@girlscoutshcc Troop Cookie Manager Guide 2021 Girl Scout Cookie Program COVID-19 Updates TTableable ooff CContentsontents 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 [email protected] 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 [email protected] 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 [email protected] Preparing for Booth Sales 21 Alternatives to Booth Sales 23 Cookie Cupboards 25 22020020 CCookieookie ProgramProgram inin RRevieweview Order Types—Planned, Unplanned 26 and Transfer Orders 440,1050,105 cookie $$17001700 cookie 3311CUPBOARDS AVERAGE 444848 Financials 28 share TROOP GIRLS DONATIONS PROCEEDS REACHED Theft, Loss and Product Complaints 30 22,597,114,597,114 GIVE BACK mega PACKAGES SOLD earned LEVEL Wrapping Up the Program 31 2DROPS Girl Scout Product Program Terminology 32 111,6271,627 troop11,695,695 Notes 33 GIRLS LEARNED COOKIE ENTREPRENEURSHIP MANGERS 11,086,086 SKILLS TO LAST TO MAKE IT Rewards 35 five A LIFETIME ALL HAPPEN GIRLS SOLD girls REGISTERED TO PARTICIPATE 44000+000+ service unit THROUGH PACKAGES cookie managers AFTER-SCHOOL OF COOKIES 110000TO INSPIRE TROOPS PROGRAMS 2 girlscoutshcc.org/cookies • 800.322.4475 DDearear CCookieookie VVolunteersolunteers, 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 3 PProgramrogram CChecklisthecklist 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 information and 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 MARCH 18 order (different from the Girl Scout Fall Product Program) —ACH Withdrawal #2 MARCH 25 Collect T-Shirt sizes from girls for Early Reward (if earned) —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 • 800.322.4475 22021021 DDatesates ttoo RRememberemember JJanuaryanuary SSUNDAYUNDAY MMONDAYONDAY TTUESDAYUESDAY WWEDNESDAYEDNESDAY TTHURSDAYHURSDAY FFRIDAYRIDAY SSATURDAYATURDAY 12 3456789 GGirlirl SScoutcout CCookieookie PProgramrogram bbeginsegins 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 2930 Initial Order & IInitialnitial Early Recognition OOrdersrders Orders due eendnd Goal Getter patch Pre-authorization (pg. 17) deadline (pg. 17) Charge Proceed Plan (pg. 28) Booth deadline (pg. 15) Round 3 begins ACH Authorization eearlyarly (pg. 19) Forms due (pg. 28) rrewardeward girlscoutshcc.org/cookies • 800.322.4475 5 FFebruaryebruary SSUNDAYUNDAY MMONDAYONDAY TTUESDAYUESDAY WWEDNESDAYEDNESDAY TTHURSDAYHURSDAY FFRIDAYRIDAY SSATURDAYATURDAY 123456 Booth Booth Round 4 Round 3 ends begins 78910111213 MMegaega DDroprop ((North)North) 14 15 16 17 18 19 20 BBoothooth SSalesales SStarttart (pg. 21) MMegaega DDroprop Cookie ((South)South) Cupboards open (pg. 25) National Girl Scout Cookie Weekend 21 22 23 24 25 26 27 28 6 girlscoutshcc.org/cookies • 800.322.4475 MMarcharch SSUNDAYUNDAY MMONDAYONDAY TTUESDAYUESDAY WWEDNESDAYEDNESDAY TTHURSDAYHURSDAY FFRIDAYRIDAY SSATURDAYATURDAY 123456 AACHCH WWithdrawalithdrawal ##11 (pg. 28) 78910111213 14 15 16 17 18 19 20 CCookieookie Main and AACHCH pprogramrogram Troop Recognition Orders due WWithdrawalithdrawal aandnd bboothooth for troops ##22 ssalesales eendnd (pg. 31) (pg. 28) 21 22 23 24 25 26 27 AACHCH wwithdrawalithdrawal ##33 ((final)final) (pg. 28) 28 29 30 31 Zippered Money Pouch Be AmazingA logologo lanyard EEndnd ooff MMayay—Rewards and Troop Treasure distributed girlscoutshcc.org/cookies • 800.322.4475 7 YYourour RRoleole aandnd RResponsibilitiesesponsibilities 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