Presentation on theme: "Troop Leader/Advisor Registration Training"— Presentation transcript:
1 Troop Leader/Advisor Registration Training GSCNC
2 Agenda Leader Calendar Troop Basics Registration Basics Steps to Register OnlineImportant RemindersPaper RegistrationsFinancial AssistanceTransfersEarly Bird - Why is it important?Early Bird IncentivesImportant Dates
3 Leader Calendar March October/November October/November· October 1, 2014 begins 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 CouponDecember· Verify that all active girls in Troop are registered to be eligible to participate in the cookie program and camp registration· Early Bird Coupon expiresJanuary/February· Make sure parents can login to profile and My Family to be able to register daughter(s) for Spring/Summer CampsMarch· Poll girls interest in returning and notify RegistrarApril/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 BirdJune– 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 Registrar: These are just a few highlights of what to do throughout the year. A more detailed list is in your handbook on page 4.
4 Troop Basics Troop size Priority Placement –ONLY the Organizer places girlsEnsure Proper Troop LeadershipTroop Dues – are set by individual troops.School Listing on registration siteTalking Points:Troop size: minimum of 5 girls, some exceptions for teen troop levelsPriority Placement –Troop Organizers place girls in troops following the 8 Priority Placement Guidelines. ONLY the Organizer places girlsEnsure Proper Troop LeadershipTwo unrelated registered and approved adultsTroop Leaders must complete Volunteer Application process and register before meeting with girlsTroop Dues – are set by individual troops. Up to $25 per year if requesting Financial AssistanceSchool Listing – online system contains a listing, add school name for paper copies, contact Membership Specialist if school is not listed
5 Registration Basics Online - the Rule GSUSA Membership Dues are $15 per yearDesignate Your RoleAll appointed adults MUST designate their roles in their profilesMember ProfileIndividuals and Troop Leaders/Advisors need to update member profiles.Order of Registrations for NEW girlsAdults need to be registered first, then girls.Talking Points:Online - the RuleGSUSA Membership Dues are $15 per yearThe preferred method of payment is by troop check cardDesignate Your RoleThe online membership registration system allows adults to designate their role(s) in their troop(s) and/or SUsAll appointed adults MUST designate their roles in their profilesMember ProfileIndividuals and Troop Leaders/Advisors need to update member profiles.During Early Bird and On Time registration it is important for Troop Leaders/Advisors to ensure the parent’s and phone number are correct in the girl’s profile, and to also ensure the grade and school are correct for the coming yearIt's important for Leaders/Parents to keep their contact information current for registration for events and campOrder of Registrations for new girlsWhen a parent is registering their child: Adults need to be registered first, then girls. When a NEW girl is registered online, the system automatically creates a profile for any adult listed as a parent or guardian. So by registering the adult first, then the girl the two profiles will automatically link rather than having to contact council to manually link them.When the troop leader registers both adult and girl, the relationship is listed on the backend as “Guardian 1-Web”– meaning that the adult guardian will NOT yet see the girl member from her profile. Once a leader register the new girl, contact the Registrar or Membership Specialist to have Council change the relationship to “Guardian 1” in order for the girl member to show on the adult’s My Family roster.Lastly, an adult only needs 1 registration annually. If they have a daughter in another Troop, they do not need to register twice (once in each Troop). They sytem should not allow this, but sometimes it does. A parent just needs to designate their role in both Troops, like the 03-Support Volunteer.
6 Steps to Register Online 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.Go to and click on RegistrationClick on Create Login in navigation bar on the left-side of the screen.Scroll down to the second set of boxes and enter your First Name, Last Name, and address (note: these must match our membership database exactly).Everyone will be required to click New Online Account the first time they log in to the new system.Steps for Troop Leaders/Advisors1. Create a Login (Go to Step 2 if you already have one)Go to and click on Registration (top right hand corner of home webpage).Click on New Online Account.Enter your information exactly as you did when you registered, click continue.If the system finds you, you will receive an asking you to click a link to set up your login information.By following the link you can set up your own login ID and password (at least 7 characters), as well as set up a security question.You will receive a confirmation with your username.This account will give Troop Leaders/Advisors access to their profile and to their troop members’ information and parents access to their profile and the family’s information. If a volunteer is both a parent and a Troop Leader, they will have access to all with one login. Please do not share this log in information with anyone else.
7 Steps to Register Online Step 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.Leader Registration Handbook page 74. All roles will show as pending until approved by council office. This Process can take hours, as they are only processed on business days.Confidential and Proprietary - Not for Public Distribution - Do Not Copy
8 Steps to Register Online Step 2: Prepare for Troop RegistrationLeaders 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 addresses and phone numbers?Do you know what grade and school they are in for the year?Prepare to pay immediately onlineDid you collect $15 for each girl and adult registration?Do you have a troop check card?Leader Handbook page 8.A Leader will need to gather some information before she sits down at the computer to register her Troop.· Prepare a list of girls and adults that will be returning to your troop:· Do you have contact information for each girl and guardian including ?· Do you have current parent/guardian contact information for the girls?· Do you know what grade and school they are in for fall of 2014?· Gather all information on any brand NEW* girls you might have joining your troop.· Have parents complete a paper membership form for any brand NEW* girls you might have joining your troop. Paper membership forms can be found here:· Be sure that parents have given a valid address on each form.· Prepare to pay immediately online· Did you collect $15 for each girl and adult that you will be registering?· Do you have a Troop check card?NEW girls are defined as: “Any girl who is brand NEW to Girl Scouts.” Meaning she is not returning after a year off or has not participated in any GSCNC sponsored events (recruitment events, camps, etc). NEW girls will not have a existing profile in the system.Any girl who has an existing profile will give this error.Contact your Registrar or Membership Specialist.Do NOT force profile.
9 Steps to Register Online Step 3: Re-Registration OnlineGo to and click on RegistrationLog 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 ScoutMembership (s) and select GO.Talking Points: Leader handbook page 9-11Register OnlineGo to and click on RegistrationLog in using your user name and passwordGo to My Troops at the top of your screen and select the names of girls and adults that are re-registering. It is recommended that you only select 5 girls/adults at a time to register.Go to the I want to: pull down menu and select Purchase Girl Scout Membership.A list of the selected members (girls and adults) will appear.The system will walk you through editing the information in each member’s account. Please make sure you have provided all required information.Once every record is edited, you can proceed to the shopping cart to pay or continue registering more members by clicking on the My Troops tab on the menu bar.4. The system will walk you through updating profiles. Once finished, proceed to checkout
10 Steps to Register Online Step 4a: NEW Girl Registration OnlineHow 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: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.Troop Leader Registers New Members:Go to and click RegistrationLog in using your username and passwordClick on My Troops, click Add a Girl MemberEnter all information and click Next to create the member profile. If you get a duplicate customer warning, please stop and contact your RegistrarClick the checkbox next to the girl’s name that was just addedGo to the I want to: pull down menu and select Purchase Girl Scout Membership and then click GoSelect Girl 2015, click start, and enter all additional informationClick next on each page to enter the requested information and proceed to check out
11 Steps to Register Online Step 4b: NEW Girl Registration Online6. School information is required. If a child is homeschooled select homeschool. If the school is not listed,select Not Listed.5. Complete all information blanks and select Continue.
12 REMEMBER: Print a copy of your receipt for your troop banking records. Steps to Register OnlineStep 4c: NEW Girl Registration Online7. Once you have entered Basic Registration information you will be asked to select Membership year.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.)Leader Handbook pages 12-16REMEMBER: Print a copy of your receipt for your troop banking records.Confidential and Proprietary - Not for Public Distribution - Do Not Copy
13 Steps to Register Online Re-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 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 atOnce 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.
14 Important RemindersRegistration process is not complete until payment is madePayment should be made immediatelyComplete the Troop Meeting informationDo not create a new profile for a current or previous GSCNC member.Keep contact information up to date for all troop membersContact Registrar if you need a girl transferred from another Troop, Service Unit, or council.Registrar Reminders for Troop Leaders/Advisors:Registration process is not complete until payment is madePayment should be made immediately since the shopping cart does not remain active after midnight of the day the purchase was startedComplete the Troop Meeting informationDo not create a new profile for a current or previous GSCNC member. If you get a warning for a duplicate member,Tell Leaders to check with the SU Registrar or the Membership Specialist for assistanceKeep contact information up to date for all troop membersContact Registrar if you need a girl transferred from another Troop, Service Unit, or council.
15 Paper RegistrationsThere are two instances when paper registration forms may be used:Girl or adult registration requiring full or partial financial assistance.Lifetime registration of 12th graders at the reduced rate of $195 if received by September 1, 2014.There are two instances when paper registration forms may be used because the online system does not currently support these situations.Girl or adult registration requiring full or partial financial assistance.Lifetime registration of 12th graders at the reduced rate of $195 if received by September 1, 2014.All forms needed for paper processing are available on the website
16 Financial Assistance Available for: GSUSA membership dues for girls and adults up to $15GSCNC shop suppliesTroop duesTo request, submit BOTH forms below:Troop and Member Financial Assistance Request FormPaper Girl/Adult Membership RegistrationDo not register member online.New look to Financial Assistance Forms!Financial assistance is available for:GSUSA membership dues for girls and adults up to $15GSCNC shop supplies (e.g. sash, recognitions, and books)Troop dues (up to $25 per girl) for the yearTroop and Member Financial Assistance Request Form AND a paper Membership Registration Form must be completed by the Troop Leader/Advisor to be submitted to your Registrar or Membership Specialist. Both forms are available onlineDo not register member online, GSCNC cannot refund the $15 membership dues*Only the $15 registration fee can be requested during Early BirdTroop dues and shop supply requests should be submitted in the fall.New look to Financial Assistance Forms! (go to next slide)Different request form during Early BirdSpanish-language registration forms available
17 Financial Assistance Forms Normal FA FormEarly Bird FA Form
18 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 RegistrarTransfers during Early Bird:There are NO Transfers during Early Bird. If you have a girl who is bridging to another troop in , PLEASE re-register her in your troop and submit a transfer request to your SU Registrar who will submit it online when the Transfer process begins in August.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.Common moves may be:· Transfers to a new troop· Transfers from another council· Transfers from unaffiliated Troop listSubmit transfer requests to your Registrar who will request the transfers online. For an out of council transfer please provide the members name and former council name.
19 Early Bird! Why it is important to you? Achieving year end success starts now!Less stress for Troop Leader/Advisor come SeptemberTroops are registered and ready to start fall activities$20 Shop Coupon for qualifying troops!Free participation patch!Troops are set for Fall ProductsTroops will know if they have space to add new girls in the fall
20 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 girlsEarly Bird Patch!A participation patch will be distributed for every girl who registers online or via financial assistance during Early Bird. The patches will be distributed by the Membership Specialist.Shop Coupon!All troop that register 50% or more of their "active" girls AND a minimum of 5 girls will qualify for a GSCNC Shop coupon. The coupons will be distributed directly from the Membership Specialist at the September SU MeetingTroops requesting an exception to this rule must their Membership Specialist by June 30th.Coupon must be used before expiration date in December
21 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 SpecialistTroop Leaders/Advisors MUST attend SU Meetings to receive Early Bird Coupons in September/OctoberCoupon Expires mid-December 2014!Patch requests fulfilled At the Membership Specialist’s discretion