Cookie Manual for Volunteers 2018-2019 - Girl Scouts of NYPENN ...
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TABLE OF CONTENTS A MESSAGE FROM GSNYPENN CEO JULIE DALE 2 INTRODUCTION The Girl Scout Cookie Program® is much MORE than selling delicious cookies! It teaches girls essential skills they use for a lifetime—leadership development, ethical Message from GSNYPENN CEO Julie Dale decision making, how to set and reach goals, how to manage money, confidence, 2019 Girl Scout Cookie Program Theme self-resilience, team work, responsibility and customer service. Girl Scout Promise and Law As the largest girl-led entrepreneurial program in the world, the Cookie Program generates immeasurable benefits for our girls, Council and community. This season, we are 5 COOKIE BASICS joining 75% of Little Brownie Baker Councils across the country by pricing all varieties of our Who Can Participate in the Cookie Program? cookies at $5 per package. By increasing and aligning our price points, you and your Five Essential Skills girls receive: Cookie Varieties MORE REVENUE! How the Cookie Crumbles Troops will earn $.80 to $1 per package in proceeds. This could mean up to a $.27 Cookie Money Distribution increase per package! (If a troop sells a total of 1,500 packages, at an increase of $.27 per package, that troop will earn an additional $405 in troop proceeds! Wow!) 8 TROOP COOKIE MANAGER RESOURCES MORE PROGRAMMING! Expectations We are expanding quality programming for our troops and volunteers by partnering with Resources organizations that specialize in STEM, the arts and outdoor experiences. We’re also working Troop Proceeds to make our regional activities and trainings better than ever for you. Troop Bonuses MORE MARKETING! We’ll provide more tools to help you meet your troop’s goals: free yard signs for troops to 12 GIRL REWARDS & OTHER COOL STUFF advertise they have cookies to sell, a cool promotion for customers who purchase five or more cookie packages (details TBA), local and regional media promotion across the Council 14 COOKIE PROGRAM CALENDAR so that people seek out your troops for cookies—and more! MORE SERVICE! 16 DIGITAL COOKIE We’re here to help you create the best experiences for your G.I.R.L.s (Go-getters, Innovators, Risk-takers and Leaders) through our Service Centers and Outdoor 18 COUNCIL GIFT OF CARING PROGRAM Adventure Centers. And, we are investing in even more ways to be available to you in your regions when you need us. 19 BOOTH SALES Research from Little Brownie Bakers shows customers purchase 22 STEP 1: HOST A GIRL/PARENT MEETING & SET GOALS cookies to support Girl Scouting. They want to invest in helping girls achieve their goals as they develop those essential leadership skills we 26 STEP 2: TIME TO PLACE AN INITIAL ORDER know are so important! Proceeds from the Cookie Program stay in our Council and serve our more than 20,000 girls and adult volunteers—helping 28 STEP 3: TIME TO PICK UP YOUR COOKIES make Girl Scouts one of the most affordable and personally enriching activities a girl can choose! 29 STEP 4: HOW TO GET MORE COOKIES Thank you for your support and hard work. I hope you Go for Bold and have an amazing cookie season! 30 STEP 5: RESPONSIBLE MONEY MANAGEMENT 32 STEP 6: CLOSING OUT THE PROGRAM 33 STEP 7: CELEBRATE YOUR ACHIEVEMENTS Julie Dale CEO, Girl Scouts of NYPENN Pathways 2 3
GET READY TO GO FOR BOLD™ THIS GIRL SCOUT COOKIE SEASON! COOKIE BASICS Girl Scouts are known for their infectious, go-getter attitudes. This The Girl Scout Cookie Program is the largest girl-led entrepreneurial program in season, we’re celebrating their spirit and all the ways they are daring, the world! It generates immeasurable benefits for girls, their Council and creative and innovative in their Girl Scout Cookie Sale®. It’s a great year the community. for all of us to Go for Bold! WHO CAN PARTICIPATE IN THE COOKIE PROGRAM? Girls in grades K-12 registered with GSNYPENN for the 2019 Membership Year Whether it’s embarking on a brave new adventure or simply are eligible and encouraged to participate. A signed Cookie Program Family Guide mustering up the courage to talk to someone new, every girl finds her is also required to participate. Girls with dual households should have each own type of bold in the Girl Scout Cookie Program. Inside this booklet, household complete a separate Cookie Program Family Guide. you will find everything your troop needs to Go for Bold! Any adult registered/appointed with GSNYPENN for the 2019 Membership Year is Girl Scout Promise eligible to participate as a volunteer during the Cookie Program. Along with your Girl Scout 2019 Membership, be sure to complete the Troop Cookie Manager/ On my honor, I will try: Co-Leader Cookie Program Agreement JotForm found on our website. Your SU Cookie Coordinator will also email you to complete the agreement. If your troop To serve God and my country, is brand new in 2019, or if your troop has a new bank account and/or a new bank To help people at all times, account signer, an ACH Form is required to process all cookie payments and And to live by the Girl Scout Law. refunds. Troops will need to work with their Regional Support Manager (RSM) to ensure this is complete. Girl Scout Law FIVE ESSENTIAL SKILLS Our cookies are on a mission: to help girls learn five skills that I will do my best to be are essential to leadership, to success, and to life. honest and fair, What are your hopes for your Girl Scout? Certainly, you want friendly and helpful, her to make good decisions. Know how to manage money and how to set and considerate and caring, reach goals—like attending college. The Girl Scout Cookie Program helps her courageous and strong, and succeed today and prepares her for future success. There is a good reason it is a responsible for what I say and do, beloved family tradition. How can you help your girls use these skills every day? and to respect myself and others, 1. Goal Setting: Your Girl Scout sets cookie sales goals individually and with her respect authority, team, creates a plan to reach them, and develops cooperation and team building use resources wisely, skills along the way! make the world a better place, and 2. Decision Making: Your Girl Scout helps decide how her team will spend their be a sister to every Girl Scout. cookie money, furthering her critical thinking and problem-solving skills that will help her in many aspects of her life. 3. Money Management: Your Girl Scout takes cookie orders, handles customers’ money and gains valuable and practical life skills around financial literacy. 4. People Skills: Your Girl Scout learns how to talk to, listen to and work with all kinds of people while selling cookies. These experiences help her develop healthy relationships and conflict resolution skills she can use throughout her life. 5. Business Ethics: Your Girl Scout is honest and responsible at every step of the cookie sale. Her business ethics here reinforce the positive values she is developing as a Girl Scout! 4 5
How the Cookie (Money) COOKIE VARIETIES Find dietary information and ingredients on every order card and at LittleBrownie.com. Take your Girl Scout Cookie experience to the next level! Make delicious recipes using Girl Scout Cookies. Find these recipes at LittleBrownie.com or gsnypenn.org/cookieprogram. FR OS UCT E CO Crumbles RN (Distribution at $5.00 per package) NO HIGH ALL YOUR GIRL SCOUT COOKIE SYRUP RSPO-1106186 Our cookies have... • NO High-Fructose Corn Syrup • 100% Real Cocoa • NO Partially Hydrogenated Oils (PHOs) • Hearty Whole Grain Oats in Do-si-dos • NO Artificial Flavors in Toffee-tastics • Thin Mints are Vegan • Girl Scout S'mores and Do-si-dos are • Toffee-tastics are Gluten-Free made with Natural Flavors • Zero Grams Trans Fat per Serving • RSPO Certified (Mass Balance) Palm Oil 100% of the SAMOAS ® TAGALONGS ® DO-SI-DOS ® SAVANNAH proceeds (after SMILES we pay the baker) ® Crisp cookies coated Crispy cookies Crunchy oatmeal in caramel, sprinkled layered with peanut sandwich cookies with Crisp, zesty lemon with toasted coconut butter and covered with creamy peanut wedge cookies dusted and striped with dark a chocolaty coating butter filling stays local to with powdered sugar chocolaty coating power amazing experiences for GSNYPENN Girl TREFOILS THIN MINTS GIRL SCOUT Scouts! ® ® S'MORES ® TOFFEE-TASTIC ® Traditional shortbread Crisp wafers covered Crunchy graham cookies that are in chocolaty coating Rich, buttery cookies sandwich cookies with delightfully simple made with natural with sweet, crunchy creamy chocolate and and satisfying oil of peppermint toffee bits marshmallowy filling Product formulations can change at any time. We encourage you to check the ingredient statement on each package you purchase for the most up-to-date information on the ingredients contained in the product in that package. For more details check with Little Brownie Bakers. $0.16 - Girl Reward Program The GIRL SCOUTS® name and mark, and all associated trademarks and logotypes, including GIRL SCOUT COOKIES®, THIN MINTS®, TREFOILS®, GIRL SCOUT COOKIE SALE®, GIRL SCOUT COOKIE PROGRAM®, GIRL SCOUT S’MORES®, DIGITAL COOKIE® and the Trefoil Design, are owned by Girl Scouts of the USA. Little Brownie Bakers is an official GSUSA licensee. SAMOAS, TAGALONGS, DO-SI-DOS, SAVANNAH SMILES and TOFFEE-TASTIC are registered trademarks of Kellogg NA Co. Copyright ®, TM, © 2018-2019 Kellogg NA Co. HOW THE COOKIE CRUMBLES Patches, rewards, Cookie Dough, troop bonuses, etc. NEW! All eight varieties of Girl Scout Cookies $0.80 to $1.00 - Troop Proceeds are now priced at $5 per package! Directly supports troop activities The Cookie Program is not a prepaid sale. Girl Scout Cookies are paid for at the $1.06 - Little Brownie Bakers* time of delivery to the customer. The price of a package of cookies cannot be altered in any way for any reason. As stated on each package of Girl Scout Cost of cookies Cookies, “Baked by authority of Girl Scouts of the USA. This product is distributed *Cost of Gluten-Free Toffee-tastic and Gir Scout S’mores = $2.25/package and marketed exclusively through Girl Scout members. Any resale or redistribution is unauthorized.” $2.78 - Programs for Girls & Adults, Plus: 100% of proceeds from the Cookie Program, after payment to Little Brownie Outdoor Adventure Centers and Service Centers Bakers, stays local within GSNYPENN to help support Girl Scouting in the 26 Membership Financial Assistance and Camperships counties served by our Council! Research from Little Brownie Bakers shows Informative Pathways Program Guides and Summer Camp Guides that customers purchase cookies to support Girl Scouting. They want to invest Training to support girls and volunteers in helping girls achieve their goals and develop those essential leadership skills we all know are so important. 6 7
TROOP COOKIE MANAGER RESOURCES LittleBrownie.com: The Little Brownie Bakers website has videos and learning opportunities, along with sales tips for a GREAT Cookie Season! What Does it Take to Be a Successful Troop Cookie Manager? You must be a registered member of GSNYPENN for Member Year 2019 and have a current background check, etc. Complete the appropriate JotForms to participate Open to ask for help when needed Organized, enthusiastic, patient, understanding, goal-oriented, forward thinking, etc. eBudde™ Troop App for volunteers: Manage What Does a Successful Troop Cookie Manager Need? cookie orders in real time, on the go! Download the Regular access to computer with internet to log in to eBudde. Most smart free app today! phones can also access eBudde, too Regular access to a working email address to collect up-to-the-minute Cookie Program information Current troop bank account with two non-related signers A safe place to meet with your troop and house cookies until use What Is My role as the Troop Cookie Manager? Share, educate and guide girls and their parents/guardians through the Cookie Program Blog.LittleBrownieBakers.com: Check out exciting Enter cookie and reward orders into eBudde before deadlines goal setting games and activities for girls! Help distribute cookies and rewards once delivered in a timely manner Get additional cookies for girls through Cookie Cupboards or with the help of your SU Cookie Coordinator Help facilitate Booth Sales for the troop Help Troop Leaders to ensure all money is collected and ALL receipts are signed Deposit funds often to ensure financial security Keep open communication with SU Cookie Coordinator, parents and girls Sign Troop Cookie Manager/Co-Leader Cookie Program Agreement JotForm girlscoutcookies.org: Site customers visit to and reference for further info! locate Booth Sales in their communities. When troop booth sites are entered into eBudde, they are Where Can I Find More Helpful Information? uploaded here! gsnypenn.org/cookies: Find links to the Little Brownie Bakers website, eBudde and JotForms. Download and print important Cookie Program forms and paperwork. Find helpful information to guide you through the program! LittleBrownieBakers.com/volunteers/cookie-house-party/: Want to sell cookies by the CASE?! Host a Cookie House Party! ebudde.littlebrownie.com: Troop website for ordering cookies and rewards, keep track of sales and access your troop’s cookie invoice (Sales Report). 8 9
Who Can I Contact for More Help? Troop Reward Bonuses If you need help with anything related to cookies, please contact your SU Cookie Coordinator. They are available to help you with all aspects of the Troop Volunteer Initial Order Thank You Gifts Cookie Program. Troops that achieve 180+ selling PGA by the initial order submit on Thursday, February 7, 2019 will earn TWO Cookie Tote Bags and TWO Phone Ring Stands. My SUCC is: ___________________________________________________________________ Opt-Out troops are still eligible for the initial order bonus. SUCC email: __________________________________________________________________ Troop Final Reward Bonuses SUCC phone #: ( ) ____________________________________________________ 225+ PGA T-shirt for ALL girls selling T-shirt for TWO troop adult volunteers 250+ PGA Tickets to Enchanted Forest Water Safari OR Seabreeze Amusement Park for ALL girls selling During regular business hours, you can also contact Council in three easy ways: Tickets to Enchanted Forest Water Safari OR Email info@gsnypenn.org to create a Customer Service case Seabreeze Amusement Park for TWO troop adult Call Customer Care at 1.855.213.8555 volunteers Access our NEW online chat feature for an immediate response by visiting gsnypenn.org and using the “Let’s Chat” window in the lower right-hand corner Set those goals and get your swim suits ready! (available on any page) NEW this year: Troops can choose tickets to either Water Safari or Seabreeze! Tickets are mailed to New & Increased Troop Cookie Proceeds! the Troop Leader in May/June. Troops must be paid Troop proceeds are earned based on the troop’s per girl average (PGA). PGA is in full in order to receive tickets. Troops will ONLY based on the average sale of all girls SELLING in the troop. eBudde calculates the receive tickets to ONE of the parks (no splitting). PGA for you! Based upon a troop’s PGA, the troop can earn: Opt-Out troops are still eligible for Final Reward Bonuses. 1-174 PGA $0.80 per package Plan Exciting Experiences with Your Troop Proceeds! 175-249 PGA $0.85 per package This is just a sample of upcoming Council-sponsored trips for 2019. Please check 250+ PGA $0.95 per package our website and/or our Pathways Program Guides for more programs and info! Crayola Factory and Waterpark Fun: May 11-12, 2019 Older Girl Opt-Out (Cadette/Senior/Ambassador Only) Levels: Daisy, Brownie Registered C/S/A troops have an opportunity to earn an additional $0.05 per Cost: $195 per person package for their troop with the Older Girl Opt-Out option. The troop must A trip you’ll remember forever! We’ll start by traveling to Camelback Resort and achieve minimum 175 PGA by Sunday, March 24. Girls within opt-out troops will Lodge where we’ll stay overnight. You’ll have the afternoon and evening to play only earn initial rewards, patches, Cookie Dough and troop bonuses. C/S/A troops in their indoor waterpark! On Sunday, we’ll discover the magic of color at Crayola that enroll must unanimously agree to opt-out from receiving rewards. The Experience. Explore art and technology, express your creativity and experience Opt-Out Form (found on our website) must be completed by the girl and her color in a whole new way! Parents/guardians must be registered members. parent/guardian, and returned to the Cicero Service Center by Friday, February 22. Qualifying C/S/A troops will earn: Scavenger Hunt in New York City: May 17-19, 2019 Levels: Junior, Cadette, Senior, Ambassador 175-249 PGA $0.90 per package Cost: $395 per person 250+ PGA $1.00 per package We’re on a scavenger hunt to find the hidden gems of New York City’s Bryant Park and Grand Central! While hunting, you’ll marvel at some of New York City’s After signed forms are received, periodic emails will be sent to the Troop Cookie treasures. After our scavenger hunt, we’ll have time for lunch and some more Manager with the troop’s status for opt-out. If the troop qualifies, additional sightseeing or shopping—but we’re not done yet! In the evening, we’ll have proceeds will be adjusted to the Sales Report in eBudde at the end of dinner and take in a Broadway show. Program fee includes transportation, hotel, the program! scavenger hunt, lunch and dinner on Saturday, and theater tickets. Parents/ guardians must be registered members. 10 11
GIRL REWARDS & OTHER COOL STUFF! Go for Bold with Earned Cookie Program Patches! Girl Inspired Rewards 2019 Go for Bold Patch Images of all the items can be found on the girl order card. All rewards were Girls who sell at least 25+ packages throughout the program will voted on by girls in GSNYPENN! Reward levels range from 25+ packages to 1500+ earn this year’s theme patch! packages. Rewards will be mailed to your SU Cookie Coordinator in May (except for items earned at 750+ - those will be mailed to each eligible girl around the Council Gift of Caring (CGOC) Patch same time). All rewards are cumulative including Cookie Dough (if selected). In Any girl who sells 25+ packages for the CGOC Program will earn order for a girl to receive her reward selections, her Troop Cookie Manager must this patch! check the rewards in eBudde. Once rewards are submitted through eBudde, rewards cannot be swapped or exchanged for another item. Cookie Techie Patch Cookie Dough Certificates Participate in Digital Cookie (DOC) and sell at least 25+ packages Starting at the 250+ package level, girls can choose to earn $15 Cookie Dough to earn this patch! certificates. The maximum value a girl can earn is $50. Cookie Dough certificates will be available for download/print through eBudde in May. Need S’more Cookie Program Patches? Additional cookie patches (and a pin) are available for sale at our Boutiques! 250+ $15 Cookie Dough certificate* 350+ $15 Cookie Dough certificate* 500+ $20 Cookie Dough certificate* Booth Sale Patch Girls earn this patch by participating in a Booth Sale! *Cookie Dough is an ‘OR’ option. Girls must choose it to earn it. For more details, check out the order card! Goal Getter Patch Any girl who sets a sales goal and reaches/exceeds it is eligible for this patch! How Can Girls Use Their Cookie Dough? Toward GSNYPENN Resident Camp Toward girl program fees (only for events with registration taken by Council) Volunteer Patch For purchases in any of GSNYPENN’s Girl Scout Boutiques or Camp This patch is perfect for that extra special volunteer who helps Trading Posts out during the Cookie Program! Cookie Dough Terms & Conditions 2019 Cookie Program Activity Pin Cookie Dough expires Friday, December 13, 2019 Girls who follow GSUSA guidelines can earn this year’s pin. Visit Cookie Dough cannot be used toward earned awards, membership fees or our website for more details. camp deposits Cookie Dough is non-transferable Misplaced your certificate or want to shop but forgot to bring it? No problem! National Girl Scout Cookie Weekend (NGSCW) Patch All of our Boutiques have access to certificate numbers. Troops that work together going door-to-door taking orders during NGSCW (February 22-24) can earn this patch! 12 13
COOKIE PROGRAM CALENDAR JANUARY 2019 MARCH 2019 Monday, January 7 Saturday, March 2 Welcome email sent to girls to set-up their Digital Cookie online order GSNYPENN-organized Booth Sales begin card and upload customer emails Monday, March 11 Friday, January 11 Last chance to request initial ACH stop Cookie Program kicks off! ACH stop must have a valid reason Girls can send emails to customers through Digital Cookie Even with ACH stop, initial payment is still required via a troop check Girls will take orders from customers (do not collect funds) Contact JoAnn Lang at jlang@gsnypenn.org FEBRUARY 2019 Thursday, March 14 ACH for 50% of initial order NEW: ACH will not include cookies ordered exclusively in the Booth Sale Sunday, February 3 row in eBudde Girl delivery option in Digital Cookie closes Sunday, March 24 Thursday, February 7 Cookie Program officially ends Initial cookie and reward order due in eBudde by 11:59p.m. (This includes all girl delivery orders placed thru Digital Cookie.) Wednesday, March 27 Girls can continue to take orders from customers (The Goal Getter sheet Final chance to assign cookies to girls to go towards rewards, due in is a great way to take additional orders!) eBudde by 11:59 p.m. Final rewards will ship to SU Cookie Coordinator in early/mid-May Week of Monday, February 25 Rewards earned at the 750+ level will be mailed directly to the C KIES ARRIVE! eligible girl! Your SU Cookie Coordinator will have specific details on the exact date, time and location Thursday, March 28 Initial order rewards should arrive around the same time, too! NEW: ACH for 75% of cookies ordered on the Booth Sale row in eBudde APRIL 2019 Monday, April 8 Last chance to request ACH stop ACH stop must have a valid reason If due to a parent collection, please provide required documents (see page 31) Even with ACH stop, payment is still required via a troop check Contact JoAnn Lang at jlang@gsnypenn.org Thursday, April 11 Final ACH for balance due 14 15
DIGITAL COOKIE What is Digital Cookie? Digital Cookie is an excellent way for girls to take their Cookie Program to the next level! Digital Cookie allows girls to email friends and family and ask them to purchase Girl Scout Cookies online. Customers will have the convenience of paying for the cookies online and cookies will ship directly to the customer within days! Digital Cookie is a great experience for girls! They can customize their own Digital Order Card with additional photos, videos and goals. They can create and send marketing emails to customers and track their sales with a real-time dashboard and have the opportunity to analyze their sales! How Does Digital Cookie Work? Any Girl Scout registered with GSNYPENN for the 2019 Member Year is eligible to participate. Participating girls MUST have a valid parent email address included in their girl registration. Parents will receive an email from “Girl Scout Safety first! All girl delivery orders must be approved by the Girl Scout’s parent/ Cookie Program” with the subject line: Ready. guardian. Once approved, girl delivery packages need to be entered into eBudde Set. Register for Digital Cookie. This email will with the rest of the initial order and will be delivered with the troop’s initial order provide a link and instructions on how to access at the end of February. Digital Cookie will separate shipped packages and girl the system and start-up their Girl Scout’s account. Be sure parents check their delivery packages on the girl’s dashboard, making it super easy for girls and junk mail and or SPAM, promotions folder. parents/guardians to track! Orders placed through Digital Cookie will be paid for online. All payments and post-initial orders will flow directly into the eBudde system. No additional paperwork is needed! It’s quick and easy. Encourage your girls to participate! Girl Delivery Option with Digital Cookie The girl delivery option is a great sales tool for girls! When ordering and paying online through Digital Cookie, customers will be able to choose to have their Girls who sell 25+ Digital Girls who sell 50+ Digital cookies delivered to them by the Girl Scout instead of having them shipped! Cookie cookies earn the Cookie cookies earn the Cookie Techie patch Phone Ring Stand This option will be available ONLY during the initial order portion of the program. The girl delivery option closes on February 3, 2019. After that date, customers will not have that option to choose. However, they can still order cookies and get Troubleshooting Digital Cookie them shipped directly to them! Remind parents to keep their eyes open for a “Girl Scout Cookie Program” email. The email will go out on Monday, January 7. If parents do not receive an email, they can self-register by visiting digitalcookie.girlscouts.org/login and searching their Girl Scout’s name or by contacting Council at info@gsnypenn.org for assistance. Having issues with Digital Cookie? Click the HELP button to connect with Digital Cookie Customer Service through an online chat! You can also check out our GSNYPENN website for Quick Tip Guides to help you through the system! 16 17
COUNCIL GIFT OF CARING PROGRAM BOOTH SALES Making a world of difference...one cookie package at a time! Booth Sale Rules & Regulations For many years, Girl Scouts across the country have used Girl Scout Cookies to Troop Cookie Manager/Leader must complete the digital Booth Sales Rules & show their appreciation for men and women in uniform or to support those in Regulations JotForm found at gsnypenn.org/cookieprogram by Friday, January need. Girls choose an organization they want to benefit and give customers the 11. The JotForm link will also be emailed to you before the Cookie Program opportunity to purchase cookies as a donation. begins. For various reasons, some customers do not want to buy cookies for themselves. Girl Scout Booth Sale Ratios With the Council Gift of Caring Program, they have a chance to give to others The Booth Sale Rules & Regulations breakdown the Girl to Registered Adult ratios while supporting Girl Scouting at the same time. for all Girl Scout age levels. These ratios provide the appropriate girl coverage to ensure adequate supervision of girls, cookies, money, etc., during a Booth Sale. Rotate girls throughout the length of the Booth Sale. Consider the attention span, physical abilities and supervision needs of the girls. Girl Scout Daisy: 1 Daisy to 1 Registered Adult Maximum 3 Girls and 3 Registered Adults at a time Suggested length of time = 1 hour Girls who sell 25+ Council Gift Girls who sell 40+ Council Gift of Caring cookies earn the of Caring cookies earn the Girl Scout Brownie & Up: Council Gift of Caring patch Shine Bright Case 4 Girl Scouts to 2 Registered Adults at a time Suggested length of time = 2 hours Troop Gift of Caring Troops can still participate in their own gift of caring program, known as Troop Booth Sale Reminders Gift of Caring (TGOC) as well. Packages collected for TGOC must be delivered/ Girl members may not engage in any direct solicitation for money. (Example: mailed by the troop. Cookies cannot be shipped to military bases with active Girl a donation jar on a Booth Sale table.) Any funds donated by a customer at a Scout troops. Fun patches are available for sale in our boutiques for TGOC. Booth Sale must be used to purchase cookies for the Gift of Caring Program. It is important to keep cash in a safe place and out of sight during the Booth Sale. NOTE: If your troop is participating in Council Gift of Caring (CGOC), be sure to Deposit cash as often as possible to prevent potential theft or break-in place your girl’s Council Gift of Caring cookies in the first column in eBudde, of vehicles. labeled CGOC. It is to the left of the SvSm column. Troop Gift of Caring cookie orders can be added to the TGOC column, to the right of the TOFF column. Helpful Hint: Take a total inventory of your product before the Booth Sale. This will help at the end when you need to count money and track inventory. Make deposit ASAP. Booth Sales Certain locations may be inappropriate for young girls based on the standards of your local community, may negatively affect the Cookie Program experience for girls, and/or may negatively affect our brand in your community. For additional clarity, girls should not sell in or in front of establishments that they themselves cannot legally patronize. 18 19
eBudde Booth Scheduler for GSNYPENN-Organized Booth Locations SU/Troop Booths in eBudde Troops will have several opportunities to sign up for GSNYPENN Booth Sale If your troop has an individual booth location (i.e. collaborating with a small locations. At each time, troops will be able to sign up for ONE booth. Each sign up business in your area), troops MUST add that booth location to eBudde 24 hours starts at 9 p.m. on the following dates: prior to the start of the Booth Sale. Thursday, January 17 Login to eBudde Sunday, January 20 Click the BOOTH SITE tab on top navigation bar Wednesday, January 23 Mark Your Click on MY SALES Calendar! Click on the ADD A LOCATION and fill in the blanks GSNYPENN-Organized Booth Locations Only sites approved by your SU Cookie Coordinator are permitted for troops Certain booth locations are secured and coordinated by to attend GSNYPENN staff and/or specific SU volunteers (due to GSUSA If your troop would like to set up a booth outside of your SU, please reach contracts or requests from the specific locations). Please do not contact these out to your SU Cookie Coordinator to help facilitate that partnership businesses on your own. Locations and available dates and times will be listed in eBudde starting in early January. Please note, these locations are subject to Remember: Troops can order additional cookies for their Booth Sales when they change without notice. Below are a few examples of GSNYPENN organized submit their initial order in eBudde by Thursday, February 8 at 11:59 p.m. booth locations: Destiny USA and all Mall locations throughout the GSNYPENN footprint. Helpful Tips When Ordering Booth Sale Cookies Walmart locations Do not over order – you can always get more cookies! Select Dunkin’ Donuts locations Thin Mints, Samoas and Tagalongs are the most popular flavors (see detailed JOANN locations info on page 27) Sam’s Club locations All locations differ when it comes to sales—if you have never been to a location Select “Herb” Philipson’s locations before do not over order, it is better to run out of cookies then to be left with too many! How to Sign-Up for a Booth Location in eBudde: If you need help determining what to bring, please contact the Product Sales Click BOOTH SITE tab on top navigation bar team at GSNYPENN, we can help! Click on LOCATION (i.e. Wal-Mart) & then CITY (i.e. Ithaca) Booth Sales are fun! Customers love to hear about troop goals, what the troop Click on the DATE desired plans to do with their proceeds, etc., so tell them! If a time slot is full, you will see CLAIMED in that slot Always offer the opportunity to donate cookies as well! If a time slot is open, click on the available time and your troop number will populate the package Be sure to click on SUBMIT to reserve your slot! If all times are taken, go to the next date desired and continue on until an open slot is selected Locations written in green have openings available After securing your time(s) and location(s), click on CURRENT SIGNUPS to see your location! Recommendation: Print and bring your troop’s signup sheet prior to each Booth Sale Credit Cards at Booth Sales There are many inexpensive devices on the market that will make it easier for troops to collect funds at a Booth Sale (Pay Anywhere, Square Card, Spark Pay, etc.) If a troop decides to use such a device, it will be up to the troop to set up the program through their troop bank account. Research from other Girl Scout Councils offering this option to troops and Little Brownie Baker shows the financial benefits of offering a credit card to customers outweighs the fees that go along with it. 20 21
STEP 1: HOST A GIRL/PARENT MEETING 4. Collaborate with Adult: Adults must accompany Daisies, Brownies and Juniors when they are taking orders, selling or delivering & SET GOALS! product. Girls in grades 6-12 must be supervised by an adult when selling door-to-door and must never sell alone. Adults must be present at Sample Training Agenda all time during Booth Sales. It is extremely important to share the importance of the Cookie Program with the parents/guardians of your Girl Scouts. Not only does it inform them of your 5. Plan Ahead: Be prepared for emergencies, and always troop’s goals and plans, but it will increase involvement in the troop! Here are a have a plan for safeguarding money. few suggested topics for a girl and parent meeting. 6. Do Not Enter: Never enter the home or vehicle of a person GOAL SETTING - Work with your girls to see what they would like to achieve for when you are selling or making deliveries. Avoid selling to this season. Maybe it’s a trip or maybe they would like to all go to camp! people in vehicles (except at designated Ask them! drive-thru cookie booths) or going into alleys. PROGRAM DATES - With the help of the calendar on pages 14-15, share the 7. Sell in the Daytime: Sell only during daylight hours, information with parents/guardians so they are aware of program deadlines— unless accompanied by an adult. especially when orders and payments are due! If the cookie payment deadline does not fall within your normal meeting time, set up a special payment drop off 8. Protect Privacy: Girls’ names, home addresses time with parents to avoid missing a cookie payment! or email addresses should never be given out to customers. Protect customer privacy by not sharing their information except PARENT EXPECTATIONS - What does your troop need help with? Do you need as necessary for the product sale. assistance sorting and picking up cookies? Do you need more troop helpers? This is a great way to communicate that with your parents. 9. Be Safe on the Road: Always follow safe pedestrian practices, especially when crossing at intersections or walking along roadways. Be aware of traffic when FAMILY GUIDE - Every single girl must have a signed Cookie Program Family unloading product and passengers from vehicles. Guide before they can receive their order card. If a girl has a dual household, please have each household sign a Family Guide. This meeting would be a great 10. Be Net Wise: Girls must have parent/guardian permission to participate in time to get signatures! all online activities and must read and agree to the GSUSA Internet Safety Pledge before conducting any online activities. Additionally, in order to participate in DIGITAL COOKIE – This is also known as Digital Cookie and is an easy and fun Digital Cookie girls must read and abide by the Girl Scout Digital Cookie Pledge way for girls to reach customers and ask them for their support of the Cookie and parents/guardians must read and abide by the Digital Cookie Terms and Program! Encourage your girls to participate with the help of their parent/ Conditions for Parents/Guardians. guardian! See pages 16-17 for more information! First-Aid & After-Hours Emergencies Teach Girls Safety Guidelines for Selling Girl Scout Cookies Follow the guidelines and procedures as established by Safety Checkpoints and The following safety tips are adapted from Girl Scout publications Volunteer GSNYPENN. Call 1.855.213.8555 and follow the instructions. A staff member will Essentials, Risk Management at Girl Scout Councils and Safety Activity contact you ASAP! Checkpoints. For more detailed information on these and other safety practices and procedures, please refer to the aforementioned publications. These safety COOKIE SHORTAGES/ISSUES ARE NOT EMERGENCIES. tips should be shared and discussed with all girls prior to any product sales. They PLEASE CONTACT GSNYPENN DURING NORMAL BUSINESS HOURS. should also be reviewed periodically with the girls, as necessary. Social Media and the Girl Scout Cookie Program 1. Show You’re a Girl Scout: Wear a Girl Scout membership pin, uniform Girls may only post about their participation in Digital Cookie and the Cookie or Girl Scout clothing (e.g., a Girl Scout T-Shirt) to identify yourself as a Girl Scout. Program in general on social media sites that allow them to restrict access to friends and family (e.g. Facebook), and not to social media sites open to anyone 2. Use the Buddy System: Always use the buddy system. It is not just safe; it (e.g. Craigslist, eBay, etc.). Digital Cookie is the only exception for online cookie is fun. sales. Digital Cookie is a secure site and specifically developed for the Girl Scouts, with safety and girl experience in mind. Girls should only share the link to their 3. Be Streetwise: Become familiar with the areas and neighborhoods where you Digital Cookie site with people they know in real life. See pages 16-17 for more will be selling Girl Scout products. Contact your local police department if you are detailed information. Girl Scout Cookies and Digital Cookie links cannot be sold/ unsure about an area or neighborhood. shared on any digital marketplace (e.g. Facebook or Amazon Marketplace). 22 23
GSNYPENN 2019 Cookie Program Goal Every girl should have an equal opportunity to experience the power of the Cookie Program. Our goal is to have 100% girl participation! It is important for girls and the troop to set goals. GSNYPENN sets goals, too! Last season, GSNYPENN successfully achieved a record- breaking final Per Girl Average (PGA) of 185 — that’s 12 packages over the previous season’s PGA of 173! By the end of the 2019 season, GSNYPENN has a goal to maintain a final selling PGA of 185 packages. We can do it! When talking to your parents and girls, talk about how the Cookie Program not only benefits the troop, but also all their sister Girl Scouts through GSNYPENN. The Girl/Adult Partnership Underlying all the lessons that girls can learn from their participation in the Cookie Program is the girl/adult partnership. Ideally, this is a partnership between the girl and her troop or group leader and a partnership between the girl and her parents/guardians. It is important to remember that girls and adults are in partnership when an adult: Works together with a girl to complete a task, resolve an issue, or plan an activity Helps a girl make a decision by asking questions rather than providing answers Guides rather than leads Advises rather than judges Helps a girl to be the person she wants to be During the Cookie Program, the girl/adult partnership might look like this, with an adult: Working together with a girl to make plans and set goals Assisting a girl by giving her access to the information and training she needs but letting the girl do the selling and delivering of cookies Guiding a girl in understanding the finances of the cookie sale and letting her practice the skills Advising a girl on ethics and fair practices, and letting her make her own decisions and accept the consequences Helping a girl understand her responsibility to support her local council but ensuring that her participation is voluntary 24 25
STEP 2: TIME TO PLACE AN INITIAL ORDER! National Data on Cookie Popularity (Based on average sales) How to Submit Your Initial Cookie Order Prior to the initial order submit on Thursday, February 7 at 11:59 p.m., be sure to review the list of your girls under the Girls Tab in eBudde. Email info@gsnypenn.org before February 7 if you notice any girls not listed within 25% of sales 20% of sales 16% of sales 10% of sales 8% of sales your troop. Once you have checked the Girls Tab for accuracy, you can start entering their initial order into eBudde! Follow these easy steps for an easy initial Thin Mints Samoas Tagalongs Do-si-dos Trefoils order submit. 1. Collect girl’s order cards. Girls can continue to sell and take orders using the Goal Getter card. Be sure to give them back their order card or hand them a Goal Getter card once your troop submits their order. less than 8% of sales 2. Click the INITIAL ORDER tab. Toffee-tastic Girl Scout S’mores 3. Click on a girl’s name. At the bottom of the screen, packages Savannah Smiles will open up. Fill in the quantity by specific variety that she sold. DO NOT OVER ORDER COOKIES! 4. Click OK on the right side of the screen when you are done. YOU CANNOT RETURN THEM ONCE YOU ORDER THEM! YOU CAN ALWAYS GET MORE IF YOU NEED THEM! 5. Click SAVE. Move on to the next girl until all the orders for girls are entered! All varieties will be rounded to full cases for the initial order for the troop, not girl. *NEW PAYMENT PROCESS* NEW this year! Only cookies ordered under the girl will be processed via ACH *NOTE: Need to order Council Gift of Caring (CGOC) and/or Troop Gift of Caring on Thursday, March 14. What does that mean? If your troop orders cookies for (TGOC) cookies? Please reference page 18. Booth Sales under the BOOTH SALE row in eBudde, GSNYPENN will not include that order in your first ACH! Please note that if you order cookies under the Need Cookies for Your Booth Sale? OTHER row in eBudde, that will be included in the first ACH. Troops can order Booth Sale cookies at the same time they order their initial order cookies for their girls! These additional cookies will arrive with the girl’s On Thursday, March 28, we will do an additional ACH for 75% of the cookies initial order, the week of February 25. ordered on the Booth Sale row in eBudde. This does not include all Booth Sale cookies, only cookies ordered initially on the Booth Sale row in eBudde. 1. Click the BOOTH row. Again, at the bottom of the screen, packages will open up. Fill in the quantity by specific variety you would like to order in addition to the How to Submit Your Initial Order Rewards girl’s orders. Even if you have girls that do not qualify for the initial rewards, your troop’s reward order must be submitted. After you submit your initial cookie order, you 2. Click OK on the right side of the screen when you are done. can submit for the initial order rewards! 3. Click SAVE. Remember: you can always get more cookies if needed at the 1. Click the REWARDS tab. Cookie Cupboards after delivery. 2. Click FILL OUT for INITIAL Rewards. This will list every girl in your troop and The sales at booths all depend on the location, time, weather, etc. If you are new how many recognitions she earned (if applicable). Scroll down and eBudde will or unsure as to how many cookies to order for a Booth Sale, follow the national give you a total of items ordered for your troop (if applicable). data on cookie popularity to help order cookies (see next page) or contact your SU Cookie Coordinator, GSNYPENN Product Sales or another Troop Leader 3. Click the orange SUBMIT INCENTIVE ORDER button. for help. The initial order rewards should arrive the same week the cookies arrive, between February 25 and March 2. Your SU Cookie Coordinator will let you know! Be sure to get them to your girls as soon as possible so they can enjoy them and utilize them during the final part of the Cookie Program if applicable. 26 27
STEP 3: TIME TO PICK UP YOUR COOKIES! STEP 4. HOW TO GET MORE COOKIES! Initial Order Deliveries & Pick Ups Need More Cookies? Cookies will be delivered starting the week of February 25. There are three Before you place an order with one of our 20+ convenient Cookie Cupboard different ways cookies will be received/delivered depending on which SU your locations, please communicate your cookie needs to your SU Cookie Coordinator. troop is associated with. They might know of a troop in your SU that has just what you are looking for! Or Warehouse Pick-ups Check the NEW Cookie Exchange on your Troop Dash Board in eBudde. Cookie Drops Service Unit Deliveries Visit www.gsnypenn.org/cookieprogram for specific cupboard locations and hours of operation! Cupboards are also listed in eBudde. Your SU Cookie Coordinator will inform your troop where/what time/day your troop will receive their cookies! SU Cookie Coordinators are always looking for Pending Cupboard Orders help with cookie deliveries. Check with your SU Cookie Coordinator to see how With the help of eBudde, Troop Cookie Managers can place you can help during this busy time! pending cookie orders at any of our Council cupboard locations. Pending orders will allow Troop Cookie What to Bring to Cookie Pick Up Managers to select from our cupboard locations, can An empty car is the best way to pick up your troop’s cookie order! Leave choose which varieties they need (full cases only) and grandma, sports equipment, groceries, kids, car seats, etc., at home if possible. It can select the date/time of pick up that fits within their is also advised to bring your order from eBudde to double check what your troop schedule (based on the hours of operation of that specific should expect for the initial order! Be sure to sign for the cookies after you’ve cupboard). Be sure to add your contact information if the counted the whole order and reviewed it with your SU Cookie Coordinator. Cupboard Manager has any questions! Cookie Problems? NEW! Check your orders for correct counts and potential damages. You will only have Orders not picked up by the scheduled date/time will be canceled by the 48 hours to report all overages/shortages/damages. Please email following Monday at the discretion of the Cupboard Manager. Cookies can be info@gsnypenn.org if you need a replacement or need an adjustment on reordered at any time during the program. By canceling orders not picked up, it your bill. will allow the inventory to be released to troops that may need them. Any unreported overages/shortages/damages from initial order will not be Too Many Cookies? adjusted to your bill after Monday, March 4! Communication is key when it comes to cookies! If your troop has too many cookies, be sure to let your SU Cookie Coordinator know ASAP and add them Product Complaints to the NEW Cookie Exchange! Your SU Cookie Coordinator will be able to find If you have a customer who is unhappy with their package of cookies, please a troop in your SU that may need what you have too many of, so it’s important offer them a replacement or refund. You can also bring the empty package to to do this BEFORE the end of the program! Troops hosting Booth Sales the last your nearest Service Center for a replacement or GSNYPENN staff will adjust weekend of the program can utilize what other troops have leftover! your bill. Customers can also contact Little Brownie Bakers directly by calling 1.800.962.1718. Our goal is for troops to have NO cookies left unsold. If your troop does not sell/ transfer cookies by Sunday, March 24, your troop is responsible for paying Do not discuss complaints with the media. Direct all media-related questions to for them. info@gsnypenn.org. DO NOT OVER ORDER COOKIES! YOU CANNOT RETURN THEM ONCE YOU ORDER THEM! YOU CAN ALWAYS GET MORE IF YOU NEED THEM! 28 29
STEP 5. RESPONSIBLE MONEY MANAGEMENT! Thursday, April 11 Final debit - remainder of balance owed Email jlang@gsnypenn.org by Monday, April 8, if unable to make full Responsible Money Management Tips payment or if parent collection is involved Set-up meeting times for parents/girls to turn in money collected If parent collection is involved, please provide documents (see Set-up meeting times to coordinate with Council payment due dates to be Parent Collection Policy) sure all ACH transactions are covered Otherwise, the remainder of balance owed will be transferred Give parents a receipt when money is collected on April 11 Make deposits into troop accounts frequently, do NOT hold on to cash Troops are REQUIRED to mail in a check payment in the event and checks! of an ACH stop or Non-Sufficient Funds (NSF) Keep a lock-box or zippered pouch to keep cash safe at Booth Sales, an adult should be near it at all times! PLEASE NOTE: The ACH stop is STRICTLY for troops having difficulty collecting all Keep track of cookie inventory and make sure you write up receipts for all necessary funds to make a payment at the scheduled time (see above). Please cookie transactions schedule money turn in times for your troop before the ACH dates listed above to avoid delays. Payment Policy The troop is responsible for depositing all monies into the troop account. GSNYPENN Check Policy Reference Volunteer Essentials for additional information on troop bank All checks accepted by the troop must be made payable to Girl Scout Troop accounts. ACH transactions may take 3-5 business days to clear your account XXXXX (e.g., Troop 10999) once initiated. GSNYPENN requires a signed Payment Policy on file with accurate All checks MUST have the following information: account and signer information. If any information changes (account # or signer) Name and address printed on the check or if you are a new troop, a Payment Policy MUST be completed! Check with your Phone number (with area code) printed or written on the check RSM or SU Cookie Coordinator for more information! Driver’s license number printed or written on the check In the event a check bounces in the troop account, GSNYPENN will reimburse *NEW PAYMENT PROCESS* the troop for the face value of the bounced check IF and ONLY IF ALL of the NEW this year! Only cookies ordered under the girl will be processed via ACH above information is on the check! on Thursday, March 14. What does that mean? If you troop orders cookies for NO STARTER CHECKS ACCEPTED! Booth Sales under the BOOTH SALE row in eBudde, GSNYPENN will not include that order in your first ACH! Please note that if you order Parent Collection Policy cookies under the OTHER row in eBudde, that will be DO NOT PAY FOR A PARENT COLLECTION included in the first ACH. WITH TROOP PROCEEDS! Girls and their troops work very hard during the Cookie On Thursday, March 28, we will do an additional Important Dates Program. Proceeds earned during the Cookie ACH for 75% of the cookies ordered on the Booth Program belong to the troop and should Sale row in eBudde. This does not include all Booth March 14 - 50% Initial Due be available for girls to utilize. If a Parent/ Sale cookies, only cookies ordered initially on the March 28 - 75% Booth Row Due Guardian does not pay for their portion of Booth Sale row in eBudde. the cookies, the girl should not be affected. April 11 - Remainder Due Parents go into collection, not girls. ACH Debit Schedule If you do not receive payment from a parent (full or partial), fill out a Parent Thursday, March 14 Collection Form from our website and mail it, along with a copy of the signed 50% of initial order payment Family Guide and copies of signed cookie receipts, to: Email jlang@gsnypenn.org by Monday, March 11, if unable to make payment GSNYPENN Otherwise, 50% of initial order payment will be transferred on March 14 Attn: Product Sales Department Troops are REQUIRED to mail in a check payment in the event of an 8170 Thompson Rd. ACH stop or Non-Sufficient Funds (NSF) Cicero, NY 13039 All documentation must be submitted by Monday, April 8. Only Parent Thursday, March 28 Collections with signed permission slips and signed cookie receipts will NEW: ACH for 75% of cookies ordered on the Booth Sale row in eBudde be accepted! 30 31
STEP 6. CLOSING OUT THE PROGRAM! STEP 7: CELEBRATE YOUR ACHIEVEMENTS! How to Assign Cookies & Submit Your Final Reward Order You and Your Troop Worked Hard, Let’s Celebrate! In order for girls to receive rewards for their total cookie sales, cookie sales must The Cookie Program is a team effort between the girls, volunteers and families! be added to each girl through eBudde. This is required and must be submitted Encourage your girls to send thank you notes to the adults, organizations and prior to 11:59 p.m. on Wednesday, March 27. customers that made the program possible! It is also a nice idea to send thank you cards back to your girls! 1. Click on GIRL ORDERS Tab Your SU Cookie Coordinator will contact you when rewards arrive in May. It is 2. Click on a girl’s name very important to hand them out to your girls as soon as possible! Set up a pizza party or another celebratory event! 3. Click Add Trans., select the appropriate column, type the number of packages sold Talk to your girls to get their feedback regarding the program! See what worked during this season and what you can improve on for next season. 4. Click OK If your troop earned the Troop Bonus Rewards, work together to set up a time to 5. Click Save, repeat as needed until all cookies in your inventory are assigned utilize your Enchanted Forest Water Safari or Seabreeze Amusement Park tickets to girls (eBudde will not allow you to assign more cookies than available in your as a group! inventory, DIFFERENCE row should be all zeros!) We love to hear from our troops! Submit a Troop Story about your cookie season To Order Rewards for Your Girls at gsnypenn.org/troopstories or post them on our Council Facebook page! 1. Click on REWARD Tab and click FILL OUT for FINAL Rewards. It will list every girl in your troop and how many recognitions she earned (if applicable). If you see a girl with a red warning size/catalog selection needed, click her name and select her T-shirt size and/or the reward she would like. 2. Once that is complete, scroll down & click SUBMIT for that girl. Repeat until all red warnings are green! 3. When that is complete, click the orange SUBMIT INCENTIVE ORDER button. 4. That’s it! If a reward is not selected for a girl in eBudde, she will receive the default item listed in eBudde. Please be sure to select the item she earned and enter it in eBudde! How to View Cookie Dough Certificates Once available through eBudde, certificates can be viewed only once. Be sure to save the document first! Click the REWARDS tab and then click PRINT for certificates. 32 33 Samoa Ideas! 34 35
Thank you for all you do! 8170 Thompson Road, Cicero, NY 13039-9393 1.855.213.8555 gsnypenn.org info@gsnypenn.org
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