GSWCF Operations Team – The Myth Busters

Myth: Registration for program events is open until the day of the event.

Fact: Event registration closes two (2) weeks prior to the event, or when the capacity of the event has been met. While we try to be as flexible as possible for girls, troops and families, the two week deadline allows for purchasing supplies, preparing for the event and for confirmations to be received in a timely manner. In the unfortunate event that a program must be cancelled due to low registration, the two-week window allows participants time to make other plans and for monies to be refunded.

Myth: Online registration is a “real-time” process.

Fact: Online registration must first be processed through the accounting department; it is then sent to the program registrar. While we strive to keep the website as up to date as possible, it is possible that you might register online for an event to only later find that the event was full or cancelled.

Myth: If I send a flyer to Council for approval, it will automatically be added to the Council program calendar.

Fact: In order to become a Council facilitator for a Council program, you must first be event- or encampment director-trained. You would then work with the appropriate program staff member (i.e. teen program manager if the event is for teens, outdoor program manager if the event is on outdoor skills, etc.) to have the event advertised in an upcoming calendar.

Events advertised in the program calendar are for the entire membership of the Council, must meet specific outcomes, and registration and payment must be received through the Tampa Service Center. The next edition of the program calendar will include events for September – February and goes to print in early June. If you have a skill you would like to share with girls and aren’t sure of your next step, please contact Director of Program Services Amy Foster: afoster@gswcf.org or 800-881-4475, ext. 210.

Myth: You don’t have to submit any paperwork unless your troop is leaving the State of Florida.

Fact: Anytime your troop/group leaves its meeting place, your consultant must be aware of your plans. Trips leaving the State of Florida must have paperwork submitted to GSWCF. Please refer to the information below as a handy reference when planning trips with girls; the information was taken from page 75 of the resource packet.

What Do I Need and When? Trips at a Glance

Travel within the Council (Citrus, Hernando, Hillsborough, Marion, Pasco, Pinellas, Polk and Sumter counties)

1. Submit trip information, copies of training and certification(s) to Consultant – 1 to 2 months before trip. (Consultants may have troops/group with experienced travelers submit information closer to the date of the trip.)
2. Submit the Confidential Background Check Authorization Form to the Volunteer Records Manager 4 weeks before the trip.
3. For trip of 3 nights or more, submit Participant Roster/Additional Activity Insurance Application to the Tampa Girl Scout Service Center, 30 to 60 days before the trip.

Travel within the State of Florida, Outside the Council

1. Submit trip information, copies of training and certification(s) to Consultant – 2 to 3 months before trip. (Consultants may have troops/group with experienced travelers submit information closer to the date of the trip.)
2. Submit copies of driver’s licenses to the Tampa Girl Scout Service Center 6 to 8 weeks before the trip. Be sure to include the Troop/Group number and date of trip.
3. Submit the Confidential Background Check Authorization Form to the Volunteer Records Manager 4 weeks before the trip.
4. For trip of 3 nights or more, submit Participant Roster/Additional Activity Insurance Application to the Tampa Girl Scout Service Center, 30 to 60 days before the trip.

Travel outside the State of Florida, Cruises and International Trips

1. Submit forms, copies of training and certification(s) to Consultant 4 to 6 months before trip.
2. Forward forms, signed by Consultant, and copies of training and certification(s) to the Tampa Girl Scout Service Center.
3. Submit copies of driver’s licenses to the Tampa Girl Scout Service Center 6 to 8 weeks before the trip. Be sure to include the Troop/Group number and date of trip.
4. Submit the Confidential Background Check Authorization Form to the Volunteer Records Manager 4 weeks before the trip.

For trip of 3 nights or more, submit Participant Roster/Additional Activity Insurance Application to the Tampa Girl Scout Service Center, 30 to 60 days before the trip.

Myth: GSWCF has increased its budget for printed materials being produced by the Council.

Fact: As a high-capacity Council, the quality of materials produced by GSWCF has improved as our resources (staff) have improved. Having a full-time graphic designer and publications manager enables GSWCF to produce well-designed and cost-effective printed materials. Rest assured that each printed piece is thoroughly bid out to quality printers to ensure we receive the best pricing possible. Pricing for printing, production, color, paper quality and postage is taken into full consideration before a final decision is made to move forward with our print materials to better serve the 28,000 girls and 10,000 adults served by GSWCF.

Myth: Girls cannot sell cookies after they turn in their cookie order sheet.

Fact: Girls can continue to take cookie orders with their Goal-Getter Order Card throughout the sale. If they fill up one Goal-Getter Order Card, they can start on another.

Myth: Cookie booths are only on Fridays, Saturdays and Sundays during the direct sale.

Fact: Cookie booths can be any day of the week. Service Unit Cookie Managers or booth managers may receive permission from the store manager for all days of the week or just the weekends.

Myth: Girls are not allowed to go door-to-door.

Fact: Girls are encouraged to go door-to-door during the Cookie sale. As with any Girl Scout activity, all Safety-Wise standards must be adhered to.

Myth: Girls/parents can sell cookies on the Internet, including eBay.

Fact: At the present time, Girl Scouts are not allowed to sell cookies via the Internet. They can use e-mail to contact friends and family. GSUSA took the first step into cyberspace with www.girlscoutcookies.org. By going to the site, people who do not personally know a Girl Scout but want to buy cookies can be connected with GSWCF.

GSUSA’s Internet policy states: “Sales on a website on the Internet* of any products sold in Council-sponsored product sales, such as Girl Scout cookies, candy, nuts, calendars, or magazine subscriptions, may not be conducted at any time.”
*Sales on the Internet include online auctions and/or posting on individual Girl Scout, troop/group, or Girl Scout Council websites.

Myth: Financial Sponsorship for troops is limited to $250 because of United Way guidelines, not the Council.

Fact: It is Council policy that financial sponsorship for troops, groups or Service Units be limited to $250 annually per membership year. Any additional amount over $250 will be placed in the Family Partnership Campaign and credited to the troop and Service Unit for a percentage return in the share check. The money benefits girls who are in need of financial aid.

Myth: Daisy Girl Scouts troops don’t submit financial reports.

Fact: According to Safe Money, all Girl Scout troops with $50 or more must have a checking account (p. 18), and all Girl Scout troops with checking accounts must submit financial reports according to the schedule outlined (p. 16).

Myth: Adults don’t have to be registered to volunteer at cookie booths.

Fact: All volunteers who handle Girl Scout money must be current registered members of Girl Scouts and have completed a Volunteer Application. (Safe Money, page 18) This includes those who volunteer at cookie booths.

Myth: GSWCF does not require any paperwork for troop trips.

Fact: A Girl Scout Trip Planning Form must be used for all Girl Scout trips/outings. Travel requirements are listed in the Resources 2007/2008 packet under “Traveling Troop Planning Information,” beginning on page 75.

Myth: The Girl Scout Store in Lakeland is closed.

Fact: The Girl Scout Store in Lakeland is open Monday, Wednesday, Thursday & Friday, 8 a.m. – 5 p.m.; Tuesday, 8 a.m. – 7 p.m.

Myth: There is not an interview process for the Gold Award anymore.

Fact: There is a Gold Award proposal interview and it may happen via e-mail, phone call or face-to-face, depending on how complete the answers are on the application.

Myth: The Tampa and Lakeland offices no longer carry totes.

Fact: Program on the Go totes are available in both the Tampa and Lakeland Resource Centers and are available to all troops throughout GSWCF’s eight-county jurisdiction. Volunteers may reserve totes from the program tote list, regardless of which county they are in. If the office closest to you does not have the tote you requested, we will send it out from another office. Deposits are accepted by check or credit card (no cash) and will only be deposited/processed if the materials are returned late, damaged or incomplete. Fees are accepted in cash, check or credit card.