈɈ Keep cookies out of the sun and/or rain. ɈɈ Credit Cards are accepted. Please review credit card safety guidelines. ɈɈ CLEAN UP BEFORE YOU LEAVE and take your trash and empty cases with you. Remember, a Girl Scout always leaves the place cleaner than she found it! ɈɈ Your troop is financially responsible for all cookies signed out to the troop. If you have problems selling the cookies, please contact your Service Unit Cookie Manager immediately. Do not wait until the end of the sale to inform your SUCM.
If your booth is double booked, please do the following:
• Remain calm- remember, girls are present and watching you. • Contact your SUCM. • Never involve the store manager. By doing so, you could cause the store to deny us the opportunity to sell cookies there again.
Cookie Booth Basics
• Have at least two adults on site at all times. NO ADULT ONLY BOOTHS. • Have at least two girls at each booth at all times (no more than four). • Girls should do the selling and handling the money (age-appropriate skill builder). Adults should supervise younger girls. • If it is raining, set up a canopy. Do not set up inside the store unless you have permission from the store manager. • Do not keep your car at the booth site – it should be moved immediately after unloading/ or loading. • DO NOT LEAVE ANY TRASH when closing down your booth. • Not Allowed: Pets, animals, tagalongs (younger/older siblings); adults or girls smoking; or other food or chewing gum should not be at a booth.
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Kiosk Kiosk is the site where troops obtain a council managed booth location, date, and time. The council has contacted and received or is in the process of receiving approval from the following five businesses at Bi-Lo, Kmart, Lowe’s, SAM’s Club and Walmart/Walmart Neighborhood Market, for troops to hold booth sales on their premises (this is separate from the service unit managed booths). Service Unit Booth Sale Coordinators and individual troops are not to contact these businesses. Some businesses may not be on the list at the opening of the Kiosk. They will be added to the Kiosk as confirmation is received (throughout the Girl Scout cookie program). See page 15 for Kiosk dates. Occasionally, businesses will cancel even after confirming. You will be notified by the product sales department if a business cancels a booth. If you have scheduled a council managed cookie booth at a business or during a time slot that has canceled after the scheduling periods, the council or your Service Unit Cookie Manager will help you to find another booth opportunity.
Go to www.gssccookies.org under Resources for Kiosk tutorial
To access Kiosk for the first time: 1. Go to www.gssccookies.org and click on Kiosk icon. 2. In the login section, click on “Forgot Password.” You will be taken to a “Forgot Password Form.” 3. Enter your email address, then click on “Retrieve Password.” 4. If it says “Account Not Found,” please check with your Service Unit Cookie Manager to receive access (you must be a registered Girl Scout to have access to Kiosk). 5. If your email address is recognized, you will receive an email with a password. If you do not receive an email, check your spam/junk email folder or with your SUCM. 6. After receiving your password, return to www.gssccookies.org and click on Cookie Icon. 7. In the log in section, enter your username (your membership ID #) and the new password you received in your email and click “Log In.” You will have the opportunity to change your password. Once you access the site, if you have any problems with the Kiosk, please click on “Report A Problem.” Do not call as email will have a quicker response. See page 15 for Kiosk dates opening and closing dates. You can also use the Kiosk to check troop roster and check bonus status (late May).
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The 5 Skills Everything girls do in Girl Scouting is designed to help them grow into leaders of courage, confidence, and character. The 5 Skills girls learn through the Girl Scout cookie program are an important ingredient in the Girl Scout Leadership Experience. To learn more about the Girl Scout Leadership Experience and Girl Scouts Financial Empowerment Program visit www.girlscouts.org/gsle. You may also download the Financial Empowerment booklet at www.girlscouts.org/program/gs_cookies. Here are a few examples of how participating in the cookie program teaches Girl Scouts skills that will help them grow into leaders in their own lives, leaders in business and leaders in the world:
The
Busniess Ethics
5 Skills
Leadership Benefits in Girl Scouting & Beyond
Your Girl Scout is honest and responsible at every step of the cookie sale. Her business ethics help reinforce the postive values she is developing as a Girl Scout.
Goal Setting
Your Girl Scout sets cookie sale goals individually and with her team; she creates a plan to reach them; and she develops cooperation and team building skills all along the way!
Decision Making
People Skills
Your Girl Scout learns how to talk to, listen Your Girl Scout helps decide how to and work with all kinds of people her team will spend their cookie while selling cookies. These money, furthering her experiences help her critical thinking and develop healthy problem solving relationship skills that will help and conflict her in many Your Girl Scout takes resolution skills aspects of her cookie orders, handles she can use life customers’ money and gains throughout valuable and practical life skills her life. around financial literacy.
Money Management
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2016 Cookie Program Dates January
Cookie rallies held throughout the council
By January 7
All girls and parents trained in Girl Scout cookie program procedures and program components by the Troop Cookie Manager (TCM) All girls/troops/TCM’s need to be registered Girl Scouts to participate in the 2016 Girl Scout cookie program (girls may be added throughout the sale as long as they are registered for the 2015-2016 membership year and have a signed Parent Permission Slip) Girl Scout cookie program begins
January 7
January 8 January 12 (noon) January 15 (10:00am) January 15 (noon) January 19 (10:00am) January 19 (noon) January 21 (10:00am) January 21 (noon) January 25 (10:00am) January 24
Round 1 - Kiosk open for council-managed booth selections
January 25
Girl orders due to Troop Cookie Manager (TCM)
January 26 - March 13
February 12 - 18
Live round - Kiosk open for council-managed booth selections - first come, first served (two cookie booths assigned per day per troop) Initial order, Early Recognitions, Troop Base Proceeds, Parent Permission Slips, voided troop check/authorized letter from bank turned in to SUCM and bank info entered into Snap+ by TCM and Delivery Station information Cookie delivery to SUCM and/or troops
February 16 (11:00pm)
First Planned Order due in Snap+
February 19 - March 13
Direct/Cookie Booth Sales
February 21 (11:00pm)
Second Planned Order due in Snap+
February 23 (11:00pm)
Third Planned Order due in Snap+
February 26 - 28
National Girl Scout Cookie Weekend
February 28 (11:00pm)
Fourth Planned Order due in Snap+
March 1 (11:00pm)
Fifth Planned Order due in Snap+
March 1 (on or before this date) March 6 (11:00pm)
35% OR MORE of troop’s initial order (amount due to council) has been deposited in council’s account at First Citizens (see page 20) Sixth and final Planned Order due in Snap+
March 13
Girl Scout cookie sale ends
March 14
Girl money due to TCM
March 17 (or date specified by your SUCM)
ALL troop final paperwork due to SUCM (see page 30)
January 26 (or date specified by your SUCM)
Round 2 - Kiosk open for council-managed booth selections Round 3 - Kiosk open for council-managed booth selections Round 4 - Kiosk open for council-managed booth selections Initial order of Girl Scout cookie sale ends - GIRLS CONTINUE TO TAKE ORDERS
Mar k Cal your end er!
Successful Cookie Program NOVEMBER-DECEMBER
• Note ALL your SUCM’s deadlines (as their dates supercedes council dates) • Plan and conduct girl/parent meetings • Encourage girls to use COCO to set personal goals (and earn the Goal Getter Patch) and to track and update troop/ individual girl goals/activity throughout the sale • Enter troop information into Snap+ (both Troop Cookie Manager and Primary Leader information), along with troop bank account and routing number (including all leading zeros)
JANUARY
• Collect Parent Permission Slip from each girl prior to handing out order cards. Make sure there is a physical address versus a PO Box. Ensure she is not owing from previous product sales. • Turn in voided troop check or bank authorization letter showing troop’s bank account/routing number (enter information into Snap+) and Parent Permission Slips. • Begin selecting cookie booths (either through the Council or Service Unit managed booths). • Collect order cards to prepare initial cookie order; distribute additional order cards so girls may continue to take orders. • Inform SUCM of troop base proceeds plan IF the troop is a registered Girl Scout Cadette, Senior, Ambassador troop or older Girl Scout not associated with a troop. • Enter initial cookie order into Snap+ and submit delivery information to SUCM (do not make parent’s order full cases if they don’t need them). Reminder: Delete any girl no longer active in your troop. • Create Early Recognition order (do this last)..
FEBRUARY
• Pick up and distribute cookies to girls (ensuring separate receipts are given for all cookies signed out and girl name is at the top of the receipt). Do not combine sister’s on the same receipt. • Conduct booth sales. • Collect and deposit cookie money as frequently and as often as possible (ensuring separate receipts are given for all money turned in or cookies handed out and girl name is at the top of the receipt). • Enter receipt of money into Snap+ (each deposit must be entered separately). Track how much each girl still owes by entering individual transactions into Snap+. • Distribute out Early Recognitions to girls who earned the Daisy T-shirt (hand these out as soon as possible – thus why they are called Early Recognitions).
MARCH
• Deposit 35% or more of council profits of troop’s initial order into council’s account at First Citizens on or before March 1 (depositing frequently and often will cause less confusion) • Credit individual girls with all cookies assigned to troop. Check the following reports to ensure all cookies have been credited to the girls: Troop Balance Summary against Girl Cookie Totals Summary • DO NOT MAKE FINAL DEPOSIT until you have updated and reviewed the Troop Balance Summary Report – ensuring all COCOdirect orders have been credited. • Create Main Recognition Order for troop (this is to be done AFTER all cookies credited to girls). Don’t forget to input manually the three patches – Goal Getter (check COCO report to see which girls earned this patch), Online Patch (girls MUST have 2 online orders via COCOdirect) and Booth Patch (if they sold at least 1 package at a booth sale – 1 per girl) • Updated and reviewed the Troop Balance Summary Report • Finalize sale using Checklist for Final Turn-In (page 30) and give to SUCM to sign-off (ensuring everything has been completed correctly and on-time).
MAY
• Rewards given out at Service Unit Meetings so you can distribute to girls before end of troop year
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Tools that Work! The Girl Scout cookie program can help girls learn about goal setting, decision making, money management, people skills and business ethics. Check out the following resources for important Girl Scout cookie program information! Resource
What You’ll Find
Who It’s For?
www.abcsmartcookies.com Don’t forget to check out COCO and COCOdirect!
Fabulous grade-level specific resources for your troop, girls, and families along with information about cookies, clip art and reasons to participate in the Girl Scout Cookie Program. Cookie information, resources (manual, forms, tutorials, girl recognitions and LOTS more!
Girl Scouts, Parents, Troop Leaders
www.gssccookies.org/cookies
Kiosk for council-managed booth sales
Troop Cookie Manager
www.gssc-mm.org
Safety manual, council office hours, program information, Parents, Girls, Troop Leaders, staff listing and so much more! Troop Cookie Managers
www.abcsnap.com
System for ordering cookies, tracking payments and sales Troop Cookie Manager (password and login required)
http://girlscouts.org/program/ gs_cookies
Cookie Activity Pin, 411 On Online Marketing, 5 Skills, Girl Scout Leadership Experience and the list goes on!
Troop Cookie Manager, Troop Leader, Parents, Girls
Volunteer Essentials
Reference to use as needed – an encyclopedia to Girl Scout volunteering
Troop Leader, Troop Cookie Manager
The Girl’s Guide to Girl Scouting
Information and requirements for earning the *Financial Literacy and *Cookie Business badges/leaves - one for each year for all age levels
All Girl Scouts earn badges, while Daisy awards are called leaves
Service Unit Cookie Manager
Volunteer support, information center, mentor and coordinator for troops in your service unit
Troop Cookie Manager, Troop Leader
www.gssccookies.org
*Girls can earn one Financial Literacy and one Cookie Business badge or leaf each year. Girls can choose to earn badges for their grade level in any order. Girls do NOT have to earn a Financial Literacy badge before earning a Cookie Business badge or vice versa.
Cookie Costumes
Cookie Costumes are available for troops to sign out at Girl Scout Service Centers and must be reserved in advance by the Troop Cookie Manager. Costumes are subject to availability – first come, first served. Reservations can be made by calling your Girl Scout Service Center. There is a $15.00 refundable deposit (deposit is refundable ONLY IF costumes are returned clean and complete).
Troop Cookie Manager, Troop Leader, Parents, Girls
How can a Girl Scout win Henrietta the Giant Hedgehog? It is all about goal setting! 1. She must sell at least 450 packages of cookies to have her name entered into the drawing. 2. For each additional 100 packages of cookies she sells, her name will be entered into the drawing again. For example, if a girl sells 700 packages of cookies her name will be entered into the drawing three times. Dream Design Do with Henrietta the Headgehog! Each regional office will have Henrietta the Giant Hedgehog on display. Three lucky Girl Scouts will have the opportunity to win one of the three Henrietta the Giant Hedgehog! When you visit one of the three regional offices, we invite you to stage a fun photo shoot with your girls and Henrietta, and tag your photo #HiHenrietta on Facebook or Twitter! Search the hashtag to see what Henrietta is up to all around the country. Henrietta is here to get you and your girls excited about the 2016 Girl Scout cookie sale season, and we can’t wait to see how much fun you have with her.
18 COCOdirect - Girl Experience via COCOmobile COCO COMMAND
Check out www.abcsmartcookies.com – COCO. This is the place where girls will find COCO Cookie Command – an interactive online experience for goal setting, sales planning and online marketing. With COCO, your troop and each girl can have their own customized online business center.
COCO tutorial can be found under www.gssccookies.org under Resources Set Your Goals!
Research shows that when girls set goals they reach them. Setting goals is easy, fun and inspiring! Take your girls to the interactive and cool goal setting activity at www.abcsmartcookies.com, click on COCO, then click Girl Login and have them set and track their personal goals. Girls who participate in the online activity by entering their name, troop number, goal and continually updating the information in COCO (packages sold, etc.) will earn a Goal Getter patch between January 8 – March 13.
COCO Highlights for Volunteers ɈɈ ɈɈ ɈɈ
Track each girl’s performance and her troop engagement Message girls to remind them of important troop events and sale activity milestones Access troop level reporting to review sales performance (i.e. print out an excel report to track girl progress)
COCOdirect will make it easier than ever to be a part of the world’s largest girl-led business. COCOdirect is easy to use. For sales made through COCOdirect, there’s NO money collection and NO hand delivery (as the cookies will be shipped directly to the customers)! COCOmobile is available on Android, iPod touch, iPhone and iPad. This is a free mobile app for girls participating in the Girl Scout cookie program. To use this app, Girl Scouts must have a valid username and password on COCO (ABC Bakers’ Cookie Command Center), available exclusively at abcsmartcookies.com. COCOmobile allows girls to sell Girl Scout cookies and track sale progress right from their mobile device! This is a great way to promote participation in a contemporary way. Doing business online is expected today. And today’s Girl Scouts are living in a digital world, so offering a digital sale is not only relevant but also critical to keeping the cookie sale going for the next 100 years. Girls can sell using COCOdirect in two ways by using: ɈɈ COCOmobile or ɈɈ COCO Online Marketing where girls can send an eCard to friends and family that includes a secure link to COCOdirect. ɈɈ Girls’ would choose the COCOdirect e-Card ɈɈ Choose the contact name(s) ɈɈ Add a message ɈɈ Preview the card ɈɈ Hit send and friends and family receive an email with a link to COCOdirect, allowing them to place an order and pay with a credit card! Customers can choose from packaging sizes: ɈɈ An eight-pack sampler that includes one of each variety (Trios -- Gluten Free Cookie is not part of this sampler); a half dozen of any one variety; a dozen of any one variety; AND while supplies last, they can order ABC’s Gluten Free Trios Cookie Please review the Snap+ tutorial for more complete information. Internet Selling *Check out the 411 on Online Product Marketing under http://girlscouts.org/program/gs_cookies
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2016 Troop Benefits
TROOP BASE PROCEEDS OPTIONS
All troops earn proceeds for each package of cookies sold by their troop. • $.45 per package/Standard Option: for girls at every level. Girls will receive rewards and patches, which are listed on page 24 of this manual. • $.50 per package/No Recognitions Option: an option for older girls - Girl Scout Cadette, Senior, and Ambassador troops and older Girl Scouts not associated with a troop who choose this option will not receive any recognitions, but will receive patches and Cookie Dough (excluding double Cookie Dough). • If the troop chooses to opt out of receiving recognitions, the Service Unit Cookie Manager must be informed of this choice via email by January 28. This option must be voted on by the girls in the older girl troop and if it is a troop which contains more than one Girl Scout level, the troop must declare their level according to the level of the largest number of girls in their troop. *Once the troop chooses which option they want, the troop base proceeds plan cannot be changed. However, ALL troops must create a main recognitions order in Snap+ to receive their patches.
NEW! Troop Cookie Manager Reward
As a special reward, a foldup Eco Tote will be earned by the TCM, IF the troop has a 10% package increase in sales over the previous year or NEW troops who meet the 200 Per Girl Average registered on packages sold. The Eco Tote will not be available for purchase and is only given to the Troop Cookie Manager (must fill out section on page 30).
Girl Scout groups are large enough to provide a cooperative learning environment and small enough to allow development of individual girls. The following group sizes are recommended: • Girl Scout Daisies: 5-12 girls • Girl Scout Brownies: 10-20 girls • Girl Scout Juniors: 10-25 girls • Girl Scout Cadettes: 5-25 girls • Girl Scout Seniors: 5-30 girls • Girl Scout Ambassadors: 5-30 girlsGirl Scouts’ adult-to-
NEW! ALLTCM will also receive a Dream Design Do! Volunteer Patch for turning in their paperwork correct and on-time.
Oppor tunit to mak y e
$.70 or per pa
$.75
ckage!
TROOP BONUS
Troops that meet ALL of the following criteria will receive Cookie Bonus(es) – which is determined AFTER reconciliation has occurred on council level. These are EARNED bonuses for troops who meet the criteria (they are not given out automatically). Bonus checks will be issued after the council bank account is reconciled and all paperwork is reviewed for accuracy, ensuring all the criteria for EARNING the bonus has been met. This process might take 6-8 weeks. The bonus (if earned) will be direct deposited into your troop account.
THREE TROOP TIERED BONUS CRITERIA
• Correct and On-time = +$.05 per package • Picked up initial order as scheduled • Troop turned in paperwork complete and correct • 1st set of Parent Permission slips and voided troop check/bank authorization letter turned in January 28 (as well as banking information entered into Snap+) • All recognition orders submitted (January 26 and March 17); • 35% or more of initial order money deposited on or before March 1st • All money deposited and entered correctly in Snap+ (each deposit entered in separately), and • All Red Flag documentation completed correctly and attached (see page 23) • 200 PGA = +$.05 per package: Troop had a 200 Per-Girl-Average (per package based on registered girls in troop). This information can be found on the Troop Balance Summary Report in Snap+. Calculation may exclude girls who have moved or dropped out of the troop, but not girls who opt out of participating in the Girl Scout cookie program. • Must meet minimum age level troop size standard and 2 adult leaders-refer to guide (left) or Volunteer Essentials page 11 for your suggested troop size standard. • Early Bird Registration= +$.15: must register at least 75% of the troop for the 2016-2017 membership year by March 31 AND meet the minimum 5 girls and 2 adult troop size (see guide on left or Volunteer Essentials, page 11)
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Money Matters Troop Base Proceeds ɈɈ
ɈɈ
ɈɈ
All money (minus the troop base proceeds $.45 per package) should be deposited into the council bank account (First Citizens) using your assigned deposit slips. Girl Scout Cadette, Senior and Ambassador troops who opt out of recognitions will keep the troop base proceeds of $.50 per package and deposit the rest into First Citizens. Girl Scouts not associated with a troop must deposit all money.
What you earn.... Troop Base Proceeds Level
Troop Base Proceeds to Keep
Standard troop base proceeds
$.45 per package/ $5.40 per case
No-Award Option (available to Cadette, Senior and Ambassador Troops)
$.50 per package/ $6.00 per case
All Girl Scouts not associated with a troop
$0 (All money deposited into council account)
Do not keep more than the $.45 or $.50 per package. *Refer to page 19 for further information on troop base proceeds.
Troops: ɈɈ ɈɈ ɈɈ ɈɈ
ɈɈ
Distribute money envelopes to the girls to assist with the collection of cookie money. Remind parents that they are financially responsible for all cookies signed for and received by their daughter and that cookies cannot be returned to the troop. Collect money as frequently and as often as possible. If a girl requests more cookies and has not made any payments for the initial order, do not give her any more cookies until payment has been made Issue separate receipts for each payment made by parents (with the girl’s name at the top of the receipt. If you have sisters in the same troop – they must have separate receipts). Troop retains the white (top) copy and parents are given the yellow (bottom) copy. DO NOT RECEIVE MONEY WITHOUT GIVING A RECEIPT. Deposit 35% or more of troop’s initial order money before or by March 1.
Sample Initial Payment Calculation:
Depositing as frequently and as often as possible will ensure the deposit is If a troop places an initial order for 100 cases: correct. Transfers do not affect the Based on: initial payment due from a troop. So if $.45: 100 cases x 12 packages x 3.55 x 35% = $1491.00 your troop places an initial order for $.50: 100 cases x 12 packages x 3.50 x 35% = $1470.00 100 cases and transfers 10 cases to another troop, your troop would still *Always do a higher percentage than 35% so you are not be responsible for paying 35% of 100 short on the deposit. cases on March 1.
ɈɈ ɈɈ
Check all girl and troop records carefully. Use Snap+ to keep track of money collected from each girl and to know her balance (enter each financial transaction and cookies signed out separately). ɈɈ Take note of a girl not turning in money. Follow up with a telephone call to her parent/guardian(s). Do not continue to issue cookies to the girl if money is not being turned it. ɈɈ Remind girls to accept payment for Girl Scout cookies ONLY at the time of delivery to customers. Girls should not accept payment before the cookies have been delivered.
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Money Matters Check Endorsement: ɈɈ
ɈɈ
Checks and money orders should be made payable to Girl Scouts of South Carolina – Mountains to Midlands (or GSSCMM or Girl Scouts). ɈɈ If accepting a check, the following is required: name, address, phone number, and driver’s license number along with expiration date (please check the customer’s driver’s license*). Write in any missing information on the front of the check, i.e., driver’s license number and expiration date. NO counter checks or starter checks from newly opened accounts should be accepted at any time. *NOTE: This will allow council to pursue any Non-Sufficient Fund checks received by the troop. Your troop number should be either on the front or back of the check before depositing it into council account.
Banking Procedures:
Preparing the Deposit: ɈɈ
BANK
Troop cookie money (minus troop base proceeds) must be deposited into the council’s account at any First Citizens branch location by the Troop Cookie Manager. Make deposits FREQUENTLY and as OFTEN as possible. Only 1 deposit slip per deposit (do not combine multiple deposit slips for one deposit). ɈɈ Deposit slips are assigned (by reference number, located on the bottom left hand side of the deposit slip) specifically to your troop by your Service Unit Cookie Manager. Do NOT share your deposit slips with other troops OR use over-the-counter deposit slips. ɈɈ Enter the total cash and currency to be deposited in the spaces provided. List each check*, using last names or check numbers as identifiers, on the deposit slip. Press down firmly as there are three carbon copies. ɈɈ Ensure you triple check the addition as council will incur bank charges for corrections made by the bank. *Deposit checks received from customers within five business days.
Money Matters Making the Deposit:
Inform the teller prior to your transaction that the deposit is for Girl Scouts. If there is a problem with a bank branch, please contact your regional Product Sales Department. ɈɈ Request one white bank transaction receipt for each deposit made. The council’s deposit slips must be validated (bank will keep the top white copy and return the remaining validated copies to you – yellow and pink). ONLY use one deposit slip per transaction. ɈɈ The council’s account is designated for deposit only. Double check the Troop Balance Summary report, as any overpayments will not be returned to your troop for 6-8 weeks, when reconciliation is completed. ɈɈ Enter your deposit into Snap+. Use the deposit reference number found in the bottom left hand corner to identify each deposit. Record ALL deposit transactions into Snap+ – individually. Verify that all deposits match amounts entered in Snap+.
Bank Corrections (Debit/Credit) ɈɈ
ɈɈ
The council will be notified if there is a bank correction from your troop’s deposit. You and your SUCM will receive an email notification if it is a: ɈɈ debit (less check/money showing on your deposit slip) or ɈɈ credit (more check/money deposited but not showing on deposit slip). Your SUCM will go into Snap+ and enter the: ɈɈ debit as a Deposit Adjustment - Debit correction or ɈɈ credit as a Deposit Adjustment - Addition correction to ensure your Troop Balance Report will be correct. Please verify this has been done and is correct prior to submitting paperwork to SUCM.
Finalizing Collections and Deposits ɈɈ ɈɈ
ɈɈ
All final cookie money collected from the girls should be turned in to you by March 17. If there are monies outstanding from girls, make every effort to collect and contact the parent(s) involved. ɈɈ If your efforts to collect the money are not successful, fill out and submit information using the Red Flag Form (www.gssccookies.org under Resources). Do not cover their outstanding balance out of your troop’s account. See page 23. ɈɈ Make sure the Red Flag PLUS money deposited into First Citizens EQUAL the total amount showing from the Troop Balance Summary report. If this is not correct or proper documentation has not been given, the troop will be liable for the difference (see page 23). Before making your final deposit, check your Troop Balance Summary Report in Snap+ to verify the amount needed to deposit to ensure your troop will have a $0.00 balance due to council (there is a $1.00 overpayment ‘grace’ amount). If you overpay by more than $1.00, consider purchasing another case of cookies to zero out your balance-can be done by purchasing virtual Cookies for Soldiers. ɈɈ Confirm the accuracy of your deposit balance before turning paperwork in to your Service Unit Cookie Manager. If you are still unsure as to how to determine your balance owed to council, contact your Service Unit Cookie Manager for assistance.
PLEASE NOTE: Checks written on closed accounts, non-sufficient funds or missing money will be pursued by the Solicitor’s Office. Mishandling money is a serious matter. Any misuse of girl funds collected is a criminal offense and action will be taken as necessary. Do not give girls more cookies if money has not been turned in.
22
23
Money Collection Issues Troops should not pay for cookies issued to parents who have not turned in cookie money. Fill out the Red Flag Form when a girl fails to turn in money for cookies received. All transactions between the Troop Cookie Manager and parent/ guardian(s) must be properly and correctly documented. The following documentation must be turned in CORRECTLY with the Red Flag Form: ɈɈ
ɈɈ
ɈɈ ɈɈ
ɈɈ ɈɈ
Sample Red Flag
ALL ORIGINAL cookie receipts signed by the parent/ guardian(s) when cookies are issued (this is the white receipt copy). Individual girl’s name should be at the top of the receipt. ALL ORIGINAL receipts for any/all money turned in by parent/guardian(s) during the sale (this is the white receipt copy). Individual girl’s name should be at the top of the receipt. UPDATED Girl Balance Summary report (must match white copy of receipts - cookies and money) Be sure to state clearly on the Red Flag Form the total amount owed to the troop by the parent/guardian(s) - this should be the full $4.00 per package (all receipts - cookies and money - MUST equal what is showing on the Red Flad Form and Girl Balance Summary Report) Any notes and/or copies of correspondence with the parent/guardian(s) DO NOT combine receipts for cookies signed out or money turned in on same receipt (especially if they are sisters or from the same family). Must be separate receipts given for each transaction per girl with girl’s name on the receipt.
Turn in the Red Flag Form (along with documentation listed above) to your Service Unit Cookie Manager, along with the rest of your paperwork. The information you provide on the Red Flag Form will assist council in resolving outstanding balances more efficiently. If troop does not turn in all correct documentation, they will be liable for the difference. If a troop does not turn in any paperwork at the final deadline, they will automatically be Red Flagged and will not receive any bonus (if earned) or recognitions.
Outstanding funds owed to the troop will be pursued by the council; however, without proper documentation, the troop assumes financial responsibility.
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Girl Rewards The rewards program is a proven method to excite and motivate the girls during the Girl Scout cookie program.
Other Available Patches: *Booth Sale: girls must have sold 1 or more packages
Online: for girls who took 2+ orders via COCOdirect - 6, 12 or 8 packages sold= 1 order
The rewards for the 2016 Girl Scout cookie program were selected by the girls who attended summer camps or participated in the online rewards selection.
*Goal Getter: only if Girl Scout participated in the online activity at www. abcsmartcookies.com COCO Command
Achievement Bars:
in increments of 100 (1003000) - only the highest earned level will be awarded (these are not cumulative)
Girls begin earning Cookie Dough at 150+ packages (see page 25).
*To be manually entered in Snap+ (only 1 per girl, if earned)
12+
100+
200+
300+
Early Recognition: Girls selling 300+ packages of cookies during January 8-24, will receive a Daisy t-shirt. This is not available to troops/girls who opt out of receiving rewards.
Dream, Design, Do! patch
scarf
550+
cross-body bag AND lip balm in hedgehog container
1500+
750+
duffle bag OR large plush hedgehog
S ARE D R A W ALL RE LATIVE! CUMU
double cookie dough
pillow OR hoodie
2016+
OR Bike & helmet
1000+
towel
400+
small plush hedgehog
$300 Campership
OR iPad mini
25
Cookie Dough Girls who participate in the Girl Scout cookie program and sell 150–174 packages will earn $15 in Cookie Dough. For every additional 25-package increment sold, girls earn an additional $2.50 in Cookie Dough (Cookie Dough Table is located at www.gssccookies.org under Resources):
Number of Packages Sold
Amount of Cookie Dough Earned
starting at 150-174 packages
$15.00
175-199 packages
$17.50
200-224 packages
$20.00
225-249
$22.50 and so on
Cookie Dough may be used for: • • • • • • •
Council-sponsored Girl Scout day camp and resident camp fees Council-sponsored program event fees (designated events in FOCALPoint) GSUSA-sponsored destinations Council-sponsored trips with regional, national or international itineraries Girl Scout Silver and Gold Award project expenses and To help pay for Girl Scout Lifetime Membership
• • • •
outreach to girls who are at-risk financial assistance and camperships equipping and maintaining our Girl Scout camps council-sponsored teen program options
A girl may designate the unused value of her Cookie Dough prior to its expiration date to help sustain and build Girl Scouting in our council. Girls may select:
Bring or send in your unused Cookie Dough to the Girl Scout Service Center, along with a letter stating how you would like to designate your unused Cookie Dough. Sister-to-sister transfers will be accepted (registered Girl Scout sisters living in the same household).
Cookie Dough:
1. Unused value may not be redeemed for cash. 2. Cookie Dough may not be used in the Girlz Gear shops or Camp Trading Posts. 3. Girl Scouts of South Carolina – Mountains to Midlands will not re-issue Cookie Dough if lost, stolen or damaged. 4. Cookie Dough will not be re-issued after September 2016.
To use your Cookie Dough: To redeem Cookie Dough, use a Troop or Individual Registration Form. On the registration form, list the amount of Cookie Dough being used (see page 13 in FOCALPoint for more information). The 2016 Cookie Dough expires September 30, 2017. The 2015 Cookie Dough expires September 30, 2016.
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Cookies for Soldiers Cookies for Soldiers brings philanthropy to the Girl Scout cookie program. For various reasons, some customers do not want to purchase cookies themselves, but they want to support Girl Scouts, your troop, and/or our military troops. We have a program that will allow them to do all three! How can Girl Scouts and the community help support the men and women of our armed forces? With Girl Scout cookies - COOKIES FOR SOLDIERS! Midlands and Upstate Chapters of the Blue Star Mothers of America; Soldiers’ Angels and the Girl Scouts of South Carolina – Mountains to Midlands are working together during the months of February and March to show soldiers how big our hearts are. When girls take orders, ask customers if they would like to donate a package to our Cookies for Soldiers program. If the customer wishes to donate cookies to this program, indicate the number of packages in the white column on the girl order form. Customers do not specify flavors nor does the TCM order these cookies in with your initial order.
Virtual Cookies for Soldiers
If customers want to purchase Girl Scout cookies to support a Girl Scout without taking cookies home? No problem! Troops in Girl Scouts of SC Mountains to Midlands have the option of participating in the Virtual Cookie Share program. Customers can indicate they would like their purchase donated instead of delivered, and the cookies will be distributed to the indicated organizations. Not only is the customer helping a Girl Scout learn the 5 Skills of the cookie program they are helping others who serve our military. Enter Cookies for Soldiers in Snap+ with the girl’s initial order in the column marked Cookie Share. Troops DO NOT TAKE possession of these cookies but are responsible for collecting the money for these orders. At the end of the season all of these cookies are accounted for and GSSCMM will make arrangements to have them delivered to our specified organizations. If a troop is sending/ delivering cookies to an organization or military personnel, the troop will continue to order physical cookies. How are Cookies for Soldiers handled at booth sales? For customers who do not want to purchase cookies, you may ask them to purchase Cookies for Soldiers. The money is collected and will be notated in Snap+, but they will be ‘virtual’ (no handling of physical cookies). If a troop has an organization or military personnel to send or deliver cookies, the troop will continue to do it physically. Booth sale divider will also divide up Cookie for Soldier sales. See Snap+ tutorial.
2016 Girl Scout Cookie Product Line-up $4.00 per package
$5.00 per package Lemonades™
Caramel deLites ®
Cranberry Citrus Crisps
Peanut Butter Patties ®
Peanut Butter Sandwich
Thin Mints ®
Shortbread
Thanks-A-Lot ®
Trios Gluten Free
Available only during direct/booth sales (while suplies last)
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Cookie Program Glossary ABC One of two commercial bakers who are licensed by Girl Scouts of the USA to produce Girl Scout cookies. ABC is GSSCMM’s baker. COCO An interactive online experience for goal setting, sales planning, and online marketing.
Initial Order/Door-to-Door This is the time girls TAKE cookie pre-orders from January 8-24 (after this date, girls continue to take orders).
COCOdirect Where consumers can have cookies shipped and pay via credit card. Girls use COCOmobile or COCO Online Marketing. COCOmobile Allows girls to sell Girl Scout cookies and track sale progress right from their mobile device (iPhone, iPad, iPod, and Android)
Main Reward Main rewards are earned from all cookies sold through door-todoor/initial and direct sales. Parent Permission Slip A slip signed by parent/guardian (s) giving their Girl Scout permission to participate in the Girl Scout cookie program.
Cookie Booths Troops set up at businesses to sell Girl Scout cookies directly to the customers who were not solicited during door-to-door.
Planned Order Troops can obtain additional cases of cookies from Pods/ Trucks by placing a Planned Order. This can be done in Snap+ under Cookie icon. Pods/Trucks Volunteers/staff-run cookie warehouse where troops pick up extra cases of cookies
Credit - Deposit Credit is a bank correction for a troop that deposited more than what was shown on their deposit slip into First Citizens account. Debit - Deposit Debit is a bank correction for a troop that deposited less than what was shown on their deposit slip into First Citizens account. Delivery Station Troop or Service Unit delivery of initial cookies ordered. Troops go through their Service Unit Cookie Manager if they have an order of less than 200 cases of cookies or combine with other troops to have a home delivery. Deposit Slip Assigned deposit slips to individual troops to make troop deposit (minus troop base proceeds) into First Citizens account.
Kiosk Council website for troops to obtain a council managed cookie booth location
PL Abbreviation for Primary Leader
Red Flag Term used for troop/individual girl who does not pay the balance owed on their cookies.
Snap+ Online cookie ordering program to keep track of girls’ cookie sales, recognitions and financial transactions.
Early Rewards TCM The Early Reward is earned by a girl who sells 300+ during door- Abbreviation for Troop Cookie Manager. to-door/initial order period (January 8-24) Five Skills The Girl Scout cookie program provides an important ingredient for leadership by helping girls develop five key skills: goal setting, decision making, money management, people skills, and business ethics.
Troop Base Proceeds Troop Profit from cookie sales kept by troop prior to depositing money into First Citizens account
Goal Getter Troop Bonus An opportunity for girls to participate in COCO - an online Troops who meet the criteria will earn one or two or three of activity to set and follow through on goal setting to earn a patch the bonuses: Correct and On-Time; Early Bird Registration and/or 200-Per-Girl-Average - Registered Home Delivery for 150+ Cases Trios During Direct/Cookie Booth sales, troops can order 150+ cases Gluten Free Cookie - available only during Direct/Booth sales of additional cases of cookies and have it delivered to their as supplies last home.
2015-2016 Product Sales Team Many thanks to our volunteer Product Sales Team who helped strategize, plan and implement the 2016 Girl Scout Cookie Program: Cindy Becker - Columbia Portia Grooms - Anderson Katharine Harbison - Spartanburg Veronika Hyte - Anderson Jamilla Little - Travelers Rest Theresa McAfee - Greenwood Diane Martin - Simpsonville Linda Medlin - Travelers Rest Cathy Monts - Columbia Kristy Perez - Lexington Andrea Simpson - Simpsonville Lasonya Wise - Columbia Staff Representative Sharon Hewitt - Greenville shewitt@gssc-mm.org; 864-770-1417 ABC Representative John Drikakis
Girl Scouts of South Carolina - Mountains to Midlands serves more than 12,500 girls and 5,000 adults in 22 countries of central and western South Carolina
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Notes
Checklist For Final Turn-In My Information: Service Unit: _______________ SUCM: _____________________________________ SUCM email: __________________________________________ SUCM phone number: _______________________________________
Bring this checklist with you, along with ALL your final paperwork – correct and complete, when you meet with your Service Unit Cookie Manager on March 17, 2016 (or on his/her designated date). The below items are enclosed. I understand that if I do not return all of the paperwork below COMPLETE AND CORRECT, along with meeting earlier information deadlines and turn-in dates, to my Service Unit Cookie Manager, my troop will not have earned the Correct and On-time bonus criteria:
Bonus will be determined when paperwork is reconciled in April not at time with SUCM meeting. ɈɈ ɈɈ ɈɈ ɈɈ ɈɈ ɈɈ ɈɈ ɈɈ ɈɈ ɈɈ
Updated Troop Balance Summary Report Yellow deposit slips AND white bank transaction receipt for each deposit. Entered each deposit transaction separately into Snap+ Parent Permissions Slips (for those girls who were added in throughout the sale) Review Girl Balance Summary Report (everything zeroing out if no Red Flags) All rewards correctly submitted in Snap+ (manually entered Goal Getter, Online and Booth patches - if earned - 1 per girl) Evaluation entered into Survey Monkey (link found at www.gssccookies.org under Resources). If applicable, Red Flag Forms (all correct and completed documentation needed. If not, troop is liable for balance) If applicable, troop had 10% package increase. 10% increase goal of __________ pkgs. TCM Name _____________________________ Page 30- signed by Troop Cookie Manager AND Service Unit Cookie Manager
TO FILL OUT WITH YOUR SERVICE UNIT COOKIE MANAGER Service Unit # ________________ Troop # ________________ Total Packages Sold ____________ Overpaid $__________ Girl Red Flag Amount $__________ Troop Red Flag Amount $__________
Troop Cookie Manager
Service Unit Cookie Manager
Signed _________________________________
Signed _________________________________
Date ___________________________________
Date ___________________________________
Staff Use For Reconciliation Purposes ________ Correct and On-Time
_________ 200 PGA
_________ Early Bird Registration
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800.849.GIRL (4475) � 864.770.1400 � www.gssc-mm.org All calls are routed through our centralized switchboard
Girl Scout Service Centers and Girlz Gear Shops Customer Service Hours
Monday 1 – 5:30 PM � Tuesday, Wednesday, Friday 8:30 AM – 5:30 PM � Thursday 8:30 AM – 7 PM (except June and July)
Girlz Gear Shops and Resource Areas Only
Saturday 10 AM – 1 PM 1st Saturday of every month (except legal holiday weekends and the month of July) Every Saturday in September, October, May (except legal holiday weekends)
Columbia Service Center
130 Pinnacle Point Court, Suite 100 Columbia, SC 29223 Toll Free 800.849.GIRL � Local 803.782.5133 � FAX 803.782.0410
Greenville Service Center/Corporate Headquarters
Five Independence Pointe, Suite 120 Greenville, SC 29615 Toll Free 800.849.GIRL � Local 864.770.1400 � FAX 864.272.3394
Spartanburg Service Center
349 East Blackstock Road Spartanburg, SC 29301 Toll Free 800.849.GIRL � Local 864.576.2514 � FAX 864.587.7367
Service Centers, Girlz Gear Shops and Corporate Headquarters Holiday Closings Winter Holidays New Year’s Day Martin Luther King, Jr.’s Birthday Memorial Day Fourth of July
Thursday-Friday, December 24-25 Friday, January 1 Monday, January 18 Saturday, May 21 and Monday, May 23 Saturday, July 2 and Monday, July 4