Troop Leader/Advisor Registration Training GSCNC 2014-2015.

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Troop Leader/Advisor Registration Training GSCNC 2014-2015

Transcript of Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Page 1: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Troop Leader/Advisor Registration Training

GSCNC 2014-2015

Page 2: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Agenda• Leader Calendar• Troop Basics• Registration Basics• Steps to Register Online• Important Reminders• Paper Registrations • Financial Assistance• Transfers• Early Bird - Why is it important?• Early Bird Incentives• Important Dates

Page 3: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Leader CalendarMarch· Poll girls interest in returning and notify Registrar

 April/May– Early Bird Time!· Collect updated registration information and $15 registration fee

· Early Bird Financial Aid for membership fee due to Membership Specialist a week before end of Early Bird

 June– Early Bird ends· Contact Service Unit Registrar and Service Unit Manager if Troop is disbanding.

September· On Time Registration and Leader registration access to 2014 memberships end September 30.

· Notify Troop Organizer of open spaces in Troop 

 

October/November· October 1, 2014 begins 2014-2015 GSUSA Girl Scout year. Online registration for On-time closes at 11:59 PM on October 31, 2014.

· Register new girls and adult volunteers· Verify Troop Roster correct and notify Registrar

· Use Early Bird Coupon December· Verify that all active girls in Troop are registered to be eligible to participate in the cookie program and camp registration

· Early Bird Coupon expires

January/February· Make sure parents can login to profile and My Family to be able to register daughter(s) for Spring/Summer Camps

 

Page 4: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Troop Basics

• Troop size

• Priority Placement –ONLY the Organizer places girls

• Ensure Proper Troop Leadership

• Troop Dues – are set by individual troops.

• School Listing on registration site

Page 5: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Registration Basics

Online - the Rule• GSUSA Membership Dues are $15 per year

Designate Your Role• All appointed adults MUST designate their roles in their profiles

Member Profile• Individuals and Troop Leaders/Advisors need to update member

profiles.

Order of Registrations for NEW girls• Adults need to be registered first, then girls.

Page 6: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Step 1a: Activate Your Account by Creating a LoginIf you have not created a username and password yet, you will need to create a login before accessing your profile or registering your Troop.

If you already have a username and password, skip to Step 2. 1. Go to www.gscnc.org and click on Registration2. Click on Create Login in navigation bar on the left-side of the screen.

3. Scroll down to the second set of boxes and enter your First Name, Last Name, and email address (note: these must match our membership database exactly).

Steps to Register Online

Everyone will be required to click New Online Account the first time they log in to the new system.

Page 7: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Confidential and Proprietary - Not for Public Distribution - Do Not Copy7

Steps to Register OnlineStep 1b: Designate Your RoleAdults can designate their own Roles at any time.

1. Go to your profile page by clicking on the Account link in the upper right-hand navigation bar.

2. Click Add Volunteer Position from How I Participate. A pop up screen will open. Select your Role from menu.

3. Select Troop or Service Unit and search for the Troop or Service Unit number. Click Add. Repeat process to add as many roles as you hold. Click Update Involvement.

4. All roles will show as pending until approved by council office. This Process can take 24-48 hours, as they are only processed on business days.

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Steps to Register Online

2. Leaders will need the following information in order to register their troops:• Prepare a list of girls and adults that will be returning:

• Do you have guardian contact information for each girl including email addresses and phone numbers?

• Do you know what grade and school they are in for the 2014-2015 year?

• Prepare to pay immediately online• Did you collect $15 for each girl and adult registration?• Do you have a troop check card?

Step 2: Prepare for Troop Registration  

Any girl who has an existing profile will give this error.

Contact your Registrar or Membership Specialist. Do NOT force profile.

Page 9: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Steps to Register OnlineStep 3: Re-Registration Online

· Go to www.gscnc.org and click on Registration· Log in using your ID and password created in Step 1.

1. Click on My Troops in the menu bar.

2. Select the troop members you wish to re-register, by checking the boxes next to their names.3. Select purchase Girl Scout Membership (s) and select GO.

4. The system will walk you through updating profiles. Once finished, proceed to checkout

Page 10: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Steps to Register OnlineStep 4a: NEW Girl Registration Online

How to Register NEW Girls/Adults:1. Collect the necessary registration information. Have a parent fill out and return a Girl/Adult Registration form, that can be found at: http://www.gscnc.org/financial_assistance.html

2. Log in to our online registration site using the username and password you previously created.

3. Click on My Troops on the top of your screen to access Troop Hub.

4. Select either Add Girl or Add Adult.

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Steps to Register Online

5. Complete all information blanks and select Continue.

6. School information is required. If a child is homeschooled select homeschool. If the school is not listed, select Not Listed.

Step 4b: NEW Girl Registration Online

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Confidential and Proprietary - Not for Public Distribution - Do Not Copy12

Steps to Register Online

7. Once you have entered Basic Registration information you will be asked to select 2014-2015 Membership year.

REMEMBER: Print a copy of your receipt for your troop banking records.

8. Enter your Troop Debit card information. Make sure you mark the Abide by the Promise and the Law box.

9. Then click Process My Order. (Only click once, sometimes system takes a moment to respond.) 

Step 4c: NEW Girl Registration Online

Page 13: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Steps to Register OnlineRe-registrations for Parents after Sept 30

After September 30, Troop Leaders/Advisors will no longer have access to re-register members for the 2015 year. Parents or guardians MUST create a login and purchase memberships for each daughter. • Go to www.gscnc.org and click Register.• Click on New Online Account.• Parents must create an account under their own name. Your child(ren)

will automatically be linked to the parent’s account. If you do not see them in the My Family tab of your account, please contact council at [email protected].

• Once logged in, please go to My Family and click the boxes of the girls you are re-registering.

• Go to the I want to: pull down menu and select Purchase Girl Scout Membership.

• A list of all selected members (girls/adults) will appear.• The system will walk you through editing the information in each girls’

account.

Page 14: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Important Reminders

1. Registration process is not complete until payment is made

2. Payment should be made immediately

3. Complete the Troop Meeting information

4. Do not create a new profile for a current or previous GSCNC member.

5. Keep contact information up to date for all troop members

6. Contact Registrar if you need a girl transferred from another Troop,

Service Unit, or council.

Page 15: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Paper Registrations

There are two instances when paper registration forms may be used:

1. Girl or adult registration requiring full or partial financial assistance.

2. Lifetime registration of 12th graders at the reduced rate of $195 if received by September 1, 2014.

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Financial Assistance

• Available for:• GSUSA membership dues for girls and adults up to $15• GSCNC shop supplies • Troop dues

• To request, submit BOTH forms below:– Troop and Member Financial Assistance Request Form– Paper Girl/Adult Membership Registration

• Do not register member online.

• New look to Financial Assistance Forms!

Page 17: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Troop and Member Financial Assistance Request Form, 2013-2014 (Side 2)

GSUSA MEMBERSHIP DUES REQUEST TROOP DUES REQUEST

SHOP SUPPLIES REQUEST

TOTAL FINANCIAL ASSISTANCE REQUESTED TROOP LEADER INFORMATION

This form is available online at http://www.gscnc.org/troop_leader_forms.html Last Updated: February 2014

DAISY STOCK #

ITEM DESCRIPTION UNIT PRICE

QUANTITY TOTAL JUNIOR STOCK #

ITEM DESCRIPTION UNIT PRICE

QUANTITY TOTAL

60100-3 Daisy Girl’s Guide 16.85 $0.00 60300-7 Junior Girl’s Guide 16.85 $0.00

09032-6 Daisy Girl Scout Pin 1.50 $0.00 09014-2 GS Contemporary Pin 2.00 $0.00 09062-3 World Trefoil Pin 2.25 $0.00 09062-3 World Trefoil Pin 2.25 $0.00 14141-7 Daisy Insignia Tab 2.50 $0.00 14031-1 Junior Insignia Tab 2.50 $0.00 14301-5 American Flag Patch 1.75 $0.00 14301-5 American Flag Patch 1.75 $0.00 47061-6 Daisy ID Set 4.00 $0.00 45381-7 Junior ID Set 4.00 $0.00

1412_ Daisy Troop Numbers 1.25 per # $0.00 1420_ Junior Troop Numbers

1.25 per # $0.00

03040-7 Daisy Tunic 14.50 $0.00 00530-6 Junior Sash 7.00 $0.00 BROWNIE STOCK #

ITEM DESCRIPTION UNIT PRICE

QUANTITY TOTAL CD/SR/AM STOCK #

ITEM DESCRIPTION UNIT PRICE

QUANTITY TOTAL

60200-0 Brownie Girl’s Guide 16.85 $0.00 60400-4 Cadette Girl’s Guide 16.85 $0.00

09012-8 Brownie Girl Scout Pin 1.50 $0.00 60500-1 Senior Girl’s Guide 16.85 $0.00

09062-3 World Trefoil Pin 2.25 $0.00 60600-8 Ambassador Girl’s Guide

16.85 $0.00

14131-8 Brownie Insignia Tab 2.50 $0.00 09014-2 GS Contemporary Pin 2.00 $0.00 14301-5 American Flag Patch 1.75 $0.00 09062-3 World Trefoil Pin 2.25 $0.00

45781-5 Brownie ID Set 4.00 $0.00 14151-6 Cd/Sr/Am Insignia Tab

2.50 $0.00

1402_ Brownie Troop Numbers 1.25 per # $0.00 14301-5 American Flag Patch 1.75 $0.00

01650-0 Brownie Sash 6.00 $0.00 1420_ Cd/Sr/Am Troop Numbers

1.25 per # $0.00 OTHER ITEMS

STATE SPECIFIC ITEM OR TITLE

UNIT PRICE

QUANTITY TOTAL 45381-7 Cd/Sr/Am ID Set 4.00 $0.00

Journey Book

7.00 $0.00 05150-1 Cd/Sr/Am Sash 7.50 $0.00

Other Item 0.00 $0.00 REQUESTED AMOUNT (C) $0.00

GIRL SCOUTS NATION’S CAPITAL OFFICE USE ONLY

Membership Specialist Approval: Area Manager Approval: Signature Date Signature Date

Mail to Troop Leader Return to Membership Specialist Account No. 1-8950- -0 T Finance Approval: Dues Amount Signature

Number of Girls: Number of Adults: Total Number of Girls and Adults = Requested Amount @ $15.00 Each = $ (A)

Number of Girls: (X) Troop Dues Amount per Girl (max $25/girl) = $ (Y) Requested Amount (multiply X by Y) = $ (B)

GSUSA Membership Dues Amount = $ (A) Troop Dues Amount = $ (B) Shop Supplies Amount = $ (C) Total Amount Requested (A+B+C) =$

Troop Number: Troop Leader’s Name: Address: City: State: Zip: Phone: E-mail: Signature: Date:

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Early Bird Troop and Member Financial Assistance Request Form, 2014-2015 This form is to be used by troop leaders on behalf of individuals who are requesting financial assistance for Girl Scouts of the USA (GSUSA) membership dues for Early Bird registration. A completed Girl Membership Registration Form or Adult Membership Registration Form for each individual requesting financial assistance for GSUSA membership dues must be submitted with this form. Completed forms are due to the Membership Specialist by June 25, 2014 in order to qualify for Early Bird registration.

FINANCIAL ASSISTANCE CRITERIA

TROOP INFORMATION Troop Number: Association: Service Unit: Program Level:

First and Last Name of Individual Requesting Financial Assistance

Specific Reason(s) Demonstrating Individual’s Need for Financial Assistance

GSUSA MEMBERSHIP DUES REQUEST TROOP LEADER INFORMATION

This form is available online at http://www.gscnc.org/How_to_EB.html

Last Updated: March 2014

GIRL SCOUTS NATION’S CAPITAL OFFICE USE ONLY

Membership Specialist Approval: Area Manager Approval: Signature Date Signature Date

Batch #: Batch Date: Control Count: Base Control Amount: Data Entry Initials: Finance Initials:

All financial assistance requests are confidential.

Financial assistance cannot be used to replace the need for responsible troop planning and budgeting.

Girl Scouts Nation’s Capital will not issue reimbursements for GSUSA membership dues.

This form can be used to request assistance for a maximum of eight individuals. If more than eight individuals are requesting assistance, an additional form must be used and completed in its entirety as a separate request.

The Girl Membership Registration Form and Adult Membership Registration Form are located at www.gscnc.org/How_to_EB.html.

Number of Girls Requesting Assistance: Number of Adults Requesting Assistance: Total Number of Girls and Adults Requesting Assistance: Requested Amount @ $15.00 Each = $

Troop Leader’s Name: Phone: E-mail: Signature: Date:

Financial Assistance FormsEarly Bird FA FormNormal FA Form

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Transfer of Membership

Transfers during Early Bird:• There are NO Transfers during Early Bird.

 

Transfers (NON Early Bird):• If a girl or adult member moves during the Girl Scout year or bridges into a new troop

her membership affiliation can be transferred.   

Submit transfer requests to your Registrar

Page 19: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Early Bird! Why it is important to you?

• Achieving year end success starts now!

• Less stress for Troop Leader/Advisor come September

– Troops are registered and ready to start fall activities

• $20 Shop Coupon for qualifying troops!

• Free participation patch!

• Troops are set for Fall Products

• Troops will know if they have space to add new girls in the fall

Page 20: Troop Leader/Advisor Registration Training GSCNC 2014-2015.

Early Bird Incentives

•Early Bird Patch!

• $20 Shop Coupon!–Given to Troops that register 50% or more of their "active" girls AND a minimum of 5 girls

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Important Dates• April 1 – Early Bird begins• April 5 – Annual Meeting – EB opportunity! (patches available)• June 30 – End of Early Bird (including financial aid due June

23rd)• Review of coupon distribution eligibility mid-July with

Membership Specialist• Troop Leaders/Advisors MUST attend SU Meetings to receive

Early Bird Coupons in September/October• Coupon Expires mid-December 2014!• Patch requests fulfilled At the Membership Specialist’s

discretion

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Any Questions?