GSGLA 2012 Service Unit Kickoff
Meeting &
Service Team Orientations
REGISTRAR ORIENTATION
• Objectives
• Understand role and
expectations
• Review 6 Steps for Online
Membership Renewal.
• Assist parents and leaders with
Online Membership
Registration processes
• Review compliance
checkpoints for new leader
Agenda
I.
Registrars Role and Responsibilities
Fully understand role and council expectations
Partnership between Registrar and Mission Delivery Specialist
II. Online Membership Registration/Renewal
Getting Started-activating an eBiz account!
Accessing registration page
Individual registration
Troop registration
The Troop Management Hub for Leaders
III. On-boarding checkpoints for new leaders
IV. Support and resources
For Registrar and Service Team Members and Leaders
V. Q & A
3
We are going
paperless!
Role and Responsibilities
What can you do ……..
Review
Online Membership
Renewal
Definitions
Online Renewal – Current Members
• An online membership renewal option available through eBiz . This is the
council preferred method to renew annual membership (regular Lifetime)
Offline Renewal
• A membership renewal option available using paper registration forms.
Should be reserved for those without credit or debit cards or for payment
via Financial Aid. Includes Lifetime Membership for graduating seniors.
• New Members- ( insert process)
8
On Line Membership
Registrations
Online Renewal
New troops
Parent/Adult member renews online using eBiz Parents/Adult registers via paper registration
forms. Forms and fees turned into leader.
No transferring of forms or fees to leader.
Payment by credit or debit card
Troop will earn OMR incentives even if a few
members need financial aid)
Payment by cash, check or financial aid
(Paper forms required for financial aid)
Leader may renew troop online (collects
forms/fees by cash & check) using Troop Debit
Card or 2012 GSGLA “eBiz” Cookie Gift Card
Leader collects forms, deposits money into
troop account, completes submission packet
and pays via Troop Check or Financial Aid
Troop who do not register by 9/30/2012 will be
considered lapsed
.
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Online Benefits
• It’s Green!
• It is fast, easy and convenient
• Accurate spelling & contact information in the
database in minutes
• It is 24/7 access
• It is safe, secure and confidential
• It generates a troop roster instantly
• It generates membership cards (available Oct. 1st)
• It is accurate, real time membership data for service
units
• It is cost and time effective
• It provides parents/leaders access to online
registration for programs and trainings.
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Let’s take it step by step…
Activating your eBiz account
Step 1-Create User Name/Password
Step 2-Log In to Renew Online
Begin renewal online
Step 3-Follow prompts and fill in all pertinent
information in open fields
Step 4-Make a Family Partnership Donation
Step 5-Pay membership fee and donation
Step 6-Print your order summary
Logout!
11
Family Partnership
Campaign
Our “$100 in the 100th” Family Partnership Campaign is a way for Girl
Scout families to invest in girls’ futures through local programs, camp
improvements, scholarships, volunteer support and other critical
services.
Funds raised through our annual Family Partnership Campaign help
provide quality services to over 41,000 girls and 23,000 volunteers in our
communities. Every dollar is vital to helping our girls and your taxdeductible gift will make a significant impact.
We ask that each family consider a gift of $100 for the 100th year of Girl
Scouting.
All families who give a gift of $25 or more will receive a collectible
centennial Family Partnership Patch. All families who give $100 for the
100th Anniversary will receive the patch, a unique collectible $100 for
100th Pin, and will be entered into a drawing for a four-pack of tickets to
Disneyland. They will also be recognized in the GSGLA Annual Report.
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Troop Management Hub
Troop Management Hub
Troop Leaders can use Troop Management to:
 Manage your troop members' contact information
 Communicate with troop members using email
 Print membership cards for troop members for the
current year
 Create and print a troop roster anytime
 Renew troop members online
 Register new adults and girls to your troop
Reminder: tutorial is on our website
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Offline Membership
Renewal
Offline Renewal-Leader
1:
Distribute GSUSA 2012-13 PAPER registration forms, Health History
and Product Sales forms; download directly from our website.
2:
Parents fill out completely then give to leader, with their $12
membership fee (checks made payable to GSGLA) per girl/adult.
Leaders should verify the form is filled out completely and it is signed.
3:
Leader deposits all monies into the troop bank account immediately.
4:
Leader completes an updated 2012-2013 “Ladybug” Summary Form
in full. This worksheet is available from the SU Registrar.
5. Leader attaches 1 Troop Check for the total amount of fees and
donations listed on the Ladybug Summary form. DO NOT SUBMIT
INDIVIDUAL CHECKS OR CASH!!
6. Leader submits registration forms, Lady Bug Summary to SU Registrar,
within 1 week of bank deposits. Leader keeps Health History, Product
Sales Permission Forms.
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Offline RegistrationRegistrar Role
7:
Registrar reviews the paper packet. Incomplete packets are to be
returned to the Leader. PLEASE DON’T ACCEPT INDIVIDUAL
CHECKS/CASH!
8. If complete, the SU Registrar fills out submission form, sends to council
(mail or drop off/log in at local service center).
9. Registration stations are encouraged to help leaders fill out paperwork
properly and to ensure timely submissions.
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Pathways
Girl
email
or
phone
Same
as girl
Media
permission
Opt Out
Opt out of
emails/texts
Choose not
to share at
this time
Signature
required
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Optional
employer
information
5 position
codes to
choose
from
Lifetime
Membership
for graduating
seniors
Family
Partnership
Donation!
Re-configured
Added birthday
section: great way
to recognize our
volunteers’
birthdays!
Media
permission
Opt out
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Ladybug Summary Form
EBIZ CARDS
NOT ACCEPTED
WITH PAPER
REGISTRATIONS
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On-boarding checkpoints
for new leaders
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On-Boarding
Checkpoints
Streamlined process to include compliance checkpoints for new leaders:
 Welcome Session
 GSGLA eBiz account set up
 GSUSA Member Registration (online)
 Volunteer application and CBC completed (online submission)
 GS 101 video (prerequisite for Council Orientation
 Council Orientation (delivered at each service center by staff/at the SU by
volunteers)
On-Boarding
Checkpoints
Updates in volunteer record; clearance given/appointment letter issued by council
along with instructions on obtaining a troop number and banking information
 Troop number issued by GSGLA Membership Registration Hub once leader
clearance
 SUM and registrar notified of clearance and work with new leader on girl
placement
2012-13 new troop member guideline: K-5 troops/10 girls
23
Financials
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Disband Process
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Support plan for volunteers
Support for registrars





Baseline roster of all troops March 15
Flash drive with all materials and training power point
“Quick Start” Guide with written instructions
Virtual library of all forms
Membership Team to assist with leader training
GSGLA Registrar Taskforce members to provide guidance and help
Support for Leaders



Tutorial Demos available on website
Comprehensive FAQs on website
“Quick Start” Leader Checklist with Leader instructions
Ideas List to help promote Online Renewal with parents
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Service Unit Best Practices
Encourage leaders to access renewal demos on website
Distribute the “Quick Start” guide via email prior to the SU to
new leaders.
Have experienced troop leaders support the new leaders sister
to sister!
Utilize all SU communications to support leaders.
Create a “OMR” culture
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Ideas to celebrate Online Membership
Renewal-Service Unit Best Practices
 Celebrate and acknowledge all troops that had 100% OMR
 Encourage adults to have older girls assist in the online renewal process
(STEM focus)
 Promote the Troop Management Hub for leaders
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Thank you!
QUESTIONS??