GS-NCCP Service Unit Guidebook by Gsnccp Council

Guidebook SERVICE UNIT

INCLUDED IN THIS RESOURCE: Important Dates

Service Unit Structure and Roles

Service Unit Support and Training

Service Unit Year-at-a-Glance

Service Unit Meeting Guide

Service Unit Membership Growth and Retention

Service Unit Conflict Resolution

Service Unit Budgeting Tools and Templates

Service Unit Email Template

Service Unit Forms and Resources

Council Camp and Office Locations

Corporate Office & Raleigh Service Center

6901 Pinecrest Road, Raleigh, NC 27613

919.782.3021 or 800.284.4475; Fax 919.782.2083

Fayetteville Service Center

208 Westwood Shopping Center, Fayetteville, NC 28314

910.437.9900 or 800.284.4475; Fax 877.699.9389

Goldsboro Service Center

108 E. Lockhaven Drive, Goldsboro, NC 27534

919.734.6231 or 800.284.4475; Fax 919.734.9038

Wilmington Service Center

2250 Shipyard Blvd, Suite 3, Wilmington, NC 28403

910 202 9197 or 800 284 4475; Fax 877 699 9389

Cape Carteret Program Room & Office

204 W B McLean Drive, Suite A, Cape Carteret, NC 28584

800.284.4475; Fax 919-782-2083

Coastal Cottage

204 W.B. McLean Drive, Suite B, Cape Carteret, NC 28584

800.284.4475; Fax 919-782-2083

To confirm office hours, go to the Visit Us page on the council website. Contact Customer Care at helpdesk@nccoastalpines.org to reserve meeting/activity space.

Girl Scout Promise

On my honor, I will try:

To serve God* and my country, To help people at all times, And to live by the Girl Scout Law. *Members may substitute for the word God in accordance with their own spiritual beliefs.

The Girl Scout Law

I will do my best to be honest and fair, friendly and helpful, considerate and caring, courageous and strong, and responsible for what I say and do, and to respect myself and others, respect authority, use resources wisely, make the world a better place, and be a sister to every Girl Scout.

Welcome to the Service Unit Team!

Welcome to the team! As a service unit team member, you will partner with your membership director/manager and the other members of your team to provide leadership and guidance to girl and adult members in your area. In truth, your biggest mission is to help facilitate and create an environment of inclusivity and support in your local area. As you step into your role, keep in mind that other area teams may look different than yours. That’s the great thing about Girl Scouts! We’re possibility thinkers and innovators, so we do our best to accommodate girls’ and volunteers’ different schedules, needs, and interests!

The Service Unit Guidebook is designed to support you as a service unit team member. Inside, you’ll find resources to help you along the way. With the guidebook, you’ll learn ways to collaborate as a team to ensure that girl and adult members have a safe, fun, and amazing Girl Scout experience. Of course, you’re bound to have questions! If you ever need additional support or guidance, remember that you can reach out to your membership director/manager or the appropriate department at any time.

“I’ve got something for the girls of Savannah, and all of America, and the world, and we are going to start it tonight!”

- Juliette Gordon Low

The Girl Scout Movement

On March 12, 1912, founder Juliette “Daisy” Gordon Low brought together 18 young women for the first Girl Scout meeting. Her vision was to bring girls out in the open air and into community service. Those first Girl Scouts camped, hiked, explored, and learned new skills. They grew into leaders by discovering the world around them and taking action in their community, and all of this 8 years before women had the right to vote.

Today, Girl Scouts is the world’s largest leadership development organization for girls. We are urban, rural, and suburban. We are in schools, public housing, foster homes, churches, mosques, shelters, and detention centers. We are in every zip code and abroad. GSUSA is active in 92 countries around the world.

10 Million Alums

2.8 Million Girl Scouts

building girls of courage, confidence, and character, who make the world a better place

The Girl Scout Mission

Girl Scouts builds girls of courage, confidence, and character, who make the world a better place. Girl Scouts strives to be the premier leadership organization for girls and experts on girl growth and development. We keep our eyes on the pulse of the experience to keep pace with the evolving needs of youth in the 21st century. We use what we learn to develop strategies that ensure that the Girl Scout Movement is positioned so that the GSLE - the Girl Scout Leadership Experience knows no boundaries.

Your Role in the Girl Scout Movement

As a service unit team member, you will take the lead in delivering the Girl Scout Mission and experience within your community. But you won’t be going it alone. You’ll collaborate with GSUSA and GS-NCCP to bring the latest programs, activities, and organizational changes to Girl Scouts and volunteers in your community.

Diversity, Equity, Inclusion, and Racial Justice at GS-NCCP

Girl Scouts Stands Against Racism

Part of the Girl Scout Mission and Movement is the spirit of inclusion. Girl Scouts of the USA is an anti-racist organization. Our anti-racism pledge reflects who we are: an organization that is rooted in values set forth in our Girl Scout Law, including honesty, fairness, caring, courage, and respect for self and others. All of these are hallmarks of Girl Scouts’ broader commitment to diversity, equity, inclusion, and racial justice.

Here at Girl Scouts – North Carolina Coastal Pines, we build girls of courage, confidence, and character who make the world a better place. We are committed to diversity, equity, inclusivity, and belonging by creating a safe and welcoming environment for all through a shared responsibility of each and every member. We are dedicated to increasing our cultural competence and creating opportunities for authentic human-to-human connections by respecting, embracing, and celebrating what makes us all different.

Our DEIRJ aspiration provides a true north for the future. Girl Scouts builds leaders who create equitable communities, which is why we center racial justice in all that we do. Racism has no place in the lives of future generations and certainly should not prohibit any Girl Scout from full participation in the premier leadership organization that uplifts girls, especially the historically underrepresented. We deliver on this promise by challenging norms to continuously build a more relevant and equitable Girl Scout experience that embraces fresh perspectives and innovation from our rich cultural legacy.

We encourage all members to visit the Girl Scouts and Diversity, Equity, and Inclusion webpage on our council website for DEIRJ information and resources like podcasts, books, videos, and articles. Members can also learn more about GS-NCCP’s Building Beyond Tomorrow Program, the Thrive Series, and our Diversity, Equity, and Inclusion Patch Programs. There are also sections for troop leaders, volunteers, and parents/ guardians with resources for navigating racism.

What is a Service Unit?

A Girl Scout Service Unit is a peer-led community of volunteers and youth in a geographic area. The service unit (or SU) is your connection to GS-NCCP and GSUSA, and it provides an essential support system that organizes meetings, hosts trainings, provides mentorship, and offers programs and events for Girl Scouts, their families, and volunteers. GS-NCCP is comprised of over 40 unique service units that incorporate our council’s diverse footprint.

What Do Service Units Do?

Each service unit has a shared goal: to best serve the needs of its youth and volunteers. Service units host regular meetings where they share information about upcoming events and new information from GS-NCCP and GSUSA with adult members.

Communicate

Share council updates and news, opportunities for programs and trainings, and manage social media and emails.

Recruit

Host

Hold regular meetings with service unit volunteers and support volunteers in planning events

(Encampments, World Thinking Day, Rallies, etc.) Partner

Invite new youth and adults to join the movement and encourage existing members to participate in service unit and council opportunities.

Celebrate

Recognize volunteer and member excellence, highest award earners, service unit goals, and honor traditions and ceremonies.

Service Units by County

County

Beaufort County

Bladen County

Brunswick County

Carteret County

Chatham County

Columbus County

Craven County

Cumberland County

Duplin County

Durham County

Edgecombe County

Franklin County

Granville County

Greene County

Halifax County

Harnett County

Hoke County

Johnston County

Jones County

Lee County

Lenoir County

Martin County

Moore County

Nash County

New Hanover County

Northampton County

Onslow County

Orange County

Pamlico County

Pender County

Person County

Area

AREA060

AREA041

AREA061

AREA062

AREA021

AREA063

AREA064

AREA033

AREA036

AREA065

AREA010

AREA011

AREA066

AREA007

AREA002

AREA067

AREA068

AREA027

AREA032

AREA025

AREA069

AREA028

AREA070

AREA071

AREA029

AREA072

AREA073

AREA074

AREA075

AREA009

AREA076

AREA077

AREA001

Service Unit

Beaufort - Martin

Bladen

Brunswick

Carteret

Chatham

Columbus

Craven - Jones - Pamlico

Cumberland - East

Cumberland - Ft. Bragg

Cumberland - West

Duplin

Durham 10 - North/West

Durham 11 - South/East

Durham 11 - Central

Edgecombe

Franklin

Granville

Lenoir - Greene

Halifax - Northampton

Harnett

Hoke

Johnston - North

Johnston - South

Craven - Jones - Pamlico

Lee

Lenoir - Greene

Beaufort - Martin

Moore

Nash

New Hanover

Halifax - Northampton

Onslow

Orange

Craven - Jones - Pamlico

Pender

Person

Service Units by County

County

Pitt County

Richmond County

Robeson County

Sampson County

Scotland County

Vance County

Wake County

Warren County

Wayne County

Wilson County

Area

AREA078

AREA040

AREA042

AREA039

AREA043

AREA003

AREA013

AREA014

AREA015

AREA016

AREA018

AREA019

AREA020

AREA022

AREA023

AREA004

AREA079

AREA080

Service Unit

Pitt

Richmond

Robeson

Sampson

Scotland

Vance - Warren

Wake 13 - Wake Forest/Rolesville

Wake 14 - North/East Raleigh

Wake 15 - Fuquay-Varina

Wake 16 - Southeast Raleigh

Wake 18 - North/Central Raleigh

Wake 19 - Daisy-Cary/Morrisville

Wake 19 - Brownie-Cary/Morrisville

Wake 19 - Junior-Cary/Morrisville

Wake 19 - Teen-Cary/Morrisville

Wake 20 - Knightdale/Wendell/Zebulon

Wake 22 - Garner

Wake 23 - Daisy-Apex/Holly Springs

Wake 23 - Brownie-Apex/Holly Springs

Wake 23 - Junior-Apex/Holly Springs

Wake 23 - Teen-Apex/Holly Springs

Vance – Warren

Wayne

Wilson

Important Dates

September 2025

13 - Fall Product Program Soft Start

13 - MiniQuest 2025 D/B/J at Camp Mary Atkinson

30 - Council Level Award Nominations and Endorsements Due

October 2025

1 – Fall Product Program Official Start Date

17 - Fall Product Program Paper Order End Date

17-19 – Teen Camporee C/S/A at Camp Mu-Sha-Ni

22 - Fall Product Program Online Girl Delivered End Date

31 - Juliette Gordon Low's Birthday

November 2025

1 – GS-NCCP Scholarship Application Opens

2 – Fall Product Program Ends

8, 10, and 11 - Fall Product Program Service Unit Delivery Dates

15 – TechnoQuest J/C/S/A at Meredith College

15 - Adult TechnoQuest (Adult & Child First Aid/CPR/AED certification)

December 2025

Summer Fun Guide – Digital Release

Summer Overnight Camp Registration Opens

January 2026

17 – Cookie Season Begins

31 – Mid-Year Assessment - Service Unit Guidebook - Page 71

February 2026

22 – World Thinking Day

21 - World Thinking Day Event D/B/J

21-22 - World Thinking Day Overnight Event C/S/A

eee

Events Programming Camp

Important Dates

March 2026

8 – Cookie Season Ends

8 – Camp Open House at Camp Hardee

12 - Girl Scouts’ Birthday

14 – Annual Meeting

15 – Camp Open House at Camp Mu-Sha-Ni

22 – Camp Open House at Camp Mary Atkinson

29 – Camp Open House at Camp Graham

April 2026

1-30 - Volunteer Appreciation Month

1 – GS-NCCP Scholarship Application Closes

1 – Spring Renewal Campaign Begins

22 - Girl Scout Leader’s Day

25 - Skill Splash at Camp Mary Atkinson

TBD - Council Level Award Nomination/Endorsement Submissions Open

May 2026

1 - Top Notch Reflection Opens

3 - Welcome to Cadettes 2026

31 – Service Unit Manager Self-Reflection Form Due

31 – Service Unit Stretch Challenge Due (Optional) - Page 93

June 2026

30 – Annual Troop and Service Unit Finance Reports Due

30 - Spring Renewal Campaign Ends

August 2026

8 –Administrative Team Conference (Tentative Date)

31 - Top Notch Reflection Closes

eee Product Program Trainings

Conferences

The Health of Your Service Unit

“Girl Scouting rises within you and inspires you to put forth your best.”

- Juliette Gordon Low

Your paragraph text

With the support of GS-NCCP staff, service unit volunteers can regularly assess the health of the service unit. The health of a service unit is determined by its strength in four areas: administrative leadership, membership, youth programming, and adult learning.

Membership

The number of retained and new adult and youth members each year

Administrative Leadership

The service unit team working in collaboration

Administrative Leadership

Service Unit

Health

The stability and sustainability of the service unit

Youth Programming

The events that the service unit hosts for local Girl Scouts

Adult Learning Programs

The enrichment and training opportunities service units facilitate for volunteers

The service unit team ensures that adult and girl members within the service unit are fully supported. One component of service unit health is developing administrative processes that enable service units to collect and share information and opportunities simply and efficiently. These processes include:

Developing effective communication strategies

Participating in council-wide events such as the Administrative Team Conference

Membership

Healthy membership is a significant indicator of the health and sustainability of the service unit. Membership isn’t just youth, adults are a key part of the delivery of the Girl Scout experience. Membership can be further refined as retained and new members. Here is how we define each type of membership:

New and retained adult membership

New and retained youth membership Service units are sustainable when new membership grows each year.

Youth Programming

Girl Scout youth programming comes from different sources. Some programs, like workshops, events, outdoor opportunities, and entrepreneurial programs are offered by GSUSA and GS-NCCP. Service units provide valuable Girl Scout programming, too. It’s a collaboration!

When your service unit develops engaging youth programs, you can add a unique twist that reflects the distinct culture of the service unit’s community. No two service units are alike, and that unique twist makes each service unit so special.

STEM

Outdoor

Entrepreneurship

Life Skills

Adult Learning Opportunities

Successful service units understand the importance of equipping their volunteers with the right training to excel in their roles. They recognize that well-trained volunteers feel more confident, enjoy their experiences, and grow as leaders. Additionally, offering training and enrichment opportunities helps retain dedicated volunteers, which is essential for the sustainability of the service unit. By ensuring that volunteers receive proper training, the service unit team not only strengthens its community but also makes its tasks more manageable in the long run.

Here are a few things to know about training:

Virtual Training - Select service unit team trainings are available on gsLearn. These are intended to help service unit team members who provide support to local volunteers and the community.

Required Trainings - Service units play an important role in encouraging new and returning leaders to complete required and available trainings. These offerings will be further detailed in the Training section of this guidebook. New troop co-leaders are directed to a series of trainings during their onboarding process. Additionally, specific trainings are required for trips and overnight events, as well as the use of small watercrafts and target sports on GS-NCCP and other recreational properties.

Request a Service Unit Enrichment Workshop - An enrichment workshop is designed to provide knowledge, skills, and personal development opportunities at a service unit meeting. These 30-60 minute interactive programs are developed and presented by council staff. Details can be found in the Training section of this guidebook.

Lead ‘n Learn Quick Guide - Add short bursts of learning opportunities to your service unit meetings or share them with leaders and volunteers. Anyone can lead one, and they’re quick: most take only 20-40 minutes. Details can be found in the Training section of this guidebook.

Building Your Team

Service unit teams thrive when there is a committed and diverse pool of adults to be considered for positions. It’s important to identify individuals who understand and can commit to fulfilling service unit team position requirements. To help get you started, here are some tips on recruiting superstar volunteers:

Familiarize yourself with the requirements of each volunteer position.

Observe the skills and abilities of others within in your service unit.

Consider skills an individual may want to develop that could apply in their career.

Make a personal request with a specific job in mind.

Consider recruiting former troop leaders, lifetime members, alums, and community members.

Be honest about the time commitment that the position will require.

Sometimes, you may need help getting those volunteer roles filled. Never fear— your membership director/manager can help recruit new service unit team members! They are there to guide and support your search for service unit team members and offer advice along the way.

Service Unit Team Structure

Each service unit is supported by a service unit team; a group of volunteers that take on a leadership role and help to support and guide the Girl Scout experience in their community This peer-led team will work together to build sisterhood in their local community through volunteer meetings, local events, product program support and community service projects. They will make decisions by consensus, but each team member can take the lead in a particular area of interest, expertise, or need to help keep the team moving toward community goals.

It’s important to remember that all service units and service unit teams will not look the same. We recognize that the communities we serve are different - they have different strengths, needs, goals, and resources. Because of that, it is not uncommon for teams to look different too. When creating your “dream team”, start by filling the positions that you feel are most important to your area/service unit, and build from there. As time goes on, continue to add and grow your team. The more volunteers you have working together, the better your team will be able to function and serve the volunteers and girls in your area.

We recommend these five primary roles be filled, at a minimum, by unique individuals on every team:

Service Unit Manager

Area Cookie Coordinator

Area Event Director

Area Fall Product Coordinator

Area Treasurer

When volunteers commit to a service unit team role, they share the load and work together to support fellow volunteers in building a vibrant local Girl Scout Community.

The Service Unit Manager

“Leadership is not about being in charge, but about taking care of those in your charge.”

- Juliette Gordon Low

Service unit managers are passionate, well-informed, and experienced in all things Girl Scouts! Service unit managers share their knowledge and passion with the volunteers in their community and organize the area’s ongoing efforts to support adult volunteers, girls, and local troops. If you are volunteering as a service unit manager, THANK YOU! Your volunteerism and dedication to Girl Scouts are appreciated! Let’s take a look at some of the responsibilities of a service unit manager:

Be a master of ceremonies! One of your biggest responsibilities is to plan, schedule, and host the area/service unit meetings and work in partnership with the membership director/manager to plan, schedule, and host administrative team meetings by: planning the agenda (and utilizing the one provided by council) with input from your team and membership director/manager; planning discussions and/or enrichment workshops for each meeting, reminding your team of their meeting roles and commitments; and connecting with and updating volunteers who missed the meeting.

Encourage communication and teamwork! Communication and teamwork are essential to success As a service unit manager, remember to: encourage regular communication among all members of the administrative team; encourage and invite volunteers to ask for help when needed; and offer your support and guidance when needed.

Seek to learn and stay informed, and encourage others to do the same by: attending council conferences and trainings; reaching out to your membership director/manager and the learning and development team to plan adult training opportunities for your area; encouraging volunteers to attend local and council-sponsored events and trainings; encouraging team members to complete role-specific training and both personal and volunteer development type trainings, either online (gsLearn) or in-person; directing fellow service unit team members to Rallyhood for role-specific resources, updates, and collaboration with other volunteers serving in the same role; and staying up to date on council and GSUSA policies and procedures.

The Service Unit Manager

Maintain and submit required reports. Encourage and promote the importance of submitting required reports as needed, including: end-of-year reports and troop financial reports; Approve TP103 – permission request for camping – swimming/boating programovernight activities and any activity requiring certifications; Approve SU104 – troop money-earning project form; Program-related assessments for troops in the area; and Service Unit Mid-Year Assessment, Service Unit Manager Self-Reflection Form, and any other reports associated with the Service Unit Reflection and Support Program.

Be a coach and mentor in your area. For new leaders, strive to provide them with the appropriate support and/or training they need by: ensuring that your area/service unit has a plan for welcoming new troop leaders to the area and area meetings; working in partnership with your membership director/manager, the learning and development team, troop mentor coordinator, troop mentors, and local or neighboring New Leaders on the Block programs to ensure new troop leaders receive ongoing support; and introducing the other administrative team members to new volunteers and letting them know that the admin team is available to answer questions and address concerns.

Exemplify strong leadership skills and lead by example by: sharing enthusiasm and being positive. encouraging the acceptance of new ideas. Your leadership and openness to new ideas will help those around you see differing ideas and opinions with an open mind and feel comfortable expressing their ideas and opinions. interacting well with others. You’re a leader and a team builder! Look to identify others’ strengths and build upon them. managing conflict. There may be times when you need to set aside your personal views to help those involved reach a resolution. Remain objective, understanding, and focused on what is best for youth members, volunteers, and the organization. respecting confidentiality. You understand and respect the need for privacy and confidentiality and seek to keep personal information private. being organized and efficient. Keep detailed records and information regarding the service unit’s plans and activities.

Additional Service Unit Team Roles

Operations Team

Below is a list of administrative team member roles that will help build a strong team. We recommend that the following primary roles be filled by different individuals: Service Unit Manager, Area Cookie Coordinator, Area Event Director, Area Fall Product Program Coordinator, and Area Treasurer. Each area is different and will require different support from the service unit team. Regardless of the path you take when building your team, it’s important to try to make sure that no single volunteer takes on more responsibilities than they can reasonably carry out.

Adult Recognitions Coordinator

At Girl Scouts, we value our volunteers and believe in showing them how much we appreciate their service. Our area recognition coordinators help to build a culture of appreciation across the council and to recognize the outstanding work of our area volunteers. Contact learning@nccoastalpines.org for help onboarding a volunteer into this role. Here are a few responsibilities of the Adult Recognitions Coordinator:

Coordinate efforts on the local level to express volunteer appreciation.

Work in partnership with the service unit team to promote adult recognitions year-round.

Direct volunteers to local and council level award nominations and endorsements.

Maintain records of area recognitions awarded annually.

Promote National Volunteer Appreciation Month locally and engage service unit team members and volunteers.

The area cookie coordinator manages the Girl Scout Cookie Program for their area by ensuring timely distribution of materials, providing support to participating troops, and helping troops and girls meet their goals. Contact your membership director/manager or our product sales team with questions. Here are a few responsibilities of the Area Cookie Coordinator:

Oversee the cookie program of a service unit in partnership with fellow service unit team members.

Facilitate training related to the Cookie Program or direct volunteers to the council training.

Collect signed Troop Cookie Coordinator agreements.

Monitor troop financial activities and provide product sale tips provided by council.

Maintain communication with the Regional Cookie Coordinator and council product program team regarding troop inventory.

Area Cookie Coordinator

Area Event Director

One of the biggest responsibilities of the area team is to help bring the Girl Scout program to life in the local community. One of the ways to do this is by holding area events for the troops and girls you serve. The area event director works in partnership with the other members of the team to plan, organize, and deliver area events for troops and girls designed to enhance their Girl Scout experience that are both fun and safe. Contact learning@nccoastalpines.org for help onboarding a volunteer into this role. Here are a few responsibilities of the Area Event Director:

Work in partnership with council staff and program staff to develop customized, local events aligned to the GSLE for girls in the local community.

Recruit additional volunteers to assist in the planning and delivery of events as needed.

Host event planning meetings to coordinate logistics and event details.

Complete and submit the event plan, schedule, and budget for approval before the promotion of the event, and any needed paperwork following the event to the appropriate council staff.

Create and submit digital flyers, programs and/or other materials to membership staff for approval and submission to the council’s Customer Care team for Constant Contact.

Area Fall Product Coordinator

The area fall product coordinator manages the Fall Product Program for their area by ensuring the timely distribution of materials, providing support to participating troops, and helping troops meet their goals. Contact your membership director/manager or our product sales team with questions. Here are a few responsibilities of the Area Fall Product Coordinator:

Facilitate training related to the Fall Product Program or direct volunteers to the council training.

Collect signed Troop Fall Product Program Coordinator agreements.

Monitor troop financial activities and provide product sale tips provided by the council.

Assist troops with accurate distribution, documentation, and reporting. Lead the service unit in organizing product delivery and distribution.

Program Team

Financial reporting is extremely important for non-profit organizations such as ours. The area treasurer maintains service unit financial records, provides regular financial updates, and prepares and submits the annual area/service unit financial report. They also offer guidance to troop leaders when submitting forms to the council’s finance department.

Contact your membership director/manager or our finance team with questions. Here are a few responsibilities of the Area Treasurer:

Oversee service unit budget funds, event budgets, check requests, and reimbursements. Provides account updates to service unit team members and during area meetings.

Oversee money-earning projects at the troop and service unit level in partnership with the service unit manager.

Advise troops on the appropriate use of funds.

Educate troop co-leaders/Troop Treasurers about completing and submitting the Troop Financial Report.

The cookie booth coordinator helps troops reach their cookie sale goals and boost their sales by developing and fostering relationships with local businesses willing to welcome and host Girl Scout Cookie Booths at their locations. Here are a few responsibilities of the Cookie Booth Coordinator:

Work with the Area Cookie Program Coordinator at cookie sale training to train troops on cookie booths. Make arrangements November-January with individual businesses to allow troops to set up cookie booths.

Enter cookie booth opportunities into the cookie program management system (Smart Cookies) before the Cookie Booth Lottery.

Approve/deny Troop Secured Booths in the Smart Cookies system January-March. Assist and support troops per booths January-March.

Area Treasurer

Cookie Booth Coordinator

Cookie Cupboard Coordinator

The cookie cupboard coordinator makes cookies more accessible to the troops in the community by housing and distributing cookies during the annual Girl Scout Cookie Program. Here are a few responsibilities of the Cookie Cupboard Coordinator: Serve in this role between December and March.

Keep cookies in a secure, clean, cool, dry environment that is not accessible to animals, moisture or any conditions that would be detrimental to the quality of the cookies.

Establish days and times cupboard will be open and communicate cupboard schedule and location to Product Sales Department and assigned troops.

Count initial cupboard order upon confirmation that order is not damaged and is complete.

Sign delivery ticket and retain copy for records.

Approve troop planned orders or do necessary transfers from the cupboard to troops in Smart Cookies to maintain correct inventory for the cupboard and troops.

Cookie Program Rally Coordinator

The cookie program rally coordinator shares their excitement for the Girl Scout Cookie Program by planning an event to promote and kick off the annual Cookie Program. When girls attend a local cookie rally, they learn selling safety tips, boost their sales, and understand the benefits of participating in the sale. Plus, they get to sample those yummy Girl Scout cookies! Here are a few responsibilities of the Cookie Program Rally Coordinator:

Oversee the planning, implementation and delivery of a fun, educational, and safe event to kick off the annual Cookie Sale at the community level.

Work in partnership with council staff and program staff to develop customized, local event aligned to the GSLE for girls in the local community.

Recruit additional volunteers to assist in the planning and delivery of the rally as needed.

Host rally planning meetings to coordinate logistics and event details.

Complete and submit event plan, schedule, and budget for approval prior to the promotion of the event and any needed paperwork following the event to the appropriate council staff.

Create and submit digital flyers, programs and/or other materials to membership staff for approval and submission to the council’s Customer Care team for Constant Contact.

Program Team

Fall Product Program Rally Coordinator

Fall product program rally coordinators share their excitement for the Girl Scout Fall Product Program by planning an event to promote the Fall Product Program and help troops earn startup funds for the year. Here are a few responsibilities of the Fall Product Program Rally Coordinator:

Oversee the planning, implementation and delivery of a fun, educational, and safe event to kick off the annual Fall Product Program at the community level.

Work in partnership with council staff and program staff to develop customized, local events aligned to the GSLE for girls in the local community.

Recruit additional volunteers to assist in the planning and delivery of the rally as needed

Host rally planning meetings to coordinate logistics and event details.

Complete and submit event plan, schedule, and budget for approval prior to the promotion of the event and any needed paperwork following the event to the appropriate council staff.

Create and submit digital flyers, programs and/or other materials to membership staff for approval and submission to the council’s Customer Care team for Constant Contact.

Media Coordinator

At Girl Scouts, we know that our members do amazing things! The media coordinator assists in promoting Girl Scouting within the local community and ensures the media is aware of local Girl Scout events, happenings, and news. Contact your membership director/manager or our marketing and communications team for help onboarding a volunteer into this role. Here are a few responsibilities of the Media Coordinator: Support service unit social media platforms as determined by service unit team members.

Work in partnership with the service unit to remain informed of area happenings, events, and activities to publicize.

Initiate contact and develop relationships with county newspapers, cable TV networks, and radio stations for the promotion of council and area events, newsworthy troop programming, and girl achievements including the Girl Scout Bronze Award, and Girl Scout membership, recruitment, and organization information.

Share local media coverage with the appropriate council staff. Communicate with the council’s marketing and communications team to promote and share newsworthy local troop, girl, and adult stories council-wide. Thank all media contacts whenever council or local Girl Scout topics are covered.

Troop Mentor

Helping a new troop leader get their troop started is one of the best ways to share your Girl Scout experience and knowledge. Troop mentors provide one‐on‐one support to new leaders by sharing ideas, helping them plan (and maybe even visit) their first meetings, and answering questions. Contact your membership director/manager or learning@nccoastalpines org for help onboarding a volunteer into this role Here are a few responsibilities of the Troop Mentor:

Work in partnership with the Troop Mentor Coordinator, service unit manager, and membership staff to support the New Leaders on the Block mentor program and welcome new troop co-leaders to Girl Scouting and the Girl Scout Leadership Experience.

Initiate and maintain contact with new leader(s) - introduce new troop leaders to local area support structure and administrative team members, invite and encourage new troop leaders to attend area meetings, and remain available to answer questions and provide support as needed.

Share with new leaders local and council programming ideas, resources, and best practices to engage girls and have a successful girl-led troop. Ensure new leaders are aware of online and in-person training opportunities, Girl Scout sponsored program sales (Fall Product Program and Cookie Program), and programming opportunities and events offered by council or local area for new leader/troop engagement.

Troop Mentor Coordinator

Let’s face it, there is a lot to learn when you become a troop leader. As a troop mentor coordinator, you can have a big impact on a new troop leader’s experience. In this role, you will oversee the troop mentor program in your area. Mentorship is flexible! You might consider pairing/grouping troop mentors with new troop co‐leaders or you might consider holding “office hours” to offer a designated time for new leaders to ask those important questions. Some troop mentor coordinators provide local mentor program support, and some lead New Leaders on the Block programs that extend their support umbrella to neighboring service units in nearby counties. Contact your membership director/manager or learning@nccoastalpines.org for help onboarding a volunteer into this role. Here are a few responsibilities of the Troop Mentor Coordinator:

Oversee the New Leaders on the Block (NLOTB) mentor program either locally or regionally, which provides support for new troop leaders in a variety of ways.

Lead an impactful NLOTB program and empower mentors and mentees by providing ongoing support and resources throughout the program year.

Work in partnership with the service unit manager and membership staff to stay current on new troops forming; identify and assign troop mentors to new leaders as needed.

Ensure troop mentors initiate and maintain contact with new leaders - introduce new leaders to local area support structure and administrative team members, invite and encourage new leaders to attend area meetings, and remain available to answer questions and provide support as needed.

Promote training opportunities with troop mentors; confirm they are accurately informed about Girl Scout sponsored program sales (Fall Product Program and Cookie Program), programming opportunities, and events offered by council or local area for new co-leader/troop engagement.

Share local and council programming ideas, resources, and best practices to engage new leaders with troop mentors.

Additional Supportive Administrative Team Roles

These supportive service unit team member roles lead certain volunteer skills-based trainings and fulfill area representation at GS-NCCP’s Annual Meeting.

Adult Learning Facilitator

Adult learning facilitators specialize in topic-specific training such as First Aid/CPR, outdoor skills, Leadership Launchpad, and Girl Scout program delivery enrichments. In their role, facilitators provide training to adult volunteers both locally and at councilsponsored events. We recommend that each service unit strives to have facilitators specializing in: First Aid/CPR, outdoor skills training, and Leadership Launchpad on their team. Contact learning@nccoastalpines.org for help onboarding a volunteer into this role. Here are a few responsibilities of the Adult Learning Facilitator:

Attend service unit/area planning meeting(s) and coordinate courses, workshops, and trainings for volunteers in alignment with the council’s volunteer training and support strategy.

Conduct a minimum of two (2) sessions each program year according to established curriculums and procedures.

Remain informed about current course content and curriculum(s).

Work in partnership with facilitators and council staff to update courses as necessary. Complete and submit course requests, evaluations, surveys, and course closing records as instructed.

Area Delegates/Area Alternate Delegates

Area delegates represent the service unit at the council’s Annual Meeting (typically held in March) and participate in the election of our board of directors, board development committee members, and national council delegates. Contact your membership director/manager or learning@nccoastalpines.org with questions. Here are a few responsibilities of the Area Delegate and Area Alternate Delegate: Attend Annual Meeting and any special meetings (if called) to fulfill the responsibility of the corporation and to report on said meetings to the area constituency.

Participate as a voting member of the corporation at the Annual Meeting in the election of the members of the Council’s Board of Directors, Board Development Committee Members, and National Council Delegates and other business as may require a vote of the members of the corporation.

Participate and remain active in service unit/area meetings; maintain contact with members of the area constituency.

The Service Unit Refreshed Structure

The Service Unit Refreshed Structure is an optional service unit model designed to benefit and support service units across our council footprint. The structure offers a voice to each service unit team member, creates a collaborative relationship among volunteers, and heightens opportunities for increased knowledge and resources through centralized roles. This structure also allows the service unit team to share responsibilities, which results in a smoother role transition and seamless service to volunteers. In addition, by sharing service unit tasks, service unit team roles are easier to manage and less overwhelming.

The Service Unit Refreshed Structure consists of a three-tiered Service Unit Management Team with supporting service unit team roles. The service unit team functions as one unit with overlapping areas for additional support.

It is important to remember that although there are three tiers and roles for the service unit manager, some of the responsibilities may intersect as seen in the circle diagram. The main goal is for the service unit team to work together with open lines of communication and support each other as needed. We highly encourage the service unit team to meet, discuss duties within the service unit, and match their personal strengths and preferences to the responsibilities within the three-tiered service unit manager model. Let’s explore the refreshed structure service unit manager roles.

Service Unit Membership and Volunteer Support Manager

As the service unit membership and volunteer support manager, you’ll partner with service unit team members – particularly the area’s Troop Mentor Coordinator, Troop Mentors, Adult Recognitions Coordinator, and Learning Facilitators* (Leadership Launchpad) to help the service unit function productively and efficiently.

Collaborate with council recruitment team to support logistics of growth and retention. Establish, cultivate, and maintain contact with community organizations, faith communities, and businesses to promote Girl Scouting, recruit volunteers, and organize collaborative partnerships.

Work in partnership with other service unit leads to plan and help deliver area/service unit and administrative team meetings. Ensure new volunteers are welcomed, introduced, and oriented to available area and council resources for ongoing support.

Promote service unit program opportunities, trainings, events, recognitions, and other initiatives.

Service Unit Operations Manager

As the service unit operations manager, you’ll partner with service unit team members –particularly the area’s Area Cookie Program Coordinator, Area Fall Product Coordinator, Product Program Related Roles, Area Treasurer, Media Coordinator, and Area Delegates to help the service unit function productively and efficiently.

Provide oversight of the product program by organizing training on the sales process, including strategies, documentation requirements, collection of money, and the importance of enforcing safety protocols.

Motivate and encourage girl and adult Girl Scout members to formulate and achieve their product goals.

Leverage communication to resolve conflicts or difficulties appropriately with guidance from council staff.

Collaborate with the area treasurer to develop the service unit budget.

Review and audit service unit team finances and bank reconciliations monthly in partnership with the area treasurer.

Plan and help deliver area/service unit and administrative team meetings to ensure the distribution of resources, training, and networking to meet area needs.

Service Unit Program Manager

As the service unit program manager, you’ll partner with service unit team members –particularly the area’s Area Event Director/s, Learning Facilitators* (Area Event Director, Outdoor Skills, First Aid/CPR/Babysitting), and Day Camp Director to help the service unit function productively and efficiently.

Provide oversight of trainings to prepare troops and volunteers for leading events and maintaining historical knowledge of the area’s past events.

Collaborate with council program, strategies, and engagement team to create logistics for local Girl Scout programming including events, camporee and/or day camps.

Identify opportunities for girls to engage in community service

Remain informed of the current GSLE program and ensure volunteers receive the necessary support and resources to understand and successfully deliver the GSLE to girls.

Work in partnership with service unit team members to plan and help deliver area/service unit and administrative team meetings to ensure the distribution of resources, training, and networking needs of the area are met

Promote service unit program opportunities, trainings, events, recognitions, and other initiatives.

Who Supports the Service Unit?

By now, you know that the service unit plays a key role in supporting Girl Scout youth, volunteers, and troop families. But you might be wondering, "Who supports the service unit?" The answer is that GS-NCCP staff are here to assist and support service unit teams as they, in turn, support their local community. Here are just a few of our many departments that are ready to assist!

Customer Care

The Customer Care team assists with general questions; they can help you find the subject expert you need. The Customer Care team tracks requests to ensure each inquiry is responded to in a timely manner.

919-782-3021 or 800-284-4475

9:00 am-5 pm | Monday-Thursday and 9:00 am-12:30 pm Friday helpdesk@nccoastalpines.org

Membership

By this point, you and fellow service unit team members have connected with your membership director/manager and formed an awesome partnership! The membership team is here to support the service unit and its members, develop and implement membership growth strategies, foster volunteer relationships, support troop activities, and act as ambassadors to grow and sustain the Girl Scout Movement.

Learning and Development

Whether you're looking for access to materials, requesting training, brainstorming ideas, or resolving conflicts, the Learning and Development team is here to guide and assist. As you lead your community by hosting events, facilitating meetings, and creating empowering experiences tailored to its unique needs, remember that the power is in your hands but GS-NCCP staff are always here to support you in bringing your vision to life.

Program Team

The Program team offers a wide range of expertise and assistance to help make your events, encampments, and trainings successful and impactful. Whether you’re planning a large-scale encampment or a smaller, focused training session, the Program team is equipped to support your efforts. The Program team is ready to support service units and troops deliver the best Girl Scout Leadership Experience (GSLE) possible, whether that is through engaging council-offered events, Girl Scout Highest Award support, or tips and tricks on leading a multi-level troop.

Service Unit Year-at-a-Glance

This calendar is a guide of what service units can aim to cover during the Girl Scout year. While not all the items in the calendar are required, these ideas are a recommended starting point to provide a full, enriching experience for local Girl Scouts.

July

Review, Prep & Planning August Kick Off the Year!

Review results of the Service Unit Reflection and Support Program from the prior year.

Review the Service Unit Guidebook as a team by July 31.

Encourage team members to register for the Administrative Team Conference (ATC) held in August. ATC is an opportunity for service unit team members to gain valuable information and training. Partner with the council recruitment team on plans for fall membership growth – generate interest at community events, plan area membership growth events, and attend and flier PTA/School Open House nights.

Work as a service unit team and in partnership with your membership director/manager to contact troops who have not yet renewed to ask if they will continue in the fall. If a troop is not returning, work with the troop co-leaders to ensure the disbanding troop report is completed and the troop bank account is closed.

Meet as an admin team to plan the area kick-off meeting.

Host an area kick-off meeting –distribute resources and materials.

Encourage volunteers to take advantage of upcoming training opportunities.

Host membership growth events (work with your membership director/manager to ensure there will be an adequate number of volunteers present at each event). Promote nominations for Council Level Awards.

Host a Volunteer Toolkit workshop for troop co-leaders; include an intro to MyGS – contact learning@nccoastalpines.org for assistance.

September

Things are Falling Into Place!

Hold an area meeting – whether that is in-person or virtually or a combination.

Promote gsLearn trainings. Share a quick demo of how to sign in. Take volunteers to the list of training options and show them how to get started.

Ask the adult recognitions coordinator to offer a quick presentation on nomination and endorsement best practices for Council Level Awards.

TIP! Request a Lead ‘n Learn Quick Guide on this topic! Email learning@nccoastalpines.org.

Promote the Fall Product Program and ensure the area fall product coordinator completes training; ask them to share updates and announcements at the area meeting.

Consider organizing a Fall Product Program Rally to kick off the program.

Promote conferences - contact learning@nccoastalpines.org for more information.

October

Fall Product Program Time!

Meet as an admin team to brainstorm and discuss how things are going – promote gsLearn trainings for both volunteer, personal, and professional development.

Hold an area meeting.

Remind volunteers about any upcoming adult learning events and opportunities.

TIP! Check out Activities on the council website to find upcoming adult events, trainings, webinars, & more!

Continue promoting Council Level Awards – nominations and endorsements are typically due at the end of October.

Consider holding an Investiture and Rededication Ceremony in conjunction with the October meeting.

Consider celebrating Juliette Gordon Low’s birthday (October 31) during the October meeting.

Consider hosting another “Set Up Your Year Plan in the Volunteer Toolkit” workshop for co-leaders; i

November Rolling Along! December Get Ready for Cookies!

Meet as an admin team to brainstorm and discuss how things are going. Has a member of the team, like the troop mentor coordinator (if filled) or the membership director/manager, touched base with all newly formed troops? Are new troop leaders familiar with gsLearn and how to access new leader trainings?

Discuss membership goals with your membership director/manager.

Hold an area meeting – encourage the Area Treasurer to present a service unit financial update. Begin promoting the Girl Scout Cookie Program and ensure the area cookie coordinator completes training; ask them to share updates and announcements at the area meeting. Share a list of ideas for Thanksgiving and winter holiday service projects for troops and girls.

Announce the date for the Annual Meeting and determine Area Delegates and Area Alternate Delegates.

Begin planning the area cookie rally.

Meet as an admin team to brainstorm and discuss how things are going. Hold an area meeting/winter holiday celebration. Continue promoting the Girl Scout Cookie Program and work with the area cookie coordinator to plan the Cookie Rally and share sale information with volunteers.

January Cookie Season is Here!

Meet as an admin team to brainstorm and discuss how things are going. Complete the Service Unit Guidebook Mid-Year Assessment by January 31st. Connect with appropriate departments for additional support. Hold an area meeting (some areas may choose not to meet in January but are available for program or cookie questions).

Host a Cookie Rally. YAY! The Cookie Program begins! Review Cookie Booth guidelines and safety.

Plan for cookie delivery and distribution.

Consider hosting a mid-year girl and adult membership growth event.

Begin sharing information about group, day, and resident camp programs.

February Girl Scout Traditions

Meet as an admin team to brainstorm and discuss how things are going. Hold an area meeting. Encourage troops to celebrate World Thinking Day/Different Shoe Day on February 22. Remind volunteers to register for the Annual Meeting. Ask the adult recognitions coordinator to share information on upcoming end-of-year celebrations and local recognitions. Be on the lookout for live registration for spring Learning and Development training events.

March

Happy Birthday Girl Scouts!

Meet as an admin team to brainstorm and discuss how things are going.

Hold an area meeting.

Continue to share information about group, day, and resident camp programs. Promote spring Learning and Development training events and encourage volunteers to register. Please reach out to Learning and Development for more information at learning@nccoastalpines.org.

Encourage troops to celebrate Girl Scout Week (typically the week of March 12) and Girl Scouts’ Birthday (March 12).

Continue sharing information on end-of-year celebrations and local recognitions.

April GS-NCCP Hearts Volunteers!

Meet as an admin team to brainstorm and discuss how things are going.

Hold an area meeting.

April is Volunteer Appreciation Month. Leader Appreciation Day is April 22. Take time to celebrate the dedicated volunteers in your area! Be on the lookout for council celebrations being offered!

Begin planning an end-of-year celebration/recognition event. Remember to recognize councillevel award recipients.

Encourage troops to complete their troop financial report, and any endof-year troop status reports or evaluations.

Begin planning an area bridging ceremony, if applicable. Promote Spring Renewal registration and incentives. Begin early planning for next year –area events, area celebrations, member and troop co-leader goals and needs, etc.

Consider asking local volunteers what they would like to see next year. A new event? A locally offered training? A specific service unit enrichment topic? The sky is the limit!

May Wrapping Up the Year

Meet as an admin team to brainstorm and discuss how things are going.

Hold an area meeting. Remind troop leaders to complete any required end-of-year forms. Service Unit Managers complete and submit the Self-Reflection form by May 31st.

Complete and submit the Service Unit Stretch Challenge by May 31st, if the service unit is participating.

Meet with your membership director/manager to review and celebrate the past year and begin planning for the next year.

Begin identifying new admin team members, as needed.

Continue promoting Spring Renewal registration and incentives.

Hold an area end-of-year celebration/recognition event.

June Way to Go!

Work together as a team to ensure that all end-of-year reports have been completed and submitted –area financial report, troop financial reports, etc. Save the date for the Administrative Team Conference (ATC) typically held in August. Be on the lookout for registration going live in late spring/early summer. Give yourself a hug! It was a great year!

Finding Success in Succession

Succession planning helps ensure that you can fill the openings in service unit team positions. When you plan for succession, you identify and develop volunteers so that they are prepared to assume team roles. Not only that, but planning ahead ensures that new team members stepping into a role are able to benefit from the mentorship of the current team before taking over the role.

Tips and Tricks to Succeed

Look beyond current troop leaders; consider former troop leaders, lifetime members, parents, and community members.

Speak with enthusiasm about volunteering with the service unit - potential volunteers are always listening.

Always be on the lookout to identify the strengths of adults in your community. Ask them to join the team in a position that is a natural extension of their skills.

Prioritize the development of new service unit leadership over service unit traditions. Keep in mind your role is to coach volunteers when they take on new opportunities. Allow them to develop their own style and to try new things.

Encourage the spirit of risk-taking and innovation when asking new volunteers to tackle service unit projects.

Habits to Avoid

Avoid negative talk about Girl Scouts or the service unit. Volunteers are always listening.

Avoid waiting to ask a volunteer to take on more responsibilities until the last minute.

Avoid using a narrow vision of what leadership or events look like in your service unit.

Strategies for Success

Have fun! Volunteers will be drawn to a team that is positive and lighthearted. Consider surveying volunteers and ask them to nominate a fellow volunteer for a role.

Work in partnership with the membership director/manager to identify potential team members.

Encourage a volunteer stepping down from a role to consider assisting with a few smaller service unit tasks.

Motivate volunteers to grow in leadership by starting with a small service unit team role and then coaching them to advance to roles with more responsibility.

Membership Growth & Retention

Service unit teams play a pivotal role in membership growth and retention in our local communities. The service unit can partner with the GS-NCCP Membership team to implement strategies to grow adult and youth membership and increase retention.

Building Strong Service Unit Membership Growth

Below are some strategies you can use to encourage new youth and volunteers to join Girl Scouts each year:

Positive word of mouth is one of the most powerful tools in membership growth. Encourage all volunteers to speak positively about their Girl Scout experience in all spaces. You never know when a future Girl Scout family or volunteer is listening.

Be a presence in your community. Girl Scouts go places! Take activities that troops and the service unit already do and turn them into tools to aid recruitment by being a presence in the community. March in a parade, encourage Girl Scouts to wear their uniforms to school (where permitted), display yard signs, or make banners and signs.

Have fun! Troops can help membership growth efforts and have fun, too. Girls can design tables and booths, and the service unit can design creative flyers to encourage attendance at membership growth events. Don’t forget about elementary school Open House events! That’s a great way to meet prospective Girl Scouts and families! Service units are encouraged to work in partnership with their membership director/manager and the service unit manager to ensure promotional materials and flyers meet Girl Scout Brand standards.

Building Strong Service Unit Retention

Below are some strategies you can use to encourage existing Girl Scouts and volunteers to continue each year

Ask adult and youth members what they want to do. Ask troop leaders and/or Girl Scouts to complete occasional surveys or questionnaires to ensure the service unit supports and develops events aligned with their interests.

Build close ties with volunteers. Adult volunteers want a community, just like Girl Scouts in a troop. Greet volunteers with a warm welcome and create spaces that support volunteer networking. Examples of such events include investiture and rededication ceremonies, as well as coffee shop meet-ups, crafting nights, and planning sessions.

Pay attention to onboarding. New volunteers are a source of strength in your service unit. They have new ideas and fresh energy, and they can keep every service unit feeling new. However, when not supported, new volunteers can be overwhelmed. Develop service unit procedures and plan activities or events to support new volunteers. Launch a local New Leaders on the Block (NLOTB) mentor program to offer additional layers of new volunteer support. For more information on how to start a local NLOTB mentor program, reach out to learning@nccoastalpines.org.

Collaborate with your membership director/manager. It’s time to prepare for another awesome year of being a Girl Scout! Keep that momentum going and partner with your membership staff member to promote Spring Renewal dates and incentives.

Girl Scout Leadership Experience

Three Keys to Leadership

Through community exploration and the Girl Scout Experience, Girl Scouts:

Discover: Girl Scouts discover their interests and values.

Connect: Girl Scouts connect with others in their community and identify needs.

Take Action: Girl Scouts take action to improve their communities and beyond.

Five Leadership Outcomes

The Girl Scout program is designed to lead Girl Scouts to five leadership outcomes and benefits:

Strong Sense of Self

Challenge Seeking Positive Values

Community Problem Solving Healthy Relationships

It’s not just what Girl Scouts do, but how you engage them that creates a high quality experience.

The Girl Scout Leadership Experience (GSLE) is designed for Girl Scouts to learn, grow and take on more responsibility and leadership. It also strengthens individual experience as they develop their skills. Events are a great way to reinforce these skills.

Put it All Together

Discover

Sense of Self: Girl Scouts have confidence in themselves and their ability, and form positive identities. Positive Values: Girl Scouts act ethically, honestly, and responsibly, and show concern for others.

Challenge Seeking: Girl Scouts learn to take appropriate risks, try things even if they might fail, and learn from their mistakes.

Connect

Healthy Relationships: Girl Scouts develop and maintain healthy relationships by communicating their thoughts and feelings directly and resolving conflict constructively.

Take Action

Community Problem Solving: Girl Scouts desire to contribute to the world in purposeful and meaningful ways, learn how to identify problems in the community, and create “action plans” to solve them.

Events

“Every great

dream begins with a dreamer. Always remember, you have within you the strength, patience and passion to reach for the stars and change the world.”

- Juliette Gordon Low

One thing all Girl Scout youth programs have in common is that they are designed to build Girl Scouts of Courage, Confidence, and Character with the Girl Scout Leadership Experience (GSLE) in mind. Service unit youth programs and events allow our members to show their community how proud they are to be called Girl Scouts. They also provide an opportunity to pass down Girl Scout traditions to the next generation. You can celebrate service unit pride and Girl Scout traditions by creating programs like encampments, World Thinking Day celebrations, bridging ceremonies, and more. Your service unit can also host adult events such as volunteer appreciation events, volunteer overnights or camp events, social or networking events, training events, and leader/Girl Scout events. Don’t forget that our volunteers are looking for sisterhood, too!

Are you interested in planning a service unit encampment, Camporee, or Day Camp? Please reach out to your membership director/manager for guidance and steps to get started You may need to connect with other GS-NCCP departments depending on the event or activity.

Community Partners

Whether Girl Scouts are earning badges, exploring their community, or engaging in educational activities, we’ve made it easier than ever to connect with trusted local Community Partners who support the Girl Scout mission. Service unit teams can use these partnerships for event planning, offering Girl Scouts unique, safe opportunities to build skills and connect with their communities through engaging programs.

Program Support

Enhance service unit events with support from the Program Team!

As you work to provide exciting and educational outdoor and STEM programs for your local Girl Scouts, GS-NCCP is here to support you! The Program team is ready to guide service unit teams as they plan and execute programs focused on the four pillars of the Girl Scout Leadership Experience: STEM, outdoor skills, life skills, and entrepreneurship.

Tailored Outdoor Programming: Planning an outdoor event can be challenging, and the program team is here to guide you. From sharing ideas for engaging activities that connect with nature to ensuring all safety protocols are met, the program team’s knowledge and experience will help create a memorable and educational experience for all participants.

Customized Support for Events: No two events are the same! The program team is here to support the area’s specific needs, ensuring that event goals are met. Whether you need advice on logistics, help with curriculum design, or recommendations of skilled certified volunteers who may be willing to assist during the event with activities such as axe throwing, climbing the Alpine Tower, or archery, the program team is ready to provide guidance.

How We Support You

Curriculum and Program Support: At the heart of our support is helping you create and refine your event's curriculum and programming. Whether you're planning an outdoor adventure or a STEM workshop, the program team offers expertise to support programs that meet your goals and resonate with participants.

Access to Resources: In addition to support, we provide access to a wide range of resources that can enhance your events. From activity guides and lesson plans to materials and tools, the program team ensures you have everything you need to bring your vision to life.

Special Program Leadership: While our main focus is on support, we are also available to lead special activities or trainings such as target sports and specific trainings. This secondary role allows us to bring our expertise directly to your events when needed.

Planning Ahead: To ensure that we can offer the best possible support, we recommend submitting your request at least three months in advance. This timeline helps us provide the necessary guidance and resources, especially for events at locations farther away or with potential scheduling conflicts.

Location Flexibility: Although we love it when service unit events are hosted on our GS-NCCP properties, the program team is committed to supporting you no matter where your event takes place. Our team is eager to help you plan and execute successful events, encampments, and trainings tailored to your unique needs.

Advising at All Levels: We’re here to advise and support you at every level, whether you’re working with Juliettes, troops, or the entire service unit. Our expertise spans all four program pillars, ensuring your events are well-rounded and impactful.

Ready to Collaborate?

Email programteam@nccoastalpines.org when you need additional assistance when planning programming events. We look forward to helping you create memorable, meaningful experiences for your members.

Traditions and Ceremonies

The sense of pride you feel when sharing a special Girl Scout handshake with someone you've just met regardless of where they’re from or whether they were a Girl Scout fifty years ago or five is unmatched. Whether at a troop meeting, a council-wide event, or when connecting with Girl Scouts from around the world, there are a few timeless traditions that every Girl Scout should know. Ceremonies help Girl Scouts celebrate special moments and accomplishments throughout the year, such as bridging to another level or earning a National Leadership Journey Award. They can plan a ceremony around a theme, such as friendship or nature, and express themselves in words or song.

Whether at a troop meeting, a council-wide event, or meeting Girl Scouts around the world, here are a few traditions that every Girl Scout should know.

Girl Scout sign: Girl Scouts make the Girl Scout sign raising three fingers of the right hand with the thumb holding down the pinky when they say the Girl Scout Promise. The three fingers represent the three parts of the Promise.

Motto: The Girl Scout motto is "Be prepared.” In the 1947 Girl Scout Handbook, the motto was explained this way: "A Girl Scout is ready to help out wherever she is needed. Willingness to serve is not enough; you must know how to do the job well, even in an emergency." The same holds true today.

Slogan: The Girl Scout slogan is "Do a good turn daily." The slogan, which has been used since 1912, is a reminder that Girl Scouts can make a difference in big and small ways.

Greeting: Girl Scouts can greet one another with the Girl Scout handshake, used by Girl Scouts and Girl Guides all over the world. The handshake is made by shaking hands with the left hand and making the Girl Scout sign with the right. The left hand is nearer to the heart and signifies friendship.

Friendship Circle: Representing the unbroken chain of friendship among Girl Scouts and Girl Guides around the world, the Friendship Circle involves Girl Scouts standing in a circle, crossing their right arms over their left, and clasping hands with their friends on both sides. Everyone then makes a silent wish as a friendship squeeze is passed from hand to hand around the circle.

What

Learning and Development Support

“The work of today is the history of tomorrow and we are its makers.”

- Juliette Gordon Low

At Girl Scouts - North Carolina Coastal Pines, our focus is first and foremost on youth development and guidance. But supporting our volunteers to ensure they have quality experiences and opportunities for personal growth is a close second. We know that it’s volunteers like you who are delivering Girl Scout programming to local Girl Scouts and helping to create a vibrant Girl Scout experience for GS-NCCP youth. Your hard work fosters leadership and builds Girl Scouts of courage, confidence, and character that make the world a better place! We’re here to support you and celebrate your success. Volunteers who feel supported and fulfilled in their roles are essential to the Girl Scout movement and the growth of youth leadership.

Though the volunteer relationship often begins in troops or when members register, much of the long-term support, guidance, and comradery comes from within the service unit. Thus, the service unit plays a significant role in volunteer satisfaction.

As a service unit team member, you can help to keep your service unit strong and supported in timely and positive ways. Let’s look at how you can support volunteers through mentorship, recognition, and meeting facilitation.

Mentorship - New Leaders on the Block

“Ours is a circle of friendship united by ideals.”

- Juliette Gordon Low

As a service unit team member, you are a leader and mentor to the volunteers in your service unit community. A mentor is a trusted advisor who offers a helping hand to those in need of support. In addition to general mentorship as a service unit team member, the council-wide new troop leader support initiative, New Leaders on the Block (NLOTB), is in place where Troop Mentor Coordinators and Troop Mentors utilize mentor program structure and resources to support new leaders. There are many ways to be a mentor:

Mentorship can be formal or informal

Mentorship can be one-on-one or in a group setting - it’s flexible!

You can mentor in person, by phone call/text, by email, or virtually

You can be a role model, collaborate with others, or share what you know through social media posts

You can mentor any way and anywhere - at service unit meetings or smaller meet-ups at your favorite local coffee shop or park

Being a mentor is easy - just be a friend!

Collaborate Share Knowledge Support

What is a Mentor?

A mentor provides guidance at any number of points in a person’s life, be it personal, academic, or professional in nature. A mentor can help you, in effect, make sense of the world and your place in it. Drawing from their own experiences, an effective mentor shares insight and offers support and encouragement. They are…

Often knowledgeable in areas that you are not. They may be a professional in a field new to you. Maybe they’ve been through experiences you hope to pursue (or maybe avoid!).

In essence, a cheerleader! Having encountered similar challenges to those along your path, they know when to step in and show their support, sharing their own relevant experiences and guidance to help you stay positive and on track. A mentor can also offer constructive criticism and insight into why you might want to consider a different approach.

Able to provide a fresh perspective. Your mentor isn’t your parent or your boss; they see you and your experiences from a different and uniquely valuable perspective.

Often eager to invite you into their network. Mentors are engaged with the service unit and are eager to welcome you and introduce you to fellow volunteers.

FREE! But keep in mind that this doesn’t mean there isn’t effort involved. However, most mentors find this form of supporting the service unit rewarding, and it’s a bonus to make new friends along the way!

ENGAGE

new leaders to participate in and embrace their Girl Scout network

CONNECT

new leaders to programs, resources, and opportunities

EMPOWER new leaders to provide exceptional leadership to girls

Do you remember your first few months as a troop leader? You might have had many questions and felt overwhelmed or confused. Below are important ways the mentor program, New Leaders on the Block (NLOTB), and service unit teams support new volunteers:

Welcome new troop leaders to the Girl Scout community

Connect new troop leaders to the service unit team by making introductions at a meeting and ensuring they understand the role of the service unit team positions

Invite troop leaders to attend your or a fellow volunteer’s troop meeting to get first-hand experience

Invite troop leaders to join service unit social media platforms for updates

Encourage new troop leaders to complete onboarding trainings and explore resources:

gsLearn

Volunteer Toolkit (VTK) Tutorials

Co-Leader Connection Series virtual meetings

Utilize other helpful volunteer resources like Volunteer Essentials and other website resources

Encourage new troop leaders to attend volunteer events and activities:

Service unit meetings

Service unit events

Council offered events

Learning and Development events and trainings

“Engage You” calls

Any training opportunity to gain new certifications

Share past experiences and best practices

Offer first troop and parent meeting guidance

Share tips on how to incorporate the GSLE (Girl Scout Leadership Experience) into troop meetings

Offer secondary support during council-sponsored product sale programs (GS-NCCP’s Fall Product Program and Cookie Program)

Schedule regular times to meet or chat informally

Supporting Juliettes

Not all Girl Scouts are part of a troop you can absolutely join Girl Scouts as an individual! This type of membership is called Juliettes, named after our founder, Juliette Gordon Low. As a Juliette, Girl Scouts have the flexibility to participate based on their own schedule and interests.

Becoming a Juliette is ideal for those without a nearby troop or those who want to enjoy Girl Scout activities with their family. Juliettes can start right away by earning badges independently or attending events to connect with other Girl Scouts in their area.

Juliettes and their mentors, often parents or guardians, can benefit greatly from the support of the service unit. Juliette mentors can receive guidance from the service unit team, while Juliette Girl Scouts can enjoy the sense of sisterhood at service unit events, much like being part of a troop.

GS-NCCP best practices for Juliette support within the service unit:

Keep an eye out for any new Juliette guardian/mentor at service unit meetings or in the service unit communication platform.

Confirm that Juliette guardians/mentors are registered members so they have access to all available trainings and resources, and they appear on service unit rosters.

Consider identifying a volunteer (like a volunteer from NLOTB) to welcome and establish relationships with existing and new Juliette guardians/mentors.

Ask Juliettes and their guardians/mentors what types of activities they’d like to do with other Girl Scouts and leaders in their community. Service unit events can provide opportunities for Juliettes to experience that collaborative Girl Scouting experience that is integral to the movement.

Respect their space. If any Juliette guardians/mentors in your service unit do NOT wish to participate in meetings or events, please respect their wishes. The service unit will always be there if any guardian/mentor wishes to connect with their local Girl Scouting community, and it is never a requirement to participate.

Welcoming New Troop Leaders

Signing up as a brand-new troop leader can feel overwhelming! There’s a lot of information to absorb, and the service unit can be an invaluable source of support, helping volunteers succeed in their new roles. To better assist service units in supporting new troop leaders, it’s helpful to understand the process at the council level.

When new troop leaders join Girl Scouts, they learn more about Girl Scouts, the GS-NCCP Council, available resources, gsLearn onboarding trainings, and how to get started leading a Girl Scout troop. With this foundational support in place, service units can further help new troop leaders thrive.

TheServiceUnit’sRoleinSupportingNewTroopLeaders

SuggestionsonconnectingnewleaderswiththeirlocalGirlScoutcommunitycouldinclude:

Welcomingthemtoserviceunitmeetings

Introducingthemtofellowvolunteers

Postingawelcomegreetingonyourserviceunitcommunicationplatform

Keepingtheminformedofserviceuniteventsthroughyourserviceunit’spreferred methodofcommunication

ConnectingthemwiththeTroopMentorCoordinatorandNLOTBprogramtobeginthe mentorshipprocess(whereavailable)

To better support new leaders, please review the new leader onboarding process to gain a deeper understanding of how the service unit can play an important role!

New Leader Onboarding Process

WELCOME EMAILS:

When a volunteer registers as a troop leader or assistant troop leader in a new or existing troop, the volunteer receives a welcome email. Reports of new troop leaders and assistant troop leaders are pulled twice a month and added to gsLearn. The welcome email: Introduces the volunteer to their support team, including the membership director/manager, the Director of New Volunteer Engagement, the service unit manager, and the New Leaders on the Block mentor program (where available). Provides an onboarding training overview and how to access trainings in gsLearn. Includes service unit meeting details (location/time) and local social media group links.

Troop Leader and Assistant Troop Leader Onboarding Training Path:

Troop Leader Onboarding Training Content and Timeline (5hrs 12mins)

To be completed within the first 30 days of onboarding (1 hour 22 mins)

GSUSA New Leader Onboarding: What Girl Scouts Do (by Program Level) (10 mins)

GSUSA New Leader Onboarding: Your First Troop Meeting (20 mins)

GSUSA New Leader Onboarding: Troop Safety (20 mins)

GSUSA New Leader Onboarding: Delivering Inclusive Program (20 mins)

367 Troop Banking: Getting Started and Making Changes (12 mins)

To be completed within the first 60 days of onboarding (3 hours 50 mins)

367 Leadership Launchpad (1.5 hours) (Live Training Session)**

GSUSA Girl Scout Child Abuse and Neglect Prevention Training (50 mins)

367 Diversity, Equity, Inclusion, and Belonging Training (1.5 hours)

Recognition for Completion of Onboarding:

$40 Troop Start-Up funds

Troop Leader must complete first 30-days assignments within 30 days

$30 Council Shop Credit

Troop Leader must complete first 60-days assignments within 60 days

Assistant Troop Leader Onboarding Training Content and Timeline

To be completed within the first 30 days of onboarding (1 hour 30 mins total)

GSUSA New Leader Onboarding: Troop Safety (20 mins)

GSUSA New Leader Onboarding: Delivering Inclusive Program (20 mins)

GSUSA Girl Scout Child Abuse and Neglect Prevention Training (50 mins)

New Leader Onboarding Process

SERVICE UNIT INTRO EMAIL:

This email, coming from the service unit manager, NLOTB mentor, or membership staff, connects new troop leaders to their service unit team and the New Leaders on the Block mentor program (where available). Ideally, this email is sent in the first week after a new leader registers.

LEADERSHIP LAUNCHPAD:

This in-person or virtual training combines existing support with more direct training to give new troop leaders the foundation they need to thrive in their role. Components of Leadership Launchpad include:

An hour and a half of in-person or virtual training that is interactive, informative, and fun!

Comprehensive overview of the troop leader role and responsibilities, and ideas and best practices for troop management.

Suggestions for parent and girl engagement.

Introduction to the many resources available in our council. Q&A sessions for new troop leaders.

TROOP LEADER PACKETS:

These packets are distributed to troop leaders during either a service unit meeting or a designated meeting time and place determined by membership staff in the August-September timeframe. Each packet contains valuable resources and important information from various GS-NCCP departments. Either a service unit team member or membership staff will review the contents of the packet with volunteers. Please note that some council resources are shared via email.

Training

Girl Scout volunteers want to see Girl Scouts happy, confident, strong, and ready to succeed. We want the same things for you as a volunteer! We know volunteers have many questions about Girl Scouts and GS-NCCP is here to help you along the way. GS-NCCP and GSUSA offer a variety of trainings and educational opportunities for volunteers.

Lead ‘n Learn Quick Guides

A Lead ‘n Learn Quick Guide contains all the information needed to lead a short, interactive presentation or discussion on a variety of Girl Scout topics. These 20-40 minute sessions provide bursts of learning and can be easily facilitated by a member of your team using the information provided. Check out the Service Unit Meeting Enrichment Catalog for a list of Lead ‘n Learn Quick Guides and a brief description of each enrichment on the Service Unit Teams page on the council website.

Request a Service Unit Enrichment or Lead 'n Learn

Rallyhood

As a service unit team member or learning facilitator, we recognize that your success hinges on the level of support you receive from council staff and fellow volunteers. The GS-NCCP Rallyhood community makes it easier to ask questions and share ideas and resources to empower your leadership journey. Rallyhood isn't just a resource to help you stay connected with GS-NCCP service unit team roles and special groups, it is also a great place to collaborate with volunteers and find the resources you need to help build a vibrant Girl Scout experience. Visit Rallyhood at www.rallyhood.com to explore everything it has to offer! For additional information about Rallyhood, contact the Learning and Development team at learning@nccoastalpines.org.

There are a wide range of training and educational resources available for volunteers on gsLearn, which offer essential courses covering everything from leading activities the Girl Scout Way to safety procedures and guiding Girl Scouts across all grade levels. Additionally, GS-NCCP and GSUSA have developed specific trainings just for service unit volunteers.

gsLearn is accessible on any desktop, tablet, or mobile device, and it is populated with a variety of trainings to explore. A great starting point for any service unit team member is completing role-specific trainings and exploring the Support Your Service Unit learning path

Support Your Service Unit - Learning Path

GSUSA Service Unit Training - Developing & Growing the SU Team

GSUSA Service Unit Training - Goal Setting and Planning

GSUSA Service Unit Training - Effective Meetings

GSUSA Service Unit Training - Leading Effective Digital Meetings

GSUSA Volunteer Toolkit - Demo/Service Unit Access

GSUSA Effective Recruitment Tactics

367-Service Unit Social Media Training

367-Forms, Forms, and Forms

Accessing gsLearn:

Go to Girl Scouts - North Carolina Coastal Pines website

Click “MyGS” in upper right corner

Enter email address and password

Click “My Account” in upper right corner

Choose “gsLearn” in menu on left of screen

Certifications

What certifications and trainings are needed for GS-NCCP troop camping and any overnight trip?

In order to take Girl Scouts camping at one of our GS-NCCP camp properties, in pre-existing structures, at least one volunteer must be certified in Outdoor Adventures: Basic Camping Skills.

To take Girl Scouts camping off GS-NCCP camp property and/or camp in tents and other temporary structures, at least one volunteer must be certified in Outdoor Adventures: Basic and Extended Camping Skills. Outdoor Adventure certifications are valid for five years.

To complete online trainings, sign in to your My GS account. Select gsLearn from the menu on the left. (If you don’t see the menu, then first select the yellow My Account button at the top of the page.) If you don’t see the Outdoor Adventures courses on your gsLearn dashboard, then select Content Library from the gsLearn menu on the left and search for “outdoor”.

To complete in-person trainings, sign in to your My GS account. Then, either choose Find an Event OR select My Events from the menu on the left and choose Register for another event. Courses will be filtered based on 10 miles from your zip code. You can change the radius or change the zip code to one of our camp properties:

Camp Graham = 27537

Camp Hardee = 27814

Camp Mary Atkinson = 27576

Camp Mu-Sha-Ni = 27281

All trip chaperones must be registered and background-checked adults (updated background checks are due every 2 years). Please consult Safety Activity Checkpoints and the customer care team for additional guidelines.

Certifications required for ALL GS-NCCP camp property reservations, troop camping, and any overnight trips:

First Aid/CPR/AED - Required by 1 chaperone

Note: Certified doctors, nurses (MD, DO, RN, LPN), and EMTs qualify and do not need additional certifications, but those in other professions who have a basic life support certification may or may not need to take first aid separately, depending on the BLS course completed.

Fill out the first aider self-reporting form

Abuse and Neglect Prevention Training (commonly known as child protection training): Go to gsLearn to access the training.

Training Length: The training takes about 50 minutes to complete. You can stop and restart it at any time, picking up where you left off.

Volunteer Recognition

“One cannot manufacture confidence, but one can inspire it.”

- Juliette Gordon Low

Everyone likes to feel appreciated, and expressing gratitude goes a long way in keeping the service unit community strong and thriving. Volunteers are more likely to continue giving their time and energy when they know their contributions are valued.

It’s important not to assume that volunteers feel appreciated. When they start to feel their efforts are overlooked, the quality of their efforts may decline, or they may become disconnected from the group. Recognizing volunteers with thoughtful appreciation provides the positive reinforcement they need to stay engaged and motivated.

Make it a priority to recognize volunteers. In some cases, a simple thank you to a volunteer for a job well done will do. But at other times, a more formal recognition is best. Work with the Learning and Development Team and regularly reserve time at service unit meetings to discuss award nominations, volunteer appreciation events, and other efforts. Set goals in your service unit to ensure that outstanding volunteers are given the formal recognition they deserve.

For more details on local level recognitions, specific formal recognitions, and awards available through GS-NCCP and GSUSA, visit the Adult Recognitions and Awards webpage on the council website.

The Power of Volunteer Recognition

If you notice a volunteer posting frequently on social media about a troop’s activities, take a moment to thank them for sharing their experience. Compliment them on their communication skills and let them know that their infectious enthusiasm helps to inform and motivate their fellow leaders and makes them an excellent leadership candidate. This small show of recognition may encourage them to share more and may even lead to them accepting a service unit team role in the future.

5 Languages of Appreciation

Gary Chapman and Paul White delve into the concept of the languages of appreciation in their book, “The 5 Languages of Appreciation in the Workplace ” They describe five key ways to express appreciation: Words of Affirmation, Quality Time, Acts of Service, Tangible Gifts, and Physical Touch.

Words of Affirmation involves verbally letting someone know that what they are doing or have done is valuable to the community.

Be specific. A generic “Good job!” becomes less effective with each use. Identify a specific action, activity, or aspect of that person’s contribution and use meaningful praise that both acknowledges hard work and encourages continued involvement.

Quality Time means setting aside time to listen. Give your full and undivided attention and allow them to share their ideas.

Whether over a cup of coffee or after a service unit meeting, make sure that you are not rushed and avoid distractions to ensure that the volunteer you are acknowledging recognizes their importance and that they are not competing for your attention.

Acts of Service are an active way of acknowledging someone’s service. Physically or mentally taking something off someone’s plate shows that you recognize how much they are doing for the community and provides a bit of relief.

Giving Tangible Gifts is less about how much money was spent and more about offering a token of appreciation to help someone feel seen and acknowledge their contributions.

It could be as simple as a cup of coffee, a fun patch, or a handwritten note.

Appropriate Physical Touch. In a volunteer or professional setting, this must be approached carefully. Take the lead of your fellow volunteer as to their comfort level of appropriate physical touch.

A fist bump, high five, two-handed handshake, or a pat on the back would all be appropriate.

Volunteer Appreciation Ideas for Service Units

Girl Scout volunteers are amazing, so we encourage service units to recognize volunteers year-round. Most volunteers prefer acts of gratitude, not expensive objects. Many volunteers feel rewarded by giving their time and sharing their talents to support girls and fellow volunteers through the Girl Scout experience. However, it’s important to make volunteers feel appreciated because they are vital to the Girl Scout Movement. Every single act of appreciation, big or small, makes a difference! Here are a few volunteer appreciation ideas to get you started:

Sound Off! During the area/service unit meeting, designate a time on the agenda for volunteers and membership staff to share thanks and acknowledgments!

Keep it Simple! Highlight successes and positive impacts of volunteer efforts locally and council-wide. Personal heartfelt thanks are invaluable. You can also write a note of thanks. Who doesn’t love a personal, handwritten letter?

Happy Birthday! Recognize volunteers who have a birthday that month and share a signed card from the area.

Photo Booth Fun! At a service unit meeting, set up a photo booth with props for volunteers to capture the moment and fun and then share on private local social media Girl Scout related pages and the council’s Troop Co-Leaders Facebook page.

Round of Applause! Cut paper or a paper plate into a circle. Place a photo of the volunteer in the center or write their name. Encourage volunteers to add words of appreciation around the circle. Go a step further and encourage volunteers, Girl Scouts, and guardians to write a note of thanks. At a meeting, present it to the volunteer with a standing “O”vation and applause.

Chalk It Up to Volunteers! Using sidewalk chalk, write thank you notes with volunteers’ names and words of thanks and appreciation on the sidewalk at the meeting location or the volunteer’s home (if permitted).

Card Swap! Each volunteer writes their name on a card and then passes the card around for everyone to write a personal, specific thank you message. Once the cards have gone around the room, return the card to the volunteer with messages of appreciation.

Pat on the Back! Volunteers tape a blank piece of paper on their backs and then take turns writing personal positive messages to each other. At the end, the volunteer reveals their amazing notes!

Roll out the Red Carpet! Treat fellow volunteers in your area like celebrities! Use red carpet/bulletin board paper to create a special entrance to the area/service unit meeting. Take photos as the volunteers enter - like the paparazzi! Add homemade decorations and music to make it even more fun!

GS-NCCP Encore Peer Appreciation Program! Send a special heart of thanks and surprise a fellow Girl Scout volunteer via our online volunteer appreciation program to cheer on fellow volunteers!

Service Unit Meetings

Service units support many areas of growth in local communities. As a service unit team member, you will help keep fellow volunteers informed. You’ll encourage them on their journey as they assume different leadership roles. You’ll support them through challenges and you’ll invite them to be part of service unit activities. In the service unit, there are always things to teach and learn from each other! The service unit meeting is the place where much of that learning happens.

Service units host two kinds of meetings: a service unit team planning meeting and a service unit area meeting. Often, they are held on a rotating schedule, alternating between planning and area meetings. The meeting pattern for both meetings is determined by service unit team members, area volunteers, and membership staff. Both meetings are decided upon by each service unit to serve their individual needs.

Service Unit Team Planning Meeting Goa

Provide team members time to share ideas and provide updat related to their position

Evaluate and review current goal statistics to ensure succe in meeting year-end service un goals

Discuss and plan upcoming ar meeting agenda

Discuss and address any concerns within the service un remember confidentiality may be important

Service Unit Meeting Goals

Planning Service Unit Meetings

Hosting service unit meetings is an important activity of the service unit team. Ideally, these meetings happen monthly August/September - May/June, and service units are welcome to meet year-round. Service unit meetings focus on the specific needs within the service unit. Before meeting as an area, a service unit team meeting should be held to discuss and address what is to be presented to the service unit at-large. Conducting these meetings is a very important part of building a vibrant Girl Scout community. Here are some ideas to get you started:

Meeting should start and end on time, unless the participants have been warned that the meeting could run longer than usual. Remember, your time and the time of all the other participants is valuable and should be honored.

Ideally, 20% of the meeting should be spent on announcements, council updates, and service unit business; the other 80% should be spent on collaborating, networking, mentoring, event planning, and learning new skills.

Include a “fun thing” on the agenda whenever possible (i.e., learning a new song, playing a game, having a contest, teaching a new craft).

Regularly thank individuals and recognize special services or achievements. Have something at each meeting that the leaders can take back to their troop. Whenever possible, incorporate a learning opportunity like a Lead ‘n Learn enrichment. Adding bursts of learning into service unit meetings or events can keep volunteers informed and engaged while enhancing their leadership abilities.

Using Meeting Time Wisely

Tips & Suggestions:

It is critically important that the meetings be kept to a specific time schedule. Make sure that not too much time is spent presenting information that could have been learned via the area’s private social media platform or a post-meeting email; instead, spend the majority of the meeting time on volunteer support, learning opportunities, event planning, and/or activities.

If volunteers want to stick around and talk afterwards, they should be given a window of time to do so when possible. Sometimes being given the opportunity to share ideas is the best use of time together. However, be mindful of the closing time of the service unit meeting space.

Remember, volunteer networking opportunities during a service unit meeting can make a huge difference in a volunteer’s Girl Scout experience.

Basic Elements of a Service Unit Meeting

Part 1: Arrival Activity / Snacks / Start Up

Consider adding some kind of self-directed activity leaders may do if they arrive early for the meeting The activity should not require a lot of time to complete and little, if any, cleanup. Supplies for the pre-meeting activity should be set up and ready for the leaders when they arrive. This activity gives the service unit team and membership staff time to greet volunteers as they arrive and keeps attendees busy with something structured.

Some possible examples include:

Fun people return to places they think of as “fun places ”

Humor use and have humor all through your meetings

Keep the tone positive!

Value give volunteers something useful that they can only get at the meeting.

Keep it light! Have and use humor throughout the meeting.

A slide show of photos from past/most recent service unit events to give volunteers all the feels

Pick a single topic such as “behavior management”, “something my troop did that I am proud of”, or “field trip ideas” and write it on a piece of paper and share out during the meeting

Ask leaders to write down and share one of their best practices or recent activities

Put out veggies or a cheese and cracker tray a little snack after a long day is helpful!

Part 2: Opening

Have an official start to the meeting. Take a moment to go around the group and share brief introductions including name, level of troop or Girl Scout if appropriate, and a get-to-know-you type fun fact like their favorite Girl Scout activity or favorite Girl Scout cookie

Part 3: Service Unit Business and Council Updates

Have an agenda and stick to it. Volunteers feel good when they can visually see that the group is accomplishing tasks. Share the Service Unit Meeting Agenda and Council Updates PowerPoint/PDF with volunteers via email and private social media platform following the meeting for those who were unable to attend the meeting.

Part 4: Activity

Pick one of the options below:

Training Snippet

Teach a skill at the meeting Try out one of the Lead ‘n Learn enrichments. 1

Part 5: Closing / Clean Up

Offer time for quick Q&A

Confirm or schedule the next meeting

Set tentative agenda for next meeting

Program Tid-Bit

Have something at the meeting that the volunteer can take back to use with their troop

Sharing Time

Allow time for leaders to share the troop activities that they are proud of 3

Invite volunteers to help clean up after the meeting - working together builds stronger connections

Thank volunteers for attending

Sample Icebreakers and Team Building Exercises for Meetings

Icebreakers

Paired Introductions

Pair attendees in groups of two. Give groups 3 minutes to interview each other and then have each person introduce their partner to the group.

One Minute Autobiography

Break into small groups and with a timekeeper, give each person one minute to share a little about themselves – for example, their job, family, where they grew up, the hobbies they enjoy, what special talent they would like to share with Girl Scouts, etc.

Name Circle

Go around the room, share your name and explain why/how you got your name.

Free Vacation

Give everyone a 3x5 card and ask them to write where they’d rather be than at the meeting. Invite members to share their Free Vacation!

Sharing Circle

Form a circle and ask each person to share with the group the last thing they did before coming to the meeting, if they feel comfortable sharing.

Team Building Exercises

Stand Tall (a good first meeting exercise)

Prepare a list of common things that people may have experienced over the summer (winter break, in their lifetime). Instruct guests to STAND (as able, or raise hand) if they did any of the following “over the summer”. Examples might include:

Visited another country/went on a family vacation/went camping (“Where?)

Suffered a sunburn

Had house guests

Learned something new (like water-skiing)

Fill in the Blank

Divide into small groups. If the group is small, go around the room allowing each member to participate). Prepare a list of statements. Ask participants to complete the sentence. Examples might include:

As a person/volunteer, my greatest strength is blank.

My favorite book (tv show, movie, sports team, etc.) is blank.

I love to blank.

I wish I could blank.

August Area Kick-Off Meeting:

Open with a few get-to-know-you icebreakers so volunteers can

November

Cookie Season Prep: Conduct Troop Cookie Coordinator Training

Hand out cookie program materials provided by council; including the Cookie Booth Reference Guide, the Booth Safety Agreements, and a list of local lottery/first-come-first-serve booth locations.

Decemb

January

Winter holiday FUN!

Utilize this meeting to explore winter holidays for all, play games, make a SWAP/craft, share a skill, bring a treat to share, and enjoy some Girl Scout fellowship!

/ y p

a handout with experiment materials, instructions, and the science behind it.

Month and engage in community activities.

Invite local organizations working with BIPOC, LGBTQIA, and neurodiverse girls to speak/present to the area.

ots,

May

It’s Time to Celebrate!

During this service unit meeting, take time to celebrate the accomplishments of the service unit, honor volunteers with local level awards, recognize the volunteers and community partners who received council level awards, and celebrate an awesome Girl Scout year! Bonus: Consider celebrating local girl members who earned Girl Scout Highest Awards

Pro Tip! Connect with the Area Treasurer to ensure that the area completed the Service Unit Finance Report from the prior year so that the service unit receives recognition funds from the council that can be used to offset Awards/Recognitions costs. For more information on local level awards, visit the Adult Recognitions and Awards page on the council website.

July ideas to the summer months.

Managing Your Service Unit Meeting

Service unit meetings can come in multiple forms:

Every service unit meeting should offer a “take away” for volunteers, whether tangible or intangible Everyone’s time is very limited and valuable Be sure to plan every meeting as an opportunity to share, educate, and celebrate volunteers.

Arrange for a meeting space:

A school, church, community building, or a business with a large room are options

Work with service unit team members and volunteers for an agreed upon day and time

Suggested meeting time is 1 to 1.5 hours

Arrange chairs/tables so everyone can see each other

Work together to set the agenda:

Solicit topics to be discussed from team members

Determine best order of topics and how much time is needed

Conduct meetings in an efficient manner with a defined timeline

Ensure that team members are connected with each other and are empowered to make presentations and informed decisions

Call the meeting:

Share meeting date, time, location and/or Zoom link by email and the area’s private social media platform well in advance of the meeting

Setting a standard date and time is beneficial in establishing regular attendance

Make arrangements if equipment is needed (paper, markers, laptop, etc.)

Allot time for open floor discussion and sharing of new ideas

Information that can be shared electronically should be sent out promptly after the meeting as a post on the area’s private social media platform, service unit rally on Rallyhood (if applicable), and an email, if desired

Set the climate:

Greet volunteers as they arrive

Introduce new volunteers and/or troop leaders

Make sure all necessary handouts are present and the service unit meeting agenda is posted, emailed, and/or printed for all attendees

Conduct the meeting:

Start and end on time

Adhere to the agenda

Guide discussion

Summarize the conclusions reached

Develop rapport

Keep it short but don’t rush

Involve the audience as much as possible

Use humor but avoid inappropriate jokes

Smile and have fun!

Follow up with a service unit announcement and update post and email: Announcements and updates should be shared with all volunteers, not just those in attendance

Volunteers should be encouraged to attend meetings and not be penalized for missing a meeting

Keeping on Track

Meeting Agenda

It can be helpful to have a meeting agenda available for each service unit meeting. The meeting agenda should include a list of topics for discussion and which volunteer will lead that discussion. You’ll also want to include activities, trainings, and/or events being planned. If possible, indicate the time allotted for each topic to help keep the meeting on track.

Post the meeting agenda online or send it in an email before the meeting. Having access to the agenda early helps attendees know what to expect and how to prepare. Consider bringing extra meeting agenda handouts to the meeting for those who need them.

Meeting Notes

Detailed meeting notes are critical because they help you coordinate the activities of your service unit community. Service units are busy! Remembering all the tasks and deadlines would be difficult without notes. Meeting notes serve as a reminder to you and fellow volunteers about agreed-upon tasks and goals.

Meeting notes also offer a reference for clarification. They are the official record of the discussions and agreements made at each meeting. Identify a volunteer who is willing to keep track of service unit meeting notes, meeting agendas, and rosters.

Pro Tip:

Make it a practice to offer the notes to the group for approval. Once approved, post them so they are available to the service unit community. This helps ensure transparency and accountability.

Service Unit Meeting Engagement

Choose an activity and identify the facilitator for each agenda topic.

*Tip for success: Offering a variety of activities leads to increased participant engagement!

Break-Outs or Rotations

Break-outs: Volunteers can break-out into groups based on program level, event planning or area of support.

Rotations: Set up a series of small sessions and volunteers can rotate, spending a little time at each

Community Building

Community building strengthens the volunteer relationships in the service unit. Activities can include games that allow volunteers to share about e unit meeting.

Fun!

Make some space to smile! Incorporate fun, lighthearted, and welcoming habits into area meetings. Sometimes, something fun can be as small as a smile or welcoming someone by name.

Action/Reflection

Reserve time at each service unit meeting for Action/Reflection. Utilizing the steps of action/reflection ensures that the service unit considers its ever-changing community and responds to those changes It is also a key activity in helping keep the service unit healthy and sustainable. If the service unit has a robust agenda for the month, consider taking time for action/reflection during the planning meeting and discuss the action among service unit team members. Let’s explore the steps of action/reflection:

Take an action

Consider the impact of the action

Discuss the impact within a community

Altertheaction inviewofthe feedbackand createnextsteps

Return to action stage and repeat the process

The action/reflection activity does not need to be complex. You can simply provide volunteers with an opportunity to discuss a topic. Then, ensure that the insights they share are considered in any action the service unit team takes. Topics discussed can be service unit processes (such as registering for encampment) or service unit events and activities. You can be creative. Here’s an example:

Take an action: The service unit hosted its first cookie rally event at a local outdoor park. Consider the impact of the action: Youth and adults who attended the Cookie Rally submitted a brief survey at the conclusion of the event.

Discuss the impact within a community: The service unit team reads the surveys at their team meeting and looks for themes in the feedback. Girl Scouts reported that they wanted more time to complete activities. Adults reported that the location did not provide enough parking. Alter the action in view of community feedback: The service unit team presents the feedback at the next area meeting and shares that next year’s Cookie Rally event time can be extended, and the team would like suggestions for a new event location. Return to the action stage and repeat the process: As the next Cookie Rally approaches, the service unit team sends a survey to all service unit volunteers asking for help in finding a new location. The Cookie Rally was extended from two hours to three hours.

Service Unit Mid-Year Assessment

As part of the Service Unit Reflection and Support Program, the Service Unit Mid-Year Assessment is completed by service unit team members by January 31st of each year. The assessment provides the service unit with questions for reflection and opportunities for goal setting. As a service unit team, review the questions below and discuss as a team. Make any service unit goal adjustments, as needed. The assessment is an internal service unit review only, and no related forms or paperwork need to be submitted to the council. However, we encourage the service unit manager to complete the final review and connect with the appropriate council department for additional support.

Goals

Review each service unit goal and plan for success. Identify what helped the area meet its goals.

Take an action

What will the service unit do differently to achieve the remaining goals?

Team

We are proud of our team because:

We would like to modify:

Action Steps

Steps we are taking to reach service unit goals:

Who is responsible for coordinating these steps and when?

Ideas

Great ideas for the remainder of this year:

Has the service unit picked delegates? If so, have their names been submitted to council?

Recognition

Which service unit volunteers would the area like to nominate for both council level and local level awards?

Do any service unit volunteers qualify for the President’s Volunteer Service Award?

Team Norms

An important part of service unit team dynamics is creating a set of team norms. A team norm is an agreement that defines how a group will interact in service unit team planning meetings and activities, how the team will communicate, and how duties will be divided. Having team norms in place is important for several reasons:

Team norms help your service unit team members carry out their tasks

Team norms set expectations about how people will be treated and how they may treat others

Team norms keep confusion and conflict to a minimum when they are shared with the group and respectfully enforced

Team norms provide a framework with which conflict can be addressed and resolved

Meeting Norms

Service unit volunteer meeting norms are a set of expectations and practices agreed upon by the group to facilitate effective, cohesive, and respectful discourse during service unit meetings. These general guidelines help avoid cross-talk and negativity while helping to keep the focus on local Girl Scouts and volunteers, the Girl Scout Movement, and the tenets of the Girl Scout Promise and Law.

The following norms are a suggested starting point. Each service unit is welcome to expand upon these to create norms that serve their group. As the area grows, they may choose to revisit and adjust the norms annually or as needed.

Meeting Norms

Service unit meeting norms are a set of expectations and practices agreed upon by the group to facilitate effective, cohesive and respectful discourse. The norms below are a suggested starting point. Each team is welcome to expand upon these to create norms that serve the group. As the team grows, they may choose to revisit and adjust the norms as needed.

Norm

Honor the Facilitator

One Mic Make Space, Take Space

Stay Solution-Oriented

Speak with Intent

Assume Good Intent

Eye on the Mission

Description

Look to the facilitator's lead in directing the meeting.

Only one person speaks at any given time

Share your ideas and ensure that others have their opportunity to share as well. Ensure there is space for everyone to have the change to speak.

Work together to be collaborative problem-solvers. Stay solution-oriented by offering ideas that move the conversation closer to resolution. Avoid venting or complaining.

Often, you'll need to accomplish a lot in a meeting with limited time. "Speak with intent" asks participants to make mindful contributions.

Some things to ask yourself before speaking: Is your comment about the topic at hand? Does your comment express a new idea? Will your comment honor the facilitator? Does your comment move towards a solution? Is your comment a valuable use of time?

To assume good intent simply means that you give people the benefit of the doubt, even when it appears that their ideas are in conflict of your own Often a problem or issue can be addressed in more than one way Respond with kindness

Girl Scouting builds girls of courage, confidence, and character, who make the world a better place! Remember, all meeting participants are working towards the same goal.

Friendly and Helpful

Considerate and Caring

Honest and Fair

Friendly and Helpful

Responsible for What I Say and Do, Respect Myself and Others

Make the World a Better Place

Courageous and Strong Girl Scout Law

What if the Group Does Not Practice the Norms?

If a group member doesn’t follow norms, it’s often because the expected behaviors aren’t everyday behaviors for that member. The service unit team can try asking these questions:

Does a new norm need to be established?

1 3 2 Does the person know the group norms?

Here’s an example of when you might need to establish a new norm: Let’s say a person is taking over meeting time by expressing a grievance. Perhaps the service unit needs to create a norm and/or process for expressing grievances. Listen with patience, recognize that the person has a concern to express, and acknowledge that there is no structure for how to do so. Address the person’s concern in a way that feels best at the moment. Then propose the creation of a new norm at the next meeting.

The service unit team selects and creates the initial group norms Share the norms with service unit volunteers Be mindful, too, that the service unit is always changing Adult members will enter and leave the group It’s a good idea to review group norms periodically.

Is the person intentionally trying to disrupt or control the meeting?

If the answer is NO: Do not address the behavior during the meeting. Wait until after the meeting and then privately discuss the norms together. Remind the person that group norms ensure that meetings are effective and welcoming spaces. Ask the person if the norms are not meeting their needs. Consider if the norms need to be revised.

If the answer is YES: When a person intentionally disrupts a meeting, it can be stressful for all in attendance. Take a moment to acknowledge your emotional state. You may feel hurt, frustrated, or angry. However, it’s important to set your feelings aside for the moment and focus on re-establishing norms. You can pause the meeting and bring up the norms. Ask what norm is not being followed. Talk about why the norm was established.

If you’re able to re-establish norms: Continue the meeting and follow up with the disruptive person in private afterward

If the group can’t re-establish norms: End the meeting. Explain that without group norms, the meeting cannot be effective and that continuing is not a good use of volunteers’ time. After the meeting or at a more appropriate time when volunteers have time to cool down, privately discuss the norms with the disruptive person. Remind the person that group norms ensure that meetings are effective and welcoming spaces. Ask the person if the norms are not meeting their needs. Consider if norms need to be revised. If mediation is needed, your first point of contact is your local membership staff member.

Conflict Management & Resolution

When Things Don’t Go as Planned

Inclusion is an important practice in Girl Scouts. It simply means that all Girl Scouts and volunteers have a right to belong. It enhances the Girl Scout experience by giving us opportunities to learn different ways of seeing both the world at large and the world within our service unit community.

In addition, adult members come to Girl Scouts with personal expectations. They experience Girl Scouts in a way that reflects their interests, goals, and ideas. Naturally, members have their own way of doing things. Tasks and activities can be carried out well in many different ways. But occasionally, a problem may surface that disrupts the service unit and its ability to function. When this happens, quickly take steps to manage conflict and get back on track.

All Girl Scouts and volunteers have the right to belong.

There are different levels of conflict intensity. By understanding the possible escalation of conflict, it is possible to keep conflict from escalating to a point where it becomes unmanageable. The escalation stages of conflict are often:

Differences

People have various views about their world and circumstances and those views don’t always align with others.

Misunderstandings

People often misunderstand each other. People make presumptions and “filter” what others say through their experiences, knowledge, and beliefs. This is a critical stage of conflict in which the situation can escalate quickly, depending on how people respond.

Disagreements

It is okay to disagree with someone. People can explore their disagreements and learn from each other. The danger lies in letting emotions get out of control. While some level of emotion is okay, when people become too passionate, they can lose their reasoning and make choices that are not in line with a courageous conversation.

Discord

Conflict at this level is characterized by a generally deteriorating relationship between the conflict partners. The discomfort is apparent not only in discussing the concern, but also when the conflict partners have any contact. Emotions tend to run incredibly high at this point. Consequently, a person will likely try to avoid the other person, avert eye contact, or say hurtful or inappropriate things. When conflict is at this level, the conflict partners may find themselves having difficulties that have nothing to do with the original conflict.

Polarization

This is the stage of conflict that is damaging to relationships. People often recruit others to join their cause; make themselves “right” and others “wrong,” expend energy to defend their position and demean the other person, and refuse to work toward resolving the conflict. At this stage, a person is so emotionally vested in the conflict that it turns into “winning” the disagreement at any cost. Consequently, the concern goes unresolved, and the relationship continues to deteriorate.

Conflict Management

Conflict can be minimized by using group norms, action/reflection, and volunteer recognition suggestions outlined in this guidebook. However, conflict cannot be avoided entirely. It arises when people feel that their needs, interests, or concerns are threatened. To manage a conflict, take action! Don’t wait for an issue to spiral out of control. At that point, it is harder to move forward.

ASK “COULD THIS OUTCOME BE POSITIVE?” Believe it or not, many situations that are addressed honestly and openly result in better communication, improved relationships, and a stronger service unit community. Seeing the positive potential in a conflict can help everyone move forward.

ASK “WHAT DOES THE PERSON OR COMMUNITY NEED?” This question is important because conflict is often a signal that a person isn’t getting what they need. Discovering that need and helping to meet it can dissolve conflict and help the service unit move forward.

Here are some common sources of conflict:

Unclear Definition of Responsibility

A person is not sure of what is expected of them

Limited Resources

Resources can include time, money, space, and supplies. A person may be asked to give more than they have.

Conflict of Interest

A person may experience a difference between their personal goals and the organization’s goals. Or, two people may have differing opinions on the strategies that should be used to achieve the same goals.

Unmet Personal Need

Primary needs include food, clothing, and shelter. In addition, people need to feel appreciated, in control of themselves, and good about themselves.

Lack of Follow Through

A volunteer has not followed through with their troop or team commitments.

It’s important to know that sometimes a conflict will be triggered by a person’s feelings or perceptions rather than an unmet need. In this case, the conflict is more likely to have a negative outcome. Statements like these provide clues about the source of the conflict:

A feeling:

“I

am mad!” or “I feel threatened!” or “I can’t talk to her!”

A perception of events

“She’s a liar!”

“I tried to talk to them, but they wouldn’t listen!”

“I did everything the way it was supposed to be done!”

PREPARETOMEET. It’slikelythattheserviceunitwillneedtooccasionallyintervenein a conflict. This is a task that can be supported by the local membership staff member whocanactintheroleoffacilitator,guidingthoseinconflicttoresolution. If the conflict has moved to a harmful state, you may feel fear or anger You may feel emotionaland/orphysicalfatigue. Thesefeelingsarenormalandmaybeasignthatyou yourself have needs that aren’t being met. If so, take action to make sure that your personalneedsareaddressedbeforeyoumeet.

CONTACTTHOSEINCONFLICTANDPLANTOMEET. Contactthoseinconflictandask tosetupameetingtime. Suggestameetingplacethatisneutralterritory. Thingsto consider: Isthisspacecomfortable? Willtheattendeesbehungryorthirsty? Has everyoneinvolvedhadtimetocooloff?

PRESENTTEAM/MEETINGNORMSTOTHOSEATTHEMEETING. Askifanyonewould liketoadjustoraddtothenormsforthatmeeting.

Conflict is more detrimental if it stays in the feeling or perception stage. To resolve conflict, try having a courageous conversation using the Girl Scout Promise and Law as a compass for direction.

FOLLOW THE CONFLICT ACTION/REFLECTION MODEL AS AN AGENDA. The action/reflection below has been specifically adapted to address harmful conflict. Again, remember to use the Girl Scout Promise and Law as the guiding compass for action and reflection.

Action/Reflection model questions to use:

What sparked the conflict?

How did the action impact each of you?

How could the action have been changed to meet the needs of all those involved? What could the group do differently in the future?

2 Altertheactioninview ofthefeedback. 4 Createnextst then 5 Discusstheimpact identifytheneedt wasn’tmet. 3

DEFINE NEXT STEPS. At the conclusion of the meeting, document next steps. These are the actions that the attendees agree to in order to resolve the conflict. Write the next steps down. Read the next steps aloud and ask attendees to state that they agree to the next steps.

DOCUMENT LOOSE ENDS. Loose ends are topics that were not addressed in the meeting. They may also be areas of concern that attendees still have. Decide together whether to schedule another meeting to address loose ends. Plan the meeting or create next steps to schedule a meeting if necessary.

GIVE EVERYONE COPIES OF MEETING INFO. Give a copy of the next steps and loose ends that were decided in the meeting to the attendees. If a future conflict crops up, you can review the notes together at a new meeting and repeat the action/reflection process.

Conflict Resolution

Volunteers have the opportunity to make conscious choices about their responses to conflict and take responsibility for their behavior. While a person cannot control the behavior of others, a person can control their own actions – or at least try, which is, admittedly, very hard to do without practice. The following behaviors can be useful i helping effectively deal with conflict:

Use “I” statements.

Respectfully let the other party know how you feel when the conflict is occurring, as well as your reaction to the conflict. Also, let the other person know which of your rights you feel is being ignored in the conflict. Example: “It is challenging for me when you don’t follow through on your assigned tasks. It makes it difficult for me to do my job if yours isn’t getting done. I feel that behavior is not considerate to me or my time.”

Be assertive, not aggressive.

Speak about your feelings and your reactions. Keep the statements focused on how you are behaving, thinking, and feeling rather than on how the other is acting. Try to take the emotions out of it and focus on the issue or behavior that has caused the conflict.

Speak calmly, coolly, and rationally.

In this way, you will be listened to, and you will be able to maintain better control of yourself. Otherwise, the other person may take on a defensive attitude. Avoid blaming. This will keep the communication flow going. It encourages understanding and empathy and recognizes that for a conflict to exist, there must be at least two parties who are adversely affected by the conflict.

Create an atmosphere of cooperation.

To create an environment of cooperation after a conflict, all parties involved must feel that they are being listened to and understood and that their rights are respected. They must have a desire to work things out, and they must be committed to the process of working things through.

Show respect for yourself and others.

Conflict is more effectively resolved when all parties treat each other with respect. If you are on the receiving end of disrespect, remove yourself from the situation as soon as possible. When things have cooled down, resume the discussion when all parties are willing to be respectful.

Service Unit Budget

Creating the Service Unit Annual Budget

At the yearly service unit planning meeting, the service unit team will create a budget for the year. In creating a budget, it is helpful to identify potential service unit expenses for the year. Once the service unit team has made a list of potential expenses and events, it is time to determine how much these items will cost. It may be useful to look at last year’s budget to determine some of these numbers. You can use the sample Budget Planning Worksheet on paper or a spreadsheet to record this information. These numbers don’t need to be exact, but they will guide decision making as the service unit plans events for the year.

This is an example of how expenses are typically distributed.

1.Program services 75% This includes all expenses for providing programming for Girl Scouts and volunteers such as service unit events, recognition events, and other activities.

2.Service Unit Administration 25% This includes expenses for administrative costs including photocopies, paper, postage, and meeting place rental fees.

Solicitation of Funds

Girl Scouts - North Carolina Coastal Pines Council is part of GSUSA, a charitable/public non-profit organization. To protect this status, GSUSA has created strict guidelines governing solicitation. These policies are discussed in detail in GS-NCCP’s MoneyEarning Policy.

Service units and troops are not allowed to directly solicit monetary donations. Service units and troops may accept unsolicited donations from community and civic organizations. Donations of $250 or more must be reported to GS-NCCP using the troop/service unit In-Kind/Monetary Donation form and may be subject to additional procedures. Service units and troops cannot contact major corporations.

Girl Scouts are not permitted to fundraise for any other organization as representatives of Girl Scouts. Girl Scouts are encouraged to help organizations with service projects.

Girl Scouts are not permitted to “bell ring” as representatives of Girl Scouts. This falls under the category of fundraising for another organization.

Service Unit Finance Report (SUFR)

Service units are required to submit a service unit finance report by June 30 each year. Service units are encouraged to submit the finance report by the deadline to receive any available incentives and minimize disruptions in the receipt of incentives and/or product program earnings.

INCOME

CARRY-OVER BALANCE (from prior year)

Cookie Reward

Event Surplus, if any

Donations

Other -

Total Income

EXPENSES

Administration (clerical supplies, etc.)

Adult Development training (supplies, fees)

Adult Development Volunteer Appreciation Event

Adult Development end-of-year event

Programs/Events Encampment

Programs/Events World Thinking Day

Programs/Events Cookie Rally

Programs/Events Bridging & Awards Ceremony

Programs/Events Service Projects

Programs/Events Other

Camperships/Scholarships (if applicable)

Other

Total Expenses

GRAND TOTAL (income minus expenses)

Proposed

Service Unit Funds

Service unit funds are intended to benefit all troops in the service unit area and should be used to further the Girl Scouts Mission. Each service unit should collaborate when preparing an annual budget at the start of the program year. The annual budget should be used to guide the service unit’s activities, but the budget may evolve during the program year if priorities and opportunities shift. Service unit managers and area treasurers should collaborate throughout the year to ensure that necessary funds are available to meet the area’s goals and may adjust the budget if needed. Questions to consider:

What types of activities will be planned for troops in our area?

What types of activities will be planned for volunteers in our area?

What are the costs associated with these activities?

How will the service unit fund these activities?

Service unit funds may be acquired in a variety of ways. A few examples of income and expenses for a service unit include:

Local adult recognitions (a service unit may receive income from council to support local adult recognitions and awards, with purchases coming from the area account)

Area events (a service unit may have both income and expenses associated with the event (Camporee, Cookie Rally, etc.), with the service unit determining the price for participants)

Service unit meeting expenses

Income from council for disbanded troop/s from within the area

Income from donations that the area may receive from volunteers or community members

We encourage service units to utilize funds to enhance and further support the Girl Scout Leadership Experience. Additional specific approved expenses for a service unit may include:

Office supplies/Postage

Duplication of meeting enrichment materials and resources

Books, packets, and pamphlets for the service unit library (if applicable)

Bank service charge

Food/drink for meetings, events, trainings, and recognitions

Honorariums/tokens of appreciation for community speakers at service unit meetings, trainings, or events

Equipment or property rental for service unit events

Girl uniforms (if available)

Expenses for recognition of the area’s older girls and volunteers (allocated equitably)

Financial assistance with service unit or troop community service-related projects

Financial support for local girl Bronze, Silver, and Gold Award Projects (if available) If applicable, girls/troops must complete the Service Unit Financial Assistance

Application for Highest Award Projects form.

The amount donated to the girl/troop is designated by administrative team members with equitable distribution following a review of the completed application. Questions? Please reach out to our Finance Department at troopbanking@nccoastalpines.org.

Communication

Effective communication is a key aspect of a healthy and vibrant Girl Scout community. The service unit team plays a vital roll in keeping local Girl Scouts and volunteers connected.

Effective communication is relevant, timely, and consistent.

Create a communication strategy

Ensure a consistent schedule of communication

Maintain two-way communication channels

Provide relevant and timely content

Be discreet and maintain confidences

Utilize a multi-faceted approach (email & private social media platform)

Post and maintain an updated service unit calendar of meetings, trainings, and events

Build sisterhood through community engagement

Share the good news about what the service unit is doing with local Girl Scouts, families, and

GS-NCCP

Celebrate local Girl Scouts’ accomplishments

Provide networking and support to volunteers and families during product programs

Share GS-NCCP events and training opportunities

Service Unit Email Updates and Announcements

Sending out a service unit update/announcements email and/or posting on the area’s private social media platform or Rallyhood following each service unit meeting is one way to provide reliable and consistent information. These emails are also a good way to show volunteers the value of attending service unit meetings. You can draft your own update style or utilize the service unit email update templates in this guidebook.

Service unit volunteer update emails should include:

Timely updates regarding service unit events

Requests for needed volunteer support

Mentorship or training opportunities

Updated service unit calendar of upcoming events and meetings

Communication channels - how volunteers can connect with the service unit team

Useful links or resources

Tips:

Be concise. Only share the basic information that volunteers and families will find relevant in service unit announcements. Save meeting minutes and event planning details or next-steps for the service unit team or event committees.

Less is more. Set a communication schedule, and stick to it when possible. Save day-to-day updates for your monthly/bi-monthly service unit announcements rather than sending overly frequent emails. Consider copying your membership director/manager on important informational emails sent to service unit members.

Email Template

Hello Service Unit {Area Name} Volunteers!

Please join us for at our next volunteer meeting [insert date} at

{insert location or Zoom link for virtual meeting}

Service unit meetings are a great place to:

Ask questions

Connect with fellow volunteers

Receive GS-NCCP updates

Get support from fellow volunteers

Tentative Agenda:

Service unit updates {insert specific updates as needed }

Event planning {insert specifics}

Service Unit Meeting Agenda and Council Updates

{insert agenda items as needed}

Q & A

*Please let us know if you would like to add anything to the agenda for this or future meetings.

Upcoming Events:

{insert dates and descriptions, including any meeting dates and registration information}

Helpful Links:

{add links to service unit social media groups/Rallies}

{add any links the service unit team would like to share with volunteers}

Girl Scouts - North Carolina Coastal Pines

GS-NCCP Customer Care: helpdesk@nccoastalpines.org

Need to get in touch with the service unit team or interested in getting involved?

{include list of service unit opportunities, insert preferred method of communication, email list of service unit volunteers or ask members to respond to this email}

See you there!

Sincerely,

Branding

Girl Scouts is a beloved, iconic brand that stands out in today’s busy media landscape with a strong and consistent visual identity. These design elements are the core of our brand and communicate the values represented by the Girl Scout organization.

The Trefoil is the single visual element that has been with us throughout our entire history. While its form has varied over the years, the essence of its shape has remained the same. By using this iconic symbol consistently, we speak with a singular voice to represent the Girl Scout Movement. In doing so, we enhance our brand perception as more people continue to associate the Trefoil with Girl Scouts.

In addition to covering guidelines for the use of the Trefoil, the Branding Guide summarizes the only approved service marks when sharing Girl Scout communications and materials. No other logos, service marks, or mockups should be created to represent Girl Scouts. Please review the brand architecture overview before creating branded materials for service unit events, programs, and communications. For additional brand support, request the brand package at branding@nccoastalpines.org.

Photos

Girl Scouts’ brand is evolving to meet today’s Girl Scouts’ needs, and we want to tell you all about it. GSUSA developed a short video so you can learn all about the Girl Scout brand called GSUSA Brand Overview Training. GSUSA and GS-NCCP brand materials are constantly evolving, and we want to make sure you’re knowledgeable and feel prepared for any questions that might come your way. To access the training, go to gsLearn (log in through myGS) and search for the title, GSUSA Brand Overview Training. You can access this video at your convenience as an on-demand training resource that you can stop and start as many times as you’d like. Thank you for your support in implementing our brand volunteers are essential to upholding Girl Scout traditions and brand.

Sharing photos can be a great way to celebrate what Girl Scouts are doing in your community. Photos can be shared on the service unit’s private social media platform or the area’s Rallyhood Rally, in service unit communications, with GS-NCCP, or with local media. Make sure to always obtain permission before sharing Girl Scout images. Please review page 6 of the Branding Guide for photography best practices. Did you know the GS-NCCP Marketing and Communication department has a photo bank that volunteers can use? Email branding@nccoastalpines.org for user access.

Working with the Press

As a Girl Scout leader, you may occasionally be approached by members of the media or you may have a story you’d like to share. To ensure that our messaging remains consistent and professional, all media requests and press interactions should be coordinated through the GS-NCCP Marketing and Communications team.

Here’s how to handle these situations:

Initial Contact

If the press contacts you, do not provide statements. Direct them to contact the GS-NCCP Council directly.

Collect the journalist’s name, contact info, and inquiry details, and forward the journalist’s information to media@nccoastalpines.org.

The team will handle all follow-up communications.

Sharing Your Story:

Email your story details and any materials to media@nccoastalpines.org.

The team will coordinate with the local or national press. Share Your Story - Use the link or QR Code!

Press Events:

Notify the communications team in advance of events that may attract media attention.

The team will help with press releases and on-site coordination.

Key Points:

Always refer press inquiries to the GS-NCCP Marcom Team at media@nccoastalpines.org.

PLEASE do not make statements to the press without prior approval.

The council’s marketing and communications team is responsible for ensuring effective and accurate media interactions.

Social Media

Rallyhood

Rallyhood is an optional all-in-one online platform that combines many of the tools we all use to communicate with each other, manage event promotion, share files and photos, post, respond, collaborate with volunteers and guardians, and more! GS-NCCP rallies, including service unit and troop (limited availability) rallies, can customize their site with photos and information, creating their own space for communication. Not only that, but Rallyhood doesn’t have any ads or distractions - it’s all Girl Scouts!

Forms and Resources

Documentation is essential to ensure the success of our organization and, most importantly, to ensure the safety, care, and well-being of our members. Some of the most frequently used forms you will work with are listed below. Forms and Documents can be found under Members on the council website.

nd Resources

CP – Corporate Business Forms and Resources

CP107 Volunteer Policies

CP111a Council Crisis Communication Plan

CP115 Accident/Incident Report Form (used w/CP116)

CP116 Accident/Incident Report Log

R – Recognition Forms and Resources

R114 Adult Awards & Recognitions Manual

R114a Council Level Awards & Recognitions Guide

SU – Service Unit Forms and Resources

SU104 Troop Money Earning Project Request

Service Unit/Area Financial Report

Service Unit Manager Self-Reflection Form

TP - Troop Forms and Resources

TP103 Troop Permission Request for Camping, Overnights, Watersports and Adventure Activities

TP103a How to Fill Out and When to Use a TP103: A guide to help troops fill out a TP103

TP105 Parent/Guardian Permission for Troop Outings and Health History

TP106 Healthy History Form for Adult Members.

TP450 Troop Banking Guidelines

Annual Troop Finance Report - Go to the Finance Tab in the Volunteer Toolkit in My GS

T - Training Forms and Resources

T205 Troop Mentor Coordinator Manual

T205a Troop Mentor Guide

Service Unit Team Member Volunteer Agreement Forms

Visit the Service Unit Teams page on the council website, and role specific Volunteer Agreement links can be found under each service unit team role.

Approved Activity Insurance

GS-NCCP- Girl Scout Activity Insurance Enrollment and Plan Explanation Form

Approved Activity Insurance updates coming 10/1/25

Looker

Looker is an online tool that service unit volunteers can use to access real-time membership data for their service unit. Select service unit volunteers can log in at any time to view data on all current Girl Scout members in their area. New memberships and updates to current membership data sync overnight and will appear in Looker the following day. Looker can be used from any computer or electronic device with internet capability and can provide the following information for all registered service unit Girl Scouts and volunteers:

Volunteer/caregiver contact information

Membership/eligibility status

Volunteer Role assignments

Troop Details - status/meeting information/capacities

Awaiting placement for girls

Service Unit analysis

gsLearn reports

If you have questions about accessing or using Looker, please reach out to GS-NCCP’s Customer Care team at helpdesk@nccoastalpines.org.

It’s Your Story, So Tell It! We want to hear from you! Share how your Service Unit completed the Service Unit Stretch Challenge!

Complete the Service Unit Stretch Challenge Submission Form by May 31st: https://gsnccp.wufoo.com/forms/service-unit-stretch-challenge/

Be sure to include specifics on how the area met each challenge. See the next page of the guidebook to review a list of the criteria.

Service Units that meet the challenge may qualify to win one of the following: $100 off the use of a GS-NCCP Property $100 credit to the Service Unit account

Service Unit Stretch Challenge Review Period: May 31 - June 15 st th Service Unit Streth Challenge Recipient/s Notification: After June 15th

Membership Growth

❑Service Unit growth - two new troops (2 adults/12 girls - minimum).

❑Service Unit holds a fall new member kickoff event.

❑75% of local elementary schools have Open House representation.

❑Promote Girl Scouts at two community fairs/festivals during Girl Scout year.

❑Service Unit hosts a Spring Renewal event.

❑Share troop highlights with local paper, march in a parade, or post recruitment flyers throughout the community (get permission first!).

Complete 4 of the 6 steps!

Programming

❑Host an in-person or virtual Volunteer Toolkit tutorial for those unfamiliar with the VTK.

❑Hold an event for Daisy/Brownie/Junior girls using the Girl Scout Leadership Experience (GSLE).

❑Hold an event for Cadette/Senior/Ambassador girls using the GSLE.

❑Hold a promotional activity for camp, such as an outdoor skills day.

❑Host a Cookie Rally to educate girl members and promote the five skills of the Girl Scout Cookie Program.

Complete 3 of the 5 steps!

Service Unit Growth and Team Building

❑Fill seven or more Service Unit Team roles with unique individuals

❑Service Unit meets four or more times per year

❑Service Unit Team reviews the Service Unit Guidebook

❑Hold an open service unit team meeting and invite new members

❑Treat the team - meet for coffee or ice cream, etc

❑50% or more of the service unit team attends the Administrative Team Conference

❑Service Unit has the proper number of delegates at the Annual Meeting

❑Schedule at least 10 minutes of structured networking into leader meetings

❑Share a small token of recognition to all volunteers at a minimum of four meetings during the year

❑Celebrate Girl Scout Leader Appreciation Day on or around April 22nd

❑Nominate/endorse local volunteers for council level awards

❑Hold a local level award ceremony

Volunteer Training and Support

❑Host two local training events

Complete 10 of the 12 steps!

❑Provide at least two adult learning enrichments

❑Hold a “How to Complete” certain GS-NCCP forms workshop

❑Incorporate the Service Unit Meeting Agenda & Council Updates (provided by council and posted in the Service Unit Manager rally on Rallyhood) in each service unit meeting

❑Promote Learning and Development events

❑Volunteers in the following roles are connected to Rallyhood (www rallyhood com) – Service Unit Manager, Area Treasurer, Fall Product Program Coordinator, Area Cookie Coordinator, and Area Event Director.

Complete 5 of the 6 steps!

Thank you for participating in the Service Unit Stretch Challenge!

Please provide details as to how the service unit accomplished each step.