2018 cookie program - gswcf.org · pdf file2018 cookie program ... brownie baker’s...
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2018 Cookie Program
Welcome Service Unit Cookie Manager to the 2018 Cookie Program! Before the program even begins, we’d like to extend our sincere thanks to you – our valued Girl Scout families! Without the time and energy you put into the Girl Scout Cookie Program, girls would not have the opportunity to run their own cookie business and work with others, learning important life skills along the way, such as: goal setting, decision making, money management, people skills and business ethics. While some people still think of us as just cookies, badges, campfires, and friendship bracelets, Girl Scouts are so much more. Girl Scouts are groundbreakers, big thinkers, and role models. When she's a Girl Scout, she’s also a G.I.R.L. (Go-getter, Innovator, Risk-taker, Leader)
What’s new for 2018?
1. New Start Date! Girls can begin using their paper order card starting on December 22
through January 18 (initial orders)
2. Service Unit Participation Bonus - See page 10
3. Cookie Booth Rounds - See Troop Cookie Manager Manual
4. Cost of premium cookies Toffee Tastic and S’mores’ are now $6 per box - See Troop Cookie
Manager Manual
5. Rally Structure - See page 5
6. Damaged Cookies - See Troop Cookie Manager Manual
7. Opt Out requirement See Troop Cookie Manager Manual
8. National Girl Scout Weekend - Feb. 23-25, 2018
9. Walkabout - See Troop Cookie Manager Manual
Who to Contact:
Director of Product Program Oversees the Cookie Program
Patricia Hemenway “Trish”
813-262-1838 [email protected]
Product Program Specialist Deposits, eBudde, Rewards
Jackie Hall 813-262-1763 [email protected]
Product Program Administrator Patch programs, Administrative and all other questions
813-262-1839 [email protected]
Email all other questions to [email protected]
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Cookie Calendar
Before Cookie Program Begins
Service Unit Cookie Managers secure permission for booth sites within service unit
Nov – Jan. 19
Council imports 2018 registered girl members into eBudde™ December TBD
eBudde™ webinar training “Initial Ordering” December TBD
During Cookie Program
Cookie Presale (paper order taking only) Dec. 22 – Jan. 18
Digital Ordering begins (DOC) Jan. 13
Booth Scheduler spreadsheet due to council in required format Jan. 19
Troop Cookie Chair enters order into eBudde™; chooses delivery sites and times, and initial girl rewards
Jan. 19-20
Service Unit Cookie Manager submits initial troop orders and rewards
Jan. 22
Council submits initial order to Little Brownie Bakers (LBB) Jan. 25
eBudde™ webinar training “Booth selection, warehouse transactions, booth sales, GOC orders, payments”
January TBD
Booth Schedule Rounds – see Troop Cookie Manager Manual Feb. 5
Cookie Delivery Dates – TCC picks up cookies at chosen site & time Feb. 10-12
Girls deliver preorders to customers Feb. 12-15
Cookie Warehouses open Feb. 14
Direct Sale/Cookie Booth begins (no booths until this start date) Feb. 16
Walkabout Week (see Troop Cookie Manager Manual for information) Feb. 19 - 25
National Girl Scout Cookie Weekend Feb. 23 - 25
First Deposit Due Feb. 23
eBudde™ webinar training – Closing out the sale and final rewards March TBD
Second Deposit Due Mar. 2
Third Deposit Due Mar. 9
Cookie Warehouses close Mar. 9
Cookie Program ends for Direct Sale, Booths and Digital Order Card Mar. 11
After Cookie Program Ends
Final Deposit Due Mar. 16
Troop Cookie Chair submits troops final girl rewards Mar. 19
Service Unit Cookie Manager will submit final rewards for whole SU Mar. 21
Council submits final reward orders to LBB Mar. 26
Final Rewards will be shipped to troops from LBB Apr/May 2018
Girls High End rewards will be distributed directly to Girl Scout May 2018
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Troop Training
Service unit cookie managers (SUCM) are required to hold an informational meeting with troop leaders and troop cookie chairs (TCC) to go over the details of this year’s cookie program. This should be held in November, or early December. Remember, troops must have their materials early enough in order to meet with their girls and parents.
Experienced TCC Training Schedule a meeting with experienced troop cookie chairs (TCC) to execute the troop cookie chair position agreement and distribute troop materials. Before the meeting, TCCs must watch the cookie program update webinar for experienced troop cookie chairs and present the SUCM with the completion certificate. Go to VIP e-training at www.LittleBrownie.com for experienced cookie chairs. Choose “West Central Florida”.
New TCC Training Before the training -
Secure meeting date and location
Familiarize yourself with the TCC
Obtain the TCC name from your troop leaders
Send out training invitations or e-vites to the new TCC and have them watch the VIP training videos before coming to your training
New TCC training - Introduction
Have everyone sign in and introduce yourself; provide information on how/where to contact you for any necessary assistance; Have troop cookie chairs (TCC) sign position description and return original and a copy at start of meeting.
The Cookie Program -
Introduce the theme - “Altogether Awesome”
Explain why the cookie program is important discuss the Girl Scout program and G.I.R.L.
Cookie program resources
Important dates
Facts and information on the cookies
Price - $4.00 per box (except for gluten-free Toffee-tastic and S’mores which are $6.00/box)
Proceeds - $.65 per box with quantity bonuses that can increase proceeds to $.70 per box
Cadette, Senior & Ambassador Troops can opt-out of the reward program and earn $.05 per box in addition to base proceeds and quantity bonuses. Premium cookie proceeds will add an additional 17 cents
Share cookie samples
Programs – 5 for 5, Cookie Captain, Cookie Rookie, Cookie Techie, Walkabout, Gift of Caring (show poster) and Terrific Troop Award.
Rewards – Display rewards and order card
Bonuses, including the Service Unit Girl Participation Bonus
Safety Guidelines
Council credits are earned by Juliettes Procedures -
Initial ordering – preorder rewards for girls and troop No collection of monies during preorder
period
Digital Order Card Online marketing and internet safety pledge
located in Safety Activity Checkpoints
Ordering timeline
Cookie pick- up guidelines and additional pickups
Booth sales guidelines Estimating cookie cases needed for booth
sales Booth Scheduler rounds Cookie Booth Locator; Cookie booth app.;
Credit Cards at Booths
Final ordering of girl rewards giving credit for additional sales
Explain how you will distribute rewards to the troops (i.e., leaders’ meeting, from your home, pre-arranged meeting place, etc.)
Money Handling and Deposits -
Use of pre-encoded deposit slips (hand out deposit slips to appropriate troop)
Deposit timelines
Deposit proceeds in troop account
Check handling procedures
Outstanding parent procedures Tools are available to help conduct your troop training
PowerPoint presentation with above content and talking points
To aid with your presentation of PowerPoint file, a limited number of projectors are available upon request from the product program department
eBudde™ - Refer to the eBudde™ manual or
recorded eBudde™ training. Downloadable materials located at www.gswcf.org/cookies
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Cookie Rally
Cookie Rally Bonus If the service unit has a cookie rally or kick-off and use the Little Brownie Baker’s Altogether Awesome Rallies book for ideas on promoting the cookie program, your service unit can earn a bonus. If service unit uses cookie pin activities, and at least one activity from the financial literacy badges or cookie business badges in the Girls Guide to Girl Scouting books, the service unit will receive the bonus. The product program department will provide sample cookies, printed materials, rally patches for each girl attending and Cookie costumes can be checked out from the Resource Center (supplies are limited). Please note – you will be provided with girl sign-in sheets and surveys. These forms must be returned to the product program department in order to qualify for the rally bonus. The amount of the bonus will be determined by the percentage of registered girls in the service unit.
The bonus schedule is as follows:
Percentage of Reg. Girls that Attended Bonus
< 25% 0
25% - 49% $100
50% - 74% $200
75% - 99% $300
100% $500
When a rally date is determined, contact us at [email protected] to request printed materials. Note that it may take 5 - 10 days to complete your print order.
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eBudde™ Quick Sheet - Full details are available at www.gswcf.org/cookie
Login
All Users 1. https://ebudde.littlebrownie.com 2. Enter your email address as your login, temporary password is: Toff1530 Click LOGIN 3. Change your password, answer security questions, enter/review contact information, click
SUBMIT. 4. This will get you into the system.
Approved web browsers: IBM Compatible – Microsoft Internet Explorer version 10.x and higher, Firefox 36.0 and higher, Chrome 38.x and higher. Macintosh – Safari 7.1.x and higher, and Firefox 36.x and higher, Chrome 38.x.
Approved platforms:
• iPad - iOS 6 through iOS 9 • iPhone (mobile web) • Android (mobile web) • Apps (all with mobile web version)
– Cookie Locator – Booth Sale Recorder – Cupboard Keeper
Approved computer specifications: Recommended Minimums:
2.0 GHz CPU - 2GB RAM Recommended Systems: 2.5 GHz CPU - 3GB RAM
Service Unit Role: Contacts Tab
1. Review information. Edit as necessary. Settings Tab
1. Service Unit Manager information has been added by Council based on the signed permission form
2. Add Service Unit Goals in packages 3. Edit Message - allows service units to add an Important Message that will appear on the
Dashboard reminding troops of special dates and/or important information
Troops Tab – troops are uploaded to eBudde by the product program staff 1. Un-submit button – allows you to un-submit cookie, and/or incentive orders if incorrectly
submitted or needing updating after troops have been locked out 2. Troops cannot be deleted
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ebudde™ Cont…………. Init. Order Tab
1. Review Troop orders. Troops with an asterisk (*) have not submitted their orders. As Service Unit Manager you will need to submit for that troop and pick a location for the initial order cookies to be picked up (contact the troop).
Rewards Tab
1. Reward orders are entered at the girl or troop level. The service unit role is to monitor the entry of reward orders and submit the order to the council after troops have submitted.
Deposits Tab
1. Confirm that deposits are being made by troops. If not contact them right away. Final Reward Orders
1. Review reward orders for each troop. 2. Make any changes by editing the troop’s reward order page. 3. Update shipping address (where the service unit rewards will be shipped). 4. Click SUBMIT to submit your service unit order. Once you submit the order, changes cannot be
made. Report Tab: The eBudde™ system uses Microsoft Excel .xlsx for the printing of the reports. If you do not have the Microsoft Excel program, a report viewer for IBM compatible systems can be downloaded from the following web address: http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=10
The eBudde™ system can also print in Adobe PDF format. To download Adobe Acrobat, use the following web address: http://get.adobe.com/reader/ eBudde™ has scheduled time-outs at 45 minutes of inactivity. eBudde™ will close out your session, logging you out if you have been inactive in the system for 45 minutes. You will have the opportunity to remain active from the warning messages 10 minutes and 5 minutes prior to log out.
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Guidelines for Securing Cookie Booths
Acquiring initial booth sites –
The service unit cookie manager (SUCM) can ask for help from other service unit volunteers to secure cookie booths but the SUCM is in charge and the volunteer held responsible for this task. The SUCM must be sure helpers understand and follow all the guidelines when securing booths.
To allow Girl Scouts to sell cookies in front of a store, the SUCM must provide a cover letter and permission form (obtained from the product program department) to all cookie booth locations where a cookie booth will be held.
The SUCM shall visit the store manager of a potential site and introduce her/him self as a volunteer of Girl Scouts of West Central Florida. Provide the store manager with the cover letter and permission to operate cookie booth form filled out with your contact information.
Discuss with the manager the dates and times needed for booth sales and have the store manager check off her/his approved dates/times and complete the bottom portion. Provide the store manager a copy for her/his files.
Not all major stores like K-Mart, Home Depot, Lowe’s, etc. need corporate approval, only the store manager needs to approve. If in doubt, ask the store manager if she/he requires a letter from the council office or corporate office.
If proof of insurance is needed, provide product program staff with company name, address and booth sale dates of that location.
Troops can suggest possible booth locations to the SUCM, but the SUCM is the only person who secures the permission using the Permission to Operate Cookie Booth form with the location.
Important Dates
The dates below are offered as a guide to help make securing the cookie booth locations within your
service unit more organized and less stressful.
Nov. 2017 – Jan. 2018 Secure cookie booths in service units and have forms completed and signed by store manager
Jan. 19, 2018 ALL Booth Scheduler excel spreadsheets due to product program department. (FIRM) Send to Jackie Hall at [email protected]
Feb. 14 Store managers council copy form due to product program department
Important! Booth locations are not the sole property of any one troop or service unit. Booth lotteries are not be allowed. All troops must choose their booth locations via the Booth Scheduler in eBudde™. Please impress upon your cookie chairs that they or their parents CANNOT secure their own booth sites at “big box” stores (i.e., Publix, Home Depot, Wal-Mart, etc.). If they wish to hold a booth at a smaller business please have them get your approval first.
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Booth Scheduler Spreadsheet
Turn in Booth Scheduler spreadsheet on or before Jan. 19 to Jackie Hall at [email protected]. Before this
date, product program department will email all SUCM’s an Excel formatted file that must be used. If you
do not have Excel, you will need to reach out to someone who does.
Booth Scheduler Spreadsheet Data Entry Rules –
Spell all Publix, Walmart, Lowes, Home Depot locations exactly the same way.
MUST ALSO INCLUDE STORE # (Publix 1234)
Time allotments can only be 2, 3 or 4 hours each (120 (2hrs), 180 (3hrs) or 240(4hrs) minutes), no exceptions. Allotment means how many hours troops can sell at that booth location.
Use the note section for special instructions for that location that all troops should know, example: stay at north door.
Write out entire city name, do not shorten, example: St. Pete should be St. Petersburg
Additional booth sites -
Troops requesting permission for new booth sites (not shown on Booth Scheduler) must contact the
SUCM. The SUCM must enter that site into a new formatted spreadsheet and send to council for
uploading into eBudde™. Council will upload each Wednesday afternoon. After the site is uploaded,
troops can claim that site.
eBudde™ will notify troops via email three days before their booth site sale.
Helpful Hints:
Use the Booth Scheduler spreadsheet from previous year to lessen amount of work. (contact
Jackie Hall at [email protected] if you do not have this information).
Make a list of new locations; think beyond Walmart and Publix.
Think about where large groups of people or high traffic areas maybe, banks, mini marts, sporting
events, community events, etc. are examples, or even a cookie store front.
Having booths during the week is fine; you are not limited to the weekends but must follow the
rules of the store manager.
If a troop is not able to attend booth -
Any troop that cannot attend their chosen booth site MUST notify the SUCM and un-claim the time slot in
eBudde as soon as they know they cannot attend. By doing so, it will be removed from the Cookie
Locator and the slot will open for a new troop to claim.
Business NameAddress Door City State Zip Email Phone Fax Preferred ContactContact Notes Service Unit NumberDate Start Time End Time Time AllotmentTroop Time Slot
Walmart 6650 Hembree LnGrocery Side San Diego CA 92101 [email protected] 619-444-4444 Fax Becky HarriganInstructions 673 3/5/2013 3:00pm 6:00pm 180 6074 3:00pm
Safeway 8852 Lakewood Dr San Diego CA 92101 619-555-5555 619-444-4444 Phone 3/6/2013 12:00pm 3:00pm 180 6661 12:00pm
Safeway 8852 Lakewood Dr San Diego CA 92101 619-555-5555 619-444-4444 Both 3/9/2013 3:00pm 6:00pm 180 6661 3:00pm
Safeway 8852 Lakewood Dr San Diego CA 92101 3/7/2013 3:00pm 6:00pm 180 6699 3:00pm
SAMPLE
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Service Unit Participation Bonus
Here’s a chance for your service unit to earn money which you can use for the benefit of your
troops such as reducing the price of encampment fees, cookie rally admissions and more. How
you use this bonus is up to you.
If the service unit has an increase in participating girls over previous year’s participation number, then the
service unit will earn $5 per additional girl up to $500.
In order to qualify for the bonus, the additional girl must earn at least one patch level.
We have even included a customized goal poster with your supplies so you can show troops what a
difference a few additional girls can make. Don’t forget to let troops know how this program will benefit
them and also remember to reach out to troops who haven’t responded to your training invitations. If you
don’t communicate with them, they won’t know what they are missing.
Please contact the product program department at [email protected] if you have questions.
In Addition - at the conclusion of the
program for the top three service
units having the highest participation
percentage increase over last year,
both the Service Unit Manager and
the Service Unit Cookie Manager
will receive an Amazon gift card in
the denomination listed.
1st
Place - $75.00
2nd
Place - $50.00
3rd
Place - $25.00
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4610 Eisenhower Blvd., Tampa, FL 33634
813-281-4475 800-881-4475
Fax: 813-262-1763
girlscoutcookietime.com
Trish Hemenway Jackie Hall Director of Product Program Product Program Specialist Product Program – Admin Assistant 813-262-1838 813-262-1763 [email protected] [email protected] [email protected]