Girl Scout Cookie Program - 2021 Troop Cookie Manager Guide - Girl Scouts Heart of Central ...
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Table of Contents COVID-19 Updates
Due to COVID-19, there may be updates to some information
Program Checklist 4 found in this guide. Additional information will also be made
available as we get closer to inventory delivery time. For the
2021 Dates to Remember 5
latest information, please visit girlscoutshcc.org or check our
Your Role and Responsibilities 8 council-wide cookie manager rally in Rallyhood.
The 5 Skills 9
Girl Scout Cookie Program Materials— 10 Need help using the Smart Cookies platform?
Be Prepared! 800.853.3730
ABCtech@westonfoods.com
Smart Cookies 11
Smart Cookies Payment System 12 Check out our Just in Time Trainings
Ways to Participate 13 for additional Smart Cookies Help
girlscoutshcc.org/resources
Cookie Share 14
Proceeds and Rewards 15 Direct Ship Orders
Troop Treasure 16 abcsmartcookiesdirect@interbake.com
Troop Initial Order 17
Questions?
Cookie Drops 18
GSHCC Customer Care
Booth Selections 19 916.452.9181 or 800.322.4475
Troop Secured Booths 20 customercare@girlscoutshcc.org
Preparing for Booth Sales 21
2020 Cookie Program in Review
Alternatives to Booth Sales 23
Cookie Cupboards 25
Order Types—Planned, Unplanned 26
and Transfer Orders
Financials 28
40,105
cookie
s hare
31cookie
CUPBOARDS
$1700
AV E R AG E
TROOP
448
GIRLS
PROCEEDS
D O N AT I O N S
2,597,114 REACHED
Theft, Loss and Product Complaints 30 PACK AGES SOLD earned GIVE BACK
Wrapping Up the Program 31 2mega
DROPS
L E V E L
1,695
Girl Scout Product Program Terminology 32
11,627 troop
Notes 33 GIRLS LEARNED COOKIE 1,086
Rewards 35 five
GIRLS SOLD
ENTREPRENEURSHIP
SKILLS TO LAST
A LIFETIME
MANGE R S
TO MAKE IT
ALL HAPPEN
girls
REGISTERED TO
4000+ service unit
100
PARTICIPATE
THROUGH
PACKAGES cookie mana ers
g AFTER-SCHOOL
OF COOKIES TO INSPIRE TROOPS PROGRAMS
2 girlscoutshcc.org/cookies • 800.322.4475Dear Cookie Volunteers,
As we gear up for another Girl Scout Cookie season, I’ve been reflecting on the origins of
this time-honored annual tradition. When Girl Scouts was founded back in 1912, there wasn’t
much in the way of philanthropic support for girls’ leadership programming. A girl-led service
project changed that forever.
During World War I, the very first Girl Scout Cookies were baked in the home ovens of the
Mistletoe Troop to fund a community service project in Muskogee, Oklahoma. Over the next
5 years, the tradition of selling cookies swept the nation, giving girls the economic power to
be a force of good and a voice for change in their communities.
2020 has made it clear to me that we have an obligation to ensure Girl Scouts’ programming
is here to meet the needs of our girls and our communities, now and in the years to come.
Now is the time to prepare our girls to lead in times of crisis, to teach our girls the vital
importance of business ethics, and to show girls how to mobilize the economic power of
women to make the world a better place.
Thank you for partnering with us to teach our girls how to empower themselves to meet the
challenges of the day.
Sincerely,
Dr. Linda E. Farley
CEO
girlscoutshcc.org/cookies • 800.322.4475 3Program Checklist
Use this sheet to ensure you don’t miss any important steps for the 2021 Girl Scout Cookie Program.
Tear it out and place it on your fridge or desk for easy access.
Ensure two leaders registered for the 2021 membership year
Cookies picked up from Cookie Drop
with a cleared background check Verify counts prior to distribution. Notify GSHCC within
Ensure cookie manager registered for the 2021 membership 24 hours of any discrepancies.
year with a cleared background check
Pick-up Early Reward T-Shirts from service unit cookie
Ensure contact informationand address correct in `~KKcraq manager, if any, and verify counts prior to distribution
Complete Volunteer Position Agreement
Ensure girls deliver cookies to customers and collect money
Complete training (with service unit cookie manager or
Coordinate booth sales and attend when needed
in gsLearn) Use Smart Booth divider to distribute booth sales to girls
Submit training completion certificate (if completed in (ongoing—must be done after every booth sale)
gsLearn) Place Planned Orders if needed (ongoing—any time your
Ensure troop has active bank account troop needs more inventory)
Submit ACH Authorization Form, if necessary (see pg. 30)
Enter transfer orders in Smart Cookies (ongoing—must be
Ensure all troop members registered for 2021 membership year done after any inventory is transferred to girls or other troops)
Collect supplies from service unit cookie manager
Collect and deposit money (ongoing—ensure troop is
(after training completion) depositing early and often)
Host cookie kick-off with troop and parents (check out the Enter girl financial transaction in Smart Cookies (ongoing—
cookie family meeting toolkit at girlscoutshcc.org/resources) must be done any time a girl turns in money)
Share program information and supplies with families Ensure there are enough funds for ACH withdrawals
Collect Parent Permission Forms for all participating girls
MARCH 4—ACH Withdrawal #1
Log in and set up your Smart Cookies account
MARCH 14—Cookie program ends
Identify volunteers to help at Cookie Drop (Mega Drop or
MARCH 17—Submit Main Recognition and Troop
SU Mini Drop depending on your service unit; check with Recognition Orders
your service unit cookie manager for more information) Assign any remaining inventory to girls at end of sale
prior to March 17
Coordinate with troop to identify preferred booth
appointments prior to January 10 Booth Round 1 Ensure Smart Cookies does not show negative inventory.
Must be fixed if it does
Schedule booths (see pg. 20)
Collect reward and experience selections from all girls
JANUARY 8—Cookie program begins based on what they earned
JANUARY 24—Order cards collected from girls (copies Notify the troop leader if Troop Treasure was earned or not.
encouraged since girls will need for distribution). Remember Provide earned amount, if applicable
that money is collected at time of delivery, not at time of
order (different from the Girl Scout Fall Product Program)
MARCH 18—ACH Withdrawal #2
Collect T-Shirt sizes from girls for Early Reward (if earned)
MARCH 25—ACH Withdrawal #3 (final)
JANUARY 25—Encourage girls to enter goal no later than
Verify Troop Balance Summary report shows zero balance
this date to earn Goal Getter Patch after final ACH withdrawal
JANUARY 25—Deadline to submit Initial Order and
Provide leader copy of Troop Balance Summary for end of
Early Recognition Order year Financial Report
JANUARY 25—Deadline to select Troop Proceed Plan
Coordinate with service unit cookie manager for reward pick-up
selected in Smart Cookies (if choosing Older Girl Proceeds) Verify counts prior to distribution. Notify service unit within
24 hours of any discrepancies.
Ensure someone from troop can pick-up cookies from
Cookie Drop Distribute rewards to girls
Give Troop Treasure card to troop leader, if earned.
4 girlscoutshcc.org/cookies • 800.322.44752021 Dates to Remember
January
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2
3 4 5 6 7 8 9
Girl Scout
Cookie
Program
begins
10 11 12 13 14 15 16
Booth
Booth
Round 1 begins
Round 1 ends
(pg. 19)
17 18 19 20 21 22 23
Booth
Booth
Round 2 begins
Round 2 ends
(pg. 19)
24 25 26 27 28 29 30
Initial Initial Order &
Early Recognition
Orders Orders due
end Goal Getter patch Pre-authorization
(pg. 17) deadline (pg. 17) Charge
Proceed Plan (pg. 28)
early
Booth deadline (pg. 15)
Round 3 begins ACH Authorization
(pg. 19) Forms due (pg. 28) reward
girlscoutshcc.org/cookies • 800.322.4475 5February
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2 3 4 5 6
Booth Booth Round 4
Round 3 ends begins
7 8 9 10 11 12 13
Mega Drop
(North)
14 15 16 17 18 19 20
Booth
Sales Start
(pg. 21)
Mega Drop
Cookie
(South) Cupboards open
(pg. 25)
National Girl Scout
Cookie Weekend
21 22 23 24 25 26 27
28
6 girlscoutshcc.org/cookies • 800.322.4475March
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2 3 4 5 6
ACH
Withdrawal
#1
(pg. 28)
7 8 9 10 11 12 13
14 15 16 17 18 19 20
Cookie Main and ACH
program Troop Recognition
Withdrawal
Orders due
and booth for troops #2
sales end (pg. 31) (pg. 28)
21 22 23 24 25 26 27
ACH
withdrawal
#3 (final)
(pg. 28)
28 29 30 31 Zippered Money Pouch
Be Amazing
A
logo lanyard
End of May—Rewards and Troop Treasure distributed
girlscoutshcc.org/cookies • 800.322.4475 7Your Role and Responsibilities
Start by making sure that all troop members have registered for the 2021 Girl Scout membership year. Leaders and
cookie managers must have a cleared background check. The cookie manager must select their role in `~KKcraq
įTcn`On_~ľ~-İęľKc`k_OqOľqnBWaWaUľand submitľBľ4c_raqOOnľ)coWqWcaľUnOO`OaqľBwBW_BJ_OľBqľľUWn_oKcrqoVKKĞcnUĤnOocrnKOoĞ
Troop Cookie Manager (TCM) • Keep girls and families informed of their progress
throughout the sale
• Encourage your girls! They will respond to your
enthusiasm • Manage the cookie program finances for your troop
• Attend training with your service unit cookie manager • Schedule and organize the booth sale portion of
or complete training online through gsLearn. This the program
will prepare you for the cookie program and for any • Share with your service unit cookie manager ideas
questions from parents in your troop. Training is you have for new booth sale locations or other
required for all cookie managers, even if they are sales strategies
returning to their role • Pick up your troop’s rewards from your service unit in
• If you complete training through gsLearn, you will a timely manner
be emailed a certificate of completion. You must
provide your service unit cookie manager a copy of
Troop Leader
the certificate prior to receiving program supplies
and participating in the cookie program • Support your troop cookie manager by:
• Have participating families fill out a Parent • Communicating with parents and discussing
Permission and Financial Responsibility Form; importance of timeliness for supplies, deadlines
this is your assurance that caregivers and girls in and reward pick-ups
your troop are ready to participate. You will hold on • Helping with the financial management of the
to these forms until the end of the Girl Scout Cookie program by maintaining a troop bank account,
Program. These do not get turned in unless there is a making frequent deposits and making sure your
family in collections account has enough funds for the scheduled
ACH withdrawals
• Host a parent meeting to communicate important
• Checking out the Cookie Entrepreneur Family pin.
program information and deadlines with every
Engage the whole family in The 5 Skills fun
girl’s family. Utilize the Cookie Family Meeting toolkit
girlscoutshcc.org/resources • Continuing to add girls during cookie season;
new Girl Scouts can participate too
• Work together with your troop leader to:
• Obtain a copy of the Troop Balance Summary
• Talk about The 5 Skills, after all, that is what the
report from Smart Cookies at the end of the cookie
cookie program is all about
program and share with the girls and their families
• Encourage your girls to set goals. Spend some extra
the goals you achieved. Retain a copy for your troop’s
time in a goal setting session with your troop; your
end-of-year Finance Report.
troop should set a goal and so should each girl
8 girlscoutshcc.org/cookies • 800.322.4475The 5 Skills
• Goal Setting: Girls set cookie sales goals and, with When girls sell Girl Scout Cookies,
their team, create a plan to reach them. This matters they utilize The 5 Skills and learn to think
because girls need to know how to set and reach
like entrepreneurs
goals to succeed in school, on the job, and in life
• Decision Making: Girls decide where and when to
sell cookies, how to market their sale, and what to do
with their earnings. This matters because girls must
Pins & Badges
When girls sell Girl Scout Cookies, they utilize the 5 Skills—goal setting, decision making, money
make many decisions, big and small, in their lives. management, people skills, and business ethics—and learn to think like entrepreneurs. Girls can
earn Cookie Business and Financial Literacy badges and Cookie Entrepreneur Family pins for every
Learning this skill helps them make good ones year they participate in the Girl Scout Cookie Program.
• Money Management: Girls develop a budget, take
cookie orders, and handle customers’ money. This Daisies Brownies Juniors Cadettes Seniors Ambassadors
Cookie Business and Financial Literary Badges
matters because girls need to know how to handle
money—from their lunch money to their allowance to
(someday) their paycheck
• People Skills: Girls learn how to talk (and listen!) to
their customers, as well as learning how to work as
a team with other girls. This matters because it
helps them do better in school (on group projects,
on sports teams, and on the playground) and, later,
at work.
• Business Ethics: Girls act honestly and responsibly Cookie Entrepreneur Family Pins
during every step of the cookie sale. This matters
because employers want to hire ethical employees—
and the world needs ethical leaders in every field.
The 5 Skills are part of the Girl Scout Leadership
Experience (GSLE) and you will find badge and pin
activities in each of The Girl's Guide to Girl Scouting. For more on cookie badges and pins girls can earn, visit:
girlscouts.org/cookiebadges
Use these resources to expand on each skill and
explore what can happen when girls succeed.
Remember badge work isn't designed to be completed
in one troop meeting; start building on pieces of the
badge and complete it throughout the year. Girls and
troops can also participate in activities offered by Check out the Cookie Family Connection Guide at
council staff which are listed on the Activities page of girlscoutshcc.org/resources and in Rallyhood.
girlscoutshcc.org.
girlscoutshcc.org/cookies • 800.322.4475 9Girl Scout Cookie Program Materials--Be Prepared!
Being organized and prepared for the Girl Scout Cookie Program lets the girls and caregivers in your troop know
that you are ready to lead them in a successful cookie program. Their confidence in the troop cookie manager and
troop leader allows the girls to focus on their goals.
• Online Training (accessed through gsLearn in `~KKcraq)
Materials You’ll Need
• Reward Experience dates and information
Make sure to pick up the following materials from your
service unit cookie manager: • Parent/Girl Guide (highly recommended for
all families)
• Troop Envelope—one per troop
• Parent Permission and Financial Responsibility form
• Receipt Books—three per troop
(digital and PDF)
• Girl Money Envelopes—one per girl
• Printed materials (with exception of order card and
• Girl Order Card—one per girl money envelopes)
• Volunteer Position Agreement (online at • Rally Guide
girlscoutshcc.org/resources)
• Safety Tips for Online Marketing
• Parent Permission and Financial Responsibility form—
• Virtual Booth Guide
one per girl
• Volunteer Position Agreement
Online Resources
• ACH Authorization Form NEW! Rallyhood
• Booth guidelines, worksheets and additional resources Rallyhood is a council-wide resource that GSHCC is
excited to offer to our members. Here you will find
• Cookie line up and nutritionals
resources, calendars, links, artwork, and a message
• Cookie Family Meeting Toolkits wall to help you connect with other volunteers.
• _rqOaijTnOOľoqWK^OnoľįTcnľqncckoľqVBqľknOijcnMOnOMľWaľ Rallyhood is not just for cookies! Within Rallyhood,
!KqcJOnİ you will find rallies for all things GSHCC. Some rallies
• Just in Time trainings (designed to walk you throughľall are troop leader networks, customer care, fall product
things Smart Cookies such as scheduling booths,ľ and cookies to name a few. All currently registered
submitting Initial Orders, Recognition Orders, andľ cookie managers will be invited to the council-wide
much more) rally. While each service unit may have their own
• Marketing materials (door hangers, thank you notes, personalized cookie rally, we encourage all cookie
etc) managers to join the council cookie rally for important
updates and information where they will be able to
connect with council staff. Rallyhood can be accessed
Did you know? at rallyhood.com.
There are additional resources available online at
girlscoutshcc.org/cookies or girlscoutshcc.org/
resources.
10 girlscoutshcc.org/cookies • 800.322.4475Smart Cookies
Smart Cookies is a user friendly platform that lets girls and troops set and track goals, create a sales plan, market
their sales, customize their dashboards and personalize their online store. All booths, inventory transfers, sales,
donations and rewards are managed through the Smart Cookies platform.
Updates! New for the Your Role
2021 Girl Scout Cookie Program: • Log into Smart Cookies and verify your information
• E-cards: Add prepayment by credit card as an option, • Reset passwords/resend registration emails for girls
with the ability to refund Girl Delivery orders paid by as needed
credit card (troop level and above)
• Verify order completion and accuracy from all girls in
• Smart Cookies payment system: Built directly your troop
in Smart Cookies. No additional onboarding or
• Verify correct reward options and sizes are selected
equipment, girls and troops simply register for
for each girl
their Smart Cookies accounts to access the in-app
payment option
Getting Started
• Social Media Link: Add the option for girls to include
A registration link will be sent to email address from
Girl Delivery orders paid by credit card to be placed
`~KKcraqľįTcn`On_~ľ~-İ and are only sent to
through social media link
troops and girls who meet participation requirements
• Links should never be posted on selling sites (two leaders and one cookie manager registered for
(eg. Craigslist, eBay, Facebook Marketplace, etc.) the 2021 membership year; girls must be registered
• Troop Booth Sale Link: Create shareable link to take for the 2021 membership year). Once you have
prepaid Girl Delivery orders with ability to credit girls registered, you will receive a confirmation email.
for sales
• Troops can use their Troop Booth Sale Link to get Note: Please make sure to add
creative with Virtual Booths! Check out the Virtual noreply@abcsmartcookies.com to your safe
Booth Section of this guide for more information senders list in your email.
• Cookie Finder Enhancements: Troop links will be
shown in GSUSA’s National Cookie Finder beginning
February 19. The Cookie Finder allows customer
placement of Direct Ship orders that can be My Smart
transferred to girls. Customers can also search for Cookies Log in:
local booths year-round Smart Cookies www.abcsmartcookies.com
P OW E R E D BY A B C B A K E R S
™
Email: ________________________________________
Password:____________________________________
girlscoutshcc.org/cookies • 800.322.4475 11Smart Cookies Payment System
NEW! ABC Bakers has partnered with Heartland to support credit card processing. This means customers will have
the option to pay by credit card for Girl Delivery orders and at booth sales—and it’s built into Smart Cookies! There
is no additional sign-up or onboarding process for your troop. Troops and girls simply create their Smart Cookies
account to access this feature.
Benefits Fees
• Girls are able to collect payment for Girl Delivery orders Smart Cookies/Heartland fees are 2.8% + 12 cents
• FamiliesľnOKOWwOľO`BW_ľqcľBkkncwOľcnMOnoľk_BKOMľ per transaction. Since this is a new payment system,
wWBľocKWB_ľ_Wa^ľca_~ľbeforeľKroqc`OnľWoľKVBnUOM GSHCC will cover fees for the 2021 Girl Scout Cookie
• Girl Delivery order can be cancelled if placed in error Program. This only applies to the Smart Cookies/
Heartland systemģ troops are responsible for fees
• Troops and girls are able to collect payment for
associated with any other credit card payment system
booth sales
they wish to use.
• All transactions are automatically tracked in
Smart Cookies—no need to enter This payment system is built into Smart Cookies. If
• Girls and troops will be credited with the full a troop wishes not to use, they must communicate
payment collected that with all Girl Scouts in the troop. This feature
• Important: Payments at booths are credited to cannot be turned off for individuals or troops.
the troop only since booth cookies do not assign
financial responsibility to girls. Cookie managers
must still distribute cookies using Smart
Booth Divider Did you know?
The Smart Cookies app is a digital order card for
• All major credit cards accepted
girls on the go. Download the app on your
• Troop data, girl data and credit card information is smartphone to quickly take customer payments.
not stored
• Customer orders and financial transactions will
show same transaction ID for easy traceability
• Make changes to order if needed
• Varieties can be changed but amounts cannot
once the customer has been charged
12 girlscoutshcc.org/cookies • 800.322.4475Ways to Participate
There are many ways girls and troops can participate in the cookie program. They can participate in one or all ways. No
matter how they participate, it is important to do so safely. Ensure everyone is following all local and state guidelines
concerning COVID-19.
Sale Type Process and Money Collection Delivery to Customers
Girl Delivery • Girls create their personalized account and send emails Delivered by girls to
to friends and family customers (If a girl receives
• Customers pay online for cookies, no shipping charges an order from a customer
• Financial transactions are credited to the girl once orders where they will not be able to
are accepted deliver the cookies in person,
• Inventory needs to be added in the Initial Order or the order can be cancelled in
transferred to girl by cookie manager Smart Cookies)
Direct Ship • Girls create their personalized account and send emails Shipped directly to the
to friends and family customer (delivery times
• Customers pay online, including the cost of shipping (50% depend on shipping speed
shipping discount on orders of 6 or more packages) selected at checkout)
• Orders are automatically credited to the girl
Order Card • Girls take orders in person Delivered by girls to customers
• TCM enters orders into Initial Order
• Girls collect money from customers (at time of delivery)
and turn in to troop
Booths, • Troop schedules booths in Smart Cookies or parents Customers visit booth,
Lemonade Stands communicate with troop about Lemonade Stands or lemonade stand or are visited
and Wagon Sales Wagon Sales by girls at their home and
• Troop provides inventory to sell receive cookies on the spot
• Girls collect money in person from customers
Virtual Booths • Troops work with girls to get creative and identify Delivered by girls to
distribution plan customers following
• Troop shares their Troop Booth Link distribution plan troop
• Customers pay for order online with card agreed upon (must follow
• Troop provides inventory to girl booth guidelines)
• Troop distributes packages to participating girls by using
the Smart Booth Divider
girlscoutshcc.org/cookies • 800.322.4475 13Cookie Share
Cookie Share is a great way for girls, troops and customers to give back. GSHCC partners with Blue Star Moms, local
food banks, blood drives and other local organizations for Cookie Share donations. Blue Star Moms sends donations
provided by GSHCC to active duty military.
Why participate in Cookie Share?
• Great way to support members of active military and your community
• Allows public to support the Girl Scout Cookie Program even if they don’t want to buy cookies for themselves
• Girls who sell 10 packages towards Cookie Share will earn the Cookie Share patch
• Cookie Share donations are “virtual” and will be given directly to organizations with which GSHCC partners. They will
not be added or taken out of a troop’s physical inventory
• The troop will be financially responsible for these cookies. Cookie Share donations are $5
• Troops cannot collect any donations that are not allocated towards Cookie Share (see Volunteer Essentials for
more information)
• Cookie Share orders are not rounded to the fullest case during the Initial Order process in Smart Cookies
• Donations taken on the order card should be added to each girl’s Initial Order
• Cookie Share donations taken at a booth should be entered using the Smart Booth Divider. Donations taken during
in-person sales after the Initial Order should be entered in the Virtual Cookie Share tab in Smart Cookies
Want more info?
Check out girlscoutshcc.org/resources for the Just in Time training.
Community Donations
Troops and girls can set aside physical inventory if they wish to
make donations to community organizations. Troops and girls are
responsible for identifying the organization they will be donating to
and for distribution. These types of donations are not entered as
Cookie Share and do not count towards the Cookie Share patch.
14 girlscoutshcc.org/cookies • 800.322.4475Proceeds and Rewards
Your Role Early Reward
Be familiar with the proceeds and rewards plans: • Every girl with an Initial Order
• Early Reward opportunity of 180+ packages submitted
by Monday, January 25 will
• Troop Proceeds and Girl Rewards
earn a GSHCC branded Be Amazingmazing
• Older Girl Proceeds and Older Girl Rewards
T-Shirt! The Early Reward is
• Troop Treasure available to all troops regardless
ess
of proceed plan selected
Troop Proceeds and Girl Rewards • Troops must create an Early
• Available for all troops Recognition Order to receive shirts.
• Troops earn $0.90 per package sold Please ensure correct sizes are selected
• Girls can earn patches, experiences and reward items • The Early Reward will be mailed to the service unit
• Troops can earn Troop Treasure cookie manager for distribution
• All troops will be assigned troop proceeds and girl
rewards in Smart Cookies Ensure all reward inventory received is counted prior
to distributing to girls. All reward discrepancies must
• Troops must complete the following recognition
be communicated to your service unit cookie manager
orders in Smart Cookies: Early, Main and Troop
within 24 hours. All reward discrepancies must be
Recognition Order
resolved no later than June 1, 2021 in order to meet
deadlines for replacement.
Optional Older Girl Proceeds
and Rewards
Rewards Experiences
• Available only to troops with all members registered
• Rewards experiences, dates and descriptions will be
as Cadettes, Seniors and/or Ambassadors
available for preview at girlscoutshcc.org/rewards and
• Troops that choose this option will need to
in Rallyhood by January 8, 2021
change their proceeds plan in Smart Cookies
by Monday, January 25 • Unless otherwise stated all experiences are for girls
only and lead by trained GSHCC staff and/or affiliated
• Multi-level troops with registered Daisy, Brownie and
GSHCC program partners
Junior members do not qualify
• Rewards experiences are designed to meet all Safety
• Girls must vote unanimously for the Older Girl
Activity Checkpoint guidelines, Volunteer Essentials
Proceeds option
requirements and IRS guidelines
• Your troop earns $1.00 per package sold
• If a girl cannot make it to her earned experience, she
• Girls can earn patches only
can attend/receive the alternate experience/item
• Troops can earn Troop Treasure (if available); if the girl cannot attend the alternate
• Troops must complete the following recognition experience there is no replacement
orders in Smart Cookies: Early, Main and Troop • In the event that in-person experiences must be
Recognition Order cancelled due to COVID-19, GSHCC is excited to offer
girls the physical item and virtual experience based on
reward levels reached
girlscoutshcc.org/cookies • 800.322.4475 15Troop Treasure
What Is Troop Treasure? How do troops earn Troop Treasure?
Troop Treasure is an additional way for troops to earn Troops can earn Troop Treasure based on your troop’s
funds towards supporting their Girl Scout Leadership per girl average (PGA) for girls selling. Troops can view
Experience (GSLE). their troop’s PGA on their Smart Cookies dashboard
• Troop Treasure is a troop earned benefit. Funds are and in your Troop Recognition Order. Troop Treasure
for the whole troop, regardless of girls who did not will be awarded based on each troop’s PGA and the
participate in the cookie program number of girls selling.
• All troops are automatically eligible to earn Troop
What does that mean?
Treasure with the exception of troops who have an
Troop per girl average is calculated based on the total
outstanding balance
number of packages a troop sells, divided by the
• Troop Treasure may be applied towards GSHCC
number of girls selling. For example, let’s take a look
sponsored events listed in the Activities Calendar,
at troop A. They have 15 girls in their troop, but only
membership registration fees and in-store GSHCC
10 girls are selling. They did awesome and sold 2,650
shop purchases
packages of cookies, which means they have a PGA of
• Troop Treasure will be sent to your troop’s registeredľ 265 (2,650 packages divided by 10 girls selling). That
cookie manager. Please ensure that this name andľ means they will earn $40 per each girl selling ($40
address are correct for your troop in Smart Cookies multiplied by 10 girls selling). They earned $400 in
• Troop Treasure is an additional incentive earnedľ Troop Treasure.
based on a troop’s PGAĞľ)ľWoľacqľncraMOMľrk
PGA $/girl selling
2021 215+ $30
265+ $40
Ç ,"
315+ $50
Æ Æ Troop Treasure earned in the 2020 Girl Scout Cookie
Program will expire on April 31, 2021. Troop Treasure
earned in the 2021 Girl Scout Cookie Program will
expire on April 31, 2022. Troops are responsible for
using all Troop Treasure funds prior to expiration.
Create your Troop Recognition Order
to view how much Troop Treasure your troop
is earning. This will show the level reached,
not the total amount earned. Check out our
Just in Time training for more information.
16 girlscoutshcc.org/cookies • 800.322.4475Troop Initial Order
Your Role Gluten-Free
• Collect the total packages sold by variety from each
of the girls in the troop.
Cookies
• Important: Inventory needed for Girl Delivery Any gluten-free cookie
orders must be included in each girlĢs Initial OrderľJ~ orders placed using the
. ĞľDirect Ship orders are not included in the Initial online submission in October 2020
Order as they are shipped to customers directly will be added to Initial Orders by the product
program team after orders are submitted.
• Remind girls that money is collected at the time of Stickers will be available to place on order cards
delivery, not at the time of order. This is different from to let customers know if a girl’s troop will have
the fall product program. The exceptions for this are the gluten-free cookie.
Cookie Share donations and online orders
• Questions about a girl’s order card? Make sure to
clarify with them for accuracy. Initial Orders are entered in PACKAGES.
• Orders taken through a girl’s dashboard acts as a Smart Cookies will round to a full case on all varieties,
digital order card and still needs to be entered by excluding Cookie Share donations, and the additional
the TCM. You can pull order information collected packages will show in the Extras section of your Initial
using the Mobile and E-card Summary Report Order. If you need help submitting your order or advice
• Remind girls they can keep taking orders through the on how many cases to order, please contact your
end of the cookie program (you may want to order service unit cookie manager or check out our Just in
additional cookies in your Initial Order to cover these) Time training.
• Review our Just in Time Training for more information All cookies ordered are the financial responsibility
of the troop and are non-refundable.
Your Initial Order should include the total of your girl’s
order card sales plus the amount estimated for the Once your Initial Order is submitted, create your Early
troop’s first 2–4 booth opportunities (for more Recognition Order and select the correct T-Shirt size
information see Preparing for Booths). Make sure to for any girls who sold 180+ packages.
enter each girl’s order in Smart Cookies by
Monday, January 25 at 11:59 p.m. Once the troop’s
order is entered and submitted you will not be able to
edit your order.
Troop Initial
Orders and Early
Remind girls to set a goal Recognition Order
in Smart Cookies by due by Monday,
January 25 to earn their January 25
Goal Getter Patch.
girlscoutshcc.org/cookies • 800.322.4475 17Cookie Drops
Initial Orders will be picked up at your Cookie Drop (Mega Drop or Mini Drop depending on your service unit). Your
troop’s Cookie Drop location and date will be shown when you submit your Initial Order. Check with your service unit
cookie manager for more information. Troops must pick up their Initial Order at their scheduled location and date.
If your service unit attends Mega Drop, more information will be available at girlscoutshcc.org/MegaDrop in February.
Times cannot be confirmed by our Delivery Agents until Initial Orders are submitted.
Inventory Discrepancies Mega Drop Cupboard
Troops should count their inventory prior to distributing Do you need more cookies than you ordered in your
cookies to girls. In the event of inventory discrepancies, Initial Order? Remember that girls will continue selling
troops must send and email to customercare@ after the Initial Order deadline. If your troop needs
girlscoutshcc.org no later than âäľVcrnoľafter their additional cookies and your troop is attending
cookie pick-up with the following information: Mega Drop, you can place a Planned Order for the
• Troop number Mega Drop Cupboard. Cookies will be included in your
Initial Order and will be picked up together at Mega
• Type of discrepancy (shortage, overage, or damage) Drop. The deadline for Mega Drop Planned Orders is
• Varieties and amounts (cases or packages) Sunday, January 31.
Troops will receive an email with instruction. Emails Volunteer at a Cookie Drop
should be printed and presented at a local Cupboard. Service units attending a regional Mega Drop are
It is recommended that troops contact their preferred required to provide at least ten volunteers. Mega Drop
Cupboard ahead of time to verify inventory availability. volunteers will receive a Jump the Line pass.
Girl Scouts who are Cadettes or older can volunteer
Types of discrepancies with a guardian (guardian can be the troop leader).
• Shortages: Troops will receive a confirmation to pick 4WoWqľJWq_~ĞKc`Ĥ- wc_raqOOnoĞ
up any shortages at a local Cupboard. Shortages
must be picked up within caOľxOO^
Troops scheduled at a GSHCC Mega Drop who
• Overages: Troops will have the option of getting have an Initial Order over 350 cases will go to a
any extra inventory transferred to their troop or designated VIP area with a separate line
returning to a local Cupboard. Troops will receive a
confirmation to return inventory at a local Cupboard.
Inventory should be returned within one week.
Inventory being kept by the troop will be transferred
within caOľxOO^
• Damages: Inventory that has been damaged andľcan
no longer be sold (eg. packages are crushed and
cookies are crumbled). Damages must be exchanged
within caOľxOO^
18 girlscoutshcc.org/cookies • 800.322.4475Booth Selections
Booth sales are a great way for Girl Scouts to practice their marketing and people skills and work towards their goals
as a team! All booth reservations will be selected by troops in four rounds using the Smart Cookies system
Round One—Lottery Rounds Two, Three and Four—
• Troops will be able to pick from locations within your First Come, First Served (FCFS)
service unit boundaries only. A council map is available Locations and time slots are offered on a first-come,
on the GSHCC website (Our Council -> About GSHCC) first-served basis and are available council-wide.
• If your service unit is paired with another service unit,ľ Round Two
you will be in a district in Smart Cookies and you willľ
share booth opportunities • Opens Sunday, January 17 at 7 p.m.
• January 10-13—Troop cookie managers shouldľ • Closes Wednesday, January 20 at 11:59 p.m.
coordinate preferred dates and times with other • Troops have the opportunity to secure up to four (4)
adults
in the troop. They can select up to 10 booth preferences booth opportunities
in Smart Cookies. The system will open at 7 p.m. • Troops will only be able to select up to two (2)ľ
on January 10 for selection premium booths
• For best results, it is recommended that troops varyľ
their booth preferences by location, date and time Round Three
• HINT: Avoid selecting only premium booth sites. • Opens Sunday, January 24 at 7 p.m.
In the lottery, troops will only be awarded up toľone
• Closes Wednesday, February 3 at 11:59 p.m.
premium booth site, and could result in zeroľbooth
locations awarded if only premium locationsľare • Troops have the opportunity to secure up to 20 booth
selected opportunities (only ten may be premium locations)
• In this Lottery, the time of booth selections will notľ Round Four
affect the booths you are awarded
• Opens Thursday, February 4 at 7 p.m.
• At midnight on January 13, the lottery will select up toľ
2 of the 10 requested booth opportunities per troop.ľ • Remains open until the end of the cookie program
Troops may be awarded up to one premium site, but itľ • Troops are able to secure an unlimited amount of
is not guaranteed booth opportunities, including premium locations
Smart Cookies will send a confirmation to the cookie manager’s email for each booth opportunity that is secured.
Review your email for accuracy and planning purposes.
Premium Sites are high traffic locations like Walmarts, shopping malls, etc. and will be marked in Smart Cookies with
a P when you are viewing booth options. These locations are limited and marked Premium in order to allow for more
troops to have access to the opportunity. It is the service unit cookie manager’s responsibility to identify premium
locations and mark them as such in Smart Cookies when entering booth locations.
If a troop cannot attend their scheduled booth sale, they are required to log in to Smart Cookies to cancel as
soon as possible. The booth sale schedule is shared in the national Girl Scout Cookie Finder. Customers searching for
Girl Scout Cookies are directed to booth locations that show troops scheduled in Smart Cookies. Cancelling unwanted
booth locations gives other troops the courtesy and opportunity to fill the time slot and limits customer frustration.
A cancellation email will be sent to the Smart Cookies account associated with that troop. The service unit volunteer
who entered the booth location dates and times will also receive a cancellation email when a troop releases a location.
Troops who do not cancel booth reservations in the system risk losing booth privileges.
girlscoutshcc.org/cookies • 800.322.4475 19Troop Secured Booths
What is a Troop Secured Booth? Troop Secured Booth Guidelines
A Troop Secured booth is a location that is secured • All troop secured booths must be reviewed and
by a troop for a limited number of timeslots (limited approved by GSHCC or service unit cookie managers
to no more than six dates/times in two hour blocks • Must be approved prior to troops hosting booth. An
per location, for a total of 12 hours) at a location that a approval email will be sent to the troop once the
troop thinks would be a good selling opportunity and is request is reviewed. If booth sales are denied, the
not already a service unit secured site. Troop secured troop will receive an email stating denial reason
booths are subject to the same rules and guidelines as
• Locations must provide written permission, to be
service unit and council secured booth locations. These
provided upon request
booths must be entered into Smart Cookies using the
Troop Secured Booth tab and will be reviewed by the • Booth dates must be within GSHCC booth sale dates
product program team. Troops will receive an email (February 19–March 14)
from Smart Cookies within three business days letting • GSHCC and service unit secured booths have priority
them know if their booth request has been approved or in the event that a troop secured booth is scheduled
denied (starting February 8). during the same time and in close proximity to
another location
• Troop Secured Booths cannot be within half a mile
of a service unit secured site
• Booths are not allowed in front of locations that girls
are not allowed to patronize without an adult
• Must have two adults, at least one of which is a
registered and background checked volunteer and at
least one of which is a female. Can have 1-4 girls
• Troop Secured booths must be within council
jurisdiction
Booths and *If a location would like to offer more dates/times
alternatives to than allowed for a troop, they will be asked to open
booths can be up the opportunity to all GSHCC troops.
hosted from
February 19–
March 14, 2021
20 girlscoutshcc.org/cookies • 800.322.4475Preparing for Booth Sales Packages/Day
Once your troop’s booth sites are scheduled, it’s time to Average sales per 2 hour All Locations/
plan for your Girl Scout Cookie inventory. Keep in mind time slot by Variety All Dates
some variables that could impact the number of cookie S’mores 7
packages you can expect to sell at each site, such as:
Lemonades 8
• Time of day and day of the week
• Location Shortbread 5
• Weather Thin Mints 20
Tip: Use previous booth sale data as a guideline for your Peanut Butter Patties 11
Initial Orders. We encourage troops to use the Smart Caramel deLites 17
Booth Divider. This will help you plan booth inventory
more accurately and will provide historical data for Peanut Butter Sandwich 5
future years. From Smart Cookies, simply download the
Caramel Chocolate Chip 2
Smart Booth Divider Export report in excel to see your
historical data. NEW! Toast-Yay! 8
Use the chart to help you plan for your initial cookie Average packages
order. Keep in mind that these are average guidelines sold per 2 hour
based on the 2020 Girl Scout Cookie Program and that Average sales per 2 hour time slot in 2020
sales may vary from year to year. The Toast-Yay! is a time slot by Week Cookie Program
new cookie for the 2021 Girl Scout Cookie Program and First Friday 99
this is an estimate based on ABC Baker data.
First Saturday 92
Review our Booth Sale Guidelines for more information First Sunday 84
(girlscoutshcc.org/resources or in Rallyhood). Troops
should follow all local and state guidelines concerning First Week (Mon-Fri) 75
COVID-19 and should review additional council
Second Saturday 80
advisement regarding booth sales.
Second Sunday 76
The price per package of cookies is $6.00 for the
gluten-free cookie and $5.00 for all other varieties
Second Week (Mon-Fri) 66
(including Cookie Share donations); no more, no Third Saturday 74
less. Troops should sell only Girl Scout Cookies at
their booth. Troops that do not adhere to these rules Third Sunday 71
are subject to penalties, including loss of booth Third Week (Mon-Fri) 68
opportunities and/or troop proceeds.
Fourth Saturday 74
Fourth Sunday 75
girlscoutshcc.org/cookies • 800.322.4475 21Preparing for Booth Sales, continued
How to Prepare • A minimum of two adults, including one female, (at
least one of whom is an approved registered Girl Scout
The TCM is responsible for selecting booth opportunities,
volunteer with the required background check) and
helping girls and caregivers understand and prepare for
one girl should be present at the booth at all times
the booth sale experiences, scheduling girls for each site
and making sure the sales are accurately recorded in • Troops can schedule in two ways
Smart Cookies. • One girl and two adults
• Bring: • Two-four girls and two adults
• Assortment of cookies • Girls should wear at least one official uniform item
• Table, chairs (if allowed on property. If in doubt, • Approach customers when they are exiting not entering
please contact the service unit cookie manager) the establishment
• Decorations to “bling” your booth • Clean up the area and dispose of trash. Remember a
• A cash box or apron with change available Girl Scout always leaves a place better than she found it
• A phone with the Smart Cookies app to accept • Arrive and depart your booth on time to ensure other
card payments troops can set up for their reservations
• Booth Sale Worksheet • Allow the sale to be girl-led
• A copy of the Girl Scout booth sale guidelines
• Only set up booths at locations that are entered and
• A first aid kit
approved in Smart Cookies
• Hand sanitizer
• No selling on public streets. Wagon sales and
• Gloves
lemonade stands are only allowed on residential areas
• Face coverings
• Do not block the entrance or exit of an establishment
• Review the safety guidelines in Volunteer Essentials
and Safety Activity Checkpoints with adults. Only • Do not leave your cash box out in the open or
registered Girl Scouts may attend booth sales. unattended
• Coordinate the details for booth sales: • Have fun!
• Print booth site confirmation from Smart Cookies
Review our Booth Sale Guidelines for more information
• Schedule girls and adults for shifts (girlscoutshcc.org/resources or in Rallyhood). Troops
• Request additional adult help. Remember that girls should follow all local and state guidelines concerning
should always have adult supervision and should not COVID-19 and should review additional council
be left alone. advisement regarding booth sales.
Booth Guidelines Financial Transactions at Booth Sales
By hosting a booth sale, girls get experience conducting • Accepted forms of payment are:
transactions, answering questions, counting money, • Cash
setting up product displays and managing inventory. It is • Credit Card
also important to remember that while you are at your
• Checks are discourage in order to minimize your
booth, you are representing Girl Scouts.
troop’s liability
22 girlscoutshcc.org/cookies • 800.322.4475Alternatives to Booth Sales
COVID-19 is constantly changing so we recommend that troops explore alternative ways to get cookies to customers
while teaching girls new skills, marketing and inventory management.
NEW! Virtual Booths are credited to girls or troops automatically and
payments are applied accordingly.
Virtual booths—hosted on social media—give girls a
• Virtual Booth dates must be within GSHCC booth sale
way to achieve their sales goals and help others in
dates (February 19–March 14)
their community from home. In fact, girls may find this
allows them to discover new ways to take the lead
Review our Virtual Cookie Booth Guide found at
in their cookie business and stay connected through
girlscoutshcc.org/resources for more tips and
virtual means. Here’s how it works:
information to help you get started.
• Encourage your girls to get creative and have fun! Thisľ
might mean creating flyers, writing sidewalk chalkľ
messages, or by uploading a video NEW! Cookie Drive-Thrus
• Find resources through GSHCC, Smart Cookies andľ • Give customers a convenient way to get their cookies
girlscoutcookies.org/troopleaders by offering a “drive-thru” service
• Invite girls to host a Facebook Live party with yourľ • Work with your service unit cookie manager and local
friend and family to get them excited. Ensure properľ businesses to secure a safe location and collaborate
supervision. on advertising your drive-thru
• Remember: Girls should review and apply theľ • Remember that all booths not hosted on personal
Digital Marketing Tips for Cookie Entrepreneurs andľ property must be entered and approved in Smart
Families (girlscoutcookies.org/digitalmarketingtips). Cookies prior to your troop hosting the sale
• Tap into your social network to share your girl’sľDigital • Remember to share the Cookie Finder Link on
Cookie link following GSUSA online marketingľ social media. For safety, do not post personal
guidance information such as addresses
• Place girl and troop Smart Cookies links front • Share your drive-thru location with your community
and center and invite individuals to visit your drive up location
• Promote on social media and in your community.ľ while keeping a safe distance
Follow online safety guidelines
• Limit the number of girls that are at your pick up
• Consider the logistics and include the details location. Ensure that there are at least two adults
• How will cookies be delivered? Parent supervisionľis volunteers on site
required for all in-person deliveries. Avoidľ
• Cookie Drive-thrus must follow booth guidelines
distribution xVOnOľBacqVOnľqncckľWoľVcoqWaUľBľJccqV.
Remember thatľall booth locations must be • Cookie Drive-thru dates must be within GSHCC booth
entered and approvedľin Smart Cookies knWcnľqcľ sale dates (February 19–March 14)
BqqOaMWaU • Provide a barrier between girls and drive-up
• How will you handle payment? Use your girl orľ customers by using a table and handing cookies over
troop’s Smart Cookies link for pre-payment. Sales in a basket or placing directly in trunks
girlscoutshcc.org/cookies • 800.322.4475 23Alternatives to Booth Sales, continued
Lemonade Stands Community Walkabouts and
Wagon Sales
What is a Lemonade Stand?
• Parent supervision is required for all Walkabouts and
Lemonade Stands work like booth sales but are held
Wagon Sales
on personal property. Families must work with their
cookie manager to get inventory and should turn in • Get the word out! Let your community know that
money to their troop right away following regular troop cookies are back by posting flyers or leaving door
procedures for money collection. hanger notes in your neighborhood to inform
them when and how girls are planning to sell. You
Lemonade Stand Guidelines can find resources on the GSHCC website and in
Smart Cookies
• Do not require approval from GSHCC or service unit
cookie manager • Plan to set up a Lemonade Stand and invite neighbors
to drop by. Share your “open” times and location with
• These are not entered into Smart Cookies for safety
your community and on social media
as locations are shared in the National Cookie Finder
• Remember not to post personal information, such
• Lemonade Stand dates must be within GSHCC booth as address on public pages
sale dates (February 19-March 14)
• Walkabout and Wagon sale dates must be within
• If only one girl is present, can have one adult GSHCC booth sale dates (February 19-March 14)
present. If there are 2-4 girls present, must have
two adults, at least one of which is a registered and
background checked volunteer and at least one of
No-Contact Deliveries
which is a female. • Communicate with customers to determine where
they would like their cookies dropped off.
• Knock on the door and leave the cookies. Then back
up 10 feet, have the customer take their cookies and
leave payment. Collect payment no less than 6 ft
away from customers.
• Consider scheduling trunk pick-ups at a central
location and scheduling customer pick-up times to
minimize the number of people there at once.
• Find a special way to say “thank you!”—whether
through a thank you video or a personalized note,
your girls will want to show their customers some
appreciation!
24 girlscoutshcc.org/cookies • 800.322.4475Cookie Cupboards
Troops can receive additional cookies through Planned Orders, which are placed through Smart Cookies by
Sunday night and picked up by the troops at their chosen Cookie Cupboard the following week. Cookie Cupboards
open on Friday, February 19.
What is a Cookie Cupboard?
• A Cookie Cupboard is operated by a volunteer who
has offered their space and their time to warehouse
an inventory of cookies, in various locations across
GSHCC’s 18-county region. Their inventory is based
largely on the Planned Orders placed by troops by the
Sunday before the restock order is placed. Cupboards
will open
beginning on
Plan Ahead: February 19
All Cookie Cupboards are CLOSED on Mondays.
It is essential that troops have enough inventory
to host booth sales. Due to demand and inventory
movement, Cupboards are periodically closed
throughout the cookie program. If a Cupboard is no
longer listed in Smart Cookies, it has been closed.
Alternative Cupboards are listed in Smart Cookies
girlscoutshcc.org/cookies • 800.322.4475 25Order Types--Planned, Unplanned and Transfer Orders
Managing your troop’s What Is a Planned Order?
Girl Scout Cookie inventory A Planned Order is an order placed at a local Cookie
Having an accurate inventory of the cookies in your Cupboard by 11:59 p.m. on the Sunday before a troop
troop’s possession is very important and key to having would like to pick it up. Planned Orders help the
a successful cookie program. Inventory management is product program team accurately purchase enough
a critical part of the Girl Scout Cookie Program for your inventory to stock Cookie Cupboards with the varieties
troop and the girls involved. Your troop’s tracking of to meet community demand.
the cookie orders directly impacts your troop’s bottom
line. Anytime inventory is given to someone else, the When placing Planned Orders, Smart Cookies will
transfer should be entered in Smart Cookies as soon give a list of Cookie Cupboards to choose from, along
as possible to facilitate inventory management. with available dates and times for the following week.
• When managing your troop’s inventory, it is important Troops pick the location, day and time that is most
that you do not create a “negative inventory.” convenient for them.
• What is negative inventory?
Troops must pick up their order within 48 hours of their
Negative inventory is when a troop’s on hand
scheduled time. Orders that are not picked up within
inventory in Smart Cookies shows up as a negative
that time frame will be cancelled and released to make
number in the system. This means that a troop
those cookies available for other troops.
has transferred out more cookies than what they
were financially responsible for. When this happens,
What Is an Unplanned Order?
check with the troop cookie manager to make
An Unplanned Order is an order that is picked up
sure their transfers were entered in the system
at a local Cookie Cupboard first-come, first-served
correctly and Cupboard to Troop (C2T) transfers
basis. Unplanned orders should only be used in the
have been completed.
event your troop needs more cookies outside of their
• What happens with negative inventory? Planned Order. Due to COVID-19 and the need for social
Troops who create negative inventory will be distancing, Unplanned Orders are at the discretion
contacted to correct their inventory transfers. of the Cupboard manager. Please contact your local
If troops or service units do not correct inventory Cupboard to check if they are accepting Unplanned
by March 17, GSHCC will process Girl to Troop Orders you plan to visit.
transfers to correct the discrepancy.
Contact the Cupboard manager at their preferred
location to inquire about available inventory. Capacity
Keep in mind… to hold excess inventory varies by each Cupboard
A Planned Order, picked up on the requested date location.
will always take priority over an Unplanned Order.
• If the nearest Cupboard does not have enough
inventory to fill a troop’s request, consider contacting
another Cupboard manager or finding a troop who
can facilitate a Troop to Troop transfer.
26 girlscoutshcc.org/cookies • 800.322.4475You can also read