2014 Cookie Manual by Girl Scouts–Arizona Cactus-Pine Council, Inc

2014 COOKIE PROGRAM MANUAL

Table of Contents Why is the Girl Scout Cookie Program So Important?. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Troop Timeline and Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Troop Materials List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Before the Sale Let’s Get Started!. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 The 5 Skills and Girl Scout Leadership Outcomes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 The 5 Skills: Shaping Your Girl’s Future. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 The Girl Scout Cookie Business Curriculum. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 The Girl Scout Cookie Activity Pin. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Gift of Caring. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Troop Volunteer Resources. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Communication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Goal Setting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Cookie Club. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Suggestions for Family Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Practical Tips for Parents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Parent Financial Responsibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Safety Tips. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Council Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 City Solicitation Ordinances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Setting up eBudde. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Planning Your Cookie Booths. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Placing Troop Initial Cookie Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Placing Troop Initial Reward Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 During the Sale Sales Techniques. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Troop Cookie Inventory Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Troop-to-Troop Transfers in eBudde. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Tracking Girl Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Cookie Cupboards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Consumer Complaints. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Media Inquiries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 After the Sale Troop Financial Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Rewards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Troop Timeline and Checklist October – January // Before the Sale Prior to participating □ Troop Cookie Managers should complete an adult annual membership registration form, volunteer application and background check prior to handling troop funds and chaperoning girls at cookie booths. Beginning October 26 □ Attend Troop Cookie Manager Training provided by the Service Unit Cookie Manager. □ Complete Troop Cookie Manager Agreement online at www.girlscoutsaz.org/troop-product-program. You will need the troop bank account number to complete the form. Note: Troop Program Managers, do not need to submit agreement again if already submitted for Fall Sale. December 15 □ Girls registered by December 12 will be uploaded from Personify (the registration database) to eBudde and the Girl tab in eBudde becomes active. □ Troops can start entering self-scheduled booths in eBudde

January 2 □ Round 1 – Request Cookie Booth sites via eBudde. Starting time is 9:00 am, one slot per troop. January 6 □ Round 2 – Request Cookie Booth sites via eBudde. Starting time is 9:00 am, two additional slots per troop. January 8 □ Submit troop initial order in eBudde. Note: eBudde will be locked at 11:59 pm on January 8, 2014. January 9 □ Round 3 – Request Cookie Booth sites via eBudde. Starting time is 9:00 am, two additional slots per troop. January 13 □ Round 4 – Request Cookie Booth sites via eBudde. Starting time is 9:00 am, two additional slots per troop. January 16 □ Final Round – Request Cookie Booth sites via eBudde. Starting time is 9:00 am, unlimited slots available through the remainder of the sale.

□ Set up girl information in Cookie Club. □ Hold a family meeting and collect Parent/Guardian Agreements.

By January 24

Note: Girls who submitted Parent/Guardian Agreements for the Fall Sale DO NOT need to submit another agreement for Cookies. □ Hold a troop Cookie Sale Activity meeting. Promote the 5 Skills, badge activities, booth prep, etc. □ Participate in a Cookie Rally – Rallies are held at the Council and Service Unit level. January 25 -26 □ Cookie Pick-up! Service Unit Cookie teams will communicate dates and times.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

January to March // During the Sale January 27 – March 9 □ Cupboards open! Troops can pick up additional cases at the cupboards. Service Unit Cookie teams will communicate dates and times. □ Door-to-Door sales with cookies in hand!

□ Booth Sales! Note: No troop is allowed to hold a booth sale before January 27, 2014. □ Troop Product Managers collect money and deposit into troop bank account frequently. Tip: Collect money from parent/guardians weekly and each time they pick up additional product. February 20 □ 1st ACH Debit! We will be withdrawing $1 per package based on the troop initial order and all cupboard transactions through February 7, 2014.

March to May // After the Sale by March 12 □ Verify eBudde sales report against receipts. Report any discrepancies to Council. □ Submit rewards order in eBudde. Note: eBudde will be LOCKED at 11:59 pm on March 12, 2014. March 12-16 □ Complete Outstanding pa rent/Guardian Account report – submit to productprogram@girlscoutsaz.org no later than March 16, 2014 □ Make sure all addresses for girls selling over 500+ packages of cookies are up to date with your SU Registrar! Invitations to the 500+ event will be mailed directly to the Girl Scout. March 19 □ 2nd ACH Debit! GSACPC will be withdrawing the remaining amount due Council as stated on the Troop Sales Report in eBudde.

April 11-13

Early May

May 3

May 10

ntil December 31, 2014 U

□ 1,500+ Disneyland Event (by invitation only) □ Distribute rewards to girls. □ 500+ Sunsplash Event (by invitation only) □ 1000+ Luau Event (by invitation only) □ Save at troop level the following: 1. 2. 3. 4. 5.

Product Program Parent/Guardian agreements Cupboard receipts Troop to troop transfer receipts Girl product receipts Girl money receipts

Note: You may be asked to submit these to Council if questions arise during audit of accounts OR if there is a collections issue.

Troop Materials List

Troop Cookie Managers should have the following materials before the beginning the program: Materials Girls Guide to Girl Scouting

Quantity

Purpose

For purchase at Council Shop

The Cookie Business Badge information can be found here.

Order Cards and Money envelopes

1 per girl

Distribute order cards and money envelopes when distributing the initial order of cookies. Order cards may be used for additional orders if you donâ&#x20AC;&#x2122;t have product in hand. Girls can also keep track of their customers and purchases so they have a sales record for next year.

Parent/Guardian Agreements

1 per girl

Each registered and participating Girl Scout needs to submit a Parent/Guardian agreement to participate in the Cookie sale. Girls who submitted agreements for the 2013 Fall sale DO NOT need to re-submit one for the 2014 Cookie sale.

Receipt Books (M-3)

2 per troop (more by request)

Troops use receipts when giving product to parents, accepting money from parents, and troop to troop product transfers.

Troop Product Manager Position Agreement

Online

Troop Cookie Managers must submit this form prior to the start of the sale. Troop Product Managers who also selected the Cookie Sale when they submitted this form for the 2013 Fall sale DO NOT need to re-submit.

BEFORE THE SALE

https://girlscoutsaz.org/troop-product-program

Cookie Program Manual

1 per troop

1 package of Samoas

1 per troop

Reward samples

Check-out from SU Cookie Manager

To show girls and parents during Family meeting or Cookie Activity meetings.

Cookie Cupboard ID Cards

2 per troop

To be used for identification when picking up additional cookies from a Cookie Cupboard.

GOC Receipts

2 per troop

To be used for customers purchasing cookies for Gift of Caring.

GOC Package Wrap

2 per troop

To be used as a point of sale display to encourage Gift of Caring sales at Cookie Booths. It fits around a box of Thin Mints.

5 for $20 signage

1 per troop

To be used as a point of sale display to increase multiple sales at Cookie Booths.

Outstanding Parent/ Guardian Account form

Available online

Use if needed for outstanding parent/guardian accounts.

The manual provides guidance to Troop Cookie Managers. To use during Cookie Activity or Family meetings.

GIRL SCOUTSâ&#x20AC;&#x201C;ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Let’s Get Started!

Girls enjoy participating in the Cookie Program each year. The proceeds allow girls to fulfill troop goals that include fun and learning and to make a difference in their community. This manual will provide adult volunteers with the guidance needed to have a fun, easy and successful sale!

Why is the Girl Scout Cookie Program So Important? It’s more than money. It’s the lifelong skills that girls learn by doing and the confidence they build doing it. The Cookie Program helps girls develop skills in five areas: Goal Setting, Decision Making, Money Management, People Skills and Business Ethics. These are essential skills needed to successfully navigate life – whether working on a high-school science project team, running a household, being a project manager or a company CEO. Not many organizations offer these key business skills to girls. Girl Scouting does, with the largest girl-led business in the world!

What’s Our Goal this Year? To sell 3,300,000 packages of cookies in 2014.

What’s staying the same? The cost is still $4 a package. We’ll continue to offer the six most popular cookies: Thin Mints, Tagalongs, Samoas, Do-Si-Dos, Trefoils and Savannah Smiles.

Cookies will be available at the start of the Cookie Program. So girls can sell to neighbors, friends and families, with cookies in hand. Selling Simplified: Just One Step to Sell, Deliver and Collect Money! »» Saves times for busy families! Instant cookie gratification! Customers won’t have to wait for cookies to be delivered. And girls can circle back to customers before the end of the sale to sell them a few more boxes. »» Shorter cookie sale. The overall sales time is consolidated into just six week, making it easier for girls and volunteers to participate. »» Increased sales. Selling with cookies in hand has been successful in other Councils. They saw sales increase by at least 10% over prior year. Last year, our sales only increased by 1.3%. »» Girls can still use order forms, if they choose. But now, they can be used as a cookie sales record that can be kept from year to year, helping girls build their customer base.

BEFORE THE SALE

What’s new this year? Cookies Now!

Support for Camp Sombrero

GSACPC has embarked on The Campaign for Girls in Arizona. This ambitious campaign’s goals are to raise $15 million dollars that will allow us to bring Girl Scouting to more girls, especially in underserved communities, develop and support new adult volunteers, expand our program offerings and transform Camp Sombrero into The Leadership Center for Girls and Women. As of the date of printing, we have already raised $2.6 million. »» The idea to use a portion of cookie sales to fund the transformation of Camp Sombrero came out of our girl-led Annual Meeting in April 2013 and was approved by the Board of Directors in June. This is a great way for our Girl Scouts and their families can help make this dream a reality. »» Proceeds for the first 3 million packages will be used to sustain Girl Scouting in our community! »» In 2014 and 2015, all Council proceeds from cookie sales over 3 million packages will be used to transform Camp Sombrero. So by reaching our goal of 3.3 million packages of cookies in 2014, we will have raised $630,000 towards transforming Camp Sombrero into the Leadership Center for Girls and Women.

How the Cookie Crumbles

BEFORE THE SALE

Each package of cookies costs $4.00. All proceeds generated from the Cookie Program stay in our local Girl Scout council to support Girl Scouting in Arizona. Here’s how girls and the community benefit from every package of cookies sold during the Girl Scout Cookie Program.

Cookie Program Costs 26%

Troop Proceeds, Membership Girl Rewards, Support & Service 29% Unit Bonus

$1.04

22%

88¢

$1.17

Girl Programs & Activities

Volunteer Training & Support

Camp Facilities & Programs

11%

45¢

29¢

17¢

Key Dates Council Cookie Booth Scheduler Opens

January 2

Troop Initial Inventory Order Due in eBudde

January 8

Delivery Weekend

January 25 & 26

Cookie Go Day! Cookies in Hand, Booth Sales & Cupboards Open

January 27

First ACH Debit from Troop Accounts

February 20

Sale Ends

March 9

Second ACH Debit from Troop Accounts

March 19

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

It Takes a Team!

To ensure the girls have the best possible experience, we recommend that each troop involve a team of adult volunteers. »» Program Volunteer – This role is usually held by the Troop Leader, who helps to guide girls through the learning experiences built into the Cookie Program. This manual contains tools to help girls learn the 5 Skills, information on the Cookie Business Badges and sales techniques.

»» Booth Chaperones – These volunteers assist at booths and support girls as they interact with customers. Understanding our safety guidelines is important for these volunteers. »» Parents/Guardians – When adults understand the importance of an activity, they give it their full support. Invite girls to plan a family meeting and ask parents for their support.

The First Steps to Success

Once you have a troop team organized, the next steps are: »» Attend Troop Cookie Manager Training. »» Become familiar with the information in this Cookie Program Manual and the Girls Guide to Girl Scouting. »» Plan and engage girls in troop activities that will make participation in the Cookie Program a learning activity.

BEFORE THE SALE

»» Troop Cookie Manager – This role is often assigned to an organized parent volunteer in the troop and referred to as the “Cookie Mom” or “Cookie Dad”. This year, managing troop inventory will be especially important and is part of the Troop Cookie Manager’s duties. In addition, this volunteer will be responsible for eBudde, organizing troop booth sales and handling the troop finances as it relates to cookies sales.

the 5 skills and Girl scout leadership outcomes the 15 outcomes of the Girl scout leadership experience Discover ● Girls develop a strong

sense of self

● Girls develop positive values ● Girls gain practical life skills ● Girls seek challenges in

the world

● Girls develop critical

Here’s why the 5 Skills matter! Everything girls do in Girl Scouting is designed to help them grow into leaders of Courage, Confidence, and Character. The 5 Skills that girls learn through the Girl Scout Cookie Program are an important ingredient in the Girl Scout Leadership Experience. Here are a few examples of how participating in the Cookie Program teaches Girl Scouts skills that will help them grow into leaders in their own life, leaders in business, and leaders in the world:

thinking

Connect

the 5 skills

leadership Benefits in Girl scouting and Beyond

● Girls develop healthy

relationships

● Girls promote cooperation

and team building

● Girls can resolve conflicts ● Girls advance diversity

in a multicultural world

● Girls feel connected to

their communities, locally and globally

take action ● Girls can identify

community needs

● Girls are resourceful

problem solvers

● Girls advocate for

themselves and others, locally and globally

● Girls educate and

inspire others to act

● Girls feel empowered

to make a difference in the world

GOAL SETTING: Your Girl Scout sets cookie sales goals individually and, with her team, creates a plan to reach them. She develops Cooperation and Team Building skills all along the way!

DECISION MAKING: Your Girl Scout helps decide how her team will spend their

cookie money, furthering the Critical Thinking and Problem Solving skills that will help her in many aspects of her life.

MONEY MANAGEMENT: Your Girl Scout takes cookie orders, handles

customers’ money, and gains valuable and Practical Life Skills around financial literacy.

PEOPLE SKILLS:

Your Girl Scout learns how to talk to, listen to, and work with all kinds of people while selling cookies. These experiences help her develop Healthy Relationship and Conflict Resolution skills that she can use throughout her life.

BUSINESS ETHICS:

Your Girl Scout is honest and responsible at every step of the cookie sale. Her business ethics reinforce the Positive Values she is developing as a Girl Scout. To learn more about the Girl Scout Leadership Experience, visit www.girlscouts.org/gsle. For more information on the Girl Scout Cookie Program, visit www.girlscouts.org/cookies.

the 5 skills: shaping your Girl’s Future Goal settinG DeCision MaKinG Money ManaGeMent people sKills Business ethiCs Why do they matter? Because when your Girl Scout has learned these skills, she’ll be poised for success in her career. Think about it: When employers interview job candidates, they all look for the same things. This is true whether the employer is a bank, high-tech company, university, hospital, publishing house, car dealership, accounting firm—or even the local pet store! They want:

Someone who can set goals and meet deadlines. Blowing a deadline can mean blowing a deal!

Someone who works well with others. Who wants to deal with strife and complaining in the workplace? Not the boss!

Someone who understands customers. It doesn’t matter whether the “customers” are hospital patients, TV viewers, or other companies—every business has to know its customers and what they want.

Someone who can influence others. This doesn’t just mean selling a product. Employers want people who can sell ideas, pitch projects, and make deals.

Someone who is honest, trustworthy, and reliable. This kind of goes without saying—or it should!

sound like anyone you know? that’s your Girl scout, using the 5 skills she learned in the Girl scout Cookie program.

the Girl scout Cookie activity pin Celebrating the 5 Skills with girls! All girls who participate in the Girl Scout Cookie Program are eligible to earn the annual Cookie Activity Pin. When they earn the pin, invite girls to share their accomplishments in each of the 5 Skills. Here’s how girls achieve the 5 Skills through the Girl Scout Cookie Program:

the Cookie activity pin is available in august for purchase at your local store or through www.girlscoutshop.com. the pin is a different color every year.

1. Goal setting Ƀ Set personal learning goals. What do you want to learn this year? What do you want to do better? Share this with at least one other person or your group.

Set personal sales goals for yourself based on your personal and group goals. Keep a record of your accomplishments each year!

2. Decision Making Ƀ Develop a basic business plan for your cookie sale. Ƀ Work as a team with other Girl Scouts to decide when and where you’ll sell cookies and what you’ll do with the money you earn.

3. Money Management Ƀ Develop a budget for accomplishing at least one of the goals you set in the Goal Setting step. Use this budget to help determine your sales goals.

Be able to explain how the money earned in the Girl Scout Cookie Program helps you, your group, and your council.

4. people skills Ƀ Practice your “elevator speech” for customers about what you are selling, why you are selling it, and why they should purchase it.

Make a list of customers you will approach. Don’t forget people you sold to last year!

5. Business ethics Ƀ Discuss how living the Girl Scout Promise and Law applies to what you do in the Girl Scout Cookie Program as a businesswoman.

How Cookies Help the Community – Gift of Caring The Gift of Caring allows girls to learn about philanthropy and giving back to the community, while earning proceeds for troop activities. Some customers would rather donate a box of cookies than eat them – and the Gift of Caring option is the way they can. There are two Gift of Caring options: The Troop option or the Council option. Troops can promote one or both programs AND earn troop proceeds and girl rewards at the same time! Either way is fantastic for our Girl Scouts to reach out to the community with cookies. Gift of Caring purchases are tax deductible to the extent allowed by law. During the goal setting process, please encourage Service Units, girls and troops to set specific Gift of Caring goals. Provide opportunities for girls to learn about the organizations they support so they can promote their Gift of Caring goals when talking to customers.

1. Council Gift of Caring The Council or “virtual” Gift of Caring option makes it easy for troops to participate since we “virtually” handle it all for you. Any Gift of Caring cookies purchased and entered in eBudde under C_GOC will be donated to organizations that provide food for hungry families and to our military service members. St. Mary’s Food Bank Alliance, St. Vincent de Paul’s Food Bank and the USO have been selected to receive cookies donated through the Council Gift of Caring. Benefits: The Council handles all the details!

Girls receive rewards for Gift of Caring cookies and troops receive proceeds.

Step 1

Girls ask customers to purchase extra packages for the Gift of Caring program while selling door-to-door or during booth sales. Purchases may be recorded on the girl order card while selling individually or on the troop Gift of Caring goal tracker at the booth sales. Money is collected at the time of purchase.

Step 2 Troop Cookie Managers input cookies sold into the first Gift of Caring column in eBudde. Note: In eBudde, this column is labeled C_GOC (Council Gift of Caring). Step 3

Council arranges delivery of these cookies to Council chosen organizations: St. Mary’s Food Bank Alliance, St. Vincent de Paul Food Bank and the USO.

BEFORE THE SALE

• Cookie inventory is managed by the Council. • Cookie delivery is handled by the Council.

2. Troop Gift of Caring The Troop Gift of Caring option allows troops to collect cookie donations and donate them to an organization of their choice in their community. It is important for troops to set a goal and select a specific organization prior to selling, so girls can effectively communicate this opportunity to customers. Be sure to check with the organization in advance to make sure they are able to accept your gift! Benefits: Troops choose the organization to receive donated cookies. • Troops are responsible for delivering cookies to their chosen organizations. (Please take photos of girls delivering the Troop Gift of Caring cookies and share them with the Council for possible media use.) Girls receive rewards for Gift of Caring cookies and troops receive proceeds. Step 1

Step 2

Troop Cookie Managers use unsold inventory or, if needed, pick up additional product from the Cookie Cupboards at the end of the sale to fill Gift of Caring orders.

Step 3 Troop Cookie Managers input cookie orders into the last Gift of Caring column in eBudde. Note: In eBudde, this column is labeled T_GOC (Troop Gift of Caring).

BEFORE THE SALE

Step 4

Troops deliver their Gift of Caring cookies to the organization of their choice.

Gift of Caring Tools

No matter which option you choose to participate in, use the Gift of Caring tools! »» The Package Wrap creates our “seventh” flavor—the Gift of Caring. Each troop will receive a Package Wrap that fits a Thin Mint box. Use this during booth sales to display our “seventh” flavor and drive sales. »» Receipt pads will be provided to each troop and should be used when customers purchase a package for Gift of Caring. Don’t forget Gift of Caring purchases are tax deductible to the extent allowed by law. »» The Gift of Caring Goal Tracker is a fun tool for girls to watch their sales grow. Girls can color in a cookie on the sheet each time a package is sold. Once a sheet is completed display it for customers to see your progress! And the community’s generosity!

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Troop Volunteer Resources

There are many resources for volunteers to support a successful Cookie Sale. In addition to the information in this manual, there are online resources and dedicated volunteers and staff to guide you through the sale. Staff contacts are listed in the back of this manual. Each Service Unit will have a volunteer cookie team in place to support troops in their community. Get to know the SU Cookie team by attending the cookie training they provide. Don’t forget your Service Unit Cookie Team are volunteers, just like you!

VIP eTraining is an online training path created by Little Brownie Bakers designed to educate users on the in’s and out’s of the Cookie Program. VIP eTraining is accessible to anyone, and should be used to either supplement your own training, or provided as a tool for getting more information regarding the 2014 Cookie Program!

Web Address

http://VIPetraining.littlebrownie.com Use your log-in from previous sales, OR click “Request Access” if you are new.

Help?

Contact the Product Program team for help, or look at the GSACPC website for more information: www.girlscoutsaz.org/cookie-program.

Don’t forget…

Service Unit Cookie Manager can utilize VIP eTraining for their own knowledge as well as for their Troop Cookie Managers.

There are eQuizzes at the end of every module, and certificates of completion can be printed. A great tip is for Troop Cookie Mangers to review VIP eTraining before attending a training class.

BEFORE THE SALE

Log-in & Password

15 eBudde is the online cookie ordering and tracking system from Little Brownie Bakers. All troops and service units must submit their cookie and reward orders through eBudde.

Web Address

https://eBudde.littlebrownie.com

Log-in & Password

Log-in: Your email address. Password: An initial email with the default password will be sent directly from eBudde once your Cookie SU Manager enters your contact information into eBudde.

Checkout the Cookie Resource page online at girlscoutsaz.org/cookies

NEED Help?

Girl Scouts of the USA is the premier leadership organization for girls. The $760 million Girl Scout Cookie Program is the largest girl-led business in the country. The GSUSA web site will provide you with resources to help you coach your girls to success!

Web Address

www.girlscouts.org/program/gs_cookies

BEFORE THE SALE

materials available » 5 Skills for Girls » Pins and Badges » Videos » Posters, Thank You Cards » Girl Scout Cookie History » FAQ’s

Little Brownie is the go to web site! Cookie volunteers – along with families and girls – will want to check out the latest offerings from your baker partner. From exciting activities for girls to teen business tools and to fun promotional ideas, this dynamic resource will help you have a great season.

Web Address

http://littlebrownie.com

materials available » Clip art for posters, cookie bundling and crafts » Girl and teen resources » Games and crafts » Cookie nutrition information and recipes » Cookie Club » Cookie entrepreneur teen business resources » Learning activities » Links to eBudde » And more!

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Communications

Leading up to and during the cookie season there are important updates, reminders and deadlines that will be communicated to you via email by the Arizona Cactus-Pine Product Program Team and Service Unit Cookie Managers. These emails will be sent out directly from eBudde throughout the sale. You are responsible for information contained in these communications. Be sure you donâ&#x20AC;&#x2122;t accidentally unsubscribe from any eBudde emails because you will miss essential information.

BEFORE THE SALE

One Smart Cook-eNews is a brief, weekly e-newsletter distributed during the cookie season to service unit cookie managers, troop cookie managers and troop leaders. It contains important, timely information such as upcoming due dates and answers to common questions. One Smart Cook-eNews is also sent out through the eBudde system from the Arizona Cactus-Pine Product Program team.

Goal Setting How to Set Goals with Girls One of the most important lessons girls can learn through selling cookies is how to set and reach their goals. Help keep goals realistic, but optimistic. As girls progress toward their goal, you can always pick up additional cookies at a cookie cupboard.

Setting Troop Goals »» Brainstorm as a troop! What fun activities will the Cookie Program help fund – community service project, camping, troop badge activities or travel? The opportunities are unlimited! »» For returning troops, review last year’s sales in eBudde. Can girls reach higher sales goals? »» For new troops, review the chart for the average packages sold last season. »» Consider the council goal of 3.3 million packages – to reach this goal, the troop “per girl average” goal is 200. Don’t forget – all council proceeds from cookie sales over 3 million packages will go to fund the transformation of Camp Sombrero into the Leadership Center for Girls and Women. »» Talk about how the girls can help each other reach their troop goals. Average packages sold per girl in Arizona Cactus-Pine in 2013:

BEFORE THE SALE

131 pkg/girl

168 pkg/girl

183 pkg/girl

223 pkg/girl

200 pkg/girl

146 pkg/girl

Setting Girl Goals »» Guide each girl in setting a personal learning goal such as discovering how to reach new customers or how up-selling can lead to better sale results. »» For new troops, consider the average packages sold per girl in 2013, by grade level. »» If girl goal totals are less than troop goals, re-evaluate troop goals and/or revisit girl goals. »» Do the girl’s parents/guardians agree with her goal? The family cookie meeting is the time to make sure parents/guardians are on board with girl goals.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Cookie Club is a terrific way to get the parents and girls involved right from the start of the sale. Cookie Club is a safe website where girls can manage their cookie business online, take promises for cookies and learn more goal-setting strategies. Did you know – on average, customer purchase 6 packages of cookies when placing the order online!

How do I setup my troop? 1. Sign into Cookie Club using your eBudde credentials. 2. Click on the Troop Setup tab. 3. If you have more than one troop, select the appropriate troop number that you are currently entering data for. If you have one troop, the troop number will automatically be displayed. 4. Enter “Our Troop Goal”, “Boxes Needed to Reach Goal”, “Troop Pledge Text”, and “Girl Information”. 5. “Our Troop Goal” is the goal that girls have chosen in troop meetings. Girls will see this goal when they join the Cookie Club. Examples of troop goals are a trip you’ll take together or a community project that your funds will support. 6. “Boxes Needed to Reach Goal” is the total of boxes that our troop would like to distribute in order to reach the end of the season troop goal. 7. “Our Troop Pledge Text” is the text that will appear in the troop message section for your girls’ Friends and Family Promise emails. The salutation and signature will be system-generated.

9. Click the submit button next to “Enter/Edit Girl Information”. 10. Demonstrate and share passwords with girls at the family meeting! Troop Cookie Managers will have access to reports through Cookie Club and can view girls’ activity throughout the sale. The “View All Troop Activity” is particularly helpful to see how many emails have been sent. Girls sending 30+ emails in Cookie Club will earn the Cookie Buzz patch! Don’t forget – order the girls patches on the reward tab in eBudde. Note: If you are a returning troop, we are no longer participating in the Cookie Club Next Generation Pilot. Our partner, Little Brownie determined that it would be best if we remained with the original version of Cookie Club. As a result Cookie Club is no longer pushing orders to eBudde. Leaders must enter all girls manually in Cookie Club.

BEFORE THE SALE

8. Now enter names and ages of the girls, and create a password for each girl and enter the optional GSUSA ID if you have it available. Once you save this information, the system automatically generates her login ID.

Suggestions for the Family Meeting

Parents and guardians appreciate knowing what’s going on. So before the start of Cookie Program, the Troop Cookie Manager should have a meeting for parents/guardians. It’s also a good time to ask parents for their help with program activities, cookie delivery, and staffing booth sites. You may copy any information from this manual to share with parents. We suggest that you share the following information: »» “The 5 Skills and Girl Scout Leadership Outcomes” »» “The 5 Skills: Shaping Your Girl’s Future” »» “Practical Tips for Parents” »» “Parent Financial Responsibility”

BEFORE THE SALE

»» “Safety Tips”

At this meeting, the Troop Cookie Manager will want to: »» Share the excitement of the Cookie Program! »» Involve girls in the meeting – perform skits to share sales techniques and then brainstorm with families to come up with new ways to sell. »» Share with parents the impact of the 5 skills and the importance of “earning by learning”. »» Explain Cookie Club and encourage its use. »» Encourage parents to make the sale a family affair! »» Have girls share troop goals and individual goals. »» Check out the sample reward items from the Service Unit Cookie Manager and let girls get excited about what they can earn. »» Recruit a volunteer team of parents and guardians to help with tasks (such as cookie delivery and distribution, booth sales, etc.) »» Review or hand out information on safety issues, uniforms requirements, troop timelines, etc. »» Plan a few activities and have fun! Serve a special snack or have girls & parents make posters together.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Practical Tips for Parents What can a cookie buy? An experience of a lifetime!

Girl Scouts of the USA is the premier leadership organization for girls. The $750 million Girl Scout Cookie Program is the largest girl-led business in the country and generates immeasurable benefits for girls, their councils and communities nationwide. And your Girl Scout is leading the way! You can help make this year’s Cookie Program a success! Support your Girl Scout! »» Make the Cookie Program a family affair and have fun together! »» Help your Girl Scout network with family and friends, but let her do the “ask” so she can learn important business skills. »» Help her arrange to take orders at your place of work, place of worship, or other places where people might purchase Girl Scout Cookies. »» Share your business expertise and help link the Girl Scout Cookie Program with the wider business world. »» Assist as needed with Cookie Club. »» Support her troop leader by staying in communication. »» Offer to be a supervising adult. There are lots of opportunities to lend a hand. »» Follow your Girl Scout council and group guidelines on how to handle cookie proceeds. »» Do not sell before the official starting date, which is January 27, 2014 at 9:00 am. City solicitation permits have been requested from all communities and are valid only during the sale dates. »» Help your Girl Scout follow the Girl Scout Promise and Law throughout the sale. »» Remember: Never do things for your Girl Scout that she can do for herself.

»» Listen to her practice her sales pitch. »» Review cookie materials together and visit the Girl Scout Cookie and Little Brownie Baker web sites with her to help her learn more about her product. »» Ask her questions – maybe even pretend to be a potential customer. »» Guide her to set practical and useful goals about what she wants to learn and earn. »» Listen to her describe what her goals are for the money earned through the sale. »» Be a role model for business ethics and safety rules! »» Have fun with her! Remember that the Girl Scout Cookie Program is a part of the Girl Scout Leadership Experience, which is girl-driven. Let your Girl Scout take the lead in selling cookies and reaching goals. Your encouragement, coaching and guidance will be key ingredients to a successful Cookie Program experience for her.

BEFORE THE SALE

Coach your Girl Scout!

Parent Financial Responsibility »» Cookies are $4.00 per package; 75 cents is returned directly to the troop. »» Girl Scouts who are not affiliated with troops won’t earn the 75 cent troop proceeds. Their sales achievements are rewarded with program credits, so they may participate in Girl Scout Leadership Experiences. »» Customers pay for cookies when they receive them.

BEFORE THE SALE

»» Cash is the preferred method of payment.

»» If you choose to accept checks they should be made payable to the troop. NSF checks are the responsibility of the troop. »» Girl Scout funds received for cookies (checks or cash) are not to be “mingled” with a parent’s personal account. Cash and checks intended as payment for cookies must be deposited into a Girl Scout bank account. »» Parents/guardians should turn in money received for cookies to the Troop Cookie Manager weekly/frequently throughout the sale. Always request a signed receipt. »» Parents/guardians are responsible to pay for all packages that they receive per the signed Product Sale Program Parent/Guardian Agreement. Product may not be returned. »» If a girl’s family still owes money from a previous product sale, the girl may not participate in individual sales; she may sell cookies only at a troop booth location.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Safety Tips

All girls who participate in the Girl Scout Cookie Program use 10 Basic Safety Guidelines. 1. Show you’re a Girl Scout – wear the Girl Scout membership pin and/or Girl Scout clothing to identify yourself as a Girl Scout. 2. Buddy Up – always use the buddy system. It’s not just safe, it’s more fun. 3. Be Streetwise – become familiar with the areas and neighborhoods where you are selling. 4. Partner with Adults – adults must accompany Girl Scout Daisies, Brownies and Juniors when they are taking orders, selling, or delivering product. Girls in grades 6-12 must be supervised by an adult when selling door-to-door and must never sell alone. Adults should be present at a cookie booth in any public place at all times. 5. Plan Ahead – always have a plan for safeguarding money – avoid walking around with large amounts of it or keeping it at home or school. Give proceeds to supervising adults who should deposit it as direct by your Girl Scout council as soon as possible. 6. Do Not Enter – never enter the home or vehicle of a person when you are selling or making deliveries. Avoid selling to people in vehicles or going into alleys. 7. Sell in the Daytime – sell only during daylight hours, unless accompanied by an adult. 8. Protect Privacy – girls’ names, addresses, and email addresses should never be given out to customers. Use a group contact number or address overseen by an adult for customers to request information, reorder, or give comments. Protect customer privacy by not sharing their information accept for the product sale. Girls should never take credit card numbers. 9. Be Safe on the Road – always follow safe pedestrian practices, especially when crossing at intersections or walking along roadways. Be aware of traffic when unloading product and passengers from vehicles.

For more information, visit www.girlscouts.org/cookies.

BEFORE THE SALE

10. Be Net Wise – take the GSUSA Internet Safety Pledge before going online and follow the specific guidelines related to marketing online. Girl Scouts cannot collect money online.

Council Borders

Fredonia

Kayenta

Girl Scouts–Arizona Cactus-Pine Council covers central and northern Arizona, which is roughly twothirds of the state. Please keep in mind the following information regarding Council borders and selling cookies.

Shiprock

Page

Round Rock

Chinle

Tuba City

Grand Canyon

Jeddito Ganado

Laughlin

Fort Defiance

Crownpoint

Window Rock

Williams Bullhead City

Flagstaff

Kingman

Needles

Winslow

Sedona Chino Valley

»» All GSACPC Girl Scouts are to sell within the Council borders.

Holbrook

Cottonwood

Prescott

Lake Havasu City

St. Johns

Show Low

Payson

Parker

Pine Top Wickenburg White River

Quartzside Surprise

»» Parents, guardians, relatives may not bring order cards to work if they work outside of Council borders.

Fountain Hills

Peoria

Phoenix Goodyear

Scottsdale Tempe Mesa Chandler

Globe San Carlos

Superior

Morenci Maricopa Gila Bend

Yuma

»» No booths may be set up outside Council borders.

Casa Grande

Dateland

Florence Coolidge

Clifton

Dudleyville Thatcher

Safford

Eloy

Willcox

Tucson Sells

Green Valley

Benson

Sierra Vista Bisbee Nogales

Douglas

City Solicitation Ordinances

Part of being responsible citizens is following city solicitation ordinances. Each year the Product Program Team contacts each city in our jurisdiction to secure permission to solicit in local communities. Not all cities have ordinances but those that do must be followed. The general guidelines set forth by the majority of our communities include:

BEFORE THE SALE

»» A minor child must be included in all transactions. »» Sale dates are January 27 to March 9. »» Door-to-door sales may not begin before 9:00 am and must end by dusk. »» Honor the “no soliciting” signs at homes. »» Permission is required from property owners to booth. No sales on dirt lots.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Setting up eBudde

eBudde, the online cookie management system provided by Little Brownie Bakers, is where you place your troopâ&#x20AC;&#x2122;s initial inventory order, track cookie packages and money collection credited to girls, record troop cookie transactions, and order girl reward items. This season all troops must re-set their passwords in eBudde. Log-in is your email address. An initial email with the default password will be sent directly from eBudde once your Cookie SU Manager enters your contact information into eBudde.

BEFORE THE SALE

Remember: If you forget your password, there is a password reset link on the eBudde login page. Once logged in you can always change your password in the Contacts tab.

Planning Your Cookie Booths

Booth sales are a great way to increase your troop’s success! Girls enjoy it and get to put those five essential skills to work by greeting customers, counting change, talking about troop and individual goals, being professional and running their own “store”.

BEFORE THE SALE

What is a “booth”?

A booth is a temporary stand “shop” that troops set-up to sell Girl Scout Cookies to the general public. Booths are often the most visible event the public has with Girl Scouts. Booths are traditionally set up in front of local businesses, however other possible locations could include a sporting event, a church event, a community event, etc.

Who can participate in Cookie Booths? All registered Girl Scouts, from Daisies through Ambassadors, may participate in Cookie Booth Sales! Consider the age, attention span and interest of the girls when scheduling booths. Boothing is an optional activity and should enhance the program experience. »» Daisy – Girls should be able to greet customers, have product knowledge and explain Gift of Caring. Attention spans are short and girls need close supervision. »» Brownie – Girls should be able to make change with adult assistance, greet customers, have product knowledge, share goals and explain Gift of Caring. Attention spans are short. »» Junior – Girls should be able to confidently make change and speak with customers. Girls should be able to share their goals in detail. Moderate attention span. »» Cadette, Senior & Ambassador – Older girls should be able to complete the sale without adult assistance. Attention span is longer and girls should be attending multiple booths. Girls are able to clearly express their goals and in more depth than younger troops. Girls should be active in setting up their booths and interacting with store management before and after the sale.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Booth Scheduling

Coordinating booths and scheduling is important for a consistent, smooth and positive community presence. The information below outlines how to reserve a Council-scheduled booth, as well as how to input Troop-scheduled booths.

Council-Scheduled Booths – Scheduling begins January 2! The Council has a long standing corporate relationship with a variety of businesses and has already requested permission for Girl Scout troops to set up booths. The following locations are scheduled by the Council throughout the state and should not be approached for additional booth times: »» Food City »» Fry’s Food and Drug Stores »» Safeway »» Albertson’s »» Wal-Mart »» Bashas’ »» AJ’s Fine Foods Booths at these locations can be scheduled through eBudde.

Step 1

Log onto eBudde and look in the Booth Sale tab.

Step 2

Select a city, store location and time. Submit and print the confirmation.

Step 3

Step 4

Determine the amount of product for your booth(s) and place the order in the initial order or if you booth is later in the sale pick-up cookies from your local cookie cupboard. Arrive at your booth location on time and sell cookies!

Council Booth Scheduler Dates Round 1

January 2 – January 5 Starting at 9:00 am

Troops may sign up for one time slot per troop at any location.

Round 2

January 6 – January 8 Starting at 9:00 am

Troops may sign up for two time slots at any location for a total of 3 time slots per troop.

Round 3

January 9 – January 12 Starting at 9:00 am

Troops may sign up for two time slots at any location for a total of 5 time slots per troop.

Round 4

January 13 – January 15 Starting at 9:00 am

Troops may sign up for two time slots at any location for a total of 7 time slots per troop.

Round 5

January 16 – end of sale Starting at 9:00 am

Troops may sign up for any remaining time slots at any location.

Be a sister to every Girl Scout! CANCELLATIONS – If you need to cancel your booth,

please do so ASAP! By doing so, another troop will have the opportunity to schedule at the location.

BEFORE THE SALE

Troops can log onto eBudde and reserve these booth locations and times at the times indicated below:

Troop Self-Scheduled Booths Have your troop brainstorm places where people connect with each other in your community. Girls may booth at locations other than the Council-scheduled sites and are encouraged to do so. Remember, the following locations are scheduled by the council and so may not be self-scheduled: »» »» »» »»

Fry’s Food and Drug Stores Albertson’s Bashas’ AJ’s Fine Foods

»» Food City »» Safeway »» Wal-Mart

Please keep the following guidelines in mind for troop self-scheduled booths: »» Select locations wisely – make sure the business is child-friendly and appropriate for Girl Scouts. »» School is a priority for girls – boothing is not encouraged during school hours. »» Be a “sister” to other Girl Scouts! Booths should be no longer than four hours per day so multiple troops have an opportunity to request the same location. »» Girls should always be a safe distance from oncoming traffic. Customers should be able to park their vehicles and walk to the booth table. Girls should never approach customers while still in their vehicle. »» To avoid conflicts, we advise that you get written permission for any cookie booth you arrange directly with the store management. »» All troops should enter the booth location, time and date in eBudde. Approval takes 24-48 hours. BEFORE THE SALE

»» Troops can begin entering in self-scheduled booths December 15

Why enter my booth in eBudde? »» e Sales! It connects to Cookie Locator making your troop’s booth locations easy to find for customers looking for cookies. »» You can remotely enter booth sales data in the Booth Sale Recorder app from Little Brownie Bakers. »» It helps prevent two troops showing up at the same time. »» Safety! If we are aware of where you are we can help you faster in the event of an emergency.

Cookie Locator!

Every day during cookie season, we receive countless calls asking where to find COOKIES! Now with Cookie Locator, customers can be directed to their nearest cookie booth whenever the Thin Mint urge strikes! When you schedule you booth in eBudde, it connects to the Cookie Locator! Cookie Locator is a website customers can visit, or an “app” they can download on their phone that helps them find cookies nearest to them.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Placing Troop Initial Cookie Order due by January 8

To be successful on Go Day, it is essential that girls have enough cookies. We have heard from other Councils who have direct sales, that the cookies sell out fast at the beginning of the sale! So it’s important that all troops place an initial order and not solely rely on cookie cupboards for large volume pickups. To help troops determine their initial inventory order, we are recommending the following:

For returning troops Arizona Cactus-Pine is recommending troops order 80 percent of last year’s troop total per girl average (PGA), multiplied by the number of girls selling this year. Initial inventory calculation example 2013 Troop PGA

170 packages

Girls Selling in 2014

(PGA x 80 percent) x girls selling

(170 packages x .80) x 10 girls = 1360 packages

An online calculator will be available on the council website to assist with planning your initial order.

For new troops Arizona Cactus-Pine’s recommendation is based on 80 percent of the 2013 per girl average by program level. PGA

Projected Initial Case Order By Girl Thin Mints 33%

Tagalongs 15%

Samoas 23%

Trefoils 10%

Do-si-dos 11%

Savannah Smiles 8%

Total Cases

Daisy

131

Brownie

168

Junior

183

Cadette

223

Senior

200

Ambassador

146

Once the troop has determined the number of cases they may place their order in eBudde.

Step 1

Verify that each girl in the troop is listed. (If not, add them from the Girls tab)

Step 2

From the Initial Order tab, enter at least one package per girl so all girls are included in the per girl selling average. Enter the balance of the order in the “Other” line (to qualify for the initial order reward the troop per girl average must be 150).

Review and submit initial order.

Step 3

BEFORE THE SALE

Level

Placing Troop Initial Reward Order

I’m One Smart Cookie! The initial order reward is a fantastic t-shirt that girls may earn if the troop averages 150 packages per girl selling. The shirts will make a great visual impact at your booth throughout the cookie season. To earn the troop initial order reward: »» Assign at least 1 package per girl on the “Initial Order” tab. »» Troop average must be 150 packages per girl. (A troop of 10 girls must order 1500 packages/125 cases) Tip: Look at the Troop Sales Report tab to find your Troop PGA. To place your t-shirt order in eBudde: »» Update the “Girl” tab with t-shirt sizes for each girl. »» From the “Reward” tab in eBudde, select “Initial”, then order correct sizes for each girl if the troop reaches a 150 PGA. »» 1 additional shirt may be ordered for troop volunteers.

BEFORE THE SALE

»» Shirts will be delivered to you Service Unit Cookie Manager and should be distributed in time for booth sales.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Delivery – January 25-26

Delivery time is an exciting weekend in January – nearly 2 million packages of cookies are distributed throughout the Council. Managing the smooth loading and packing of cookies is practically an art form! Following the guidelines below help troops and volunteers have a positive experience – to get their sale started smoothly!

»» Arrive at the date, time and location assigned by your Service Unit Cookie Manager. »» Leave children at home. Small children should be left at home due to safety concerns. There will be lots of moving vehicles at the site. »» Count and re-count cases of cookies before you sign the delivery receipts. Once you have signed for the cookies, they are your responsibility. »» Offer to assist the Service Unit Delivery team. Extra hands will make the day go smoothly! The following chart outlines how many cookies should fit into your Troop Cookie Managers vehicle(s). These amounts assume the car will be empty, except for the driver. Make sure you bring enough vehicles to bring your entire order home. Car type

# of cases 35

Hatchback Car

Mid-size sedan

Standard Car

Sport Utility Vehicle

Station Wagon

70-75

Mini-van (seats in)

100

Pick-up truck (full bed)

100

Cargo van (seats in)

150-200

Note: The Troop Cookie Manager may load their vehicle after: »» The entire order has been pulled and stacked. »» The Service Unit Cookie team has counted the order. »» The Troop Cookie Manager has counted and re-counted the order. »» Both Troop Cookie Manager and Service Unit Cookie team have signed the receipt for the order. Keep all receipts!!

BEFORE THE SALE

Compact Car

Sales Techniques

Ninety percent of the general public would gladly buy Girl Scout Cookies, but did you know nearly 35% are never asked? Sometimes we expect girls to know how to sell cookies. The fact is, most girls need at least some guidance in the selling process. Below, you’ll find some tips and techniques to help your girls achieve their goals.

Door-to-Door

»» Selling directly! Girls go door-to-door with cookies in hand.

»» TIP: have girls decorate a wagon or stroller as they go door-to-door with cookies.

Telephone

»» Girls can call contacts from previous sales to see if they would like to purchase cookies again.

»» Call customers again before the end of the sale to thank them and ask if they need additional cookies. »» Older girls may want to text friends and family - letting them know “It’s Cookie Time!” »» TIP: Texting tips are located on www.littlebrowniebakers.com

Online

»» Cookie Club! Use Cookie Club to take and record orders online. Customers buy an average of 6 packages of cookies via online orders.

DURING THE SALE

»» Facebook! Use Facebook or other social networking sites to let friends and family know that it is “Cookie Time” again.

»» TIP: Please make sure to review the Internet Safety Usage guide at www.girlscouts.org.

Businesses

»» Girls may approach local businesses and ask to sell cookies in the workplace.

»» Girls may approach local businesses to sponsor a “Milk and Cookies” break for their employees – where the business purchases Girl Scout cookies and milk and makes them available to their employees at a designated time. Girls may be on hand during this time to sell more inventory directly or take additional orders. »» TIP: Girls should establish a date and time to pick up order cards and to deliver cookies.

Troop Teaming

»» Older girls can team-up with younger girls for door-to-door sales and booth sales.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Booth Sales in Action!

Once cookies are in hand it’s time to start booth sales. To maximize success, consider these proven steps: »» If some varieties are not selling, open a box (which the troop must purchase), break them into bite-size pieces, and let customers take a sample. This sample will likely spark interest among customers and increase your sales. »» Make an attractive table display to gain customer interest. There is a “booth sale kit” available for purchase in the council shop, if you choose. »» Bring along a troop goal poster and pictures of activities in which your troop has participated. »» Use the “5 for 20” signs to boost sales and encourage bundling. »» Suggest girls bundle packages and attach recipes that use the cookies, or offer handmade cards, such as “Happy Birthday” or “Thank You”. »» Display the Gift of Caring Package Wrap to promote donations. Girls may wish to create a donation box for Gift of Caring purchases. Decorate the box to tell people about your cause, and add a Tally Poster to track donations. Customers love to see the boxes stack up and want to help the girls help others.

Cookie Booth Checklist

Consider the following items when setting-up and running your booth. »» Cookies! – store in coolers, if the weather is warm! »» Cookie promotional items, such as tablecloths, t-shirts, car flags, and pencils from GSACPC Council Shop. »» Portable table and chair. »» Minimum 2 adults and 2 girls. »» Maximum 4 girls at one booth. »» Divide girls into shifts based on the number of girls in your troop. »» Cash box: $30 in one-dollar bills – no more than $100 in cash box at one time! »» Appoint someone to safeguard the cash box! When you have more than $100 in the box, remove it to a safe location. »» Do not take bills over $20 – to avoid counterfeit issues. »» eBudde printed booth confirmation or written permission for booth from the store. »» Cancel your booth in eBudde ASAP if you cannot use your allotted time. »» First aid kit, parent permission slips/health forms. »» Booth Sale Worksheet. »» At the end of the booth sale, divide cookie sales evenly between girls selling and make sure their sales are recorded in eBudde. »» Remember to thank the store manager for supporting the Girl Scout cookie program before you leave.

DURING THE SALE

»» Booth decorations – balloon, goal posters, Gift of Caring posters, etc.

What to do in an emergency….

In the event of an emergency, troops should follow the instructions on the MS-27 Emergency Card. »» Care for the immediate needs of the victim. »» Secure help, call 911. »» Contact your Troop Product Manager, and/or Service Unit Manager, if needed. »» In the event of a major emergency, please notify Council as soon as possible. Your call will be transferred to the appropriate staff member. If the office is closed, call the 24-hour emergency number at 602-531-5935. »» Do not issue any statements to the media. Girl safety is our top-priority! Please make sure an adult is always present at the booth!

General Booth Guidelines

Each troop who has a cookie booth must follow the guidelines below. Adult volunteers may be asked to submit a Cookie Booth Agreement form (available online) before participating in booths. Adults and Girl Scouts are asked to follow these guidelines: »» No booths before January 27, 2014. »» All shifts need to report to the store manager when arriving and leaving the store. »» Follow the store manager’s request for set-up and tear down of your booth. »» Be considerate of the troop scheduled before and after you. Do not arrive more than 5 minutes before your scheduled time nor stay after the time you are scheduled. DURING THE SALE

»» Siblings and friends are not allowed at the booth.

»» Wear a form of Girl Scout identification and appropriate dress. »» Be polite and friendly, especially with other Girl Scouts. »» Keep doorways and walkways clear. »» Acknowledge customers as they pass the booth – do not shout. »» “Tip jars” are not allowed – donations towards a Gift of Caring purchase are acceptable. »» Clean your areas when you leave. Recycle empty boxes if possible. »» Leave a thank you card with the store manager.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Booth Sale Recorder App

Grab the free app that makes it easy to record booth sales! For a cookie volunteer, booth sales can be a record-keeping challenge. You need to record in eBudde which girls should receive credit for the cookies sold. And it would be great to know which cookie booth locations are most successful. Now it’s much easier to do both with the Booth Sale Recorder app for your smartphone. You can: »» Enter the number of cookie packages sold at a booth. »» Select which girls will receive credit and for how many packages. »» Send the information directly to your eBudde account. The next time you open eBudde, all the booth sale information will be at your finger-tips. And with this data the council can pinpoint which locations are best for future booth sales. The Booth Sale Recorder app is free in the App Store and Android Market. Or use the mobile website version at ebudde.littlebrownie.com/booth **Just remember, the volunteer needs to be registered in eBudde to be able to record the sales with this app.

DURING THE SALE

(also available online)

Date

Time

Location Total

Savannah Smiles

Trefoils

Do-Si-Dos

Samoas

Tagalongs

Thin Mints

Gift of Caring

# of boxes – start minus #of boxes – end boxes sold

(subtract end from start)

total sales

(# boxes sold x $4.00)

Cash Box Ending Cash $

The amount you have at the end of this booth sale (includes cash, checks and credit card payments).

Minus Starting Cash $

The amount you started with in your cash box

Total Sales $

Subtract ‘Starting Cash” from “Ending Cash.” This number should match the “Total Sales” number in the table above.

Participants

Girl Scouts—Arizona Cactus-Pine Council, Inc.

119 E Coronado Rd | Phoenix, AZ 85004 602.452.7000 | 800.352.6133

girlscoutsaz.org

Troop Cookie Inventory Management

The Direct Sale will create new ways of work for the Troop Cookie Manager. Our general guidance is that troops not take cookie returns from girls. However, we recommend that you set some troop procedures to encourage success. Troops may want to allow returns from girls after the first week of the sale to encourage door-to-door and workplace sales. Unsold girl inventory can easily be sold at cookie booths throughout the sale. A good practice is to have constant communication with parents, perhaps a Facebook group or weekly email updates. The following tips and guidelines relate to cookie inventory for troops: »» Communication with families is critical. Always check to see what families have for unsold cookies prior to picking up additional product at the cupboard. »» Troop to troop cookie transfers are highly encouraged to manage inventory. »» Troops are responsible for the cookies they order. Service Unit Cookie teams can be utilized to help a troop with transfers, but ultimately troops are responsible for any extra cookies left over. »» Receipts • The troop transferring product OUT is responsible for creating a receipt and entering it in eBudde. • The receipt should include both troop numbers, flavors transferred, the date, and both signatures. • Each party MUST retain a copy of the receipt. Do the math! It is wiser for a troop to try and transfer product rather than cover the cost of leftover cookies. It takes the profit of 4.3 packages of cookies to pay for the cost of 1 unsold package.

Step 1

Select the Transaction tab.

Step 2

Select Add a Transaction.

Step 3

Input the data from the receipt and click okay when finished. The data will post to both troops. Save the signed receipt for your records in case of a dispute.

DURING THE SALE

Troop-to-troop transfers in eBudde

Tracking Girl Activity

It is important to track Girl Activity in eBudde throughout the sale. We suggest you don’t wait until the last minute to complete the data entry. »» When girls check out cookies for individual sales, all receipts should be entered in eBudde. »» Troop leaders will enter positive numbers for all packages checked OUT. A negative number may be entered for any packages checked IN to the troop. »» Booth sales should be recorded for each booth. »» Share progress throughout the sale. Girls need to know their progress towards their goal.

Step 1

Select the Girl Orders tab.

Step 2

Double click on the name of the girl being edited.

STEP 3

Click “Add Transaction” or “Add Payment”

Step 4 Step 5

Click “Save” at the top left

DURING THE SALE

Enter a description of the transaction in the open green box then update packages or money. Click “OK” at the far right to save

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Cookie Cupboards

A cupboard is a “mini warehouse” run by Volunteer Cupboard Managers during the Cookie Sale. Cupboards are located at the homes of the Cupboard Managers, and are locations where additional cookies can be picked up (i.e. cookies after the initial order, cookies for booths, or additional sales). The following information relates to the operation of a Cookie Cupboard:

Cookie Distribution

»» Cupboards distribute cookies by case only (i.e. 12 packages/case). »» Cookies cannot be returned!

»» Unopened and sealed cases may be exchanged for a different case of cookies. »» Damaged cases and packages may be exchanged.

Cupboard Hours and Locations

»» Council will provide Service Unit Cookie teams with Cupboard locations and hours before delivery takes place.

»» Service Unit Cookie team is responsible for communicating Cupboard location and hours to their troops. »» Cupboards are typically open limited hours.

Cupboard Identification

»» Volunteers will be required to show their Cupboard Authorization card or driver’s license when picking up cookies. (Hint: Take a photo of the authorization card with your phone for easy access.)

Troop # Neighborhood Signature

The bearer of this card is authorized to pick up additional cases of cookie from any Girl Scout cookie s cupboard during the 2014 Cookie Sale. Girl Scouts–Arizona Cactu s-Pine Council | 602.4 52.7000 | 800.352.613 3

Receipts

Quality Control

»» Girl Scout Cookies contain no preservatives. To ensure that our customers receive only the freshest product, please follow the Council’s timeline for delivery and sales. Cookies sold during the 2014 campaign will have an expiration date of September 2014.

DURING THE SALE

»» Receipts are in two parts: a paper receipt is signed and retained by the Cupboard and a copy given to the volunteer. Cupboard Managers input order information in eBudde for the troop. Later, the Troop Cookie Manager will assign the cookies to the girls.

Consumer Complaints

Although the bakery is routinely inspected, occasional complaints are to be expected. So GSUSA and the Girl Scouts–Arizona Cactus-Pine know we will probably receive some product complaints during the 2014 Cookie Sale. Complaints have included the following: »» Damaged package/box (cookies are crushed inside). »» Reports of foreign objects (often this is a mistake, i.e. a piece of sugar mistaken for glass). »» The cookies do not taste “right”. If you receive a complaint regarding a package of cookies sold, please do the following: 1. Notify the Council’s Product Program team ASAP – productprogram@girlscoutsaz.org or call 602-452-7000 or 800-352-6133. 2. Ask the customer to hold on to the cookies so someone can pick them up. 3. Service Unit Cookie Manager(s) or Council staff member will retrieve the cookies and offer a replacement package. Any and all complaints should be handled quickly and in a manner that attracts little or no attention. Satisfying the customer is the primary focus. Therefore, no matter which troop sold the package of cookies, please assist the customer.

Media Inquiries

DURING THE SALE

During the Cookie Program, troops are occasionally approached by members of the media – television, radio, newspaper and online reporters – asking for interviews and photo opportunities. These are usually wonderful opportunities that can benefit the entire council.

The following guidelines are important when speaking with the media: »» Keep media messages consistent. Reference the Frequently Asked Questions posted on the web site. »» Specific questions regarding cookie sale data, procedures or policies should be directed to the GSACPC Product Program Team. »» Do not issue any statements to the media regarding any emergencies or accidents on behalf of GSACPC. »» Let Council know if you give a media interview – you might be featured on our website! »» You are never obligated to speak with members of the media. You can always refer them to Council. Our media contact Susan de Queljoe 602-452-7077.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Troop Financial Responsibility

Money Management is one of the 5 Essential Skills for Girls to learn during cookie season and it is just as critical for the volunteers and parents. The following information outlines the area of financial responsibility for Girl Scout families and Troop Cookie Managers. Timely communication, effective responses, and accurate record keeping are key to protecting the hard earned funds that help support Girl Scouting.

Girl Scout

Troop Cookie Manager

• Sells cookies and collects money. • Submits money to Troop Cookie Manager, weekly/frequently. • Receives rewards if all money submitted.

• Deposits ALL money collected into troop bank account weekly/frequently. • Updates eBudde with girl payment history. • Submits Parent/Guardian Outstanding Account form if necessary.

For Troops The following guidelines are specific for troops: Collecting Money »» Customers always pay for cookies when they receive them. »» Cash is the preferred method of payment. »» Only accept checks from people you know and/or can follow up with in case of a problem. »» Checks should be made out to the troop.

Troop Bank Deposits »» Deposit money received weekly or more frequently. »» Provide parents with a signed receipt when collecting money. »» Deposit money only into troop bank account. It is against Girl Scout guidelines to deposit into a personal account. »» Verify account balance and deposits with bank records, regularly. »» Confirm that there are sufficient funds for ACH debits. ACH Debits »» There are two ACH debits throughout the sale (February 20 and March 19). »» Council proceeds (i.e. what is owed for cookies) is collected by ACH debit. Receipts »» Use a receipt for all transactions between parents and the Troop Cookie Manager. »» Troop Cookie Manager and parents need to sign receipts. They may not be signed by girls.

AFTER THE SALE

»» Any NSF checks received are the responsibility of the troop.

PayAnywhere Troops may also choose to offer customers the option to pay with debit or credit cards, using PayAnywhere. Troops are responsible for all fees and costs associated with using the PayAnywhere equipment and may not pass it on to the customer. Product Sales proceeds can only be deposited into a Troop bank account. Contact Nikki Koeb at banking@girlscoutsaz.org to make arrangements for the equipment and sign up.

Outstanding Accounts – Parents/Guardians If a parent/guardian fails to submit money from their Girl Scout’s cookie sales to the Troop Product Manager, an Outstanding Account form needs to be submitted. Please follow the guidelines below regarding outstanding accounts. »» DO NOT use troop proceeds to pay for a slow-paying parent/guardian. »» DO NOT wait! If Troop Cookie Managers are having trouble collecting funds, the Outstanding Account form must be filled out and submitted by March 16, 2014. »» Troop Product Managers submit the Parent/Guardian permission slip and any signed receipts along with the Outstanding Account form to Council. Documentation is required. »» Girl Scouts who have not turned in money for cookies sold will not receive their rewards, the troop will not receive the proceeds she earned, and the girl will not be allowed to participate in future sales (except booths) until all money has been collected.

AFTER THE SALE

Outstanding Accounts – Troop Cookie Managers

If a troop fails to deposit cookie money into their troop bank account, and Council cannot perform a successful ACH debit, a second attempt will be made. If that fails, the council will be in contact with the troop cookie manager and/or leader. Communication is key! If a troop is having financial issues they should immediately contact the Product Program team at Council so we can help to resolve the issue. A note on collections – Council will make every attempt to collect money owed from parents or Troop Cookie Managers. If we are unable to collect payment, or start a payment plan, we will turn the parent/guardian or Troop Cookie Manager over to our collection agency. Collection fees are the responsibility of the debtor. Signed Parent/Guardian Agreements and Troop Manager Agreements and receipts are needed for a successful collection of debts.

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Rewards One Smart Cookie Service Unit Bonus! The Service Unit Bonus is a two tiered opportunity to earn extra funds. »» Before the sale Service Units can earn $150 if they: • Attend Council Service Unit Manager Cookie Training. • Host a Service Unit Cookie Rally. • All troops participating in the Cookie Program receive training. »» At the end of the sale Service Units can earn $1 per girl selling if they: • Reach a Service Unit average of 200 packages per girl selling.

Girl Rewards Girls receive rewards based on the number of packages sold individually. Additionally booth sales should be distributed and “counted” fairly among the girls selling at the booth. The chart below outlines some key components regarding rewards.

Ordering Rewards Cookie Club Patch

• Girls sending 30 or more emails through Cookie Club will earn the Cookie Buzz patch. • Troop Cookie Managers must pull the report from Cookie Club and order the reward in eBudde.

• New this year is a reward plan for Gift of Caring sales. • Girls selling 12 GOC packages will earn a patch. • Girls selling 20+, 40+ and 80+ will earn a charm at each level. • Cookie dough is an option at most reward levels - girls may choose the

AFTER THE SALE

Gift of Caring

• Troop Cookie Managers selct rewards via eBudde. • Rewards are cumulative and are delivered to the SU Manager. • SU Managers distributes rewards to the troops.

reward or cookie dough.

• New this year – each girl earning cookie dough will receive a plastic

Cookie Dough

Trips and Events

card with her individual credits for her to participate in the Girl Scout Leadership Experience. • Cookie Dough may be used for Council Shop purchases, approved overnight troop trips, Service Unit events, Council sponsored programs, Annual Membership Fees, Destinations and Summer Camp. • To submit cookie dough for approved overnight trips, service unit events or destinations, download the cookie dough reimbursement form at www.girlscoutsaz.org

• Event invitations will be mailed directly to girls. • Girls earning and choosing to attend an event or trip will receive more information at the end of the sale.

Ordering Rewards in eBudde

Girls are excited to earn their sales rewards. It’s important that they receive recognition for their achievements in a timely manner. It is the Troop Cookie Manager’s responsibility to enter the information in eBudde.

Step 1

Assign packages to individual girls on the “Girl Order” tab in ebudde.

Step 2

Ask girls if they want Cookie Dough or the Reward items for each level achieved. Ask girls if they want Cookie Dough or the Reward items for each level achieved.

Step 3

Select the Reward tab in eBudde, Select “Final Rewards Order” and “Fill Out”. Click on the name of the girl that needs editing, make selections and submit girl order.

Step 4

Review that all girls orders have been updated. Enter 2 volunteer patches/troop and order adult movie tickets if appropriate. You will also manually enter an order for Cookie Buzz patches if girls send 30 or more emails through Cookie Club.

Submit troop incentive order. Distribute items to girls upon receipt.

Step 5

At the end of the sale troops should celebrate their success! Girls have worked hard throughout the season to set and achieve their goals. The end of the sale is the time to celebrate! »» Thank your girls and their families for all of their hard work and support. »» Bring families together for an awards ceremony or family picnic. »» Follow through on plans for a troop trip or a day exploring the outdoors. »» Plan a camping adventure for this summer or next fall. »» Use some of your proceeds to make a difference in your community. AFTER THE SALE

»» Send a note of thanks to your Service Unit volunteer committee. »» Have fun!

GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC. // 2014 COOKIE PROGRAM MANUAL

Service Unit Contact

Please contact your Service Unit Cookie Team with any additional questions or for help: Service Unit Name

Service Unit Manager

Phone Email Address Best Time to Contact

Service Unit Name

Service Unit Manager

Phone Email Address Best Time to Contact

Council Contacts & Websites Warehouse/ Product Program Team

3806 N 3rd Street Phoenix, AZ 85012

Business Hours

Monday â&#x20AC;&#x201C; Friday 9:00 AM â&#x20AC;&#x201C; 5:00 PM

Mailing Address Phone

119 E. Coronado Rd. Phoenix, AZ 85004 602-452-7000 or 800-352-6133

Fax 602-274-4445

Council Website

eBudde

Cookie Club

VIP eTraining

Little Brownie Bakers

GSUSA

www.girlscoutsaz.org https://ebudde.littlebrownie.com https://cookieclubpilot.littlebrowniebakers.com http://vipetraining.littlebrownie.com http://littlebrowniebakers.com http://www.girlscouts.org/program/gs_cookies

119 E Coronado Road Phoenix, AZ 85004 602.452.7000 | 800.352.6133 girlscoutsaz.org