2020 Troop Coordinator Guide - gsdsw.org · - After completing the Troop Cookie Coordinator...

2020 Troop Cookie Coordinator Guide

GSDSW 2020 Cookie Program

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915-566-9433 [email protected]

The Girl Scout Promise On my honor, I will try:

To serve God and my country, To help people at all times,

And to live by the Girl Scout Law.

Girl Scouts of the USA Mission

Girl Scouting builds girls of courage, confidence, and character who make the

world a better place.

The Girl Scout Law

I will do my best to be honest and fair,

friendly and helpful, considerate and caring,

courageous and strong, and responsible for what I say and do,

and to respect myself and others,

respect authority, use resources wisely,

make the world a better place, and be a sister to every Girl Scout!


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Table of Contents

Welcome to the Cookie Program .................................................................................................................... 5

Key Dates ....................................................................................................................................................... 5

Theme ............................................................................................................................................................. 6

Cookie Program Goal ................................................................................................................................. 7

Girl Scout Leadership Experience ........................................................................................................... 7

Troop Cookie Coordinator ........................................................................................................................ 8

Eligibility ........................................................................................................................................................................................................ 8

Troop Proceeds ........................................................................................................................................................................................... 9

Resources ..................................................................................................................................................................................................... 9

Getting Started .......................................................................................................................................... 10

ABC Smart Cookies ................................................................................................................................................................................... 11

Conduct ........................................................................................................................................................ 12

Uniform ....................................................................................................................................................................................................... 12

Attitude ........................................................................................................................................................................................................ 12

Grievences ................................................................................................................................................................................................. 12

Safety ........................................................................................................................................................................................................... 13

Social Media ............................................................................................................................................................................................... 13

Violations .................................................................................................................................................................................................... 14

The Products ................................................................................................................................................... 14

Our Baker ..................................................................................................................................................... 14

2020 Cookie Lineup .................................................................................................................................... 14

Caramel Chocolate Chip-Gluten Free ................................................................................................................................................. 15

Cookie Facts ................................................................................................................................................ 15

How the Cookie Crumbles ..................................................................................................................................................................... 15

Troop Initial Orders ........................................................................................................................................ 16

Placing Order .............................................................................................................................................. 16

Recommendations .................................................................................................................................................................................. 18

Mega Drop ................................................................................................................................................... 19

Troop Inventory ............................................................................................................................................. 20

Placing a Planned Order ......................................................................................................................... 20

No Returns to Council ............................................................................................................................................................................. 21

Damaged Cookies .................................................................................................................................................................................... 21

Troop-to-Troop Transfer ......................................................................................................................... 22

On-hand Inventory ..................................................................................................................................... 23

Gift of Caring ................................................................................................................................................... 25


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Selling .............................................................................................................................................................. 26

Walkabouts ................................................................................................................................................. 26

Neighborhood Rules ............................................................................................................................................................................... 26

Military Installations ............................................................................................................................................................................... 26

Lemonade Stands ....................................................................................................................................... 27

Online Sales ................................................................................................................................................. 27

Cookie Booths ............................................................................................................................................ 28

Booth Types .............................................................................................................................................................................................. 28

Requirements ........................................................................................................................................................................................... 28

Supplies ...................................................................................................................................................................................................... 29

Scheduling Booths .................................................................................................................................................................................. 30

Canceling Booths ..................................................................................................................................................................................... 32

Smart Booth Divider ............................................................................................................................................................................... 32

Financials ........................................................................................................................................................ 34

Girl Transactions ....................................................................................................................................... 34

ACH Withdrawals ........................................................................................................................................ 35

Troop Delinquents ................................................................................................................................... 36

Girl Delinquents ........................................................................................................................................ 36

Recognitions .................................................................................................................................................... 37

Troop ............................................................................................................................................................ 37

Proceeds ..................................................................................................................................................................................................... 37

Recognitions .............................................................................................................................................................................................. 37

Girl Scout ..................................................................................................................................................... 37

Fall Product Crossover Patch ................................................................................................................................................................ 37

Desert Dollars ........................................................................................................................................................................................... 38

Travel Credit .............................................................................................................................................................................................. 38

Top Seller Recognition ........................................................................................................................................................................... 38

Recognition Line-up ................................................................................................................................................................................ 38

Submitting Recognition Order ................................................................................................................. 40

Reports ............................................................................................................................................................. 41

Key Reports ................................................................................................................................................. 41

Run Report .................................................................................................................................................. 42

Code of Conduct ............................................................................................................................................. 43

Adult Conduct ............................................................................................................................................. 43

Girl Conduct ................................................................................................................................................ 44

Troop Cookie Coordinator Position Description ....................................................................................... 45

2020 Troop Cookie Coordinator Agreement ............................................................................................. 46


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∆ Troop Cookie Coordinator Trainings will be held by Service Unit Cookie Chairs beginning in November. This training is MANDATORY. Additional trainings held by council staff will be conducted as needed.

∆ Additional training segments, known as Just-in-Time (JIT) Trainings will be conducted via Zoom by council throughout the course of the program. These trainings are not mandatory and will be available on our council website.

∆ In the event a troop misses placing an initial order in December, they will be able to place a planned order beginning January 17, 2020.

∆ To order additional cookies throughout the course of the program, troops will place a planned order in the ABC Smart Cookie system for pick-up at a local cupboard.

∆ Cookie College is a council held event where Girl Scouts and Troop Leaders can learn more about the Cookie Program.

∆ Cookie Rallys are fun events to get everyone excited about the upcoming Cookie Program and can be hosted by troops or service units in their areas.

∆ Cookie Cupboards throughout council will begin receiving their initial orders the week of January 13, 2020. Mega Drop is the date in which troops will be expected to pick-up their initial orders from select council locations.

∆ Troops will be given a specific number of cookie booth picks per day beginning Monday, January 20, 2020. Beginning Tuesday, January 28, 2020, booth selections will open up to unlimited picks.

Welcome to the Cookie Program Key Dates

November 2-30, 2019 Troop Cookie Coordinator Trainings

Dec

emb

er

1-31, 2019 Troop Cookie Coordinator Trainings

6, 2019 @ 9:00 AM MST

Just-in-Time Training: Volunteer Dashboards in ABC Smart Cookies

9, 2019 @ 7:00 PM MST

Just-in-Time Training: Troop Initial Order

13, 2019 @ 11:59 PM MST

Troop initial order due into ABC Smart Cookies

14, 2019 Cookie College in El Paso

Jan

uar

y

11, 2020 Cookie College in Midland

13, 2020 @ 6:00 PM MST

Just-in-Time Training: Troop Planned Orders

14, 2020 @ 12:00 PM MST

Just-in-Time Training: Booth Selections in ABC Smart Cookie

16, 2020 @ 6:00 PM MST

Just-in-Time Training: Credit Card Usage

13-17, 2020 Cupboard deliveries begin

17, 2020 Troops can begin placing planned

orders into ABC Smart Cookies

18, 2020 Cookie Mega Drop at designated

locations

19, 2020 Start of Cookie Program

19-30, 2020 Walkabouts

19, 2020 @ 3:00 PM MST

Just-in-Time Training: Parent Dashboards in ABC Smart Cookies

20-26, 2020 Cookie Booth picks begin

27, 2020 @ 6:00 PM MST

Just-in-Time Training: Inventory Transfers in ABC Smart Cookie

28, 2020 @ 6:00 PM MST

Booth selections open up to First Come, First Serve

30, 2020 @ 6:00 PM MST

Just-in-Time Training: Everything You Need to Know About Booths

31, 2020 First day of Cookie Booths


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Theme

February

4, 2020 @ 6:00 PM MST

Just-in-Time Training: Financial Transactions in ABC Smart Cookies

6, 2020 @ 6:00 PM MST

Just-in-Time Training: ABC Smart Cookie Reports Part 1

10, 2020 ACH #1

Mar

ch

2, 2020 ACH #2

3, 2020 @ 6:00 PM MST

Just-in-Time Training: ABC Smart Cookie Reports Part 2

8, 2020 @ 11:59 MST

Cookie sales end NO SALES AFTER THIS DATE

10, 2020 ALL transactions entered into ABC

Smart Cookies

13, 2020 ALL money due to Troop Cookie

Coordinator

16, 2020 @ 5:00 PM MST

Girl Delinquent Reports due to council

16, 2020 @ 6:00 PM MST

Just-in-Time Training: Recognition Entry in ABC Smart Cookie

17, 2020 Opt-out forms due

18, 2020 ACH #3

19, 2020 @ 11:59 PM MST

Troop recognition order due in ABC Smart Cookie

April/May Recognition orders begin arriving

to SU Cookie Chairs

∆ Throughout the course of the program, council will be making ACH withdrawals from troops. To ensure troops have enough funds to cover their respective balances, Troop Cookie Coordinators will need to make regular deposits into their troop accounts.

∆ The 2020 Cookie Program officially ends on Sunday, March 8, 2020. No sales are permitted without council approval after this date.

∆ Girl Delinqent Reports are to be completed and submitted by Troop Cookie Coordinators for any girl who has not paid off their cookie balance. NO late or incomplete reports will be accepted.

∆ Recognition orders must be submitted by troops no later than March 19, 2020. No changes to recognition orders will be made after this date. Transactions entered into ABC Smart Cookie after this deadline, will not be reflected in a Girl Scouts individual recognition order.


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Cookie Program Goal The Girl Scout Cookie Program is a council-sponsered program that combines educational activities with money earning opportunities for troops through the sale of our iconic Girl Scout Cookies. Whether a Girl Scout is new to the Girl Scout movement, or has years of Girl Scout experiences, the Cookie Program allows girls to learn and develop the five key financial literacy skills (goal setting, decision making, money management, people skills, business ethics) that will help them to succeed throughout their lives. In addition, Girl Scouts will be able to earn recognitions for their efforts and help their troop fund the many exciting adventures they will experience.

Girl Scout Leadership Experience

Financial Literacy Skills

• Goal Setting o Girl Scouts set cookie sales goals indivbidually and, with her team, creates a

plan to reach them. She develops cooperation and team building skills all along the way!

• Decision Making o Each Girls Scout helps decide how her team will spend their cookie proceeds,

furthering the critical thinking and problem solving skills that will help her in many aspects of her life.

• Money Management o Girl Scouts takes cookie orders, handles customers’ money, and gains valuable

and practical life skills around financial literacy. • People Skills

o Girl Scouts learn how to talk to, listen to, and work with all kinds of people during the course of the Cookie Program. These experiences help her develop healthy relationships and conflict resolution skills that she can use throughout her life.

• Business Ethics o Girl Scouts are honest and responsible at every step of the Cookie Program. Her

business ethics reinforce the positive values she is developing as a Girl Scout.


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Troop Cookie Coordinator As the Troop Cookie Coordinator, you will be overseeing the 2020 Cookie Program for your troop. Some of the tasks you will be responsible for include holding a kick-off meeting for your Girl Scouts and their Parent/Guardians, placing and distributing orders, receiving and depositing money, reserving booths, keeping all documentation, and placing and distributing recognition orders. This guide will help you in navigating your role during this program. Note: All Cookie Program documents must be kept for a minimum of three years. These documents include Parent/Guardian Permission Forms, product and money receipts, and bank deposit receipts. Documents are submitted to council if there are girl delinquents or at the request of council.

Eligibility Volunteer

All volunteers must meet the following requirements BEFORE participating in the 2020 Cookie Program.

∆ Adult membership for the 2019-2020 Girl Scout Membership Year

∆ Have a completed and eligible background check on file with GSDSW

∆ In good standing with GSDSW (i.e. no current balance owed)

∆ Attend a Troop Cookie Coordinator training (held by the service unit or council staff member)

∆ Sign and submit a 2020 Troop Cookie Coordinator Agreement form

Thank you for stepping up as the Troop Cookie Coordinator for your GIRL SCOUTS!

Troop

Before troops can participate in the 2020 Cookie Program, they must meet the following requirements.

∆ Two registered (unrelated) and council approved leaders or co-leaders (troop helpers and adult members do not count)

∆ Minimum of five registered Girl Scouts

o Cadette through Ambassador exclusive troops can have a minimum of three registered Girl Scouts WITH council approval

∆ Have at least one council approved Troop Cookie Coordinator

∆ Submit a current ACH to council

o Or have submitted an ACH during the 2019 Fall Product Program, and there have been no changes to the account

∆ In good standing with council

o No outstanding debt (i.e. Cookie or Fall Product)

o Previous year financial report submitted (unless new troop with a start date after the previous report date)


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Troop Proceeds Troops who meet the eligibility requirements to participate in the 2020 Cookie Program will receive $0.60/package of cookies (regardless of type). Troops can opt-out of rewards and receive an extra $0.05 per package. More information can be found in the “Recognitions” section of this guide. Exception: If a Girl Scout is turned in as delinquent, the troop will not receive the proceeds for the outstanding balance until it has been paid to council.

Resources 1. Troop Cookie Coordinator materials, training, and website

a. This guide, the Family Cookie Guide, training power points, Just-in-Time training webinars, our council website, and ABC Smart Cookies website, will be your primary resources during the 2020 Cookie Program.

2. Service Unit Cookie Chair, Cookie Booth Coordinator, or Cookie Cupboard Coordinator

a. Still have questions? Your Service Unit team and fellow volunteers will be your next resource.

3. GSDSW Customer Care

a. If you are still needing assistance, please contact our Customer Care team at [email protected] or 915-566-9433.


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Getting Started 1) Review your troop roster in VTK for accuracy

a) Contact Customer Care at [email protected] or 915-566-9433 if there are errors.

b) Once the 2020 Cookie Program begins, NO Girl Scouts will be allowed to change troops.

i) New Girl Scouts or Girl Scouts transferring from another GSUSA council can still be added to the system by council after their membership has been confirmed.

ii) Girl Scouts will NOT be automatically entered into ABC Smart Cookie after councils initial upload. If a Girl Scout is missing from the ABC roster, you must contact [email protected] with the troop number, full Girl Scout name, full parent name, and email address for all Girl Scouts that need to be added to the system.

(1) Uploads will not be done on a daily basis. Please allow 4 business days for the request to be processed.

2) Prep for the sale

a) Review this guide and other troop and family resources prior to holding your kick-off meeting so you are familiar with the program and expectations.

b) Get organized. Make sure you have a binder, or other items, to keep all of your documents, receipts, and materials. It is also a good idea to designate an area in your home or office for just Cookie Program materials such as troop inventory.

c) If you are new to this role, don’t be afraid to reach out to other volunteers in your area for advice. For those who have done this a few times, share your experiences with your fellow volunteers.

d) Familiarize yourself with ABC Smart Cookies. Join us for our Just-in-Time Training: Volunteer Access at 9:00 AM MST on Friday, December 6, 2019.

3) Schedule a Cookie Training for your troop, both Girl Scouts and Parent/Guardians

a) Review the 2020 Family Cookie Guide with the parents.

b) Collect signed Parent/Guardian Permission forms (one girl per form).

i) These forms MUST be signed before a Girl Scout can begin the program.

c) Discuss key dates and emphasize the importance of each.

i) Some dates are council set and can not be altered (such as the start and end date of the program and ACH payments).

ii) Other dates can be adjusted, or will need to be set, according to the needs of your troop (such as money collection dates, reorder deadlines, and booth dates).

4) Assist the Girl Scouts in setting their troop goals and encourage them to set individual goals as well.


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ABC Smart Cookies ABC Smart Cookies is the digital platform we use during the 2020 Cookie Program. It is operated by ABC and its partners.

∆ Volunteers will be uploaded into the ABC Smart Cookies system by Wednesday, December 4, 2019.

∆ Once uploaded into the system, an automated email will be generated and sent out.

∆ If you do not receive this email by Friday, December 6, 2019, please email [email protected] to verify your information is correct.

∆ If you have NOT completed the requirements listed in the “Volunteer Eligibility” section of this guide, you will not receive your access email.

∆ Volunteers added after the council upload date, will be added to the ABC Smart Cookie system as they are verified by their Service Unit Cookie Chairs.

This is the system that ALL volunteers will be using to manage their respective Cookie Programs. To help you learn your way around, Just-in-Time training webinars will be conducted covering different aspects of this system. All trainings will be held via Zoom and recorded. If you miss a webinar, they will become available on our council website. To register, please contact [email protected] for the registration link or visit our council website under “Cookies+” for the link. The schedule of trainings is:

∆ Volunteer Access – 9:00 AM MST Friday, December 6, 2019

∆ Troop Initial Order – 7:00 PM MST Monday, December 9, 2019

∆ Troop Planned Orders – 6:00 PM MST Monday, January 13, 2020

∆ Booth Selections – 12:00 PM MST Tuesday, January 14, 2020

∆ Credit Cards – 6:00 PM MST Thursday, January 16, 2020

∆ Parent Access – 3:00 PM MST Sunday, January 19, 2020

∆ Transfers – 6:00 PM MST Monday, January 27, 2020

∆ Booths & Smart Cookies – 6:00 PM MST Thursday, January 20, 2020

∆ Financial Transactions – 6:00 PM MST Tuesday, February 4, 2020

∆ Reports Part 1 – 6:00 PM MST Thursday, February 6, 2020

∆ Reports Part 2 – 6:00 PM MST Tuesday, March 3, 2020

∆ Rewards – 6:00 PM MST Monday, March 16, 2020


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Conduct ! This is NOT optional !

As a member of the Girl Scout movement, it is expected that a high code of ethics and a high code of conduct, as defined by the Girl Scout Promise and the Law, be adhered to when representing Girl Scouting. Unacceptable volunteer behaviors may be cause for immediate suspension, termination or removal from the troop environment, in addition to removal from the Cookie Program.

Uniform When participating in Girl Scout activities such as the Cookie Program, Girl Scouts must wear their Girl Scout uniform. This will allow them to be easily identifiable to their potential customers. The minimum requirements are the Girl Scout Insignia Tab and Membership Pins with a Girl Scout shirt. Please visit your nearest Girl Scout Retail Store or visit www.girscoutshop.com to purchase the required Girl Scout Uniform.

Attitude “I will do my best to be…friendly and helpful, considerate and caring…and be a sister to every Girl Scout”. As adult members of the Girl Scout organization, it is important to remember you are a role model to the girls around you. They learn how to interact with their community from watching you and other adults they look up to.

Grievences In an attempt to be sure that all complaints during the Cookie Program are fully substantiated honestly and fairly, the following guidelines have been implemented.

∆ Third-party complaints will NOT be accepted. The person with the complaint must be the person who saw it, heard it, read it, or was directly involved in it

∆ You must be willing to put your complaint in writing and sign your name

∆ You must be willing to back up your complaints with examples. Random and/or vague complaints will not be accepted

∆ If you are going to lodge a complaint you must be willing to face your accused. Accuser WILL NOT be kept confidential

The Girl Scout Law I will do my best to be

honest and fair, friendly and helpful,

considerate and caring, courageous and strong, and

responsible for what I say and do, and to

respect myself and others, respect authority,

use resources wisely, make the world a better place, and

be a sister to every Girl Scout!

The Girl Scout Promise

On my honor, I will try: To serve God and my country,

To help people at all times, And to live by the Girl Scout Law.


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Safety ∆ Girls NEVER sell alone; girls must always have an adult with them

o ONLY Senior and Ambassadors may sell with a buddy of their same age or older, but must have adult guidenace and supervision

∆ Girl Scouts must ALWAYS wear their Girl Scout uniform or Girl Scout Membership Pin when participating in the Cookie Program

∆ Girl Scouts should be dressed appropriately and demonstrate appropriate Girl Scout behavior at all times

∆ When selling door-to-door, NEVER go inside someone’s home; Girl Scouts should remain where they can be seen from the street

∆ Girl Scouts should never accept food or beverages

∆ All pets should be left at home, unless a service animal is necessary; i.e., seeing eye dog

∆ Do not sell door-to-door after dark, go into yards with dogs, closed gates or fences

∆ Girls should NEVER give their last name or phone number to customers

Social Media Stress the importance of Girl Scout safety when participating in online activity. Girl Scouts participating in online marketing should be supervised. Never give out personal information such as a Girl Scouts phone number, address, or school.

∆ Social Media posts related to the Cookie Program may only be done through the Girl Scouts and/or her guardians personal accounts

∆ Posts/advertisements are NEVER allowed on Groups, Business Pages or Apps.

o Including foundations, fan pages, local city pages, yard sale pages, etc.

o Sales on EBay, Amazon, Craigslist, OfferUp, etc. are NOT permitted

∆ The ONLY app approved for the Girl Scout Cookie Program is “Nextdoor”

∆ Girl Scouts can pose a “Teaser Post” prior to the start of the program; for example, “Hi Friends and Family, I am a Girl Scout and will be participating in the upcoming Cookie Program. Starting on Sunday, January 19, 2020, I will be able to take your order!”

o Do not actually accept any orders before the program begins. If you get a response that includes an order, make sure to reply with, “Thank you for your pledge, I will contact you at the start of the program.”

∆ During the Program: Post as much as you feel is necessary to your friends and family! Suggested times are the first day the program begins, in the middle of the program with a reminder, and the last week (or days) of the program.

Complaint or desperation posts are not permitted. If you are feeling frustrated or panicked, please reach out to your Troop Cookie Coordinator. If you find that to be unsuccessful, reach out to [email protected].


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3 Stri

kes

Violations Violations of the Girl Scout Code of Conduct or the Entrepreneurial Program Rules and Guidelines will have consequences that will affect the Girl Scoust, Troops, and Volunteers participation in this and possibly future programs on a case by case basis.

∆ First Violation: Warning

∆ Second Violation: Can include forfeiture of individual girl recognitions, troop proceeds and/or Top Seller eligibility. Additional consequences include, but not limited to, suspension of Cookie Program activities including walkabouts, booth sales, or online participation

∆ Third Violation: Girl or volunteers participation in program is terminated

NOTE: Severe violations may result in more stringent consequences on the first offense. Determination of consequences will be made by the Director of Product Programs and Chief Mission Delivery Officer.

The Products The first step to being successful in a Troops Cookie Program is to know what you are selling and how to sell it. To assist in this knowledge, council will be conducting two Cookie Colleges (one in El Paso and one in the Permian Basin area), and Service Units and Troops will be encouraged to host Cookie Rallies. Visit the events page at www.gsdsw.org for dates, times, locations, and registration information for council sponsored events. Additional resources such as clip art, rally guides, and goal setting items can be found in the resources section of www.abcsmartcookies.com.

Our Baker There are two bakers in the United States authorized by Girl Scouts of the USA to bake Girl Scout Cookies. Each council chooses which baker they would like to use. We are proud to have our cookies baked by ABC Bakers (America’s Best Cookies, a division of Interbake Foods).

2020 Cookie Lineup 9 flavors in all!

$4 a package for the 8 basic cookies! $5 a package for the Gluten Free cookie!

Both bakers offer five classic cookies. While each cookie is similar, each baker has their own recipe and, in some cases, a different name.

∆ Thin Mints

∆ Caramel deLites (Samoas)

∆ Peanut Butter Patties (Tag-a-longs)

∆ Peanut Butter Sandwhiches (Do-Si-Dos)

∆ Shortbread (Trefoils)

In addition to the five basic cookies, we also offer four additional flavors; Thanks-a-lots, S’mores, Lemonades, and Caramel Chocolate Chip. Additional information on each cookie type can be found on the individual packages as well as on our Cookie Program page at our council website, under the Cookies+ tab.

BREAKING NEWS: Thanks-a-lots are will be discontinued after this year!


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Caramel Chocolate Chip-Gluten Free This cookie has a rich caramel taste, semi-sweet chocolate chips, and a hint of sea salt! The best part about the Caramel Chocolate Chip is that it is GLUTEN FREE and NUT FREE, which will allow girls to sell to a greater customer base.

NOTE: Since this cookie is certified as a Gluten Free cookie, it is made in a special facility and made in limited quantities. The Caramel Chocolate Chip cookie orders were due by troops by Monday, October 28, 2019. If your troop did not or could not place an advanced pre-order

there will be a limited supply at the cupboards and we will not be able to re-order more. In addition, these cookies will be available through online, direct ship orders while supplies last.

Cookie Facts ∆ $4/package ($5/package for the Caramel

Chocolate Chip) ∆ $48.00 per case ($60/case for the CCC) ∆ Freezes well ∆ No Trans Fats ∆ No Artificial Preservatives

∆ Open Code Dating ∆ Nutritional Labeling on Every Package ∆ Baked especially for

How the Cookie Crumbles

2020 Cookie Program 16

Troop Initial Orders Placing Order In order to receive product the week of January 13, 2020, Troop Cookie Coordinators must place their initial order by 11:59 PM MST on Friday, December 13, 2019. These orders are by case (12 packages) only, not by individual package! For more information on how to place your Troop Initial Order, join us for our Just-in-Time Training: Troop Initial Order webinar at 7:00 PM MST on Monday, December 9, 2019.

Step 1: Create Order

∆ Log-in to ABC Smart Cookie, hover over the “Orders” tab and click on “Troop Initial Order”

∆ Troops who participated in the 2019 Cookie Program will receive a summary of their 2019

Program

o Information includes:

§ Total number of packages sold § Per girl average § Troop initial order (cases and dollar amount)

o See “Recommendations” section for assistance in determining how much to order for your troop.

∆ Reminder: This is based on troop numbers for 2019, if you operated under a different number the previous year, no information will be available


∆ Enter the number of CASES (not packages) for each cookie type.

o Note: One case contains 12 packages, regardless of cookie type

∆ In order notes, you can indicate the name of approved volunteers who can pick-up and sign for the initial order if you are unavailable

∆ When complete, click save

Step 2: Schedule Mega-drop (note: This option may not be available when you place your initial order. You will still place your order according to Step 1 and schedule your delivery information when that option becomes available).

∆ Select your pick-up location

o Mega drop locations will be preloaded by council. If your area has multiple options, you will be able to select your desired location in the drop down box.

∆ Select pick-up date

o Most locations will only have one date to choose from.

∆ Next, select your pick-up time

o Note: If you are unable to pick-up during your scheduled time, you MUST contact the Cookie Cupboard Coordinator in advance.

∆ Verify all information is correct and click save


Recommendations New Troop

never participated in the Cookie Program before

Returning Troop

paricipated in the Cookie Program last year

8-10 Cases per Girl:

Suggested per Girl Breakdown:

• 2-3 Cases (24-36 packages) Thin Mints

• 2-3 Cases (24-36 packages) Caramel de Lites

• 1 Case (12 packages) Peanut Butter Patties

• 1 Case (12 packages) Lemonades

• ½ Case (6 packages) S’mores

• ½ Case (6 packages) Peanut Butter Sandwhiches

• ½ Case (6 packages) Shortbread

• ½ Case (6 packages) Thanks-a-lots

• +Gluten Free (if pre-ordered in October)

85% of Last Years Total Sales:

- Minus Gift of Caring packages

- Minus Online Sales

Service Unit Cookie Chairs and Council Staff will provide returning troops with a recommended order worksheet that already has your troop’s calculations completed for you.

Note: These are recommendations only. Troops can place whatever initial order they see fit based on their troops goals for the year.

Order carefully! Troops are responsible for selling AND PAYING for all cookies ordered. Cookies are NOT returnable to council.

- After completing the Troop Cookie Coordinator training and being verified by the SU Cookie Chair, you will be given access to ABC Smart Cookies system. All initial orders MUST be placed through this system before the Friday, December 13, 2019 deadline.

Exception: The Gluten Free cookie order was due Monday, October 28, 2019. If you were unable to place an order for the Gluten Free cookies, there will be a limited supply available at council cupboards after the start of the program and through planned orders only.

Thin Mints22%

Caramel deLites

21%

Peanut Butter Patties13%

Peanut Butter Sandwhiches

9%

S'Mores6%

Shortbread8%

Thanks-a-lots8%

GSDSW COOKIE BREAKDOWN


Mega Drop What is a “Mega Drop”? Mega Drop is a one day event in which most troops who placed their initial order will pick-up their product from the warehouse. The two primary locations for these Mega Drops are El Paso and Midland. Other areas may have other pick-up dates and locations. Additional information, including addresses and times for all pick-up areas will be provided to troops when we get closer to January.

∆ Only troops who placed their initial order by Friday, December 13, 2019 will be able to pick-up at this time.

∆ ID will be required for pick-up. If the Troop Cookie Coordinator is unavailable that day, they MUST contact council and provide authority for another individual to pick-up their order.

∆ The ENTIRE initial order must be picked up IN FULL AND AT ONE TIME; ensure you have enough vehicles, and volunteers available to transport your order.

o Approximate Auto Capacity

Car Type Approximate Car Type Approximate

Compact Car 23 Cases Small Pick-up 100 Cases

Mid-size Car 35 Cases Full-size Pick-up 200 Cases

Small SUV 50-60 Cases Full-size Van w/seats 150 Cases

Large SUV 75-100 Cases Full-size Van w/o seats 200 Cases

o Please remember safety when loading vehicles! Troops must bring their own ropes, tie-downs, and netting

o No children and no pets

∆ Warehouse pick-up: Each vehicle must have a driver behind the wheel at all times, and each troop must have 1-2 volunteers who will assist in counting the order as they are loaded.

∆ If at any time you loose count, or feel the numbers are incorrect, you MUST speak up. Once you sign the delivery ticket and leave, there will be NO corrections made to your order.

∆ Troops who do NOT pick-up their Initial Order at their assigned Mega Drop, will incur a $1.00/case penalty deducted from their proceeds.


Troop Inventory Beginning, Friday, January 17, 2020, troops can begin placing “planned orders” in the ABC Smart Cookie system. These orders are picked up at specified Cookie Cupboards at indicated dates and times by the Troop Cookie Coordinators. All planned orders are to be done by CASE not package. Be sure to join the Just-in-Time Training: Planned Orders webinar at 6:00 PM MST on Monday, January 13, 2020 for information on placing these orders.

Placing a Planned Order Step 1: Placing Order

∆ Log-in to ABC Smart Cookie; hover over the “Orders” tab and select “Planned Order”

∆ Select cupboard location

o You will be able to choose from various cupboards around council. Each cupboard will have its own schedule for troop pick-up. These dates and times are non-negotiable. Reminder: We value the time and energy our volunteers and staff put into operating these cupboards. If you sign-up for a day and time, you WILL be expected to honor that pick-up. If you are unable to pick-up during your scheduled time slot, you MUST contact the Cookie Cupboard Volunteer in advance.

∆ Select pick-up date and time slot

o Caution: All pick-up dates, from the current date until the end of the program, will be visible on this section. Be sure you are selecting the correct delivery date and time.

∆ Enter case quantities for your order

o ALL orders between council and troop will be by case, not package. ALWAYS double check your entry before submitting it to be sure you have ordered the correct amounts.

∆ Enter additional notes (if needed) in the order notes section

o An example of additional notes would be the name of approved individuals that can sign and pick-up this order.

∆ After reviewing the order click save


∆ Once saved, you will see the order confirmation screen

o From here you can delete or modify this order as necessary before the deadline for that date and location.

Step 2: Pick-up Planned Order

∆ Arrive at the pick-up location at the schedule date and time with enough vehicles and helpers to accommodate your order

o Many of our cupboard locations will be manned by a limited number of volunteers or staff.

∆ Entire order MUST be picked-up at once

o See “Mega Drop” section regarding recommended cases per vehicle type to ensure you have enough space to accommodate your order.

∆ Count every box and sign receipt

o Each and every order should be counted and verified by both the Cookie Cupboard Coordinator AND the Troop Cookie Coordinator (or designated individual). Each order MUST be accompanied by a receipt, signed by both parties.

No Returns to Council Product picked up and signed for by a Troop Cookie Coordinator (or designated individual) at any cupboard location becomes the responsibility of that troop. NO RETURNS OR EXCHANGES WITH COUNCIL ARE PERMITTED AT ANY TIME! If a troop finds itself with to many cookies, a Troop-to-Troop transfer can be made IF another troop is willing to take on that inventory. Note: Troops are under NO obligation to participate in a Troop-to-Troop transfer. Reach out to your local Cookie Cupboards and Service Units if you are concerned with having extra cookies at the end of the program. Don’t wait until the end of the Cookie Program to reach out for help. Troops will still be responsible for covering the cost of any leftover cookies in their possession at the end of the program.

Damaged Cookies Cookies that have been left in the sun, rain, dropped, or appear opened or damaged in any way, are not saleable. If you are given cookies from a Council Cupboard that appear to be damaged, please contact your Cookie Cupboard Coordinator to report the damages within 72 hours of receiving them in order to get them exchanged. Note: If a customer claims that they received a damaged box of cookies, replace them; no questions asked, regardless of who/where they purchased them. Contact any Council Cupboard for replacement boxes.


Troop-to-Troop Transfer If two troops agree to transfer cookies between each other, it must be documented with receipts and in ABC Smart Cookies. For more information about this type of transfer, join us for our Just-in-Time Training: Inventory Transfers in ABC Smart Cookie at 6:00 PM MST on January 27, 2020. ALL transfers must be completed in the ABC Smart Cookie system by 11:59 PM MST on Tuesday, March 10, 2020.

Step 1: Receipt Transaction

∆ Use a Cookie Program receipt to document the trade between the two troops.

o The white copy of the receipt stays with the receiving troop and the yellow copy goes with the giving troop.

Step 2: Transfer Cookies in ABC Smart Cookies

∆ The Troop Cookie Coordinator of the receiving troop is responsible for completing the tranfer in ABC Smart Cookies.

∆ Log-in to ABC Smart Cookies; hover over the “Orders” tab and click on “Transfer Order”

∆ Select “Troop to Troop” in the drop down box in the top right of the screen

∆ Select the appropriate Service Unit then the troop number of the troop GIVING the cookies

∆ Select the appropriate Service Unit then the troop number of the troop RECEIVING the cookies

∆ Click apply


∆ Enter the appropriate number of

packages being transferred o Note: Transfers between

troops will be recorded in PACKAGES, not CASES.

∆ Enter additional notes regarding transaction (if any) in notes section

∆ Click “Save”

∆ Troop-to-Troop transfers will also affect troop proceeds and financial liability.

o The troop receiving the items will take over the financial liability of those cookies and receive the troop proceeds associated with them.

On-hand Inventory Once cookies are transferred from council cupboards to a Troop Cookie Coordinator, it becomes troop inventory. As Troop Cookie Coordinator you will be responsible for managing that inventory. You will be inputting any Troop-to-Girl, Girl-to-Girl, Girl-to-Troop, and Troop-to-Troop transfers along with booth sales throughout the program. When a Girl Scout is in need of more product, you MUST complete the following steps. ALL transactions must be completed in the system by 11:59 PM MST on Tuesday, March 10, 2020.

Step 1: Complete a Product Receipt

NO RECEIPT = NO PRODUCT ∆ All portions must be filled in to be a valid receipt

o Girl Scout name and troop number o Service Unit name o Date of transaction o Quantitites transferred and verified o Parent/Guardian signature & Troop Number in the

“Received By” line o Troop Cookie Coordinator signature & Troop Number in

the “Received From” line o White copy stays with Troop Cookie Coordinator records and

the yellow copy goes with the parent/guardian

∆ Suggestion: It may be helpful to number your receipts and keep one book for money transactions and one book for product transactions


Step 2: Enter Troop-to-Girl Transfer in ABC Smart Cookie system

∆ Log-in to ABC Smart Cookie; hover over the “Orders” tab and select “Transfer Order”

∆ Confirm “Troop to Girl” is selected in the drop-down box

∆ Select the appropriate Girl Scout from the list and click apply

∆ Enter the appropriate quantities into the packages column

o The booth packages column is for packages sold at a booth but not entered using the “Smart Booth Divider” feature.

∆ Add additional notes (if any), such as date or receipt number into the notes section

∆ Confirm all information is correct and click save

NOTE: These steps are NOT optional. Each receipt MUST have a corresponding entry in ABC Smart Cookie. This transfers liability of the cookies from the troop to the girl and her parents. Recognitions are also determined based on these transactions. If no transaction is entered, the troop will still be expected to pay for the cookies and the girl will miss out on any recognitions she could have earned.


Gift of Caring Throughout the year, Girl Scouts and their troops find meaningful ways to give back to their communities. During the Cookie Program, the Gift of Caring Program provides an opportunity for the community to give back to others. Through Gift of Caring donations, Girl Scouts of the Desert Southwest donates cookies to the military, first responders, food banks, homeless shelters, and more.

Girl Scouts accept monetary donations that, when combined with donations from others, are turned into physical boxes of cookies. NOTE: Donations made to your troop during the cookie sale must be used for Gift of Caring cookies ONLY!

As the Troop Cookie Coordinator, you will be responsible for depositing these donations with the rest of the cookie funds and tracking them in ABC Smart Cookies. There are three ways these donations are received.

1. Customers donate online through the Girl Scouts store front. a. This is the easiest method because ABC Smart Cookies and the Girl Scouts online store

front will take care of the credit and payment of these donations. There is nothing more you need to do.

2. Customers donate change and/or boxes of cookies at Troop or Family Cookie Booths. a. If you use the Smart Booth Divider to enter the cookies sold from these booths, then

you will also be able to enter the total packages donated (in whole numbers, if $5 was donated than you would enter 1 box with $1 left over). Keep track of excess donations and see Option 3.

3. Girl Scouts receive donations through in person sales (or excess Cookie Booth donations). a. For these donations you will need to enter them using the Virtual Cookie Share section

of ABC Smart Cookies.

∆ Log-in to ABC Smart Cookies; hover over the “Orders” tab and click on “Virtual Cookie Share”

∆ Enter the number of packages each girl has sold o It is recommended that this be done as the girls earn the donations throughout the sale

but can be done all at once at the end of the sale.

∆ Add additional notes (if any) to the Order Notes section and click save

∆ Note: This will increase the Girl Scouts financial liability. If a Girl Scout is receiving Gift of Caring credit as a result of Cookie Booth donations, you WILL need to enter a corresponding financial transaction for the appropriate dollar amount.


Selling The 2020 Cookie Program begins on Sunday, January 19, 2020. Penalties for early selling will be enforced, including loss of troop proceeds for the number of cookies sold early, and loss of package credit for the girl’s recognitions.

Girls are NOT allowed to take orders before Sunday, January 19, 2020 for ANY reason! Girls can post a “teaser post” before the start date, stating that the Girl Scout Cookie Program will begin on Sunday, January 19, 2020 and that they would like their

support, but girls CAN NOT accept any orders. It is considered EARLY SELLING any time that a girl accepts someone’s request for a certain quantity or certain variety of cookies, takes money for cookies, asks potential customers questions such as, “Will you buy cookies from me?” or solicits “Gift of Caring” donations before Sunday, January 19, 2020. For more information, please review the “Rules of the Program” section of this guide.

Walkabouts Girl Scouts walking the neighborhoods with an adult selling Girl Scout Cookies are participating in a “walkabout”. The first two weeks of the Cookie Program are designated as our walkabout weeks. Girl Scouts can continue participating in walkabouts throughout the course of the sale as they see fit.

Neighborhood Rules All neighborhoods within our GSDSW council boundaries are fair game, with the exception of government controlled property such as military housing (ex. Fort Bliss and Hollman), to all GSDSW Girl Scouts, however, please be kind to one another.

Girl Scouts should focus on their neighbors/neighborhood/street first, before traveling to others. We want to allow all of our GSDSW girls to have the opportunity to participate in door-to-door sales. When visiting areas such as trailer/RV parks or apartment complexes, Girl Scouts must check in at the office to obtain permission before beginning their walkabout sales.

Why do we allow Girl Scouts to travel outside of their neighborhood and go to others? Because not all neighborhoods allow for door-to-door sales due to distance, community rules or safety. Some do not have participating Girl Scouts in them and those people would love a visit from a Girl Scout, nor do all participating Girl Scouts desire to participate in the door-to-door fashion.

NOTE: Girls are NOT allowed to set up a booth or walk through any retail area such as a mall or shopping center unless it is a council approved “Cookie Booth” location.

Military Installations

Those living on or near military installations will have additional rules and regulations to adhere to. Each Service Unit located on military property will have the details specific to their location with regards to booth or door-to-door sales. DO NOT conduct walkabouts in military neighborhoods without the required permisions provided by the Base Garrison Command.


Lemonade Stands Lemonade Stands are similar to cookie booths but are set-up in a Girl Scouts front yard, or other family members yard (not a friend or neighbors house). These stands will not show up in ABC Smart Cookie and therefore do not have to be pre-approved by council.

Rules:

1. Operating Hours: Sunrise to sunset (NO SALES AFTER DARK)!

2. Staffing: Parent and Girl Scout (no unrelated Girl Scouts) must be present at all times.

3. Uniform: Girls MUST wear a Girl Scout uniform or recognizable Girl Scout attire; such as a Girl Scout t-shirt/sweater, insignia tab, and membership pins.

4. Marketing: Follow city rules for signs. Only place signs up during the time of your Lemonade Stand.

5. Location: Must be on your own personal residence (not business). DO NOT set-up on a street corner, sidewalk, street median, outside of fencing or walls, or in neighbors or friends yards.

I) If a Girl Scout lives in an apartment, condo, trailer park, or other shared housing location: consult with the property manager, owner, etc to obtain permission. She may then set up in a common area inside of the complex.

6. Girl Scouts may NOT sell anything other than Girl Scout Cookies. For example, you cannot sell lemonade.

Online Sales The system for online cookie sales is ABC Smart Cookies. Girls can utilize this system to upload contacts, send e-cards for girl delivery or direct ship orders, monitor their sale progress, and access other marketing tools.

∆ An email will be sent to the parent/guardian with the link for registering their Girl Scouts online account after she has been entered into the troop by council on or after Thursday, January 9, 2020

∆ Each girl must have a unique account. For example: two girls can not share the same account

∆ If a parent/guardian does not receive an email after Thursday, January 9, 2020, contact [email protected] to confirm that their Girl Scout has been registered for the 2020 season and entered into the Smart Cookie platform

∆ For an overview of the Smart Cookies website, check out our Just-in-Time Training: Parent Access webinar on Sunday, January 19, 2020 @ 3:00 PM MST via Zoom. Email [email protected] for the registration link

NOTE: Please do not encourage Girl Scouts to send emails to every single person in their personal or work email contact list. This may be considered spam by some, and we would hate to give that impression from Girl Scouts. For example, do not send the link to a realtor you used in the past, but never spoke to again. Do not send it to other Girl Scout families, whom you know are also participating in the Cookie Program, unless they have requested one. Ensure your e-cards are being sent to those who are truly potential customers!


Cookie Booths Beginning Friday, January 31, 2020, Girl Scouts and their troops can begin setting up cookie booths at approved locations throughout council. Cookie booths are not required, and troops can choose to do as many, or as few, as they would like (depending on availability).

Booth locations will be secured prior to the start of the Cookie Program by approved council volunteers known as Cookie Booth Coordinators. Approved booths will be entered into ABC Smart Cookie and reserved by troops. ONLY booths reserved by troops are permitted! Troops and individual Girl Scouts are NOT authorized to set up at any location that isn’t in the ABC Smart Cookies system or reserved by the troop. For more information on cookie booths join us for our Just-in-Time Training: Cookie Booths and ABC Smart Cookies at 6:00 PM MST on Thursday, January 30, 2020.

If a troop is interested in setting up a booth in a location not listed in ABC Smart Cookie, the Troop Cookie Coordinator MUST contact their Cookie Booth Coordinator or council a minimum of one week before desired booth date to receive paperwork and information regarding the potential booth site. Note: Troop secured booths are NOT guaranteed.

Booth Types There are two types of cookie booths; a troop booth or a family booth.

∆ Troop Booth

o Any booth with two unrelated adults (one must have a current GSUSA membership) and a minimum of two but no more than four Girl Scouts

∆ Family Booth

o A parent or other adult (18 or older) family member and their Girl Scout (no more than two related Girl Scouts, and NO unrelated Girl Scouts)

Requirements ∆ ALL booths must be reserved by the Troop Cookie Coordinator through the Smart Cookie

system

o This includes family booths

∆ Girls Scouts participating in cookie booths must be identifiable as Girl Scouts and in an appropriate uniform

∆ Do not approach store employees; although, if they approach you, please do as they say

o Exception: If the booth notes require troops to sign in or out, or if the safety of the Girl Scouts and volunteers is in question

∆ DO NOT utilize the locations shopping carts or fill their trash bins with Girl Scout related garbage (such as cookie cases) – “Pack it in, pack it out”

∆ No shouting or running up to customers at any time

∆ All cookie booths are to be placed at a reasonable distance from the street or parking lot

o “Reasonable distance” may vary based on location, cars should not be able to pull directly up to a booth.

∆ Girl Scouts are NEVER allowed to approach a car; if a customer approaches a booth in a vehicle, an adult should be the one to approach the car


Supplies When participating in booth sales, regardless of booth type, we recommend the following supplies:

∆ Girl Scout Uniform (required)

o Be sure to wear your vest, sash, or tunic. This is a great way to show all the fun things you have done as a Girl Scout.

∆ Table

o Check the booth detail for each location, some locations may not allow tables.

o If a table is allowed, most locations will not provide you with one so make sure to bring your own.

∆ Table cloth

o Girl Scout table cloths are available through our council shops, or be creative and make your own.

∆ Money pouch/cash box w/change

o For the safety of the Girl Scouts, it is recommended that an apron or fanny pack be used to keep money off of the table and out of easy reach, however, a cash box can be used if properly supervised.

o Change ($1’s and $5’s) – the amount you have is up to you and may vary depending on location and time. Be sure to note how much you start with so you can subtract this amount from you ending totals.

∆ Cart for hauling supplies (optional but highely recommended)

o Please refrain from using shopping carts (unless the store has approved their use) to haul or store cookies and supplies. Most booths will not be located in close proximity to your personal vehicle so you will need to take everything with you. A cart or wagon can be of great help, especially when it rains in order to keep your cookies dry.

∆ Fun signs or banners (optional)

o These MUST be hand-held or displayed on your table. DO NOT place signs on store windows or doors of businesses!

o Be creative, show what you and your troop plan to do with your proceeds.

∆ Cookies (required)

o Don’t forget the most important item, COOKIES!

o How much of each cookie type you have may vary based on the location, date, and time of your booth.

∆ Credit Card reader (optional)

o Not required by can really boost your sales.

∆ Additional documents

o This can include tally sheets, booth reservations, Girl Health History forms (in sealed envelope in case of emergency), or other required or recommended documents.


Scheduling Booths ALL cookie booths MUST be scheduled through ABC Smart Cookies before any individual is allowed to set-up. For detailed information on the booth scheduling processes, join us for our Just-in-Time Training: Booth Selections at 12:00 PM MST on Tuesday, January 14, 2020.

Booth selection will begin at 6:00 PM MST on Monday, January 20, 2020 and end at 5:59 PM MST on Monday, January 27, 2020. Each troop will be allowed three booth picks per day with only one pick being a “premimum” booth. Quantities are refreshed each day so if you miss a booth selection day, or do not use all of your picks, they will NOT roll over to the next day.

Beginning at 6:00 PM MST on Tuesday, January 28, 2020, booth selections will be opened up to unlimited selection.

Note: Troops who participated in the “Sister Troop” program and have received an extra booth pick will be contacted independently to make their selection. For more information on this program contact your Service Unit Manager or Customer Care.

Step 1: Securing Booths

∆ Log-in to ABC Smart Cookies; hover over the “Booth” tab and select “Schedule Booths”

∆ The top portion of your screen will indicate the number of booth reservations you are allowed

∆ You can search for booths within your desired area in the search bar

∆ Available booths will be listed in purple, select the desired booth location

o Booths with a “P” are considered “premium” booths


∆ Once the location is selected, you will be able to view the calendar of available dates, select desired date

∆ You will then see the times available for that date, select the desired time

∆ Click save

∆ You will then receive a message indicating if the pick was successful or not

Step 2: Reviewing Selected Reservations

∆ Return to your troop dashboard and hover over the “Booth” tab and select “My Reservations”

∆ From your “Troop Booth Reservations” screen, you can view all information regarding your troop booths


Canceling Booths If, for any reason, your troop is unable to attend a scheduled booth, you MUST cancel the booth through ABC Smart Cookies before the reservation time. This will allow other troops to secure the reservation in your place. DO NOT “trade booths” verbally with another troop or via facebook or other means without following up in ABC Smart Cookie. When canceling a booth, you are encouraged to post in Service Unit groups or on the GSDSW Product Page as a curtesy to other troops. To cancel a reservation, go to your “Troop Booth Reservation” screen (see Step 2: Reviewing Selected Reservations).

∆ Locate the correct booth location, date, and time and click on the three dots on the right side of the selection

∆ Click “Remove Reservation”

∆ A confirmation box will appear asking to “Delete Forever” or “Go Back”, select “Delete Forever”

Smart Booth Divider To assist with distributing cookies and funds sold during cookie booths, ABC Smart Cookie has a feature called the “Smart Booth Divider”. Start by going to your “Troop Booth Reservations” screen (see Step 2: Reviewing Selected Reservations).

∆ Locate the appropriate booth and click on the three dots on the right of the screen

∆ Select the “Smart Booth Divider” option


∆ Enter the quantities sold for each cookie type (include gift of caring packages)

∆ Click “Save and Distribute Sales”

∆ Click on the “Select Troop Girls” option that will appear on the right

∆ Select the girls who will be receiving credit for this booth and click continue

∆ The system will automatically distribute the cookies evenly (by type) among the selected girls with excess cookie quantities in red at the bottom, you will then distribute the remaining cookies to each girl accordingly

o Note: Each troop has its own way of dividing cookies sold at booths. From this screen you can re-distribute the booth cookies according to your troops preference, regardless of how the system initially distributed them.

∆ Once all cookies are assigned, click save

∆ Cookies distributed using the Smart Booth Divider will not be counted in the Girl Scouts financial liability since the troop was responsible for all inventory and funds received for the booth

o Note: This means you do NOT enter a corresponding financial transaction for each Girl Scout. Funds received from the cookie booth should be given directly to you and deposited into the troop account.


Financials Girl Transactions Girl Scout parent/guardians should be making regular payments to you throughout the course of the 2020 Cookie Program. You will be responsible for depositing ALL funds into the troop bank account and entering these transactions into ABC Smart Cookie. Join us for our Just-in-Time Training: Financial Transactions at 6:00 PM MST on Tuesday, February 4, 2020 for more information on handling financial transactions in the ABC Smart Cookie system. ALL transactions must be completed in the system by 11:59 PM MST on Tuesday, March 10, 2020.

Step 1: Receipts

∆ Anytime money exchanges hands, a receipt MUST be issued

NO RECEIPT = NO MONEY MOVEMENT

∆ Receipt MUST be filled out completely to be valid

o Girl Scout name and troop number (5 digit) o Service Unit name o Date of transaction o Amount being paid and verified o Signature of Troop Cookie Coordinator with troop number goes in the “Received By”

line o Signature of Parent/Guardian of Girl Scout with troop number goes in the “Received

From” line o White copy stays with Troop Cookie Coordinator and yellow copy goes with

Parent/Guardian

∆ Suggestion: It may be helpful to number your receipts and keep one book for money transactions and one book for product transactions

Step 2: Enter Transaction into ABC Smart Cookie

∆ Log-in to ABC Smart Cookie; hover over the “Finances” tab and click on “Financial Transactions”


∆ Select the “Girl Transaction” tab at the top

∆ Select “Add Girl Transaction” at bottom

∆ Enter information from receipt into appropriate categories

∆ Click save

Step 3: Deposit Money into Troop Bank Account

∆ Deposit all Cookie Program funds into the troop bank account on a regular basis

∆ Deposit funds separately from other troop funds such as dues or event payments

o When you deposit Cookie Program funds, ask for two receipts, one to keep with your Cookie Program records, and one to keep with the Troops Finances.

ACH Withdrawals Throughout the course of the 2020 Cookie Program, council will be collecting funds from troops based on the amount of cookies transferred to the troops at specified intervals. If a troop does not have the funds to cover the cost of a pending ACH withdrawal, they MUST contact council a minimum of 2 business days before the date of withdrawal.

• ACH #1 February 10, 2020 – Withdraw 50% of initial order and 50% of additional orders as of January 31, 2020.

• ACH #2 March 2, 2020 – Withdraw 75% of initial order and 50% of additional orders as of February 21, 2020.

• ACH #3 March 17, 2020 – Withdraw 100% of remaining balance owed.

NOTE: Should an ACH be returned by the bank for Insufficient Funds, the troop will be responsible for additional fees associated with the return and will NOT be permitted to place any additional orders until their payment has been cleared.


Troop Delinquents Cookie Program Volunteers are legally accountable for depositing ALL funds from the 2020 Cookie Program into their troops bank account. Girl Scouts of the Desert Southwest reserves the right to take any legal action it deems necessary to collect funds owed from this program. If there is any outstanding debt by a troop, the Troop Cookie Coordinators position may be in jeopardy, and that troop will be considered Not in Good Standing with council.

Troop, or individuals considered Not in Good Standing with council will not be allowed to participate in Council Programs and events.

• Troop Leaders who are found to be delinquent will impact the participation of the entire troop. Troops with delinquent Troop Leaders will not receive recognitions or be allowed to participate in Council Programs until the debt is paid. (If the Troop Leader is removed from his/her position, the troop may resume its activities under a new Troop Leader. The delinquent individual will not be allowed to participate.)

• Troop Cookie Coordinators who are delinquent will be prohibited from participating in future programs until the debt is paid. A troop can continue to participate under a new Troop Cookie or Fall Product Coordinator.

• If a Parent/Guardian is delinquent, the affected Girl Scout will not be allowed to participate until the debt is paid (or other responsible adult takes responsibility for all money received during future programs).

Girl Delinquents Throughout the 2020 Cookie Program, Troop Cookie Coordinators will be expected to enter financial transactions into the ABC Smart Cookie system and provide parent/guardians with regular financial summaries. Troop Cookie Coordinators must submit a Girl Delinquent Report for any parent/guardian who has not turned in ALL cookie money by the end of the program. These forms MUST be completed and submitted (with all required documentation), no later than, 6:00 PM on Monday, March 16, 2020. Should a Troop Cookie Coordinator fail to submit this report on time and/or complete, the troop will still be responsible for any and all funds owed to council.

Completed reports will be reviewed and ACH amounts will be updated according to these reports. Troops will NOT receive Troop Proceeds on the the cookies un-paid for by the Girl Scout Parents until the amount owed has been collected.

Girl Delinquent Reports will be available on our council website after March 1, 2020. Completed reports must include the following:

• Completed Delinquent Report

• White receipts for ALL product and money transactions for that Girl

• Parent/Guardian permission form, signed

• Girl Financial Summary from ABC Smart Cookie (transactions on summary MUST correspond to receipts, unless direct ship or booth sales

Note: Reports are to be submitted to [email protected] or delivered to a council office.


Recognitions Troop

Proceeds Troop proceeds belong to the entire troop, and never become property of an individual Girl Scout.

∆ Troops earn $0.60 for every package sold, regardless of the type of cookie.

∆ Troops can receive an additional $0.05 per package IF all Girl Scouts in the troop agree to forfeit their physical recognitions (patches will still be received)

For troops interested in receiving the extra $0.05 per package, ALL Girl Scouts and parents must sign an opt-out form and submit it to council by 6:00 PM MST on Tuesday, March 17, 2020. These forms can be found on our council website in the “Cookies+” section after Thursday, January 30, 2020.

Opt-out forms will not affect any patches the Girl Scouts earn or a Girl Scouts Top Seller Status. The Girl Scouts will only be forfeiting the individual recognitions they would have earned.

Recognitions Troop recognitions are NOT cumulative. Each Girl Scout participating in the 2020 Cookie Program will receive the recognition according to the troops overall per girl average for the 2020 Cookie Program.

Girl Scout In addition to learning entrepreneurial skills, running their own business, and building courage, confidence, and character, Girl Scouts also earn some physical items or trips for reaching specified levels! *Please note: recognitions are subject to change based on availability.

Fall Product Crossover Patch Girl Scouts who participated in the 2019 Fall Product Program will have the opportunity to earn a special Avatar Patch. These patches will be sent directly from the company to the Girl Scout at the conclusion of the 2020 Cookie Program. To earn this exclusive patch, a Girl Scout must meet the following requirements:

∆ Create an Me2 Avatar during the 2019 Fall Product Program

∆ Send 15 emails during the 2019 Fall Product Program

∆ Sell 350 packages of cookies during the 2020 Cookie Program

350 Troop per Girl Average Waterproof Bag per girl

500 Troop per Girl Average Fox Hoodie per girl

Top Two Troops over 500 Troop Per Girl Average

Weekend at Camp Mitre Peak


Desert Dollars

∆ Desert Dollars are earned and used by individual girls before its expiration date (noted on the Desert Dollars). THERE ARE NO EXCEPTIONS!

∆ Desert Dollars are only valid within the Desert Southwest council and are NOT transferrable to another Girl Scout council

∆ Desert Dollars may be used toward fees of any Desert Southwest council sponsored event such as; day camp or resident camp, destinations, council travel group trips, etc.

∆ Desert Dollars may be used to purchase girl related items (uniform, handbooks, accessories, etc) from the Desert Southwest shops

∆ Treat the Desert Dollars as if it were money

∆ NOTE: The parents must sign to acknowledge receipt of their daughter’s Desert Dollars

Travel Credit

∆ Travel Credit can be used toward troop or council sponsored experiences including EF Tours

∆ Unlike Desert Dollars, Girl Scouts will not receive physical dollars to use as Travel Credit

∆ Council will make the appropriate payment, on the Girl Scouts behalf, to the travel group/trip indicated by the parent/guardian

Top Seller Recognition ∆ Top three sellers, over 5,500 packages, will receive a trip to the GSUSA National Convention, G.I.R.L.

2020, in Orlando, Florida October 23-35, 2020. Trip will include airfare, hotel, conference registration and meals

∆ All sellers over 2,500 packages will receive recognition in the GSDSW annual awards ceremony in May 2020

Recognition Line-up NOTE: All recognitions are subject to change. We strive to bring our girls the very best recognitions. Sometimes manufacturers alter availability, color, brands, etc. While recognitions may change it will never be for “less than” equal or greater value to ensure our girls are always first and foremost.


The GIRL SCOUTS® name and mark, and all other associated trademarks and logotypes, including but not limited to the Trefoil Design, are owned by Girl Scouts of the USA. ABC Bakers is an offi cial GSUSA licensee.

Set Your GoalsThe Girl Scout Cookie Program Begins January 19, 2020. You may not take orders or sell cookies before this date.

Girl Scouts of the Desert Southwestwww.gsdsw.org

Email: [email protected]

P. 915.566.9433

MY GOAL

Participation Patch25+ packages

Fox Plush Sitting AND Drawstring Bag OR $5 Desert Dollars

450+ packages

Cookie Camp OR $100 Travel Credit1150+ packages

$1000 Travel Credit4500+ packages

Stadium Cup AND Theme Patch100+ packages

Fox T-Shirt600+ packages

Suitcase AND Luggage Tags OR $100 Travel Credit

2000+ packages

Trip to G.I.R.L. 2020Top 3 sellers over5500 packages

Travel Journals225+ packages

$10 Desert Dollars750+ packages

Beats Headphones AND Meal with GSDSW CEO Patty Craven

2750+ packages

Achievement BarsAchievements are non-cumulative. Girls will only be

awarded the bar at the highest level sold

Waterproof Bag350 Troop Per Girl Average

Cookie Share Patch12 Packages Donated

to Gift of Caring

Fox Hoodie500 Troop PerGirl Average

Online Patch15 Packages sold Online

Weekend at Camp Mitre PeakTop two Troops with Per Girl

Averages over 500

Goal Getter PatchSet and Reach Goal

in Smart Cookies

2021 Girl Scout Membership350+ packages

GSDSW Jacket OR $35 Desert Dollars

950+ packages

GSDSW National & State Park Camping Trip June 25−28 OR One Week Resident

Camp OR $500 Travel Credit3250+ packages

Giant Plush FoxTop Online Seller

Recognitions are cumulative. Achievement bars will only be awarded at the highest level earned.GSDSW reserves the right to substitute any recognition with another of equal value.

Troop per girl average rewards for 350 and 500 are not-cumulative. Each girl within the troop will earn the reward at the highest level earned.

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Submitting Recognition Order There are two steps for completing your troops recognition order, the first is to create the order and the second is to submit it. Join us for our Just-in-Time Training: Recognitions at 6:00 PM MST on Monday, March 16, 2020 for more information on entering and submitting recognition orders. Recognition orders can be created starting Monday, March 2, 2020. Once created, you can update choices and selections as the Girl Scout earns them. All recognition orders must be submitted by 11:59 PM MST on Thursday, March 19, 2020 in order to be processed.

Note: If your troop will be opting out of recognitions, DO NOT create your order until after you have submitted your form. Once approved, you may then create and submit your order. Opt-out forms are due no later than 6:00 PM MST on Monday, March 16, 2020.

Step 1: Creating Recognition Order

∆ Log-in to ABC Smart Cookie; hover over the “Recognition” tab and select “Create Recognition Order”

∆ Select “Enter Troop Number”

∆ Enter five digit troop (if needed)

∆ Click create order

Step 2: Manage Recognition Order

∆ Hover over the “Recognition” tab and select “Manage Recognition Order”

∆ (no photos available at this time) Girl Scouts with actions pending will show a triangle with exclamation mark next to their name

∆ Click on the Girl Scout and her recognition list will appear, locate the items pending and make the appropriate selections

Step 3: Submitting Recognition Order (no photos available at this time)

∆ Submit order only when ALL transfers have been completed

∆ Follow step 2 to review recognition order

∆ Locate and click “Submit Order”


Reports ABC Smart Cookies contains a number of useful reports to use throughout the 2020 Cookie Program. It is STRONGLY recommended that you view these reports regularly throughout the program. Join us for our Just-in-Time Training: Reports Part 1 at 6:00 PM MST on Thursday, February 6, 2020 and Reports Part 2 at 6:00 PM MST on Tuesday, March 3, 2020 to go over the various reports found in ABC Smart Cookies and how to use them throughout your program.

Note: ABC Smart Cookies will be shut down the end of July in preparation for the next years programs. Be sure ALL reports are pulled before this occurs.

Key Reports ∆ Troop Balance Summary (required for Troop End-of-Year Financials)

o This report shows the summary of your troop as a whole.

o It will show how many packages have been transferred in and out of your troop, payments made to council (via ACH withdrawals and online or credit card payments), what your troop proceeds are, and your balance due to council.

o At the end of the 2020 Cookie Program, the balance should read $0.

∆ Troop On Hand Inventory

o This report will show a breakdown of how many cookies the troop currently has in its possession. It is useful in monitoring the troop inventory as cookies are transferred in from cupboards, troops, or girls and transferred out to girls, through booths or to other troops.

o If you are showing more or less cookies on the report than you have in your possession, then review your receipts for a missing transaction.

o At the end of the program, the Troop-on-Hand inventory should be zero across all categories.

∆ Girl Balance Summary

o Similar to the Troop Balance Summary, this report shows each Girl Scouts current standing.

o This report is ideal for giving to parent/families throughout the course of the program.

o It will include the number of packages transferred to the Girl Scout, booth sale packages, online sales, payments made to the troop (if transaction entered into system), and direct ship or credit card transactions credited for.

o At the end of the program, the Girl Scout balance should read $0.

∆ Recognition Report by Girl

o This report will be needed to sort the recognitions for distribution to the Girl Scouts.

∆ Additional Reports

o Booth Summary

o Planned Order Report


Run Report ∆ Log-in to ABC Smart Cookie, hover over the “Reports” tab and select “Current”

∆ Locate and select report and click “Go To Report”

∆ Set criteria (if desired) and click “View Report”


Code of Conduct As a member of the Girl Scout movement, it is expected that a high code of ethics and a high code of conduct, as defined by the Girl Scout Promise and the Girl Scout Law, be adhered to when representing Girl Scouts. Unacceptable volunteer behaviors that may be cause for immediate suspension, termination or removal from the troop environment are outlined in this document. This includes, but is not limited to, the parents working with troops who do not follow GSUSA and GSDSW Policies and Procedures.

All volunteers will be expected to adhere to the following Code of Conduct in addition to all Girl Scout Policies and Procedures while assisting any Girl Scout during the course of the 2020 Cookie Program. A signed Troop Cookie Coordinator Agreement Form must be on file with the Service Unit Cookie Chair and a 2020 Girl Scout Membership and current background check completed with council before the volunteer will be allowed to participate.

Adult Conduct Unacceptable behavior by a volunteer, parent, guardian, or other family member as listed below, may result in immediate suspension or termination of any involvement in Girl Scouts:

1. Willful violation of Council or National Girl Scout Policies.

2. Willful creation of discord.

3. Willful damage and/or misuse of property.

4. Violence of any kind.

5. Child Abuse - Neglect, physical injury, emotional maltreatment to include verbal and/or sexual abuse.

6. Illegal Drugs - Use, sale, possession or being under the influence of illegal drugs at a Girl Scout sponsored event.

7. Improper conduct while under the influence of prescription drugs, including but not limited to transportation of girls while on a controlled substance.

8. Alcohol - Use or being under the influence of alcohol is prohibited at ALL girl programs, activities, and events.

9. Smoking - Smoking in non-designated areas or in the presence of girls is prohibited.

10. Firearms/Ammunition/Weapons - no firearms or weaponry shall be in possession of, on the person or in a vehicle, of any Girl Scout member or non-member accompanying them UNLESS the person is a sworn Peace Officer.

11. Inappropriate, abusive, profane or offensive language.

12. Any inappropriate conduct, behavior or acts during Girl Scout Activities.

13. Willful misuse of council and/or troop/group funds.

14. Refusal to submit an accurate and timely Financial Report.

15. Failure to fulfill the conditions of the volunteer agreement and/or the volunteer position description.

16. Falsification or significant omissions of any information on the Volunteer Application form and/or council records.

17. Harassment or intimidation, including sexual harassment or abusive behavior that creates a hostile environment.


18. Failure to maintain a positive representation of Girl Scouts of the Desert Southwest and GSUSA at all Girl Scout related activies and events.

19. Adverse results from a criminal history background check.

Any volunteer will be automatically discharged if a registered sex offender becomes part of their household.

Girl Conduct Girl Scouts are held to the highest standards in the community. Girls are highly visible to the public while wearing their Girl Scout uniforms and participating in any Product Program. Therefore, their behavior is very important to the Girl Scout movement. Girls are representing a world-wide organization and must act accordingly. Poor behavior can also jeopardize the potential to conduct cookie booths at that location in the future.

1. Girls should greet their customers in a friendly manner.

2. Girls should always be polite.

3. Girls should always say "Thank you," after the sale.

4. Girls should be gracious when someone isn't interested in buying cookies.

5. When helping a customer, girls should not argue about who gets to show them the cookies or collects the money.

6. Girls should not eat or drink in front of customers.

7. Girls should not text or use the internet while working at a cookie booth.

8. Girls should help to set-up, re-stock, and tear-down the booth.

9. Girls should not block doorways; always stand off to the side.

10. Girls should ALWAYS ask customers if they want to buy cookies on their way OUT of the store, NOT on their way IN.

11. If chairs are provided, girls should stand up when talking to customers.

12. Girls should never be yelling, screaming, running, climbing on rides, sitting on store displays, or being a nuisance to customers.

13. Girls should ALWAYS follow the Girl Scout Promise and Law.

I understand that the 2020 Troop Cookie Coordinator Guide is my primary source of information about the 2020 Cookie Program. By signing the Troop Cookie Coordinator Agreement Form, I acknowledge that I have read and understand both the agreement form and the 2020 Troop Cookie Coordinator Guide and agree to abide by all of the rules and provisions set forth in the agreement form and guide. My failure to read the agreement form and/or guide in no way relieves me of my obligation to abide by the contents of these documents.


Troop Cookie Coordinator Position Description Purpose of Position:

To manage and administer the Girl Scout Cookie Program to all Girl Scouts within their troop.

Qualifications:

∆ Must be in good standing with the Girl Scouts of the Desert Southwest i.e., No troop delinquency or outstanding financials

∆ Have a 2020 Girl Scout Membership

∆ Current and eligible background check on file

∆ MUST have reliable access to technologies such as computer and internet

∆ Accept and adhere to the purpose and principles of Girl Scouts, GSUSA, and GSDSW

∆ Demonstate strong organizational skills, problem solving, supervisory skills, and effective time management

∆ Have a good working knowledge, acceptance, and willingness to promote councils goals, objectives, policies, and procedures

∆ Ability and willingness to make decisions, delegate responsibility, and work with adults from diverse backgrounds

Responsibilities:

∆ Attend Service Unit or Council sponsored training for the 2020 Cookie Program

∆ Verify that ALL Girl Scouts participating are registered for the current membership year

∆ Protect girl and GSDSW assets (i.e. product, money, document, etc.)

∆ Coordinate troop meeting to provide instruction and information to parents and girls regarding the 2020 Cookie Program

∆ Enter all required data in ABC Smart Cookies system, including, but not limited to, transfers, financials, and recognitions

∆ Submit troop product and recognition orders and other required documents to council by established due dates

∆ Pick-up and distribute product and recognitions promptly and appropriately

∆ Issue signed receipts for ALL transactions including product, money, and recognitions

∆ Keep accurate records and copies of troop documents and all deposit slips

∆ Document and report Girl Delinquent balances according to GSDSW policies

∆ Assume full responsibility for product, money, recognitions, and documents while in your possession. Failure to turn in all money and related documents on time may result in charges and prosecution as allowed by law.


Troop #: Service Unit Name: Telephone ( )

(all 5 digits)

Printed Name: Email:

Driver’s License # ________________________ Social Security # __________________________________

Mailing Address: _______________________________________________________________________

Street City State Zip

By signing, I affirm that I have read and understand the information above and agree to fulfill the responsibilities for this position.

I fully understand that failure to turn in all monies and related documents on time may result in collection procedures up to and including prosecution as allowed by law.

Signature:

Are you or your Spouse Active Military: No. Yes If yes, please complete the following:

Sponsor Name: _________________________________________ Unit: _______________________________

Address: ____________________________________________ Duty Phone #: __________________________

*If money is delinquent commander will be contacted*

2020 Troop Cookie Coordinator Agreement

By signing below, I fully understand that any troop delinquency is my responsibility and that I will no longer be in good standing with the council and I cannot be responsible for any future product sales until the delinquency is paid in full.

If I have a daughter who is delinquent I understand that I am no longer in good standing with the council and cannot be responsible for any future product sales until the delinquency is paid in full.

Signature: __________________________________________ Date: _______________________

2020 Troop Coordinator Guide - gsdsw.org · - After completing the Troop Cookie Coordinator...

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