2015 Girl Scout - Reference Guide - Cookie Program
2015 Girl Scout Cookie Program Reference Guide
Welcome Troop Cookie Managers - 2 Getting Started - 3 Conducting A Girl/Parent Training - 4 SNAP (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 Cookie Kiosk - 13 The 5 Skills and Girl Scout Leadership Outcomes (Center Pull-out - 14 2014 Girl Scout Cookie Program Dates (UPDATED Center Pull-out - 15 Step by Step (Center Pull-out - 16 Tools that Work - 17 How the Cookie Crumbles (UPDATED Center Pull-out - 17 COCOdirect (NEW - 18 Money Matters - 19 Banking Procedures (UPDATED - 20 Money Collection Issues - 22 2015 Girl Scout Cookie Troop Benefits (NEW - 23 Troop-Base Proceeds/Troop Bonus - 23 Girl Recognitions (NEW - 24 Cookie Dough - 25 Virtual Cookies for Soldiers (NEW - 26 2015 Girl Scout Cookie Product Line-up (NEW - 26 2015 Cookie Program Glossary (UPDATED - 27 2014 – 2015 Product Sales Team - 28 Notes - 29 Final Checklist - 30 Where to Find it
Welcome Troop Cookie Managers Thank you for serving as your Troop’s Cookie Manager for the 2015 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 up 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 Lead the Change! She can Lead the Change when you’re standing by her. 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 Crumbles 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. ABC has an “Every Cookie Counts” program that encourages girls to sell even if it is only one case or only one variety. For instance, just sell Thin Mints! 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 part of this great American tradition.
Thank you for all you do to ‘Lead the Change’ in supporting this program that provides girls with “Skills for today... and tomorrow.” We wish you a successful 2015 Girl Scout cookie program! What’s NEW? New Cookie New Recognitions New COCOdirect Trios -- GLUTEN FREE Chocolate Chip Shortbread Cookie Available only on COCOdirect (while supplies last) 2 Now Available on Apple and Android Mobile Devices
Getting Started Getting Started In addition to what you learned by participating in the TCM adult learning session, you will need this 2015 Girl Scout Cookie Program Reference Guide, Girl Order Cards, and the Troop Goal Tracker.
Preparation 1. Become familiar with the way in which the Girl Scout cookie program is conducted and read through the 2015 Girl Scout Cookie Program Reference Guide. 2. Coordinate efforts with the Troop Leader, especially if the preparation and goal setting has already occurred. 3. Take into consideration the dates set by your Service Unit Cookie Manager and Council as you set troop deadline dates (SUCM dates supercede council deadline dates).
4. Schedule at least one troop meeting to inform the girls and parents before the sale begins. 5. Fill in important information (girls’ first names and last initials, troop number only) as well as sale dates on Girl Order Cards. 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 5, pages 61- 62. Safety All girls selling must be registered Girl Scouts 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 61 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.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 61-62 Girl Scout Daisies, 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 directly accompanied by) an adult. Girls of all grade levels must always use the buddy system. Volunteer Essentials - Chapter 5, page 61 Girls should learn and practice these personal safety protection guidelines:
- Sell door-to-door only during daylight hours
- Do not enter the home of a stranger or approach customers in cars
- Do not carry large amounts of cash
- A girl should not give out her telephone number and/or address to strangers Volunteer Essentials, Chapter 5 (pages 58 - 67)
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 meeting 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 never 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 or download parent/girl powerpoint on www.gssccookies.org (under Resources) or girlscouts.org 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
- Girl recognitions
- Troop proceeds Setting troop and individual sales goals
- Go to COCO at www.abcsmartcookies.com Safety
- Review Safety Activity Checkpoints (page 134) and talk about how girls sell safely. Possibly do some role-playing 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
- Gluten Free cookie now available ($5.00) via COCOdirect online ONLY
- Get familiar with all of the cookie varieties
- $3.50 per package
- Girls can use COCOdirect to take orders directly from customers (see page 18 regarding COCOdirect)
- Remind parents they cannot return un-sold cookies Sample Parent/Girl Agenda Using e-mail effectively in the Cookie Sale
- Visit COCO at www.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 conduct
- Being courteous and polite
- Booth sale etiquette Cookie Money
- What the troop wants to do with their proceeds
- How and when to collect money and when it’s due to the troop
- Procedures on how to accept checks
- Adults signing for cookies and their payment obligations 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 4
Snap Online Cookie Tool Snap is the online cookie program management tool. Snap makes ordering cookies and recognitions simple, quick and easy as 1-2-3! Once the Service Unit Cookie Manager (SUCM) receives your signed Volunteer Agreement form, you will receive log-in information for Snap (if you are a 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.
- 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 last name)
- Under My Troop you MUST enter your troop bank account and bank routing number in Snap (including all leading zeros).
- My Troop – Delete a girl if she is no longer active with the troop (after upload from e-council has been done -- mid-January). As new girls are added to your troop, you will need to add them in Snap. Make sure to use the same name used when she registered as a Girl Scout.
- 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.
- 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 – do not need to put variety). NEW! Troop to Troop transfers can be done by packages – variety doesn’t matter (your SUCM will need to do the Troop To Troop transfer – receipt this transfer transaction with troop receiving the cookies)
- Ensure all money collected from girls are entered into Snap. If the girl information has not been continually updated in Snap, it will affect the girl recognitions.
To create recognitions go to Recogntions & Proceeds: o Early recognitions (earned during the initial order taking between January 9 – 25) are created AFTER you have entered in all the girls’ cookie orders (if your troop opted out of awards, you will not need to create Early Recognitions). o Main recognitions are created at the end of the Girl Scout cookie program AFTER all cookies have been transferred to the girls (if your troop opted out of awards, you will need to create Main Recognitions to receive patches).
o If recognitions were created prior to transferring cookies to the girls, you will need to UPDATE the recognitions and then SAVE! Quick Snap Review Snap Tutorial and Snap Troop Manual can be found at: www.gssccookies.org (under Resources) 5 NEW! Cookies sold via COCOdirect will be transferred to the troop Bank from the ‘COCOdirect Cupboard’ (these will be considered ‘virtual’ cookies).
Money from cookies sold via COCOdirect will be entered into Snap via ‘COCOdirect Bank’ as a ‘virtual’ transfer.
Troop BalanceSummary 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 GirlCookie TotalsSummary 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) RecognitionOrder SummarybyGirl shows what recognitions have been earned by the girls (after all cookies have been transferred 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).
Girls earn only one (1) of each Booth, Goal Getter (ONLY if they participated in the COCO online activity from start to finish), and Online Patch (sold 5 orders via COCOdirect) TransferOrder Summary shows all Pod/Truck to troop, troop to troop transfers, etc. 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 menu 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: 6 GirlBalance Summary 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 unless the girl is Red Flagged. This report MUST be completed to ensure recognitions for the girls are correct. GIrlInternet Orders shows girls who have orders from COCOdirect COCO Report shows all girls who have used this online activity Mobile&Ecard Summary shows girls who have sent ecards to customers and have taken orders via COCOmobile.
The Initial Order Is Due – Now What? □ Collect all order cards from girls by January 26. Encourage your girls to continue taking orders. □ Enter your troop’s initial order and create Early Recognition order (girls receive their 300+ Early Recognition – earned only between January 9-25). □ Ensure contact information (Troop Cookie Manager and Primary Troop Leader) is entered correctly 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, by January 28. 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 initial cookie order and early recognitions has been created. □ 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 initial 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: □ Troops under 200 cases to be delivered with the service unit** OR □ 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, email, and name of the person signing for the cookies, to the Service Unit Cookie Manager by the initial deadline (January 28).
Copy of blank delivery station form can be found on www.gssccookies.org under Resources – fill out and return to your SUCM.
Fill out delivery station information (if 200 cases or more) and turn-in/email to SUCM by January 28 INITIAL ORDER IS IN – NOW WHAT? □ Encourage your girls to continue taking orders. □ Determine how your troop is doing in reaching your cookie 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 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).
Plan for help from parents and have sufficient vehicle space to transport cookies safely (see page 8 for vehicle loading suggestions). Due to Service Unit Cookie Manager by January 28 (or date specified from SUCM) 7 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
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). Remember □ 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) □ If you have a combined troop delivery: o all troops are responsible for that delivery count; o all troop representatives must sign-off on the delivery ticket, if possible; o disperse cookies out to each troop to ensure total and individual count is correct; and o 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 20. 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 35 Standard Auto 50 Sport Utility 50 – 85 Standard Station Wagon 85 Standard Pickup Truck 100 Mini Van 150 Standard Van 200 8
Planned Orders Instructions for placing Planned Orders are in the Troop Snap Manual or 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 pre-designated 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 4:30 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.
Troops are not oblegated 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. 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). Planned Orders not picked up by Friday at 4:30 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.
- Click Submit. You will be asked to confirm your order. **Guaranteed date based on Pods/Trucks being re-stocked. Planned Orders are required when picking up cookies at the Pods/Trucks (except Saturdays and Sundays) We will have six Planned Order due dates. Planned Orders must be in Snap by 9:00 AM (NEW! time) on: Wednesday, February 18 Pickup: Friday, February 20 Monday, February 23 Pickup: Wednesday-Friday, February 25-27 (must be picked up before 4:30 PM on Friday) Wednesday, February 25 Pickup: Friday, February 27 Monday, March 2 Pickup: Wednesday - Friday March 4-6 (must be picked up before 4:30 PM on Friday) Wednesday, March 4 Pickup: Friday, March 6 *Monday, March 9 (Last day to do a Planned Order) Pickup: Wednesday-Friday, March 11-13 *Last week of sale -- Pod/Truck varieties based upon availability Planned Orders are NOT required for a Saturday or Sunday pick-up. 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.
NEW! HOME DELIVERY FOR 150+ CASES (during direct sales): Beginning February 23, orders for 150+ cases may be placed for a home delivery. Orders must be placed by using the Order Form found at www.gssccookies.org under Resources. During direct/cookie booth sales, orders will be delivered on Thursday to Service Units/Troops that have additional case orders of 150+ cases. For a Thursday delivery the order must be placed by 9:00 AM on Monday. NOTE: Any cookies received as a home delivery will be entered into Snap by the Product Sales Assistant in a timely manner (please allow a 24-hour turnaround).
TCM’s should check the information in Snap to ensure information ‘submitted’ is correct.
- Pod/Truck Locations Pods/Trucks open February 20 - March 16 NEW TRUCK DAYS Day*
- Time* Wednesday 8:30 AM- 5:30 PM Thursday 8:30 AM - 6:00 PM Friday 8:30 AM – 5:30 PM Saturdays: 9:00 AM - 4:00 PM NEW! February 21 & 28, March 7, March 14 *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 being loaded or counted. PODS Remember, the Pods are run by volunteers just like you. Please be courteous and respect their hours. GS Service Center Truck Locations 130 Pinnacle Point Court, Suite 100 Columbia, SC 29223 803.461.3720 Back Door 349 East Blackstock Road Spartanburg, SC 29301 864.208.2700 Back Door 5 Independence Pointe, Suite 120 Greenville, SC 29615 864.770.1400 Bottom of Parking Lot Aiken By appointment only Katie or Neil Miller 803.502.0247 1430 Morningside Dr Aiken Anderson - Business By appointment only Veronika Hyte 864.525.9748 Camp Wistagoman 1013 Manse Jolly Rd. Anderson email@example.com Greenwood By appointment only Theresa McAfee 864.337.8849 106 Cypress Greenwood Lancaster - TBA By appointment only Sumter By appointment only Tanya Bowman 25 Youmans Drive Wedgefield Troop2252@ymail.com West Union By appointment only Lori McCurry 864.638.8780 311 Country Junction Rd West Union West Columbia By appointment only (via text) Amy Ditolla 803.237.7109 213 Rolling Hills Court West Columbia 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).
The stamped Cookie Authorization Card (and photo ID) must be presented at all times when picking up cookies at the Pods/ Trucks. Cookie Pick-Up Authorization Card Cookies will not be given out to anyone without this proper documentation. Girl Scout Cookie Authorization Card must be filled out completely and accompanied by a photo ID. 10
Cookie Booths A cookie booth is set up by a Girl Scout troop to sell Girl Scout cookies directly to customers. Booth sales begin February 20 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 22-county 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 businesses/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.
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 - booth powerpoint available to download) 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; $30 – ten’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 may 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 and money box out of sight at all times. How to have a successful Cookie Booth: □ Take an adequate supply of the best sellers: at least 2-3 cases each of Thin Mints, Caramel deLites, 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. 11
Cookie Booths Troop Cookie Booth Tips □ 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 space. □ Do not ask the place of business for change. □ 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.
Always thank the customer, whether or not a purchase is made. □ Ask customers on their way out of the place of business. Never badger customers. □ 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 among customers and increase your sales (your troop will be responsible for paying for the package that was opened to taste). □ 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).
Secure your money to prevent loss and/or theft. Have the Emergency Procedures card on hand. You can get this from your Troop Leader. □ 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.
Girls should never run into the parking lot either to ask customers to purchase cookies or to play.
Girls should be identifiable as Girl Scouts by wearing a membership pin, official uniform, tunic, sash or vest, or other Girl Scout clothing. □ Keep cookies out of the sun and/or rain. □ CLEAN UP BEFORE YOU LEAVE and take your trash and empty cases with you. Remember, a Girl Scout always leaves a place cleaner than she found it! □ 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. 12
Cookie Kiosk Go to www.gssccookies.org under Resources for Kiosk tutorial or kiosk.gssc-mm.org Kiosk is the site where troops obtain a council managed booth location, date, and time. The council has contacted and received approval from the following five retailers: 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 retailers. Some retailers 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. To access Kiosk for the first time: 1. Go to www.gssccookies.org and click on Kiosk icon or kiosk.gssc-mm.org. 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,” 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 or kiosk.gssc-mm.org. 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 Kiosk, if you have any problems with the Kiosk, please click on “Report A Problem” (click on lifesaver icon).
Do not call as email will have a quicker response. See page 15 for Kiosk opening and closing dates.
You can also use the Kiosk to check troop roster and check bonus status (late May). 13
5 Business Ethics 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.gssccookies.org under resources.
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 Five Skills Leadership Benefits in Girl Scouting & Beyond 1 Goal Setting 2 Decision Making Your Girl Scout helps decide how her team will spend their cookie money, furthering her critical thinking and problem solving skills that will help her in many aspects of her life.
- 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 relationship and conflict resolution skills she can use throughout her life. The 5Skills and Leadership Outcomes The 15 Outcomes of the Girl Scout Leadership Experience: Discover
- Girls develop a strong sense of self
- Girls develop positive values
- Girls gain practical life skills
- Girls seek challenges in the world
- Girls develop critical thinking Connect
- Girls develop healthy relationships
- Girls promote cooperation and team building
- Girls can resolve conflicts
- Girls advance diversity in a multicultural world
- Girls feel connected to their communities, locally and globally Take Action
- Girls can identify community needs
- Girls are resourceful problem solvers
- Girls advocate for themselves and others, locally and globally
- Girls educate and inspire others to act
- Girls feel empowered to make a difference in the world 3 Money Management 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!
Your Girl Scout takes cookie orders, handles customers’ money and gains valuable and practical life skills around financial literacy. Your Girl Scout is honest and responsible at every step of the cookie sale. Her business ethics help reinforce the positive values she is developing as a Girl Scout. 14
2014 Cookie Program Dates January: Service Unit Cookie Rallies held throughout the council By January 8: All girls and parents trained in Girl Scout cookie program procedures and program components by the Troop Cookie Manager (TCM) January 8: All girls/troops/TCM’s need to be registered Girl Scouts to participate in the 2015 Girl Scout cookie program (girls may be added throughout the sale as long as they are registered for the 2015 membership year) January 9: Girl Scout cookie program begins, girls begin taking orders January 15, noon–January 20, 10 AM: Kiosk open for council managed booth selections - Round 1 January 20, noon – January 23, 10 AM: Kiosk open for council managed booth selections - Round 2 January 23, noon – January 26, 10 AM: Kiosk open for council managed booth selections - Round 3 January 25: Initial Order of Girl Scout cookie program ends – GIRLS CONTINUE TO TAKE ORDERS January 26, noon – January 29, 10 AM: Kiosk open for council managed booth selections - Round 4 January 26: Girl orders due to Troop Cookie Manager (TCM) January 28: (or date specified by your SUCM) Initial order, Early Recognition, Troop Base Proceeds, Parent Permission Slips, voided troop check/authorized letter from bank, Delivery Station information turned into SUCM and bank contact information entered into Snap by TCM.
January 30 – March 15: Kiosk open for council managed booth selections – first come, first served (two cookie booths assigned per day per troop) February 13-19: Cookie delivery to SUCM and/or troops February 20-March 16: Direct/Cookie Booth Sales February 27-March 1: National Girl Scout Cookie Weekend March 3: On or before this date, 35% or MORE of troop’s initial order (amount due to council) has been deposited in council’s account at First Citizens (see page 19 ) March 17: Girl money due to TCM March 19: (or as date specified by your SUCM) All troop final paperwork due to SUCM (see page 30) 15
Successful Cookie Program Step-By-Step NOVEMBER - DECEMBER Attend Troop Cookie Manager adult learning session and pick up materials from SUCM 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 and turn into SUCM.
Encourage girls to use COCOmobile APP on their phone to take customer orders. Collect order cards to prepare initial cookie order; distribute additional order cards so girls may continue to take orders. Turn in voided troop check or bank authorization letter showing troop’s bank account/routing number (enter information into Snap) and Parent Permission Slips to your SUCM. Begin selecting cookie booths (either through the council or service unit managed booths). 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 aren’t needed). 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 sisters’ 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.
Deposit 35% or more of troop’s initial order into council’s account at First Citizens on or before March 3 Check to see if girls have any COCOdirect orders in Snap. MARCH 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 and Girl Internet Order Reports. DO NOT MAKE FINAL DEPOSIT until you have updated and reviewed the Troop Balance Summary and Report and Girl Internet Orders.
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 Patch(check COCO report to see which girls earned this patch), Cookie Booth Patch (if they sold at least 1 package at a booth sale – 1 per girl) and Online Patch for girls who had 5 or more orders thru COCOdirect (1 order equal 6,8 or 12 packages). 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 every thing has been completed correctly and on-time).
MAY Recognitions given out at Service Unit Meetings so you can distribute to girls before the end of the troop year. 16
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 Girl Scouts, Parents, Troop Leaders, Troop Cookie Manager www.gssccookies.org Cookie information, resources (guide, forms, tutorials, girl recognitions and LOTS more!
Troop Cookie Manager, Troop Leader, Parents, Girls kiosk.gssc-mm.org Kiosk for council-managed booth sales Troop Cookie Manager www.gssc-mm.org Safety manual, council office hours, program information, staff listing and so much more! Parents, Girls, Troop Leaders, 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 grade 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 *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 $5.00 refundable deposit (deposit is refundable IF costumes are returned clean and complete). 17
NEW! The COCOdirect Girl Experience via COCOmobile 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 (Ensure girl uses her registered Girl Scout name) and have them set and track their personal goals.
Girls who participate in the online activity by entering their registered Girl Scout name, troop number, goal and continually updating the information in COCO (packages sold, etc.)(between January 9 – March 16) will earn a Goal Getter patch.
- COCO Highlights for Volunteers
- 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) NEW! COCOmobile is now available on Android as well as 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! As a Troop Cookie Manager you will access the COCO Report in SNAP to record the mobile sales and/or ecard sales to the individual girls’ order totals. We suggest you add a line on the girls order card that says “Total mobile/ecard Sales.” NEW!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)!
- 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:
- COCOmobile or
- COCO Online Marketing where girls can send an eCard to friends and family that includes a secure link to COCOdirect. o Girls would choose the COCOdirect e-Card o Choose the contact name(s) o Add a message o Preview the card o 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:
- 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 for a limited time only while supplies last, they can order ABC’s Trios -- Gluten Free Chocolate Chip Shortbread (via COCOdirect only)!
ATTENTION TROOP COOKIE MANAGERS: Cookies sold via COCOdirect will be transferred by the council to the troop/girl from the COCOdirect Cupboard (these will be considered virtual cookies). If the girl DID NOT register in COCO using her registered Girl Scout name, the girl nor the troop will receive credit. Money from cookies sold via COCOdirect will be entered into Snap via COCOdirect Bank as a virtual transfer. Troops are not required to do ANYTHING with COCOdirect orders in Snap other than to make sure girls names in COCO match their Girl Scout registered name in Snap.
Please review the Snap tutorial for more complete information.
Internet Selling For computer/online use, see Safety Activity Checkpoints (page 134). Check out the 411 on Online Product Marketing at http://girlscouts.org/program/gs_cookies 18
Troops Must: □ 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 receipt).
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 their initial order money before or by March 3. Sample 35% Initial Payment Calculation: If a troop places an initial order for 100 cases: Based on: $.43: 100 cases x 12 packages x 3.07 x 35% = 1,289.40 $.48: 100 cases x 12 packages x 3.02 x 35% = 1,268.40 □ 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). o 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 in.
o Remind girls to accept payment for Girl Scout cookies ONLY at the time of delivery to customers. Under no circumstances should girls accept payment before the cookies have been delivered. Money Matters *Troop-Base Proceeds □ All money (minus the troop base proceeds - $.43 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 awards will keep the troop base proceeds of $.48 per package and deposit the rest into First Citizens. □ Girl Scouts not associated with a troop must deposit all money.
Troop Base Proceeds Level Troop Base Proceeds To Keep Standard troop base proceeds $.43 per package/$5.16 per case No-Recognitions Option (available to Cadette, Senior and Ambassador Troops) $.48 per package/$5.76 per case All Girl Scouts not associated with a troop $0 (All money deposited into council account) Do not keep more than the $.43 or $.48 per package. *Refer to page 23 for further information on troop base proceeds Transfers do not affect the initial payment due from a troop. So if your troop places an initial order for 100 cases and transfers 10 cases to another troop, your troop would still be responsible for paying 35% of 100 cases on or before March 3.