2021 How-to Guide for Troop Leaders & Cookie Managers - Girl Scout Cookie Program Largest Entrepreneurial Program for Girls in the World - Girl ...
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Girl Scout Cookie Program Largest Entrepreneurial Program for Girls in the World 2021 How-to Guide for Troop Leaders & Cookie Managers
Table of Contents
Cookie Dates..................................................3
Cookie Lineup................................................3
Benefits of the Cookie Program................4
How Parents and Family Can Help............5
Checklist.........................................................6
New! Online options and support............. 7
Step-by-Step Instructions..................... 8-11
Recognitions................................................. 12
Smart Cookies........................................12-13
Safety First................................................... 14
Cookie Program Basics.............................. 15
Calculating Your Initial Order................... 16
Troop Proceeds Chart................................ 17
Picking Up Your Cookies............................ 17
Cookie Booths.........................................18-19
Cookie Cupboards..................................... 20
Cookie Closing Thoughts........................... 21
Glossary of Terms................................ 22-23 Girls participating in the
Cookie Pins.................................................. 24 Girl Scout Cookie Program
learn five essential skills:
Photos throughout this publication were 1 Goal Setting
taken before the outbreak of COVID-19.
2 Decision Making
3 Money Management
4 People Skills
5 Business Ethics
www.comgirlscouts.org • gshelper@comgirlscouts.org
804-746-0590 • 800-4SCOUT4 toll-free
@comgirlscouts @girlscoutsofva @GSCofVa
Girl Scouts of the Commonwealth of Virginia, 4900 Augusta Ave., Suite 200, Richmond, VA 23230
2
Cookie Lineup
Toast-Yay!
(2021 is the first year
for Toast-Yay!)
2021 Cookie Dates
Jan. 2 cookie program (order taking Thin Mints Peanut Butter Patties
and online sales) begins
Jan. 16 virtual cookie rally
Jan. 26 troop orders due in Smart Cookies
Feb. 18-22 cookie deliveries and drive-thrus
• Feb. 18 Fredericksburg drive-thru
• Feb. 19 Richmond drive-thru
• Feb. 20 Chesterfield drive-thru
Feb. 19-21 National Girl Scout Cookie Weekend
Shortbread Peanut Butter Sandwich
Feb. 22 cupboards open
March 9 first payment due
(ACH draft of 50% of initial order)
March 30 final day of online sales
March 30 final day cupboards are open
March 30 recognitions due in Smart Cookies
March 30 second payment due (ACH draft for all
cookies picked up as of March 23) Caramel Chocolate Chip
Caramel deLites (gluten- and nut-free)
ost
Cookies c for
ept
$4.00 exc late Chip, Lemonades
r a me l C hoco
Ca i s gluten-
w h ic h
d n u t - f r ee and
an 00. S’mores
costs $5. (2021 is the
last year for S’mores)
3
Benefits of the Girl Scout Cookie Program
The Girl Scout Cookie Program is the primary building block
of our Financial Literacy curriculum and it is the largest
entrepreneurial program for girls in the world.
Our objective is to teach girls financial literacy, so girls: Girls participating in the cookie
program learn five essential skills:
• Learn to use money wisely to reach both current
and long-term goals; 1 Goal Setting
• Become educated consumers who can assess
advertising claims and sales pitches; 2 Decision Making
• Develop business skills necessary to succeed in the 3 Money Management
workplace; and
• Become independent women who can support 4 People Skills
themselves and give back to their communities.
5 Business Ethics
It’s not just selling Girl Scout For more than 100 years, the
Girl Scout Cookie Program has
Cookies. It’s a financial literacy allowed Girl Scouts to fund their
and lifelong skill-building program! own activities. That purpose is no
The Girl Scout Cookie Program different today. As the largest
activities are designed to help girl–led business in the world, the
Girl Scout Cookie Program is a
your Girl Scout move toward a unique opportunity for girls to lead
financially independent future. the change in their own lives and
the wider world.
Girls set their cookie program goals
and work as a team to decide how
Serious troop proceeds will be used. What
Fun will your troop decide to do?
=
Serious • Fund a Take Action project
Skills • Travel to destinations near
and far
• Assist others in the community
• Explore the great outdoors
through a camp experience
4
Parents and Families Working
Together Can Create Cookie Success
90%
of women in the
United States will be
There are many ways families can support
their Girl Scout and her troop:
• Encourage adults to become a registered member of
Girl Scouts so they can assist in all aspects of the
cookie program
• Encourage adults to attend the parent meeting to get
responsible for their started with the cookie program
own finances at some • Ask for help securing locations for cookie booths. Some
point in their lives, may own or manage local businesses that want to
yet 78 percent are not support Girl Scouts
prepared for that responsibility.
• Ask for help picking up cookies at the drive-thru or
Recent research among
at a cupboard
college students showed that
females were significantly less • Create a decorative booth to draw attention to your
financially literate than males. booth sales
• Assist in the distribution of cookies and recognitions
• Post booth sale locations on social media
How the Cookie Crumbles
GSUSA Research tells us troops that have
high levels of parental support have happier
leaders and better experiences for the girls.
about 25%
of proceeds Adults act as coaches who help girls
cover cost of develop leadership skills by using these
the cookies three processes:
• Girl-led: Girls play an active part in figuring out the what,
where, when, how and why of their activities. They lead
the planning and decision-making as much as possible.
about 75% • Learning by doing: Girls engage in continuous cycles of
of proceeds action and reflection that result in deeper understanding
cover direct and of concepts and mastery of practical skills.
• Cooperative learning: Girls work together toward shared
indirect services
goals in an atmosphere of respect and collaboration that
to local girls and encourages the sharing of skills, knowledge and learning.
volunteers
When a Girl Scout has her family’s support,
Direct costs are troop
proceeds and recognitions. there’s nothing she can’t do.
Indirect costs are Get Involved! Moral support is a great place to start, but
financial assistance,
council-sponsored there are lots of other ways to help out! Go with her to sell
programming, volunteer and deliver cookies. Find locations for a booth sale and ask
training, recruitment and friends or colleagues to help supervise it. Or ask your troop
property maintenance for
leader about volunteering for meetings.
programming impact.
5
Troop Leader and
Troop Cookie Manager Checklist
Ensure all girls participating in the cookie Transfer additional cookies within Smart
program are registered for the current Cookies to girls who participated in sales
membership year. beyond the initial order such as booth sales.
Ensure all adults assisting with the cookie If any parent/guardian has outstanding
program are registered for the current debts, inform council staff no later than two
membership year and have a current days before scheduled ACH by submitting
background check on file. Outstanding Payment form and including
the signed parent/guardian agreement.
Ensure all Troop Leader Agreement forms
and the ACH form are submitted to GSCV. Distribute girl recognitions no later than
The Troop Leader Agreement form is required June. Report any discrepancies to your
each membership year. The ACH form is service unit product program manager by
only required this year if the troop has June 15.
experienced a change in leadership or in
their banking. New troop leaders will need to
submit both. COVID-19
There is nothing GSCV takes more seriously than
Hold a parents meeting (virtual or in-person) the safety and well-being of our girls, volunteers
to distribute all materials and to secure and staff members. COVID-19 guidelines that apply
support from all families. Ensure all parents to girls and volunteers at in-person gatherings
have signed the Parent/Guardian Agreement. (including cookie booths) are available at
Keep this form with the troop. www.comgirlscouts.org. Guidelines include:
• pre-screening including temperature check
Work with the girls to establish goals for the
• wearing masks
cookie program.
• practicing social distance
Enter girl sales information and submit troop • washing hands or using hand sanitizer
cookie initial order into the online ordering • cleaning surfaces
and reporting system (Smart Cookies) Guidelines are updated as necessary, so please
by deadline. Sign up for your preferred check the website regularly.
drive-thru delivery location and time through
Smart Cookies.
Sign up for additional council-sponsored
booth sale opportunities through Smart
Cookies.
Distribute cookies to parents/guardians
and obtain a signature. Remember to count
multiple times.
Collect payments from parents/guardians and
deposit money in troop bank account before
the scheduled ACH sweep.
For additional resources and more fun ideas, go to
abcbakers.com/volunteer-success-guide
6
New! Online options and support for 2021
Options for customers
This year, customers have several options for purchasing cookies online.
• Order online and pay at the time of delivery • Order online to be direct shipped
If the customer chooses to purchase cookies online (50% off shipping for some orders)
for girl delivery and not pay for the cookies at the Ordering cookies online for shipping direct to the
time of ordering, this is considered a “promise customer is a fantastic way for your family and
order.” Payment will be collected when the cookies friends to support the Girl Scout Cookie Program
are delivered. from afar. This option allows for cookies to be
purchased online and shipped directly to the
• Order and pay online for girl delivery address of choice. Also, as a 2021 pilot project,
This option allows customers to order through an Girl Scouts of the Commonwealth of Virginia is
eCard invitation or link and prepay with a credit card. subsidizing 50% of the shipping cost for orders
Girls will deliver the cookies. This option allows for in increments of 6-12 packages.
easy, contactless, front-door delivery.
Credit card options and support for troops
• Troops that choose to use the Smart Cookies • Troops that prefer to use Square, Venmo, Paypal
(www.abcsmartcookies.com) credit card or any other payment system that you may have
option will have the advantage of being able to used in the past still have the optioin to do so.
accept payment through social media links and However, the troop will be responsible for paying
a virtual booth sale link, as well as at physical any transaction fees.
booth sales. Additionally, Girl Scouts of the
Commonwealth of Virginia will cover 100% • For detailed instructions on how to set up
of the credit card transaction fees. Troops the credit card option in Smart Cookies, visit
using the credit card features will automatically the cookie section of our website at www.
receive credit for the full sale, including troop comgirlscouts.org or contact our help desk at
proceeds, in Smart Cookies. Funds from the gshelper@comgirlscouts.org.
sale are deposited into a council account, not
troop accounts.
Virtual cookie booths
• Troops will have access to a booth sale link. To • Troops can share the link along with the location
access this link, go to the troop information page the customers can pickup their order at a
in Smart Cookies (www.abcsmartcookies.com). drive-thru or traditional booth location (not a
girl’s home).
• Troop users can then share the link by email, text
or social media. • For detailed instructions on how to
access this link or how to use it, visit the
• The troop booth link will allow orders to cookie section of our website at
be placed and prepaid via credit card for www.comgirlscouts.org or contact our
local delivery. help desk at gshelper@comgirlscouts.org.
7
Step-by-Step Instructions
First Things First Complete and submit, if you haven’t already, the
Make sure all girls participating in the cookie program Troop Leader Agreement form and the ACH form to
are registered for the current membership year. You GSCV. The Troop Leader Agreement form is required
can do this by logging onto myGS at the top right- each membership year. The ACH form is only required
hand corner of our website. From here you will be this year if the troop has experienced a change in
able to log in to the Volunteer Toolkit and review your leadership or in their banking. New troop leaders will
current troop roster of registered girls. need to submit both.
If you identify any girls not currently on the roster Hold a Parents Meeting
who plan on participating with your troop, then Once you’ve completed your training on the cookie
please register them. Their parent/guardian can do program and received your materials, the next step
this immediately by logging onto our website at is to meet with the parents/guardians of the girls in
www.comgirlscouts.org and clicking on Register Now. your troop. This is a great way to involve the whole
Follow the same process to register all adults who family. Most troops hold a parents meeting just
plan to assist with the cookie program. In addition, all before or just after a troop meeting and allow 20-30
adults helping with the cookie program need to have minutes to cover the information. This meeting can
a current background check on file at GSCV. be either virtual or in-person.
Sample Parents Meeting Agenda (meeting can be virtual or in-person)
• Welcome and introduce the cookie program • Discuss money collection of cookies, dates you
• Share the goals the girls have set. The council will need it and what to do if they run into an issue.
goal is 200 packages per girl. • Share the dates and locations of any scheduled
• Distribute all materials (Family Guide, cookie booths.
Parent/Guardian Agreement, order card and • Ask for HELP. All troops need support from the
money envelope). families for the program to be a success. Find
• Have parents complete the Parent/Guardian out ways they can support you. Some examples
Agreement (if you participated in the Treat Yourself are: assisting at a booth sale, helping with the
Fall Product Program you should already have this initial pick-up of cookies from council, going to a
on file and don’t need to repeat). cupboard to pick up additional cookies throughout
• Review the Family Guide and have parent write the program, creating decorations for booth sales,
down important information, such as contact providing snacks/lunch for the troop at booth
information and important dates for your troop. sales. Be creative! All parents can participate and
• Review the five skills girls learn from participating be part of this fun and exciting program.
in the cookie program listed in the Family Guide.
• Review safety guidelines.
• Review the recognitions the girl can earn.
• Discuss the proceeds the troop will earn and the
plans the girls have for those proceeds.
• Discuss the options of selling (order taking, online Goal Setting
and at booths).
• Remind families they are responsible for Girls set cookie sales goals
all cookies ordered and the importance of and, with their team, create
demonstrating Girl Scout honor by not taking a plan to reach them. This
orders before the cookie program starts Jan. 2. matters because girls need
• Cookie Share is a great way to give back to our to know how to set and reach
men and women in service. Review details in the goals to succeed in school,
Family Guide. on the job and in life.
• Announce cookie distribution dates. (We
recommend you schedule these the same day or
immediately after the day you will pick up your
8 troop’s order.)
Taking Cookie Orders In addition to
Girls can begin taking orders on Jan. 2. The the girls’ names,
Girl Scout Law calls on us to be honest and fair, you will find an
so girls should not take orders before that date “extra” line in
to ensure all girls begin at the same time. Girls Smart Cookies.
can also begin selling online Jan. 2. By logging into This will allow New options
Smart Cookies, girls can create messages to send you to purchase
to customers. When a customer orders online, their additional See page 7 for new
cookies will be shipped directly to them. cookies for online options and
booth sales that support for girls, troops
are not credited
Initial Orders to a specific girl.
and customers in 2021.
Initial orders are the orders the girls have collected
You will have
through their order cards. You will need to enter
the opportunity
these orders in the Smart Cookies system by the
to transfer
designated deadline. We recommend you ask the
those cookies to
parent to have these orders to you one or two days
individual girls
in advance, so you have time to enter them in the
at a later time.
system. You will click on the submit button. At this
time, you will want to select your pickup time and
We encourage girls to continue taking orders after
location. This should appear on your screen after
the initial order has been placed. These additional
submitting your order. If you experience issues
cookies can be picked up at a local cupboard once
submitting the girls’ orders or selecting the pickup
the cookies have arrived.
time and location, please contact the GSCV help
desk at gshelper@comgirlscouts.org.
9
Step-by-Step Instructions
Picking Up the Cookies If you need assistance in transferring cookies,
The cookies placed in the initial order will be available please contact your local service unit product
for pickup at the date and time you selected when program manager or the GSCV help desk at
placing your initial order. Some rural communities will gshelper@comgirlscouts.org.
have one delivery at a community facility or home.
Your local service unit product program manager Booth Sales
will let you know if your troop will participate in one Booth sales are an opportunity to sell cookies to
of these rural deliveries. The majority of troops in the general public at a specific time and location
the Fredericksburg and metro Richmond areas will designated by the troop or at council-secured
participate in one of three drive-thru locations. Troops booth location. Troops have two ways to schedule
can choose their pickup site and time using Smart booth sales.
Cookies.
Troop-Secured Cookie Booths
Additional Cookies Troops schedule their own booth times and locations.
Since your girls will continue selling and many of This is often done by contacting the owner or
your initial customers will want more, we will have manager of a location and making a personal request.
cookie cupboards throughout the council jurisdiction. When doing so, please make sure you identify yourself
These cupboards will be stocked with cookies, so and that you are a volunteer with Girl Scouts of the
you will have access to as many as you need. In order Commonwealth of Virginia. These booth sales will
to guarantee your cookies, we have a planned order need to be entered into Smart Cookies for approval
system where you can order the cookies through and to be listed on the Cookie Finder. An additional
Smart Cookies by 11:59 p.m. Thursday and guarantee benefit is that once it has been approved in Smart
the cookies will be available for pickup on Friday or Cookies, you can easily share the booth on social
Saturday of the following week. media letting your family and friends know where
to get cookies. If any request is made for proof of
insurance or a letter from GSCV, please contact the
Transfers help desk at gshelper@comgirlscouts.org.
Beyond the initial orders, we want to ensure girls are
getting credit for the cookies they sell. These may be
When considering a booth location, be creative. Think
from repeat customers, new orders or participation
of places people will pass by or gather. Consider
in a booth sale. To do this, log in to Smart Cookies
family and friends who are business owners and
and click on the Transfer Tab, then click on Troop-
would welcome your girls.
to-Girl Transfer, enter the number of each variety
and click submit. This will “move “ these cookies to
the individual girl, giving her credit and updating the Council-Secured Booth Locations
recognitions she has earned. Smart Cookies will have a listing of available booths
secured by the council. You can log in and choose the
The cookies you picked up at a cupboard are ones that work within your troop’s availability. Many
transferred to your troop from the cupboard manager of these booth opportunities are in partnership with
(usually within 72 hours of being picked up). These a national corporate headquarters and cannot be
will show in your troop dashboard as booth cookies. changed by the local manager. As more opportunities
You will also receive an email become available, they will be added into Smart
when the transfer is made. Cookies, so check in frequently.
These are the cookies you
want to transfer to your girls.
10Payments
The troop will make payments to GSCV for cookies Opt-Out of Recognitions
through ACH sweeps. These payments will be drafted Older girl troops (Cadette level and up) have
from the troop’s checking account twice during the the option of opting out of recognitions and
cookie program. The first payment due will be 50% instead receiving an additional 5 cents per
of the initial order placed in Smart Cookies. The final package. Troops choosing to do this should
payment will cover any remaining balance, including select this option under troop information in
cookies picked up from cupboards. Reminder emails Smart Cookies.
will be sent to troop leaders before the sweep takes
place. If your troop is running into difficulties and
will not have the funds available in the bank account Most recognitions will be received by your local
on the designated dates, please contact our finance service unit product program manager in late April
department by calling 804-746-0590 at least 48 or early May. He or she will distribute them at your
hours before the ACH sweep. It’s important to service unit meetings or through a designated plan.
remember to give the families of girls in your Please distribute them to your girls as soon as
troop a deadline to have payments to you in possible. If you find your troop is missing items, let
order to have those funds in the troop account your service unit product program manager know by
before the ACH draft. June 15.
Troop leaders can determine the method of payment Some of the higher-level recognitions will be
parents submit to the troop. distributed at the Stellar Seller Event in June.
If a family is unable to pay for cookies it has Girls who earn Pathway Passes will have them
received, you will complete and send in the Parent/ mailed directly to their homes. Girls participating
Guardian Outstanding Payment form along with at levels that include the Cookie Boss Event, Night
the Parent/Guardian Agreement that was signed at at the Diamond or Stellar Seller Event at Pamunkey
the parents meeting. Send to GSCV as soon as you Ridge Girl Scout Camp will receive invitations mailed
become aware of an issue. By doing this, the troop directly to their home.
will not be held accountable for these funds, and
the council will work with the families to collect the
outstanding payments.
Celebrate and Follow
Recognitions Through on Their Plans
The girls have worked hard and deserve the
It’s important to remind the girl
recognitions they have earned. Most of the s of the goals
they set and to let them celebr
recognitions are automatically calculated by Smart ate their
accomplishments. If they fall sho
Cookies (another reason to make sure the transfers rt of their
goals, it’s a great opportunity for
have taken place), but the girls have a few options. learning and
evaluating what they will do diff
For some recognitions, there is a choice between erently next
year. If they exceed those goals,
items. The girls and their parents can make those encourage
them to think bigger next time.
choices or select appropriate sizes by logging into As you wrap
up the cookie program, it’s als
the girl’s account in Smart Cookies. To ensure the o a great time to
review the skills learned (Goal
recognitions are received on time, make sure all your Setting, Decision
Making, Money Management,
troop transfers have taken place by the designated People Skills and
Business Ethics). Celebrate the
deadline. You will want to review all the girls’ ir achievements
with the current Cookie Pin!
recognitions orders through your troop dashboard
and click on submit.
11Recognitions
New in 2021
We asked girls what they
Smart Cookies
wanted! The recognition page P OW E R E D BY A B C B A K E R S
™
details every reward; here are
a few:
• patch and plush bee at 200
(the council’s per-girl goal)
Smart Cookies Overview
The Smart Cookies platform (www.abcsmartcookies.com)
• “Frozen” behind-the-scenes
helps girls superpower their cookie orders as they go
webinar at 750
beyond the booth with mobile and online channels. The
• create your own Vans at 1,250
platform is a fun educational tool that helps girls have fun
• kayak or wireless earbuds at 1,500
and manage their Girl Scout Cookie business online.
• sewing machine at 2,000
• media kit (TV and vlogging equipment) at 3,000 With a fun, robust, hands-on interface, Smart Cookies is
an amazing learning experience for every girl. Through her
Recognitions and Process personalized cookie site, she can send emails and accept
Girls are learning important skills while cookie orders that can be shipped to customers anywhere
participating in the cookie program, and they can within the United States. On the platform, girls can set their
also earn fun and exciting recognitions. In order cookie goals, choose recognitions, track their progress,
for them to receive their recognitions in a timely manage orders and inventory, learn internet safety skills
manner, recognition orders are due in Smart and more, all while they learn age-specific skills.
Cookies by the designated date. Recognitions will
then be mailed to the local service unit product Leaders use Smart Cookies to encourage girls,
program manager for distribution in mid-April or communicate with parents, track deadlines, place orders
early May. and manage recognitions.
Please distribute the recognitions to your girls as
soon as possible. If you find your troop is missing
items, let your service unit product program
manager know by June 15.
Girls who earn Pathway Passes will have them
mailed directly to their homes. Girls participating
at levels that include the Cookie Boss Event, Night
New!
at the Diamond or Stellar Seller Event at Pamunkey Pilot Project:
Ridge Girl Scout Camp will receive invitations
mailed directly to their home. Some of the 50% Discount
higher-level recognitions (750 and above) will be For 2021, we’re piloting a 50%
distributed at the Stellar Seller Event in June. shipping discount for direct-ship
Opt-Out of Recognitions orders of six packages or more.
Older girl troops (Cadette level and up) have the The discount will be applied during
option of opting out of recognitions and instead the direct-ship ordering process.
receiving an additional 5 cents per package. Troops
choosing to do this should select this option under
troop information in Smart Cookies.
12Smart Cookies be notified through Smart Cookies of their request status.
Initial Orders • All secured booths are listed in the “My Reservations” tab
The initial order is the first order the volunteer will place within Smart Cookies.
into Smart Cookies. It is based on the orders the girls have • Email notifications are sent to the troop contact email
submitted to him/her through their order cards. When address confirming the booth assignments and/or
calculating the initial order, make sure you include the deletion of booth assignments.
information on the front and back of the girl order card. If • There is a map provided displaying the locations of
it came to you with a total, doublecheck those amounts. available booths.
The initial order should also include cookies for booth • Booth information will be populated in the GSUSA booth
sales. After placing the initial order, you will be prompted to finder app available to consumers to locate booth sales
choose a drive-thru location and pickup time. in their neighborhood.
• Booth opportunities are often added beyond the initial
Additional Cookies/Planned Orders launch, so be sure to check back frequently.
After the initial order has been received and distributed,
additional cookies can be picked up at local cupboards Scheduling Other Booths in Smart Cookies
using the planned order system or by visiting a Booths scheduled directly by the troop should be entered
cupboard at the designated times. Only planned orders in Smart Cookies. This can be done by logging in to Smart
can be guaranteed. Cookies and clicking on the booth tab. The troop will benefit
• Planned orders can be placed weekly for the council- by this for several reasons:
operated cupboards (Augusta Avenue, Dunmar Moving • Troop-secured booths entered into Smart Cookies will go
and Ron Rosner YMCA in Fredericksburg). through an approval process to ensure the location
• Planned orders will be available at volunteer-run is appropriate.
cupboards for the first two weeks and possibly after. • Once approved, the booth will be populated in the GSUSA
• Planned orders placed in Smart Cookies by 11:59 p.m. booth finder app available to consumers to locate booth
Thursday will be available for pickup the following week sales in their neighborhood.
on Friday or Saturday. • Leaders will have the option of posting booth times and
• When selecting planned orders in Smart Cookies, you will locations on Facebook and other means of social media
need to choose the location, date and approximate time through Smart Cookies.
you will be picking up your order.
• You will be asked to enter the quantity and variety of Transferring Cookies to Girls
cookies. Planned orders can only be placed for full cases. Beyond the initial order, all cookies sold by girls will need
• The confirmation you receive for the planned order will to be transferred to the individual girl’s account. Cookies
contain the location, date and time you have selected. picked up from a cupboard or ordered as booth cookies
• After the cookies have been picked up, the cupboard in the initial order can be easily transferred to each girl by
manager will complete the cupboard-to-troop transfer. completing the following steps:
This process may take up to 72 hours, sometimes longer • Leaders/troop cookie managers select transfers on the
at the beginning of the program. troop dashboard
• If you place a planned order and determine you no longer • Select Troop to Girl Transfer
need that order, please notify GSCV by contacting the • Select the girl to transfer cookies to
help desk at gshelper@comgirlscouts.org. • Enter the number of packages for each variety of cookies
• Click save
Scheduling a First-Come, First-Served Booth
Once GSCV schedules the date and time for the council- This process will move the cookies out of the troop
sponsored booth locations, volunteers can log in to Smart inventory and to the individual girl’s account. This will
Cookies and choose up to three opportunities. Troops will provide accurate financial information to the troop and
family as well as ensure she receives the appropriate
recognitions she earned.
There are tutorials and helpful videos within Smart Cookies
and on ABC Bakers YouTube Channel.
13Safety First Be sure to follow these safety rules.
COVID-19
There is nothing GSCV takes more seriously than
the safety and well-being of our girls, volunteers
and staff members. COVID-19 guidelines that apply
to girls and volunteers at in-person gatherings
(including cookie booths) are available at
www.comgirlscouts.org. Guidelines include:
• pre-screening including temperature check
• wearing masks
• practicing social distance
• washing hands or using hand sanitizer
• cleaning surfaces
Guidelines are updated as necessary, so please
check the website regularly.
SHOW YOU’RE A GIRL SCOUT — Wear the Girl Scout
membership pin and have girls wear their sash or vest.
BUDDY UP — Always use the buddy system. It’s not just safe,
it’s fun.
BE STREETWISE — Become familiar with the areas and
neighborhoods where you will be selling Girl Scout Cookies.
PARTNER WITH ADULTS — Adults should accompany Girl
Scout Daisies and Brownies. Girls in grades 4-12 must be
supervised by an adult when selling door-to-door and must
never sell alone. Two adults, one of whom is a registered
member, should be present at all cookie booth locations and
in all public places.
PLAN AHEAD — Always have a plan for safeguarding money,
avoid walking around with large amounts or keeping money at
home or school. Booth sale money cashboxes should never be
left unattended. Use an apron instead of a box to keep monies
close. Give proceeds to supervising adults who should deposit
it in the troop bank account as soon as possible.
DO NOT ENTER — Never enter the home or vehicle of a
person when you are selling or making deliveries. Avoid going
into alleys.
PROTECT PRIVACY — Girls’ names, phone numbers,
addresses, or email addresses should never be given out to
customers. Use a group contact number or address overseen
by an adult for customers who request information to reorder
or give comments.
BE SAFE ON THE ROAD — Always follow safe pedestrian
practices, especially when crossing at intersections or walking
These sites are great informational resources: along roadways. Be aware of traffic when unloading cookies
Council links and guides: www.comgirlscouts.org/cookies and passengers from vehicles.
GSUSA Cookie Program: www.girlscouts.org/cookies
BE NET WISE — Take the GSUSA Internet Safety Pledge
14 before going online.Cookie Program Basics
Who Can Participate in the Price of Cookies
Cookie Program? Cookie varieties are $4.00, except for the Caramel
Chocolate Chip cookie, which is gluten- and nut-free
All girls registered for the current membership
and sells for $5.00.
year within Girl Scouts of the Commonwealth of
Virginia are eligible to participate in the cookie
program. All girls must have a signed Parent/
Guardian Agreement Form on file with the troop.
Financial Responsibility
The troop leader holds the responsibility for ensuring
Individually Registered Girls all funds are collected and available in the troop
account by the designated dates in preparation for ACH
drafts. Inform GSCV about any delinquent accounts by
Girls unaffiliated with a troop are still eligible to
April 15. When informing GSCV of delinquent accounts,
participate in the cookie program. These girls
submit the outstanding payment form along with the
can contact gshelper@comgirlscouts.org for
Parent/Guardian Agreement form the parents signed at
more information.
the beginning of the program.
There are three ways girls Cookie Share
can participate in the cookie
program Cookie Share is a great opportunity to support our
men and women serving in the military. All cookies
• On Jan. 2, a girl can begin taking orders using purchased through Cookie Share are donated to the
her order card. Those orders must be turned USO. The program helps in many ways:
in to her troop cookie manager or leader by • It gives customers who would rather not eat
the designated date in order to be entered into cookies a chance to support the Girl Scouts.
Smart Cookies. Girls then receive the cookies • Benefits are doubled — Girl Scouts earn money
in mid-February and can deliver cookie orders. for activities and the USO gets a much-
Girls should only collect funds when the appreciated donation.
cookies are delivered. All funds then need to be • It gives girls an opportunity to learn about the USO
turned in to the troop. and to know they have given back to the military in
• Girls can participate by selling cookies online a way even the youngest girls can understand.
through the Smart Cookies site. See page 7 for Troops participate in Cookie Share by having girls take
details about all of this year’s different options. orders on their order card in the designated cookie
• Girls can participate in troop booth sales. Troop share column. Girls can also take orders through online
leaders will notify girls as to dates, times and sales designated to Cookie Share. Cookies donated
locations of booth sales. to the USO are not included in the distribution of the
cookies. Troops never need to physically touch these
cookies, and the council will deliver them to the USO.
15Calculating Your Initial Cookie Order
Once the troop cookie manager has collected all of the girl order cards from the parents, the
troop cookie manager should calculate the troop initial order. Remember: Troops order whole
cases of cookies (12 boxes equal one case). The system will automatically round your
girls’ orders into full cases. Follow these steps to determine the troop Initial order:
Step 1 Step 3
Total each girl order form. If the parent/ Enter the number of additional boxes of
guardian totaled the order form(s), review each variety needed for the first booth
to make sure their math is correct. sale(s).
Step 2 Step 4
Enter each girl’s total initial order in Smart Double check the troop’s order totals
Cookies by the box and by variety. against the computer-generated report.
Step 5
Please submit initial cookie order online
before 11:59 p.m. on the designated
deadline.
16Troop Proceeds Chart
Older girl troops who opt out of Girl
Recognitions (This is only an option
Troop Per Girl With Girl Recognitions, for Cadette, Senior and Ambassador
Average the troop earns troops. This must be a troop decision.)
1-149 $.55 cents per package $.60 cents per package
150-169 $.60 cents per package $.65 cents per package
170 and above $.65 cents per package $.70 cents per package
There are 12 packages of cookies per case.
Troop cookie profit is based on volume: the more you sell, the more is retained by the troop.
At no time do troop proceeds raised from the cookie program belong to an individual girl. All proceeds are
troop funds.
Picking Up Your Cookies
The majority of troops will participate in one of our cookie
drive-thrus. Both the pickup location and time can be chosen in
Smart Cookies after placing the initial order.
This helpful chart will assist in planning for cookie pickup and
to determine how many vehicles will be needed.
Compact Car 35 Sport Utility Vehicle 80
Mid-size Sedan 35 Minivan (seats in) 100
Standard Car 45 Full Bed Pick-up Truck 100
Station Wagon 70-75 Cargo Van 150-200
17Cookie Booths
Cookie booths are an important ITEM CASES
part of the overall cookie program. Thin Mints 3-4
In planning for booth sales, the
Caramel deLites 3-4
troop leader and troop cookie
manager should evaluate how Lemonades 2
many cookies are generally Shortbread 1.5
sold. The chart to the right is a Peanut Butter Sandwich 1.5
recommended number
Peanut Butter Patties 1.5
of cookies to have on hand.
Some booth locations will have Girl Scout S’mores 1.5
heavy traffic and other ones may Toast-Yay! 1
be slower.
18Booth Sale Checklist
Be prepared for COVID-related
requirements (see below). Girl & Adult
Order cookies through your initial
order or through the planned
Responsibilities at
order system. Booth Sales
Be prepared for weather • Wear Girl Scout uniform, Girl
conditions; girls should wear Scout T-shirt or Girl Scout Pin for
appropriate clothing along with identification purposes.
their Girl Scout vest or sash. • Remember you represent the
Bring table(s) for displaying and entire Girl Scout Movement when
selling cookies. You may want to selling cookies.
bring chairs for adults. • Display courteous manners at all
times. Thank customers whether or
Bring writing instruments to not they buy any cookies.
track the girls’ sales. • Think of fun sales slogans to
attract customers.
Bring signs, banners, even a
chart displaying the girls’ goals is
a great idea.
Bring cash box or apron with
change and bags for customers
to carry cookies.
If possible, have contact people
on standby to make Cookie
Booth
Cupboard runs should more
cookies be needed.
Sales
Record the average number of
packages that people buy.
Share information about how
girls can join Girl Scouts.
Distribute 5 for 5 cards that
explain how people who buy five
or more packages of cookies can
enter a drawing for five cases of COVID-19
cookies. There is nothing GSCV takes more seriously than
the safety and well-being of our girls, volunteers
Any monetary donations and staff members. COVID-19 guidelines that apply
received are to be used to to girls and volunteers at in-person gatherings
purchase additional Cookie Share (including cookie booths) are available at
cookies. www.comgirlscouts.org. Guidelines include:
• pre-screening including temperature check
• wearing masks
• practicing social distance
• washing hands or using hand sanitizer
• cleaning surfaces
Guidelines are updated as necessary, so
please check the website regularly. 19The cou
ncil
goal is
200 pa
ckages
per gir
l.
Cookie Cupboard Managers and Locations
Sheila Johnston #1 Girl Scout Office Richmond Tuesday-Friday 10 a.m.-6 p.m. 804-746-0590
4900 Augusta Ave., Richmond VA 23230 Saturday 9 a.m.-noon
Sheila Johnston #2 Dunmar Moving Tuesday 3-5 p.m. 804-746-0590
8030 Whitepine Road, Richmond, VA 23237 Friday 2-5 p.m.
Wanda Lawrence
Ron Rosner YMCA Tuesday 11 a.m.-3 p.m. 540-207-0428
5700 Smith Station Road, Fredericksburg, VA 22407 Wednesday by appointment
Thursday 10 a.m.-5 p.m.
Friday 10 a.m.-4 p.m.
Saturday 9 a.m.-noon
Kathi Taylor Glen Allen Call or email first 804-672-1665
10009 Christiano Drive, Glen Allen, VA 23060 Not open on Sunday kathi.taylor1@gmail.com
Erin Reasor Hanover Text first 804-310-9962
9092 Winterham Drive, Mechanicsville, VA 23116
Virginia Anne Collins King George Call first 540-775-9165
8043 Indiantown Road, King George, VA 22485
JoAnne Baldwin Victoria Call first 434-696-3201
1720 Ninth St., Victoria, VA 23974 No weekends
Angela Dawson Northumberland Text first 804-580-1497
181 Luttrellville Road, Callao, VA 22435
Laura Baltz Powhatan Text or call first 804-467-4313
1510 Holly Hills Road, Powhatan, VA 23139
Jennifer Lowery Tappahannock Text or call first 804-445-5204
605 Essex St., Tappahannock, VA 22560
Maribeth Smith Amelia Text first 804-517-1555
7831 Stonewall Place, Amelia, VA 23002
Elise Pailthorpe Stafford Text or call first 757-615-4934
109 Meadow Lane, Stafford, VA 22556
Lorenza Rocamontes Chesterfield Text or call first 804-522-4400
8100 Hillcreek Drive, Midlothian, VA 23112
Angela Beazley #1 Hopewell Text or call first 804-536-6828
2308 Lynchburg St., Hopewell, VA 23860
Angela Beazley #2 Chesterfield Text or call first 804-536-6828
18211 Branders Bridge Road, S. Chesterfield, VA 23834
20Closing Thoughts
What to do with unsold cookies Past due payments/
insufficient ACH drafts
There are several options for troops to
deplete their cookie inventory (unsold Girl Scout families are responsible for collecting
cookies are not returnable). payment for all cookies.
• Check with all the families in the • After a troop has made a reasonable effort
troop to see if anyone needs more to recoup past due amounts owed (resulting
cookies. from non-payment, non-sufficient funds or
• Hold one more booth sale. closed accounts, plus any associated bank
• Notify your local SUPPM. He or she fees), submit both a completed Outstanding
may be aware of troops in your area Payments Owed Form and the signed Parent/
in need of cookies. Guardian Agreement Form to GSCV.
• If the payment is received by the troop
after the form is submitted, please
Money Collection contact the council office immediately at
gshelper@comgirlscouts.org.
Girls collect payments from customers
at the time cookies are delivered in
person or customers pay online (see Other helpful tips
page 7 for details).
• Keep receipts for all cookies distributed to
• Customers pay for cookies by cash families.
or check or through electronic • Reduce the chance of bounced checks by not
payment. (Troop leaders should accepting a single check for more than $150.
determine the best method to collect Also, please make sure the memo section of
payment for their troop.) the check is filled in.
• Encourage parents to make multiple • As the cookie program winds down, remember
payments throughout the cookie to keep all troops’ information current in
program to ensure the funds are in Smart Cookies, including transferring cookies
the bank account before ACH sweep. to girls and ensuring the recognition orders
• Enter what each family has paid into are complete.
Smart Cookies to keep track of what • Don’t forget you have a team of people
is owed. available to support you. Your local service
• Deposits should be made into the unit product program manager is trained and
troop account as soon as possible willing to assist you, as is the GSCV staff.
after checks are received and in
plenty of time for the ACH draft. Last but not least, make sure you
celebrate with your girls. They’ve
learned important skills and worked
hard. It’s important to revisit their
goals, follow through with their
The cou plans, and revel in their success.
ncil
goal is
200 pa
ckages
per gir
l.
21Cookie Sale Terms and Definitions
ABC BAKERS COOKIE BOOTH INITIAL ORDER
The current contracted provider of Girl A cookie booth is a group of girls and The first order for product placed by a
Scout Cookies to Girl Scouts of the adults who set up a stationary table, troop. Cookie initial orders are based
Commonwealth of Virginia. usually in front of a business, to sell on expected sales and placed before
product. We recommend a minimum the beginning of the sale.
ABCSMARTCOOKIES.COM of two adults and two girls. Booths
Is the bakery website with cookie should be entered in Smart Cookies. OPT OUT
selling resources for girls, parents and Is when a troop decides to forfeit girl
adult cookie volunteers. Tips, ideas and COOKIE CUPBOARDS recognition items for additional troop
cookie recipes can all be found here. Cookie cupboards are managed by proceeds per box sold by the troop.
Girl Scout staff and volunteers where Girls in opt-out troops still receive
ACH FORM you can pick up additional cookies. appropriate patches and the celebration
An automatic clearing house See Planned Orders. events at individual recognition levels.
form filled out by troop leaders to
authorize council to withdraw funds COUNCIL OUTSTANDING BALANCE FORM
for product payment from the troop’s The regional Girl Scout Charter for a A form used by a troop to document
bank account. geographic region responsible for the when parents/guardians have not
operations of the business and the completed the financial responsibilities
ACH SWEEP management of volunteers. they agreed to for the product checked
The term used for the automatic out to them.
deduction of product sales payments DIRECT SALE
from the troop bank account to council When cookie product is delivered to PARENT/GUARDIAN
for product sold. See the important troops and booth sales are conducted. AGREEMENT FORM
dates for withdrawal dates and A form completed by each parent
amount details. FUN or guardian allowing their girl to
What girls experience when selling participate in the cookie program. This
cookies while practicing leadership form also provides legal documentation
roles and the five essential skills. of financial responsibility for all cookies
obtained for the girl. This form is
GSCV kept with the troop leader unless an
Girl Scouts of the Commonwealth outstanding balance form is submitted.
of Virginia In that case, the agreement form
should accompany the outstanding
GSCV ENTREPRENEUR OF balance form submitted to the council.
THE YEAR
The top cookie seller for each Girl PLANNED ORDERS
Scout level with the top overall seller A planned order is an order placed
being named the GSCV Entrepreneur with a specific cookie cupboard for
of the Year. pickup of more cases of cookies after
initial order.
INCENTIVES
See Recognitions RECOGNITIONS
Recognition items are earned by
INDIVIDUALLY REGISTERED girls for achieving sale volume levels.
MEMBER Levels and items are outlined on the
Individually registered member is girl cookie order card insert. Troops
a program designated for decide if the girls want incentive items
individually registered girls without or additional proceeds per box. All
a troop designation. incentives are cumulative.
22REWARDS SERVICE UNIT PRODUCT SMART COOKIE U
See Recognitions. PROGRAM MANAGER A central website resource location
A volunteer who manages the Cookie with bakery and council specific cookie
SERVICE UNIT Program coordination for all troops information.
The geographic service area assigned within a service unit.
by the Membership and Recruitment TROOP COOKIE MANAGER
Department based on school SMART COOKIES The troop cookie manager serves as
districting. Service units are made up A bakery-provided computer program the primary coordinator of the cookie
of several troops. used by troop and service unit program within a troop.
volunteers as well as the council to
SERVICE UNIT DIRECTOR order, track and reconcile the cookie
A volunteer who manages the service program including girl sales and
unit and the troop volunteers therein. recognition items.
Thank You!
A special thank you to our troop leaders and
cookie managers for their hard work and support
in making the cookie program a success.
23Cookie Pins
The Cookie Entrepreneur Family
pin collection enables girls and
their families to learn to think like
entrepreneurs as they participate in
the Girl Scout Cookie Program. Each
Girl Scout grade level has its own set
of requirements to help families guide
their Girl Scout as she runs her own
cookie business year after year. Girls
can earn all 13 pins in the collection
— one unique pin for every year they
participate. Learn more at
girlscouts.org/entrepreneurfamily.
Goal Setting
Girls set cookie sales goals and,
with their team, create a plan to
reach them. This matters because
girls need to know how to set and
reach goals to succeed in school,
on the job and in life.
Girl Scouts of the Commonwealth of Virginia
4900 Augusta Ave., Suite 200, Richmond, VA 23230
www.comgirlscouts.org
804-746-0590
gshelper@comgirlscouts.orgYou can also read
