2016 Cookie Manual. important dates. November. 2 Booth Lottery Opens 23 Booth Lottery Closes 24 Results of Lottery Released.

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important dates November 2 Booth Lottery Opens 23 Booth Lottery Closes 24 Results of Lottery Released December 7 Initial Orders Due in Snap+ January 2 11 Mega Drops 4 First Come, First Serve Booths Open
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important dates November 2 Booth Lottery Opens 23 Booth Lottery Closes 24 Results of Lottery Released December 7 Initial Orders Due in Snap+ January 2 11 Mega Drops 4 First Come, First Serve Booths Open (limit 4) 11 First Come, First Serve Booths Open (no limit) 14 Cookie Program Start 28 Sweep # Cookie Manual February 25 Sweep #2 28 Cookie Crunch National Cookie Weekend March 13 Cookie Program Ends 19 OCFH Drop Off 26 OCFH Drop Off 25 Sweep #3 what s inside? April 13 T-5 Parent Debt Form Deadline Getting Started pg. 4 How to Order pg. 5 Operation Cookies from Home pg. 5 Cookie Booths pg. 6 Cookie Booth Lottery pg. 7 Recognition Information pg. 9 Contests pg. 9 Snap+! pg. 10 FAQs pg. 11 June 2 nd 500 Club Celebration* Weekend 22 Mystery Tour* * 500 Club Celebration and Mystery Tour dates are tentative. Our goal is to remain as close as possible to the dates listed above. cookie glossary GSEP Sponsored Cookie Booth Secured by GSEP, these booths are located in high-volume or high-profile locations, and are selected by a lottery. They are available via the Snap+ booth lottery system and are open to any troop within GSEP, regardless of location and/or Service Unit boundaries Planned or Unplanned Order Station Located throughout the council, each station has its own schedule. A detailed listing can be found at gsep.org Mega Delivery Station The location which volunteers select the time and location in the Snap+ system to pick-up the Initial Order Initial Order The first order a troop places in Snap+. Initial Orders are picked up on a Mega Drop day. The deadline to place an initial order in Snap+ is December 7, 2015 Planned Order Picked up at a Planned Order Station, this order must be placed in Snap+ by noon the day prior to picking up the order. If you miss the pickup, the order will be canceled. A T-8 is not required, and ordering is only available by cases. GSEP is responsible for entering the transfer into Snap+. Please allow time for processing Service Unit Cookie Cupboard A cupboard hosted by the Service Unit to transfer cookies to the Troop in either cases or individual packages. The Service Unit Cookie Cupboard is not able to return extra product at the end of the program Service Unit Cookie Booth Secured by your SUCM or SUCBM, these booths are within your Service Unit boundaries. Each Service Unit handles the process of establishing and scheduling booths differently Snap+ The online management system for the Girl Scout Cookie Program that accounts for the transfer of inventory as well as the lottery of GSEP Sponsored Cookie Booths and the ordering of girl recognitions. SUCBM Acronym meaning Service Unit Cookie Booth Manager. This volunteer is responsible for securing Service Unit Cookie Booths and creating the process and schedule for the Service Unit SUCM Acronym meaning Service Unit Cookie Manager. This volunteer is responsible for the overall operations of the Cookie Program throughout the Service Unit including training the troops and offering assistance throughout the duration of the program Sweep The automatic removal of funds from the Troop bank account to GSEP to pay for inventory TCM Acronym meaning Troop Cookie Manager. This volunteer is responsible for the overall operation of the Cookie Program to the troop including training the family and girls, managing troop inventory and Snap+ data entry Transfer The moving of inventory from a provider to a source Troop Balance Summary Report Found in Snap+, this report shows all the transactions of a troop s history throughout the Program Unplanned Orders Picked up at an Unplanned Order Station without first placing a Planned Order in Snap+. These cookies are not guaranteed to be available. A T-8 is required, and only cases are available. GSEP is responsible for entering the T-8 into Snap+. Please allow time for processing M-3 Form Money and/or product receipt, used for a transaction between troops or as a receipt for parent/guardians T-8 Form Cookie Transfer Form used anytime a transfer is completed between a provider and a source. This form is not needed for even amount exchanges, planned orders, or the initial order G-1 Form Parent Permission Form used to track all transactions between a TCM and a girl/adult. This form must be signed by the parent/guardian prior to the girl participating in the Program 2 cookie success in 3 easy steps Planning and Preparation Train Parents/Girls and set a sales plan and goals. Pass out all parent material and collect the G1 form. Market the Sale by using Social Networking and COCO Command Schedule a cookie booth and talk to the girls about other sale opportunities Make It Happen Place the Initial Order and enter the Booth Lottery Support the girls while they earn funds for the troop and learn the five skills! Remember to place reorders as necessary Complete all paperwork and ACH Sweeps on time Celebrating Success Measure the troop s progress and complete the OCFH transaction Distribute girl recognitions and thank the families for their support Celebrate the troop's success! the girl scout leadership experience The Girl Scout Cookie Program is the largest girl-led business in the world! Girl Scouts is on a mission to help girls succeed, not just today, but in the future! Participating in the Cookie Program is a great way to get things started. Together, girls can reach their goals, and as a team, we can help them change the face of leadership in one generation! Not sure how to incorporate the GSLE into the Cookie Program? We can help! Check out the Cookie Program Toolkit to learn new ways to incorporate the Cookie Program into your meeting activities. Still not sure? Contact us at 3 let s get started! Train Parents and Girls Before girls begin to participate, schedule a meeting with all girls and their parents/guardians to explain the program. At the meeting: Explain why participation is important to the troop and the girl Generate enthusiasm and discuss the Five Skills that girls learn ways for girls to participate Online Log on to abcsmartcookies.com Create a profile Send the Coco Direct ecard to friends/family Friends/family click the link in the CoCo Direct ecard to order their cookies online, pay for them online, and have them shipped directly to their home In Person Girls walk about the neighborhood with the order card or product. Girls should always be safe and walk with a parent/guardian Money is collected at the time product is provided to the customer Emphasize the importance of troop funds and how the troop will use the funds earned Stress safety and selling tips for both in-person and online participation Review the dates of the program Distribute and recollect a signed G1 Parent Permission Form Develop a Troop Business Plan Use the Troop Budgeting Worksheet found on COCO (www.abcsmartcookies.com) to establish program outcomes Work with the girls to determine the Troop Goal. Ask your SUCM about the Service Unit goal number to incorporate it into your Troop Goal Work with the girls to allow each girl to set her own individual goal Schedule direct sale opportunities for the troop Brainstorm creative selling techniques to maximize your earning potential: 1. Use social networking to promote the program once the program begins on January Have girls reach out and visit to their family friends and neighbors 3. Direct Sales (Booth Sales) 4. Online Sales using the COCO Direct System 5. Operation Cookies from Home Cookie Booths Enter the Booth Lottery Work with the SUCM or SUCBM to schedule cookie booths throughout the Program in their local community Product sold at a cookie booth can be evenly divided by the girls that participated Girl Materials Distribute Materials Accordingly Cookie Order Card with recognition detail insert Parent Permission Form (G-1) Money Envelope Troop Materials Receipt Books (M-3) Troop Toolkit Cookie Transfer Forms (T-8) On The Web abcsmartcookies.com abcsnap.com gsep.org 4 orders There are a two ways for troops to access additional inventory. Keep in mind that product cannot be returned. Planned Order Picked up at a Planned Order Station, this order must be placed in Snap+ by noon the day prior to picking up the order. If you miss the pickup, the order will be canceled. A T-8 is not required, and ordering is only available by cases. GSEP is responsible for entering the transfer into Snap+. Only full orders can be picked up at the truck. Partial orders or returns cannot be accepted. Please allow time for processing. Unplanned Orders Picked up at an Unplanned Order Station without placing a Planned Order in Snap+, these cookies are not guaranteed to be available. A T-8 is required, and only cases are available. GSEP is responsible for entering the transfer into Snap+. Please allow time for processing. Where Do I Pick Up My Order? Planned Order Station Located throughout the council, each having its own schedule. A detailed listing can be found at gsep.org Unplanned Order Station Located throughout the council, each having its own schedule. A detailed listing can be found at gsep.org Service Unit Cookie Cupboard Located within the Service Unit, this cupboard contains a limited amount of supply. For details, please contact your SUCM Creating a Damage Order At times, product received may be damaged. If you receive damaged inventory, be sure to notify the SUCM prior to creating a Damage Order in Snap+. If the product is severely damaged, please send the printed number on the top of the box to To create the order in Snap+, click on the cookies icon then select Damage Order. Simply enter the number of packages and click save. operation cookies from home Operation Cookies from Home (OCFH) is a partnership between GSEP and the USO to provide Girl Scout Cookies to women and men serving in the US Military. Throughout the Cookie Program, customers have the opportunity to donate any amount of money, or a package of cookies. A girl that collects $4.00 will receive credit for selling one package, and the troop will also receive troop proceeds. All funds collected or donated for OCFH should be deposited into the troop bank account. At the end of the Cookie Program, tally the money donated to OCFH to determine the troop s total contributions. There Are Two Ways of Donating to OCFH: If the troop does not have inventory, the TCM will create a troop-to-troop transfer in Snap+. The transfer will be from the OCFH Troop in to your troop. This will increase the number of packages in your troop inventory to then transfer to the girls. You will not need to drop off any cookies. This will act as a virtual transfer of packages. If the troop has leftover inventory, gather these packages together and deliver them to an OCFH drop listed below. More information will be available closer to the drop off date. GSEP recommends that Gluten Free cookies are not donated to OCFH. March 19, 2016 Berks & Delco Service Centers, Philadelphia March 26, 2016 Shelly Ridge, Lehigh Valley & Valley Forge Service Centers 5 cookie booths Cookie Booths are a great way to sell cookies as a troop and can help boost your sales while teaching girls leadership and people skills! The SUCM or SUCBM will provide at list of Service Unit Booths to GSEP for publication in the booth locator which can be found at gsep.org. The Booth locator is used by potential customers to locate cookies. There are two types of Cookie Booths: GSEP Sponsored Cookie Booth Secured by GSEP, these booths are located in high-volume or high-profile locations, and are selected by a lottery. They are available via the Snap+ booth lottery system and are open to any troop within GSEP, regardless of location and/or Service Unit boundaries. More details on how the lottery works can be found on pg. 7 of this manual. Service Unit Cookie Booth Secured by your SUCM or SUCBM, these booths are within your Service Unit boundaries. Each Service Unit handles the process of establishing and scheduling booths differently. If you are interested in holding a cookie booth, the leader should contact the SUCM or SUCBM to identify the location and allow the service unit to make the initial connection. Service Unit Booths outside of Service Unit Boundaries If you would like to host a cookie booth outside of your service unit boundaries, permission MUST be received from the service unit where the booth is located. The SUCM of each service unit has the final say if outside troops may use, or not use, cookie booth locations. GSEP asks that service units share their locations and times with neighboring units, as some have more. GSEP also asks that if a parent/guardian owns or runs an establishment in another service unit, that the SUCM allows the child of that parent to sell at the owned location. How do customers find my booth? Customers use the Booth Locator! The Booth Locator can be found at Links to the Booth Locator will be posted on our website for the duration of the program. To make sure your booths are posted in the Locator, work with your SUCM or SUCBM. Booth Etiquette Please remember that you are a guest of your booth location, and you represent the Girl Scouts of Eastern Pennsylvania. If improper behavior is reported at a GSEP Sponsored Cookie Booth or a Service Unit Booth, GSEP reserves the right to remove the troop from its location, as well as, the troop s remaining scheduled booths. Please be courteous and kind and show your Girl Scout pride. Here are a few basic guidelines to keep in mind: If the troop is scheduled for a booth, it is expected that the troop be there the entire shift with enough cookies to cover the duration Girls should be wearing their uniform, or sash/vest and pins, for customers to identify them as a Girl Scout Adults should never leave girls alone If there is a dispute over location/time, it should be settled in a Girl Scout manner Always thank the customer Be polite, pleasant, and smile Take all trash, including empty cases, and be sure not to leave anything behind Food should not be consumed while at a booth Be a strong representation of GSEP and show respect for yourself and others Review all Safety Information in Volunteer Essentials 6 booth lottery Each troop has 10 tickets to enter into the lottery and has the potential to win 1 booth time/location. It s best to think of the booth lottery as a brown bag and ticket raffle. Imagine you and a friend go to an event and there is a raffle for 10 items and you are each handed 10 tickets as you enter. You can see the 10 items presented and each has a brown bag in front of it. You look at all of the potential raffle winnings and like them all so you place one ticket in each bag, however, your friend places all 10 tickets into only one bag. Now, it s time for the raffle to take place. The tickets are shaken in the bag and someone reaches in and selects one ticket. You both look at the 10 tickets in your hands to match up the numbers, and neither you nor your friend s ticket is selected. Unfortunately, if your friend placed all ten tickets into this bag, they do not have a chance to win any lottery item but you are still eligible because you spread out your tickets amongst the other items. The council booth lottery in Snap+ works the same way! Each location and time slot is its own separate brown bag raffle. If you spread out your chances among the time slots, you continue to have an opportunity each time the lottery runs. If you place all of your tickets into one time slot, and you don t win, your troop does not get a chance at the other slots. Troops can enter the lottery beginning November 2, The lottery will close on November 23, and results are automatically ed on November 24, All GSEP Sponsored Booths will open on a first come, first serve basis, with a limit of 4 reservations, on January 4, On January 4th, a leader can log in to Snap+ and reserve additional GSEP Sponsored Booths, for a maximum of four time slots. On January 11, 2016, the maximum number will lift and troops will be able to reserve as many as they'd like! GSEP Sponsored Booths are added throughout the Program so be sure to check back periodically! How to Enter the Booth Lottery 1. Click on the Cookie icon, select Booth Scheduler, then Schedule a Booth or Lottery Request 2. Double click the location you are interested in 3. Once the calendar opens you will be able to scroll through to see all available time slots for that specific booth location 4. Double click the date and time slot 5. Click Request to enter the lottery 6. Repeat the steps above for each entry 7 banking procedures GSEP has incorporated ACH (Automatic Clearing House) to provide troops with the convenience of paying Council for product sold by the troop. The troop volunteer responsible for the troop bank account must complete and submit the ACH Authorization Form. Completion of the form allows GSEP to sweep money from the troop account. The sweeps will be based on the troop s inventory. The troop will retain its troop profits after the final sweep is completed. Troops will receive a sweep amount notification one week prior to the sweep. If there is an error in the sweep amount, GSEP will perform a Reconciliation Sweep to adjust the troop bank account. If the troop needs an extension to the sweep, please complete the Extension Request Form found at gsep.org. After completion, click submit at the bottom to submit the form to Finance. Troops will receive an informing their approval of extension. Additional Sweep details can be found below: Sweep Date Value First January 28, % of troop inventory Second February 25, % of troop inventory Third March 25, % less troop proceed Troop Proceed Levels Troop proceeds are based on the troop s Per Girl Average (PGA). The PGA is calculated by dividing the total packages in the troop s inventory by the number of girls selling. Based on this number, the troop will receive the following proceed amount per package: PGA Proceed Amount per Package $.60 / package $.65 / package $.75 / package $.80 / package $.85 / package Delinquency Issues If a troop encounters a Delinquency Issue with a parent/guardian, the TCM or troop leader must complete the Parent Debt Form (T-5). Upon completion of this form, submit it to Finance at along with the Parent Permission Form (G-1) no later than April 13, Additional details can be found on the Parent Debt form. If a SUCM encounters a Delinquency Issue with a Troop in the Service Unit, complete the Parent Debt Form and submit it to Finance at along with the Troop Balance Summary Report, by April 13, Be sure to submit any delinquency paperwork directly to Finance by the deadline. Do not hold this paperwork and submit it with your Troop Balance Summary at the end of the Program. Reconciliation At the end of the program, your SUCM will collect a signed copy of your Troop Balance Summary. The Troop Balance Summary can be found under the Reports section of Snap+. Be sure to sign the document and provide it to your SUCM by their requested deadline. 8 recognition plans Girls are able to earn great recognitions from all their hard work throughout the program! Girls select one of three plans, explained below in Option A, OR, the entire troop selects the Older Girl Proceed Plan in Option B. Individual girls select one from Option A, or the entire troop selects Option B. Choosing Option B eliminates all options in Option A. Option A Cumulative Plan This plan is offered to all grade levels, and features themed items such as the hoodie, Girl Scout Membership Voucher, etc. These items are cumulative and are based on the number of packages sold by the individual girl. If a hoodie size is not selected by the recognition deadline, the size ordered will default to Adult Medium. Adventure Credit Plan This plan is offered to all grade levels and is not cumulative. An individual girl must sell 200 or more packages to be eligible to receive Adventure Credits. This plan includes all patches a girl is eligible for and a credit voucher that can be use
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