2017 Cookie Book Reference Guide for the 2017-18 Girl Scout Cookie Program - service unit - Girl Scouts of Eastern ...
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2017 Cookie Book
Reference Guide for the 2017-18 Girl Scout Cookie Program
service unit
troop #
Girl Scout Cookies Build Leaders
Victoria from Taunton troop
85309 was our top seller in the
2016-17 season, selling 3,243
packages of cookies!
Way to go, Victoria!
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 2
Welcome to the 2017-18 Girl Scouts of Eastern Massachusetts
Cookie Program!
Thank you for volunteering your time and efforts!
Dear Cookie Volunteer,
Welcome to the 2017-18 Girl Scout Cookie Program, Girl Scouts’ most visible and
iconic showcase of girl entrepreneurship! The Girl Scout Cookie Program is an
essential way for girls to build new skills and fund their dreams. It is also a great
way for friends, family, neighbors, and the community to support girls on their
awesome leadership journey, which may include STEM learning, outdoor
adventures, international travel, and community service.
We want to ensure that every girl in our council gets to discover her entrepreneurial potential as part of
the largest girl-led business in the world… and gets to reap the benefits of setting and reaching her goals.
That is why we have made several significant improvements to the cookie program this year, making it
easier than ever to participate and succeed. Here are a few highlights:
• Girl Scout S’mores™—which quickly became the best-selling new Girl Scout cookie with its
introduction last year—is returning to the lineup along with seven now-classic varieties, plus gluten-
free Trios.
• A brand new mobile-compatible cookie database, Smart Cookies, will enable volunteers to add and
delete booth sales in real time, ensuring customers have the latest information to buy cookies from
your girls.
• Cookie buyers will experience easier, more flexible online ordering with no minimum order, and the
ability to select any quantity and combination of cookie varieties.
• Girls can offer faster online order fulfillment (two-day shipping to 95% of the U.S.) and much lower
shipping prices (subsidized by GSEMA to boost your girls’ online sales).
• More local Cookie Cupboards will bring cookie inventory closer to you, so you can easily restock to
meet customer needs.
You are a key ingredient in the cookie program’s success. Thank you for everything you do to ensure the
program continues to be a safe, positive, and fun learning experience for all girls. This book includes all
the details you will need to plan your troop’s participation. Please let us know how we can support you
and your girls in reaching their goals.
Wishing you a successful cookie season,
Patricia A. Parcellin
Chief Executive Officer
Updated 11/1/17 • 2017-18 GSEMA Cookie Book • Page 3
Table of Contents
Page Number
Cookie Calendar 5
New and Important Information 6
Troop Proceeds and Incentives 7
Girl Recognitions 8-9
Selling Cookies to Customers 10
Selling Cookies to Customers: Cookie for a Cause! 11
Ensuring a Successful Cookie Sale 12
Ordering Cookies to Sell 13
Cookie Booths 14-19
Smart Cookies & Smart Cookies Direct Ship 20-21
Good Practices for Cookie Inventory Management 22
Cookie Financial Management 23
Cookie Payment Schedule/Additional Money-Earning Policy 24
Product/Money Handling Guidelines & Financial Procedures 25
Cookie Program FAQ 27
Girl Scouts of the USA COOKIE PRO 2018 28
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 4
Cookie Sale Calendar
Note: Dates subject to change; please see gsema.org for any updates.
2017
11/1 Cookie Program Open House, Camp Wind-in-the-Pines, Plymouth, EDC Lodge
11/8 Cookie Program Open House, Camp Cedar Hill, Waltham, Great Hall
11/15 Cookie Program Open House, Camp Maude Eaton, Andover, The Lodge
11/1 Smart Cookies opens for troops to request MBTA Council Organized Booth Sale (COBS)
locations
11/28 Smart Cookies opens for Planned Order entry
12/5 Deadline for troop requests for MBTA COBS locations
12/5 Deadline for required MBTA paperwork for troop volunteer chaperones
12/5 2017-18 Cookie Season starts
12/5-12/15 Smart Cookies opens for troops to request Mall/Misc. COBS locations
12/22 (3PM) - 1/2 All Council Cookie Cupboards closed
12/22 (3PM) – 1/1 Council offices closed
2018
2/1 Opt-Out Form due
2/23 Last day to register girls so they can sell cookies
2/23-2/25 National Girl Scout Cookie Weekend
2/24 Last day for Home Cookie Cupboards (check webpage for any updates)
3/3 Council Cookie Cupboards close (check webpage for any updates)
3/7, 4 PM Last day to allocate packages to girls for recognitions
3/7, 4PM Troop-to-troop cookie transfer deadline
4/21 Cookies for a Cause—Hanscom Air Force Base (check webpage for event updates)
April Service Unit Cookie Mentors receive girl recognitions
5/9 Last day to report any recognition issues
5/20 500 Club Celebration—Canobie Lake Park
5/31 Last day for girls to sell cookies
For all Cookie Program details: http://www.gsema.org/en/cookies/for-cookie-sellers.html
Questions? Please email: cookies@gsema.org
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 5
NEW for the 2017-18 GSEMA Cookie Program
• Smart Cookies www.abcsmartcookies.com. Smart Cookies replaces
SNAP and COCO, be sure to bookmark the URL.
• Know a Cookie Pro? Check out page 28 of this Cookie Book to learn how
a Cookie Pro you know could end up being featured on the next Girl
Scout Cookie package!
• No Mega Drop/Initial order. All cookies will be ordered through the
Planned Order process in Smart Cookies. Troops can place as many
orders as they need all season long, and pick up orders at any of our
Cookie Cupboards. Please visit gsema.org for this year’s expanded list of
cupboards.
• Smart Cookies Direct Ship. Girls can create goals and sell cookies to
their customers online. Cookies are shipped directly to customers!
GSEMA is paying 50% of the shipping cost for all online orders. See
page 20 for details.
• Team App: Stay up-to-the-minute on all cookie related news, events,
and deadlines by downloading the app on your smart phone. Once you
have downloaded the Team App you can find us by searching for
GSEMA Product Program.
• Girl Scout S’mores! Back by popular demand! The best-selling new
Girl Scout Cookie ever!
Important Notes for Participation in the Cookie Program
• All volunteers must be registered Girl Scouts for the 2017-18 membership year and must complete
a CORI background check with GSEMA every three years.
• The troop must have a Troop Cookie Coordinator, who be a registered volunteer and must complete a
Troop Cookie Coordinator Volunteer Agreement Form, found on gsema.org. The completed form
provides the information needed for GSEMA to provide the volunteer access to Smart Cookies.
• Girls must be registered Girl Scouts for the 2017-18 membership year to participate in the cookie
program.
• Caregivers must complete a 2017-18 Annual Girl Permission Form permitting their girl(s) to participate in
product programs, which can be found on gsema.org.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 6
Troop Proceeds
• Troops earn $0.90 per package of cookies sold.
• Cadette, Senior, and Ambassador troops, may choose to opt out of the girl recognition program and earn an
additional $0.05 per package.
• Troops opting out of recognitions in order to receive increased proceeds are eligible for theme patches and
recognition events once they achieve the required milestones.
o The entire troop must sign the Opt-Out Form and return it to GSEMA by February 1, 2018. The Opt-
Out Form can be found on gsema.org.
⋅ Email to: tsammons@gsema.org; Fax to: 844-744-0150;
or mail to: Travis Sammons, GSEMA, 143 Abbot St, Andover, MA 01810.
Top-Selling Troop Incentives
Beyond the money-earning opportunity, there are three additional incentives to be earned. See below:
1. Girl Scout-branded cookie booth banner!
The troop with the highest Per Girl Average (PGA) of cookies sold (including all girls selling) will earn a
deluxe Girl Scout-branded cookie booth banner.
2. Earn $500, $400, $300, $200 or $100 Voucher to use for a GSEMA Campsite Rental, redeem at
GSEMA retail shop (online excluded) &/or towards a GSEMA Program from the Ultimate Guide!
The top five troops (1st, 2nd, 3rd, 4th, 5th) who increase their total sales over their prior year’s sale. A
minimum growth rate of 5% is required to earn this incentive.
3. Bonus Check for additional $0.05/package - $0.01/package!
The top five selling troops of the entire sale will be rewarded for their hard work and dedication! The
amount of this check will be based on the total number of packages sold. The structure for this
incentive is $0.05/package for top selling troop; $0.04/package for 2nd place troop; $0.03 per package for
the 3rd place; $0.02/ package for the 4th place troop, and $0.01 per package for 5th place troop. Troop
leaders listed in My GS will receive the check, on behalf of the troop, by mail in April 2018.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 7
Girl Recognitions
The Girl Scout Cookie Program ALWAYS includes the important component of a goal-oriented recognition
program designed to help girls understand the ideas of setting and achieving goals that benefit their troop,
while recognizing their individual efforts.
• Complete girl recognition program details are provided on the insert of the cookie order card, on
gsema.org, and on page 9 of this Cookie Book.
• Recognitions are cumulative.
• Packages of cookies must be allocated to a girl in Smart Cookies on or before March 7, 2018 for the
packages to count toward recognitions. This includes allocating packages for girls who sell 25+
packages in Opt-Out troops to receive a theme patch. See the Smart Cookies guide or the recognitions
webinar on gsema.org for instructions.
Cookie Credits
• In addition to the recognition items, girls can also earn Cookie Credits once they have sold 100 packages of
cookies. Credits can be used for GSEMA programs including camp, in GSEMA shops (excluding online), at
camp trading posts, and for GSEMA or GSUSA Destinations programs.
• Cookie Credits for the 2017-18 cookie program must be used on or before June 29, 2019.
• Internal Revenue Service rules prevent individual girls from earning more than $500 in total Cookie
Credits. As such, Cookie Credits are capped at $500.
Earnings Tier Number of Packages Earnings Rate per Package
Level I 100-199 $0.10
Level II 200-499 $0.15
Level III 500+ packages $0.20
500 Club Celebration—May 20, 2018
Selling 500 or more packages of cookies is a huge accomplishment!
• Members will be officially invited via their caregivers’ email within two
weeks of the close of the cookie program.
• Members will receive one complimentary girl ticket and one
complimentary chaperone ticket to Canobie Lake Park. These tickets are
required for access to the park and participation in the celebration.
• Additional discounted guest tickets will be available for purchase. Details
will be included in the email invitation.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 8
Girl Scouts of Eastern Massachusetts
The Girl Scout
Cookie Program
Begins December 5
*You may not take orders or
sell cookies before this date
cookies@gsema.org
Keychain color
may differ from
image shown
Theme Patch Drawstring Bag Journal w/ Pen OR Tie Elephant T-shirt AND
25+ Packages 50+ Packages Elephant Keychain Bracelet Super Patch
70+ Packages 100+ Packages 115+ Packages
Send 12+ emails
DIY Enamel Small Starry Light Large Marquee Board
Pins Kit Elephant 200+ Packages Elephant 400+ Packages
150+ Packages 175+ Packages 300+ Packages
5+ Packages sold online
10+ Cshare Packages sold
500 Club Patch AND Canobie Lake Duffle Bag AND
Park Tickets AND Charm Bracelet Travel Zipper AND Achievement Bars
w/ Elephant Charm Travel Hanging Available from 100+ to 5000+
OR Beach Towel AND Organizers Cookie Credits start at 100+!
500 Club Patch AND Canobie Lake Sports Bottle AND 1,000 Packages Girl can redeem at GSEMA retail
Park Tickets AND Elephant Charm Sunglasses shops, when registering for Girl
& Cookie Sash Charm 750+ Packages Programs and Camp!
500+ Packages
Printer type or
color may differ
from image
shown
EARN THIS
AWESOME PATCH!!!
MY GOAL: Photo Printer OR Grand Prize CEO for the Day! Participated in the Fall Program
Sock Subscription Spend the day w/ GSEMA’s CEO by selling 5+ of any item AND
participate in the Cookie Program
2,000 Packages Top Seller by selling 25+ packages. Opt Out
Troops can earn this patch too!!!How Girls Sell Cookies Our GREAT 8 Girl Scout
Cookie Flavors:
Girls and troops can choose to sell cookies in one or more of the
following ways: 1. Thin Mints®
2. Caramel deLites®
• Order Taking – This is Girl Scout lingo for selling cookies in person
using the cookie order card. Girls can ask neighbors, friends, and 3. Peanut Butter
family members to place orders for cookies on the paper order card, Patties®
which is then turned into the Troop Cookie Coordinator. Troops pick 4. Thanks-A-Lot®
up these orders by placing a Planned Order in Smart Cookies. Girls 5. Lemonades™
then get cookies from their Troop Cookie Coordinator and hand 6. Peanut Butter
deliver cookies to their customers. Sandwich
7. Shortbread
• Direct Sales/Booth Sales/Council Organized Booth Sales
(COBS) – Troops pick up cookies at a cookie cupboard by placing a 8. Girl Scout
planned order in Smart Cookies, then sell them directly to customers S’mores™
by going door to door with cookies and selling cookies at a local
booth sales within their town/service unit, and at COBS. Gluten Free Trios:
Available in Smart
• Smart Cookies Direct Ship – Girls go online, create goals, set up Cookies for pick up in
cupboards, while
mini websites, send ecards to family and friends. Customers can
supplies last, but is NOT
shop and pay online, and the cookies will be shipped directly to the
on the order card.
customer.
NEW! Online cookies can be
purchased in the quantity and
the varieties of the customers’
choice; no minimum orders!
NEW! ½ PRICE on SHIPPING!
GSEMA will be subsidizing 50% of
shipping costs for all online orders!
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 10Cookies for a Cause: another way to sell cookies!
Cookies for a Cause offers a valuable community service
experience. Girl Scouts can choose to support a charitable
organization such as a local food pantry, shelter, care center,
local police and fire departments, the United States military
and its veterans, and more.
Girls can promote the cause they are collecting cookie
donations for with signs at their cookie booth sales and on
their order cards. Customers who do not wish to purchase
cookies for themselves can still support their local Girl Scout
troop and a charitable cause.
Girl Scouts also have the option to collect cookie donations for the United States military within our borders and
oversees for the annual Cookies for a Cause event held at Hanscom Air Force Base in the spring. At the event,
girls will be able to meet military personnel, take photos, create thank you cards to accompany cookie care
packages, and more! Registration is required for event attendance. Visit gsema.org for more details.
Girls can also collect cookie donations for the military through their usual sales process. As girls sell, they
can accept donations from customers who would like to have cookies donated to the military. All they need
to do is document the donations and be sure their Troop Cookie Coordinator logs the donation in Smart
Cookies as a cShare donation. The cookies will automatically arrive at the Cookies for a Cause event at
Hanscom Air Force Base! Girls earn credits towards recognitions and the troops earns proceeds! These
cookie donations through cShare can be made throughout the cookie season.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 11Ensuring a Successful Cookie Sale!
Service Unit Cookie Mentors (SUCM) will provide Troop Cookie Coordinators with a packet of materials.
Included in the packet are troop materials (this Cookie Book, goal poster, and receipt booklet) and girl materials
(cookie order card, recognition sheet/parent guide, Smart Cookies flyer, and money envelope). Additional
materials can also be found in the council offices.
• If you need to be introduced to your SUCM, please email cookies@gsema.org.
• All training and information is available on gsema.org.
Getting Started!
Three easy steps to cookie program success:
1. Complete the Troop Cookie Coordinator (TCC) Position Description and Agreement Form,
available on gsema.org, and return it to the council (can submit online or print out and follow
instructions in upper right hand corner of form).
The form explains the TCC position and provides the information the council needs to
provide access to Smart Cookies.
2. Complete the Troop Bank Account Form, if you have not already done so for the Fall Product
Program.
Both forms are available on gsema.org, under the “Cookies” tab.
3. Conduct a cookie training with girls and families.
Discuss plans: what programs, trips, and activities the girls want to do. Talk as a group
about how you want to invest your cookie proceeds in fun leadership opportunities.
Work with the girls to set troop and individual goals. Setting goals is one of the most
important steps in the cookie program.
Review selling opportunities (order taking, direct sales/booth sales/COBS, Smart Cookies
Direct Ship).
Ask families for help during the cookie program
Provide each girl with a cookie order card and a money envelope, to be used in any way
the troop decides.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 12Ordering Cookies: Planned Orders
Cookie Cupboard Hotline: 1-844-727-2884 (844-PB-PATTI)
The Troop Cookie Coordinator places a Planned Order in Smart Cookies. Troops can set any timeline that
they want of when and how many orders they will place during the cookie season. All cookies will be picked up
from a Cookie Cupboard.
The main council cupboards are located in Andover, Middleboro, and Waltham. Information about additional
cupboard locations is available on gsema.org. Council cupboards are mini-warehouses where troops come to
pick up cookie cases they have ordered.
• The deadline for orders in Smart Cookies for pickup during the
upcoming week is Sunday at 10 PM. An order week runs How Many of Each Flavor
Tuesday through Sunday.
Should I Order?
• Cookies are ordered by case. There are 12 packages in a case.
Flavor No. of
• The volunteer picking up the cookies MUST be entered into the Cases
Order Notes field along with their phone number. For your
Thin Mints 9
protection, the council needs this information in order to release
cookies to volunteers. Caramel deLites 5
• A photo ID is required to pick up cookies. The photo ID and Peanut Butter Patties 3
the volunteer listed in the Order Notes field MUST match. Girl Scout S’mores 3
• If you need to correct or adjust an order, the Troop Cookie Lemonades 2
Coordinator should contact the cupboard where the order was
Thanks-A-Lot 1
placed by calling 844-727-2884 (844-PB-PATTI).
Peanut Butter Sandwich 1
• If a troop receives damaged packages, they should contact the
cupboard where the cookies were picked up for prompt Shortbread 1
replacement. Total: 25
• Gluten-free cookies will be available to add to planned orders in
Smart Cookies, while supplies last.
GSEMA’s health and safety
• Home cupboards are staffed by volunteers in their homes. These
policy does not allow the
locations have limited quantities of cookies.
returns or exchanges. Cookies
• Each cupboard has unique benefits, limitations and hours of can be exchanged by and
operation. Please check in Smart Cookies for more information, among service units and troops,
or check the cupboard listing on gsema.org. should they wish to do so.
• Need help placing a Planned Order? You can find an instructional
webinar about placing planned orders and the Smart Cookies guide
on gsema.org.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 13Cookie Booths
Local Booth Sales
Local booth sales are a great way to sell cookies. Before contacting booth sale venues
directly, begin by checking with your Service Unit Cookie Mentor or Cookie Booth Sale
Coordinator to learn how they manage the booth sale process in your town.
• Troops can receive permission to sell in other towns by contacting the Service Unit
Cookie Mentor or Booth Sale Coordinator from that town. Troops should work
through their own Service Unit Cookie Mentor to do this.
Add your local booth sales into Smart Cookies and get FREE ADVERTISING!
• Your booth information will be displayed in the “Cookie Finder” on
gsema.org and girlscouts.org!
• The Smart Cookies booth sale page will be updated in real time this season.
• Customers will be able to search a zip code to find local booth sales!
NEW LOCAL COOKIE BOOTH
INCENTIVE for Troop Leaders and
Cookie Coordinators:
Troops with a minimum of two local
booth sales listed in Smart Cookies per
month will be eligible to win a swag
bag containing a Cookie Platter,
Volunteer Tumbler, and Cookie Cart.
Two winners will be drawn each
month of the cookie program
(December, January, and February).
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 14Council Organized Booth Sales (COBS)
GSEMA organizes booth sales (Council Organized Booth Sales, or COBS) to increase opportunities for troops and
girls to meet their sales goals. Due to their popularity, COBS are available by lottery.
• This season there will be two separate lotteries: MBTA COBS and Mall/Misc. COBS.
• Troops from all service units can request COBS
• Daisy and Brownie troops are ineligible to participate in the MBTA COBS program due to safety regulations.
MBTA COBS Lottery Entry Instructions
IMPORTANT! Tuesday, December 5, 2017, at 11:59 PM
-Deadline to enter the COBS lottery in Smart Cookies.
-Deadline to submit required paperwork.
Step 1: Visit Smart Cookies any time November 1 through December 5 to review the MBTA COBS locations,
dates, and times, then determine as a troop which COBS you would be able and willing to conduct.
Each MBTA COBS must have at least two MBTA-cleared adults who are also currently registered
volunteers, and at least two registered Girl Scouts in order to conduct the booth sale.
Step 2: Starting November 1, troops can begin choosing their lottery entries for the MBTA COBS. The deadline
for MBTA COBS lottery entries is Tuesday, December 5. Troops may enter up to 100 locations and may win
three.
Step 3: Complete and submit the required MBTA paperwork for at least 2 registered volunteers from your
troop, no later than December 5. Only troops that have submitted all the required paperwork and have two
MBTA-Cleared Adults will be entered into the MBTA lottery. All paperwork can be found on gsema.org.
.
1. Complete and submit a MBTA Security Clearance Form (which requires the last 4 digits of the
member’s Social Security number), and
2. Submit a picture ID such as a valid driver’s license, identity card, or passport, and
3. Complete and submit a MBTA General Release Form.
• Completed documents should be faxed to 978-809-3488 no later than December 5, at 11:59 PM.
• All troops that submit MBTA paperwork by December 5 will also be eligible for additional first-come, first-
served MBTA COBS (including troops with a prior win). FCFS COBS will be released once all lotteries have
been completed.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 15Important information to know when planning your MBTA COBS choices
• A troop-provided credit card reader device is recommended at MBTA COBS
• Troops are responsible for acquiring and transporting their own cookies and table set up for MBTA COBS
• Troops are responsible for any parking fees incurred while conducting their MBTA COBS
• GSEMA will provide COBS guidelines and MBTA site permit prior to the booth sale
• Cancellation Policy for MBTA Council Organized Booth Sales
• The council must be notified at least 48 hours in advance of the booth sale if a troop needs to cancel a MBTA
COBS. Please select dates and times that work best for your troop.
• If your troop is unable to conduct a COBS that it has won, please email cookies@gsema.org so that we can
find another troop that is cleared to conduct the booth sale.
• NEW POLICY: Troops will be charged the $35 fee if they have not provided 48 hours’ notice of cancellation,
as noted above.
Within 48 hours of the completion of the MBTA COBS, troops must send an email with the following
details to cookies@gsema.org :
1. Troop number
2. COBS location
3. Date and time of COBS
4. Number of packages sold
5. Any other pertinent information that may be helpful to other troops in the future
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 16MALL & MISC. COBS Lottery Entry Instructions
IMPORTANT!
Friday, December 15, 2017, at 11:59 PM
-Deadline to enter the MALL & MISC. COBS lottery in Smart Cookies.
Step 1: Visit Smart Cookies to review the Mall/Misc. COBS locations, dates, and times and determine as a troop
which COBS you would be able and willing to conduct. Keep in mind that each Mall/Misc. COBS must be
conducted with at least two registered volunteers and at least two Girl Scouts.
Step 2: Starting December 1, troops can begin choosing their lottery entries for the Mall/Misc. COBS. The
deadline for Mall/Misc. COBS lottery entries is Friday, December 15. Troops may enter up to 100 locations and
may win three.
Important information to know when planning MALL/MISC COBS choices
• All levels, Daisy to Ambassador, are eligible for Mall/Misc. COBS
• The troop is responsible for ensuring that all adults participating in handling cookies and chaperoning at
the booth sales are registered and have successfully completed a CORI background check with GSEMA
• Troops are responsible for acquiring and transporting their own cookies for COBS
• Troops are responsible for any parking fees incurred while conducting their COBS
• An email will be sent from Smart Cookies confirming COBS winners
• GSEMA will provide COBS guidelines prior to the booth sale
• A troop-provided credit card reader device is recommended
Cancellation Policy for Mall/Misc. COBS
• If your troop is unable to conduct a Mall/Misc. COBS that it has won, please either email cookies@gsema.org
so that we can find another troop that is able to conduct the booth sale, OR find another troop within your
service unit to conduct the Mall/Misc. COBS and email us the troop number and contact information.
• NEW POLICY: The council must be notified at least 48 hours in advance of the booth sale if a troop
needs to cancel a Mall/Misc. COBS, or the troop will be charged a $35 fee.
o A troop can avoid the $35 fee if they find a replacement troop that can conduct the sale and
have provided council with the new troop’s number and contact information.
Within 48 hours of the completion of the Mall/Misc COBS, troops must send an email with the
following details to cookies@gsema.org :
1. Troop number
2. COBS location
3. Date and time of COBS
4. Number of packages sold
5. Any other details that would be helpful to share with other troops
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 17Important Guidelines for ALL Girl Scout Cookie Booth Sales
• All sales must be held within the GSEMA footprint. A map can be found on gsema.org under the “Our
Council” tab, then choose Service Units.
• There must be at least two girls present at every booth sale.
• Two volunteers must be present at all times to supervise girls and ensure their safety. Never leave girls
unattended.
• Make sure the money and cookies are secure at all times. The troop is responsible for all money and
product.
• Enter the local troop booth sales into Smart Cookies so that customers can find your sale (See the Smart
Cookies guide on gsema.org).
• Non-Girl Scout siblings are NOT allowed at booth sales for safety reasons.
• When the booth sale has ended, be sure to remove all trash, posters, and empty cookie cases from the site.
Things to Bring to a Booth Sale:
• Permits or permission forms required by the site, either provided by the council or town coordinator
• Secure cash box (to store money) and plenty of change
• Tables, unless provided by the site (noted in guidelines)
• Shopping bags for customers who purchase multiple packages
• An order card with nutritional information
• Bags to remove all trash and empty packages and cases when leaving (“A Girl Scout leaves a place
cleaner than she found it.”)
Booth Sale Problems?
Sometimes, even with the best intentions, things go awry. What happens if two troops show up at the
same time in the same place, each thinking they booked/won the site?
• Start by double checking the troop paperwork. Maybe it’s a simple miscommunication. Follow up with the
Service Unit Booth Sale Coordinator/Service Unit Cookie Mentor or Troop Cookie Coordinator. If the
situation is not clarified at that point, the Troop Cookie Coordinator will need to go into problem-solving
mode.
o Can each troop find a different entrance to use? Can the troops split the time slot?
• Please leave the store, property management, and girls out of the discussion.
• In the unlikely event that there is a problem with property management, please immediately notify the
Service Unit Cookie Mentor and/or the council.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 18Booth Sale Code of Behavior
Girl Scout Promise
• Girl Scouts and volunteers must act respectfully at all On my honor, I will try:
times To serve God and my country,
To help people at all times,
• Girls must be present at all booth sales. Adults may And to live by the Girl Scout Law.
assist, but it is the girls who sell cookies
• Running and screaming is not acceptable behavior
• Girls should not “chase down” customers or participate
in hawking (yelling out to customers) Girl Scout Law
• Girls should always say “thank you” regardless of I will do my best to be
whether a purchase is made. honest and fair,
friendly and helpful,
• Girls should be dressed in clean, neat Girl Scout considerate and caring,
uniforms/sashes/T-shirts or wear, at a minimum, their courageous and strong, and
Girl Scout pins. responsible for what I say and do,
• Booths should not have more than six girls at one time. and to
respect myself and others,
• Girls should know their product and be able to help respect authority,
their customers with their purchase use resources wisely,
• Girls should be able to answer why they sell cookies make the world a better place, and
be a sister to every Girl Scout.
and explain what is the troop going to do with the
proceeds
Please observe this important code and the Girl Scout
Promise and Law to ensure that troops do not lose
booth privileges and that they maintain the high
standard that customers and vendors expect from
Girl Scouts!
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 19Smart Cookies and Smart Cookies Direct Ship
Smart Cookies is a secure online portal located at www.abcsmartcookies.com, also accessible from gsema.org
on the Cookie Sellers page. Using Smart Cookies, girls can go online and create goals, manage their cookie sales,
track progress, view recognitions, send Smart Cookies Direct Ship e-cards to sell to friends and family who are
not local, and more.
Smart Cookies provides girls with two payment/delivery options:
1. Smart Cookies Direct Ship
Ship cookies directly to customers, without having to worry about money collections or hand delivery.
Cookies are paid for online, and shipped directly to customers.
2. Smart Cookies Girl Delivery
Offer hand delivery to customers, and collect payment at time of delivery.
Volunteers must read and accept the Smart Cookies Digital Cookie Terms and Conditions before they can
participate in Smart Cookies.
NEW this season: online cookie customers who order through Smart Cookies
Direct Ship can purchase the quantity and variety of their choice, no minimum
orders! GSEMA will subsidize 50% of the shipping costs to all online customers
this season.
What can girls do on Smart Cookies?
Girls must read and accept the Girl Scout Smart Cookies Digital Cookie Pledge before they can participate in
online cookie sales. Girls should also read and accept the GSUSA Internet Safety
Pledge: http://www.girlscouts.org/en/help/help/internet-safety-pledge.html.
• Once a girl completes her Smart Cookies registration, a personal URL will be created that she can share via
email or age appropriate social media (Facebook, Twitter, Instagram) to generate Smart Cookies Direct Ship
sales.
• The Smart Cookies Mobile app puts cookie selling right in the girl’s pocket! All of the same actions girls do
online can be done through the app!
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 20Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 21
Good Practices for Cookie Inventory Management
• Good communication with all the parents/guardians involved with the troop throughout the cookie
program is the best way to ensure that the troop does not have excess inventory by the end of the program
• Always keep accurate inventory of cookies on hand. Unsold cookies are the responsibility of the troop
• Let everyone know the troop has extras any time during the program and especially toward the end
• Encourage girls to ask everyone they know if they would like to support Girl Scouts by purchasing cookies;
most people will buy cookies (or make a donation to Cookies for a Cause) when asked
• Carefully consider where and when your troop is having booth sales before placing orders. You may not
need to bring two cases of shortbread to a two-hour booth sale. If the troop sells out, customers may be
willing to try another variety!
• Brainstorm with the girls about new ways to sell cookies. Is there an upcoming community event at which
the girls could sell? Would the event organizer be willing to purchase cookies to serve as refreshments? Are
there local food shops that might be interested in a Girl Scout cookie-flavored goodie? Are local businesses
ordering gifts for staff or customers? What new ideas can your troop come up with?
• Reorders: contact customers who might want more cookies!
• Girls can ask customers to buy an extra package for Cookies for a Cause (see page 11).
• Older girls can sell to friends at school, at extracurricular activities, and at sporting events.
• When delivering cookies customers ordered in advance, always bring any extras for customers who may
want more than they ordered the first time.
• Walkabouts: take surplus cookies around the
neighborhood
• Call the Service Unit Cookie Mentor (SUCM) to see if another troop needs more cookies. They can do a troop-
to-troop transfer in Smart Cookies.
• Use as a thank you to teachers, police officers, firefighters, janitors, and mail carriers
• Mobile Booth Sales: pack a vehicle with cookies, and go to neighborhoods in your service unit where the
troop believes there may have not been many cookie sales
• Drive-thru Cookie Stations: partner with banks. Ask to use their drive-thru locations outside on the
weekend when they are closed
• Have bundles of prepackaged cookies ready for people to use as a thank you or a gift. Theme ideas: “I Love
Chocolate,” “Peanut Butter Lover,” “Happy Birthday Bunch,” “Holiday Hostess,” and “Thanks-a-Lot.”
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 22Cookie Financial Management
Troop Bank Accounts and Financial Responsibility for Cookies
Each troop participating in the cookie program must establish and maintain a troop bank account. This account
will be used to make cookie payments and to retain troop proceeds. Each troop will submit a Troop Bank
Account Form to the council as part of setting up a cookie account in Smart Cookies. This account information
will also be confirmed by Troop Cookie Coordinators who will take financial responsibility for their troops’
cookies.
To start an official troop checking account:
• GSEMA requires two (2) non-related, registered, and background-checked (CORI) adults to be signers for the
group/troop checking account.
• Select the bank and branch location that the troop will use. (Be sure to ask about free checking accounts for
nonprofits!)
• Go to the GSEMA website to request bank account authorization: Click Forms in the upper right corner of
gsema.org, and search for Troop Bank Account.
• GSEMA will send a signed authorization letter by mail to the person listed as the first signer on the account.
• Both signers must be present to open the account at the bank, and need to bring the authorization letter and
personal identification.
Collecting Cookie Payments
Collecting payments is part of the cookie program process. Doing this well starts with keeping good records. The
receipt booklets and receipts from Smart Cookies can help with keeping track of cash payments. Be sure to use
them to document when girls/families pick up cookies from the troop and when payment is made. Keep track
of deadlines well in advance, and make deposits frequently into the troop account.
Troop Payment for Cookies
The council will direct debit troop bank accounts for cookies. The schedule for these debits is on page 23.
Several days prior to the debit date, each troop will receive an email confirming the amount to be debited. On
the debit date, the debit will automatically be put through by the council. The amount of the debit will be the
cost of the cookies minus the troop proceeds, so $4.10 per package for most troops (that’s $5 minus the $0.90
troop proceed), and $4.05 for opt-out troops. Remember that checks deposited to the troop account are not
immediately available to the troop and require a two day clearance time. Funds must be fully available on the
day of the ACH debit.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 23Cookie Payment Schedule 2017-2018
New this season, GSEMA will be conducting a prenote on the troop bank account before each debit date. A
prenote is a zero dollar transaction that is sent to a bank through the ACH network. The prenote will verify the
accuracy of the routing and account numbers.
% of Balance Due to Be Debited
Balance Due as of Date Debit Date from Troop Bank Account
December 10 Prenote
December 15 December 19 30%
January 10 Prenote
January 15 January 19 50%
January 31 Prenote
February 5 February 9 50%
February 26 Prenote
March 3 March 7 50%
March 21 Prenote
March 3 March 30 100%
Delinquent Payments
The council will address delinquent payments. If payment is not made by a parent or guardian who has taken
responsibility for cookies, complete and submit a Delinquent Account Form (found on gsema.org) to Travis
Sammons at tsammons@gsema.org. Include the supporting documentation: the signed Annual Permission
Form, signed receipts for cookies (either printed from Smart Cookies or from the receipt booklet, and signed by
the person who received the cookies) and any other documentation of communication between the troop and
the individual. Paperwork needs to be submitted by Monday, March 20, 2018.
Additional Money-Earning Activities
Troops who participate in both the Fall Product Program and the Cookie Program are eligible for additional
money-earning activities. The troop must have council approval prior to carrying out the additional money-
earning activities and must have completed an Annual Financial Report for the prior troop year unless they are
a new troop. Dates for additional money-earning activities must fall outside the scheduled dates for the GSEMA
Product Programs.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 24Procedures for Adult Volunteers Regarding Product/Money Handling
and Finances
Product/Money-Handling
• Treat all product as if it is money, as your troop is responsible for it financially.
• When parents/guardians pick up girls’ ordered product, be sure to have them count the product before they
take possession. Once counted, have them sign off in agreement (using either a Smart Cookies printout or
receipt from receipt booklet), documenting quantities, flavors, and payments. Keep this with your records
in case of any questions or issues.
• When accepting cash payments from girls/families, be sure to make a written/typed receipt for both the
troop and the girls/families. This is good practice for all persons involved and will make for easier
bookkeeping.
• Deposit all sales proceeds into the troop bank account as soon as possible; we recommend within one day.
When depositing money in ATMs be sure to obtain receipts for all transactions. You are responsible for the
money when it is in your possession.
• Product and money should always be under close adult supervision when in public. Be sure to appoint
yourself or another adult in charge of this procedure at all times.
• Keep money/cash box out of plain sight at all times; only bring it out when needed.
• If using a cash box with a key, keep the key away from the cash box until needed.
• Only keep bills $10 and under in the cashbox; larger bills should be put in a secure place either offsite or
physically on the supervising adult (an inside coat pocket, for example) and then added back into the
cashbox when reconciling after the event.
• When counting money, be aware of your surroundings and do your best to count it out of public view.
• Keep discussions on how much money has been earned at an event private for troop discussion and only
when not within earshot of the public.
• Accept only cash/credit card as tender. When your troop accepts checks for payment, you are taking
responsibility if the customer has insufficient funds. We do not recommend accepting personal checks for
this reason.
• If any checks are received, be sure to deposit them immediately into the troop bank account so they clear
before payment is due to the council.
• When accepting credit cards, be sure to follow all procedures according to the agreement with your chosen
credit card processing company. Keep close attention to how many transactions are made and check
against the troop bank account statement.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 25Financial Procedures
• Each troop is required to set up and use its own troop bank account for purchasing and selling Girl Scout
products.
• If a family does not pay for the product that they received, be sure to fill out a Delinquent Payment Form as
soon as you are aware of the situation and submit it to GSEMA. Doing this makes the delinquent person
responsible for the payment, not you or your troop; otherwise, your troop will be considered responsible for
the balance due. Never pay the balance of a delinquent parent or family.
• Make sure to keep records of any and all types of communication with adults responsible for product (e.g.,
emails, receipts, etc.). In the unfortunate event that an adult/family becomes delinquent, these documents
will become necessary for submitting complete information with the Delinquent Payment Form.
• If your troop’s ACH payment is returned for insufficient funds, GSEMA will charge your troop a $20 fee.
• Troop overpayments of $10 or more will be reimbursed; credit balances less than $10 will not be refunded.
• In the event of a robbery or a fire at home or in a vehicle that affects product or product money for your
troop, a claim should be filed with the owner’s homeowner or auto insurance for reimbursement. Also,
submit a copy of the police report/insurance documentation to GSEMA.
• Money collected for product payment should only be used for activities associated with your Girl Scout
troop and is not for personal use.
• To remain in good standing as a GSEMA volunteer, all adults must pay for all balances due within the
GSEMA payment time frame. Any adult with an outstanding debt to GSEMA will be unable to continue in a
volunteer position and will be ineligible for any other volunteer appointment within GSEMA.
• A troop with an outstanding cookie balance after March 30, 2018 will not be eligible to receive girl
recognitions until the balance is paid.
• Any volunteer with debts that are not paid in full will be released from the volunteer position
when GSEMA turns that debt over to a collection agency.
• Do not actively solicit donations for your troop or for any other organization.
Please also read and follow the procedures in Volunteer Essentials, Chapter 5: Managing Group
Finances http://www.gsema.org/content/dam/girlscouts-
girlscoutseasternmass/documents/volunteer-essentials.pdf
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 26GSEMA Cookie Program FAQ
Q. What are the rules with online selling or online promotion of Girl Scout Cookies?
A. The only GSEMA/GSUSA approved online venue for girls to sell Girl Scout cookies during the 2017-18 season
is the Smart Cookies Direct Ship platform. Girls cannot sell cookies on other online platforms. However, GSEMA
encourages girls and adults to use age appropriate online tools (such as: social media, email, or blogs) to help
MARKET and PROMOTE the cookie program. Remember girls, not families, sell Girl Scout cookies.
Q. Can my troop set up a booth sale outside our town liquor store?
A. No, consistent with the GSEMA Board-approved Volunteer Policies and Procedures, Girl Scout cookie booths
cannot be set up immediately outside adult-oriented or themed locations such as liquor stores, casinos, or
smoke shops.
Q. Can customers donate cash instead of buying cookies?
A. Customers may purchase cookies to go toward the Cookies for a Cause program. This program donates cookies to
active service members in our community and overseas, and to veterans. Cash collected during a cookie booth MUST
be for cookies either taken by the customer or set aside and allocated for the Cookies for a Cause program. Girl
Scouts cannot accept cash donations specifically for their troop. To learn more about our Cookies for a Cause program,
please see page 21.
Q. Why is palm oil used in Girl Scout cookies?
A. Palm oil is an ingredient found in the majority of baked snacks sold in the United States. Per GSUSA’s
licensed bakers, it is necessary to use palm oil in our cookies because it is unique in its ability to provide
volume and texture in baked goods, usually without adding transfats. One of the primary goals of our Girl Scout
Cookie bakers is to create the best tasting cookies possible using the best ingredients available.
Q. Can local businesses use Girl Scout cookies in their menus?
A. A restaurant or small business may use Girl Scout Cookies in their menus provided the cookies were bought
from a Girl Scout, but it cannot use the Girl Scout name or trademark to market their products. GSUSA has a
contractual relationship with select companies to include Girl Scout Cookies in their products and to use the
Girl Scout name and trademarks in conjunction with those products.
Q. My troop consists of older Girl Scouts and they are not interested in the cookie
recognition program. Why can’t they earn more troop proceeds instead?
A. They can! Older girl troops (Cadettes, Seniors, and Ambassadors) who are no longer interested in the
recognition program can unanimously agree to opt out of the GSEMA cookie recognition program and earn an
extra five cents in troop proceeds per package of cookies sold. All they need to do is complete and submit the
Opt Out Form found on gsema.org by February 1, 2018.
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 27Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 28
Notes:
Updated 11/14/17 • 2017-18 GSEMA Cookie Book • Page 29Contact Us Customer Care 844-306-GSEM (4736) CustomerCare@gsema.org Andover 143 Abbot Street Andover, MA 01810 Boston 420 Boylston Street, Suite 505 Boston, MA 02116 Middleboro 111 East Grove Street Middleboro, MA 02346 Waltham 265 Beaver Street Waltham, MA 02452 gsema.org @GirlScoutsEMass
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